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HomeMy WebLinkAboutCCPR-10-14-08 (Approved: 1 OS D5r CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting October 14, 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 Ketterman J Miller M Klitzing J Hagan A Kostrzewa P Chester D Grisham S Dillon M Krosschell T Tolson D Dutcher ROLL CALL II. CALL TO ORDER The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:25 p.m. on October 14, 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, D Dutcher, J Hagan, J Ketterman and T Tolson. T Hackett and J Miller 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)." 111. PUBLIC COMMENTS None IV. PRESENTATION BY THE SCHNEIDER CORPORATION REGARDING FOUNDER'S PARK PHASE II MICHAEL KROSSCHELL. No presentation was given. V. STAFF REPORTS Mark reported the following: A. Only vacated necessary positions have been filled; no new positions filled; B. This week, Emily Randell, Guest Services Supervisor, resigned with 4 week's notice; C. In Michael Klitzing's absence due to his attendance at the National Park and Recreation Association Conference, Mark referenced the following reports and documents which were included in the board packets for review: Employment Report for Sept. 2008 Monon Center Pass Report for Sept. 30, 2008 Multi -Year Comparison Financial Statements (abbreviated version) Mark pointed out that other centers with high cost recovery percentages have offered daycare or youth sports programs. 1 In reference to Judy's question about pass reports and a decrease in counts, there was discussion regarding annual pass renewals and passholder preference for customized passes. VI. COMMITTEE REPORTS Jim Engledow thanked all members of the Park Board committees for their effort and focus, noting that Tricia Hackett is a member of the Finance Committee retroactive to when it first convened on September 4, 2008. A. Standing Committees 1. Personnel Committee: Sue Dillon reported that the Personnel Committee met in Executive Session on September 29 to consider matters consistent with the requirements of the Park Department Personnel Policy Handbook. Immediately after the Executive Session, the Personnel Committee met in public, reviewed harassment allegations pursuant to the Park Board Personnel Policy Handbook and heard the staff recommendation to counsel those accused by peers, noting that those accused were not supervisors. After discussion, the Committee directed the staff on a motion by P Chester, seconded by T Tolson, to counsel those employees charged with harassment that their actions brought to our attention were unwelcome and subsequent acts will not be tolerated and could result in termination. 2. Finance Committee: Judith F. Hagan reported as follows: Handouts discussed at the Finance Committee meeting on Oct. 8 were distributed to all members of the Board not on the Finance Committee and asked that they review the same. Accordingly, two (2) action items on the Park Board agenda are noted on the committee meeting summary, attached as Appendix A. The Carmel Common Council Parks, Recreation Arts Committee (the "Council Committee met earlier today and based on the conversation, is expected to recommend to the Common Council that the requested amount of $600,000 for the 1047 Budget be taken from the bond generated COIT funds collected by Clay Township as a one time modification of the Interlocal Agreement to be prepared by the Clay Township attorney. In addition, the Council Committee supported using an additional $50,000 from the COIT bond fund for assistance with the Park Department financial reporting processes. After much discussion, the Park Board members reached consensus that once the Common Council acts on the Council Committee recommendation, an overview communication piece should be provided to the media perhaps in the form of a letter to the editor which Jim offered to draft. The next Finance Committee meeting is on Wednesday, October 29, at 3:30 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 conducted an on- site inspection of Inlow Park and the Watterud Property south of and adjacent to River Heritage Park. The Properties Committee met tonight at 5:00 and after a brief discussion of the same, determined that more information was necessary before recommendations can be considered for those 2 matters. The Properties Committee spent most of its time focused on the Phase II design of Founders Park. Michael Krosschell of the Schneider Corporation reviewed the status of the design, described areas that required direction, presented equipment styles and addressed improvements location areas, the summary of which is attached as Appendix B. He will return at the next Properties Committee meeting at 5:00 on Tuesday, October 28 in the Meeting room at The Monon Center East. Mark reminded the Properties Committee that the Park Department has for a number of years used the Clay Township -owned fire station building at 116 Street and Towne Road in Carmel for maintenance operations and storage. The use was authorized in a letter from Clay Township and at no cost to the Park Department. He reported that the fire station building is in need of some repair as well as the anticipated cost of the necessary repairs. Deb confirmed that a Management Agreement with the Township would not be difficult to create. After some discussion, the Properties Committee decided to conduct an on -site inspection of the fire station and, as it in close proximity to West Park, to conduct an on -site inspection of the condition of the West Park structures. 5. Safety Committee: Joan B. Ketterman. No report. 6. Central Park Process Management Committee: Mark Westermeier. No report. B. Special Committees 2 1. Encroachment Committee: Mark reported that he was prepared to send a second letter, this time by certified mail as he had heard nothing in response to his previous attempts to contact the homeowners of Lot 17 in Guilford Park. VII. ACTION ITEMS A. Minutes Pattie Chester September 23, 2008 Regular Park Board Meeting Minutes were approved as presented. (Chester, Ketterman C -Un.) B. Financial Reports The Park Board acknowledged the September Financial Reports (Hagan, Dutcher C -Un) as presented by the City of Carmel Clerk- Treasurer's office after the following discussion points: a. Judy provided the 106 Impact Fee Fund receipts and balance from the Pentamation reports; b. Mark reported his understanding that the City did not currently support an Impact Fee increase; c. Judy reported that the 1046 sub -fund is within the budget and that the 1047 Sub -Fund revenue is at 75% while the expenses are at 101% requiring an amendment to the non -tax budget. C. Claims J Hagan 1. Claim Sheet October 14, 2008 was approved subject to the proposed amendment to the 1047 Budget. (Hagan, Ketterman C -Un.) 2. Park Bond Claim Sheet October 14, 2008 was approved as presented. (Hagan, Ketterman C -Un.) Discussion followed regarding the need to replace the failed scoreboards received from Coke as well as the popularity of ping pong. D. Acceptance and /or acknowledgment of Monies received Audrey Kostrzewa. The following gifts or sponsorships were reported and accepted. (Hagan, Tolson C -Un.) RECEIVED FUND AMOUNT RECEIVED FROM FOR 9 -2 -08 Gift Fund 59.00 Carmelfest Pedal Park General 853 9 -16 -08 Gift Fund 50.00 Mr. Calvin Wicks Flowing Well 853 9 -16 -08 Gift Fund 10.00 Samuel C. Boyd General 853 Program 9 -23 -08 Fund 250.00 Orvis Tour de Carmel Monon 2008 Ctr 1047 Program Fund 9 -23 -08 Monon 250.00 Extreme Outfitters Tour de Carmel Ctr 2008 1047 3 E. Finance Committee Recommendations Judith F. Hagan 1. Reallocation of Staff. Judy Hagan, the Finance Committee Chairperson, referred to the meeting summarized on Appendix A and presented the Finance Committee recommendation to appropriately pay the following four (4) staff positions currently supported by the 104 Fund to be paid from the General Park Fund 101: Inclusion Supervisor, Training Coordinator, Special Events Supervisor and Revenue Coordinator. After discussion, the Park Board approved the transfer of the positions from the 104 Fund to the 101 Fund (Hagan, Ketterman C -Un). 2. Insurance Quotes. Judy Hagan next reported that the Finance Committee recommended that the Park Department staff obtain quotes for overall insurance coverage from at least 2 different insurance sources with which the Park board agreed (Hagan, Ketterman C -Un). F. Resolution of Interest to purchase property with the White River Greenwav 1. Report and Recommendation of the Properties Committee Sue Dillon reported that the Properties Committee briefly discussed this matter before tabling it for future discussion and recommendation. G. Consideration of Quotes for the Recreation Brochure Mark Westermeier referred the Park Board to the explanation on the cover sheet and recommended that the Park Board find that the lowest proposal was not responsive as it did not supply all requested material for consideration as required by the specifications. After the Park Board determined that low quote from CPPM was not responsive due to its failure to supply samples as required by the specifications, (Chester, Hagan, C -Un), it accepted the lowest responsible and responsive quote from UN Communications in the amount of $38,156.00 per edition and awarded to such vendor a contract therefore, authorized the Park Department Director and the Park Board attorney to take all action necessary to complete the contracting process and authorized the President of the Park Board to sign a contract with UN Communications. (Chester, Hagan C -Un.) H. Central Park Matters Mark Westermeier reported no required action. VIII. ATTORNEY'S REPORT- Debra Grisham Debra Grisham reported that the Park Board's liability carrier had denied a tort claim for the $100.00 deductible payment for which the claimant was responsible after his personal insurer paid the balance of the emergency room treatment of his six year old son who suffered an abrasion between his eyes from a slip and fall on a West Park slide step while participating in the Before and After School Care Program. The Claimant had asked for an appeal of the insurer's decision to deny the claim. Deb explained that after her review of the process and the facts, she agreed with the insurer's assessment that there was no liability on the part of the Park Board and that even if there were, the claimant had agreed to release the Park Board when he enrolled his son in the Before and After School Care program. She stated that to pay any amount toward a claim about which the lack of liability was so clear would be irresponsible, opening the door for the claimant's insurer to seek reimbursement on the theory of admission based on contribution. The Park Board agreed with her suggestion that the claimant receive a denial letter from her on behalf of the Park Board and to consider a written policy regarding the processing of future tort, contract and civil rights claims. IX. DIRECTOR'S REPORT In addition to the written report included in the Park Board packet and attached as Appendix C, Mark reported or addressed questions concerning the following: 4 Central Park: o The Administrative Offices sewer line damaged by tree roots was repaired. o The Monon refreshment project is progressing which J Engledow complimented. o The City of Carmel Arborist has requested the cessation of mowing between City Hall and 2nd Street along the Monon Greenway to encourage a more natural look. o Mark has been engaged to assist with a dispute between the City and angry homeowners following tree removal for installation of the tunnel under 116 Street. X. DISCUSSION ITEMS o J Engledow mentioned that the Park Board's attention should be directed toward the Department's financial health and that a determination needs to be made as to the cost recovery percentage objective. Accordingly, he recommended without objection that strategic planning should be deferred to a later time, possibly after the first of the new year. XI. INFORMATION ITEMS A. School Board —T Hackett was not in attendance and no report was given. B. Plan Commission D Dutcher reported that the Plan Commission would next meet on October 21 at which St. Vincent is proposing a "Sports Performance Center" in the SW part of the St. Vincent Carmel Hospital complex. The Carmel Drive /Rangeline Road Overlay will be reviewed for a possible extension. Retaining and Demolishing Standards are under review in the Old Town Overlay. A proposal has been made to allow the Carmel Clay Schools to seek use exceptions through the Plan Commission rather than through the Board of Zoning Appeals, likely as a result of the softball complex matter. A proposal for a 5 story hotel at 131 Street and US Highway 31 has been submitted. Dan agreed to keep an eye on the bike racks promised in development commitments. XII. BOARD COMMENTS J Ketterman stated that after reading the list of community programs (special events), she would like the community to know that you don't have to "join" to enjoy those programs. She next complimented the improved refinished stairway and inquired about the handrails which Mark explained had been refinished as well but without the same success. Judy mentioned the Lucas Oil Stadium Project supplement in the IBJ and suggested that all members read Fitness Functions. Judy recommended a park user meeting Sue complimented Jim Engledow on the resurgence of the work under the guidance of the Standing Committees since the Board orientation and asked about the status of the Bylaws review. Jim asked Deb to create a "strawdog" for discussion. XIII. ADJOURNMENT The meeting adjourned at approximately 8:00 p.m. (Ketterman, Tolson C -Un.) Signature ,,44 1., Date: /0 0 1 6 Signature: .A.4.4:.4.. „,...c I aVic Date: 0 —cl 5