HomeMy WebLinkAboutCCPR-05-13-08 (Approved 5
CARMEL /CLAY BOARD OF PARKS AND RECREATION
BOARD MEETING MINUTES
Annual and Regular Meeting
May 13, 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 S Dillon M Klitzing
D Dutcher J Ketterman D Grisham
T Tolson Mark Westermeier
J Hagan Michael McGinley (Dad's Club)
J Miller (arrived 7:10 p.m.) Brian Fennerly (Dad's Club
Rich Horn (Dad's Club)
Paula Schlemmer (staff)
Tara Woolery (staff)
Helen Ballinger (staff)
Tonia Lopez (Indy Star)
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 May 13, 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, D Dutcher and Tim Tolson. J Miller arrived after the roll call as noted above. J Rosensteele, S
Dillon and J Ketterman were absent. J 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 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 MICHAEL MCGINLEY, PRESIDENT OF THE CARMEL DAD'S CLUB
Mr. McGinley thanked the Park Board for the opportunity to present a report on the status of the Carmel
Dad's Club "CDC and introduced Brian Fennerly, Chairman of the CDC Board and Rich Horn,
Secretary of the CDC. Mr. McGinley presented a power -point presentation, a copy of which was given to
the Park Board. The highlights of the presentation included the following information:
The 2007 CDC budget of $2,000,000.00 has not increased for 2008;
CDC provides recreational, travel and special needs sports leagues;
Over 5,000 families and 12,000 children participate in the CDC programs;
CDC provides countless hours of free service through approximately 2,000 volunteers;
CDC owns and uses for its sports leagues, Badger Park, Claybourne Fields, O'Malia /Shirley
Fields comprising 110 acres; Arrangements with entities such as Carmel Clay Schools and
the City of Carmel and Hamilton County, allow the CDC to use Cherry Tree softball, Carmel
Clay Soccer, Gray Rd Park (aka Carmelot Park), Hermann Fields, River Road Fields, River
Road Park, Towne Meadow Fields and Wodock Fields.
A comparison to Naperville, Westerville and Dublin communities was followed by an
invitation to work together to continue and enhance sports league service to the Carmel Clay
community.
1
Mr. Horn suggested that while Clay Township land is scarce and expensive, the economic
climate will likely present some affordable acquisition opportunities in the next year and the
CDC and the Park Board may be able to work together to identify and acquire such.
D Dutcher expressed his desire to collaborate.
V. STAFF REPORTS Audrey Kostrzewa introduced all Business Services staff members: recent hire
Paula Schlemmer as the Accounts Payable Coordinator, recent transfer from ESE, Tara Woolery as the
Business Services Coordinator and veteran Helen Ballinger as the Revenue Coordinator after which the
Board members introduced themselves. After Michael expressed his appreciation for the work that
Business Services performs, he reported that both the Food Services Coordinator and the Recreation
Coordinator, Adult Programs, had started work and would be introduced at a later meeting.
VI. COMMITTEE REPORTS
A. Standing Committees
1. Personnel Committee: No report.
2. Finance Committee: Judith Hagan. No report.
3. Arts in the Parks Committee: Sue Dillon. No report.
4. Properties Committee: Sue Dillon. No report.
5. Safety Committee: No report.
6. Central Park Process Management Committee: Mark Westermeier. No report.
B. Special Committees
1. Encroachment Committee: Mark Westermeier. J Engledow noted that after his review of the
minutes regarding the restoration between Central Park and its neighbors to the north in the
Guilford Park subdivision, he felt that the clarification is needed by the Board either during or
after the next Park Board meeting.
VII. ACTION ITEMS
A. Minutes Pattie Chester
1. April 22, 2008 Regular Park Board Meeting Minutes were approved as presented. (Chester,
Tolson C -Un.);
2. April 22, 2008 Executive Session Minutes were approved as presented. (Chester, Tolson C -Un.)
B. Financial Reports Judith F. Hagan
Financial Reports were accepted as presented. (Hagan, Chester C -Un.)
C. Claims Judith F. Hagan
1. Claim Sheet May 13, 2008 was approved as presented. (Hagan, Chester C -Un.).
2. Park Bond Claim Sheet May 13, 2008 was approved as presented. (Hagan, Chester 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,
Dutcher C -Un):
RECEIVED FUND AMOUNT RECEIVED FROM FOR
4/8/08 Revenue Facilities $5 000.00 Central Indiana Community Kid Koncerts 2008 Grant
1047 Foundation- Legacy Fund
4 -10 -08 Revenue Facilities $6,600.00 Carmel Clay Historical Society Genealogy Lab gift
1047
2
4/8/08 Revenue Facilities 1 000.00 Duke Energy Arbor Day 2008
1047 Sponsorship
4/8/08 Gift Fund 25.00 R. Daniels and Peggy Stevens Flowing Well Park
853
E. Consideration of Resolution 5- 13 -08 -01 regarding Cash Change Fund Michael Klitzing
Michael provided the historical account of the creation of the Cash Change Fund for the purpose of
making change at designated locations within the Carmel /Clay Park and Recreation System for the
benefit of the general public. Created pursuant to Resolution 4- 24- 07 -01, it was increased per
Resolution 6- 12 -07 -01 and decreased with the closing of the aqua park per Resolution 9- 11- 07 -01.
The impending opening of the 2008 summer season requires consideration of increasing the cash
change fund to serve the anticipated needs of the general public. After passing a motion to waive
the reading of Resolution 5- 13- 08- 01(Tolson, Chester, C -Un), the Park Board unanimously approved
the Resolution as presented. (Tolson, Chester, C -Un). J Engledow encouraged appropriate security
measures to protect the staff that handles the money.
F. Consideration of Consulting Services with Pamel Susie Bruce Mark Westermeier
Mark explained that based on the suggestion of Carmel City Council Member Ron Carter, he
engaged Ms. Bruce to participate in the hiring assessment for the General Manager position for The
Monon Center at Central Park. In the process of working with Ms. Bruce, Mark was impressed with
her expertise that he believes could be of continued benefit to the park Department with regard to
facility operation and program efficiencies, quality control and staff hiring, training and mentoring
practices. He noted that she is currently with the Lt. Governor's office, that she is or has been
engaged in the Ombudsman Program with the State of Indiana and that she successfully ran the
Houston, Texas YMCA. Mark shared his confidence that a team of Ms. Bruce and Danny O'Malia for
training approximately 370 part time employees would serve the Department well as it now focuses
on establishing smooth operations. While a contract has not been fully negotiated, Susie has
agreed to work over the course of the year on defined services at Mark's direction for $100.00 per
hour not to exceed $10,000. J Engledow mentioned that he had participated in the assessment
where he met Ms. Bruce and was impressed with her contribution. D Dutcher suggested that
management staff take note of a 60 Minutes piece on Generation Y which make up a large portion of
the part time staff. Noting that such individuals also make up a significant portion of those served at
TMC, J Engledow offered to supply the recorded piece. The Park Board unanimously authorized the
Park Board attorney to prepare and the Park Department Director to negotiate and execute such
services agreement with Ms. Bruce on the terms presented. (Dutcher, Hagan C -Un.)
G. Consideration of Conciliation Agreement Michael Klitzing
Michael deferred to Deb Grisham to summarize the situation. Deb repeated the fact situation
described at the last meeting regarding U.S. Equal Employment Opportunity Commission, Charge
No. 470 2007 04115. Consistent with the Park Board's authorization of the Park Department
Director and Assistant Director to negotiate with the EEOC, Deb reported that negotiations had
occurred and reported the terms and conditions including the forbearance of a lawsuit, reporting,
planning, training and notice requirements and payment of $5,000.00. After some discussion, the
Park Board authorized the Park Board President to execute the Conciliation Agreement proposed by
the U.S. Equal Employment Opportunity Commission to settle Charge No. 470 2007 -04115 with the
Charging Party Relief to be no more than $5,000.00. (Miller, Dutcher C -Un.)
I. Central Park Matters Mark Westermeier
1. Mark distributed a project prioritization list in order of his recommendation with a total estimated
cost of $2.4 Million:
a. Event Meadow (NE of vehicular bridge) electric service and path: $250,000.00;
3
Mark mentioned that the services would need a trail by which to transport chairs and
equipment and electrical service run either beneath the pipeline or from an existing light
pole to capitalize on outdoor wedding opportunities.
b. Miscellaneous control points and fitness desk: $100,000.00
c. Lifeguard building addition to filter building: $700,000.00;
d. parking lot, shelter and playground near College entrance: $1.2 Million;
e. East building outdoor lighting: $150,000.00.
The list was attached to an updated project list with estimated costs, attached as Appendix A.
Addressing the recommended priorities, Mark stated that the COIT monies ($2,287,813.00 which
requires appropriation) and the Impact Fee Fund were the only monetary sources to pay for the
projects. Mark reminded the Board that $1,015,000.00 had just been earmarked for Founder's Park
Phase I Infrastructure with Phase II scheduled for Spring of 2009 at an additional cost estimate of
$1,500,000.00, Hazel Landing was waiting on a DNR amendment after which construction
documents would be presented for a project estimated at around $750,000 and West Park drainage
correction documents were in process. He mentioned that Carmel Utilities had approached him
about running a very large water distribution line through Central Park. After quite a bit of discussion
regarding funding, the Board members asked that each project be associated with the fund from
which it would be paid starting with the current and after project balances so that the Board could
make an informed decision at a subsequent meeting.
VI. ATTORNEY'S REPORT Deb Grisham
1. Tort and other claims: Deb reported that no new claims had been received;
2. General: Deb shared that Mark had not been able to get the Drees Homes information necessary to
arrange a connector trail easement between The Monon Trail and the Stonegate Easement that
connects to Meadowlark Park. Judy suggested checking on the Dree's plat or development plan for
such an easement.
3. Deb reported that the most recent City of Carmel newsletter listed the Park Board meeting dates
incorrectly; Michael mentioned that Lindsay was following up with city personnel to make sure that
the correct information is reported to the public.
VIII. DIRECTOR'S REPORT —Mark Westermeier reported the following:
1 Central Park
i. After an assessment center was held for the top 3 General Manager candidates, a candidate
was selected who declined the offer. To be confident that the right person is hired, the
application process will be reopened;
ii. A new window and turnstiles are being installed for checkpoint control;
iii. Concessions will be operated by park staff;
iv. Electricity issue continues as Gaylor could not remove the problem cable in the normal
course and has determined that such cannot be removed without shutting down power to
both buildings. Currently, the plan is to cut power on Sunday evening after closing to
remove the cable and send a camera through the conduit. Generators will keep telephones
and computers on line. It appears at this point that the work is under warranty. Once the
problem is better understood, the responsible party(ies) may be identifiable. D Grisham
mentioned that the insurance company had been apprised;
v. Gene Margason of Summit Construction continues to work through his assessment of the
installation and operation of The Monon Center systems. It has been determined that the
systems were installed pursuant to the specifications but some operations are faulty and /or
need to coordinate with other systems to work properly;
vi. Outdoor pool chemical treatment is being switched from liquid to tablets;
vii. Pool leak (under warranty) is fixed and water will be added this week;
viii. The current landscape does not meet expectations; JJR will be attending a meeting during
which a punch -list will be created. Becker has been responsive to perennials and trees but
not so as to lawn and meadows. Erosion had undercut an asphalt trail which Becker has
attributed to an Act of God.
2. West Park the drainage plan that John South is creating should be available shortly.
3. Founders Park —a new and surprising City of Carmel permit requirement has construction on hold.
4
4. ESE Camp buses M Klitzing reported that bus service for camp excursion is needed. Quotes were
received for the 2008 summer camp season with the top quote at approximately $72,000.00. He
noted that he plans to present a contract for approval at the next meeting.
5. Inlow Park Mark reported that a building repair assessment is in process.
6. Monon Mark mentioned that Schmidt Associates is preparing what Mark expects to be a
meaningful proposal for a refreshing of the corridor which will include a long term maintenance plan
based on traffic studies and user input.
IX. DISCUSSION ITEMS
1. J Engledow mentioned that he is interested in getting preferred times and dates from other Board
members for a very short 2 monthly meeting to primarily approve claims. He acknowledged that
the next meeting on May 27 at 6:00 p.m. will necessarily involve other action items given the
budget and the need for a bus transportation contract. Judy asked if the Board would have 2
meetings in which to review and discuss the budget to which Mark assured her that it will not have
changed much from 2007.
X. INFORMATION ITEMS
1. School Board. Joe Miller. The School Board made a decision to improve the soft ball fields at
Cherry Tree Elementary School. He mentioned that the Dad's Club relationship with the School
Board is changing and is not surprised that it is looking for more land sharing arrangements. He
confirmed the School Board's position on not building any more schools nor purchasing any more
land and explained the current excess capacity of the elementary buildings. He mentioned that his
term ends at the end of June and that a new representative to the Park Board will be appointed. He
reported his interest in continuing on the Park Board as a mayoral appointment.
2. Plan Commission. Dan Dutcher. The City of Carmel is pushing for a rezone on the Duke Energy
property at 116 and Guilford to allow light industrial business but not retail or residential. The PC is
in the process of reviewing the plans for Legacy at 146 and River Road.
XI. BOARD COMMENTS
1. J Hagan expressed her concern about finding the right personnel and asked whether salaries are
where they need to be and how they compare with salaries offered in Illinois and Ohio. Much
discussion followed regarding salary stats and studies, hiring, current personnel and workload.
Putting projects on hold was suggested as a means to allow staff to address TMC issues and focus
on smooth operations. J Engledow suggested that he would explore whether hiring Leon Younger
for help with strategic plan and possibly a retreat/orientation meeting. He mentioned his
disappointment with the Central Park site landscaping condition.
XII. ADJOURNMENT
A motion was made to adjourn at approximately 10:00 p.m. (Tolson, Chester C -Un.)
Signature: p E ehu. -a_c.a Date: S' /a r
Signature: 7,teo ye-Just-Az
Date: acti i«, 1
5