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HomeMy WebLinkAboutCCPR-05-26-09 (Approved: 9 CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting May 26, 2009, 6:00 P.M. The Monon Center East 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Engledow Tricia Hackett M Westermeier J Miller M Klitzing D Dutcher A Kostrzewa P Chester D Grisham S Dillon J Ketterman J Hagan T Tolson (arrived 6:09) I. ROLL CALL II. CALL TO ORDER The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:08 p.m. on May 26, 2009 pursuant to notice. President James Engledow, presiding over the meeting, asked Dan Dutcher to take the roll. Except for Tricia Hackett, eight Board members were present once Tim Tolson arrived at the time noted above. Having confirmed the presence of a quorum, President Engledow called the meeting to order. Others in attendance are noted above. NOTE: Hereinafter these minutes will state the motion, followed parenthetically by the name of the one who made the motion (listed first) and then the one who seconded it. For example the motion would read, "It was moved to approve the minutes...etc. (Dutcher, Tolson)." When a motion is carried but not unanimously, the results of the vote will be listed i.e. "(Dutcher, Tolson; 6 to 2, with one abstaining). When the motion was carried unanimously, a "C -Un" will be added i.e. "(Dutcher, Tolson; C -Un)." III. PUBLIC COMMENTS None. IV. ACTION ITEMS A. Minutes Dan Dutcher 1. May 12, 2009 Regular Park Board Meeting Minutes were approved as presented. (Dutcher, Chester C- Un.) B. Claims Judith F. Hagan 1. Claim Sheet May 26, 2009 was approved as presented. (Hagan, Ketterman C -Un.) 2. Central Park Claim Sheet May 26, 2009 was approved as presented. (Hagan, Ketterman C -Un.) 3. Clay Township Claim Sheet May 26, 2009 was approved as presented. (Hagan, Tolson C -Un.) C. Resolution to amend 2009 Park General Fund 101 Budget regarding the 27 payroll Michael Klitzing Michael explained that the Park Board's 2009 General Fund 101 budget was adopted with the customary 26 payrolls though there was consideration of the possible need for a 27 payroll in 2009. He reported that the Clerk- Treasurer had determined that a 27 payroll will be necessary which requires an increase of $51,150 in the following budget lines: 4110000 Full Time Salaries: $43,475.00 4121000 Employer's Share of FICA: $2,695.00 4124000 Employer's Share of Medicare: $630.00 4123002 Civilian PERF: $4,350.00 1 He explained that Resolution 5- 26 -09 -04 approves the budget amendment for the 27 payroll and provides the mechanism to request an additional appropriation which has already been approved by the State of Indiana and the Carmel Common Council, remaining to be considered by the Clay Township Board. After the Park Board waived the reading of Resolution 5- 26 -09 -04 and entered it into action (Tolson, Hagan C -Un), the Park Board approved Resolution 5- 26 -09 -04 as presented in the Board packet.(Tolson, Ketterman C -Un.) D. Consideration of the 2010 Park General Fund 101 Budget Mark Westermeier Mark displayed the drafted budget highlighting changes made since its inclusion in the Board packet. He summarized the preparation process to include (a) an initial draft that followed City directives without projections for anticipated maintenance costs for Cool Creek North Trail and Founders' Park (b) increases suggested by Finance Committee members believed to better address realistic projections and (c) further changes suggested by the Chair of the Finance Committee to more closely tie the Finance Committee suggestions to City directives. The Park Board waived the reading of Resolution 5- 26-09-03 and entered it into business. J Hagan cited the opening of the Cool Creek North Trail and Founders' Park to support several increases beyond City of Carmel budget guidelines. The Park Board approved Resolution 5- 26 -09 -03 as presented at the meeting. (Ketterman, Tolson C -Un.) E. Consideration of Resolution 5- 26 -09 -01 regarding the transfer of a vehicle to the City of Carmel Street Department Mark Westermeier Mark referred to the board packet cover sheet to explain the recommendation to give to the City of Carmel and its Street Department a non operational 2000 Chevrolet truck, 2500 Series, VIN# 1 GCGK24R1 YR169786 in exchange for the road salt supplied by the City Street Department during the 2008 -09 winter season. When the City Street Department learned of the Park Department's anticipated disposal of the truck, it's management expressed an interest in acquiring the truck as (unlike the Park Department) it employs those with the skills to fix it. After the Park Board waived the reading of Resolution 5- 26 -09 -01 (Tolson, Ketterman C -Un), it approved the resolution to allow a disposal through an intergovernmental transfer pursuant to Indiana Code Section 36- 1 -11 -8. (Tolson, Ketterman C -Un). F. Consideration of adopting the revised Full -time Employee Personnel Handbook— Michael Klitzing Michael summarized the reasons for the revised handbook to included (a) changes in applicable laws; (b) caselaw trends (c) establishment of a Park Department human resources division "HR making obsolete most references to City of Carmel Human Resources and the Carmel Board of Public Works and Safety and (d) policy and operational changes for various reasons including recommendations from HR and the Park Board Attorney to address in the future, "experienced" issues. He mentioned that the handbook does not address compensation and benefits as the current policy governing those areas may be altered by adoption of a business plan that is currently being created for Park Board consideration. Upon adoption, the Department will start work on the part time handbook. After the Park Board waived the reading of Resolution 5- 26- 09 -02, (Tolson, Miller C -Un), it approved the Resolution as presented. (Ketterman, Chester C -Un.)\ G. Recommendation regarding public relations Mark Westermeier Mark recommended, and the board agreed, that it would be logical and likely beneficial to explore a partnership with the city Department of Community relations to assist the department with its public relations needs. Mark will talk to Nancy Heck about how to better disseminate park news and information noting that they are working together on the Gil Kett tribute at Flowing Well. H. Consideration of Handicapped Accessible Bus Transportation Services for Summer Camps Michael Klitzing. Michael explained that since the Park Board awarded to Safe Passage Transportation Service, Inc., the contract to provide summer camp transportation, the Department hired a staff member and enrolled a camper, both of whom require handicapped accessible transportation. As Safe Passage does not have access to such buses, the Department has been in discussions with companies who do but does not yet have a rate to recommend. In light of the bus scheduled change to introduce the use of handicapped accessible buses, Safe Passage has decreased its quote from approximately $82,000 to $62,322 plus or minus the cost of adjustments as set forth in the contract. As the need for transportation commences on Monday, June 1 staff requested and the Park Board agreed, to authorize Park Department Management to negotiate, the Park Board attorney to prepare and the Park Board President 2 to execute a bus transportation contract to accommodate the handicapped and others during the summer camp sessions in an amount not to exceed $40,000.00. (Dutcher, Ketterman C -Un.) V. DISCUSSION ITEMS See above item H. added to the Action Items. VI. BOARD COMMENTS J Ketterman offered her view that the opening of the outdoor Aqua Park went very well; D Dutcher expressed excitement about the video screens in the Monon Center; M Westermeier reported that for the first time since the Aqua Park's initial opening, he has received only compliments, noting that staff successfully adjusted to various challenges the first weekend such as the repair /replacement of broken pipes and software glitches. Mark reported that Mechanical, Inc. a main outdoor pool contractor, has addressed warranty concerns by its timely response and by providing an additional 1 year warranty on the outdoor pools. J Hagan commented that the Aqua Park grounds are gorgeous; J Engledow reported that he had written a response to the Current in Carmel article that expressed disappointment in the maintenance of 3 area parks (Coxhall Gardens, Gray Road Park, and Central Park). He next reported that Walker's pass holder satisfaction survey results will be provided to the Board members. Additionally, Jim reported that since a recent discussion with Walker, he has become concerned about the sufficiency of time for an effective presentation to the City of Carmel and Clay Township elected officials at a City Council meeting. Accordingly, he recommended that in lieu of a presentation, Walker create a summary letter for the elected officials that he would deliver prior to or by June 15, 2009 at a cost to be finalized with Walker. There was no objection to President Engledow's recommendation. VII. AD. •61,RNMENT The meeting a.•• rned at approximately 7:49 p.m. Signature: .11 1/' Date: G d Signature:• Date: 6 x' 2.009 3