Loading...
HomeMy WebLinkAboutCCPR-07-08-08 (Approved: CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting July 8, 2008, 6:00 P.M. The Monon Center East 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS S Dillon J Engledow M Westermeier J Ketterman M Klitzing J Hagan A Kostrzewa P Chester Tonia Lopez T Tolson (arrived at 6:20) J Molitor D Dutcher Lisa Berry J Miller Scott Roberts Tricia Hackett Charles Redmond 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 8, 2008 pursuant to notice. Vice President Susannah H. Dillon, presiding over the meeting in the absence of President James Engledow, asked Secretary Pattie Chester to take the roll. Board members present other than S Dillon and P Chester included D Dutcher, J Hagan, T Hackett, J Ketterman and J Miller. T Tolson arrived after the roll call noted above. J Engledow was absent. Having confirmed the presence of a quorum, Vice President Dillon called the meeting to order. She welcomed Tricia Hackett as the representative appointed by the Carmel Clay School Board and Joe Miller as Mayor Brainard's appointment replacing Jim Rosensteele. 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 first introduced Lisa Berry, assistant to the Human Resources Supervisor, Lynn Russell, noting that she started in her position in January of 2008 and Scott Roberts, a part time lifeguard who expressed an interest in understanding the governance of the Department. Michael noted that as all regular meetings are to be at 6:00 p.m., food will be provided at the first meeting and snacks at the second meeting. He next addressed the 2008 employment report, 2nd Quarter in the Board packet which covers only fulltime employees noting that it would be included in subsequent Board packets as a regular report topic. A Kostrzewa passed out addendum claims sheets due to claims received after preparation of the claim sheets for the Board packet and which she asked the Board to consider later in the meeting consistent with the agenda. Upon Michael's request, the Park Board members introduced themselves to the visiting staff members and welcomed all attendees. 1 V. COMMITTEE REPORTS A. Standing Committees 1. Personnel Committee: No report. 2. Finance Committee: Judith F. Hagan. Action Plan Priorities 2008 Judy asked Mark to report the status of these items during the Director's report; Rec Trac Reports: None. Capital Plan: Judy reported that this plan will be discussed as "Action Item I 3. Arts in the Parks Committee: Sue Dillon. No report. 4. Properties Committee: Sue Dillon. No report. 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. While there was not formal report, S Dillon confirmed that the Committee will meet at 6:00 p.m. on August 12 prior to the regular Park Board meeting which will start at 7:00 p.m. VI. ACTION ITEMS A. Minutes Pattie Chester June 24, 2008 Regular Park Board Meeting Minutes were approved as presented. (Chester, Dutcher C -Un.) B. Financial Reports Judy Hagan (deferred to the July 22, 2008 meeting due to short 4 of July work week prior to the July 8 meeting.) C. Claims J Hagan 1. Claim Sheet July 8, 2008 was approved as presented. (Hagan, Ketterman C -Un.) 2. Addendum to Claim Sheet July 8, 2008 approved as presented (Hagan, Tolson C -Un.) 3. Park Bond Claim Sheet July 8, 2008 was approved as presented (Hagan, Chester C -Un.) M Klitzing explained that the computer equipment for fitness studios was added to assist with validation of participant registration. Mark confirmed that the Williams Architect claim is for the bonded project. D. Acceptance and/or acknowledgment of Monies received Audrey Kostrzewa. There were no gifts or sponsorships to report. E. Direction regarding Development Plans of the Mueller North Property Debra Grisham Deb introduced John Molitor, the attorney representing the City of Carmel Board of Zoning Appeals (BZA) who thanked the Park Board for the opportunity to address them. John explained that on July 17, 2008, the BZA is scheduled to consider a settlement of a lawsuit between the City of Carmel and Martin Marietta Corporation "MM the local aggregate mining company whose operations for purposes of this discussion are primarily located at or around 106 and Hazel Dell Parkway. John displayed a depiction of the "Mueller North Property" "MNP consisting of approximately 100 acres which has a current mining life of 5 to 8 years. He explained that the current terms of a negotiated settlement agreement provide that after exhaustion of all the anticipated mining operations on that site, MM would deed the parcel (mostly under water) in fee to the City of Carmel. The City of Carmel Utilities Department is particularly interested in using the resulting vast body of water on the MNP to recharge the City's water supply. He further explained that residents of the adjacent Kingswood subdivision, interested in restricted uses of the MNP, have expressly requested that the resulting body of water not be used for recreational purposes and that no trails be installed between their properties and MNP without sufficient distance and sight buffers to preclude the general public use of the MNP within view of private property. Lack of sufficient perimeter land on which to install paths or landscaping for the enjoyment of the general public was a concern. Mark Westermeier confirmed that description based on his attendance at a 2 recent meeting with a group of neighborhood residents. Judy Hagan confirmed the historic discussion about the possible reuses of the MNP to include a recreational area rimmed by pedestrian paths. John noted that the City of Carmel Utility Department's interest in use of the water would by itself preclude swimming, boating, fishing or any activity that could compromise the water supply or increase liability. He stated that he anticipated the BZA's interest in knowing whether the Park Board had any interest in development of the MNP as a passive park. After further discussion that confirmed the mutual interest by both the City and the MNP neighbors in maintaining a restricted use of the MNP once it becomes city property, the Park Board unanimously passed a motion to convey to the BZA its formal lack of interest in being involved in acquiring or developing the MNP as a park or recreational use as described. (Dutcher, Hagan C- Un.) F. Consideration regarding 2009 Proposed General Fund Park Budget Amendment Mark Westermeier Mark revisited the job duties of the three new positions requested in the 2009 General Fund Park Budget approved by the Park Board on May 27, 2008. He recommended deleting one of the positions and requesting only two new positions, one being a trainer for the Department and the second being a position to manage capital maintenance and construction projects. The duties of the third position could be handled under contracted services as needed. He anticipated a $22,000+ overall reduction in the budget. After much discussion regarding the short term needs and Park Board's commitment to attend to long term staffing needs, the Park Board amended the 2009 General Fund Park Budget as presented. (Hagan, Ketterman C -Un.) G. Consideration of Field Tile Repair at West Park Mark Westermeier Mark referred to the exhibits provided in the Board packet regarding the work recommended by John South, the Hamilton County Water Conservationist, to resolve the drainage issues at West Park. Rather than fix existing broken field tiles, Mr. South recommended installation of a new drainage system at a cost of approximately $30,000. He explained that the new system would drain into the existing pond and that existing swales would need to be reworked. Mr. South contacted The Indiana Department of Environmental Management "IDEM for its position on whether the soil must be tested for a "wetlands" determination under the current law or if the property repair is a grandfathered act under the prior law in effect at the time of its initial development. Mark reminded the Board that a public work expected to cost less than $50,000 can be engaged through a quote process and a bid was not necessary and that he can proceed simultaneously with the quote process and the filing for all necessary permits (including a Rule 5 Notice of intent to perform work with IDEM and a storm water management permit form the City of Carmel which could be very time consuming) on the condition that a soil test may need to be performed resulting in mitigation. Mark stated that a Fall 2008 completion was his objective. The Park Board authorized the Park Board attorney and CCPR staff to proceed with the drainage repair at West Park pursuant to the applicable Indiana public works law. (Chester, Hagan C -Un.) H. Consideration of Professional Services Agreement with Schmidt Associates to create a Ionq term Monon Maintenance Plan Mark Westermeier Mark summarized the maintenance issues on the Monon Greenway, the challenges and the events that lead to the receipt of the proposal included in the Board packet. He reported that the "revised" proposal continued to exceed his cost expectations and that a committee review of the Monon issues was a prudent approach prior to engaging Schmidt or any consultant. J Hagan expressed her support of the committee referral so long as the project is addressed and maintenance achieved. The Board agreed to send the proposal to the Properties Committee. (Dutcher, Chester C -Un.) S Dillon ended the discussion by stating that she would work out the meeting date and time with Mark and notify the Park Board members and A Kostrzewa for public access law compliance. I. Consideration of a Five Year Park Capital Plan 2008 Judy Hagan Judy Hagan explained that the plan included in the packet was not set in stone but instead a working document that identified 3 -5 year needs and objectives with an update to occur every 1 to 2 years. She stated that such a plan is helpful for funding requests and presented 2 revisions. The first revision was to add $50,000 to Founder's Park Phase II and $100,000 to Inlow Park to 3 address the current state of decay of the building materials. Mark explained that the money attributed to Carey Grove Park had been intended to add a water spray feature which he later learned was not supported by the neighbors and could instead be used to improve the parking area and the shelter. J Ketterman supported the plan and suggested that it be included in the agenda at the upcoming Board retreat. The Board adopted the Five year Park Capital Plan 2008 as revised. (Ketterman, Chester C -Un) The Board next agreed to formally request that the Clay Township Board appropriate from COIT funds captured by the Central Park Bond through 2009, all money received and not already appropriated, estimated to be $4,900,000.00. (Ketterman, Chester C -Un.) The approved Capital Plan is attached as Appendix A. J. Consideration of Donation of a portion of Clavbourne Fields Mark Westermeier Mark referred to the Project Understanding prepared for the Carmel Dad's Club regarding its ownership of approximately 37.5 acres of property (the "Property a portion of which is improved and known as Claybourne Fields located west of Shelbourne and north of 131 Street. Apparently, the adjacent homeowners have come to expect that the portion of the property not used for, or as part of, the sports fields be maintained at a high level akin to a manicured lawn. As the Dad's Club is looking to decrease its maintenance expenses and before it offers approximately 12 -14 acres comprising a detention /retention pond, grass and trails to the adjacent neighborhood association, it has asked whether the Park Board would be interested in accepting it as a donation. After discussion that acceptance of such a parcel would not serve the overall community and would add maintenance costs, the Board authorized the Director of the Park Department to notify the Dad's Club that the Park Board is not interested in a donation of 12 to 14 acres of Claybourne Fields as presented. (Chester, Dutcher C -Un.) K. Consideration of acceptance of Conflict of Interest Debra Grisham As a follow up to the conflict of interest disclosure made and accepted on June 10th, Deb Grisham confirmed that both of her unemancipated children, Thomas Grisham, 16, and Morgan Grisham, 18, have been hired by the Park Department to work part time at the Monon Center. Thomas is working as a food services attendant earning $7.00 per hour and Morgan Grisham has been hired to work part time as a fitness attendant earning $8.00 per hour. The Board accepted the confirmed Conflict of Interest disclosed by Debra Grisham. (Ketterman, Tolson C -Un.) L. Central Park Matters Mark Westermeier. 1. Consideration of completion of Exhibit "D" to the Professional Services Agreement with Williams Associates Architects Ltd. Deb explained that at different times during the progress of the Central Park development project, the Park Board and the Architect stipulated to the Construction Cost for each phase from which the Architect fee was determined. To date, the parties have stipulated to the Construction Cost for all phases except for the Construction Phase, the last phase. She further explained that Alan Armstrong, in his capacity as the Owner's Representative and Tom Poulos as a principal of Williams Associates Architects had notified CCPR that the costs of construction necessary to calculate the Construction Cost for the Construction Phase were available and a recommendation ready. Deb referred to Exhibit "D" to AIA document B141 /CMa Standard Form of Agreement Between Owner and Architect (1992 Edition) (the "Agreement between the Carmel /Clay Board of Parks and Recreation (the "Board and Williams Associates Architects, Ltd. "Williams presented as part of the Board packet and Mr. Armstrong's recommendation that for purposes of calculating the Architect Fee pursuant to the terms of Exhibit "D the Construction Cost for the Construction Phase be stipulated by the parties as $47,392,178.00. The Board passed the following motion: "I move that for purposes of determining the Architect Fee earned during the Construction Phase of the Central Park Development, the Park Board stipulate $47,392,178.00 as the Construction Cost for the Construction Phase and that such amount be entered onto Exhibit D of the AIA document B141/CMa Standard Form of Agreement Between Owner and Architect (1992 Edition) between the Carmel /Clay Board of Parks and Recreation and Williams Associates Architects, Ltd. and executed by the President of the Park Board." (Tolson, Hagan C -Un.) Mark agreed to provide the outstanding costs at the next meeting. VII. ATTORNEY'S REPORT- Debra Grisham 4 Deb reported that no new tort claims had been received to her knowledge. ProLiance Energy should be able to provide natural gas to The Monon Center by August 1, 2008. VIII. DIRECTOR'S REPORT Mark reported or addressed questions concerning the following: a. Central Park: Becker Landscape, the landscape contractor, has engaged Gaylor to repair all conduits and replace all cables which will occur on Friday, July 11 Power to The Monon Center East will be shut down at 1:00 p.m. and power to The Monon Center West will be shut down as soon as possible after it closes during which time repair is anticipated to occur; Commissioning has concluded; Mark will make the reports available to the Park Board; The landscape walkthrough with JJR occurred and report(s) are expected shortly; Becky (Schmiesing) is working with Becker Landscape who seems to be responding satisfactorily to issues regarding plant and tree replacement but not so well with regard to prairie and grass; Temporary measures have restricted further trail erosion in 2 locations on the west side of Central Park. One location is south of the woods and the other is near the bridge; Williams Architects' recommendation regarding the control points at the Fitness Desk have been provided to staff for input. The turnstiles for the control points at the Aqua park will be installed upon receipt of the tokens; The Event Meadow improvements are on hold while the cost effectiveness of outdoor weddings is further considered; The website should be ready to launch in September but not in time for the August mailing of the Fall park and recreation guide due to the massive effort by the software company to provide the fix to over 700 park systems and over 300 military facilities; Filter Building plans have not been received from Williams Architects; a different Architect may be the answer; The Frank Irish and Company service contract has been replaced. Mark and Michael confirmed that the individuals who had been working on The Monon Center with Irish were now employed by a reorganized entity which CCPR had engaged, known as Irish Mechanical Services, Inc. c. Founder's Park: Phase I construction is on time and going well despite the weather. Mark stated that he makes frequent trips to answer the questions of neighbors. d. Hazel Landing Park: IDEM has not yet agreed to the amended permit. e. Inlow Park: Mark is meeting with Context representatives later this week for their recommendation regarding the materials decline. IX. DISCUSSION ITEMS Mark and or Michael addressed the following questions: Mark agreed to follow up to confirm that all Part -time employees can check online for their schedules; implementation of timecard use has been delayed until the end of the summer season and before ESE resumes; ID card barcodes are being used to clock in and out; Fall brochures are in the final review stage and due out the first week of August; Michael stated that he would like to target households with program specific brochures that align with the household interests; Mark will check on the condition of the Hazel Landing boat ramp. X. INFORMATION ITEMS A. School Board After she introduced herself, Tricia Hackett mentioned that the Carmel Clay Schools computer server had incurred storm damage that took out all email reception; the Cherry Tree Elementary softball field that engendered a lot of interest had passed the zoning committee; Teachers contract negotiations are ongoing. B. Plan Commission Dan reported that the PC will hear at its meeting on July 15 the first new subdivision proposal (146 Gray Road) since January of 2008. 136 and Monon PUD was tabled until August 19 discussion regarding 116 and Guilford rezone request to allow offices continues; the committee returned a favorable recommendation for the Monon and Main PUD. XI. BOARD COMMENTS 5 J Hagan stated that the website content has improved from 6 months ago; S Dillon mentioned that July 14 may be a good day for the Properties Committee to meet but will let the Board members know; J Ketterman mentioned the difficulty that Greenwood is experiencing regarding a recreation center initiative; D Dutcher mentioned the favorable experiences that his kids had during a number of different summer camps; J Hagan has compiled a list of maintenance issues from park visits which should probably be given to the Properties Committee; The date for the Board workshop has not been determined; and Joe confirmed that the Mayor had appointed him to fill the vacancy left by J Rosensteele. XII. ADJOURNMENT The meeting adjourned at approximately 8:10 p.m. Signature: /OG %u-ECr Date: as �DOg 7 4 Signature: V... .,!,44,-- Date: ZZ dS 6