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HomeMy WebLinkAboutCCPR-09-23-08 (Approved: o/ l CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting September 23, 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 Westermeier J Ketterman M Klitzing S Dillon A Kostrzewa P Chester D Grisham Tricia Hackett T Tolson J Miller Michael Krosschell (Schneider) D Dutcher ROLL CALL 11. CALL TO ORDER The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:00 p.m. on September 23, 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. PRESENTATION by the Schneider Corporation regarding Phase II of Founders Park Before summarizing the status of Phase II, Michael Krosschell of the Schneider Corporation, the Engineer /Architect for Founders Park, provided the following status report for the Phase I project which is expected to be complete in the latter part of October: 1. There is no sprinkler system; 2. Good top soil was brought in for the playing fields which will be seeded; 3. A buried clogged pipe /drain was reutilized to allow the pond to empty out at a certain fill level; 4. The parking was lime stabilized to prepare it for asphalt; 5. Curbs are scheduled for installation this week which to be followed by asphalt; and 6. A construction meeting will occur tomorrow to assure the use of best practices for storm water management. With regard to Phase II, Mr. Krosschell provided handouts to match the boards that he presented. (See "Appendix A" for the handouts.) If Phase I was "building the house then Phase II is to "furnish the house He reminded the Board of the Phase II elements projected to be included: 1. A large pavilion originally planned to overlook the pond on the main axis was moved slightly to the east due to soil stabilization concerns. 2. A year ago, it was determined that a structure and restrooms were needed, but undetermined if it was to be a year -round use facility. 3. A playground was to be located near the shelter so families would not be too spread out. The original plan included a get -wet sand and gravel play opportunity south of the parking lot to 1 provide connection with the history of mining in the area. He presented pictures of a stream play area at the Morton Arboretum in Chicago and the Dillon Park shelter which are considered to be starting points in the design process. 4. landscaping and pond edging which could provide a means by which kids could safely interact with the water; 5. signage; 6. nature trails and board walks or a number of docks; 7. Connection to Hazel Dell Parkway will be coordinated with a City of Carmel public work project. A motion to continue the Phase II discussion at the Properties Committee meeting to be held at 5:00 p.m. at The Monon Center East Meeting room immediately prior to the 6:00 regular park board meeting, was deferred to the Action Item E.1. IV. ACTION ITEMS A. Minutes Pattie Chester Noting a correction of the date of the minutes to September 9, 2008, the September 9, 2008 minutes of the Regular Park Board Meeting were approved as presented. (Chester, Ketterman C- Un.) B. Financial Reports Susannah H. Dillon for Judith F. Hagan 1. The Park Board accepted the September Financial Reports as presented (Dillon, Dutcher C- Un.) C. Claims Susannah H. Dillon for Judith F. Hagan 1. Claim Sheet September 23, 2008 was approved as presented (Dillon, Tolson C -Un.) after A Kostrzewa noted the following corrections: On regular Claim Sheet Pre Approved 1047 (top of pg.3 on claim sheet included in Board packet), change "notes" column to read Monon Center August '08. Move item from Central Park Claim Sheet to regular Claim Sheet Fund 1047: Central Indiana Hardware, 8/19/08, Inv #142699, $382.09, for lock repairs. Subtotal and totals on both Claim Sheets will change and are corrected on the signature copy. 2. Park Bond Claim Sheet September 23, 2008 was approved with changes as presented and described above in IV.C.1. (Dillon, Ketterman C -Un.) D. Consideration of Quotes for Printing, Binding and Mailing of the Seasonal Park and Recreation Brochure M Klitzing Michael reported that evaluation of the quotes was not complete and recommended that this matter be deferred to the Board's next regular meeting in October which would not adversely impact the timelines. E. Founders Park Mark Westermeier 1. Consideration of Phase II Development. The Park Board agreed to send this matter to the Properties Committee and asked Michael Krosschell to work with that Committee so that it could recommend to the Park Board Phase II development design direction. (Dutcher, Tolson C -Un.) 2. Consideration of Change Work Order #4. Mark reported that discussions are ongoing between the engineers and the contactor about the thickness requirement of the asphalt as well as unexpected asphalt price increases. He stated that the engineers are now considering the lime /concrete stabilization regarding the thickness issue. As it is not resolved, Mark provided the cost of the change work order to be $27,000.00 for the most costly option, noting that a contingency fund which would normally be used to address this type of change work order was not set up for this project. After further discussion, the Park Board agreed to approve the Change Work Oder not to exceed $27,000.00 for the asphalt work. (Dutcher, Ketterman C -Un). T Tolson recommended the addition of a staff person well versed in project specifications for situations such as this one. 2 F. Consideration of a Professional Services Agreement with Schmidt Associates to create a Long Term Monon Maintenance plan Sue Dillon, Properties Committee Chair Sue reported that the Properties Committee met tonight at 5:00 to discuss the on site inspection held last July and agreed to recommend that the Park Board not pursue the services contract with Schmidt Associates as Park Department staff had the understanding and expertise to manage the maintenance issues. The Park Board accepted the Committee recommendation that it not accept the Schmidt proposal for a Monon maintenance plan and allow staff to effect the maintenance identified to be necessary and ongoing. (Dillon, Tolson, C -Un.) G. Resolution of Interest to purchase property with the White River Greenway Mark Westermeier Mark referred to the property description included in the board packet and reminded the Park Board that there was interest in this property years ago. The property was since been sold and just lately, he was notified that the current owner was interested in knowing whether the Park Board retained any interest in purchasing the property. He described the next step to be the acquisition of appraisals which requires approval of a Resolution of Interest by the Park Board, the Clay Township Board and the Carmel City Council. He recommended that this matter be referred to the Properties Committee for a recommendation, The Park Board agreed to refer this matter to the Properties Committee. (Dillon, Chester C -Un.) H. Central Park Matters Mark Westermeier 1. Consideration of architectural approvals for the filter building expansion Mark summarized the status of this matter by reminding the Board that at its August 12, 2008 meeting, he presented the Williams' proposal dated August 7, 2008 regarding the expansion of the filter building to accommodate the operational, storage and other needs of the lifeguard operation including a lifeguard break -room equipped with A/C and tempered heat. After much discussion about the lateness and lack of responsiveness in the Williams proposal and the benefits from using local architects, among other things, Mark obtained at the Park Board's request, and distributed to the Park Board, additional proposals from Ratio Architects, Inc. and Lockwood Design Associates, LLC, two (2) local architects. Mark noted that Dennis Lockwood and Mark Swanson worked together previously on the design of the recently built fire stations in Clay Township and Dan noted that they were the architects on the Nightingale building on Rangeline Road. After J Miller clarified that this was a contract for services and therefore the service provider did not need to be selected based on the lowest price, Mark reported that the building expansion would likely not happen until next fall due to the bid process and uncertainty of the weather. After more discussion, the Park Board accepted the price and project scope proposal from Lockwood Design Associates, LLC, the exact terms of which are to be consistent with the professional services contract form to be negotiated with Lockwood and noted the Board's desire that the structure be completed before next season: (Miller, Dutcher, C -Un.) 2. Other. None V. DISCUSSION ITEMS None VI. BOARD COMMENTS o J Ketterman reported her daughter's positive experience with her dog at a recent immunization event. o Michael Klitzing and Lindsay Holajter were thanked for the staff profile book. Michael confirmed that the book would be updated as necessary. 0 VII. ADJOURNMENT The meeting adjourned at approximately 6:55 p.m. (Ketterman, Dutcher C -Un.) Signature: f e% �%t-� C C_t Date: i© /a00 r Signature: 7KAI Se/Li' Date: J O 1 Li-op 3