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HomeMy WebLinkAboutCCPR-06-10-08 (Approved _a CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Annual and Regular Meeting June 10, 2008, 7:00 P.M. The Monon Center East 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Engledow J Rosensteele A Kostrzewa P Chester T Tolson M Klitzing D Dutcher J Miller D Grisham S Dillon Mark Westermeier J Hagan Staff listed as present J Ketterman (arrived 7:13 p.m. during Ms. Parker's presentation) under Staff Reports ROLL CALL II. CALL TO ORDER The Regular Board Meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 7:08 p.m. on June 10, 2008 pursuant to notice. President Jim Engledow asked Secretary Pattie Chester to take the roll. Board members present other than J Engledow and P Chester included J Hagan, S Dillon and D Dutcher. J Ketterman arrived after the roll call as noted above. J Rosensteele, Tim Tolson and J Miller were absent. J Engledow called the meeting to order noting at the time that a quorum did not exist. 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 1 abstaining). When the motion was carried unanimously, a "C -Un" will be added i.e. "(Dutcher, Tolson; C -Un)." III. PUBLIC COMMENTS —None. IV. PRESENTATION BY DANA PARKER, ACCOUNT MANAGER FOR PROLIANCE ENERGY Ms. Parker thanked the Park Board for the opportunity to refresh memories now that contract negotiations had produced a contract that could be recommended by both parties. Ms. Parker first reported that since last talking to the Park Board, natural gas prices have jumped from $8+ per dekatherm "dek to $13+ which Vectren is charging its customers. She next presented a slide to show how several current ProLiance customers fared under ProLiance's different programs (most conservative Disciplined Strategy; most risk Performance Strategy and a combination of the 2 resulting in a Hybrid Strategy). The Disciplined Strategy reduced the Plainfield Parks cost below Vectren's rate. The particular Hybrid Strategy used by Carmel Clay Schools saved $4 per dek during May. The Hybrid Strategy used by Schaefer saved $2.60 per dek for May. She reported that over the course of its 10+ year contractual relationship, Carmel Clay Schools have saved between $5,000 and $10,000 annually. Ms. Parker emphasized that while the market changes, the signature feature allows ProLiance to manage the purchasing as the customer's agent. ProLiance's expertise in buying through the futures market, its bulk buying ability and pipeline storage capacity combine to allow it to purchase natural gas at lower rates and pass along savings to its customers. Ms. Parker recited the fees attendant to the signature component (Management Fee for Disciplined Strategy: 1% of the cost of natural gas; for Hybrid, 1.5% and for Performance, 1.8% with no fee to switch strategies). She recommended that CCPR choose the Hybrid Strategy with the signature component, the same recommendation she made in her earlier presentation after assessment of the Park Board's situation. M Westermeier endorsed this recommendation as the safest choice. After more discussion regarding process for startup and cost tracking, the President thanked Ms. Parker. It was noted that consideration of the contract was on the agenda under action items. 1 V. STAFF REPORTS Audrey Kostrzewa Audrey reported as follows: 1. The lack of receipt of water bills on Lenape Trace Park confirmed for her that the City of Carmel had in fact taken over the bills for Lenape as the roundabout sprinklers had been hooked up to the water fountain water line; 2. A budget line audit trail (detail for each line in 2007) was provided to Jim Engledow as requested; 3. A cover sheet that was inadvertently missing from the Board Packet for Central Park Bond Claims was placed at the members' seats; 4. Email boxes have been set up for Park Board members on carmelclayparks.com. She noted that she could set up the email accounts to forward the email received in the new account to their personal accounts but cautioned that responses from a forwarded email would be sent from the personal email and not the parks email. She asked that members contact her if they wanted messages forwarded. Michael presented the 2008 Recreation Management Innovative Architecture and Design Award mentioned in the Board packet. He explained that the judges of this national award were comprised of architects and that the Central Park Project was submitted by Williams Architects. He next asked Kate Schneider to introduce or announce the hiring of the following fulltime staff members: Matt Leber, Adult Recreation Supervisor, Crystal Allen (not present) Preschool Supervisor, Intern Dustin Mendenhall (from IU) and Intern Sara Leis (from IUPUI). Emily Randall, Guest Services, introduced or announced the hiring of Emily Brown, Kristin Strychalski (currently working the front desk at MCE), Lindsay Atkinson (not present), Tami Powell (changed positions), Casey Lazzarra (contract employee with Ritz Charles) and Intern Brie Goodwin (from Purdue). Becky Schmiesing introduced Mike Jackson, the Central Park Horticulturalist. Michael Klitzing introduced ESE employees David Bilmar (Cherry Tree Elementary), Melissa Reynolds (Forest Dale Elementary) and Abalash Reddy (Assistant Site Supervisor, Smokey Row). Mr. Reddy mentioned the personal rewards he enjoys from his role in the Alternative Minds Camp. Michael mentioned that while the Department had run a summer camp program for years, the ESE program has made it possible to keep fulltime staff for the entire year which increased continuity and allowed positive growth and development of the summer camp program. Michael next introduced Charles Redmon, Chef and Food Services Manager. He emphasized that bringing the Food Services management in house decreased food costs which has in turn decreased program costs. After the Park Board members introduced themselves and personally welcomed the new hires, President Engledow thanked the staff for attending and offered them the opportunity to leave or stay as their time allowed. Michael next focused on the 2008 First Quarter Employment Report attached as Appendix A. He noted that this report will be provided monthly starting in August. Discussion later in the Board meeting reflected that the category entitled "Full -Time Terminations" will in the future be more accurately characterized as "Full -time Separations Kate Schneider next gave a power point presentation provided in the Board packet regarding the Spring 2008 Program Summary Report. Kate reported that a 15 -20% cancellation rate is "normal" for other facilities noting that new facilities have a higher rate. Michael added that new programs play a factor in the cancellation rate and many of the CCPR offerings are new and are still being assessed for best time(s) and date(s). He also noted that the summer camp program and swim lessons are not included on the equation and that if they are added, the cancellation rate is markedly decreased. Kate reported that if offered at least twice, a new class can become extremely popular. She noted she is working with Lindsay Holajter on increasing program marketing through the ESE program and is getting ready to launch a rewards card modeled after the grocery retailers. As regards Inclusion classes. Kate reported that Tess Pinter, the Inclusion Coordinator, is networking with the Carmel and Westfield school districts as well as with Noblesville Parks to partner in providing special needs programs. Kate reported that the Carmel /Clay Jr. High and High School students will be surveyed for recreational preferences and be given the opportunity to participate on a teen council to plan programs, admitting that tweens may be the more responsive market. Ability to provide more classes due to popular demand depends on availability of instructors. She mentioned the difficulty in providing adequate instructors for computer, nature and fitness classes. 2 Michael showed pictures and described some facility changes to address the control point challenges including the new windows at the Aqua park entry, the new door inside the gate to the entry pavilion, updated electrical for turnstiles, user height measurement, wrist bands and signage for slide use. Two turnstiles will allow card swipe entry and one will allow token use. He noted that the barcode reader software he had previously advocated is not compatible with the current software. Exits will be one way but guest services will need to keep a staff person present for monitoring purposes. Lifeguards will use a tented "break" area set up north of the entrance and will continue to use locker room lockers in the building, accessed with a keypad. The stairway to the fitness area now is accessible with a card swipe system. Some processes have been revised to address issues and others are under review. Michael reported that staff will wear different colored shirts to depict their employment area; fulltime staff will attend a two day workshop /retreat which will be happening regularly for planning purposes. He introduced the college interns to present the Spring 2008 Utility Bill Survey power point presentation as part of the report included in the Board packet. Essentially, they confirmed from nonusers that there exists a large group of potential users, that the park and recreation brochure is a good marketing tool and that the newspaper is a noteworthy marketing source. Broken down into age groups, Seniors overwhelmingly chose computers, Adults chose basketball and volleyball as preferred sports with dance and art of noted interest. Teens chose sports as their preferred interest. The accuracy of the youth interests were questioned; they agreed that a designation for Female and Male designated responders may give a clearer picture. Michael noted that some of this tracks with the MIG findings. Kate noted that as special events are offered elsewhere at lower costs she may recommend partnering with other providers. She also confirmed that staff is using or planning to use online surveys. D Dutcher suggested that "partners" like Carmel St. Vincent's Hospital be asked to participate in marketing brainstorming. VI. COMMITTEE REPORTS A. Standing Committees 1. Personnel Committee: No report. 2. Finance Committee: Judith Hagan. No report. i. Action Plan Priorities 2008 (Appendix B) Mark reviewed the list provided at the prior meeting and except for the following in 1, 2, and 3, all else remained unchanged: J.F. New will address alternative landscape material for unestablished areas; Founders' Park construction is underway; the manufacturer of the tile used on the Inlow buildings had opined that the installation was improper but can only be proven by tearing it down; the Monon refresh proposal from Schmidt Associates is under review. ii. Rec Trac Reports A Kostrzewa distributed a GL Summary Distribution Report for May of 2008 and J Hagan and Audrey walked the Board through it to explain revenue tracking. See attached Appendix C. iii. Capital Plan (Appendix D) Judy Hagan handed out a draft plan showing a 5 year project and budget plan and explained it line by line. She asked the Board to think about the proposal and other means and methods for capturing it on paper. She shared her desire to adopt such a plan before the budget hearings (probably in August). S Dillon suggested that east side trails, Persimmon Place, and adequate administrative offices be added. J Engledow indicated the need for a Board retreat in the fall to discuss capital projects, organizational matters and managing a staff of 500. Judy reminded the Board that the park system has been pay -as- you -go except for the two Township bonds (Township's share of the purchase of 134 acres of Central Park and the 55MM bond to build Central Park). Judy confirmed that the $2M placeholder for West Park included the Riley property and the recently acquired Perelman property under "develop additional acreage Jim acknowledged the importance of funding long term maintenance as part of or in addition to the Capital Plan. Judy noted that land acquisition may be another topic of interest. 3. Arts in the Parks Committee: Sue Dillon. Sue reported that Linda Spier, a local artist (Donnybrook resident) has expressed interest in a private art show at The Monon Center and has offered to gift to the Park Board three of her works though Sue did not know the particulars. M Klitzing expressed his support to promote nature through an art show and he agreed to meet with Ms. Spier to work out the details. J Engledow expressed caution about competing with the Arts and Design District. 4. Properties Committee: Sue Dillon. No report. 5. Safety Committee: No report. 3 6. Central Park Process Management Committee: Mark Westermeier. No report. B. Special Committees 1. Encroachment Committee: Mark Westermeier. J Engledow noted that he would like to call an Encroachment Committee meeting in the near future. Dan asked for as much notice as possible. VII. ACTION ITEMS A. Minutes Pattie Chester 1. May 27, 2008 Regular Park Board Meeting Minutes were approved as presented. (Chester, Ketterman C -Un.); B. Financial Reports Judith F. Hagan Financial Reports were tabled to allow time for some requested answers. (Hagan, Dutcher C -Un.) C. Claims Judith F. Hagan 1. Claim Sheet June 10, 2008 was approved as presented. (Hagan, Chester C -Un.). A Kostrzewa explained that "Gopher" was a sports equipment vendor and patio heaters were ordered to support the outdoor terrace use next to the banquet facility. 2. Park Bond Claim Sheet June 10, 2008 was approved as presented. (Hagan, Ketterman C -Un.) D. Acceptance and or acknowledgment of Monies Received Audrey Kostrzewa Audrey reported receipt of the following donations /gifts to which the Board consented (Hagan, Dillon C -Un): RECEIVED FUND AMOUNT RECEIVED FROM FOR 5 -14 -08 Gift Fund 130.00 Geupel DeMars Hagerman, LLC Arbor Day 2008 853 5 -20 -08 Gift Fund 150.00 Valley Bikes Bike -To -Work Day 2008 853 5 -23 -08 Gift Fund 10.00 Jack Gramling Flowing Well Park 853 5 -28 -08 Gift Fund 10.00 Juanita G. Rankin Flowing Well Park 853 E. Consideration of Acceptance of Conflict of Interest— Debra Grisham Deb Grisham explained that she is disclosing the financial conflicts of interest that arise from employment with the Park Department for which her 16 year old son, Thomas Grisham, and 18 year old daughter, Morgan Grisham, have applied. She explained that Tom applied for a part time food services attendant position and Morgan applied for a part time fitness attendant position with the Park Department at the Monon Center. The Park Board unanimously accepted the conflict disclosure. (Dillon, Hagan, C -Un). F. Consideration of ProLiance Contract for Natural Gas Mark Westermeier and Deb Grisham Deb reported that because contract negotiations were very time consuming and so much time had passed since the Board had authorized negotiation and execution of a contract in a unique area with some risk, she and Mark thought it advisable to bring the negotiated contract to the Park Board and invite Dana Parker to refresh memories and answer questions. She stated that the contract could now be recommended for approval and execution. She explained that it is a 1 year contract that renews for successive 1 year periods unless cancelled with a 60 day notice. Deb described the 4 logistics of starting the service and that it may be as early as August 1 or as late as September 1 before all steps could be completed. J Engledow reported that Bob Yull of Carmel Clay Schools confirmed the monetary advantage that Ms. Parker reported earlier and was complimentary of the contractual relationship with ProLiance. He recommended the Hybrid Strategy over the Disciplined Strategy which produced minimal results. He reported no supply problems during a time when other school districts were experiencing shortages. The Park Board unanimously approved the services and supply contract with ProLiance Energy LLC as presented using the Hybrid strategy. (Ketterman, Dutcher C -Un). The Park Board next authorized the Park Board President and /or Vice President to execute all appropriate documents necessary and to effect the services and supply contract with ProLiance Energy. (Dutcher, Chester C -Un) G. Founders Park Infrastructure Phase I: Consideration of Change Oder Deduction Mark Westermeier Deb explained that Michael Krosschell of The Schneider Corporation, the Design Engineer of the Project, provided and recommended the change order documentation in the Board packet. She explained that the change order delays the improvement of the Hazel Dell entrance until Phase II and results in a deduct of $16,100.00. Mark explained that the change will allow coordination with the planned improvements of the Hazel Dell Parkway by the City of Carmel and will avoid tearing out an improved entry. The 116 Street entrance is working well for a construction entry. The Park Board approved the decrease of the Central Engineering Construction, Inc. contract of $1,015,718.00 by $16,100,00 as presented and authorized the Park Director, The Schneider Corporation, the Park Board Attorney and the Park Board officers to take all necessary and appropriate action to effect the change work order including the preparation and execution of attending documents. (Dillon, Ketterman C -Un.) H. Consideration of tort claim payment Deb Grisham Deb explained that she had not heard as anticipated from the Insurance adjuster so she recommended that this matter by tabled until a meeting after which the adjuster had made a final determination and recommendation. The Park Board agreed to table this item until a future meeting following receipt of the determination. (Dutcher, Hagan C -Un) I. Central Park Matters Mark Westermeier and Michael Klitzing a. Cafe Business Plan. Michael explained that Charles Redmon, the Food Services Manager, had drafted a plan for review which Michael had been unable to complete in time to present it for consideration. Michael complimented the progress that Charles had accomplished in setting up the park concessions and obtaining Health Department permitting to use the cafe kitchen for food preparation. He recommended that the Board table this matter until he has had time to adequately review the proposed plan and to give Charles a chance to focus on concessions operations. The Park Board agreed to table this matter until it is ready for consideration. (Hagan, Ketterman C -Un). b. Pen Products Furniture Quote. Michael explained that requests from the public for additional and /or more comfortable seating in the various lobby and other areas of The Monon Center caused staff to work with PEN Products (the sales division of the Indiana Department of Corrections) to identify the areas of need and furniture to address this need. Donna Randall- Jones, PEN Products' Interior Designer, reviewed the spaces as a free service and developed a proposed seating plan with furniture and fabric selections to complement the facility's existing interior design. He referred to the information prepared for and included in the Board packet. After he showed photos of the existing and proposed furniture and assured the Park Board that selected fabric styles would complement the existing fabrics, (fabric samples of the new furniture were inadvertently left at his Administrative office), he confirmed that the selected furniture and fabrics are designed for commercial, high -use applications and shared the high profile locations that currently feature PEN Products furnishings. He described the legal method by which public agencies are encouraged to purchase from the IDOC and the authorization provided in the Park Board Purchasing Rules. Michael confirmed that Pen Products can provide the furniture within a timely manner and meet specifications /needs at a fair market rate. He assured the Board that all existing furniture will be used and explained those locations. After much discussion, the Park Board authorized the 5 purchase of the furniture for the Monon Center from PEN Products as presented in an amount not to exceed $41,743.90. (Dillon, Chester C -Un) VI. ATTORNEY'S REPORT Deb Grisham 1. Tort and other claims: Deb reported that no new claims had been received; 2. General: No report. VIII. DIRECTOR'S REPORT —Mark Westermeier reported the following: 1. Central Park i. Gaylor removed the damaged electrical cable from the underground conduit lying between the Monon Center East (MCE) and the Monon Center West (MCW) and confirmed severe damage to the cable and conduit which must be repaired. He reported that the camera was unable to continue through the conduit at a point 500' from MCW and 92' from MCE indicating complete blockage. Operating under the warranty provisions of its contract, Gaylor has recommended that water extraction be used to uncover the conduits. The Monon Trail section under the pedestrian bridge will need to be closed for a minimum of 3 days and, depending upon the outcome of test that is scheduled to occur immediately after the adjournment of this meeting, the electric power to the entire building may need to be shut down as power may need to be disabled. Mark noted that all contractors as well as at &t had been notified and that there was a great deal of interest in having representatives present during the excavation. 2. Founders Park while tree removal started on June 2 "d weather has slowed progress. 3. Inlow Park —See report in 2008 Action Plan update under the Financial Committee report. 4. Monon Trail The Monon Trail at Carmel Drive is closed to begin the pedestrian bridge construction and is expected to reopen October 11 IX. DISCUSSION ITEMS 1. J Engledow recommended that the Park Board has been advised to continue its current claims approval process by holding 2 meeting per month on the second and fourth Tuesdays. He proposed that both meetings start at 6:00 p.m. for consistency and noted that many of the City meetings now start at 6:00 p.m. Food will be provided. He asked Audrey to check with all Board members about whether this presented any problems and to make the proper notice changes. X. INFORMATION ITEMS 1. School Board. Joe Miller. As Joe was absent, there was no report. 2. Plan Commission. Dan Dutcher noted that generally proposals have decreased. He reported a request to revise the restrictions on the Monon and Main PUD at Main and 3 Avenue NW to allow nonresidential use on the upper floors, a proposal for a Meier outlot and a hotel on Pennsylvania. XI. BOARD COMMENTS J Ketterman requested a clock in outdoor Aquatics and expressed surprise at the policy to close indoor pools when the weather outside dictates closure of outdoor pools. Michael and Mark cited 6 states and several organizations including the National Weather Service and the National Park Service that recommended such a practice. Both Jim and Sue endorsed such a policy and practice. D Dutcher asked whether Jolly Trolley had obtained a permit to sell products in the park which staff will investigate. Kate confirmed for Judy that the kid zone was booked 2 weeks out during peak times with other times available. J Engledow cautioned that Dad's Club programs be considered when setting up sport programs. XII. ADJOURNMENT A motion was made to adjourn at approximately 10:50 p.m. (Ketterman, Hagan C -Un.) Signature: A C- —t'` c2 Date: 77 for Signature: i.�.. 1-to Date: 7 o 6