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HomeMy WebLinkAboutCCPR-01-25-11 Carmel /Clay Board of Parks and Recreation Regular Park Board Meeting 6:00 p.m. Tuesday, February 8, 2011 Monon Community Center East 1235 Central Park Drive East Carmel, IN 46032 The Carmel /Clay Board of Parks and Recreation will govern in a proactive manner as it applies to providing safe and well maintained parks, recreation facilities and programs in a fiduciary and responsible manner. The Board is a policy governing board, fulfilling its duties as mandated by state statute, putting the welfare of the citizens of Carmel and Clay Township first, and enabling staff to manage the park and recreation system in a manner that reflects the vision and mission. Our promise to our citizens is that we will leave the parks and recreation system better than we found it. Tentative Agenda Roll Call II. Cali to Order Pledge of Allegiance III. Public Comments IV. Staff Reports V. Committee Reports A. Standing Committees 1. Personnel Committee Judith F. Hagan 2. Finance Committee James L. Engledow 3. Properties Committee Wendy Franklin VI. Action Items A. Minutes Richard F. Taylor, III 1. January 15, 2011 Park Board Orientation and Governance Workshop Meeting; 2. January 25, 2011 Regular Park Board Meeting. B. Financial Reports James L. Engledow 1. City of Carmel Financial Report; 2. Clay Township Financial Report. C. Claims James L. Engledow 1. Claim Sheet February 8, 2011; 2. Clay Township Claim Sheet February 8, 2011. D. Acceptance of Monies and In -Kind Donations Received Audrey Kostrzewa E. Ratification of Change Order No. 2 Regarding the Gaylor, Inc. Contract Term for the MCC Running Track to Fitness Center Access Control Point Project Mark Westermeier F. Consideration of Resolution C -201 1 -001 regarding the Delegation of Authority to the Park Board's Purchasing Agent to Authorize and Execute Certain Contract Amendments Debra Grisham and Mark Westermeier VII. Attorney's Report A. Tort Claims; B. General. VIII. Director's Report IX. Discussion Items X. Information Items A. Plan Commission Judith F. Hagan B. School Board Report Pamela Knowles XI Board Comments XII. Special Presentations A. PROS Consulting LLC regarding the Maintenance Management Plan XIII. Adjournment 0 THIS PAGE INTENTIONALLY LEFT BLANK 0 Carmel /Clay Board of Parks and Recreation Board Meeting Agenda Item PRESENTER ACTION REQUESTED Michael Klitzing, Assistant Director No Action Required ITEM/SUBJECT Staff Reports DOLLAR AMOUNT/FUND MEETING DATE N/A February 8, 2011 SUMMARY: Due to the early deadline for assembling the Park Board packet, the standard monthly reports were not available in time to be included. These reports will be distributed in the Park Board packet for the February 22, 2011 meeting. Financial reports will also be distributed via email as soon as they are available. 0 0 THIS PAGE INTENTIONALLY LEFT BLANK 0 Carmel /Clay Board of Parks and Recreation Board Meeting Agenda Item PRESENTER ACTION REQUESTED Richard F. Taylor, III, Secretary Approval ITEM/SUBJECT January 15, 2011 Park Board Orientation and Governance Workshop Meeting Minutes DOLLAR AMOUNT FUND MEETING DATE N/A February 8, 2011 SUMMARY: A draft of the minutes for the January 15, 2011 Park Board Orientation and Governance Workshop Meeting is provided for comment, corrections, additions and deletions. STAFF RECOMMENDATION: Approval of the minutes of the Park Board Orientation and Governance Workshop Meeting of January 15, 2011. 0 THIS PAGE INTENTIONALLY LEFT BLANK CARMEL /CLAY BOARD OF PARKS AND RECREATION PARK BOARD ORIENTATION AND GOVERNANCE WORKSHOP MEETING MINUTES Saturday, January 15, 2011 at 8:30 a.m. Carmel Clay Parks Recreation Monon Community Center East 1235 Central Park Drive East CARMEL, IN 46032 MEMBERS IN ATTENDANCE J Miller, J. Hagan, R. Taylor, J. Engledow, J Kirsh, P Knowles, D Cihak Hansen MEMBERS ABSENT W. Franklin, J Ketterman (briefly) OTHERS M. Westermeier, M. Klitzing, D. Grisham CALL TO ORDER The Workshop Meeting for the Carmel /Clay Board of Parks and Recreation was convened at approximately 8:30a.m. on January 15, 2011 pursuant to notice. Joseph Miller, President, presided. II. DISCUSSION ITEMS A. Introduction President J. Miller discussed the purposes of the Workshop which included orientation of new board members, discussions on board governance and By -Laws and a discussion of potential board goals for 2011. B. Goverance Michael Klitzing presented an overview of the Interlocal agreement between the City of Carmel and Clay Township which establishes the Carmel Clay Park Board. Included were discussions about recent amendments,made and proposed to the Interlocal agreement. C. Basic Laws Park Board attorney, Debra Grisham gave an overview of public access laws that govern how the Park Board conducts its business. Also, discussed briefly were the Public Works law and an explanation of Conflict of Interest disclosures. D. Park System Master Plan Mark Westermeier gave a brief overview of the Park System Master plan and discussed the purposes of master planning within the Park System. E. By -laws Discussion President J. Miller led a discussion on previously proposed changes to the by -laws of the Park Board. Discussion led to proposed changes to the original proposal and there was consensus to take up such proposed changes at the next Park Bord meeting as an action item on the agenda. F. 2011'B;oard Goals a discussion ensued as to the updating of the 2010 board goals for creation of new 2011 board goals as well as the 2011 Director performance criteria. It was determined that the topics deserved more time than remained in the allotted time for the Workshop. There 'was consensus that the Standing Committees would review the 2010 Recommendations for the 2011 Director performance criteria and continue discussion of proposed 2011 Board goals at a Special Park Board Meeting to be held immediately following the 2 Regular Park Board meeting in March. G. Adjournment the Park Board Workshop was adjourned at approximately 12:50 p.m. Signature: Date: Signature: Date: 0 THIS PAGE INTENTIONALLY LEFT BLANK Carmel /Clay Board of Parks and Recreation Board Meeting Agenda Item PRESENTER ACTION REQUESTED Richard F. Taylor, III, Secretary Approval ITEMISUBJECT January 25, 2011 Regular Park Board Meeting Minutes DOLLAR AMOUNT I FUND MEETING DATE N/A February 8, 2011 SUMMARY: A draft of the minutes for the January 25, 2011 Regular Park Board Meeting is provided for comment, corrections, additions and deletions. STAFF RECOMMENDATION: Approval of the minutes of the Regular Park Board Meeting of January 25, 2011. 0 4110 THIS PAGE INTENTIONALLY LEFT BLANK (Approved: CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting January 25, 2011, 6:00 P.M. Monon Community Center East 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Engledow R Taylor M Westermeier J Miller W Franklin M Klitzing D Cihak Hansen A Kostrzewa P Knowles D Grisham J Hagan Trustee Doug Callahan (partial) R Leirer Mayor James Brainard (partial) J Kirsh Susan Beaurain Sue Dillon (partial) Jim .Dillon (partial) Joan Ketterman Carol Scheif Matt Milam (partial) Hal Espey (Videographer) I. ROLL CALL The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:04 p.m. on January 25, 2011 pursuant to notice. President J Miller asked J Engledow, in R Taylor's absence, to call the roll. Members present other than J Miller and J Engledow were D Cihak Hansen, P Knowles, J Hagan, R Leirer and J Kirsh. W Franklin and R Taylor were absent. Others in attendance are noted above. II. CALL TO ORDER And PLEDGE OF ALLEGIANCE Having confirmed the presence of a quorum and after the Pledge of Allegiance, President Miller 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. (Engledow, Hagan). "When a motion is carried but not unanimously, the results of the vote will be listed:i :e. "(Engledow, Hagan; 6 to 2, with one abstaining). When the motion was carried unanimously, a "C -Un" will be added i.e. Engledow, Hagan; C -Un)." Mr. Richard Leirer, a Mayoral appointee, attended his first meeting. 11I. SPECIAL PRESENTAVTONS A. The Honorable JamesBrainard,. Mayor of the City of Carmel, Indiana, recognized and thanked his retiring appointee, Joan Browning Kettermari, for her eight (8) years of service on the Carmel /Clay Board of Parks and Recreation and presented her with a plaque as a small token of appreciation. B. Trustee Douglas Callahan, Trustee of Clay Township, Indiana, recognized and thanked his retiring appointee, Susannah H. Dillon, for her twelve (12) years of service on the Carmel /Clay Board of Parks and Recreation and presented her with a plaque as a small token of appreciation. C. The Presentation to be given by PROS Consulting LLC, regarding the Maintenance Management Plan, was deferred to a subsequent meeting. IV. PUBLIC COMMENTS President Miller welcomed Matt Milam of 1443 Orchard Park North Drive, Indianapolis, Indiana 46280, a public citizen, to the Park Board and mentioned the protocol. Mr. Milam reported that on several weekend occasions, he witnessed what he believed to be non payers accessing fee generating areas of the Monon Community Center. He described the inattention of park staff and implored the Park Board to enforce and monitor collection of the fees charged for use of the public facility that benefits from taxpayer dollars. V.ACTION ITEMS A. Minutes Jim Engledow for Rich Taylor 1 January 11, 2011 Regular and Annual Park Board Meeting Minutes were approved with revision of the School Board Comments as presented by J Engledow. (Knowles, Hagan C -Un.) B. Financial Reports Jim Engledow 1. Clay Township Financial Report was acknowledged with the appropriate amendments as presented in the Park Board Packet. (Engledow, Hagan C -Un.) C. Claims Jim Engledow 1. Claim Sheet January 25, 2011 was approved as presented. (Engledow, Hagan, 6 in favor with R Leirer abstaining.) 2. Clay Township Claim Sheet January 25, 2011 was approved as presented. (Engledow, Hagan, 6 in favor with R Leirer abstaining.) D. Consideration of Bids for the Carmel /Clay Central Park Eastside Development Project Mark Westermeier After Mark described Summit's recommendations, first with regard to Ski Landscape Corporation, the apparent low bidder, who requested to withdraw its bid due to a unilateral mistake of a mathematical or clerical nature, valued at $35,018.00 and second, with regard to an award to Green Touch Services, the Park Board allowed Ski Landscape to withdraw its Bid from consideration. (Knowles, Hagan C -Un.) It next accepted the bid for Bid Item F.2 (Landscaping' Exterior Plants) from, and awarded a contract to, Green Touch Services, the then lowest responsible and responsive Bidder on the bid for the Carmel/ Clay Central Park Eastside Development Project, in the amount of One Hundred Thirty Three Thousand Nine Hundred Fifty Dollars ($133,950.00) and authorized JJR, LLC, Summit Construction Co., Inc., the Park Board Attorney and the Park Department Director to take.all action necessary to complete the contracting process including the initiation of a letter of intent authorizing the spending of administrative funds to be incurred during the finalization of the contract;and.authorized the President or Vice President to sign the contract upon completion of the Park Board Attorney's review. (Knowles, Kirsh C -Un.) E. Consideration of Resolution:B- 2011 -001 ratifying the.2011 Clay Township Park Capital Non reverting (1215) Fund‘ -Mark Westermeierand'Michael Klitzing Michael explained that Clay Township was notified-January 6, 2011, that the Indiana Department of Local III Government Finance (DLGF) certified the 2011 budget for the Park Capital Non Reverting Fund (1215) for $1,553,493. He and Trustee Callahan explained that due to a number of factors including DLGF discretion to allocate COIT between the various.township funds, the certified sum was lower than the $2.6 million budget submitted to the Park in May 201,0 and ultimately approved by the Clay Township Board in October, 2010. Michael that the amend ed: budget before the Park Board for consideration was developed based on the DLGF certified amount, is-consistent with the Park Board's Capital Improvement Plan, and will not adversely: impact projects already approved by the Park Board. The Park Board waived the reading of Resolution B -2011 -001 (Kirsh, Engledow C -Un), and after much discussion, approved Resolution B- 2011 -001 as presented. (Kirsh, Hagan C -Un). F. Consideration of-Resolution G =2010 -002 regarding By -Law Amendments Joseph R. Miller President Miller described the.discussion at the Park Board workshop meeting to have rendered the proposed By -Law changes captured in Resolution G- 2010 -002 to be moot, the discussion having taken a different focus. Based onthe lack of support for the proposal set forth in Resolution G- 2010 -002, the Park Board agreed to disapprove it. (Kirsh, Engledow C -Un.) G. Consideration of Resolution G- 2011 -001 regarding By -Law Amendments Joseph R. Miller President Miller explained that Resolution G- 2011 -001 was intended to capture the essence of the discussion held at the Workshop and explained each change. After the Park Board waived the reading of Resolution G- 2011 -001, (Engledow, Hagan C -Un), it agreed to suspend the rules as allowed by Section 7.2 of the By -Laws (Knowles, Leirer C -Un) and approved the proposed By -Law changes captured in Resolution G- 2011 -001. (Knowles, Hagan C -Un.) H. Consideration of Conflict of Interest Disclosures Debra Grisham Deb reported that consistent with Indiana Code 35- 44 -1 -3, Conflict of Interest Disclosure Statements were prepared on State Board of Accounts prescribed forms and the following disclosures were presented to and accepted by the Park Board: 1. Richard Leirer, a new member of the Carmel /Clay Board of Parks and Recreation, made an annual disclosure through his Statement that his dependent son Christopher W. Leirer, age 20, was employed on a 2 part time basis with the Carmel /Clay Board of Parks and Recreation by and through its Department of Parks and Recreation in the position of Recreation Attendant earning $9.00 per hour, which conflict was approved by Mayor Brainard, Mr. Leirer's appointing authority. (Hagan, Knowles, 6 in favor with R. Leirer abstaining.) 2. Lisa Berry, Administrative Assistant for the Park Department Human Resources Division, made an annual disclosure through her Statement that (a) her dependent step son James Carlton Berry, III, (Trey), age 18, and (b) her dependent step son Richard Berry (Grant), age 16, each were employed on a part time basis with the Carmel /Clay Board of Parks and Recreation by and through its Department of Parks and Recreation as Food Services Attendants, earning $7.45 per hour and $7.35 per hour respectively. (Hagan, Knowles C -Un.) 3. Tami Powell, Assistant Recreation Supervisor at the Monon Community Center made an annual disclosure through her Statement that her niece, who lives with her, Megan Sloat, age 19, is employed on a part time basis with the Carmel /Clay Board of Parks and Recreation by and through its Department of Parks and Recreation as a Kidzone Attendant and Food Services Lead, earning $8.00 and $9.00 per hour respectively. (Hagan, Knowles C -Un.) 4. Valeska Simmonds, Site Supervisor in the Extended School Enrichment Program, made an annual disclosure through her Statement that her dependent son, Darrell Simmonds, age 29, is employed on a part time basis with the Carmel /Clay Board of Parks and Recreation by and through its Department of Parks and Recreation as a Facilitator in the same program but at a different location and earns $9.45 per hour. (Hagan, Knowles C -Un.) VI. DISCUSSION ITEMS With the Board's permission, M Westermeier first thanked Mr. Milam and then reported that Park Management was aware of the access issues at MCC entry points raised by Mr. Milam and that the following measures were in process to rectify the matter: (a) implementation of new passes, scan passes for monthly users and paper punch cards for the multi -visit users; (b) review and audit of the scan systems and (c) focused staff training. Next, Mark clarified that reference to the ongoing website project regards implementation of a user friendly online registration process, not webpage design which has been completed for some time. J Kirsh made the following suggestions /observations /reports: oweb designers should look at opentable.com; oswipe scanners need to be checked; ocoat rack near the new turnstiles appears overloaded and inadequate; he asked if more can be placed in the otherwise empty corners of the running track; owristbands for the new key fob passes may make sense; oA senior citizen told him that last year's fee increase hit hard and asked if a flat annual Senior rate could be considered; Michael shared the higher comparable senior rates charged by the YMCA and JCC. R Leirer agreed that coat rack need to be better situated; M Klitzing reported that they were on order. Michael presented an overview of the current claims process and challenges regarding timely vendor payments. Joe asked the Finance Committee to take up the issue as a discussion item. VII. BOARD COMMENTS J Engledow suggested that the first punch card be issued to Matt Milam; J Hagan stated that she liked the new fitness space and noticed the Work taking place on the Eastside; J Miller reported that today the 4th Quarter Report went out to elected officials and a thank you to park employees. VIII. ADJOURNMENT The Meeting adjourned at approximately 7:35 p.m. (Hagan, Kirsh without objection.) Signature: Date: Signature: Date: 3 THIS PAGE INTENTIONALLY LEFT BLANK 0 Carmel /Clay Board of Parks and Recreation Board Meeting Agenda Item PRESENTER ACTION REQUESTED James L. Engledow, Treasurer None ITEMISUBJECT City of Carmel Financial Report for January 2011 DOLLAR AMOUNT FUND MEETING DATE N/A February 8, 2011 SUMMARY: The financial report for the period of January 2011 generated from the City of Carmel's Pentamation accounting software system was not complete at the time of assembly of this packet. The financial report will be distributed at or before the February 22, 2011 meeting. STAFF RECOMMENDATION: None k o THIS PAGE INTENTIONALLY LEFT BLANK 0 Carmel /Clay Board of Parks and Recreation Board Meeting Agenda Item PRESENTER ACTION REQUESTED James L. Engledow, Treasurer Acknowledgement ITEM/SUBJECT Clay Township Financial Report for January 2011 DOLLAR AMOUNT FUND MEETING DATE N/A February 8, 2011 SUMMARY: Provided is the financial report for the Clay Township Parks Capital Fund 1215 generated from the Clay Township financial management system. STAFF RECOMMENDATION: Acknowledgement of the Clay Township Financial Report for the period January 2011. 0 THIS PAGE INTENTIONALLY LEFT BLANK 0