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HomeMy WebLinkAboutCCPR-02-12-08 (Approved a /C% CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Annual and Regular Meeting February 12, 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 J Miller M Klitzing D Dutcher S Dillon D Grisham T Tolson Colleen Broderick J Hagan Lynn Russell J Ketterman Lindsay Holajter Connie Murphy Ben Johnson Kate Schneider Kristin Strychalski (intern) Tonia Lopez 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 February 12, 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 and Tim Tolson. J Rosensteele, S Dillon and J Miller were 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 None IV. STAFF REPORTS Staff introductions and several reports combined to report the following: 1. Extended School Enrichment "ESE Report: Ben Johnson, the ESE Supervisor, distributed to the Park Board a report that incorporated parent survey results to which he referred when he mentioned the following: i. Numbers of participants are ever increasing; ii. The program is meeting and, in most areas exceeding, parent expectation; iii. Staff is constantly seeking parent input and implementing workable suggestions including the rescheduling of the designated focuses, i.e., allowing those going to a post school activity from ESE are now allowed to focus on homework prior to anything else; iv. D Dutcher complimented the program from his personal experience and expressed appreciation for and encouraged continuing parent feedback opportunities. 2. The Monon Center "TMC Report: Kate Schneider, Recreation Supervisor, introduced IUPUI Senior Kristin Strychalski who is serving as an intern from January through April. M Klitzing explained that the intern arrangement with local colleges provides mutual benefits. Michael distributed to the Park Board a report created from the result of a use survey sent out one time in the Spring of 2007 with Carmel Utility bills. Colleen Broderick, Facilities Manager of TMC, stated her view that an annual survey through such method was worth the cost. It was noted that while the 1 information was collected prior to the opening and actual use of TMC, it highlighted the importance of the Park and Recreation Guide despite the trend and interest in paperless communication and promotion efforts. General questions and answers ensued. Michael next distributed a 2007 Program Report which Colleen and Kate were available address and they made the following observations: i. computer classes will be scheduled once a qualified instructor can be engaged. ii. Inclusion Coordinator Tess Pintor is working on increasing inclusion programs and expects more participation once folks are aware of them. Toward that end; she is attending workshops and fairs and is coordinating with the Carmel Clay Schools, Westfield public schools, the ESE program and plans to work with neighboring groups with the same focus; iii. Revenue numbers were higher in the summer due to the outdoor aqua park; Michael projected that aqua and fitness programs will play the greatest role in program revenues. 3. Claims Report: Audrey Kostrzewa (Business Services Manager) reported updates and /or changes on a revised 2/12/08 claim sheet distributed at the meeting: i. General Fund 101: 1. Pg. 3, second item on page. IPRA, 1/25/08, $1,410.10. As IPRA could refer to the Illinois or the Indiana park and recreation association, the name of the Claimant is now and will in the future be written out in full without abbreviation; 2. Pg. 3, third item on page has been added. IN PARK REC ASSOC, 2/11/08, $55.00: includes membership for one additional staff member. 3. Pg. 4, first item on page. TRAVELERS, 2/28/07, $5,000.00: Notes changed to clarify claim type. She explained that this claim is a not to exceed maximum which is the total deductible amount for which the Park Board would be responsible under the terms of City of Carmel insurance policy under which the Park Board is covered. Specifically, a person who fell while roller blading on the Monon Trail alleged damages and filed a tort claim against the City of Carmel. The City agreed to a settlement greater than $5,000 without first seeking input from park management. She explained that after receipt of the first invoice from Traveler's for $5,000, a subsequent Traveler's invoice for $1,242.69 was received. After investigation, D Grisham advised that while the Park Board was responsible to pay the entire deductible of $5,000, the second claim indicated that Traveler's had received or applied payment from another source, suspected to be the City of Carmel. Audrey assured the Park Board that while $5,000 would be the maximum amount approved to pay, she would pay only that which is due and owning. At this time, a check for $1,242.69 will be sent to Traveler's. 4. Pg. 4, second item on page. TRAVELERS, 12/31/07, $1,368.23: Notes changed to clarify claim type. ii. Revenue Facilities1047 1. Pg. 6. Executive Development Program, 1/2/08, two items for $385.00 each: Notes column changed to include participant's name. 2. Pg. 6. Carmel Chamber, 1/23/08, 150.00 removed and replaced with Michael Klitzing reimbursement request. To expedite payment due to the Chamber that had been delayed by missing invoices, Michael paid the dues. iii. Park Impact Fee Fund106 1. Pg. 7, second to last item on page has been added to support the purchase approved by the Park Board pursuant to Resolution 01- 08 -08 -01 regarding the early exercise of the purchase of 35 acres according to the terms of the lease purchase agreement: PERELEMAN, JILL, 1/17/08, $884,367.54. iv. Sub Totals and Totals: Also corrected to match the numbers. V. COMMITTEE REPORTS: J Engledow asked that the committee membership lists be forwarded to the Park Board members for consideration of restructuring. A. Standing Committees 1. Personnel Committee: Jim Rosensteele. No report. 2. Finance Committee: Jim Engledow. 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. No report. 2 6. Central Park Process Management Committee: Michael Klitzing for Mark Westermeier. Michael reported that a committee meeting will be scheduled upon Mark's return to address unresolved issues. B. Special Committees 1. Encroachment Committee: Michael Klitzing for Mark Westermeier. No report. VI. ACTION ITEMS A. Minutes Pattie Chester January 22, 2008 Regular Park Board Meeting Minutes were approved as presented. D Grisham confirmed that the referenced exhibits will be attached to the final executed minutes. (Chester, Dutcher C -Un.) B. Financial Reports Judith F. Hagan Financial Reports were accepted as presented. (Hagan, Tolson C -Un). C. Claims Jim Engledow 1. Approval of Insurance Premium Allocation. Michael Klitzing distributed a handout attached as Appendix A and explained how without the benefit of a formula which Hylant was unable to supply, he understood the City's allocation of the Park Board share of the Property insurance premium and proposed to assess it among the park fund representing ESE, TMC and the General park budget. Specifically, Audrey asked and the Park Board agreed, to authorize her to place the Park Board allocated share of the City of Carmel insurance premium of $97,771.00 on the February 26, 2008 Claim Sheet as a pre- approved claim and to pay the premium. (Hagan, Engledow, C -Un.). Michael thanked the City of Carmel Clerk Treasurer Diana Cordray and her office for their assistance. 2. Claim Sheet February 12, 2008 was approved as presented above in IV(C). (Hagan, Ketterman C -Un). 3. Park Bond Claim Sheet February 12, 2008 was approved as presented (Hagan, Chester C- Un) after Michael and Colleen explained the following: i. TMC staff uses table linens for non catered events; ii. A boom lift is used to access difficult to reach light bulbs; and iii. The access pool chair is a wheel chair which can be moved into the zero edge pool. D. Acceptance and or acknowledgment of Monies Received Audrey Kostrzewa Audrey reported receipt of the following donations /gifts to which the Board consented (Hagan, Tolson C -Un): RECEIVED FUND AMOUNT RECEIVED FROM FOR 1 -25 -08 Gift Fund $500.00 Will Wright Building Corporation Arbor Day 853 Sponsorship E. Impact Fee Review Process— Debra Grisham Deb distributed a summary sheet showing the impact fees collected by surrounding communities without the benefit of some road impact fee information. Michael noted that Mark has notified Robert Stevens of the Builders Association "BAGGI of the staff recommendation to proceed with a review and potential increase in the fee. After discussion about the necessity to coordinate the review effort with the final Master Plan recommendations expected to be finished in June of 2008, the Park: Board directed that the Park Department staff begin the process to follow the legally prescribed review procedure in a manner that will allow accommodation of the Master Plan recommendations and report back to the Park Board in the next couple of weeks. (Dutcher, Hagan C -Un.) F. Central Park Matters Michael Klitzinq 1. Cafe and Concessions operations Michael Klitzing 3 Michael explained that Crystal Food Services, LLC "Crystal the Concessions and Cafe operator of The Monon Center at Central Park, delivered notice of its election to terminate its Agreement with the Park Board pursuant to Paragraph 2, the Early Termination provision, effective May 25, 2008. He next refreshed memories with a summary of the legal processes followed to identify a cafe operator and a concessions operator resulting in an amended Food and Beverage Policy and in an agreement with Crystal. He noted that the cafe operations had not been successful and that its hours of operation had been cut as a result. He next referred to a concessions analysis attached hereto as Appendix B for reference and discussion. Michael next made the following recommendations: i. Accept the termination and complete the terms of the Agreement as set forth therein and to the extent that it makes sense to effect the termination at an agreed upon earlier date, authorize the Park Department Management, the Park Board President and the Park Board attorney to take all steps necessary and appropriate to do so. ii. Authorize the Parks Department Management to take all steps necessary and appropriate to assume the internal management and operations of the indoor and outdoor concessions. iii. Allow the Parks Department Management to review viable alternatives for the cafe and provide recommendations to the Park Board. As to Recommendation i, a meeting has been scheduled with Crystal representatives to discuss a mutually beneficial exit strategy. As to recommendation ii, J Engledow asked to see an operations plan to support his agreement that park staff is capable of managing the concessions. As to recommendation iii, Michael indicated skepticism about any success from a staff operated cafe but as mentioned would like to provide a recommendation after completion of further consideration and market study. After much discussion, the Park Board acknowledged and accepted from Crystal Food Services, LLC, its election to terminate effective May 25, 2008, the Agreement for Exclusive Concession Management Services, dated May 25, 2007 and to the extent it makes sense to effect the termination at an agreed upon earlier date, authorize the Park Department Staff, the Park Board President and the Park Board attorney to take all steps necessary and appropriate to finish out the term of the Agreement on the terms and conditions as set forth therein on or before May 25, 2008. (Engledow, Hagan C -Un). The Park Board next authorized the Park Department Management to take all steps necessary and appropriate to assume the internal management and operations of the indoor and outdoor concessions, starting with a viable business plan. (Engledow, Dutcher C -Un.) 2. Catering Operations Michael Klitzing Michael explained that Crystal Food Services, LLC "Crystal the exclusive Caterer of The Monon Center at Central Park, delivered notice of its election to terminate its Agreement with the Park Board pursuant to Paragraph 2, the Early Termination provision, effective May 25, 2008. After he summarized the conservative legal process used to initially select a caterer, he explained that applicable Indiana law and the Park Board's Rules allow the Park Board to purchase "Services" by any means that the Park Board's Purchasing Agent has deemed appropriate or by any procedure set forth in the Park Board's Rules Manual. Accordingly, he told the Park Board that it may purchase services through 1 of the following 4 methods: Directly negotiate the contract with a provider; Invite Quotes; Issue a Request for Proposal; or Bid the service. Michael next made the following recommendations: i. Accept the termination and complete the terms of the Agreement as set forth therein and to the extent that it makes sense to effect the termination at an agreed upon earlier date, 4 authorize the Parks Department Management, the Park Board President and the Park Board attorney to take all steps necessary and appropriate to do so. ii. Authorize the Parks Department Management, the Park Board President and the Park Board attorney to take all steps necessary and appropriate to negotiate an exclusive catering contract with Ritz Charles Inc. on terms and conditions that meet the Park Board's financial and customer service objectives of The Monon Center operation, consistent with applicable Indiana law. Michael next reported that as to Recommendation ii, several members of the Carmel Common Council who attended the Council's Parks and Arts Committee Meeting earlier in the day, expressed interest in a preferred list of caterers rather than 1 exclusive caterer. He explained that he understood that the basis for it was the concern that smaller groups be able to afford catering at TMC. While he understood the suggestion and appreciated the underlying concern, Michael explained that he believed the objective of serving more customers by providing more choices could be addressed with the complementary use of staff operated concessions, the right cafe operator and 1 exclusive caterer who understood the "customer service" objectives. Coupled with his belief that there is a benefit to documenting a 2 year history with an exclusive caterer arrangement, Michael expressed concern about the ability to meet customer demand and expectations with a seamless transition if a direction change is attempted in the short timeframe available given additional personnel challenges inherent with a changed course. He noted that there are folks who have booked the facility at dates beyond the May 25, 2008 termination deadline and explained the terms of the contract by which they are protected (their choice to cancel Crystal and accept the services of the successor, cancel with TMC or cancel both TMC and Crystal). He next reminded the Park Board that the Ritz Charles, Inc. had responded to the initial RFP and had not been recommended for selection as Crystal had the better financial package,a,,J tiiat-thu P Ri-tz-Char-Iser. He had confirmed that the Ritz Charles is interested in serving as the successor exclusive caterer and expressed confidence in the ability to arrange a mutually beneficial agreement. Board members liked the idea of continuing use of a local service provider. After more discussion including Michael's belief that vending services could be made available during the absence of cafe service and confirmation of the understanding that Crystal had fulfilled its obligations to date, the Park Board acknowledged and accepted from Crystal Food Services, LLC, its election to terminate effective May 25, 2008, the Agreement for Exclusive Catering Services, dated May 25, 2007 and authorized the Parks Department Staff, the Park Board President and the Park Board attorney to take all steps necessary and appropriate to finish out the term of the Agreement on the terms and conditions as set forth therein on May 25, 2008 or to the extent it makes sense to effect the termination at an agreed upon earlier date. (Dutcher, Tolson C- Un.) Next, the Park Board authorized the Parks Department Management, the Park Board President and the Park Board attorney to take all steps necessary and appropriate to negotiate directly with Ritz Charles, Inc. an exclusive catering contract on terms and conditions that meet the Park Board's financial and customer service objectives for The Monon Center operation and which are consistent with applicable Indiana law. (Ketterman, Tolson C -Un.) 3. Other Michael Klitzing. No items. VI. Attorney's Report Deb Grisham 1. Tort Claims. No new tort claims were reported. 2. General: No report. VII. Director's Report Michael Klitzing for Mark Westermeier reported the following: 1. Summary of City of Carmel Common Council Committee meeting: i. COIT from the Central Park Bond for capital park projects currently totals $1.5 Million with another $2 Million expected; ii. There is interest in having the Park Board provide its fund accounting via accrual in addition to the cash accounting method with an understanding that the State Board of Accounts cash accounting method by which the Clerk Treasurer keeps the park books is the only official record; 5 iii. There is interest in the pursuit of a computer lab program; iv. Michael answered questions about park project and master plan status, noting that Frisbee golf has been requested; v. Customer service is expected to be a high priority. 2. The Master Plan Advisory Committee is scheduled to meet on Tuesday, February 19 at 6:00 in Banquet Room A in TMC East with refreshments provided. 3. A list of continuing education programs in which staff is participating was distributed to report the furtherance of staff development. 4. Vermont has recently acknowledged that several other park systems with their rec trac software has experienced user challenges and is working on a fix; Lindsay Holajter is working on the balance of the web site. IX. Discussion Items 1. Dan suggested that camps that end at 3:00 present a pickup challenge and asked if the programs could be extended or a bridge with the kid zone for instance, provide more time for pick -up. 2. Joan reported on a concern to add timers to the saunas and until they are installed to schedule checks to make sure that users do not fall asleep. Colleen mentioned that warning signs are posted. 3. Michael addressed Joan's question about the as yet unresolved turnstile issues which Michael will relate to Williams Architects. X. Information Items 1. School Board. No report as Joe Miller was absent. Michael noted that he believed that Joe was participating in a meeting involving the School Board. 2. Plan Commission. Dan Dutcher reported that the next meeting has a very light agenda and was unsure as to the cause. XI. Board Comments. 1. J Hagan asked about the process to obtain LEED Certification which Michael will address with Mark upon his return. XII. ADJOURNMENT A motion was made to adjourn at approximately 8:52 p.m. (Ketterman, Hagan C -Un). Signature: Date: a a 6 OKY Signature: 7. Date: 0 6