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HomeMy WebLinkAboutCCPR-02-26-08 (Approved: 3 II CARMEL/CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting February 26, 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 P Chester J Miller 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 February 26, 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, J Miller, T Tolson, J Hagan, and J Ketterman. D Dutcher and J Rosensteele 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. STAFF REPORTS A. Claims Report: After Audrey Kostrzewa (Business Services Manager) reported that she had posted a revised agenda showing the corrected date of the minutes to be approved, she distributed a revised claim sheet to reflect a description change on page 3 for Mail -Bots regarding the ESE newsletter. Audrey explained that in lieu of using Miller White, Lindsay Holajter creates the newsletter in -house and Mail -Bots sends and tracks it for $50.00 per month after an initial start up fee. B. Staff Meetings: Michael reported that he held a "stupid meeting" today with all fulitime Monon Center and ESE employees to generate discussion about how to delete the "stupid" aspect of current processes to improve efficiency, accuracy and better service. C. Draft Concessions Plan: As requested by J Engledow at the February 12 meeting, Michael presented a draft concessions plan on which he is working to bring the Monon Center concessions operation in -house as the result of Crystal's termination. He emphasized that this draft plan represented a customized business approach given the short history of The Monon Center, the performance of similar centers in similar markets and market consistent pricing the compilation of which is in draft form. He stated that continuation without direction from the Park Board could impact the opening of concessions by the end of May. Discussion included questions regarding cafe operation impact as well as the proposed "Concessions Coordinator" position, its full -time status and qualification requirements and whether the addition of such a position is advisable. Michael 1 explained that Lynn Russell, the Human Resources Administrator, had not reviewed the position description for qualification and salary input and confirmed that park positions are no longer graded by the City's contractor. While S Dillon promoted a college degree requirement, J Hagan and J Ketterman supported management's recommendation for a lesser requirement so as not to exclude capable candidates, emphasizing that the requirement is a "minimum Mark stated that indoor usage would drive the decision about whether indoor concessions would operate simultaneously with outdoor concession operations. As management was not ready to promote any recommendation with regard to the cafe operations, neither Mark nor Michael could support at this time the addition of cafe operation management to the Concessions Coordinator position. J Engledow agreed that the cafe operation was a distinct business operation from the concessions operation and that discussion with regard to it was premature. Michael confirmed that The Monon Center job opportunities are promoted at local college and teen job fairs and reminded the Park Board of the job fair hosted at the Monon Center on March 8 Mark confirmed that a press release will introduce the new concessions operation. IV. ACTION ITEMS A. Minutes Pattie Chester 1. February 12, 2008 Regular Park Board Meeting Minutes were approved as presented with only 1 change: a deletion of and that the Ritz Charles" at the end of the first sentence in paragraph 2, page 5. (Chester, Tolson C -Un.) B. Claims J Hagan 1. Claim Sheet February 26, 2008 was approved as presented in revised form [explained above in Staff Reports] (Hagan, Ketterman C -Un) after clarification that the insurance premium payments on the claim sheet represented general insurance costs; worker's compensation insurance premiums will be forthcoming. C. Hazel Landing Park: consideration of public works quotes. After Deb distributed an updated cover sheet to include a staff and motion recommendation, M Westermeier referred to the quotes and Schmidt Associates' recommendation provided in the Board packet. He explained that the Marathon Pipeline Company (MPC) was willing to consent to a paved access road crossing its easement so long as the pipe was at a certain depth below it. The MPC gave Craig Flandermeyer the names of MPC approved excavators to locate the pipe. As the agent of the Park Board, Mr. Flandermeyer obtained the excavation quotes by following the applicable public works process. Mark stated that he agreed with Craig's recommendation to accept the lowest responsible and responsive quote from Accurate Bore Company on a time and materials basis not to exceed $1,420.00. After some discussion regarding the contractual liability coverage of the contractor, the Board accepted the lowest responsible and responsive time and material quote from Accurate Bore Company in an amount not to exceed $1,420.00 to provide excavation work within a portion of Hazel Landing Park consistent with the Specifications provided by Schmidt Associates and award to such company a public works contract with the Park Board. (Dillon, Chester C -Un.) D. Central Park Matters Mark Westermeier. (As no action was requested, Central Park related items were deferred to Item VI Discussion Items.) V. Attorney's Report Debra Grisham A. Tort Claims: Deb reported no new claims. B. General: 1. Public Hearing Notice. Deb distributed a copy of the Dapper Estate Primary Plat Subdivision notice for a March 18 Public Hearing received due to its proximity to the North Trailhead on Rohrer Road. No objections were given and Deb mentioned that she would make Dan aware of such. 2. HB 1001. Deb mentioned that in talking with IACT (Indiana Association of Cities and Towns) representatives earlier in the day, she was alerted to their understanding that HB 1001 contains a provision requiring county fiscal body review and approval of certain unelected board budgets. J Hagan agreed to investigate to determine its applicability to the Park Board budgets. 2 VI. Discussion Items. A. Central Park Mark Westermeier. Mark delivered the following report: 1. MCE electricity outage: The Monon Center East building lost electricity over the past weekend, the source of which is being investigated and monitored by Duke Energy and Gaylor, the electrical contractor. A blown circuit breaker thought to be caused by elevator malfunction or a faulty cable between the buildings was initially suspected and the latter was later confirmed. A camera will be sent through the conduit to assess the condition. It could be a major fix if the cable requires replacement. The responsible party(ies) need to be determined. It appears that the transformer in the MCE was not located according to the original plans; location was altered to accommodate its size. Mark shared his suspicion that this problem is tied to the varied electrical problems in and with the facility. J Hagan suggested that a source of professional assistance could be sought from the Park Board's insurance agent as a loss prevention service. Mark answered J Ketterman's question about the elevator company's act of disabling the alarms as a means by which to force a maintenance agreement which he refuses to do in light of the continuing operational issues. J Engledow expressed the need to resolve the electrical issues to prevent premature aging of the facility. The electrical service to the MCE has been temporarily rerouted and all systems are currently functioning appropriately. 2. Water Etching: Upon inquiry, Carmel Clay Schools reported the same film residue issue as experienced in TMC (The Monon Center) aquatics and recommended cleaning products that remove the film. 3. CPPMC: A meeting will be held on Monday, March 3rd at 4:00 in the upstairs conference room of the MCW Monon Center West) to determine how to bring closure to continuing open issues. The Architects are due in for site visits on Tuesday (3 -4 -08) and Wednesday (3 -5 -08) at which their subcontractors as well as OR and CM representatives will be present. Mark was expecting that the Architects will bring the overdue drawings. Control points will be a primary focus after which much discussion followed and ending with Michael's mention that wrist bands may be necessary to define accessible areas. As the filter building will not be improved to house the lifeguards this summer, an alternate plan is in place to use the locker rooms in the MCW with keypad entry. 4. Chemical Supplies: After meeting with the current and single source chemical supplier and considering the supplier's position that the tanks are not properly designed, Mark will investigate alternatives. 5. Remedies for Continuing Issues: Mark recommended that there be a review of contractual remedies, verify retainage, consult the CM and OR and avoid the expense of litigation if possible. VII. Board Comments. A. J Hagan requested a master calendar of TMC use. Michael noted the success of the leagues and weekend popularity of the gyms. B. While CCPR management has been told of St. Paul Travelers preference that CCPR be covered under an insurance policy separate from the City of Carmel, the advantages and disadvantages are not fully understood. C. J Hagan asked about pursuing "green initiatives" as mentioned in a recent City of Carmel publication. Mark reported that he expected the Architects to bring the LEED information that management has requested noting the initial report from Frank Parisi of Williams Architects that application for LEED certification may occur only after 2 years of operation. D. J Engledow asked all park board members to review and consider committee viability and assignments, discussion of which he will expect at the next meeting. He suggested that staff has been added to handle safety and personnel issues while a finance committee still has value and the Properties committees should absorb the arts and encroachment issues. Such a committee change will necessitate a By -Laws review and revision. 3 E. J Ketterman mentioned her willingness to share her expertise with staff regarding safety matters and will provide specific questions regarding current training and use practices. F. J Hagan offered her experience that many issues are inherent in Big Building Projects which work out in the end. XII. Adjournment A motion was made to adjourn at approximately 7:35 p.m. (Ketterman, Tolson C -Un.) Signature: Date: i o Signature: u/� Lye' Date: 3 b g 4