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HomeMy WebLinkAboutCCPR-04-14-09 (Approved: 4 0 U I CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting April 14, 2009, 6:00 P.M. The Monon Center West 1195 Central Park Drive West CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Engledow M Westermeier J Miller (arrived 6:12) M Klitzing D Dutcher (arrived 6:08) A Kostrzewa P Chester D Grisham S Dillon (arrived 6:05) Kate Schneider J Ketterman Dave Seidel Tricia Hackett Michael Sidenstick J Hagan Susan Branco T Tolson ROLL CALL II. CALL TO ORDER The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:00 p.m. on April 14, 2009 pursuant to notice. President James Engledow, presiding over the meeting, asked Pattie Chester to take the roll in Dan Dutcher's absence. All Board members were present once Sue Dillon, Dan Dutcher and Joe Miller arrived at the times 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)." 111. PUBLIC COMMENTS President Engledow welcomed those present, inviting them to speak during this portion of the meeting should they wish to address the Board. Mr. Dave Seidel of Dr. Pepper /Snapple and Mr. Michael Sidenstick of PepsiAmericas each introduced themselves and thanked the Park Board for the opportunity to participate in the Request for Proposal process for the Exclusive Beverage Provider for the Carmel Clay Park System. At this time, the Park Board reordered the agenda to accommodate those in attendance as follows: Action Item I (Consideration of the Monon Center Advertising Monitors) was moved to follow Action Item E (Acceptance and /or Acknowledgement of Monies Received); Action Item K (Consideration of a Contract of Exclusive Beverage Provider) was moved to follow Consideration of the Monon Center Advertising Monitors). (Engledow, Chester C -Un.) IV. STAFF REPORTS After Michael Klitzing noted that he was prepared to answer any questions regarding the staff reports included in the Board packet, he reported that there were two (2) new reports with charts and asked for feedback as to preference. He next reported that the Annual Report included with the Board packets would be available online on April 15th. 1 V. COMMITTEE REPORTS A. Standing Committees 1. Personnel Committee: In Joe Miller's absence, Jim Engledow reported that the Personnel Committee will meet on Thursday at 5 p.m. 2. Finance Committee: Judy Hagan noted that the March 25, 2009 meeting minutes were included in the Board Packet and reported that the Finance Committee held a meeting with Leon Younger on April 13 regarding the business plan in process and reported as follows: a. Mr. Younger will talk with city officials to complete his recommendations; b. An end -of -April target date is anticipated for a comprehensive presentation to the Board; c. Mr. Younger described the distinctions between a social model and a business model, a few of the challenges of each and offered the current Department model as a hybrid; d. Mr. Younger gave a snapshot of where the Department is currently and what he can recommend to address various cost recovery objectives. 3. Properties Committee: Sue Dillon reported that the Properties Committee met on March 24, 2009 during which: a. it determined that more details were needed to consider the Schneider Corporation request for additional fees under its Professional Services Agreement for Founder's Park; b. The Committee agreed that it would wait to receive the MIG Master Plan before it addressed a request to improve Cherry Tree with a Disc Golf course to avoid piece meal development. M Westermeier reported that a conference call with MIG was scheduled for Thursday to discuss what steps remain before the plan can be completed and how much time that should take; Sue next confirmed that she and Pattie delivered landscape comments to Michael Krosschell for Founders' Park and that the next Committee meeting is to be on April 28, 2009 at 5:00 p.m., noting her desire to keep that time slot before the second meeting for Properties Committee meetings. J Hagan suggested the elimination of the flag at the Founder's Park entrance reflected in the February 2, 2009 minutes due to maintenance and cost replacement. VI. ACTION ITEMS A. Minutes Dan Dutcher 1. March 18, 2009 Special Park Board Meeting Minutes were approved as presented. (Dutcher, Tolson C -Un.) 2. March 24, 2009 Regular Park board meeting minutes were approved as presented. (Dutcher, Hagan C -Un.) B. Financial Reports Judith F. Hagan Receipt of the financial reports were acknowledged. (Hagan, Ketterman C -Un). C. Insurance Premium Mark Westermeier. Mark reported that consistent with past practice, the City of Carmel provided an insurance premium invoice considered to be consistent with the coverage provided to the various divisions of the Park Department under the City's blanket comprehensive commercial liability policy. He was pleased to report that he finally obtained the costs associated with the different Department divisions for internal cost allocations. The Department has not finished its review of the coverage levels for completeness of park assets and corresponding coverage amounts. Additional premiums may be charged for any increases in asset and other coverage and /or decreases in deductibles. He reported that he was told to expect increases consistent with the budgeted amounts. Mark explained that worker's compensation insurance is separate, that the City has elected to be self insured and that Hylant provides stop loss coverage. No action was requested as the claim was listed on the claim sheet for approval tonight. D. Claims Judith F. Hagan 1. Claim Sheet April 14, 2009 was approved as presented. (Hagan, Chester C -Un.) 2. Central Park Claim Sheet April 14, 2009 was approved as presented. (Hagan, Ketterman C -Un.) 2 3. Clay Township Claim Sheet April 14, 2009 was approved as presented. (Hagan, Ketterman C -Un.) E. Acceptance and/or Acknowledgement of Monies received Audrey Kostrzewa The following donations were acknowledged and accepted (Hagan, Dutcher C -Un): RECEIVED FUND AMOUNT RECEIVED FROM FOR Gift 3/20/09 300.00 Anonymous Staff Appreciation F. Consideration of the Monon Center Advertising Monitors— Michael Klitzing Michael explained that staffs' review of options by which guests can learn about The Monon Center layout, its daily program schedule and promotion of Department events and activities, resulted in a recommendation to use a customized digital signage system as presented by Carmel -based Electronic Evolutions, Inc. He described the proposed system as follows under a purchase for $51,795.00 or a lease option: 1. Design a software program for use on three (3) 46" professional grade flat screens (and required hardware) to allow users to view combined high- definition images, text, video, and live television messages with PowerPoint presentations about internal events and classes, video messages, a live television feed, local time /temperature, and a "crawl" across the screen to make announcements or welcome special guests; a. monitors incorporate a touch screen feature and emergency alert capability with a 2 year warranty with user friendly Omnivox software; b. the digital signage system allows information to change throughout the day to stay current and relevant. i. The digital system can also be used as a revenue generator through advertisements sold to area businesses which if desired would work best if the Board engaged Community Networks, LLC, a company who works closely with Electronic Evolutions, to sell the advertisement space. His next explained his understanding of the financial terms. The Park Board and Department would 1. receive 20% of ad sales, 2. have control over the content and type of ads that would be accepted, and 3. have the ability to insert internal ads and ads from CCPR sponsors /partners at no charge. 2. Program, train, and maintain through an executive management plan; a. The executive maintenance plan has a guaranteed response time. Michael also promoted an arrangement with a third party vendor to sell advertisements on a potions of the flat screens (typically 13% of screen dedicated to advertising) which could produce annual revenue p to $18,500 allowing the digital signage system to essentially pay for itself in approximately 3.3 years. Board election to sell advertisements in the CCPR tri- annual program brochure and for other purposes, would increase revenue potential and pay off timeframes. He explained that REACH Sports Marketing Group offered the following with a 3 year contract: a. similar 50" flat panel monitor at no charge; b. no commission to the Park Board during the first year,$1,500 in the second year and $2,000 in the third year; c. no control over the screen layout and limited control over advertisers. With $115,000± in the FF &E budget for signage, a recommendation to use a system to replace the manually made easel boards, and in some places already wired for monitor use, the Board had significant discussion regarding the lease and purchase options, the FF &E budget, equipment use history, logistics regarding both staff responsibility, training and customer use, distinction from a web page and clarifications from Susan Branco. Ultimately, the Park Board accepted from Electronic Evolutions, Inc., its proposal to provide three digital messaging signs for The Monon Center pursuant to the scope of work provided in the Board packet and 3 authorized the Parks Department Management, the Park Board President and the Park Board attorney to take all steps necessary and appropriate to negotiate with Community Networks the terms of a purchase agreement in the amount of $51,795.00 in a form similar to the Park Board's standard agreements and applicable Indiana law and authorize the President to execute the same.(Miller, Dutcher C -Un). The Park Board next discussed the engagement of a vendor to sell advertising for the Park and Rec. Guide to effect its earlier decision to generate revenue through the sale of ads. After much discussion, the Park Board accepted from Community Networks LLC, its proposal to provide advertising sales services for the digital signage and tri- annual brochure 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 Community Networks the terms of a services agreement in a form similar to the Park Board's standard professional services agreement and applicable Indiana law and authorize the President to execute the same. (Ketterman, Tolson C -Un.) G. Consideration of Exclusive Beverage Provider— Michael Klitzing As previously authorized by the Park Board, the Department issued a Request for Proposals "RFP for a park system -wide exclusive beverage provider for a two -year term. The three proposals received from Coca Cola Enterprises "Coke Dr. Pepper Snapple Group, Inc. "DPS and Pepsi -Cola Bottlers of Indiana, Inc. "Pepsi were summarized in the Board packet. Michael reported that after a thorough evaluation based on the criteria set out in the RFP and provided in the Board Packet, staff recommended awarding a two -year contract to Pepsi for the following reasons: Overall name recognition and 2008 market share (30.8% for Pepsi versus 15.3% for DPS) Ability to offer six of the top 10 brands based on market share; Guaranteed $2,000 annual donation; Guaranteed $500 annual contribution for scholarships; Guaranteed radio advertisement tags for three weeks; Based on actual 2008 volumes purchased, the price differential was $600; After discussion and a notation that Pepsi recently won the St. Vincent contract, the Park Board determined that the proposal from Pepsi -Cola General Bottlers of Indiana, Inc, was the most advantageous to the Park Board and accepted such proposal, authorizing the Parks Department Management, the Park Board President and the Park Board attorney to take all steps necessary and appropriate to negotiate with Pepsi the terms of a two -year Beverage Provider Agreement consistent with the sample agreement included in the RFP and applicable Indiana law and, the President to execute the same. (Hagan, Chester C -Un.) H. Consideration of Resolution 4- 14 -09 -01 regarding the Cash Change Fund Michael Klitzing. Michael reported that consistent with past practice and the imminence of the summer season, the Cash Change Fund was ready for an increase pursuant to Resolution 4- 14- 09 -01. After the Park Board waived the reading of Resolution 4- 14 -09 -01 (Tolson, Ketterman C -Un), it noted that the written dollar amount in paragraph 1 on page 1 should be corrected to read "Fifteen Thousand Seven Hundred to match the sum in the parentheses and approved Resolution 4- 14 -09 -01 with the one change. (Tolson, Ketterman C -Un.) I. Consideration of Purchase of Fitness Equipment Mark Westermeier Mark described that $50,000 in the FF &E budget was set aside to purchase additional equipment in response to anticipated customer demand and fitness trends. After requesting and receiving 3 quotes (summary provided in the Board Packet), working with vendors to demo two different pieces of equipment and considering user feedback, staff recommended the purchase of the following items from Direct Fitness Solutions, LLC: 3 Precor AMT cardio machines 2 Concept II Rower cardio machines 2 SciFit PRO2 total body cardio machines Total Cost: $25,747.65 After endorsement from J Ketterman, the Park Board authorized the Assistant Director to purchase six (6) cardio machines from Direct Fitness Solutions, LLC, the lowest responsive and responsible quoter in the amount of $25,747.65. (Ketterman, Hagan C -Un). After Michael explained that Giles Cycling and Fitness is a sole source provider of the Cybex ARC cardio 4 machines who nonetheless offered the equipment with a government discount, the Park Board authorized the purchase of the 3 cardio machines from Giles Cycling Fitness in the amount of $19,982.85. J. Consideration of Digital Locks for Fitness lockers at the Monon Center Michael Klitzing Michael described the ability to decrease staffing needs and eliminate user congestion at the fitness entry if the locks on the fitness center lockers can be converted to digital locks which have been satisfactorily used by other fitness centers over the last 5 years. Michael referenced the demonstrated cost savings provided in the Board packet and confirmed that the FF &E budget has sufficient funds for this purchase. After discussion, the Park Board authorized the Assistant Director to purchase digital locks from Digilock in the amount of $27,813.70. K. Consideration of St. Vincent's Sponsorship Michael Klitzing Michael summarized the key terms of the one -year Sponsorship and Services Agreement with Carmel St. Vincent Hospital "St. Vincent executed in early 2008 which designated St. Vincent as the "Exclusive Healthcare Partner" of Carmel Clay Parks Recreation for a $75,000 sponsorship ($50,000 distributed to The Monon Center and $25,000 to ESE to provide summer camp scholarships and fund community -wide special events). Referencing the summary provided in the Board Packet, Michael reported that in the interest of renewing the agreement, St. Vincent has requested that the Parks Department present a proposal to Michael Chittenden, President of the Carmel hospital, for his review and consideration. Michael then described the Hospital's principle interest to be visible promotion. While he had spent quite a bit of time considering promotional options, he determined that he could more easily develop a supportable presentation with feedback from the Board about some of his ideas which included the following: catalog /website, high profile signage at The Monon Center and or at Central Park, variations of the pass program, logo on staff apparel, streaming logo on the new monitors, and inclusion of a removable logo on the west, east and fitness desk fronts. After some caution not to interrupt the current sleek look and the suggestion that the display cases be considered, the Board elected to table consideration of this matter until its April 28, 2009 regular meeting at which time Michael would be ready with a sample proposal. (Dillon, Chester C -Un.) L. Consideration of Professional Service Agreement with Fat Atom regarding a Web Design Mark Westermeier Mark referenced the proposal from Fat Atom Internet Marketing of Carmel, Indiana "Fat Atom included in the Board Packet. Fat Atom proposed to provide professional graphic design and creative direction for the Park Department website by July 1, 2009 for $35,600.00 with Additional services available for monthly maintenance and additional programming services at hourly rates. After discussion, the Board accepted Mark's recommendation to accept from Fat Atom its proposal to provide the services described in the Board packet pursuant to the strategy described in the Board packet for $35,600.00 and authorized the Park Department Management, the Park Board President and the Park Board attorney to take all steps necessary and appropriate to negotiate with Fat Atom the terms of a services agreement in a form similar to the Park Board's standard professional services agreement and applicable Indiana law and authorize the President to execute the same. (Ketterman, Hagan C -Un.) The Board next agreed with Mark to accept from Fat Atom, its proposal to provide maintenance and programming services at an hourly rate of $104.00 per hour and authorized the Park Department Management, the Park Board President and the Park Board attorney to take all steps necessary and appropriate to negotiate with Fat Atom the terms of a services agreement in a form similar to the Park Board's standard professional services agreement and applicable Indiana law and authorize the President to execute the same. (Ketterman, Hagan C -Un.) M. Consideration of Amendment to the Professional Services Agreement with The Schneider Corporation Mark Westermeier Mark summarized the history of the Professional Services Agreement with The Schneider Corporation first entered into in June of 2006 for the engineering, architectural and administration services regarding the design and development of Founder's Park. He next distributed the chart showing the services provided and those remaining to be completed under the contract as well as well as the additional scope of services added since the execution of the 5 contract and the values attributed to each, totaling $24,800.00. After more discussion, the Park Board authorized the Park Department Director and the Park Board Attorney to take all steps reasonable and necessary to effect an amendment of the Professional Services Agreement with The Schneider Corporation for the development of Founder's Park to increase the compensation by $24,800.00 and extend the Term through September 30, 2010 and authorized the Park Board President to execute the same. (Dillon, Hagan C -Un.) N. Conflict of Interest Disclosure Deb Grisham Deb Grisham disclosed a conflict of interest that she will have when her son, Thomas Grisham is hired as a part time employee with the Park Department. Deb explained that Thomas is in the process of being hired by the Park Department to work part time at the Monon Center at Central Park as a food services attendant earning $7.00 per hour. The Board accepted the disclosure made by Debra Grisham. (Hagan, Dutcher C -Un.) Deb next reported that Lisa Berry, the Department Human Resources Assistant, provided for Board consideration a conflict of interest disclosure statement that her step son, James Berry, III, was hired by the Park Department to work part time at the Monon Center at Central Park as a food services attendant earning $7.00 per hour as of March 23, 2009 but for which position he will not be assigned work hours until May of 2009. Ms. Berry also disclosed that her same step son had worked in the same position during the summer of 2008 earning $1,196.13. The Park Board accepted Lisa Berry's disclosure of her conflict of interest. (Hagan, Dutcher C -Un.) Joan Ketterman next disclosed that her son, Quinn Browning Ketterman, was in the process of being hired by the Park Department to work at the Monon Center at Central Park as an Aquatics Shift Lead at an hourly rate not to exceed $10.00 per hour. The Park Board accepted Ms. Ketterman's disclosure. (Hagan, Dillon C -Un.) VII. ATTORNEY'S REPORT- Debra Grisham Deb reported no new claims of which she has been made aware. She reported that she and staff were taking a very conservative approach to the application of the Indiana Conflict of Interest Disclosure law with regard to related employees and will likely be corning to the Board with more disclosures. VIII. DIRECTOR'S REPORT Mark referred to his written report included in the Board manual and added the following: The budget hearing for CCPR has been scheduled for 5:30 p.m. on July 22, 2009. Mark and Jim Engledow agreed to a $584.00 increase Change Work Order on the contract with McCammack Tile with regard to the flooring work on the Central Park Control Points and Casework Project. Phase III of the MIG services for the Master Plan remain to be detailed. IX. DISCUSSION ITEMS J Ketterman asked about o The Monon Center entry door that was damaged when it was caught in the wind; o the promotion of the aqua park which Kate addressed as follows: banners will be up; Denise, the Aquatics Manager, will appear on Connecting with Carmel; and Email blasts J Hagan asked about multiuse trails at Hazel Landing; Mr. Shurette has worked on the River Road Park and will meet with Mark for a future presentation to the Park Board. D Dutcher saw Channel 8 who Kate explained was interviewing those preparing for the Mini marathon; S Dillon asked when concessions would open; Mark replied that Concession is currently open in the late afternoons and evenings which was under the management of the same person managing shelter rentals and birthday party reservations. He noted availability of staff to work concessions at other hours to be the biggest issue regarding its current operating schedule. J Miller addressed the Board members about the duration of the meeting. He suggested that all consider making an effort to keep the meetings to 2 hours and cautioned them against micromanagement. X. INFORMATION ITEMS 6 A. Plan Commission D Dutcher reported that the agenda is light. B. School Board T Hackett reported that the wellness committee has a link to the CCPR website. XI. BOARD COMMENTS J Engledow endorsed the digital lock sample after working it and appreciated the savings calculations. J Kettermen noted that she witnessed the Monon University in action and asked about the OSHA training which Kate stated was included in the emergency action plan. J Hagan asked about the water related illnesses that Mark addressed by explaining the ongoing testing to confirm water health. J Hagan presented a power point by which she explained the park funds and the current fund amounts. XII. ADJOURNMENT The meeting a..ourned at approximately 9:10 p.m. (Ketterman, Hagan C -Un.) Signature: /14It11 Date: t U g v' Signature V9 Date: 4 Del