HomeMy WebLinkAboutCCPR-07-22-08 (Approved: 42 0 d I
CARMEL /CLAY BOARD OF PARKS AND RECREATION
BOARD MEETING MINUTES
Regular Meeting
July 22, 2008, 6:00 P.M.
The Monon Center East
1235 Central Park Drive East
CARMEL, IN 46032
MEMBER ATTENDEES MEMBER ABSENTEES OTHERS
J Engledow D Dutcher M Westermeier
J Ketterman M Klitzing
J Hagan A Kostrzewa
P Chester Kate Schneider
Tim Tolson
S Dillon
J Miller
T Hackett (arrived 6:13 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 July 22, 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 Tolson, J Miller, J Hagan, S Dillon and J Ketterman. T Hackett arrived after the roll call as
noted above. D Dutcher 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)."
NI. STAFF REPORTS
A Kostrzewa gave the following report:
Issues regarding unexplained returned mail from the Monon Center were addressed and believed to
be resolved;
At J Hagan's request, June 2007 and June 2008 General Ledger Summary Reports comparing
Monon Center revenue -only transactions were generated from the Rec Trac Data base. Audrey
explained how to read the reports and that she could provide further detail for any line. Mark
clarified that the Rec Trac system is a data base and not a financial software system that allows the
tracking of expenses, cash receipts etc.;
The outstanding contractor list provided in the Board packet showing contract balances yet to be
paid by the Central Park Bond was provided courtesy of Geupel DeMars Hagerman. She noted that
the only item not already approved for payment was the amount attributed to ASI Signs; all other
outstanding balances, other than Becker, were being held in third party escrow accounts pursuant
to the terms of the retainage agreements. Mark noted that he was in the process of planning a final
meeting with CPA Mike Claytor, Audrey, Michael and others prior to closing out the bond with final
numbers.
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M Klitzing reported as follows:
With regard to the monthly and year -to -date Extended School Enrichment revenues (Fund 1046)
presented in the Board packet for the purpose of comparing 2007 with 2008, Michael noted that
while each year includes 2 months with 3 pay period postings, the months differ from year to year so
the monthly comparisons need to be reviewed accordingly. Numbers for start up year 2006 for
months August thought December were also provided. He emphasized that the "ESE" numbers
included both the Before /After School Program and the Summer Camp Program. The Before/ After
School Care Program is at break -even noting that all excess has been reinvested in the program
primarily in the form of more fulltime personnel to provide consistency, stability and increased quality
of service. Excess revenue generated by the summer camp program is used to cover any deficit
from the Before /After School Care program. As regards J Millers' question about a Before /After
School Program rate adjustment, Michael stated that if rates were to be increased, they would be
effective at the beginning of the school year, but like the previous 2 years under the 3 year contract,
there is no anticipated increase for the 2008 -09 school year. Michael agreed that during a meeting
scheduled with a Star newspaper reporter next week, he would mention the Department's ability to
provide the service for three (3) years at rates lower than what were charged before the Department
was awarded the contract. He expressed his belief that the public nature of the Department's
revenues would be an advantage as the Department can prove that its public service if performed at
cost and not profit. J Miller reminded the Board that as the Before /After School Care Contract
involves the purchase of services, the School Board is not obligated to award it to the lowest
proposer. J Engledow opined that performance is key. As regards the expenses of the ESE
Program, Michael confirmed that the Department is not repeating last year's failure to charge that
budget for 2008 summer season pool use.
With regard to the monthly and year -to -date Monon Center revenues (Fund 1047) presented in the
Board packet for the purpose of comparing 2007 and 2008 revenues, Michael noted that the
comparisons have limited value since full operation at The Monon Center did not begin until May26,
2007, several job positions were vacant, utility bills had not been issued and program revenues and
expenses were not posted to Fund 1047 until January of 2007. Except for the vacancy created by
the Revenue Facilities Manager, January though June 2008 operated with more fulltime personnel at
capacity and greatly increased part time personnel positions. Staffing numbers at the Monon Center
in various areas are under review to determine appropriate levels of need and efficiencies. As to the
reported deficits, Michael reminded the Board that the Proforma projected a 3 year period before
100% cost recovery could be expected to be achieved and that most other facilities are required to
recover only 40 -60% of their costs. In anticipation of the costs of preparing for and opening The
Monon Center, the 104 fund was built up and used to subsidize start up costs of The Monon Center
and the After /Before School Care Program. At the time that the Park Board Fiscal Officer changed
from the Township to the City of Carmel Clerk Treasurer (January 2003), park funds established by
the City to receive the balances from the Township park funds, accepted into the 104 fund, just
under $200,000. At the end of 2006, the fund balance was approximately $561,000.00. The
recommended source of additional funding when or if it becomes necessary is the Township Board
to which staff would recommend borrowing from the bond generated COIT monies. As the intent of
COIT is currently for capital project expenditures, borrowing from it may be the best answer even
though it may mean a delay of some capital projects. J Miller thanked Michael for the thorough
explanation.
Mark noted that as some components that had influenced the Proforma were not built, projections
need to be considered accordingly. The Monon Center must be staffed for summer use. Rain and
temperatures under 85 degrees hurt aqua park attendance and, therefore, revenues. He explained
that rain /lightning delays require paid staff to wait for a decision to close and his projection that the
Monon Center operation costs $500.00an hour. J Engledow offered that as weather is an
uncontrollable uncertainty, the rest of the facility needs to do as well as it can to cover any losses.
Mark stated that the Aqua Park revenue potential is so large that all aspects of The Monon Center in
full operation cannot make up for revenue losses resulting from aqua park closures. Seasonal
businesses need reserves.
Michael confirmed that day passes are given to those forced to leave the pool due to weather
closings within 1 hour of arrival or if there is another good reason. As the part time work aqua and
concessions work force is primarily high school age kids who must stop working near the end of July
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to attend required sports camps, pool hours will be reduced starting the week of August 11 with the
start of school and that the uncertain potential revenues of operating the aqua park on September
weekends is not worth the certainty of the expenses (including training, orienting, scheduling and
managing costs).
J Engledow stated his opinion that the trends noted in the financial reports are important at this time
even if the individual details are meaningless.
IV. ACTION ITEMS
A. Minutes Pattie Chester
July 8, 2008 Regular Park Board Meeting Minutes were approved with the changes previously
submitted and one more offered by Tricia Hackett on page 5, X Information, A School Board: last 4
words "were due to begin" were replaced with "are ongoing." (Chester, Ketterman C -Un.)
B. Financial Reports Judy Hagan
M Klitzing explained that the Clerk Treasurer posted July payments in June and as there are
monthly comparisons between years, a manually produced report was distributed showing the
expenditures /revenues that should have been attributed to June. The Park Board accepted the
Financial Reports as submitted. (Hagan, Dillon, C -Un.)
C. Claims J Hagan
1. Claim Sheet July 22, 2008 was approved as presented. (Hagan, Dillon C -Un.)
2. Park Bond Claim Sheet July 22, 2008 was approved as presented (Hagan, Dillon C -Un.)
Staff explained that the On Ramp invoice was attributed to expanding generator backup
power to cover telephones, computers and lights rather than only lights. The generator was
moved to The Monon Center East to provide adequate temperature controlled space in
which to house servers at the lowest identifiable cost. After all start up operational issues
are identified and completed, On Ramp invoices will be paid from either the general fund or,
if attributed to The Monon Center, then Fund 1047.
D. Central Park Matters Mark Westermeier.
Mark stated that there were no action items to present.
V. Discussion Items.
Central Park Cable Repair. Mark reported that Gaylor performed the cable replacement and conduit
repair during the prior weekend, working around the irrigation pipe that had caused the damage. The
excavated hole is scheduled to be filled on Wednesday the 23 He reported that many users ignored
the measures to close pertinent portions of the Monon Greenway during this work.
Park Board Workshop. J Engledow noted that Saturday, August 16 from 9:00 a.m. to 4:00 p.m.
seems to be the best day for the board workshop. Growth of the park department, its structure, the need
for a financial management system, board committee structure, the role of the board in light of the
growth and Capital Plan priorities were offered as topics after J Miller asked for the workshop objectives.
Jim asked that suggested topics be emailed to him and stated that he would work with Joe and Mark to
refine the focus.
Budget process. Mark reported that he began his presentation to the Council and the Township Board
with the announcement that the Park Board had endorsed a reduction in the personnel classification by
one person, moving approximately $40,000 to cover a consultant for work on a Monon use survey. He
reported that while the Council and Township Board agreed to eliminate the position, no funds were
moved to the consulting line. The two bodies reduced the cleaning budget by $4,000.00 specifically
noting a preference to require the users to pay a deposit to be used for cleaning if they do not clean the
facility after they use it. The Council and the Township Board agreed that the Monon survey should be
spearheaded by the City of Carmel and not the Park Board. The revised Budget will be considered at
another public meeting in August.
Monon Survey. More discussion regarding the ability of summer interns to handle the user survey was
discarded until it was made clear that there is expensive equipment and an actual proven process
necessary to the success of such a survey, making it necessary to engage a professional trained to
conduct the survey.
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VI. Board Comments.
P Chester shared her positive experiences at the outdoor pool and with the fitness program;
J Hagan complimented the postcard renewal piece and asked for a renewal report in August. Kate
Schneider clarified that the postcard was the first follow -up piece after an email request to renew and
that a 3 communication is planned to follow the post card.
J Hagan agreed that a financial management system is necessary which Mark supported, stating that
the 4 -6 week delay in receiving the financial information from the City hindered the ability to correct a
problem as soon as possible.
J Hagan asked for a list of capital investments in each park which she agreed may be included in the
impact fee research;
Jim thanked Sue Dillon for presiding over the July 8`h Park Board meeting.
VII. Adjournment
The meeting adjourned at approximately 7:30 p.m. (Ketterman, Dillon, C -Un.)
Signature: aQ cD �-a,1 Date: '1.
Signature vs5 'L Date: 8 1 Z_' D 8
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