HomeMy WebLinkAboutCCPR-02-22-11 Carmel /Clay Board of Parks and Recreation
Regular Park Board Meeting
6:00 p.m.
Tuesday, February 22, 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
I. Roll Call
II. Cali to Order Pledge of Allegiance
III. Public Comments
IV. Staff Reports
V. Action Items
A. Minutes Richard F. Taylor, III
1. February 8, 2011 Regular Park Board Meeting
B. Financial Reports James L. Engledow
1. City of Carmel Financial Report.
C. Claims James L. Engledow
1. Claim Sheet February 22, 2011;
2. Clay Township Claim Sheet February 22, 2011.
VI. Discussion Items
VII. Board Comments
VIII. Adjournment
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 22, 2011
SUMMARY:
Enclosed for your review are the following documents:
YTD Consolidated Financial Report
o Non Reverting Fund Balance Chart
Fund 108 ESE Financial Reports
o Monthly Summary Report
o YTD Summary Report
o 12 -Month Trailing Financial Trending Graph
o 12 -Month Trailing Cost Recovery Trending Graph
Fund 109 Monon Community Center Financial Reports
o Monthly Summary Report
o YTD Summary Report
o 12 -Month Trailing Financial Trending Graph
l o 12 -Month Trailing Cost Recovery Trending Graph
Monon Community Center Pass Report
o Membership Passes Trending Graph
Employment Report
o Employee Count by Division Trending Graph
Business Plan Implementation Status
Monthly Division Reports
o ESE
o Monon Community Center
o Business Services
o Marketing
o Park Operations
(Approved:
CARMEL /CLAY BOARD OF PARKS AND RECREATION
sirz MEETING MINUTES of the
Regular Park Board Meeting
February 8, 2011, 6:00 P.M.
Monon Community Center East
1235 Central Park Drive East
CARMEL, IN 46032
MEMBER ATTENDEES MEMBER ABSENTEES OTHERS
J Miller J Hagan M Westermeier
J Engledow R Taylor M Klitzing
W Franklin Lindsay Labas (partial)
P Knowles D Grisham
J Kirsh Todd Oliver
R Leirer Aaron Moody
D Cihak Hansen Leon Younger (PROS partial)
Hal Espey (videographer)
ROLL CALL
The Regular meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:04
p.m. on February 8, 2011 pursuant to notice. President Joe. Miller, asked Treasurer Jim Engledow, in the
absence of Secretary Rich Taylor, to call the roll. Other than Mr. Miller and Mr. Engledow, W Franklin, P
Knowles, J Kirsh, R Leirer and D Cihak Hansen were present. J Hagan and R Taylor were absent. Others in
attendance are noted above.
II. CALL TO ORDER and PLEDGE OF ALLEGIANCE
President Miller called the meeting to order after the. Pledge: of Allegiance. 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):-" a motion is carried bit not unanimously, the results of the vote will be listed i.e.
Engledow, Hagan :.6 to 2, with 1 abstaining). When the motion was carried unanimously, a "C -Un" will be added
i.e. "(Engledow, Hagan C -Un)." Action taken without objection will be noted in brackets as well.
III. PUBLIC COMMENTS: None.
IV. STAFF REPORTS
introduced Todd Oliver and Aaron Moody of the Carmel Road Racing Group who distributed and
referred to a handout to*sist their' description of the Carmel Marathon Championship Weekend focused on
fitness. They reported that=the Event will host various offerings over the course of 3 days, including the Carmel
Marathon Event Expo at the,Monon Community Center on June 9th and 10 culminating in 4 different road races
(26.2 Marathon, 13.1 Half;' Marathon, Championship Weekend 8K and Allstate 1 -mile Family Fitness Walk) on
June 11 the USATF.Men's 8K National Championship as the Premier Race attracting national elite athletes
and showcasing., the City,of Carmel, Indiana and its amenities. The integral involvement of the Carmel /Clay Park
System and in'particular, Central Park and the Monon Community Center (the "MCC planned security
measures in coordination with the Carmel police, road race routes, projected participant demographics and
weekend highlights were among the various topics covered in the presentation and subsequent discussion.
Michael reported that the financial reports, received too late to prepare for presentation at this meeting, would be
presented at the next regular Park Board meeting. He next reported that he met earlier today with Margaret Kizer
of St. Vincent Hospital and anticipates within the next month, presentation of a sponsorship proposal.
V. COMMITTEE REPORTS
A. Standing Committees
1. Personnel Committee Judith F. Hagan. No report.
2. Finance Committee James L. Engledow. No report.
3. Properties Committee Wendy Franklin. No report.
VI. ACTION ITEMS
A. Minutes James L. Engledow for Richard F. Taylor, III
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1. January 15, 2011 Park Board Orientation and Governance Workshop Meeting Minutes were approved as
presented. (Engledow, Leirer C -Un.)
2. January 25, 2011 Regular Park Baord Meeting Minutes were approved as presented. (Engledow,
Knowles C -Un.)
B. Financial Reports James L. Engledow
1. Acknowledgement of the Pentamation Financial Reports was deferred due to its late arrival.
2. Receipt of Clay Township Financial Reports was acknowledged as presented. (Engledow, Franklin C -Un.)
C. Claims James L. Engledow
1. Claim Sheet February 8, 2011 was approved as presented. (Engledow, Franklin C -Un.)
2. Clay Township Claim Sheet February 8, 2011 was approved as presented. (Engledow, Knowles C -Un.)
D. Acceptance of Monies and In -Kind Donations received Audrey Kostrzewa. M Klitzing confirmed, in
Audrey's absence, that no monies or in -kind donations had been received.
E. Ratification of Change Order No. 2 Regarding the Gaylor, Inc. Contract Term for the MCC Runninq Track
to Fitness Center Access Control Point Project Mark Westermeier
Mark reported that consistent with his authority, heapproved the time extension for the Gaylor, Inc. base Contract
to allow the Project Work to continue through completion,and is now presenting the attending Change Order for
ratification. After discussion, the Park Board ratified the Director' s approval of Contract Change Order No.2 (Two)
dated January 19, 2011 as presented to increase the Contract:Term in Gaylor, Inc.'s Contract from December 23,
2010 to January 14, 2011 and authorized the Owner's Representative, the Park Board Attorney and the Park
Board officers to take all necessary and appropriate action to effectIsuch Contract Change Order including the
preparation and execution of attending documents. (Cihak Hansen Knowles C -Un.)
F. Consideration of Resolution C- 2011 001' >regardingthe„Delegation4if Authority to the Park Board's
Purchasing Agent to Authorize and Execute Certain` Contract Amendments Mark Westermeier
Mark explained that the Resolution before thePark`iBoard allows =the Director to approve and execute contract
amendments which donot increase the Contract Price, aka Cost Neutral Amendments" and those which
decrease the Contract Price, °aka::"Deduct Amendments He explained his belief that such a limited level of
authority allows,him}:to perform a ministerial function which can have the effect of reducing expenses, maintaining
schedules, eliminating;delay and decreasing legal exposure and gave some examples. Much discussion ensued
and included the foliowing highlights (1) concern that the Board could become uninformed to which Mark
reported his intent to include ,all "such'contract.amendments in his Director's Report; (2) concern about approving
resolutions which, could prove to be problematic =ln the future with Department Management turnover; (3)
concession that the;'Departmentmanages a high volume of contracts which require administrative monitoring and
that it is not alwayspractical to `aitfor a Park Board meeting or necessary to call a special meeting for what
amounts to a ministerialfunction tokeep'projects moving at the appropriate pace; (4) agreement that if there is
any;: foreseeable cost associated with"Y,the amendment, such would be brought to the Board; (5) acknowledgement
that`it-is;difficult to imagine a scenario where a deduction would not be acceptable to the Board; (6) confirmation
from Mark.the Resolution does not preclude Mark from bringing to the Board "Cost Neutral Amendments" or
"Deduct Amendments" and finally, (7) confirmation that the Resolution does not include Director authority to
approve contract compensation /price increases for Board approved contracts. After the Park Board waived the
reading of Resolution C -`2011 -001, (Engledow, Cihak Hansen C -Un), it approved such Resolution as presented.
(Engledow, Leiref .C''Un.)
Mark next asked that the Park Board consider adding to the Agenda an Action Item to consider Change Order No.
1 to the Gibraltar Construction Corporation Contract for the Central Park Eastside Development Project, received
earlier this afternoon. The Park Board agreed to add such topic as Agenda Item G (Engledow, Knowles C -Un.)
the action for which is captured under Action Item G below.
G. Consideration of Change Order No. 1 Regarding the Gibraltar Construction Corporation Contract for the
Carmel /Clay Central Park Eastside Development Project Mark Westermeier
Mark proceeded to explain the Change Order and read each of the 5 changes contained therein. He stated that
while his preliminary review focused on the bottom line change of a $67,000 deduction from the Original Contra
Price of $2,470,000, closer examination reflected that the sum of 4 deductions totaling $97,000 was decreased
a $30,000 Additional Cost resulting in an overall deduction of $67,000. He reported that the Additional Cost was
to replace the Base Bid specification of a natural concrete color finish on the Trail Nodes, North Entry Plaza and
Bridge overlook, with colored decorative concrete and finishes as detailed and indicated on Drawings Nos. C -4.05
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and C -4.06. He next described the nodes. After offering to pass around the Change Order which had not been
distributed as is customary, he explained how the bid proposal was created to capture alternate pricing for
different aspects of the Project and recommended approval. After discussion, the Park Board approved Change
Order No. 1 to the Gibraltar Construction Corporation Contract for the Carmel /Clay Central Park Eastside
Development Project as presented, for an overall deduction of $67,000. (Engledow, Leirer C -Un.)
VII. ATTORNEY'S REPORT- Debra Grisham
A. Tort Claims. Deb reported that one tort claim was filed regarding a fall inside the MCC which was under
investigation. Deb next explained the tort claim process and the instances when claims are brought to the
Park Board for consideration.
B. General. No report:
VIII. DIRECTOR'S REPORT Mark Westermeier
In addition to his written report distributed at the beginning of the Park Board meeting, Mark reported as follows:
1. As a follow -up to a recent request to examine the long- standing practice to reserve 1 of the 3 MCC gyms for
drop -in use by the general public, he explained that upon review of what have become peak hours for men's
basketball games (11 a.m. and 1 p.m.), it is staff's recommendation to accommodate the revenue generating
basketball use and post new hours during which 1 gym will be reserved for drop -in use;
2. Based on 8+ deer that inhabit Central Park, Mark explained how he plans to work toward enhancing the deer
habitat with salt lick stations and other measures, consistent with the Indiana Wildlife Certification;
3. He has been working with the Carmel Road Racing Group and City of Carmel personnel regarding logistical
planning of the Carmel Marathon Championship Weekend and described the road closure and reopening
plans with regard to the Carmel /Clay Park System;
4. Consultants have scheduled a walkthrough of the Carmel /Clay Central Park Eastside Development Project to
occur on Wednesday afternoon (February 9 and Thursday morning (February 10
IX. DISCUSSION ITEMS
D Cihak Hansen, J Kirsh and R Leirer mentioned that the Track Lockers are not user friendly which Michael
agreed to check on, reporting that more lockers and coat sacks are on order for use by Track users;
J Miller reported that he appointed R Leirer to the Finance Committee and moved J Kirsh from the Finance
Committee to the Personnel Committee and asked that the Board Manual updates reflect such action;
J Miller requested a rescheduling of a Park Board workshop meeting originally scheduled to follow the March
22, 2011 regular meeting. Ultimately, he asked M Westermeier to poll Board members and appropriate staff
for availability on the following dates: March 1 st 8th, 15 th 19tH 26 and 29
X. INFORMATION ITEMS
1. .Plan Commission No report was given in J Hagan's absence.
2. School Board -P Knowles reported that the School Board's vote on redistricting is scheduled to occur next
Monday and it is watching the school related action occurring in the Indiana Legislature.
XI. BOARD COMMENTS None.
After a brief recess to allow time for Leon Younger to set up for his presentation, President Miller welcomed Leon Younger
of PROS Consulting LLC.
XII. SPECIAL PRES Leon Younger used Power Point to present the highlights contained in a
previously distributed Maintenance Management Plan. He described the fact finding process and resulting
analysis with prioritized Best Practice recommendations. After the presentation, Leon, Michael and Mark
addressed questions. J Miller described the history of Park Board action regarding similar plans and left the
members with the suggestion that they digest the plan and determine whether the Park Board should vet the Plan
and adopt some or all of it as part of setting global objectives. Discussion ended with an historical account of the
location considerations for a maintenance facility, including the current, though long term, goal of amending the
FEMA floodplain map to decrease the floodplain currently mapped for the North Campus of Central Park.
XIII. ADJOURNMENT The meeting adjourned at approximately 8:50 p.m. Engledow, Kirsh without objection.)
Signature: Date:
Signature: Date:
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