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HomeMy WebLinkAboutCCPR-03-11-08 (Approved =2-5 a CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Annual and Regular Meeting March 11, 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 M Klitzing S Dillon D Grisham T Tolson Mark Westermeier J Hagan Lynn Russell J Ketterman Lindsay Holajter J Miller Tina Hotel D Dutcher Emily Randall ROLL CALL II. CALL TO ORDER The Regular Board Meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 7:25 p.m. on March 11, 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, J Ketterman, Tim Tolson, S Dillon and J Miller. J Rosensteele was absent. Having confirmed the presence of a quorum, S Dillon 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 Judy Hagan introduced John Koontz, Director of Community Outreach for Prairie Landing, a not for profit organization with 3 senior living communities in Indiana. He thanked Judy and the Park Board for this opportunity to continue his goal to inform community groups of his organization's statewide efforts and the new community to be located on approximately 40 acres north of Prairie Trace School on River Road. He stated that sales are anticipated to begin in July of 2008 with construction to begin when 70% is reserved, anticipated to be 2012. After his power point presentation, he entertained questions. The Park Board members thanked Mr. Koontz for the information. IV. STAFF REPORTS None. V. COMMITTEE REPORTS: J Engledow asked Park Board members to review the By -Laws and provide comments to Deb who would compile them and report back with a recommendation of how best to proceed. 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: Joan B. Ketterman. Joan reported that she had met with Mark Westermeier and Lynn Russell regarding various OSHA required and other safety programs, including the hazard communication program. She will assist with continued training initiatives. 1 6. Central Park Process Management Committee: Mark Westermeier. Mark reported that the first committee meeting since October was held on March 3 at the Monon Center. He reported that of the $49,598.29 in total claims of change work orders, approximately $5,290.00 was not already holding a place in the budget and taken from contingency; The Lazy River sidewalk construction was to be completed prior to 4/15/08, the date on which the lagoon would be filled with water; Lighting, Doors, Irrigation and Landscape issues are ongoing; Lighting was deferred to discussion during the Architects meeting on 3 -4 -08 on which Mark will report during the Director's Report below; Project closeout steps were discussed and a recommendation for the "commissioning of the building" was recommended. He explained that commissioning is a LEEDS initiative that had been cut from the budget; With the East building out of warranty now and the West building (with the exception of aquatics) out of warranty at the end of April, timing is critical to assess the status of the operational systems and obtain a fix. (Aquatics is under a 2 year warranty through 2008.) B. Special Committees 1. Encroachment Committee: Mark Westermeier. Mark reported that he had met with the prospective buyers of the home in Guilford Park where the seller had removed trees and installed a ground fabric covered with mulch. He reported that they understood that the park staff would be working behind their house within the park land to restore the area with a native species landscape and that they were not allowed to alter it in any way. When S Dillon asked who would bear the cost of the restoration, Mark answered that he had been under the impression that except for the removal of the fabric, the Department would bear the cost as that which had been cleared was undesirable invasive species. After several park board members recalled a different direction, J Engledow suggested that the minutes of the meeting be consulted for direction. At this time, S Dillon made a motion to amend the agenda to add Action Item G, Personnel Matters. (Dillon, Tolson C -Un.) VI. ACTION ITEMS A. Minutes Pattie Chester February 26, 2008 Regular Park Board Meeting Minutes were approved as presented. (Chester, Ketterman C -Un.) B. Financial Reports Judith F. Hagan Financial Reports were accepted as presented. (Hagan, Ketterman C -Un). In an effort to confirm that the Park Board members are clear about the reports, Judy explained how to read the balance sheet and explained the numbers. She will continue to provide helpful explanations at subsequent meetings. C. Claims Jim Engledow 1. Claim Sheet March 11, 2008 was approved as presented. (Hagan, Chester C -Un.) Judy complimented staff on the improvements to the claim sheets. 2. Park Bond Claim Sheet March 11, 2008 was approved as presented (Hagan, Dillon 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 (Dillon, Ketterman C -Un): 2 RECEIVED FUND AMOUNT RECEIVED FROM FOR 2 -19 -08 Revenue Facilities $500.00 Williams Associates Architects Arbor Day 2008 1047 Sponsorship 2 -21 -08 Revenue Facilities $1,000.00 Gaylor, Inc. Arbor Day 2008 1047 Sponsorship 2-22-08 Revenue Facilities $250.00 Vine Branch, Inc. Arbor Day 2008 1047 Sponsorship In answer to J Ketterman, Mark explained that Arbor Day plantings were planned for West Park and the North Campus of Central Park along 116 Street. In answer to J Hagan's question about the City's investment in the Arbor Day event, Mark explained that the cost was more than $15,000 which for the 2 previous years was paid from the Central Park bond for planting sites within Central Park. The Sponsorship money in large part is used to supply the t- shirts to the volunteers. This year, as in years prior to the Central Park development, the money for the expenses is planned to be paid from the park operating and gift funds. E. Request for Monon Restroom Plans and Specifications— Mark Westermeier Mark reported that Ron Carter has received a request from the Friends of Eel River Trail, Inc. "Friends for the Monon Trailhead restroom plans and specifications designed by Schmidt Associates and owned by the Park Board. He explained that the Friends planned to design a trailhead to serve the existing Blue River trail and the planned Eel River Trail, with future restrooms. The Columbia City Park Board suggested to the Friends that it could perhaps save some money by presenting to its architect the specifications of restrooms that it liked. Mark recommended that the Board agree to the request by asking Schmidt Associates to provide the plans and specifications at the cost of duplication as these are public documents paid for by public funds for the benefit of the public. Deb mentioned that she had discussed this request with Kyle Miller of Schmidt Associates who agreed to assist the Friends if so desired by the Park Board. The Park Board unanimously agreed to provide the documents of the Friends of Eel River Trail Inc. at the cost of reproduction. (Ketterman, Miller C -Un.) F. Central Park Matters Michael Klitzinq 1. Consideration of an Elevator Services Maintenance Agreement Mark Westermeier Mark explained that Schindler Elevator Corporation, the company who installed the two (2) elevators in the Monon Center, proposed the maintenance agreement contained in the Park Board packet. While Schindler agreed to negotiate the terms of the proposed agreement, the terms had not been defined by the time of the meeting. Mark explained that the Park Board's Purchasing Rules pursuant to applicable Indiana law, allowed it to enter into a Services agreement without any RFP or bid process and that while it could negotiate with a different company, Mark was not ready to recommend that. There was discussion that the Park Board preferred a shorter term agreement not to exceed 5 years that covered items of general concern on terms that would encourage the elevator company to address issues promptly and adequately. The Park Board authorized the Park Department Director, the Park Board Attorney and the Park Board President to negotiate a warranty agreement with Schindler Elevator Corporation on terms consistent with applicable park rules, Indiana law and terms which in the opinion of the authorized persons are in the best interest of the Park Board. (Tolson, Dillon, C -Un.) 2. Building Commissioning Services Mark Westermeier Mark reminded the Park Board of the CPPMC meeting discussion and recommendation that the building services components such as the HVAC, the Lutron System, the building management system and the security system be assessed for proper installation and operation. He next mentioned that Steve Baker, the President of Summit Construction, Inc., the Owner's Representative "OR on the Central Park Project, mentioned that Gene Margason, a Summit employee, could be assigned to provide such services under the existing OR contract. Deb stated that as the project completion progressed, the contract terms had been narrowed to engage only the services of Steve 3 Baker and Alan Armstrong. She stated that the agreement could be amended to include employees of Summit Construction, Inc. at an hourly rate not to exceed $125 per hour. Once the Park Board understood that the services would only be performed upon and under Mark's direction, it authorized such an amendment. (Dillon, Hagan C -Un.) G. Personnel Matters Mark Westermeier The Park Board authorized the Park Department Director, the HR Administrator, the Park Board Attorney and the Park Board President to negotiate a compromise of disputed claims with Colleen Broderick under which she is allowed the amount of money equal to the value of her accrued earned vacation time and floating holidays time plus additional consideration not to exceed a combined total of $10,000 in exchange for a full release of claims on a short form agreement which the President is hereby authorized to execute. (Dutcher, Dillon C -Un.) The Park Board next agreed to extend Colleen Broderick's administrative leave without pay through Friday, March 14, 2008 and directed that if she does not agree to the authorized compromise of claims, that Management proceed to take whatever action it believes is appropriate consistent with the Park Personnel Policy Handbook. (Dutcher, Dillon C -Un.) VII. Attorney's Report Deb Grisham 1. Tort Claims. No new tort claims were reported. 2. General: Deb shared that the Midwest Youth Tennis Association, the owner of property at 1310 East 96 Street, has requested a variance of development standards to allow a small ground sign to be location along 96 street. No concerns were expressed. VIII. Director's Report —Mark Westermeier reported the following: 1. Founders Park Schneider reports that construction documents are completed; Deb will assist with scheduling the bid dates; 2. Hazel Landing Park The pipeline depth was determined to be at appropriate depths to proceed with the road and pedestrian path locations which will now be incorporated into construction documents. 3. Central Park i. Schneider will perform the actual inspection of the Interurban bridge base either Wednesday or Thursday of this week; ii. Next Monday, Gene Margason of Summit Construction, is prepared to start documentation of building HVAC, Building Control Systems, As- Builts, and interior Lighting to assess proper installation and operation; iii. Trail construction documents for the East Entrance will be prepared and, at S Dillon's suggestion, Mark will ask whether the trail can be moved closer to the fence and confirmed that the Park Board will see the plans prior to bidding; iv. Duke Energy has been asked to provide quotes to supply electrical power runs to both the East and West entrances; Duke may prefer to add a street light to the entrances; v. Power issues for The Monon Center East are in the process of being identified and addressed; The cable will be pulled out on Friday and a camera type system inserted through the conduit to locate the problems. vi. Meridian provided redesigned server room documents at no charge so that quotes on HVAC duct work changes can now be obtained as the server room is too hot; vii. Architects Visit Highlights: a. Review of standards and usability of the building control systems; b. Gaylor reported satisfaction with the 1°/0 failure rate of the more than 15,000 ballasts in Central Park; c. Review of Lighting issues in Building with representatives from Payne Sparkman and Lutron reflected improper programming; d. Meridian will supply design development lighting suggestions and fixture information for The Monon Center East entrance plaza; e. A focus on control points for outdoor aquatics, the front desk at The Monon Center West and the fitness desk will result in Architect drawings; f. Williams Architects provided LEEDS information and have offered to collaborate with CCPR on a brochure that highlights LEEDS initiatives followed at Central Park; g. Reviewed the expansion of guard facilities as part of filter building expansion; 4 h. Sound and Music system reprogramming is expected to meet operational needs. IX. Discussion Items 1. J Ketterman asked about the impact fee review process which Mark reported had commenced with notification to DOCS and BAGI. 2. J Hagan asked about a key pad for the back hall stair to allow swimmers to return to the fitness area locker rooms discretely instead of having to return via the main lobby, which will be considered; 3. J Ketterman asked about the Cafe in which Michael has receive some interest and will prepare an RFP; 4. S Dillon asked about the catering status which Mark described to be moving along quickly and mentioned the need to have the person scheduling the catering to be well versed in the caterer's business offerings; a shared person was suggested by the Ritz Charles, Inc. Michael confirmed that the outside food requirement is unchanged but that such policy is up to the Board. There was some discussion about using the meeting house for groups that preferred to bring in their own food. 5. S Dillon requested a list of capital projects for planning purposes. She offered her support of hiring a person to oversee construction projects if that would expedite the projects. J Hagan expressed her satisfaction that the money will be adequately managed for park growth which in some ways will be dictated by the Master Plan results due in June. 6. J Miller compared the Park Board meeting durations to the School Board and suggested that a time limit be imposed. X. Information Items 1. School Board. Joe Miller reported that the redistricting plan, anticipated to last not much longer than 2 years, had been adopted. The plan which will move fewer children than ever before will place more children at Carmel Elementary and fewer at Cherry Tree Elementary. He noted that the ESE program should serve as many children as ever before. Folks in opposition of ball fields at Prairie Trace has caused the School Board to consider the Cherry Tree site for Title IX obligations. 2. Plan Commission. Dan Dutcher reported the following: a. Dapper Estates development plan was scheduled for approval at the March 18 meeting; b. The City Council made the following changes to the Monon Overlay Zone Ordinance which will be sent back to Plan Commission: Parcels in C -1 City Center and C -2 Old Town Districts are exempted; 30 foot minimum building separation was deleted; minimum greenway setbacks were changed so that the 60 foot minimums apply to new buildings and 30 feet to additions on existing principal buildings; major changes to building heights in urban sections were made, and allowing 60 feet maximums; some change was made to the parking structure requirements. Dan asked that the Park Board members review the proposed ordinance and deliver comments to him as soon as possible. He noted that if the Plan Commission takes no action within 45 days, the ordinance will become effective as it now exists. XI. Board Comments. 1. J Ketterman noted the recent news story regarding school bus safety standards and inspections and asked about the confirmation process by which the park staff were satisfied that the buses used to transport ESE and camp children were safe. Mark and Michael confirmed that Miller Transportation, the company used for CCPR events, had not been cited for safety violations. XII. ADJOURNMENT A motion was made to adjourn at approximately 9:45 p.m. (Ketterman, Chester C -Un.) Signature: x e Date: ///Y ./c? O p r Signature: 74- .4 Date: 41) r 1 1 t./ )...DO' 5