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HomeMy WebLinkAboutCCPR-05-27-08 (Approved: D D CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting May 27, 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 Rosensteele M Westermeier J Ketterman D Dutcher M Klitzing J Hagan D Grisham J Engledow A Kostrzewa Tim Tolson Tonia Lopez P Chester J Miller (arrived 7:30) 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 May 27, 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 S Dillon, T Tolson, J Hagan, and J Ketterman. J Miller arrived after the roll call as noted above. J Rosensteele and D Dutcher 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. ACTION ITEMS A. Minutes Pattie Chester 1. May 13, 2008 Regular Park Board Meeting Minutes were approved with the changes previously submitted and collectively restated by D Grisham (Chester, Tolson C -Un.) 2. May 13, 2008 Park Board Executive Session Meeting Minutes were approved as presented. (Chester, Tolson C -Un.) B. Claims J Hagan 1. Claim Sheet May 27, 2008 was approved as presented. (Hagan, Ketterman C -Un.) Mark explained that the Spear corporation purchase was for pool chemical treatment tablets to convert from liquid chemical treatment. 2. Park Bond Claim Sheet May 27, 2008 was approved as presented (Hagan, Chester C -Un.) 3. Addendum to May 27, 2008 Claim Sheet was approved as presented for $12,750.13 in interest (calculated by Mike Claytor on the 4% rate agreed to in the lease purchase agreement) due to Jill Louise Perelman on the $462,706,48 September 2007 West Park lease payment. (Hagan, Chester, C -Un.) Deb explained that while the lease payment was approved by the Park Board in August of 2007 for payment from the Park Impact Fund, it was not forwarded to Mrs. Perelman due to a disconnect between the park department and the City of Carmel Clerk- Treasurer's office. Awareness of the omitted payment surfaced recently by Mrs. Perelman's accountants. Deb noted that the interest claim corresponded to the amount of interest collected by the City on the Park Impact Fund attributable to the lease 1 payment amount. A Kostrzewa confirmed that the frequent claims from Arab Pest Control were connected to services performed at The Monon Center. 4. After the Park Board approved the contract with Safe Passage Transportation Service, Inc., the Board unanimously approved the four (4) June claims for $7,881.00 each on the Addendum to May 27, 2008 Claim Sheet. (Dillon, Ketterman C -Un.) C. Conflict of Interest Disclosure Statement Mark Westermeier. Deb explained that Mark had filed in 2007 and 2008, Conflict of Interest Disclosure Statements to report his daughter Emily's part time employment with the Carmel /Clay Department of Parks and Recreation as a member of the part time park staff. She next explained that as Mark's other daughter, Olivia Westermeier, has applied for part time employment with the Department at The Monon Center, he now disclosed his conflict that arises due to Olivia's earnings of $7.00 per hour as a Concessions Attendant. The Park Board unanimously accepted the disclosure and authorized its filing in accordance with Indiana law. (Tolson, Ketterman C -Un.) D. Consideration of Action Plan Priorities Judy Hagan Judy congratulated the Park Department staff on successfully completing the first year of operation of Central Park and The Monon Center. She reviewed the Non Reverting Operating Fund 2007 finances and addressed a newspaper article that reported as revenues and expenditures, the 2007 budget numbers rather than the actual numbers. She distributed the attachment marked as APPENDIX A and noted that the Park Department operates on an annual cash accounting system. 2007 actual revenues totaled $2,035,410.74 and expenses totaled $1,902,943.72. Net revenue for Revenue Facilities in 2007 was $132,467; net revenue for ESE was $94,286. Judy stated that the numbers will mean much more in the 4 and 5th year. She confirmed that the Park Board is looking out for the fiscal health of its Department. Judy next presented the attachment marked as APPENDIX B and entitled Action Plan Priorities 2008 to identify and direct staff focus on a manageable number of projects in addition to the normal day to day requirements. She will draft a Capital Improvement plan showing the project, scheduled year and the funding source. Meanwhile, she stated that the main focus should be Central Park completion and refining of those operations. She stated that Hazel Landing was not as high a priority and was therefore not on the list with which S Dillon disagreed. After more discussion (some status reports are noted under Item G, Central Park Matters), the Park Board voted to approve the Action Plan Priorities 2008 as presented with S Dillon voting no due to the omission of Hazel Landing. (Hagan, Ketterman; 5 to 1, with Dillon nay.) Mark noted that the bus transportation services agreement listed under Central Park was really a system wide contract for the benefit of summer camps. He suggested that it be removed from Action Item D regarding Central Park matters and moved up on the agenda to be considered prior to the budget discussion. The Board unanimously agreed to amend the agenda to consider as Action Item E, the Transportation Services Agreement. (Dillon, Chester C -Un.) E. Transportation Services Agreement Michael Klitzing. Deb Grisham explained that bus transportation services were necessary to the success of the Summer Camp program. She advised that applicable Indiana law allows political subdivisions to select service providers using any procedure that the governing body considers appropriate and need not use any bid or RFP procedure. The Park Board purchasing rules permits the Purchasing Agent to use any purchasing method in the Rules Manual to purchase services falling within such agent's authority. All purchases for services over such authorized amount requires Park Board approval. Ben Johnson, Deputy Purchasing Agent for CCPR, requested quotes from 3 bus transportation services providers, 2 of whom responded as reported in the summary provided in the Board manual. When it was understood that the lowest quote of $45.70 per hour required a significant pre service deposit, it was clear that such a quote could not be accepted as proposed. Accordingly, she reported that staff recommends that both quotes be rejected and that the Park Board enter into a contractual relationship with Safe Passage Transportation Service. Inc. at a substantial savings realized from the vendor's pre purchase of gasoline at a price that allows it to offer the services which equates to an approximate hourly rate of $45.70 with payment on a weekly basis so long as 2 such services have been satisfactorily provided. The pre purchase of gas, the need to reserve the bus fleet and pay bus drivers on a weekly basis will not allow the vendor to wait the normal 3 to 5 weeks for payment. Accordingly, a payment schedule that meets Indiana law and the Clerk Treasurer's schedule and the vendor's requests has been worked out. Once services are satisfactorily provided, Ben Johnson, Michael Klitzing or Mark Westermeier will confirm to Audrey that the vendor should be paid the following Monday. The Clerk Treasurer's office recommended that the Park Board approve 4 claims for the month of June at this meeting to allow 4 checks to be cut and delivered to first to Audrey and then to the vendor on the Monday following the satisfactory completion of the prior week's services. The cooperation of the Clerk- Treasurer's staff was complimented. Deb explained that there will be a similar claims request in June to ask for the July and August claims approval (total of 5 weekly payments) for the balance of the contracted service at which time there will be a report on how the arrangement is progressing. Any payment attributed to unsatisfactory service shall be placed in Carmel City Court until there is mutual resolution or a court order. J Ketterman asked about the safety track record of the recommended vendor to which both M Westermeier and M Klitzing responded that this vendor served the Park Department in the past and currently serves the Westfield Washington school system. The Park Board approved a motion to reject all quotes and approve the Transportation Services Agreement with Sate Passage Transportation Service, Inc. as presented. (Dillon, Ketterman C -Un.) F. 2008 Budget Mark Westermeier Mark distributed the proposed Park General Fund 2009 Budget attached as APPENDIX C. He noted that Personal services is 67% of the entire budget similar to past budgets. That includes a total of 18 full time employees with the addition of a new fulltime Trainer position. Three existing unfilled positions will be filled as soon as the landscaping contractor is finished in Central Park and management is turned over to staff, and the Volunteer Coordinator position is currently open. Judy noted that the budget had not changed much for several years, and that to be responsive to community expectations, the Board should request sufficient personnel to handle the workload. Following a lengthy discussion, the Board added two (2) additional new positions at the management level, including benefits and other related lines, with direction to determine what responsibilities should be assigned to accomplish the workload. Another option is to hire independent contractors and outsource some management. Judy stated that adding the additional personnel preserves the funding option as the budget progresses this year and community expectations are addressed during joint budget discussions. Mark talked through the budget highlights, focusing on the lines that have larger increases such as Gasoline, Insurance and electricity. Mark will provide revisions in redline via email. The Board unanimously approved a motion to approve the 2009 budget with the personnel changes as discussed all of which is to be reviewed and signed by President Jim Engledow no later than Friday (May 30, 2008) for timely presentation to the City and the Township officials. (Hagan, Ketterman C -Un.) G. Central Park Matters Mark Westermeier While no Central Park items were presented for consideration and action, the comments and updates supplied during discussion in E. above, are noted below: Central Park and System -wide matters: The MCE exterior lighting plan is necessary to completion; Event Meadow may need to be reconsidered as a site for staging weddings due to the potential background noise of aquatics and proximity of available parking; Adequate staffing and salaries need further investigation; a report is anticipated to be ready in 30 days; Master Plan should be able to be wrapped up in June; Impact Fee Update should be expected after the budget process concludes or this coming Fall; The Concessions Manager has been working on a cafe business plan; 3 HVAC service contract with Irish was terminated; working with another company who provided the next best pricing and Mark assured the Park Board that it paid Irish only for services rendered; Williams Architects have not produced the Lifeguard room addition to the Filter Building and at some point the Board may need to cancel that project with Williams and engage another architect. 1. IV. Attorney's Report Debra Grisham A. Tort Claims: Deb reported no new claims. B. General: Deb reported as follows: ProLiance agreed to negotiate the contract to include the provisions required by Indiana law and a contract is expected to be presented at the June 10` meeting. Mike Hollibaugh, Director the City of Carmel Department of Community Services, confirmed that the Ingress and Egress Recreation Easement included on the final recorded plat of Village Green, Section Two, connected the Monon Trail to the Stonegate Easement to Meadowlark Park. V. Discussion Items. M Klitzing reported that he will be forwarding the redrafted organization chart for the department. VI. Board Comments. J Hagan noted that while outdoor aquatics is also expected to be the main revenue generator, the Department needs to address the months of revenue shortfall and work at closing that programming gap especially in the fall. Mark noted that weather affects fall programming and that once the weather turns cold, participation in programs increases. She emphasized the need to get marketing information to the media to which Mark agreed. It was reported that 40% program cancellations are consistent with trends and that the concessions and cafe should add to the positive cash flow. He reported that Kate and her staff presented a SWAT analysis today, and that the new website will be ready by Fall. Sue asked if the newspaper could run a weekly informational piece on what's happening in the park system. Tania Lopez stated that the newspaper would be happy to do that and advised the Park Board that the newspaper is not getting any information from the Department staff to which Mark took exception. He will ask Lindsay to copy the Park Board membership on all releases sent to the newspaper so that they are adequately and timely informed about events. After the Board members reacted positively to the opportunity to use a Carmel Clay Parks email address, Mark said that he would start the process. XII. Adjournment A motion was made to adjourn at approximately 8:50 p.m. (Ketterman, Chester C -Un.) Signature: c-. Date: /0 /aoo 4 Signature: Date: g 4