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HomeMy WebLinkAboutCCPR-09-09-08 (Approved: V 2 3 0 CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting September 9, 2008, 6:00 P.M. The Monon Center East 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Engledow S Dillon M Westermeier J Ketterman M Klitzing J Hagan A Kostrzewa P Chester D Grisham Tricia Hackett K Schneider T Tolson D Dutcher J Miller (arrived 6:50 p.m.) ROLL CALL II. 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 9, 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, J Hagan, T Hackett, J Ketterman and T Tolson. J Miller arrived after the roll call and Susannah H. Dillon 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. PUBLIC COMMENTS None IV. STAFF REPORTS M Klitzing reported the following: a. Staff was preparing to request quotes for the printing of the Seasonal Park Recreation Brochures which would come before the Park Board for consideration at a subsequent meeting. b. The July and August employment reports were included in the Board packet and would be a regular part of the monthly reports that could be expected to be in future Board packets. c. Pass holder reports will be placed in the Board packets on a monthly basis. Michael explained that the decrease in pass holders during the 2 year of operation supported the trends of new facilities and that he expected pass holder numbers to increase in year 3. He added that the number of value passes is unexpectedly high and he explained that offering. Corporate pass holder numbers may not be accurate due to category data entry; they are being reentered for tracking purposes. d. Recreation summer reports will be in subsequent board packets and full staff presentations will occur in October. 1 e. J Hagan noted that contracts like Prime Network mentioned by a member of the public at a prior meeting paid only when the member used the center. f. 100% of Full -Time staff work both the Before and After School Care Program and the summer camp program while 80 of Part-Time staff work both. V. COMMITTEE REPORTS A. Standing Committees 1. Personnel Committee: (To be filled or dissolved.) No report. 2. Finance Committee: Judith F. Hagan. Action Plan Priorities 2008 ("APP No report. Rec Trac Reports: No report. Capital Plan: No report. The Committee met on September 4th at 12:00 noon and reviewed the Subfund 1047 Revenue Facilities budget projection presented by M Klitzing. J. Hagan clarified that the expectation of the Committee, the Park Board and the department staff is 100% cost recovery. Revenue and expenses were up from 2007 and staffing expenses are being reviewed. As the 100% cost recovery goal is not expected to be met in 2008, the Township has been apprised of a likely request to subsidize operational expenses of Subfund 1047. Michael noted that he believes that the concessions manager should remain a staff person and buy in to the cafe plan as the cafe space is under review for program use. Next meetings were noted to be at 3:30 p.m. local time on the following Wednesdays: October 9th 29 and November 12 which A Kostrzewa agreed to notice. 3. Arts in the Parks Committee: Sue Dillon. No report as S Dillon was absent. 4. Properties Committee: Sue Dillon. No report as S Dillon was absent. J Engledow noted that the committee will meet on Tuesday, September 23 at 5:00 in the meeting room at the Monon Center East. 5. Safety Committee: Joan B. Ketterman. No report. 6. Central Park Process Management Committee: Mark Westermeier. While there was no report from the Committee, Mark reported that Williams Architects had notified him that for payment purposes, they were prepared to sign off on Becker Landscape's completion of the site landscape work despite the punch listed items. Mark had asked Williams to send a representative to address the Board regarding such a position due to the Park Board's prior directive not to pay Becker without the Park Board's specific approval. B. Special Committees 1. Encroachment Committee: While the Committee has not met since August, Mark reported that he had telephoned and knocked without any success in talking with the homeowners of Lot 17 in Guilford Park. He sent a letter together with a copy of the meeting minutes which described the Park Board's expectation and has not yet received a response. VI. ACTION ITEMS A. Minutes Pattie Chester August 26, 2008 Regular Park Board Meeting Minutes were approved as presented. (Chester, Dutcher C -Un.) B. Financial Reports 1. Consideration of Request for COIT funds from Clay Township. M Klitzing reported that as a result of the Finance Committee meeting it is clear that the Park Board will need to request a subsidy from the Clay Township Board. He explained that The Monon Center was projected to be at approximately 85% cost recovery at the end of 2008, on its way to the 100% goal at the end of the 3` year of operations. Mark reported that the reported national average for cost recovery was at or below 35 After much discussion about the appropriate wording, the Board tabled the motion (Dutcher, Hackett COUn), to a later time in the meeting. (See Action Item F2 under Central Park Matters.) 2 2. Pentamation reports were deferred to the September 23, 2008 meeting due to unavailability prior to the meeting with sufficient time to review. C. Claims J Hagan 1. Claim Sheet September 9, 2008 was approved as presented. (Hagan, Tolson C -Un.) 2. Park Bond Claim Sheet August 12, 2008 was approved as presented, noting that the Kroger Gardis claim was decreased due to an inadvertent carryover amount. (Hagan, Tolson C -Un.) D. Acceptance and/or acknowledgment of Monies received Audrey Kostrzewa. The following gifts or sponsorships were reported and accepted. (Tolson, Hackett C -Un.) RECEIVED FUND AMOUNT RECEIVED FROM FOR Gift Fund 20.00 8 -12 -08 853 William E. and Wilma Sue Piland Flowing Well Park E. Consideration of Cash Change Fund Resolution 9- 9- 08 -01- M Klitzing A Kostrzewa Michael summarized the history of the cash change fund and noted that the end of the summer season triggered the need to decrease the fund upon the terms in proposed Resolution 9- 9- 08 -01. After the Park Board waived the reading of Resolution 9- 9 -08 -01 (Chester, Tolson, C -Un), it approved the Resolution. (Chester, Tolson, C -Un.) F. Central Park Matters Mark Westermeier 1. Consideration of Request for Proposals for an Exclusive Beverage Provider M Klitzing Michael summarized the history with regard to the identification of Coca Cola Enterprises "CCE as the exclusive beverage provider of the Park System. He explained that as negotiations proceeded, CCE provided beverages through its contract with Crystal Food Services, providing to the Department the beverages at a cost at or below the proposed and accepted price in its proposal in response to an RFP. Negotiations stalled but CCE continued to provide beverages at a cost consistent with the cost it would have been able to charge under the terms of its 2006 proposal despite the May 26, 2008 termination of the Exclusive Caterer Contract with Crystal Food Services. He explained that it was in the best interest of CCPR to provide beverages at The Monon Center during the 2008 summer season. As Coca Cola refused to attend to a contract and as the price at which the beverages were provided were consistent with the proposal, the purchase of beverages continued under a purchase order system pursuant to applicable provisions of the Uniform Commercial Code. As the busy summer season has ended, as the initial RFP was for a 2 year period and as the service period for that timeframe is virtually at its end, Michael recommended the issuance of a new Request for Proposal for a system wide exclusive beverage provider. The Park Board next adopted the following motions: "I move that the Park Board affirm and ratify the acts of the Director and staff of the Carmel Clay Board of Parks and Recreation regarding the purchase of beverages for the benefit of the general public utilizing the Carmel /Clay Park and Recreation System from November, 2006 through and up the time of acceptance of a new Request for Proposal and execution of a contract pursuant to the Food and Beverage Policy last adopted on February 15, 2007 and as amended from time to time." (Tolson, Hagan C -Un.) and "I move that the Park Board acknowledge and authorize the Director, his management staff and the Park Board attorney to issue a RFP for an exclusive beverage provider for the Carmel /Clay Park and Recreation System." (Tolson, Chester, C -Un.) 2. Township Subsidy of Park Fund 104, Sub fund 1047. This matter was primarily discussed under Action Item B entitled Financial Reports. After the Board moved to take the item off the table (Dutcher, Ketterman, C -Un), the Park Board adopted the following motion: "I move that the Park Board formally request from the Clay Township Board, an amount not to exceed $600,000 to be placed into Park Fund 104, Sub Fund 1047, in increments as requested by the Finance Committee to cover cash flow operations of the Central Park Revenue Facilities." (Hagan, Ketterman C -Un.) 3 VII. ATTORNEY'S REPORT- Debra Grisham Deb reported that a claimant had appealed the Park Board's insurer's denial of a claim, that she had discussed such with Department management and may be recommending consideration of a Park Board policy and process for such matters. She stated that she would report back. VIII. DIRECTOR'S REPORT In addition to the written report included in the Park Board packet, Mark reported or addressed questions concerning the following: Central Park: o Regarding a question about whether an irrigation system fix was under warranty, Mark explained that further review confirmed that the fix was due to damage from a Park Department mower and therefore not under warranty. o Gym Floors need to be refinished pursuant to a standard timeline provided by manufacturer and installer which is consistent with the Carmel High School refinishing schedule; o The Park Board's insurer (St. Paul Travelers through Hylant) has confirmed that there will be no credit issued for having used the Ellis lifeguard certification method at The Monon Center. Accordingly, the Department will start using the well known and respected Red Cross certification method which allows continuation of safe practices at a lower cost. o Working with insurer to schedule a risk management assessment on The Monon Center which will follow up on assessments during the construction phase. o There is a concern that as the City of Carmel is considered the client by the insurer that insures the Park Board /Department, the insurer may not be aware of all of the safety and training programs and practices that the Department has instituted. o The Park Board asked that Mark obtain insurance quotes. Founders Park: A meeting is scheduled this week to address concerns regarding asphalt pricing. West Park: The wetland delineation has been completed and encompasses much more area than originally anticipated. He clarified that trails can be rebuilt but without draining the area. Hazel Landing Park: The attempt to amend the original DNR permit was ruled too much of an amendment so Schmidt will submit a new permit application. IX. DISCUSSION ITEMS o J Hagan distributed 2 handouts that she downloaded from the NRPA website regarding mission and vision goals as well as CAPRA (Certification Agency for Park and Recreation accreditation) standards by which to achieve certification, a prerequisite to Gold Medal status. Michael stated that he has the CAPRA process and requirements which must be met within 2 years after there is a formal declaration to be certified. Judy recommended that the Park Board consider this certification as a goal. Jim Engledow stated that achievement would be supported if such would make CCPR a better park system. o The next Board orientation or governance meeting has not been scheduled. o The Schmidt proposal on the Monon Long Term Maintenance proposal should be considered by the Park Board after the Properties Committee makes its recommendation. o Judy reported that several members of the public had mentioned their opinion that the Westfield entry was a little too natural looking. Mark confirmed that it was consistent with the design. X. INFORMATION ITEMS A. School Board —T Hackett announced the adoption of the 2009 budget. She mentioned that Superintendent Underwood presented the dual curriculum used at Cherry Tree Elementary; that Board members are partnered with schools and the schools are designating liaisons to attend the School Board meetings. Tricia mentioned that she had given the report that Ben Johnson had given to the Park Board recently and her support of asking Ben to attend a School Board meeting. 4 B. Plan Commission D Dutcher reported that the Plan Commission was currently reviewing the Carmel Consolidated Comprehensive Plan. No significant subdivisions were before the Plan Commission. The busiest commercial development seems to be in the Main and 136 Street area. XI. BOARD COMMENTS o J Engledow mentioned that Board committees will require staff support. He also supported the idea of knowing how many of the part time summer jobs supported Carmel residents. o There was agreement that the School Board should receive the ESE newsletter if they give permission and that Ben Johnson should appear at School Board meetings. XII. ADJOURNMENT The meeting adjourned at approximately 7:53 p.m. Signature: "ce-tz'cc---- G- e Date: 3 e Signature: c041 V.414/ 41 Date: 9 o 5