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HomeMy WebLinkAboutCCPR-10-28-08 (Approved: CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting October 28, 2008, 6:00 P.M. The Monon Center East 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Engledow P Chester M Westermeier S Dillon D Dutcher M Klitzing J Hagan J Ketterman A Kostrzewa T Tolson D Grisham Tricia Hackett Michael Krosschell (Schneider) J Miller ROLL CALL II. 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 October 28, 2008 pursuant to notice. President James Engledow, presiding over the meeting, asked Tim Tolson to take the roll in Patricia Chester's absence. Board members present other than J Engledow and T Tolson included J Hagan, S Dillon, J Miller and T Hackett. P Chester, 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)." PUBLIC COMMENTS: J Engledow welcomed members of the public in attendance and noted that while the short agenda meeting did not include an opportunity for public comment, he would agree to allow them such opportunity should they wish to address the Park Board. Kelly Gaskins of (kelly.gaskins @sbcglobal.net) and Dennis Byrne of 11138 Meadows Drive, Fishers, IN 46038 (dbyrnehome @comcast.net) introduced themselves as representatives of the Hamilton Disc Golf Union. (See the PDF of the public comment cards attached as Appendix A.) After they described their perception of the high level of community interest in the sport, they suggested that the Park Board consider adding Disc Golf to park programs and more particularly, consider Cherry Tree Park for family level experience and several of the other parks for competitive experiences. President Engledow thanked them for coming and suggested that they leave their contact information with the Department staff so that they can work with staff and the Properties Committee for a recommendation to the Park Board. The two gentlemen left shortly thereafter. III. STAFF REPORTS Michael Klitzing asked Deb Grisham to report on the status of the Exclusive Catering Contact with Ritz Charles, Inc. 1. Exclusive Caterer Contract with the Ritz Charles. Deb reminded the Park Board of the action taken at its February 12, 2008 Park Board meeting to accept the election to terminate provided by Crystal Food Services, LLC, and to negotiate directly with Ritz Charles, Inc. an exclusive catering contract on terms and conditions consistent with the Park Board's financial and customer service objectives for The Monon Center operation and applicable Indiana law. All terms were negotiated as directed and authorized and while they are very similar to those in the Crystal contract, there are some differences to report prior to final acceptance and signature: 1 TERM. 1 year term from May 26, 2008 through May 25, 2009 with 1 year renewal terms unless a 60 day notice of termination is presented. The early termination provision was dropped as no longer necessary. DONATIONS. The $10,000 annual donation was dropped. DISCOUNTS. The 35% discount for services provided to Park Board or Board employee meetings has been changed to 20 EMPLOYEE HIRING RESTRICTIONS. The reciprocal prohibition of hiring away employees of the other was dropped; SOFT DRINK PROVIDER. The requirement to purchase beverages from the Board's beverage provider was dropped though the requirement to serve the same product remains. PAYMENT MONTHLY. The monthly payment is no longer tied to the caterer's fiscal year. POSITION ADDED. A person to serve as a Banquet Coordinator supplied by the Ritz Charles to work out of The Monon Center in coordination with Park Department staff and to be paid as set forth in the contract, was added; INSURANCE: Comprehensive and Umbrella Liability: Each occurrence and aggregate is $3,000,000.00 instead of $5,000,000.00. The decreased amount was reviewed by Mike Wells of The Hylant Group and determined to be reasonable. He stated that the indemnification provision is sufficiently comprehensive and, the $1,000,000 primary with a $3,000,000.00 umbrella provides $4,000,000.00 total coverage. It was a matter of premium cost for the caterer. After the report, M Klitzing confirmed the Department's satisfaction with Ritz Charles. Additionally, several Park Board members reported their satisfaction with the Ritz Charles from personal experiences at catered events held at The Monon Center. Deb stated that the she brought the negotiated contract that Mr. Lazzara had executed for their review which Sue Dillon passed around. The Park Board approved the contract as presented and authorized the President to execute it. (Tolson, Hagan C -Un.) 2. Before and After School Care Program. M Klitzing next reported that the Carmel Clay Schools elected at its October 27, 2008 meeting, to extend the After School- Before School Care Program contract with the Park Board. He explained the requested December parent satisfaction survey, the results of which will be addressed promptly. Michael explained how the survey process has been conducted in the past and how staff plans to incentivize parents to increase participation levels while retaining some aspect of anonymity. J Hagan suggested and T Hackett agreed that staff should prepare and present a one page survey results summary for the School Board in January or February. J Miller concluded the discussion by summarizing the themes of concern to include effective and responsive parent communication and inclusiveness as well as using various methods to create and promote inclusiveness. 3. Guilford Park Encroachment. M Westermeier reported that while the owner he has been attempting to contact regarding the removal of the landscape fabric and mulch continues to own the house, it appears that he is not living there. The adult female present during Mark's visit was unable to communicate well. He left with the impression that the female listed on the county records as an owner is living there but not available for discussion. He expressed his concern that the decision to remove the fabric and collect the attendant costs from the homeowner would be difficult at best. IV. ACTION ITEMS A. Minutes —Tim Tolson in the absence of Pattie Chester The October 14, 2008 minutes of the Regular Park Board Meeting were approved as presented. (Tolson, Dillon C -Un.) B. Claims Judith F. Hagan 1. Claim Sheet October 28, 2008 in the amount of $137,116.78 was approved as presented (Hagan, Dillon C -Un.). 2. Park Bond Claim Sheet October 28, 2008 in amount of $20.044.21 was approved as presented Hagan, Tolson C -Un.) C. Consideration of amended 1047 budget Mark Westermeier and Judith F. Hagan 2 Michael reported that several categories had exceeded their current year budget. After some discussion, the Park Board agreed to send it to the Finance Committee (Hagan, Hackett, C -Un.) D. Founders Park Mark Westermeier 1. Phase I Development. Mark reported that while a City of Carmel inspector had asked about the lack of a flexible membrane in certain swales for wellhead protection, Michael Krosschell and park staff had not been successful in confirming or refuting the report. Mark explained that The Schneider Corporation and the Park Board had followed the plan accepted by the City. Mark stated that he believes the swales in question are totally outside the well protection area. No action was requested at this time. E. West Park Mark Westermeier 1. Consideration of continuation of the Riley Farm Lease Deb Grisham Deb reported that it is appropriate that at this time each year, the Park Board consider whether to terminate or continue the farm lease on the 9 acres of the unimproved area of West Park at $80.00 per acre. She noted that while the lease expires on its own terms as of November 1, 2009, Mr. Riley has indicated his desire to continue to farm the property for the 2009 farm season. Based on his experience with farm leases let by the Hamilton County Airport Authority, T Tolson asked whether staff thought the leasing process at this time would generate more revenue. Given the location, the size of the farm and the expiration in November of 2009, the Park Board elected to continue the lease with Riley Bros. Inc. on the 9 acres at West Park for the 2009 farming season. (Dillon, Hagan C -Un.) 2. Trail System Restoration Mark Westermeier In July of 2006, park staff provided specifications to at least 3 contractors to reconstruct the northern section of the pedestrian trail and received no quotes. In September of 2006, the park staff again quoted trail reconstruction with an increased scope to attract more interest. Upon a recommendation by Mark Westermeier that any such improvement may later be demolished due to a potential need for field tile drainage repair, the Park Board rejected all quotes and put the project on hold. In September of 2008, the Park Board received a wetland delineation report resulting from the recommendation of John South, the Hamilton County Soil and Water Conservationist. While the originally constructed pedestrian trail is within what has now been identified as a wetland, restoration of the original trail is allowed. Staff requested authority to proceed under the Indiana Public Works Statute to seek a contractor for West Park trail restoration based on specifications with a projected cost of less than $50,000.00. The Properties Committee agreed with the staff request and recommended such authorization. After more discussion, the Park Board authorized Park Department Management and the Park Board attorney to proceed with the pedestrian trail restoration and completion of the trail to encircle Jill's Hill at West Park pursuant to the Indiana Public Works Law. (Dillon, Hagan C -Un.) F. Fire Station at 116 Street and Towne Road Mark Westermeier Mark reported that he accompanied the Properties Committee on an inspection during which he explained that the roof should be replaced, the gutter and wood trim repaired and replaced as required and the exterior repainted. While he received quotes in July, he reported the need to confirm their validity before conducting a re- quote. The Properties Committee reported that it had agreed to endorse the repair work as similarly presented to it at its earlier meeting. After more discussion, the Park Board authorized the Department staff and the Park Board attorney to proceed with the repair on the Fire Station at a cost not to exceed $30,000. (Tolson, Dillon C -Un). G. Central Park Matters Mark Westermeier 1. Consideration of amendment of Owner's Representative Contract Mark Westermeier Deb reported that the Owner's Representative Contract with Summit Construction Co., Inc. "Summit has been extended periodically to allow continuation of services beneficial to administrative closure and construction coordination of the Central Park Project, the latest focus of which was to provide a building systems assessment as well as services attendant to warranty issues. The latest service identified as a need that Summit could fulfill is the oversight of the new control point installation based on plans created by Williams Architects at no charge. Deb referred the Board members to the scope description provided in the Board packet. She mentioned that 3 this service (like the systems assessment service) was to be billed at an hourly rate of $90.00, lower than what Summit could have charged. Mark and Michael recommended that the Board engage Summit. Mark mentioned that the project may require a common construction wage determination. After more discussion, the Park Board agreed to amend the Agreement between it and Summit Construction Co., Inc. dated August 18, 2003 to address the scope of work to facilitate the installation of control points in The Monon Center at an hourly rate not to exceed Ninety and no /100's Dollars ($90.00) per hour for a maximum of 124 hours or an amount not to exceed Eleven Thousand One Hundred Sixty and no /100's Dollars ($11,160.00). (Tolson, Dillon, C -Un.) The Board next directed the Park Board President to execute a letter agreement with Summit Construction Co., Inc. drafted by the Park Board attorney to memorialize the contract amendment consistent with the preceding motion. (Miller, Dillon, C -Un.) 2. Other. Other than the Approval of the Exclusive Caterer Contract conducted at the beginning of the meeting, there was no further action regarding Central Park. H. Review of Action Plan Priorities 2008 Jim Engledow J Engledow asked the Park Board members to review the projects on the Action Plan and suggested that in consideration of the anticipated subsidy of $600,000.00 and an additional sum of $50,000 to address the financial reporting needs. The Park Board agreed with his recommendation to add such to the list as "Accounting software and /or personnel for The Monon Center." (Engledow, Hagan, C -Un.) It was noted that the Impact Fee and Event Meadow at Central Park should be removed as 2008 priorities. (Hagan Miller, C -Un.) V. DISCUSSION ITEMS J Hagan noted her opinion that the Park Board needs to be moving forward and accordingly suggested that the Board establish quarterly workshop dates in 2009 with Leon Younger and Pros to facilitate the initial workshop in January. She advocated a board assessment. Mark reported that during a recent conversation with Tom Poulos of Williams Architects, Tom confirmed that a number of cost recovery items were removed from development of The Monon Center and endorsed Leon Younger as he was involved with the pro -forma that was completed before the building was designed. J Engledow mentioned that the By -Laws "straw dog" would be distributed for discussion at a later meeting. M Westermeier reported that the contract with Dennis Lockwood continued in negotiation and mentioned that while Mr. Lockwood would do what he could to complete his portion of the project to allow the construction to be completed in time for use at the start of the summer season, he could not guarantee it. The Board members congratulated M Klitzing on the 2008 New Professional Award given by NRPA/ARPS conferred at the National conference held this Fall in Baltimore. VI. BOARD COMMENTS None VII. ADJOURNMENT The meeting adjourned at approximately 7:40 p.m. (Tolson, Hackett C -Un.) Signature: a_ C!- Date: 0200 r Signature: ,M Z Date: (11 Ly D 8 4