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HomeMy WebLinkAboutCCPR-03-08-11 Carmel /Clay Board of Parks and Recreation Regular Park Board Meeting 6:00 p.m. Tuesday, March 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 poky 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. Call to Order 8 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 HI 1. February 22, 2011 Regular Park Board Meeting; 2. February 22, 2011 Park Board Workshop 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 March 8, 2011; 2. Clay Township Claim Sheet March 8, 2011. D. Acceptance of Monies and In -Kind Donations Received Audrey Kostrzewa E. Consideration of First Amendment to Professional Services Agreement with JJR, LLC regarding the Carmel /Clay Central Park Eastside Development Project Mark Westermeier F. Consideration of Mass Prophylaxis Clinic Site Agreement with Hamilton County Health Department Mark Westermeier G. Consideration of Collaborative Partnership with Indiana Park and Recreation Association Michael Klitzing H. Consideration of Sponsorship Agreement with St. Vincent Carmel Hospital Michael Klitzing 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. Adjournment Carmel /Clay Board of Parks and Recreation Board Meeting Agenda Item PRESENTER ACTION REQUESTED Michael Klitzing, Assistant Director No Action Required TEMSUBJECT Staff Reports DOLLAR AMOUNTIFUND MEETING DATE N/A March 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 March 22, 2011 meeting. Financial reports will also be distributed via email as soon as they are available. 0 o Carmel /Clay Board of Parks and Recreation Board Meeting Agenda Item PRESENTER ACTION REQUESTED Richard F. Taylor III, Secretary Approval ITEM/SUBJECT February 22, 2011 Regular Park Board Meeting Minutes DOLLAR AMOUNT FUND MEETING DATE N/A March 8, 2011 SUMMARY: A draft of the minutes for the February 22, 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 February 22, 2011. (Approved: CARMEUCLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting February 22, 2011, 6:00 P.M. Monon Community Center East 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Engledow J Hagan M Westermeier J Miller J Kirsh M Klitzing D Cihak Hansen R Leirer A Kostrzewa P Knowles D Grisham R Taylor Hal Espey (Videographer) W Franklin I. ROLL CALL The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:05 p.m. on February 22, 2011 pursuant to notice. President J Miller asked R Taylor to call the roll. Members present other than J Miller and R Taylor were J Engledow,,D Cihak,Hansen, P Knowles and W Franklin. J Hagan, J Kirsh and R Leirer were absent. Others in attendance are rioted above. II. CALL TO ORDER And PLEDGE OF ALLEGIANCE Having confirmed the presence of a quorum, President Miller called the meeting to order, followed by the Pledge of Allegiance. NOTE: Hereinafter these rninutes.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)." III. PUBLIC COMMENTS None IV. STAFF REPORTS Michael presented financial highlights via power point which information was not available in time to be presented at the last meeting. Starting with'theNon- Reverting Park Funds report of $10,661,026.00 in reserves, Michael explained that of such total, $7,706,409.79 is held by Clay Township and that all but $2,187.00 of that total is currently dedicated to park projects and /or programs. He referenced the specific projects and programs. as set forth ina.handout entitled "Clay Township Funds Assessment Report" (attached as Appendix A which also addressed projected 2011 revenues and an appropriations summary. He next reported that (a) January ESE up by more than $100,000.00 with expenses (attributed mostly to personnel costs) up by approximately $10,000.00 reflect 100% cost recovery; (b) as regards the MCC, both January 2011 and a 12 month trailing financial, reflect 100% cost recovery. He attributed significant cost recovery increases to favorable weather and efficiencies such as centralized purchasing and the change from Area Specific to All Encompassing Passes, effective long enough to chart a positive trend; (c) as CCPR apparel was ready for replacement, the time is ripe to follow the professional lead of some national brands with a single color shirt and pant combination for all CCPR staff: navy shirts of various styles bearing the CCPR logo, tan khaki pants, closed toe shoes and a name tag. Mark next presented the contract status of both the Pepsi Exclusive Beverage Provider Contract and the Ritz Charles Exclusive Catering Contract, reporting that both at different times this spring, would automatically for 1 year unless the Board elected to terminate with a 60 day notice. He recommended that the Board allow the extensions as Staff is pleased with the performance of both providers. He also reported that a comprehensive contract summary would soon be ready for distribution. After discussion, including recent concerns lodged in California about the use of caramel coloring in soda and what action if any was preferred to allow the automatic Term extensions of the Contracts, President Miller suggested that if any member wanted to offer a motion to add consideration of the contracts to the Action Items, they were free to do so and that otherwise, the contracts would extend by their own terrns. 1 V. ACTION ITEMS A. Minutes Richard F. Taylor, III February 8, 2011 Regular Park Board Meeting Minutes were approved as presented. (Taylor, Engledow C- Un.) B. Financial Reports James L. Engledow 1. City of Carmel Financial Report was acknowledged as presented. (Engledow, Taylor C -Un.) C. Claims James L. Engledow 1. Claim Sheet February 22, 2011 was approved as presented after M Klitzing explained that (a) in 2011, credit card processing fees will be posted in expenses rather than being integrated into revenues and (b) the Department elected to save money and time by prepaying registration fees for 9 members of 25 ESE staff to attend a national conference, noting that approximately half of the staff attends every year. To address a processing fee quote question raised by R Taylor, A Kostrzewa offered to obtain the information for a future report. (Engledow, Cihak Hansen C -Un.) 2. Clay Township Claim Sheet February 22, 2011 was approved as presented. (Engledow, Franklin C- Un.) VI. DISCUSSION ITEMS None VII. BOARD COMMENTS W Franklin was pleased to read in the Family Pizza and Bingo report, the significant increase in participation. VIII. ADJOURNMENT The Meeting adjourned at approximately 6 :40 p.m. (Taylor, Knowles, without objection.) Signature: Date: Signature: Date: 2 Carmel /Clay Board of Parks and Recreation Board Meeting Agenda Item PRESENTER ACTION REQUESTED Richard F. Taylor III, Secretary Approval ITEMISUBJECT February 22, 2011 Park Board Workshop Meeting Minutes DOLLAR AMOUNT /FUND MEETING DATE N/A March 8, 2011 SUMMARY: A draft of the minutes for the February 22, 2011 Park Board Workshop Meeting is provided for comment, corrections, additions and deletions. STAFF RECOMMENDATION: Approval of the minutes of the Park Board Workshop Meeting of February 22, 2011. CARMEL /CLAY BOARD OF PARKS AND RECREATION PARK BOARD WORKSHOP MEETING MINUTES Tuesday, February 22, 2011 at 7:OOp.m.. Carmel Clay Parks Recreation Monon Center West 1235 Central Park Drive East CARMEL, IN 46032 MEMBERS IN ATTENDANCE J Miller, R. Taylor, J. Engledow, W. Franklin, P. Knowles, D. Cihak Hansen MEMBERS ABSENT J. Kirsh, R. Leirer, J. Hagan OTHERS M. Westermeier, M. Klitzing CALL TO ORDER The Workshop Meeting for the Carmel /Clay Board of Parks and Recreation was convened at approximately 7:OOp.m. on February 22, 2011 pursuant to notice. Joseph Miller, President, presided. II. DISCUSSION ITEMS A. Introduction President J. Miller discussed the purposes of the Workshop which included development of the 2011 Park Board Vision and associated goals for 2011. He also thanked board member, Wendy Franklin, for the meal she had generously prepared for all members present at the workshop meeting. B. Carmel Clay Park System Overview Mark Westermeier, Director, presented a review of the Carmel Clay Park System. In his review of each park he provided an overview of that particular park's features as well as improvements that have been proposed including those under construction and those only proposed. He led a discussion about available funding for said improvements and identified the need for the Park Board to give direction as to what improvements it might want to pursue in the future in light of available and future anticipated funding. Questions by board members were asked and answered. Mark provided a handout for all board members present which is included as Attachment A to these minutes. C. 2011 Park Board Vision No specific statements or goals were proposed in regard to the 2011 Park Board Vision. As the discussion had taken approximately two hours just to review the Park System and potential improvements the board members present felt that development of the specific language and goals for the 2011 Park Board Vision should be discussed at a date in the future to be determined. D. Adjournment President J. Miller adjourned the meeting at approximately 9:OOp.m. No motions were made nor any actions taken during this meeting. Signature: Date: Signature: Date: