Loading...
HomeMy WebLinkAboutCCPR-08-26-08 (Approved: CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting August 26, 2008, 6:00 P.M. The Monon Center East 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Engledow T Tolson M Westermeier J Ketterman M Klitzing J Hagan Kate Schneider P Chester Chuck Schuster D Dutcher T Hackett S Dillon (arrived 6:09 p.m.) J Miller (arrived 6:17 p.m.) ROLL CALL 11. CALL TO ORDER The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:05 p.m. on August 26, 2008 pursuant to notice. President James Engledow asked Secretary Pattie Chester to take the roll. Board members present other than J Engledow and P Chester included T Hackett, D Dutcher, J Hagan, and J Ketterman. J Miller and S Dillon arrived after the roll call as noted above. T Tolson 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. STAFF REPORTS None IV. PUBLIC COMMENTS After inquiry, a visitor who was present, was invited to complete a Public Comment Card by which to address the Park Board. Mr. Chuck Schuster of 547 High Drive, Carmel, IN 46033, requested a status report on the utilization of an employer (Eli Lilly Co.) subsidized health fitness program at the Monon Center. He noted that he had requested the Park Department to utilize such program about one (1) year ago and was very frustrated that it had not been implemented. Michael mentioned that he and the Park Attorney had reviewed the contract from Healthways Health Support, Inc., and based on that review, he had asked staff to review it from an operational standpoint. Kate Schneider offered that it was currently under review. J Hagan expressed interest in the program herself. Prior to starting the action items, President Engledow asked that the Board add to the Agenda, Action Item F, Board Committee Assignments, to activate the standing committee structure provided for in the Park Board by -Laws. The Park Board agreed to add such Action Item F. (Ketterman, Dutcher C -Un.) V. ACTION ITEMS A. Minutes Pattie Chester August 12, 2008 Regular Park Board Meeting Minutes were approved with the changes as reviewed by Deb. (Chester, Dutcher C -Un.) B. Financial Reports Judy Hagan 1 After some discussion to clarify what was before the Board for acceptance, the Board unanimously accepted the Pentamation Financial Reports for July, 2008 as well as the Adjusted Revenue and Expenditure Status Reports and Cash Statements that reflect the correct postings for July. (Hagan, Ketterman C -Un.) Judy asked Management staff to prepare for discussion at the next board meeting, a plan for the next 4 months including a financial forecast. C. Claims J Hagan 1. Claim Sheet August 26, 2008 was approved as presented with the addition of the claim from Central Engineering Construction ($33,181.00) fora total adjusted sum of $271,576.91. (The added claim from the contractor of the Founder's Park project had been received after the Board packet was assembled.) (Hagan, Ketterman C -Un.) J Ketterman asked about the irrigation claim and whether it should be a warranty matter. Mark stated that he would need to follow up and J Engledow described claims excluded from warranties. 2. Park Bond Claim Sheet August 26, 2008 was approved as presented (Hagan, Ketterman C- Un.) D. Founders Park Mark Westermeier 1. Change Work Order #2: Soil Stabilization. Mark reported that the soil stability test resulted in a recommendation from Central Engineering to further stabilize the access and parking lot areas with a lime and concrete mix. He reminded the Board about the sandy soil and scrap material that the City of Carmel historically dumped at the site as the reasons for the stabilization need. The contractor provided a change order to stabilize the targeted areas with 6,200 square yards of mixture at $3.80 psy for a total of $23,560.00. He reported that the contractor had priced a fabric coat that came in at approximately three (3) times the amount of the mixture. Mark noted that the Impact Fee Fund and /or, if necessary, the appropriated monies from the COIT fund would be used to pay for it. (As an aside, Mark noted that he was working with the Clerk Treasurer to confirm that the Impact Fee Fund balance was accurately reflected.) Mark confirmed that the wellhead would not be impacted negatively from this action. The Park Board unanimously approved Change Work Order #2 for $23,560.00 as presented. (Hagan, Chester, C -Un.) 2. Change Work Order #3: Conduit installation. Mark reported that Central Engineering asked whether the Park Board had plans for use of electricity in a later development phase and if so, now would be the time to install conduit. He next distributed the $20,436.96 estimate and depiction of recommended conduit installation points, attached as Appendix A. He stated that this plan could be customized to accommodate only the electrical power that an enclosed shelter would require in addition to and separate from, the restroom and open air shelter currently planned. T Hackett asked for a summary of the prior discussions concerning development. M Klitzing responded that in addition to the 2 sports fields, access road, parking lot, restrooms and playground, an enclosed shelter with a meeting room(s) for public use in the back portion of the park near a scenic water overlook had been put on hold prior to the initiation of the Phase I project. A footprint was holding a place for such a structure which would be the focus of discussion prior to releasing Schneider to finalize construction plans for Park Board approval. M Westermeier told the Board that flag pole related electricity would be easy to install without the need for the plan shown in Appendix A. J Miller offered his opinion that the location of Founders Park provided it with a higher visibility than others in the park system. Discussion included a reminder of Mark's presentation wherein he mentioned the Canadian Park trail lighting issues which had focused on the danger to night -time trail users on lighted trails and his preference to keep nighttime use to a minimum. Mark stated that he had no strong recommendation about the electrical sleeves but only wanted to allow the Park Board the timely opportunity to secure the work at a lower cost than what could be anticipated later. He added that while adding the sleeves now could save money in the future, it may not save anything if there is no follow through with development that requires the electrical use that the sleeves would accommodate. The motion to approve the addition of the electrical conduit as Change Work Order #3 failed with no vote in favor of the motion. (Hagan, Dutcher C -Un Rejected.) E. Central Park Matters Mark Westermeier. 2 Mark stated that there were no action items to present. F. Board Committee Assignments Jim Engledow J Engledow mentioned the discussion at the Park Board Orientation which resulted in a suggestion that the Park Board activate its standing committees to determine their purpose and recommend to the Park Board the advisability of their continued life. J Miller was the sole Park Board member to volunteer to serve on the Finance Committee to be chaired by Judy Hagan, the Park Board Treasurer. Mr. Engledow noted that he and Mark would serve as ex- officio members. With regard to his next inquiry about the recently reactivated Properties Committee, S Dillon asked D Dutcher whether he thought it was time to combine the Encroachment Committee and the Properties Committee noting that the membership of each was similar. Dan stated that he believed that the combination would be appropriate after the Encroachment Committee finished with the issues before it. Accordingly, Sue suggested that the Properties Committee continue with P Chester, T Tolson, D Dutcher and S Dillon with J Engledow and M Westermeier serving as ex- officio members. No other committees were activated at this time. VI. Discussion Items. None. VII. Board Comments. President Engledow reminded the membership that the Township Board meeting at which the Park Board was requesting appropriation of $4.9 Million of COIT funding was convening at 7:00 p.m. and requested that as many Board members as possible attend to support the request. VII. Adjournment The meeting adjourned at approximately 6:50 p.m. (Ketterman, Dutcher, C -Un.) Signature: Date:t q 0 0 Signature:5 u.e SZcicwv Date: q 3