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HomeMy WebLinkAboutCCPR-08-12-08 (Approved: acv 4)6 CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting August 12, 2008, 7:00 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 J Ketterman J Miller M Klitzing J Hagan A Kostrzewa S Dillon Ben Johnson Tricia Hackett Lynn Russell T Tolson Lindsay Holajter D Dutcher D Grisham ROLL CALL II. CALL TO ORDER The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 7:00 p.m. on August 12, 2008 pursuant to notice. President James Engledow, presiding over the meeting, asked Susannah H. Dillon to take the roll as Secretary Pattie Chester was absent. Board members present other than J Engledow and S Dillon included D Dutcher, J Hagan, T Hackett, Susannah H. Dillon, J Ketterman and T Tolson. P Chester 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)." III. PUBLIC COMMENTS None IV. STAFF REPORTS M Klitzing introduced Ben Johnson who distributed a one (1) page summary sheet comparing 2006, 2007 and 2008 Revenue, Types of Camps and Available Day Camp Slots with regard to the Summer Camp Program. The summary sheet is attached as Appendix A. He noted that in 2008, no camps were cancelled and that changes would be made to the 2009 schedule to provide a later pick up time for Specialty Camps to accommodate working parents. The summary included a report on ESE enrollment numbers reported for School years 2006 -2007, 2007 -2008 and to -date for fall 2008. He reported that staff retention was good for both fulltime and part-time employees. Ben is working with the PTO and Steve Dillon to offer additional 4 -week enrichment classes open to all students in the first hour after school at no additional cost. Michael thanked Ben for a job well done. Michael next addressed Judy's question about pass holder totals; he explained that he is working with Vermont to find consistency and meaning in the RecTrac reports which seem to have enough discrepancies in the numbers that he is uncomfortable with their accuracy. M Westermeier reported that Michael will be the recipient of the NRPA American Park and Recreation Society's 2008 New Professional of the Year Award and congratulated his achievements and the honor of the award. 1 Michael reported that the Fall Recreation Guide featuring a Monon Center Facility Rental promotional piece was delivered throughout Clay Township this week. As the promotional piece was passed around, Mark explained that the wedding ceremony itself, a staff resource drain and not an event that the Monon Center or grounds was designed to accommodate, were no longer to be part of the rental package. V. COMMITTEE REPORTS A. Standing Committees 1. Personnel Committee: No report. 2. Finance Committee: Judith F. Hagan. Action Plan Priorities 2008 "AAP Judy suggested that Park Board members attend the Clay Township Board meeting on Tuesday, August 26 at 7:00 p.m. to support the $4.9 Million COIT appropriation request to address the AAP projects; Mark answered Judy's questions related to the following AAP targeted projects: o Inlow: a recommendation from the original architects with whom Mark needs to meet, will impact the repair timeline; o West Park: this matter is to be addressed in the Director's report; o Website: L Holajter confirmed that pages and tabs have been added to the home page. Mark reminded the Board that Vermont had announced last winter that a new and broad based online registration upgrade with a shopping cart feature would be available this fall. A lesser upgrade available in the spring but which did not work properly drove the decision to wait for the fully updated version. We have considered engaging an alternate software consultant which would cost more money and negate the Vermont warranties. Once the upgrade is installed, a spring 2009 webpage update is anticipated. o Fitness Control Points: As the control points have not been effectively remedied, Mark suggested that he work with a local company toward resolution; o Outdoor Lighting: the point person at Meridian Engineering with whom we had worked on the light fixture type and function to enhance the east entrance lighting, is no longer with Meridian and those still there cannot locate the information; J Hagan offered to look for the information she believed she had kept from the project discussions. Rec Trac Reports: Judy suggested that staff prepare and distribute a Rec Trac Report with information similar to the Summer Camp and ESE summary sheet (see Appendix A); Capital Plan: Judy repeated the importance of the 8- 26 -08, 7:00 p.m. Township Board meeting which the Park Board members should be able to attend after the "short" 6:00 p.m. Park Board meeting; she confirmed that the Capital Plan is a guideline and that there is flexibility with the priority of projects. Mark mentioned the need to include in the Capital Plan a playground at Central Park which Judy confirmed had been considered when the money was identified for future Central Park development. 3. Arts in the Parks Committee: Sue Dillon. Mark delivered to S Dillon a proposal to sell to the Park Board a painting for display in the MC which information had been first delivered to the Mayor's office. Sue passed it around to the Board members. 4. Properties Committee: Sue Dillon. The committee conducted an on -site investigation of the Monon Greenway regarding maintenance; Mark will make a recommendation regarding a staff driven maintenance plan. Terry Myers believes that gate reuse is possible. Mark agreed to report back with a list of things that will be done. 5. Safety Committee: Joan B. Ketterman. No report. 6. Central Park Process Management Committee: Mark Westermeier. No report. B. Special Committees 1. Encroachment Committee: Mark Westermeier. D Dutcher, the committee chair, reported that as the result of its 6:00 p.m. meeting, the Committee recommended the following action: o The homeowners of Lot 17 in Guilford Park be given the option to remove by September 30, 2008, the landscape fabric and mulch that they installed or pay the cost of Park Department staff to effect the removal; o The effort to monitor encroachment issues in all parks should resume. The Park Board adopted the foregoing actions as recommended. (Dutcher, Hagan, C -Un.) 2 VI. ACTION ITEMS A. Minutes Sue Dillon for Pattie Chester July 22, 2008 Regular Park Board Meeting Minutes were approved as presented. (Dillon, Hagan C -Un.) B. Financial Reports Judy Hagan (deferred to the August 26, 2008 meeting due to unavailability.) C. Claims J Hagan 1. Claim Sheet August 12, 2008 was approved as presented. (Hagan, Tolson C -Un.) Judy reported that she had obtained acceptable answers regarding computer damage; Mark responded to J Engledow's question about how insured reimbursement will be presented and handled by reporting the City of Carmel Clerk- Treasurer's assurance that the insurance payments can be credited to the budget lines from which claims are earlier paid. 2. Park Bond Claim Sheet August 12, 2008 was approved as presented (Hagan, Dutcher C- Un.) D. Acceptance and /or acknowledgment of Monies received Audrey Kostrzewa. There were no gifts or sponsorships to report. E. Consideration of Personal Services Agreement with Rick Roberts Jim Engledow Jim recommended that the Park Board engage Rick Roberts to facilitate the Park Board orientation scheduled for Saturday, August 16"'. He explained that while Mr. Roberts is employed by Engledow Group, his engagement with the Park Board would be as an independent contractor. He described his experience as a facilitator and his familiarity with parks and recreation citing his work history as a lead consultant with Schmidt Associates resulting in the Park Board's current Master Plan and later as a consultant with Leon Younger and Pros and then through his own appointment as a Greenfield, Indiana park board member. The focus was to clarify the individual and collective role and responsibility of the board members and that of the Department's management staff. D Grisham explained that she had drafted a contract based on the park board professional services form and the contract pursuant to which Mr. Roberts facilitated board discussion regarding the various methods by which consultants could assist with the Central Park development project. She stated that the agreement spelled out the $1,800.00 day fee plus $100 per hour to prepare for the meeting and complete a recommendation report following the meeting, the sum of which was not to exceed $3,800.00. Terms were added to obtain Mr. Roberts indemnification of the Park Board and to authorize the Director (within his purchasing authority) to engage Mr. Roberts for follow up facilitation sessions during the 1 year agreement with a report to the Board. After the Board chose to negotiate and contract directly with Mr. Roberts as allowed under Indiana law and its purchasing manual (Tolson, Ketterman C -Un), it authorized the Park Board attorney to prepare and negotiate as presented, and the Park Board President to agree to and execute, a Professional Services Agreement with Rick Roberts for facilitation services not to exceed $3,800 for the orientation scheduled for August 16, 2008 or some later rescheduled date if necessary. (Dutcher, Tolson C -Un.) T Hackett recommended an article regarding the efficient running of board meetings. F. Central Park Matters Mark Westermeier. 1. Consideration of a proposal to provide Professional Services by Williams Associates Architects Ltd. For the expansion of the Filter Building. Mark distributed 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. He confirmed that there was no need for additional restrooms but that running water would be added. This proposal did not address the specific issues that Mark and /or his staff had communicated approximately 8 to 10 months ago. After much discussion about the local market of architects, the anticipated funding from the COIT monies, the $750,000 cost of the project itself and whether it should be bundled with any other projects on the radar screen, the Board decided to request additional proposals 3 from local architects. (Tolson, Hagan, C -Un.) J Hagan will review the funds appropriated and available and those not appropriated. 2. Bond Status. Mark agreed to provide a status report at the next meeting. VII. ATTORNEY'S REPORT- Debra Grisham Deb reported that she and management supervisor Terry Myers, attended a Risk Management sponsored by the Indiana Association of Cities and Towns. She added that Mike Wells of the Hylant Group, the agent who manages the insurance policy with St. Paul Travelers, had confirmed that Hylant provides risk management assessments and that Terry will work with him to schedule such. She added that recommendations given during the seminar seemed to be consistent with what Terry and Mark have been doing. Deb next reported the filing of several claims under the $5,000 deductible for injuries or damage alleged to have occurred at various parks and ESE facilities. Deb requested that Travelers assign only 1 person to handle claims involving the Park Board. Deb next advised the Board that it had received a notice from the BZA of a Smoky Ridge homeowner (west side of Carey Road) who desires to install an in- ground pool by which the backyard setback would need to be reduced. No ill affect to Carey Grove Park is anticipated. The Board raised no objections or concerns. VIII. DIRECTOR'S REPORT Mark reported or addressed questions concerning the following: Central Park: o The Follow -up Punch List and Next Steps for BP5 Site Landscape prepared by JJR was distributed and asked the Board to review it and provide feedback. The Board expressed dissatisfaction with the landscape in various locations. J Engledow reminded that the board that the report has not been accepted. The Board agreed that there was to be no retainage released to Becker until the issues are resolved (Hagan, Ketterman, C -Un.); o Green bollards were installed; additional barriers (boulders) are needed to keep people from driving around the bollards onto the grass. o DNR is electro shocking fish today for counts and restocking at Central Park and West Park. o Problems with the sound system are extreme; we are talking with the supplier to resolve the problems. o Advertisement for the recently vacated Food Services Supervisor position is underway. o A recent incident of theft has refocused management on the need for security personnel; o Working with Hylant to confirm savings by using the Ellis lifeguard certification method; if cannot confirm or obtain the savings, may decide to use a different acceptable but more cost effective method. Every lifeguard certification costs $85 with Ellis while Red Cross costs $35. o Construction budget meeting held last week confirmed that approximately $300,000 is left. The Brockman gift of approximately $300,000 will have to be utilized for this project. Founders Park: The construction plans included digging up part of the City of Carmel right of way to fix an outfall pipe in the pond that determines the maximum water level. Investigation revealed that the pipe was not broken but buried with debris. The scope has changed to clear the debris and install concrete as a result. The complete site is within 1' of proper elevation. COIT funds may be used to finish the project as the Impact Fee Fund does not have sufficient funds available. Pleasant Grove: Mark recommended that the Park Board let the contract for the joint use of the facilities with the Pleasant Grove Church expire in October 2009 without renewal. He is in discussion with the church about sharing in the cost for driveway improvements as provided in the contract. West Park: In accordance with IDEM's response to John South and his recommendation regarding the drainage issue, Mark has obtained a wetland delineation proposal from American Structurepoint, Inc. for $5,435.00 (within his authority) to identify the size of the wetland area after which we can determine how to deal with it. 4 Budget: Mark reported that the City of Carmel Clerk- Treasurer notified him that City Council Budget Adoption is scheduled for September 15th and the Budget Hearings for October 6th. The board members raised a question about the order. IX. DISCUSSION ITEMS o Orientation workshop will be held Saturday in the West conference room in the MCW starting at 9:00 a.m. Coffee and lunch will be provided. X. INFORMATION ITEMS A. School Board –T Hackett announced the adoption of the new vision statement: "Experience Excellence... Explore Opportunity... Realize Potential." Tricia mentioned the street connection and walking paths scheduled to be installed near College Wood and the adoption of new field trip guidelines to respond to transportation costs, to increase accountability and allow more time to help students meet standards. B. Plan Commission D Dutcher reported that the Plan Commission6 will return to consideration of the Carmel Consolidated Comprehensive Plan with a public hearing on August 19 after which the timetable and members involved will be determined. XI. BOARD COMMENTS o J Hagan asked how we can avoid more surge and damage to computer equipment like that recently experience at the Administrative Offices. Mark stated that he had asked the IT contractor to make a recommendation. o Meadowlark Park sign and flower bed needs to be restored after the road improvements at 131 and Old Meridian. o Greg Lindsay has departed from IUPUI and no one has been identified to continue his trail survey work. XII. ADJOURNMENT The meeting adjourned at approximately 9:20 p.m. Signature: t-c Date: .24 .2 0 o g` Signature: ray Date: 0 5