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HomeMy WebLinkAboutCCPR-03-22-11 Carmel /Clay Board of Parks and Recreation Regular Park Board Meeting 6:00 p.m. Tuesday, March 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. CaII to Order Pledge of Allegiance III. Public Comments IV. Staff Reports V. Action Items A. Minutes Richard F. Taylor, III 1. March 8, 2011 Regular Park Board Meeting B. Financial Report James L. Engledow 1. City of Carmel Financial Report C. Claims James L. Engledow 1. Claim Sheet March 22, 201 1; 2. Clay Township Claim Sheet March 22, 2011. VI. Discussion Items VII. Board Comments VIII. Adjournment Carmel /Clay Board of Parks and Recreation Board Meeting Agenda Item PRESENTER ACTION REQUESTED Richard F. Taylor III, Secretary Approval ITEM/SUBJECT March 8, 2011 Regular Park Board Meeting Minutes DOLLAR AMOUNT FUND MEETING DATE N/A March 22, 2011 SUMMARY: A draft of the minutes for the March 8, 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 March 8, 2011. o (Approved: CARMEL /CLAY BOARD OF PARKS AND RECREATION MEETING MINUTES of the Regular Park Board Meeting March 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 J Kirsh M Klitzing W Franklin R Leirer A Kostrzewa P Knowles D Grisham R Taylor Brooke Taflinger D Cihak Hansen Susan Beaurain Lindsay Labas 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 March 8, 2011 pursuant to notice. President Joe Miller asked Secretary Rich Taylor to call the roll. Other than Mr. Miller and Mr. Taylor, J Engledow, W Franklin, P Knowles, and D Cihak Hansen were present. J Hagan, J Kirsh and R Leirer were absent. Others in attendance are noted above. II. CALL TO ORDER and PLEDGE OF ALLEGIANCE President Miller called the meeting to order after thel?ledge of Allegiance. NOTE: Hereinafter these minutes will state the motion, followed parenthetically by the name 'oftheone who made the motion (listed first) and then the one who seconded it. For example the motion would read, If 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 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 M Klitzing first introduced Brooke Taflinger, the CCPR Inclusion Supervisor, who used power point to present an overview of the Inclusion Program offerings at the Monon Community Center (MCC) and within Extended School Enrichment (ESE). She presented a 3 year participation and financial comparison, a report on developed partnerships, marketing collaboration and future objectives to further serve the special needs community. After clarifying the reported cost recovery goals and scholarship impact, Michael wrapped up the presentation by commending Brooke for her leadership and success in serving more and more of the currently underserved community `He noted that currently, CCPR is the only park and recreation department in the State of Indiana that staffs a full -time Inclusion Coordinator position. Michael next reported that the City of Carmel financial information, received too late-to prepare reports for inclusion in the Board Packet, would be presented at the next regular Park Board meeting. However, he did state that he had sent electronic reports to the Park Board and elected Carmel and Clay Township Officials which reflected that revenues exceeded expenses for the second consecutive month in 2011. He concluded his report with an explanation that various factors (including the seasonal changes with regard to program registrations and hiring and training summer staff) have historically converged to make March and April the lowest revenue months, which have the potential to continue on that course. V. COMMITTEE REPORTS A. Standinq Committees 1. Personnel Committee Judith F. Hagan. No report. 2. Finance Committee James L. Engledow. Jim announced that he would like to schedule a Finance Committee meeting on Thursday, March 24, 2011 at 5:00 p.m. to be held at the CCPR Administrative Offices. 1 3. Properties Committee Wendy Franklin. After Wendy reported that the Properties Committee had not yet met, she asked for direction regarding committee action addressed by both President Miller and M Westermeier. The consensus was that the workshops would highlight committee action items and that Mark would monitor park conditions and notify Wendy when they were conducive to onsite inspections. VI. ACTION ITEMS A. Minutes Richard F. Taylor, III 1. February 22, 2011 Regular Park Board Meeting Minutes were approved as presented. (Taylor, Franklin C -Un.) 2. February 22, 2011 Park Board Orientation and Governance Workshop Meeting Minutes were approved as presented. (Taylor, Knowles C -Un.) B. Financial Reports James L. Engledow 1. City of Carmel Financial Report Acknowledgement of the Pentamation Financial Reports was deferred to the March 22, 2011 meeting due to its late arrival. 2. Clay Township Financial Report Receipt of Clay Township Financial Reports was acknowledged as presented. (Engledow, Taylor C -Un.) C. Claims James L. Engledow 1. Claim Sheet March 8, 2011 was approved as presented. (Engledow, Knowles C -Un.) 2. Clay Township Claim Sheet March 8, 2011 was approved as presented. (Engledow, Taylor C -Un.) D. Acceptance of Monies and In -Kind Donations received A;Kostrzewa. The Park Board accepted the February 18, 2011, $718.00 donation from the Greenways Foundation, Inc. for Pedal and Park. Audrey explained that this money has historically been deposited into the Gift Fund as such Fund has no sub -funds but is tracked for the events that it is used to support and that to date, the sum received from this effort, totals $2,798.27. She next reported that on January 7,2011, Elizabeth E. Gilbert gave $150.00 for the benefit of the Monon Community Center. (Knowles, Taylor•C -Un.) E. Consideration of First Amendment to Professional Services Agreement with JJR, LLC Regarding the Carmel /Clay Central Park'Eastside Development Project Mark Westermeier Mark gave a summary report of the contract process after which he explained that due to the decision to issue multiple bid packages for cost savings, the extensive nature of the environmental regulation requirements, on -site scope changes and related anticipated services, JJR, LLC has requested a compensation increase of $52,500.00, $4,000 morethan the Original Contract sum that the Park Board originally authorized on June 22, 2010. Mark addressed each task attributed to the increase and /or credit outlined in the First Amendment Exhibit, and reported that the.overall Project cost savings was projected at $182,000 with a net savings of $130,000. After Mark's recommendation to-approve the Amendment and discussion, the Park Board approved the First Amendment of the Professional Services Agreement with JJR, LLC regarding the Central Park Eastside Development Project to increase thecompensation by $52,500.00 and extend the Term through October 31, 2012-and authorized the Park Board President to execute the same. (Engledow, Knowles C -Un.) F. Consideration of Mass Prophylaxis Clinic Site Agreement with Hamilton County Health Department Mark Westermeier Mark explained that after the February ice storm which created a need to provide public support sites, he had been in contact with the Hamilton County officials regarding the designation of the MCC as an emergency service site. On March 1, 2011, JM Ladislas, Assistant Emergency Coordinator of the Hamilton County Health Department, presented the Memorandum of Understanding "MOU provided in the Board packet. The MOU designates the MCC as a site for the provision of emergency services to the general public in the event of a disaster or emergency involving an actual or imminent infectious disease threat. After discussion, the Park Board approved the Mass Prophylaxis Clinic Site Agreement as presented between the Carmel /Clay Board of Parks and Recreation by and through its Department and the Hamilton County Health Department with an effective date of March 1, 2011 through March 2, 2012 and authorized the Park Department Director to execute the same. (Taylor, Cihak Hansen C -Un.) G. Consideration of Collaborative Partnership with the Indiana Park and Recreation Association Michal Klitzing Michael reported that while a proposal was not yet ready for action, he welcomed the opportunity to report that CCPR Management is in discussion with the Indiana Park and Recreation Association (IPRA) regarding the benefits and logistics of a collaborative partnership involving IPRA's use of the MCC. He explained that this topic 2 arose from meeting with the new IPRA Director who is in the process of planning the enhancement of the quantity and quality of IPRA's educational programs, ideally, to be offered at a centrally located host facility. Details are still being discussed about such a partnership which would provide 1) a new source of revenue to the MCC, 2) training opportunities for CCPR employees at no or a significantly reduced cost, and 3) opportunities to positively impact the IPRA and increase exposure of CCPR and the MCC to more park professionals and advocates throughout Indiana and the region. He explained that he envisioned the details to be presented to the Park Board at a future meeting in the form of a draft MOU. H. Consideration of Sponsorship Agreement with St. Vincent Carmel Hospital Michael Klitzing Michael reported that the most recent Sponsorship Agreement with St. Vincent Carmel Hospital whereby it was designated as CCPR's "Exclusive Healthcare Partner expired on August 1, 2010. Since that time, discussion with St. Vincent of a successor Agreement has culminated in its offer of $40,000 to continue as CCPR's Exclusive Healthcare Partner under a substantially similar 1 year agreement, a summary of which he provided. Before he recommended approval, he reported that with the current $40,000 offer, the Sponsor has paid $165,000 in cash sponsorships since 2008. After discussion including the sponsor solicitation process and the benefits from an exclusive sponsorship, the Park Board approved the 1 year sponsorship agreement with St. Vincent Carmel Hospital in the amount of $40,000 and authorized the President to execute the same. (Engledow, Knowles C -Un.) VII. ATTORNEY'S REPORT- Debra Grisham A. Tort Claims. Deb reported that with Travelers denial of the tort claim about which she had last reported, there were no current outstanding tort claims. B. General. Deb reported that she focuses on day to day project and management matters. VIII. DIRECTOR'S REPORT Mark Westermeier In addition to his written report provided in the Park Board meeting packet, Mark reported as follows: 1. The Founders Park, Phase ll Project includes a playground specifically geared to serve the autistic community; 2. West Park will be the host site of a major fundraiser featuring a Jenny DeVoe meet greet and concert; 3. CCPR staff is working with the Carmel Rotarians on an adult Easter Egg hunt at Central Park; 4. He outlined the benefits of testing a Verizon online work order system to with CCPR Maintenance; 5. As regards the Central Park Eastside Development Project, he approved a $1300 cost decrease Change Order to the Myers Construction Management Contract and engaged The Schneider Corporation to provide additional survey staking services; 6. Negotiations of the Hagan -Burke Trail Management Agreement have concluded and based on the Park Board's authorization on September 28, 2010 Joe Miller will sign it for delivery to the City for its approval. IX. DISCUSSION ITEMS D Cihak Hansen asked about the contract summary which M Westermeier reported was in process. 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 is considering pulling away from the Hamilton /Boone /Madison Coop for special services, currently utilizing rented space at the "College Wood Elementary" facility. XI. BOARD COMMENTS 1. W Franklin stated that during her tenure, CCPR focus on support of area artist workshops and cautioned Management to maintain a balance between the business oriented work order system and employee morale; 2. J Engledow commended the community service of Nick Kestner, recently recognized for such by the Carmel Rotary; 3. J Miller reported that more workshop work is required about which he will be in contact regarding next steps; 4. D Cihak Hansen reported her appreciation for the Current in Carmel article regarding wildlife. XII. ADJOURNMENT The meeting adjourned at approximately 7:50 p.m. (Knowles, Franklin without objection.) Signature: Date: Signature: Date: 3 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 March 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 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