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Home My WebLink AboutCCPR-01-22-08 (Approved: .20 l g CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting January 22, 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 Klitzing J Ketterman D Grisham J Hagan M Westermeier J Engledow Tonia Lopez Tim Tolson P Chester J Miller D Dutcher (arrived 6:07) 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 November 27, 2007 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 arrived after the role was called. J Rosensteele was 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: On behalf of Audrey Kostrzewa (Business Services Manager), M Klitzing reported that the Vectren claims reflected on the January 8, 2008 claim sheet have been confirmed and their descriptions corrected. He next confirmed that the $1,500.00+ had been properly attributed to approximately 14,000+ candy canes provided at several events during the holiday season. b. Other Matters: Michael Klitzing, Assistant Director: Michael accepted the Park Facility Award for The Monon Center at the January 16, 2008 IPRA awards luncheon. IV. ACTION ITEMS A. Minutes Pattie Chester 1. January 8, 2008 Regular Park Board Meeting Minutes were approved as presented. (Chester, Tolson C -Un.) B. Claims J Hagan 1. Claim Sheet January 22, 2008 was approved (Hagan, Chester C -Un) with several comments: a. The description of the Duke Energy claim for flashing lights where the Monon intersects 116 Street will be reviewed as there are no lights at 116 Street; 1 b. Mileage is paid at 50.5 cents per mile as of 1 -1 -08. Michael explained the day to day travel requirements of ESE staff; c. Mark explained the lack of warranty commencement at The Monon Center to reflect the failure of proper installation or appropriate correction in response to a question regarding the chiller; and d. Mark explained that the gas bill for the Administrative Offices results from 3 furnaces, a business use with a heated garage used for storage and a heated attic area where computer servers are being housed; he reminded the Board that drafty windows would be replaced shortly. 2. Park Bond Claim Sheet January 22, 2008 was approved as presented. (Hagan, Ketterman C -Un). C. 2007 Line Transfers within a Classification. M Westermeier referred to the budget line transfers contained in the Board packet and requested comments or questions. In answer to J Engledow's question about any surprises so far this year, Mark reported an insurance premium allocation in the approximate amount of $97,000 received from the City of Carmel which he will review. He distinguished this billing from the workers compensation allocations that he successfully challenged in 2007. Mark described the difficulty of crediting the proper funds with insurance overpayment reimbursements and noted the additional challenge of allocating premiums to higher risk properties. After much discussion, the Board unanimously accepted and ratified the Minor Line Transfers within the 2007 general fund budget as presented and recommended by the Carmel Clay Parks and Recreation Department staff. (Hagan, Dutcher C -Un.) D. Central Park Matters Consideration of Proposals regarding Natural Gas Supplies and Services M Westermeier explained that two proposals were received in a timely fashion and reviewed for compliance and for the most appropriate response to the Request for Proposal issued in December of 2007. After considering ProLiance's offer to include the additional and necessary service to make the day to day purchasing decisions, Mark recommended for acceptance the proposal submitted by ProLiance Energy. After some discussion regarding contract negotiations and related matters, the Board accepted the proposal submitted by ProLiance Energy as the most appropriate (Tolson, Dillon C -Un) and authorized the Park Board President, the Park Department Director and the Park Board attorney to take all reasonable and necessary steps to negotiate and execute a contract with ProLiance Energy for the natural gas supplies and services consistent with the ProLiance proposal, the Park Board Request for Proposal and applicable Indiana Law. (Tolson, Dillon, C -Un.) V. Attorney's Report Debra Grisham A. Tort Claims: Deb reported no new claims had been filed of which she is aware. B. General: Deb mentioned that the closing on the 35.14 acres at West Park had occurred and that Ms. Angie Conn of the City of Carmel Department of Community Services had suggested that that DOCS was willing to take a rezone request from S -1 to P -1 through the Plan Commission and Common Council process on behalf of the Park Board for which the members expressed appreciation. After more discussion, the Board approved a rezone request to DOCS of the newly acquired 35.14 acres consistent with the lease purchase agreement. (Dutcher, Dillon C -Un.) Deb also mentioned that the Sponsorship Agreement with St. Vincent Carmel Hospital had been fully executed and that payment of $75,000.00 would be received within the next thirty (30) days. M Klitzing reported that The Monon Center staff is working with St. Vincent personnel regarding the provision of health related programs. He confirmed that a press release would be jointly created for a Spring announcement. VI. Board Comments. a. S Dillon reported that she received a compliment from a parent of an ESE student regarding the professionalism of staff and the enjoyment of the program by the kids. b. J Ketterman asked about a door near the indoor pool and vending area through which access is available. Michael reported that such door is on the punch -list to be reinstalled correctly. c. Michael next confirmed for Joan that the kid zone capacity is currently based on staffing. Reservations assist with staffing decisions so parents are being asked to plan ahead. 2 s d. Mark reported that the West Park restroom project punchlist is being finished up; e. Architect proposals for the addition to the filter building to add a lifeguard room is expected at any time; f. In answer to J Engledow's question regarding the viability of the CPPMC, J Hagan suggested that it sunset with the bond fund expenditures. XII. Adjournment A motion was made to adjourn at approximately 6:45 p.m. (Ketterman, Hagan C -Un.) Signature: �rc�tj Date: 2 j Z •O g Signature: 9 a C L� L� Date: a— 8' 3