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HomeMy WebLinkAboutCCPR-11-25-08 (Approved: /2- -D 8 CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting November 25, 2008, 6:00 P.M. The Monon Center East 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Engledow J Hagan M Klitzing S Dillon A Kostrzewa P Chester D Grisham T Tolson Tricia Hackett J Miller J Ketterman D Dutcher ROLL CALL Il. 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 November 25, 2008 pursuant to notice. President James Engledow, presiding over the meeting, asked Patricia Chester to take the roll. Board members present other than J Engledow and P Chester included D Dutcher, S Dillon, J Miller, T Hackett, J Ketterman and T Tolson. J Hagan was 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. ACTION ITEMS A. Minutes Pattie Chester: 1. The November 11, 2008 minutes of the Regular Park Board Meeting were approved as presented. (Chester, Ketterman C -Un.) 2. The November 11, 2008 minutes of the Executive Session of the Park Board were approved as presented. (Chester, Tolson C -Un.) B. Claims Joe Miller for Judith F. Hagan 1. Claim Sheet November 25, 2008 in the amount of $111,803.90 was approved as presented (Miller, Tolson C -Un.) after being tabled (Miller, Tolson C -Un) until it was taken off the table for approval (Miller, Dutcher C -Un.) upon receipt of the following confirmation: Multiple claims for the Monon Center boiler inspections appropriately listed "Department of Homeland Security" as the payee as it has taken over for the State Fire Marshall; and The seemingly duplicate claim for $220 to the same person tracked 2 different invoice numbers indicating the 2 claims were separate and appropriate. 2. Park Bond Claim Sheet November 25, 2008 in the amount of $127.810.86 was approved as presented. (Miller, Tolson C -Un.) Michael confirmed that all claims on the claim sheet had been holding a place in the budget and reassured the Park Board that staff has a handle on the balance though there is some question about the actual amount of interest earned. 1 C. Consideration of quotes for West Park Trail Reconstruction Deb Grisham Deb reported that staff issued a request for quotes for the West Park Reconstruction Project (the "Project on November 7, 2008 pursuant to Indiana Code Section 36- 1 -12 -5 for projects estimated to cost less than $50,000.00. Based on new information, Department staff issued an addendum which deleted a request for quote on the work described for the Asphalt Trail, requested a quote for only the Aggregate Trail, clarified the specifications and extended the quote receipt date to all invited contractors to revise their quotes accordingly. Two quotes were received and opened at a meeting open to the public on Thursday, November 20, 2008. Deb reported that staff reviewed the two (2) quotes (Delello and Sons Paving for $32,481.00 and Calumet Civil Contractors for $52,620.00) and recommended a rejection of both because the Delello quote did not include the estimated cost of repair as required by the specifications and the Calumet quote was for an amount that indicated the project should be bid. After providing a history of the West Park Trail project (no quotes received twice in 2006 and a delay due to an anticipated farm tile repair project and then a wetland delineation) and explaining that the law as presented in the specifications would allow the Board to negotiate an agreement on the open market without a re -quote so long as it establishes in writing the reasons it rejected the quotes, she presented the staff recommendation to reject all quotes and request authorization to bid all work for the trail reconstruction project in February or March for a Spring 2009 project. After discussion, the Park Board rejected all quotes and authorized staff to bid the trail reconstruction project in the spring of 2009. (Tolson, Ketterman C -Un.) D. Consideration of By -Laws Amendment Jim Engledow After it was clarified that the changes to the By -Laws introduced at the November 11, 2008 meeting could be accepted and approved at this meeting, the Park Board discussed the language changes with S Dillon strongly opposing the change in Article V, Section 5.4 that did not exclude from committee appointment, the Park Board's appointee to the Plan Commission citing a workload concern with which D Dutcher, the Park Board's long time appointee to the Plan Commission, agreed. In response, the Park Board accepted and approved all changes as presented in the Board Packet made to Articles I, II, III, IV, VIII and IX. (Dutcher, Chester C -Un.) The discussion next focused on Article V and VI resulting in the following language changes which will be voted on at the December 9, 2008 meeting: 1. Section 5.4. MEMBERSHIP. Except as specifically otherwise provided, all committees shall consist of at least two (2) members of the Park Board. Every Park Board member other than the President shall be assigned to one (1) Standing Committee by the President with the exception of the School Board Representative and the Plan Commission appointee who may serve on a Committee at their discretion. (Dillon, Miller C -Un.) 2. Section 5.5. EX- OFFICIO MEMBERS. The Department Director and the President of the Park Board shall serve as ex- officio voting members of each Standing Committee. Only the President shall be counted toward the presence of a majority. (Miller, Ketterman, 6 to 2 (Engledow and Dillon opposed.) 3. J Miller summarized the proposed Article VI changes which the Finance Committee agreed to recommend to the Park Board and reported pertinent parts of the committee discussion. After the summary and establishing that $27,700 for park board member compensation was included in the 2009 budget based on 9 members at $75.00 per anticipated meeting (pursuant to the premise of the Interlocal Agreement establishing the Park Board and following the lead of the $75.00 per diem paid to the members of the Carmel Plan Commission and the Carmel Board of Zoning Appeals) and the timing of such an increase from $300.00 annually, Article VI was accepted and approved (Miller, Ketterman C -Un.) as follows: ARTICLE VI EXPENDITURE OF FUNDS Section 6.1 CLAIMS. The Park Board at each of its regular meetings will consider all claims for payment and any purchase orders requiring Park Board advance approval which are presented by the Park Director or their designee. 2 Section 6.2 PARK BOARD MEMBER'S EXPENSES. Park Board Members' expense claims shall be considered along with other claims at each Park Board meeting. All Park Board Member expenses, for which reimbursement is desired, shall be submitted sufficiently in advance to allow inclusion in the board packet for the meeting when action on the request is sought. Section 6.3 PARK BOARD MEMBER PER DIEM. Park Board Members shall be paid the sum of fifty dollars ($50.00) for attendance at all meetings and orientations of the Park Board; for attendance at any Park Board Committee listed under article IV V of the bylaws for which they are an appointed member or ex- officio member provided the meeting is not less than 60 minutes in length; and for each day's attendance at any state or national conference. No more than one Per Diem may be earned on any given calendar day. Section 6.4 OTHER EXPENDITURES. Except as set forth in a Resolution of the Park Board, all requests for expenditures of budgeted funds shall be submitted to the Park Board for approval at one of its meetings. Section 6.5 AUTHORIZED SIGNATORY. Any officer of the Park Board, on behalf of the Park Board, is hereby authorized to sign a claim sheet that has been approved by the Park Board. 4. Article VII AMENDMENTS. D Dutcher introduced the addition of a procedure to suspend the rules. After much discussion, all agreed to Amend the title of Article VII to "Procedure" and the title of Section 7.1 to "Amendments." (Dutcher, Ketterman C -Un.) The Park Board further amended Article VII by adding a new Section 7.2 as follows: "Section 7.2 SUSPENSION OF THE RULES. By a vote of 7 members, the Park Board may suspend its rules. "(Dutcher, Ketterman C -Un.) E. Consideration of a Professional Services Agreement with Mailers Bookkeeping Services, LLC Michael Klitzing Michael referred to and recommended approval of, the proposal contained in the board packet from Magers Bookkeeping Services LLC for the set -up projected to be no more than $2,200.00 with an ongoing monthly fee up to $990.00 and highlighted the intent and logistics: a. The service is intended to provide timely, easy -to -read financial statements and accounting records consistent with commonly accepted business practices; b. QuickBooks accounting software will be used to maintain all records; c. The records are intended to supplement, not replace, the official financial records maintained on behalf of the Park Board by the Clerk /Treasurer of the City of Carmel; d. The monthly services fee will be evaluated after six months to ensure that it is appropriate for the required workload and ongoing maintenance of records; e. At its meeting on November 12, 2008, the Finance Committee considered and agreed to recommend acceptance of this proposal; and f. This proposal is consistent with the wishes of the elected officials of the Carmel City Council and the Clay Township Board who agreed that $50,000 of COIT funds from the Township was to be earmarked to improve the financial reporting capabilities of the Department. After discussion, the Park Board accepted the proposal from Magers Bookkeeping LLC to provide financial recordkeeping services be accepted (Tolson, Ketterman, C -Un.) and authorized the Park Board attorney to prepare and negotiate and Park Board President to agree to and execute, a Professional Services Agreement with Magers Bookkeeping Services LLC to provide financial recordkeeping services. (Tolson, Chester C -Un.) F. Fire Station at 116 Street and Towne Road Michael Klitzing Michael reported that pursuant to Park Board directive, the Department Staff issued a request for quotes pursuant to Indiana Code Section 36- 1 -12 -5 for projects estimated to cost less than $25,000.00. Pursuant to the delegation of authority to the Park Board's Finance Committee regarding the Project, the Department Director presented the attached quotes to the Finance Committee who agreed to recommend approval of the quote received from Crew Property Improvement Specialists "Crew"), the only quoter to provide a quote on all aspects of the project. When reviewed against the quotes for only various components of the work, the quote provided by Crew quoted the entire work at less money than if it was awarded to multiple vendors. Trustee Doug Callahan has authorized the work to be performed as quoted by Crew. Michael added that 3 Crew was referred by Angie's List. J Ketterman endorsed the company as well. After D Grisham answered questions about the change order provision of the public works law, the Park Board accepted the quote from Crew Property Improvement Specialists and awarded the contract to such vendor to provide the quoted repairs to the fire station located at 2410 E. 116 Street, Carmel, Indiana for $13,357.00 pursuant to a contract acceptable to the Park Board Attorney and executed by the Park Board President. (Tolson, Dillon C -Un). G. Consideration of a Professional Services Agreement with PROS Consulting LLC Michael KI itzing 1. Park Board Visioning workshop and matrix. Michael referred to and recommended approval of, the proposal in the board packet from PROS Consulting (formerly known as Leon Younger PROS) for facilitating Park Board Visioning Workshops and developing a strategic visioning matrix for the proposed fee of $15,000 plus reimbursables. Leon Younger is available for visioning workshops scheduled for January 10 and 17 from 8 am until noon in The Monon Center's West Conference Room. Michael reported that sufficient resources are available within the General Fund (101) to fund this service in 2009. After discussion regarding the services, the Park Board accepted the proposal for services from PROS Consulting, LLC as presented (Ketterman, Dillon C -Un) and authorized the Park Board attorney to prepare and negotiate and Park Board President to agree to and execute, a Professional Services Agreement with PROS Consulting, LLC for facilitating the Park Board Visioning Workshops and developing a strategic visioning matrix in an amount not to exceed $15,000 plus reimbursibles. (Ketterman, Dillon C- Un.) 2. Business Plan for non reverting programs. Michael referred to and recommended approval of, the proposal in the board packet from PROS Consulting for development of a business plan for non reverting program operations for $28,000 plus reimbursables. He noted that at its November 19, 2008 meeting, the Finance Committee agreed to recommend this proposal to the Park Board and reported that sufficient resources are available within the General Fund (101) to fund this project in 2009. Discussion included a request that PROS coordinate certain tasks with Walker Research to avoid duplication of effort and a notation that the Tasks listed in the proposal seem to be mis- numbered as Task 3 was missing. The Park Board accepted the proposal for services from PROS Consulting, LLC as presented (Ketterman, Dillon, C -Un) and authorized the Park Board attorney to prepare and negotiate and Park Board President to agree to and execute, a Professional Services Agreement with PROS Consulting, LLC to develop a Business Plan for the non reverting program operations in an amount not to exceed $30,000. (Ketterman, Tolson C -Un.) H. Central Park Matters Mark Westermeier 1. Consideration of Lockwood Design Associates LLC Professional Services Agreement Deb Grisham. Deb reported that all issues had been resolved and no action was needed by the Park Board. 2. Other. No items were presented. IV. Attorney's Report Deb Grisham Deb reported that the Department had received a claim for $208,254.76 with $200,000 claimed for lifetime head injuries of a child enrolled in the Before and After School Care program who had received an abrasion that required 4 stitches. After review, the Insurance Company denied the claim. V. DISCUSSION ITEMS None. VI. BOARD COMMENTS J Engledow apologized for the meeting length. VII. ADJOURNMENT The meeting adjourned at approximately 7:50 p.m. (Ketterman, Dillon C -Un.) Signature: Date: 'A /9 /ace: F.- Signature u/o L Date:. 1 z" D 8 4