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HomeMy WebLinkAboutCCPR-11-11-08 (Approved: r 5 OP
CARMEL/CLAY BOARD OF PARKS AND RECREATION
BOARD MEETING MINUTES
Regular Meeting
November 11, 2008, 6:00 P.M.
The Monon Center East
1235 Central Park Drive East
CARMEL, IN 46032
MEMBER ATTENDEES MEMBER ABSENTEES OTHERS
J Engledow Tricia Hackett M Westermeier
J Miller D Dutcher M Klitzing
J Hagan J Ketterman A Kostrzewa
P Chester D Grisham
S Dillon Kate Schneider
T Tolson Staff members listed in Staff
Reports
ROLL CALL
I1. CALL TO ORDER
The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at
approximately 6:15 p.m. on November 11, 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 Susannah H. Dillon, J Miller, J Hagan and T Tolson. T Hackett, D
Dutcher and J Ketterman 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
M Klitzing asked K Schneider to introduce the eight (8) staff members not yet introduced to the Board:
Assistant Aquatics Manager, Alison Chadwick; Preschool Supervisor, Crystal Allen; Inclusion Supervisor,
Brooke Taflinger; General Recreation Intern, Mike Normand; Food Services Supervisor, Michele
Compton; Youth Supervisor, Lindsay Atkinson; General Intern, Joy Rust; Special Event, Intern Kim
Preusch and Training Coordinator, Tami Powell. Ms. Powell was next asked to describe "The Monon
University a staff training program which will include the initial training, a leadership component and a
continuing education component with an online training program planned for the future. A staff test
group will undergo the training course in January. All Full Time and Part Time employees will be trained
in February and March. Starting in April, all newly hired personnel will be trained by utilizing the program.
She confirmed that training will be comprehensive and include matters from OSHA, ADA and
Harassment to Customer Service and Purchasing. Kate mentioned the success rate highlighted by the
Keller Pointe online training program used for a similar community center in Texas.
Michael next referred to the reports included in the Board packet:
Employment Report for October 2008;
Monon Center Pass Report for October 2008;
Program Report for Summer 2008;
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Previous year comparison(s) Financial Statements (abbreviated version) for General Fund
(101/1125), ESE (104/1046); and
Monon Center (104/1047); and
Rec Trac Reports.
He stated that while the aquatics program report was not included in this packet, it will be included in
future packets. Before Kate addressed the class cancellation policy, she mentioned that the cancellation
rate is at 37% which is within the industry standard. She then described the factors that influence a
cancellation decision starting with the general policy that classes must at least break even or be
considered a community service. She explained that class costs (materials, instructor fees, space
needs, competing programs) impact minimum registration requirements which may be outweighed given
the benefit to the community or the newness of the class. She addressed the adaptive programs which
are geared to those with mental or physical challenges attributing the high cancellation rate to the
difficulty in getting the word out to potential participants due to privacy laws and other challenges and the
tendency of participants to stay with current routines. She reported that the summer camp for those with
autism was well attended and considered among the most successful of programs. The inclusion
coordinator is working with area school special needs teaching personnel to market and tailor offerings.
Michael confirmed that the Monon Center value pass numbers show how many passes were purchased
but that that number is not consistent with uses as the passes have 1 or more uses. Staff confirmed
that pass sales and use numbers are affected by demographics (proximity and desired use) and the
economy as some folks are electing not to renew. He mentioned the high costs of personnel, an issue
that J Hagan offered to have the Finance Committee address.
V. COMMITTEE REPORTS
A. Standing Committees
1. Personnel Committee: J Engledow confirmed that the Personnel Committee has been active
with the following members: Sue Dillon as Chair, Pattie Chester and Tim Tolson with the
President and director as ex- officio members. No action was recommended.
2. Finance Committee: Judith F. Hagan reported as follows:
The minutes included in the Board packet summarized the action taken at the October 29
meeting and the next Finance Committee meeting is scheduled for November 12, 2008 at 3:30
p.m. at the Park Department Administrative Offices.
3. Arts in the Parks Committee: Sue Dillon. No report.
4. Properties Committee: Sue Dillon reported that the Properties Committee met earlier and
agreed to recommend the following to the Park Board:
Founders Park:
a. Management Agreement discussion of terms with the Dad's Club should begin at the
Properties Committee level at the Tuesday, December 9, 2008 at 5:00 p.m. She
explained that Josh Blackmore, the Dad's Club person responsible for management of
the properties for which it is responsible, will attend with a group of Dad's Club
representatives at the Properties Committee meeting.
b. Hours of operation shall be the same as the other parks as set forth in the Park Rules
as adopted by the Common Counsel in ordinance form as neighbors are expected to
object to lights.
c. Concessions stand structures will not be provided though temporary and portable
concession stands will be acceptable for use;
d. Storage (10x20) will be provided for paint supplies but not for goals;
e. User policy for competition, insurance and maintenance will need to be addressed.
f. Next meeting is on Tuesday, November 25, 2009 at 5:00 p.m. during which Michael
Krosschell is expected to present updated design options and information.
5. Safety Committee: Joan B. Ketterman (noted as absent). No report.
6. Central Park Process Management Committee: Mark Westermeier. No report.
B. Special Committees
1. Encroachment Committee: No report.
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VI. ACTION ITEMS
A. Minutes Pattie Chester
October 28, 2008 Regular Park Board Meeting Minutes were approved as presented with
permission to enter Mr. Gaskin's address on page 1 when obtained. (Chester, Tolson C -Un.)
B. Financial Reports Judith F. Hagan
After discussion about the balance of the Impact Fee Fund balance, the balances in some of the
101 supplies categories and the 1046 Fund, the Park Board acknowledged receipt of the Financial
Reports as presented. (Hagan, Chester C -Un.)
C. Claims J Hagan
1. Claim Sheet November 11, 2008 for $385,720.31was approved (Hagan, Miller C -Un) after
discussion of the following items:
a. Page 2: Entries for Duke Energy claims noted as Monon Center West and Monon
Center East will be clarified in the notes as the $26,779.09 covers the entire Monon Center
facility; and
b. Kate explained that Independent Contractor Susie Bruce was working with her to develop
a customer service training program; served as a secret shopper at the Monon Center, all of
which were separate from the Monon University.
2. Park Bond Claim Sheet November 11, 2008 was approved as presented in the amount of
$7,613.99. (Hagan, Miller C -Un.)
D. Acceptance and/or acknowledgment of Monies received Audrey Kostrzewa. No gifts or
sponsorships were received.
E. Consideration of By -Laws Revision Sue Dillon
Deb explained that the changes to the By -Laws must be first introduced and then voted on for final
approval at a subsequent meeting. Upon a motion to introduce the proposed By -Laws revisions
(Chester, Dillon, C -Un), extensive discussion resulted in the attached marked By -Laws dated
November 11, 2008. (See attached Appendix A.) All revisions shown are the result of either
unanimous consent or a "without objection" notation except for
1. Section 4.1 regarding the deletion of "including one officer" (Miller, Chester, 5 -1 with 1 Nye
(Engledow));and
2. Section 5.4 regarding the requirement that all Board Members other than the School Board
representative be assigned to a Standing Committee (Miller, Tolson, 4 -2 with 2 Nays (Dillon,
Hagan).
The Park Board delegated the discussion regarding Article VI to the Finance Committee for a
recommendation to the Park Board. (Miller, Hagan C -Un.)
F. Consideration of Extension of Term of the Professional Services Agreement with The
Schneider Corporation
The Park Board agreed to extend through December 31, 2009, the term of the Professional
Services Agreement with The Schneider Corporation for the provision of engineering and
architectural services regarding development of Founder's Park, Phase II. (Dillon, Tolson C -Un.)
G. Consideration of Extension of Term of the Professional Services Agreement with Schmidt
Associates
The Park Board agreed to extend through December 31, 2009, the term of the Professional
Services Agreement with Schmidt Associates for the provision of engineering and architectural
services regarding development of Hazel Landing Park. (Tolson, Dillon, C -Un.)
H. Consideration of Amended 1047 budget. M Westermeier recommended for adoption the
presented revisions to the 2008 Revenue Facilities /Monon Center (Sub -Fund 12047) budget as
recommended by the Finance Committee. A summary description of the proposed budget was
provided in the Board packet. After discussion, the Park Board approved the revised 2008
Revenue Facilities (Sub -Fund 1047) budget as presented. (Dillon, Chester C -Un.)
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I. Consideration of the Purchase of a Vehicle Mark Westermeier
Mark explained the Department's request to purchase a replacement vehicle for Department use
by Park Operations. Upon discovering that the State of Indiana dropped the Ford Ranger from its
bid list and preferring to maintain the same model of vehicles for various reasons, the Department
procured three (3) quotes from local dealers for a 2009 Ford Ranger 4 x 4 XL Supercab Truck.
Mark requested acceptance of the lowest responsible and responsive quote from Pearson Ford in
the amount of $18,541.00, a price Mark described as $10,000.00 Tess than budgeted. The Park
Board accepted the Pearson Ford quote as presented and approved the purchase of the 2009
Ford Ranger. (Chester, Miller, C -Un.)
J. Founder's Park Phase I matters Mark Westermeier
No further information to report on this matter. No action requested.
K. Central Park Matters Mark Westermeier
1. Consideration of Amendment to Owner /Architect Agreement Mark Westermeier
After consideration of the recommendation by consultants and staff and in order to avoid the
uncertain costs of litigation, the Park Board approved the following motion: "Upon the
recommendation by the Owner's Representative after its independent review and consideration of
all factors regarding costs incurred by Williams Associates Architects, Ltd., "Williams and its
consultants during the performance of professional design services for the benefit of the Central
Park Project, I move that the Park Board approve the Amendment to Owner /Architect Agreement
dated October 14, 2008 which compromises a claim by Williams in the amount of $80,000.00 in
return for a full release of all claims for services rendered to date under and pursuant to the
Professional Services Agreement with Williams." (Dillon, Chester, C -Un.)
2. Filter Building Expansion Matters Mark Westermeier
Mark reported that after the Park Board accepted at its September 23, 2008 meeting, the proposal
submitted by Lockwood Design Associates, LLC and authorized the negotiation of contract terms
consistent with the Park Board's professional services contract form, Mr. Lockwood has agreed to
carry professional liability insurance required by design professional engaged by the Park Board
so long as he can increase his compensation under the contract by One Thousand Five Hundred
and no /100's Dollars ($1,500.00). After some discussion about the benefit to agreeing and
proceeding with this service provider rather than electing to start over, the Park Board agreed to
increase the professional fee to Lockwood Design Associates, LLC by a sum of One Thousand
Five Hundred and no /100's Dollars ($1,500.00) so that the total fee to design the filter building
expansion at The Monon Center is Fifty Nine Thousand Three Hundred and no /100's Dollars
($59,300.00) plus reimbursibles not to exceed Nine Thousand and no /100's Dollars ($9,000.00).
(Tolson, Miller C -Un.)
3. Other. Request to Approve a Change Order to the Gavlor Contract to add the east
entrance lighting package Mark distributed the Gaylor proposal attached as Appendix B for
$85,040.00 and recommended approval to install parking and pedestrian walk lighting as
determined to be necessary by the Properties Committee. The Park Board authorized the Park
Department Director, the Park Board President, the Construction Manager and the Park Board
Attorney to take all action necessary and appropriate to arrange for the Work described in the
Gaylor proposal to enhance the lighting needs that have been identified at the Monon Center, at a
sum not to exceed $85,040.00 through the change order process with Gaylor, a current contractor,
all of which must be within the allowable change order limits of each such contractor's contract as
dictated by applicable Indiana law. (Tolson, Miller C -Un.)
L. West Park Trail Reconstruction Mark Westermeier
Upon adoption of a motion to amend the Agenda to include Item L regarding trails at West Park,
(Miller, Tolson, C -Un), Mark explained that he was in the process of requesting quotes for the
reconstruction of aggregate and asphalt trail due on Monday November 17 He requested that in
the interest of time, the Park Board authorize the Finance Committee scheduled to meet on
November 19 to accept the quote of the most responsible, responsive quoter. After some
discussion, the Park Board unanimously agreed to so authorize the Finance Committee. (Miller
Tolson C -Un).
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M. Firehouse Repair Quotes Mark Westermeier
Upon adoption of a motion to amend the Agenda to include Item M regarding fire station repairs at
116 Street and Towne Road, (Miller, Tolson, C -Un), Mark reported that the quotes for the Fire
station repairs had been validated but that he did not have them with him for presentation,
consideration and award. Accordingly, he requested that in the interest of time, the Park Board
authorize the Finance Committee scheduled to meet on November 19 to accept the quote of the
most responsible, responsive quoter. After discussion, the Park Board unanimously agreed to so
authorize the Finance Committee. (Dillon, Tolson 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 or addressed questions
concerning the following:
o On January 10, 2009 and January 17, 2009, Leon Younger has agreed to facilitate a four
hour workshop for the Park Board in the Monon Center West conference room from 8:00
a.m. to noon. And
o After twelve (12) months of data, Mark accepted Duke Energy's offer to provide utility
savings as set forth on the backside of the Director's report. He clarified that there is no
Three phase credit available and that until the 12 month data was available, the offered
savings were not available.
IX. DISCUSSION ITEMS None
X. INFORMATION ITEMS
A. School Board —T Hackett was not in attendance and no report was given.
B. Plan Commission D Dutcher was not in attendance and no report was given.
XI. BOARD COMMENTS
P Chester mentioned that Jud Scott had encouraged Citizens for Greenspace to apply for
the Carmel Green Award for the organization's work at Central Park. She and Sue Dillon
will accept the award to be presented at the Carmel Chamber Images of Excellence
Luncheon on Wednesday December 10, 2008 at the Ritz Charles.
XII. ADJOURNMENT
The meeting adjourned at approximately 8:00 p.m. (Ketterman, Tolson C -Un.)
Signature: p a X u c c Date: t1 s/o
Signature: Date:
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