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HomeMy WebLinkAboutCCPR-01-13-09 (Approved: 2 "d 0 CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular and Annual Meeting January 13, 2009, 6:00 P.M. The Monon Center West 1195 Central Park Drive West CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Engledow D Dutcher M Westermeier J Miller M Klitzing J Hagan A Kostrzewa P Chester D Grisham S Dillon Kate Schneider T Tolson Susie Bruce (until6:45) Tricia Hackett Audrey Hughey J Ketterman Denisse Jensen Sam Richardson ROLL CALL II. CALL TO ORDER The regular and annual board meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:07 p.m. on January13,2008 pursuant to notice. President James Engledow, presiding over the meeting, asked Patricia Chester to take the roll. All Board members were present except Dan Dutcher. 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 IV. STAFF REPORTS A. After Kate Schneider introduced new staff members Audrey Hughey, Guest Services Manager, Denisse Jensen, Aquatics Manager and Sam Richardson, Guest Services Supervisor, Michael Klitzing introduced Susie Bruce, a customer service consultant with 20+ years experience with a focus on the fitness industry. Ms. Bruce emphasized the need to continue customer service improvement at the Monon Center by hiring and rewarding talented personnel, clearly defining the staffs' mission, simplifying the pass holder fee structure and allocating more space to grow the fitness revenue stream. She distributed an assessment, which while incomplete, supported her comments and recommendations. She concluded by complimenting the cooperation and willingness of the management team to address issues and implement recommendations. B. Ben Johnson addressed the Park Board to report the ESE Summary of Feedback and Communications (Before and After School Care), (attached as Appendix A) which reflected that Fall 2008 satisfaction results obtained through Survey Monkey were up from Spring 2008. The survey results will be given to the School Board and to all site supervisors together with the survey specific to their site. He noted that no school site was significantly higher or lower than any other. A survey will go out to all school principals and custodial staff to confirm appropriate staff demeanor. With regard to parent communication mediums, Ben reported that while few parents take advantage of the Parent /Guardian Feedback opportunities provided through Parent Advisory Council Meetings, the ESE News Views continues to be the preferred communication method. C. Michael Klitzing next explained the financial 12 -month trailing reports (graphs) that were included in the board packet for Funds 1046 (ESE and Summer Camps) and 1047(Revenue Facilities /Monon Center) as well as the Monthly and Annual Pass Report and noted that the monthly financial trending report was not included. D. Audrey Kostrzewa introduced an attendance form to be used at each meeting of the Park Board or its committees for purposes of tracking payment due to the Park Board members pursuant to the revised By -Laws. She next informed the Park Board members that while they were eligible for a Monon Center pass discount (similar to City of Carmel employees), records reflected that such discount had not been applied to all. She suggested that the members contact her with their preferred course of action to correct that matter. J Miller described his family's experience regarding expiration, lack of notice and use after which K Schneider confirmed that matter to be one of Audrey Hughey's priorities. V. COMMITTEE REPORTS A. Standing Committees 1. Personnel Committee: No report. 2. Finance Committee: Judith F. Hagan reported that the Minutes from 2 meetings are in the board packet and 2 action items to be recommended by the Finance Committee are on tonight's agenda. 3. Properties Committee: Sue Dillon reported that the Properties Committee met earlier tonight for a presentation by Michael Krosschell of The Schneider Corporation regarding the shelter orientation, landscape and playground. While the shelter design seems to be narrowed down, the playground needs some work. Tess Pinter and Dad's Club representatives were present. B. Special Committees 1. Nominating Committee: Jim Engledow reported that the Nominating Committee will make a recommendation as set forth in the Action Items. VI. ACTION ITEMS A. Minutes Pattie Chester December 9, 2008 Regular Park Board Meeting Minutes were approved as presented. (Chester, Tolson C -Un.) B. Financial Reports Judith F. Hagan The Park Board acknowledged receipt of the 2008 Pentamation Financial Reports as presented. (Hagan, Miller C -Un.) C. Claims J Hagan 1. Claim Sheet January 13, 2009 was approved as presented. (Hagan, Miller C -Un.) 2. Central Park Claim Sheet January 13, 2009 was approved as presented (Hagan, Miller C- Un.) after there was confirmation that the Brockman money had been placed in the Gift Fund for Central Park development. D. Election of Park Board Officers for 2009 President and Nominating Committee J Miller, Chair of the Nominating Committee, reported that at its meeting earlier that evening, the committee agreed to recommend the following candidates for the following offices: Jim Engledow for President, Joe Miller for Vice President, Dan Dutcher for Secretary and Judy Hagan for Treasurer. The Park Board unanimously elected officers as recommended. (Dillon, Ketterman C- Un.) E. Park Board Committee Appointments President President Engledow announced his decision to appoint the following members to the following Standing Committees and noted that he as the President and Mark as the Department Director were ex- officio members of each: Personnel Committee: Chair J. Miller, Members: T. Tolson and J. Ketterman; Properties Committee: Chair S. Dillon, Members: D. Dutcher, P. Chester and T. Tolson which after much discussion, resulted in the decision to also notice each Properties Committee meeting 2 as a Park Board meeting since a majority of its membership comprises the voting membership of the committee; Finance Committee: Chair J. Hagan, Members: J Miller and T. Hackett The Park Board endorsed the appointments with a unanimous vote. (Dillon, Hagan C -Un.) F. Park Board appointment to Plan Commission President J Engledow announced that D Dutcher had agreed to continue to serve as the Park Board's appointment to the Carmel Plan Commission which was accepted by the Park Board. (Miller, Ketterman C -Un.) Mark volunteered to notify the appropriate members of the Plan Commission. G. Conflict of Interest Disclosure Statement Deb Grisham Deb reported that while M Westermeier, Joan Ketterman and Deb Grisham each previously had filed Conflict of Interest Disclosure Statements with the Park Board due to the part time employment of one or more of their children with the Park Department, only Mark's children continued to be part time employees at this time. The other children would need to reapply. Accordingly, only Mark requested acceptance of an annual Conflict of Interest Disclosure Statement to report the part time employment with CCPR of his daughter (i) Emily Westermeier at $11.50 per hour as a Aquatic's Lead and (ii) Olivia Westermeier at $9.00 per hour as Food Services Lead. The Park Board unanimously accepted the disclosure and authorized its filing in accordance with Indiana law. (Ketterman, Dillon C -Un.) H. Acceptance and /or Acknowledgement of Monies received Audrey Kostrzewa The following donations were acknowledged and accepted (Tolson, Ketterman C -Un): RECEIVED FUND AMOUNT RECEIVED FROM FOR 12 -29 -08 1047 $100.00 The Stratford at Sponsorship of T- West Clay shirts for 100 Mile Club, a walking program for Seniors 12 -29 -08 1047 $500.00 National Park and Grant for Youth Recreation After School Association Archery Program I. Adoption of Revised Salary Resolution Michael Klitzing Michael explained that upon review of Resolution 12- 9 -08 -01 approved by the Park Board on 12/9/08, he noticed that it inadvertently identified the maximum biweekly salaries for the Business Services Division Manager and Extended School Enrichment Division Manager at Grade 11 instead of the appropriate Grade 12. Therefore he recommended adoption of the revised Resolution 1- 13 -09 -01 as presented in the board packet. After waiving the reading of the resolution (Tolson, Hagan (C -Un) and discussion, the Park Board approved the Resolution 1 -13- 09-01 as presented. (Tolson, Hagan C -Un.) J. Consideration of Services Agreement with Walker Information, Inc.— Judith F.Hagan Judy reported that the Finance Committee recommended approval of a professional Services Agreement with Walker Information, Inc. to conduct a pass holder satisfaction survey to be complete by the end of March and presented to the Park Board in April. The cost was $15,200.00. Deb reported that she had been working on the contract with Walker and that except for a few typos, she had the contract with her if anyone would like to see it. She was confident that it could be finalized very soon. S Dillon suggested that the contract require an earlier completion date to allow its contents to be shared with the Carmel Common Council and the Township Board at a joint meeting with the Park Board that she advocated occur in March. Mark reported that as Council Member Kevin Rider advised that a status report be given sooner rather than later, Mark recommended that he and J Engledow meet with the Council's Art, Parks and Recreation Committee as well as members of the Clay Township Board to present a status report on finances, projects, business and marketing plans. J Engledow suggested that an earlier completion date be 3 addressed with Walker. After discussion concluded, the Park Board authorized President Engledow to negotiate and the Park Board attorney to review and approve a Services Agreement with Walker Information, Inc. to conduct a pass holder satisfaction survey in an amount not to exceed $15,200.00. (Hagan, Dillon C -Un.) K. Consideration of 2009 Non reverting 1047 Revenue Facilities Budget Michael Klitzing Michael referenced the 2009 Revenue Facilities /Monon Center (1047) budget, along with a summary of several key budget assumptions provided in the Board Packet. He explained that the proposed budget identifies by line item the 2007 and 2008 actual expenditures and 2009 proposed budget, and the difference between 2008 and 2009 with brief explanations for any significant differences. J Hagan confirmed that the Finance Committee reviewed the proposed 2009 budget and recommends its approval. She commended staff, Michael in particular, for presenting the budget at 85% cost recovery. After discussion, the Park Board approved the 2009 Revenue Facilities /Monon Center (1047 Non Reverting Parks Program) Budget as presented. (Ketterman, Miller C -Un.) L. Ratification of End of Year Budget Line Transfers Michael Klitzing Michael referred to the summary in the Board Packet of the end of year line transfers completed by the Department to ensure all budget lines were at positive or a zero balances. He confirmed that all transfers were within the same classification and is within the authority of the Park Board to ratify. After discussion, the Park Board ratified the 2008 end of year budget line transfers as presented. (Tolson, Chester C -Un.) M. Ratification of Fire Station Change Order Mark Westermeier Mark explained that after the last Park Board meeting in December, the contractor discovered the omission, and recommended installation of, a drip edge to the perimeter of the roof to protect the edges of the roofing shingles on the eaves and prevent ice dams in the gutters from causing damage to roof sheathing and shingles for $490.00. In the interest of time in proceeding with the roof repair and to avoid increased cost to add the drip edge at a later time, the Park Director authorized such change order for $490.00. After discussion, the Park Board ratified the decision of the Director of the Park Department to approve the change order for the addition of a drip edge to the perimeter of the roof of the Fire Station located at 1116 Street and Towne Road. (Dillon, Hagan C -Un.) N. Central Park Matters Mark Westermeier 1. Consideration of authorizing public work projects pursuant to Indiana law Mark Westermeier Mark reported that he had received preliminary estimates to remedy the lack of effective entry control points and functional cabinetry at the main west side entrance and at the Fitness entrance. He provided the estimates and recommended that the Township managed COIT fund from Central Park be used to fund the projects. After discussion, the Park Board authorized the Director and the Park Board attorney to pursue the Access Control and the Casework Cabinetry projects as presented and pursuant to applicable Indiana Law. (Tolson, Ketterman, C -Un). 2. Consideration of a Professional Services Agreement with Summit Construction to commission the Indoor Pools and the equipment servicing the pools Mark Westermeier Mark next requested that the Owner's Representative contract with Summit Construction be expanded to allow Summit to commission the indoor pools and the equipment that serves the pools as they are aging at an unacceptable rate warranting resolution as quickly as possible. He summarized the action taken to date and recommended Summit engagement as the next step toward resolution. After discussion concluded, the Park Board authorized expansion of the OR contract to include the commissioning of the indoor pools and the equipment that serves them at the hourly rate of $90.00. (Miller, Ketterman C -Un.) VII. ATTORNEY'S REPORT- Debra Grisham 4 Debra Grisham reported that the ICLU issued its finding that probable cause does not exist to believe that an unlawful discrimination practice occurred and commended the work of Michael Klitzing and Lynn Russell. No new tort claims have been filed of which Deb had been made aware. The Traveler's Indemnity Company Staff Counsel Office had notified her that a claim resulting from an injury during the Before and After School Care Program that had been handled as a City of Carmel claim would now be handled as a Park Board claim on which she will report more at the next meeting. VIII. DIRECTOR'S REPORT In addition to the written report included in the Park Board packet, Mark described the decision to shift the lifeguard building to create the least difficult path to access underground infrastructure and shared the latest design from Lockwood Associates. He reported that the building and storage is projected at roughly 2,000 square feet, with a construction cost estimate of $450,000 $500,000. He next reported a RecTrac upgrade. IX. DISCUSSION ITEMS A. Consideration of Community Programs Policy Finance Committee Judy expressed her concern that, apart from the salaries of the staff, all expenses were paid from the Non Reverting Fund for community programs. The number of participants and number of programs has grown. Accordingly, she suggested that the Board look seriously at how many programs are offered at what cost and consider that while some programs are loss leaders, sponsorships should be required for others to offset the cost. She explained that Leon Younger will address this issue in the Saturday workshop. X. INFORMATION ITEMS A. Plan Commission No report. B. School Board —T Hackett asked for thoughts and prayers for 9 grader who lost his life last week. XI. BOARD COMMENTS J Hagan asked Mark to build a budget for all parks maintenance. Mark agreed to include the Carmel Drive pedestrian bridge over the Monon Greenway. J Hagan reported that Gil Kett, a Carmel resident who for many years took care of the Flowing Well, is very ill. Many who know Mr. Kett have endorsed the idea of honoring his years of community service and she asked for suggestions. After discussion, the Park Board agreed to rename the pavilion at Flowing Well Park in Mr. Kett's honor and asked staff to create a commemorative plaque to be presented and installed on the pavilion. (Dillon, Hagan C -Un.) J Engledow asked who would be present for the February 10 meeting. When only 3 of 8 Board members answered affirmatively, the Park Board discussed some alternatives without resolution and asked staff to provide some alternate dates for consideration. XII. ADJOURNMENT 411, ng adj.. r imately 9:10 p.m. (Ketterman, Tols n C -Un.) Signature: 4 Date: ���U Signature: Date: 2 Z4 C�( 5