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HomeMy WebLinkAboutCCPR-12-09-08 (Approved: J-1..3 _Q G� CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting December 9, 2008, 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 M Klitzing J Hagan A Kostrzewa P Chester D Grisham S Dillon Kate Schneider (in and out) T Tolson Doug Callahan (arrived 6:37, left 8:50) Tricia Hackett D Dutcher J Ketterman ROLL CALL II. CALL TO ORDER The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:05 p.m. on December 9, 2008 pursuant to notice. President James Engledow, presiding over the meeting, asked Patricia Chester to take the roll. All Board members were present. No members were absent. 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 Kostrzewa referred the Board members to the employment and GL Summary Distribution Reports. M Westermeier reported that the assessment center resulted in extended offers for the lead positions in Customer Services and Aquatics and summarized the qualifications of each offeree. (Later in the meeting, K Schneider was able to confirm that both offers had been accepted.) M Klitzing reported the following: A. the practice of a lesser "training wage" was introduced during the assessment centers which he will explore for application; B. The challenges of payroll services has increased after the Carmel Clerk- Treasurer's staff learned of the Park Board's request for alternative support options; C. Having finally received the requested financial information from the City of Plainfield regarding its park operations, Michael provided his comparison between Plainfield's cost recovery percentages with those of CCPR, noting that CCPR performance is in fact running higher than that of Plainfield contrary to what the Carmel and Clay Township elected officials had heard from outside sources (See Appendix A for the comparison.); and D. Some of the monthly reports did not make it into the packet due to the lack of adequate preparation time including the Employment Report for November 2008; Monon Center Pass Report for 1 November 2008; previous year comparison(s) Financial Statements (abbreviated version) for General Fund (101/1125), ESE (104/1046), Monon Center (104/1047) and Rec Trac Reports. V. COMMITTEE REPORTS A. Standing Committees 1. Personnel Committee: No report. 2. Finance Committee: Judith F. Hagan reported as follows: The minutes included in the Board packet summarized the action taken at the November 19 and December 3 meetings. The Carmel Council Resolution regarding the Park Board's request for operation funding for the non reverting 104 Park Operations Fund (the "104 Fund directed that $650,000.00 would be transferred from the Park Board's non reverting 103 Park Capital Fund (the "103 Fund into the 104 Fund and all monies not spent by December 31, 2008, were to be returned to the 103 Fund. While this method had been discussed as 1 of 3 options, the expected method was a transfer of $650,000.00 from the Township's 1215 Fund into which Central Park Bond COIT was collected to the 104 Fund. Originally jointly funded by both City and Township, the 103 Fund cash balance is now $974,072.00. The method elected by the Council will have the effect of reducing some capital encumbrances but will not affect anticipated capital projects which can be paid directly by the Township from its 1215 Fund. The condition to return money not spent will result in using less than the requested amount starting 2009 with no cash. The Council's action has provided a short term solution requiring preparation to deal with a 2009 deficit. The Park Board can request that the Clerk- Treasurer use money in the 103 Fund to cover expenses that would typically come from the 104 Fund. In response to S Dillon's question about whether it makes sense to pay for items such as all maintenance costs from the 101 Fund, Judy confirmed that the cost recovery goal needs to be determined and 1.5 years of revenue history is not enough. Once there is more history and the budget is set with a realistic cost recovery target, managing expenses and growing revenue can be better focused; Mike Claytor is available to assist. After review of the Pentamation financial reports, Judy emphasized the need for both a business plan and marketing plan. A meeting with the Council and Township will be necessary, which Judy suggested occur after the 1st quarter allowing sufficient time for the Park Board to complete its visioning process as well as its business and marketing plans. M Klitzing reported that as of November 30, 2008, cost recovery is at 72.42% for the year and at 82% since opening. There was consensus that the Park Board and elected officials need to understand the community expectation for cost recovery percentage so that a commonly understood target can be set and the appropriate changes identified and implemented. 3. Properties Committee: Sue Dillon reported that the Properties Committee met earlier tonight with the Dad's Club representatives to talk about a Founder's Park management agreement, the drafting of which has been turned over to D Grisham. 4. Central Park Process Management Committee: Mark Westermeier. No report. B. Special Committees 1. Nominating Committee: Jim Engledow reported that he had asked Joe Miller to chair, and Pattie Chester and Tim Tolson to serve as members of the Nominating Committee. Joe reported that the Nominating Committee would meet at 5:45 p.m. on Tuesday, January 13 in the Conference Room on the second floor of The Monon Center West at Central Park immediately preceding the regular park board meeting. Jim encouraged the Park Board members to contact the Nominating Committee members with their personal interest in an office or for recommendation of another member. VI. ACTION ITEMS 2 A. Minutes Pattie Chester November 25, 2008 Regular Park Board Meeting Minutes were approved as presented. (Chester, Tolson C -Un.) B. Financial Reports Judith F. Hagan After noting that the 104 Fund cash subsidy will be provided pursuant to the Carmel Council Resolution, the Park Board acknowledged receipt of the Financial Reports as presented. (Hagan, Ketterman C -Un.) C. Claims J Hagan 1. Claim Sheet December 9, 2008 was approved for $90,929.07 as presented. (Hagan, Ketterman C -Un.) 2. Central Park Claim Sheet December 9, 2008 was approved as revised in the amount of $69,447.52 (Hagan, Ketterman C -Un.) after A Kostrzewa reported the following: US Bank had notified the Department that the bond funds had been spent and as the Brockman donation had been earmarked in the Gift Fund for use to develop Central Park, it will be used to close out the balance of the expenses on a separate claim sheet. D. Acceptance and /or acknowledgment of Monies received Audrey Kostrzewa. No gifts or sponsorships were received. E. Recommendation of the Properties Committee Sue Dillon At Sue's request, Dan Dutcher reported that at its November 25, 2008 meeting, the Properties Committee agreed to recommend action to the Park Board with regard to an encroachment matter identified in the Guilford Park subdivision bordering the northern boundary of Central Park. The cover sheet in the Board packet provides the summary and the Properties Committee's recommendation that park staff arrange for the removal of the landscape fabric, plant minimal plantings, account for all costs associated therewith to determine damages and thereafter pursue the imposition of a lien through the City of Carmel ordinance enforcement process. Deb reported that the City Attorney had referred her to work with Tom Perkins, the Assistant City Attorney and Mike Hollibaugh, the Director of the Department of Community Services. The Park Board adopted the recommendation of the Properties Committee with regard to the Encroachment as presented. (Dutcher, Miller C -Un.) S Dillon addressed the Carmel City Arborist request to use the meeting house for office space. After some discussion, the Park Board determined that with the present use of the Meeting House, it could not accommodate the request from the City Arborist. (Dillon, Tolson C -Un.) F. Consideration of By -Laws Amendment Jim Engledow J Engledow referred the Park Board to the summary contained on the cover sheet in the Board Packet to summarize the status of the By -Laws Amendments. All revisions voted on for a seconded time at its November 25, 2008 meeting officially amended the revised language presented at the November 11, 2008 meeting in Articles I, II, III, IV, VIII and IX. A formal affirmative vote with regard to the revisions to Articles V, VI and VII introduced at the November 25 meeting will be the final step to adopt such revisions. The Park Board approved such revisions to Articles V, VI and VII as presented (Ketterman, Dillon C -Un.) After Deb explained that the reference to "Article II, Section 3" in Article VII, Section 7.1, could be clarified as "Article II Section 2.3" by suspending the rules as allowed in Article VII, Section 7.2, the Park Board first agreed to suspend the rules (Dutcher, Hagan C -Un) and then voted to amend the reference of "Article I1, Section 3" in Section 7.1 to "Article II, Section 2.3 (Dutcher, Ketterman C -Un.) G. Adoption of 2009 Park Board Meeting Schedule Michael Klitzing Michael referred to the 2009 meeting schedule (2" and 4th Tuesdays of each month at 6:00 p.m.) on the dates set forth on the cover sheet in the Board packet and recommended approval together with authorization to notice the meetings for the West Conference Room on the second floor of The Monon Center West. The Park Board adopted the 2009 meeting schedule as presented. (Dillon, Chester C -Un.) 3 H. Consideration of Amended 2008 Non reverting 1046 (ESE) Program Budget. M Westermeier Michael explained that the 2008 non reverting 1046 budget was based on projected expenses. Significant participation increases in 2008 summer camps and Fall 2008 before and after school program enrollments caused the budget to exceed budgeted expenses. While the revenues of such programs covered the increased expenses, the budget needs to be amended to cover the actual expenses which amendment has been reviewed and recommended by the Finance Committee. He also explained that the amended budget presented in the board packet reflects the original approved budgeted amounts, the projected expenses, the proposed revised budget and the difference between the two as well as explanations for adjustments. After discussion, the Park Board approved the amended 2008 Non reverting 1046 (Extended School Enrichment) Program Budget as presented. (Chester, Dillon C -Un.) I. Consideration of Amended 2009 Non reverting 1046 (ESE) Program Budget Consideration of Amended 1047 budget. Michael explained that the 2009 non reverting 1046 budget is based on anticipated revenue increases (starting August of 2009) necessary to offset the increasing operational costs and as permitted under the terms of the agreement with the Carmel Clay Schools and consistent with those charged in surrounding school districts, the first such increase since the inception of the program. Michael explained that cost of living increases consistent with the City of Carmel personnel compensation policy significantly increased the 1046 personnel costs which together with the costs of a 27 payroll, are reflected in the 2009 budget. He added that revenues are expected to exceed expenses. After discussion which included an acknowledgement that the 2009 COLA increase is 5.8 the Park Board approved the 2009 Non reverting 1046 (Extended School Enrichment) Program Budget as presented. (Ketterman, Hackett C -Un.) J. Consideration of Salary Resolution 12- 9 -08 -01 Michael Klitzing Michael referred to the resolution as presented in the packet. After waiving the reading of the resolution (Miller, Dillon (C -Un) and discussion, the Park Board approved the Resolution 12 -9 -08- 01 as presented. (Miller, Dillon C -Un.) K. Consideration of Professional Services Agreement with PROS Consulting LLC regarding marketing plan Michael Klitzing Michael explained that the staff recommended development of a marketing plan to carry out the intent of the business plan which was earlier authorized. He promoted the idea that close coordination of the development of the business plan and the marketing plan would promote consistency. Staff recommended approval of a professional services agreement with PROS Consulting LLC for development of a marketing plan for $17,000. Discussion included an interest in providing a history or story within the plan, discussing use of the "Enjoy Your Escape" brand, the focus on image and the methods and means to get the word out for more use and better experiences. Mark added that the business plan should drive the marketing plan which should support the business plan, making sales occur in a marketable way. There was interest in how research is to be conducted as well as the survey results. After much discussion, the Park Board authorized the Park Board attorney to prepare and negotiate and the Park Board President to agree to and execute a Professional Services Agreement with PROS Consulting, LLC for development of a Marketing Plan for the non reverting program operations in an amount not to exceed $17,000.00. (Miller, Chester C -Un.) L. Consideration of Professional Services Agreement with Debra Grisham— Mark Westermeier The Park Board agreed to extend through December 31, 2009, the term of the Professional Services Agreement with Debra Grisham for the provision of legal and business services pursuant to the existing Agreement with Mrs. Grisham as amended, at the blended hourly rate of $110.00. (Dillon, Dutcher C -Un.) M. End of year budget line transfers Michael Klitzing Michael asked that this matter be held over until the next meeting of the Park Board in January of 2009. 4 N. Consideration to Request COIT Funds from Clay Township Mark Westermeier After the Park Board discussed the current course of the use of funds within the 103 Fund for transfer to the 104 Fund, it elected to request that the Township encumber $850,000.00 which represents all of the appropriated money within the Township's 1215 Fund, for Phase 2 of Founder's Park, consistent with the recommendation of the Park Finance Committee (Ketterman, Hagan C -Un.) O. Central Park Matters Mark Westermeier 1. Central Park Process Management Committee Discontinuation Mark Westermeier As the CPPMC has not been utilized to consider Central Park process and management issues since March of this year and as the Park Board has handled all such matters at its public meetings and as there is no compelling reason for the Committee to continue, the Park Board followed the staff recommendation to discontinue the Central Park Process Management Committee. (Chester, Dillon C -Un.) 2. Other. Consideration of Settlement Regarding the Cable Damage Mark Westermeier and Deb Grisham Consideration of Release Agreement: D Grisham reminded the Park Board that since the cable was damaged during the irrigation line installation under Becker's direction, Becker accepted responsibility and issued a purchase order to Gaylor for the cable repair and submitted the claim to its insurer. Gaylor has notified Department staff that it is willing to accept from Becker's insurer $110,000 instead of the $119,619.85 which Gaylor initially invoiced Becker. Becker's insurer is willing to pay the $110,000 to Gaylor in exchange for a Release of All Claims and a Subrogation Agreement executed by both Gaylor as the contractor and the Park Board as the damaged party. She reported that Mark is comfortable that there are no additional damages resulting from the cable damage for which the Park Board could or should charge Becker. Accordingly, and with changes made by Brian Bosma and Deb to the agreements that were presented for execution, Deb distributed the agreements for consideration. After discussion of the damage matter and the Release of All Claims Agreement, the Park Board waived the reading of the Agreement (Dutcher, Ketterman C -Un). It next approved the Release of All Claims Agreement as presented and authorized the President to execute it. (Dutcher, Chester C -Un). Consideration of Subrogation Agreement. Deb explained that the Subrogation Agreement allows the insurer to stand in the shoes of the damaged party to recover any amount it can. She repeated that were changes made by Brian Bosma and Deb to protect the Park Board. After discussion of the Subrogation Agreement, the Park Board waived the reading of the Agreement (Dutcher, Chester C -Un). It next approved the Subrogation Agreement as presented and authorized the President to execute it. (Dutcher, Chester C- Un). VII. ATTORNEY'S REPORT- Debra Grisham Debra Grisham reported that no new tort claims had been filed of which she was aware. VIII. DIRECTOR'S REPORT In addition to the written report included in the Park Board packet, Mark reported that the ongoing water corrosion issues at The Monon Center could be linked to a chemical reaction from an improperly grounded wire installation on water pipes inconsistent with applicable code requirements. IX. DISCUSSION ITEMS A. MIG has been on hold as M Klitzing has not had time to work with it on the Master Plan. B. Leon Younger has not provided an agenda for the four (4) hour Board workshops to be held on Saturday January 10 and Saturday, January 17 X. INFORMATION ITEMS A. Plan Commission Dan reported that the City Council has the Comprehensive Plan before them. The Dog Bark Chapel and Townhomes project was withdrawn. 5 B. School Board —T Hackett reported that staff and board members were successful in receiving a $25,000.00 grant from the Clay Township Trustee for special needs kids as the first award toward the $250,000.00 goal. The School Board is working on a rewrite of its alcohol policy. XI. BOARD COMMENTS J Hagan reported that the December 10 Finance Committee meeting was canceled. XII. ADJOURNMENT The meeting adjourned at approximately 9:15 p.m. (Ketterman, Dutcher C -Un.) Signature: c c-c-A- Date: 1 3/.7o07 Signature:o L Date: I 13 b 9 6