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HomeMy WebLinkAboutCCPR-05-12-09 (Approved: 5 —.2-6 6 CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting May 12, 2009, 6:00 P.M. The Monon Center East 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Engledow M Westermeier J Miller (arrived 6:21) M Klitzing D Dutcher A Kostrzewa P Chester D Grisham S Dillon Kate Schneider (partial) J Ketterman Christopher Thomas (partial) Tricia Hackett Lynn Russell (partial) J Hagan Tess Pinter (partial) T Tolson Audrey Hughey (partial) Chris Woolard I. ROLL CALL II. CALL TO ORDER The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:04 p.m. on May 12, 2009 pursuant to notice. President James Engledow, presiding over the meeting, asked Dan Dutcher to take the roll. All Board members were present once Joe Miller arrived at the time noted above. Having confirmed the presence of a quorum, President Engledow called the meeting to order. 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 other than the scheduled presentation. A. Walker Information, Inc. Chris Woolard used a power point presentation to explain the results of The Monon Center Pass holder Satisfaction survey conducted by Walker Information, Inc. in March and April of 2009. Highlights of the results noted by Walker included: 1. Unusually high participation rate of 28 2. The facility received an outstanding approval rating with cleanliness particularly noted; 3. The prices and use options received overwhelming approvals; 4. Comparisons with local competitors ranked The Monon Center "As Good As" or "Better"; there were NO catagories where the Monon Center was ranked "Not as Good As" a competitor; 5. Perception is that the facility exemplifies health and wellness; 6. A majority agreed with Government funding support. Repeat Surveys: 12 to 18 months is a normal cycle. After all questions had been addressed, J Engledow thanked Chris Woolard, mentioned that very soon he would be delivering to the Park Board members and members of the Park Department Management Team, copies of the survey documents for their review and that he had put on tonight's agenda, consideration of an amendment to the Walker Services Agreement for an additional presentation to the Carmel Clay elected officials. 1 IV. STAFF REPORTS After noting that the number of monthly reports had been increased, Michael Klitzing invited questions. J Engledow noted his appreciation for the division reports, in particular for the Business Services' task of large dollar payment processing, the numerous credit card declines and the resulting high recovery rate. V. COMMITTEE REPORTS A. Standing Committees 1. Personnel Committee: Joe Miller reported that the Personnel Committee will meet on Thursday at 5 p.m. The current task is review of the proposed "fulltime" employee personnel handbook about which a recommendation may be imminent; other matters on the Committee's task list include a review of the "part- time" employee handbook which will be prepared for review after adoption of the full -time employee handbook and IOSHA issues. 2. Finance Committee: Judy Hagan noted that the meeting summaries were included in the Board Packet. 3. Properties Committee: Sue Dillon reported that the Properties Committee met on April 28, 2009 during which it did not support a request to make a favorable recommendation to the Park Board for a. hog dog vendor sales along the Monon Greenway; and b. an Aerophare balloon attraction in Central Park. VI. ACTION ITEMS A. Minutes Dan Dutcher 1. April 21, 2009 Special Park Board Meeting Minutes were approved as presented. (Dutcher, Ketterman C -Un.) 2. April 28, 2009 Regular Park board meeting minutes were approved as presented. (Dutcher, Ketterman C -Un.) 3. April 28, 2009 Executive Session Minutes were approved as presented. (Dutcher, Ketterman C- Un.) B. Financial Reports Judith F. Hagan M Klitzing explained that after review, the Clerk Treasurer confirmed that the 1 April payroll for Park Department personnel had been posted in error to March and that a correction could not be made. He reported that while monthly and quarterly comparisons from year to year would be off, the "to date" numbers were accurate. Receipt of the Pentamation financial reports were acknowledged. (Hagan, Ketterman C -Un). C. Claims Judith F. Hagan 1. Claim Sheet May 12, 2009 was approved as presented. (Hagan, Tolson C -Un.) 2. Central Park Claim Sheet May 12, 2009 was approved as presented. (Hagan, Tolson C -Un.) D. Acceptance and /or Acknowledgement of Monies received Audrey Kostrzewa The following donations were acknowledged and accepted (Dillon, Hagan C -Un): RECEIVED AS DATE POSTED AMOUNT RECEIVED FROM FOR FUND Sponsorship 4/1/09 $250.00 Nelson Arbor Day 1047 Frankenberger Sponsorship Sponsorship 4/13/09 $250.00 Vine Branch Arbor Day 1047 Sponsorship Donation 4/21/09 $350.00 Adinamis, Michael Commemorative 1047 Saunder Tree in memory of Stephen A. Backer 2 E. Consideration of Quotes regarding Bus Transportation Services for Summer Camps— Michael Klitzing Safe Passage Transportation Service, Inc. was the sole responder to the Department's Request for Quotes for Bus Transportation Services (RFQ) for the Department's summer camp programs, copy of the quote having been provided in the Board packet. Michael explained that this vendor provided summer camp transportation for the past 2 years, was considered to be responsible and the quote to be responsive. He next explained that the quote for $67,736 did not include transportation services for those field trip destinations that had not been identified, the additional cost for which is estimated not to exceed $15,000 making the effective hourly rate approximately $45.70 and the total cost of the services within the $85,000 transportation budget. Safe Passage only charges and provides an invoice for actual services rendered; there will be no charge for canceled trips with advance notification. Safe Passage will be paid on a bi- weekly basis in strict compliance with Indiana purchasing law. After confirming that school bus drivers are subject to drug testing on the basis of reasonable suspicion, the Park Board accepted from Safe Passage Transportation Services, Inc. its proposal for bus transportation services for the Summer Camp program and authorized the Parks Department Management, the Park Board President and the Park Board attorney to take all steps necessary and appropriate to negotiate with Safe Passage the terms of a transportation services agreement consistent with the sample agreement included in the RFQ and applicable Indiana law and authorized the President to execute the same. (Chester, Ketterman C -Un) F. Central Park: Ratification of Fencing Quote Acceptance— Mark Westermeier Mark explained that pursuant to a design provided by Williams Associates Architects, fencing revisions were made to address safety and pool code requirements that impacted ingress and egress issues which surfaced during the operation of The Monon Center. As the Park Board had at some earlier meeting approved the design change and authorized the implementation, Staff requested and received quotes from Capital City Fence, Bullseye Fence and K &K Fence, companies known to deal in the fencing industry. After review, staff identified the most responsible and responsive quoter and then engaged Capital City Fence to perform the work. Mark reported that in hindsight, it is possible that the award of the quote should have come from the Park Board and in an effort to right a possible wrong, he requested and the Park Board agreed to ratify all actions heretofore taken by the Park Department with regard to the fencing contract given to Capital City Fence this Spring. (Hagan, Dutcher, C -Un.) The Board commended Mark for having removed himself from matters easily handled by staff and commended the staff for moving forward. G. Consideration of Proposal from 100% Hoops Michael Klitzing. Michael explained that 100% Hoops, LLC has proposed to provide a basketball training program at The Monon Center which targets male and female players of all ages, including individuals interested or currently playing at the college or professional level. He referenced its prior Fishers venue and its current arrangement with the City of Plainfield who referred the training program to CCPR. Interested in serving and expanding its customer base in the Carmel and surrounding areas, Christopher Thomas, the owner of 100% Hoops, rented 1 gym at $40.00 per hour and ran the program during April on a trial basis allowing his company and CCPR to assess interest levels and participation in the program. Mr. Thomas has indicated that his business cannot support a fixed rental fee arrangement and has proposed a 25% commission on fees collected by his company for participation in the training program conducted at The Monon Center. Staff noted that this is a lower than normal rate for contracted programs offered by the Department as illustrated in the Board Packet materials but the tradeoff is that there is no registration and payment processing responsibility for CCPR Staff. Under this proposal, the actual fees collected for 73 participants in April, would have provided The Monon Center with a commission of $659; CCPR collected $2,100 in rental fees. Staff confirmed that the proposed use times neither conflict with existing programs or drop -in use in the gymnasium nor displace existing revenue sources. While proposed compensation rates are below current practices, the revenue would be new. Side benefits include attracting new users and /or pass holders and the use is consistent with the draft business plan. Michael noted that Tom Abernathy, the owner of a Carmel -based basketball business, had expressed concern that 100% Hoops achieved an unfair business advantage by hosting its program in a public facility. Michael asked for direction by asking the Board members to review the options presented in the Board Packet. Granted permission to address Mr. Abernathy's concern, Christopher Thomas explained that 100% Hoops is a training only program and any basketball play is strictly tied to illustrating a training drill while Mr. Abernathy's business is primarily geared toward basketball league play. If anything, Mr. 3 Thomas suggested that 100% Hoops will encourage more league play which would positively impact Mr. Abernathy's business. Kate Schneider confirmed 50% of the CCPR programs are provided through arrangements with independent contractors. Michael mentioned but for the complaint, he would not have brought this program to the Park Board, After Tess Pinter confirmed that this program did not conflict with the growing and popular men's basketball leagues, that it did not interfere with the "open gym" option and that Mr. Thomas had been easy to work with on coordination issues, the Park Board elected to generate a new source of revenue during non -peak times. It authorized the Parks Department Management, the Park Board President and the Park Board attorney to take all steps necessary and appropriate to negotiate with 100% Hoops the terms of an independent contractor agreement and authorize the Assistant Director to execute the same. (Miller, Ketterman C -Un). H. Consideration of Amendment to Professional Services Agreement with Walker Information, Inc. Jim Engledow Jim explained that the agreement with Walker Information, Inc. to conduct a Monon Center pass holder satisfaction survey limited the presentations to only 1 which was given to the Park Board at tonight's meeting. He reported that because he believed it would be appropriate for the elected officials to receive the benefit of Walker's analysis of the results in the same or similar format, he mentioned to those in attendance at the Council's Park Recreation and Arts Committee meeting this afternoon, his intention to arrange such a presentation. Accordingly, Jim recommended consideration of a change in the Walker scope of Services to include 1 additional presentation to which Walker has agreed for an additional services fee of $500.00. After discussion that took into consideration the challenges attendant to a televised Council meeting with regard to time restraints and proprietary information and the resulting need to tailor the presentation accordingly, the Park Board approved negotiation of an amendment to the current Professional Services Agreement with Walker Information, Inc. to add preparation for and delivery of 1 additional presentation of the Monon Center pass holder satisfaction survey results as well as assistance with appropriate and beneficial use of the results for an additional services fee not to exceed $1,000.00 and authorized the Park Board President to negotiate and the Park Board Attorney to prepare such amendment and authorized the Park Board President to execute the same. (Dillon, Ketterman C -Un.) VII. ATTORNEY'S REPORT- Debra Grisham Deb reported that an August 10, 2009 hearing date was set for the Summary Judgment Motion on the Espey claim for damages and that Counsel expected to win. No new claims have been filed of which she has been made aware. VIII. DIRECTOR'S REPORT Mark referred to his written report included in the Board manual and added the following: 1. Sarah Carling did an outstanding job delivering a successful Arbor Day with which S Dillon agreed. 2. Sarah Carling is also working on the Gill Kett dedication ceremony and memorial plaque which is to be located at Flowing Well. 3. The outdoor pool drain fixes are underway. 4. The City of Carmel Clerk Treasurer has notified Staff of the addition of a 27 payroll this year which will require formal agreement by the Township to amend the 2009 General Fund 101 Park Budget. IX. DISCUSSION ITEMS 1. Michael Klitzing reported that the City of Carmel newsletter reprinted the Monon Myths. 2. S Dillon asked for a status report on day -to -day accounting: Michael reported that expenditures are being recorded in QuickBooks but personnel cost information is needed. Recognition of Frances Brockman's gift: Mark suggested that staff make a recommendation to the Properties Committee. X. INFORMATION ITEMS A. Plan Commission D Dutcher reported that the Comprehensive Plan is being returned to the Plan Commission for revision. Some designations for inclusion and exclusion of southwestern clay township are in discussion; all excluded are governed by the 2020 plan by default. 4 B. School Board T Hackett reported that Jeff Carter will serve out Steve Backer's term. XI. BOARD COMMENTS P Chester commended staff for the near eradication of garlic mustard in the parks. D Dutcher asked for a status on the news release about the Carmel Clay School Board's election to extend the Before and After School Care contract about which Michael will investigate and report. M Westermeier reported that progress on updating the Impact Fee will be made once an Impact Fee Advisory Committee is established. J Hagan and D Dutcher raised the issue of how best to let the community know about all the good things that are happening at/with the Park Department. Mark will develop a strategy to address public relations matters. J Engledow reported that several Park Board members had attended today's City of Carmel Council Parks Recreation and Arts Committee meeting. XII. AD OURN ENT The meeting adjourned at approximately 8:40 p.m. Signature: PA. Date: Signature: ivy ?e i L.1" Date: aLl, b —1 5