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HomeMy WebLinkAboutCCPR-01-08-08 (Approved c,2 —o cP CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Annual and Regular Meeting January 8, 2008, 7:00 P.M. The Monon Center East 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Miller A Kostrzewa P Chester M Westermeier D Dutcher D Grisham S Dillon M Klitzing J Rosensteele Lynn Russell J Ketterman Lindsay Holajter S Shapiro Connie Murphy J Engledow Tonia Lopez T Tolson ROLL CALL II. CALL TO ORDER The Annual and Regular Board Meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 7:00 p.m. on January 8, 2008 pursuant to notice. President Susannah Dillon asked Secretary Pattie Chester to take the roll. Board members present other than S Dillon and P Chester included J Hagan, J Rosensteele, D Dutcher, J Ketterman, Tim Tolson, J Miller and J Engledow. No member was absent. Having confirmed the presence of a quorum, S Dillon called the meeting to order. A. Recognition of Service to the Park Board. President Dillon reported that as S Shapiro had indicated her intention to attend the meeting to receive the honor, the recognition of service would be delayed until Sally arrived. As the Mayor had not yet replaced Mr. Rosensteele, he continues to serve on the Board as a mayoral appointment. 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: a. Claims Report: Audrey Kostrzewa (Business Services Manager) reported that the Brighthouse claim questioned on the December claim sheet was a duplication; the correct claim amount of $129.90 will be paid and the incorrect entry will be deleted from the approved claims. b. Other Matters: Michael Klitzing, Assistant Director: i. Introduced Lynn Russell, the Human Resources Administrator; ii. Details regarding the January 16, 2008 IPRA awards luncheon were provided; iii. The next Master Plan Advisory Committee meeting is to be scheduled for February 19, 2008 at 6:00 p.m.; Michael will confirm the details to all Advisory Committee members and Board members via email. 1 V. COMMITTEE REPORTS 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. 6. Central Park Process Management Committee: Mark Westermeier Mark reported as follows: CPPMC has had no reason to meet; He summarized the multiple meetings held with consultants in December. He explained the distinction between punch -list and warranty items. The Architects have taken the position that if an item has never worked, it has never been accepted and therefore, the warranty period has not started. Air quality has been addressed with the addition of another vent; Alan Armstrong had presented Mark with several claims many of which the CPPMC or Park Board had already approved and to the extent that they had not and Mark was so authorized, he approved the work order; and The source and cause of water etching continue to evade the tests. b. Special Committees 1. Encroachment Committee: Mark reported that all property owners contacted him within the requested timeframe. Becky Schmiesing has completed a landscape plan which Mark will use to work with those responsible for restoration. Other parks will be addressed on a priority basis. Mark reported that other than a recent telephone call regarding an encroachment at Meadowlark Park and information that some property owners near Carey Grove believe that they had been given permission to encroach, he is unaware of any active encroachment issues. With regard to the Monon Greenway, he recommended that the City Engineer's Office be allowed to address encroachments in the same way that the City addresses its other encroachment matters. J Ketterman suggested a proactive measure with letters to park neighbors who may not be aware of park boundary locations. Mark reported that park boundary signage continues to be added to address that specific matter but that he is happy to follow the directive of the Board. 2. Nominating Committee: Sue Dillon reported that the Nominating Committee met and that its report will be deferred to Action Item VI. D. VI. ACTION ITEMS A. Minutes Pattie Chester December 11, 2007 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, Ketterman C -Un). B. Financial Reports Jim Engledow Jim noted that the financial statements reflect a solid positive ending to 2007. In response to his question about his expectation to see transfers, A Kostrzewa reported that the transfers that occurred very late in December would be reported at the January 22, 2008 meeting. (Engledow, Tolson C -Un). C. Claims Jim Engledow 1. Claim Sheet December 11, 2007 was approved (Engledow, Chester C -Un) with the following comments: a. M Klitzing and M Westermeier agreed that even though the Filter Building is heated, the Vectren claim seemed high and agreed to review it to confirm the amount and description. Audrey explained that the claims description is identified from the description on the Purchase Order or invoice. 2 b. Asked about the continuing new hire costs, Mark projected that such would be ongoing as The Monon Center operational needs are seasonal and manned by a highly extensive part time staff. c. Michael explained the $1400.00 cost for Court A repairs as a damage repair that will be reimbursed by the user. d. Michael agreed to investigate the $1,500.00 expense attributed to candy canes. 2. Park Bond Claim Sheet December 11, 2007 was approved as presented after Mark explained that the On -Ramp consulting fees regarded the HVAC- related retrofitting required for the server room. (Engledow, Chester C -Un). D. Election of Park Board Officers for 2008 Nominating Committee Dan Dutcher, chair person of the Nominating Committee reported that the Committee met and agreed to recommend the following Park Board members who agreed to serve in the following offices: Jim Engledow: President, Sue Dillon: Vice President, Judy Hagan: Treasurer and Pattie Chester: Secretary. The Board unanimously elected the members to the offices as recommended by the Nominating Committee. (Dutcher, Tolson, C -Un). E. Park Board Appointment to the Plan Commission Nominating Committee Dan Dutcher reported that the Committee met and agreed to recommend him to be the Park Board appointment to the Plan Commission which he was willing to accept. (Dutcher, Engledow, C -Un). J Miller suggested that the other members start considering the 2009 appointment as it would be beneficial for any interested members to learn as much about it as possible prior to taking on such a commitment. F. Conflict of Interest Disclosure Statements Deb Grisham Deb reported that it was time for both Mark Westermeier and Joan Ketterman to present for acceptance their annual disclosures regarding the employment of a family member with the Department. Deb first detailed Joan's disclosure which varied little from what Joan had disclosed in 2007: Quinn Browning Ketterman, 17, was employed part time as a life guard earning $9.00 per hour at The Monon Center in Central Park. She explained that while Joan had not had the opportunity over the holidays to obtain the approval of the Mayor as her appointing authority, it was anticipated that he would repeat his 2007 approval. The Board accepted Joan's disclosure of her conflict of interest as presented. (Tolson, Dutcher C -Un). Deb next detailed Mark's disclosure regarding the part time employment of his daughter Emily Westermeier, 18, as a pool manager earning $11.00 per hour at The Monon Center in Central Park. The Board accepted Mark's disclosure of his conflict of interest as presented. (Tolson, Ketterman C -Un). G. Acceptance and or acknowledgment of Monies Received Audrey Kostrzewa Audrey reported receipt of the following donations /gifts to which the Board consented (Ketterman, Dutcher C -Un): a DATE RECEIVED POSTED AMOUNT RECEIVED FROM FOR AS FUND Gift 12 $729.00. Whitman Communications Trails/Pedal Park Gift 12-07-07 3 $83.56 Pedal Park (Karen Bohn) Trails /Pedal Park Rose Hughes Gift 12-10-07 $250.00 Hughes Landscape Commemorative Tree 853 Rosie's Nursery Gift 12-2853 07 $350.00 Don Trainer, Jr. Commemorative Tree 3 H. Consideration of Resolution 1- 8 -08 -01 regarding the early purchase of the 35.14 acres currently under a lease purchase agreement with Jill Louise Perelman Debra Grisham Deb distributed the draft of proposed Joint Escrow Instructions which was still being reviewed for changes by the title company and Mrs. Perelman's consultants. She explained that because the instructions and costs were close but not final, the Resolution provided the President with all necessary authority to negotiate and execute all closing documents for the 35.15 acres which are consistent with the Lease Purchase Agreement and that while closing could possibly occur earlier, the date has been scheduled to occur on or around January 21, 2008. She detailed all anticipated costs of closing to include the following which could be increased depending on the cost of endorsements and other closing matters: Principal (Jane Merrill to confirm amount): $872,708.21 Interest at 4% per annum from 9 -22 -07 though 1- 21 -08: 11,539.14 Deed Recording: $24.00 Transfer Fee 5.00 Drainage Fee $22.10 Sales Disclosure Fee, closing fee covering the gap, $10.00 recording services, Settlement Statement and $350.00 disbursements of any funds the Title Co. might handle. Deb next mentioned the following post closing matters: a. Upon closing, the Park Board would give up any ability to go back against Mrs. Perelman regarding asbestos removal costs. Due to her expertise in the environmental arena, J Ketterman mentioned that such responsibility was not required of residential homeowners. b. The Lease Purchase Agreement requires that as soon as practicable after the closing, the Park Board is required to initiate a rezone of the property to the P -1 District or other then existing zoning district which would allow it to be used as contemplated in the 2005 -2010 Zone Improvement Plan and Ordinance Z- 471 -05 as amended. Deb mentioned that the Property is currently zoned S -1, single family large lots. c. Mrs. Perelman will be removed from coverage under the insurance policy covering losses and claims that arise on, at or because of the Property. d. The lease will terminate with the recording of the deed. Deb offered to entertain any questions after which the Board waived the reading of Resolution 1 -8- 08-01 (Tolson, Chester (C -Un) and approved Resolution 1= 8 -08 -01 (Tolson, Ketterman C -Un). I. Central Park Matters Mark Westermeier and Michael Klitzinq None. VI. Attorney's Report Deb Grisham 1. Tort Claims. No new claims were reported. 2. General: Deb distributed and noted the applicable provisions of the state law regarding the definition and prohibition of "serial meetings and cautioned the Board members about how they interact outside publicly noticed meetings with regard to park business. She also mentioned that orientations are an exception to what constitutes a meeting and does not require a public meeting notice. Deb reported a notification of a public hearing to be held by the Plan Commission on January 24th regarding a residential development on Rohrer Road. D Dutcher asked anyone with any questions, concerns or comments to so notify him. VII. Director's Report Mark Westermeier reported the following: 1. Hazel Landing Project Status: As regards the relocation of the entry road over Carmel Utility Property immediately south of the park, the lack of survey information on such Property has required that Mark engage the professional engineering services of The Schneider Corporation; 2. Founders Project Status: No new report. 3. West Park Project Status: 4 Restroom project punch -list items are being addressed. 4. Impact Fee Update: The Mayor is in favor of proceeding with an impact fee review for a potential increase. 5. Central Park Projects Status: The fire alarm was triggered by a child at The Monon Center and though false alarms are not positive events, Mark was happy to report that all response systems worked and responded well. 6. Other Matters: A. Cell Tower Status: In answer to J Engledow's question about the West Park cell tower status, Mark replied that he had not received any plans that addressed the concerns or suggestions that the Board had made. P Chester mentioned that the tower at Dillon Park in Noblesville seemed to be acceptable. S Dillon and Mark explained that adding the additional building has been problematic at West Park while it was part of the initial development plan for Dillon Park and that the ideal location for the tower is Cox Hall Gardens. B. West Park restrooms are working. IX. Discussion Items None. X. Information Items 1. School Board. Joe Miller: The School Board is very concerned about the current bills in the legislature regarding the requirement of referendums for school building projects and local funding for schools which would result in a dramatic change in how schools are funded. Sue asked if the same requirement extended to local government or if it were limited to schools which question Joe could not answer with confidence. XI. Board Comments. Recognition of Service to the Park Board. As Sally Shapiro did not arrive at the meeting, President Dillon thanked both Sally and Jim Rosensteele for their unparalleled dedication and commitment to the Park Board over the last 8 years. She presented Jim with a plaque for which he thanked the Board and restated some of his comments from the December meeting regarding his enriching experience. The Monon Center. J Ketterman reported that she witnessed high use of The Monon Center during the holidays, bringing families together. D Dutcher agreed with the report asking Management to consider an increase in the hours of operation for the 2008 -2009 holiday season. Changing of the Guard. S Dillon thanked the Board for the opportunity to lead them as the Board President for so many years, praised the staff and acknowledged the support she received from all, especially Jim Rosensteele and Jim Engledow. President Engledow closed the meeting with his remarks regarding a significant change in focus from bricks and mortar at Central Park to customer satisfaction and meeting community expectations. XII. ADJOURNMENT A motion was made to adjourn at approximately 8:20 p.m. (Ketterman, Engledow C -Un). Signature: Date: t/ a-170 r Signature so �t Date: l 02 a' in 5