HomeMy WebLinkAboutCCPR-04-12-11 Carmel Clay Board of Parks and Recreation
Park Board Regular Meeting
6:00 p.m.
4/1 Tuesday, April 12, 2011
The Monon 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.
Agenda
Roll Call
II. CaII to Order Pledge of Allegiance
III. Special Presentations
A. ProLiance Energy LLC regarding the purchase of natural gas for the Monon Community Center;
B. Walker Information Systems, Inc. regarding the Monon Community Center Customer Survey.
IV. Public Comments
V. Staff Reports
VI. Committee Reports
A. Standing Committees
1. Personnel Committee Judith F. Hagan
2. Finance Committee Jim Engledow
3. Properties Committee Wendy Franklin
VII. Action Items
A. Minutes Rich Taylor
1. March 8, 2011 Regular Park Board Meeting Minutes, as Reformed Deb Grisham;
2. March 22, 2011 Regular Park Board Meeting.
B. Financial Reports Jim Engledow
1. City of Carmel Financial Report;
2. Clay Township Financial Report.
C. Claims Jim Engledow
1. Claim Sheet April 12, 2011;
2. Clay Township Claim Sheet April 12, 2011.
D. Acceptance and /or acknowledgment of Monies received Audrey Kostrzewa
E. Consideration of participation in the Monon Greenway improvements between Is, Avenue and West Main
Street in Carmel, Indiana Mark Westermeier
F. Conflict of Interest Disclosure for James L. Engledow Deb Grisham
G. Consideration of Indiana Wildlife Federation Special Use Request Mark Westermeier
H. Direction regarding Dog Park Michael Klitzing and /or Mark Westermeier
VIII. Attorney's Report
A. Tort Claims;
B. General.
IX. Director's Report
X. Discussion Items
XI. Information Items
A. Plan Commission Judith F. Hagan
B. School Board Report Pamela Knowles
XII. Board Comments
XIII. Adjournment
(Approved:
CARMEL /CLAY BOARD OF PARKS AND RECREATION
MEETING MINUTES of the
Regular Park Board Meeting
April 12, 2011, 6:00 P.M.
Monon Community Center East
1235 Central Park Drive East
CARMEL, IN 46032
MEMBER ATTENDEES MEMBER ABSENTEES OTHERS
D Cihak Hansen P Knowles M Westermeier
J Engledow R Leirer M Klitzing
W Franklin A Kostrzewa
J Hagan D
J Kirsh Ben Johnson
J Miller Dana Murphy (ProLiance)
R Taylor Chris Woolard (Walker)
Les Olds (CRC)
Hal Espey (videographer)
ROLL CALL
The Regular meeting of the Carmel /Clay Board of Parks andRecreation was convened at approximately 6:05
p.m. on April 12, 2011 pursuant to notice. President Joe Millerasked Secretary Rich Taylor to call the roll. Other
than Mr. Miller and Mr. Taylor, J Engledow, W Franklin, J Hagan, J Kirsh and D Cihak Hansen were present. P
Knowles and R Leirer were absent. Others <inattendance are noted'above.
II. CALL TO ORDER and PLEDGE OF ALLEGIANCE.:
President 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 onewho 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, Hagan6 to 2, with1-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.
111. SPECIAL PRESENTATIONS
A. ProLiaice`Energy, LLC regarding the purchase of natural gas for the Monon Community Center Dana
Murphy
Prior to offering thefloor to Dana Murphy of ProLiance Energy LLC, President Miller noted that the Park Board's
contract with ProLiancefor the purchase of natural gas, commenced in August of 2008 and has been renewed
for 2 °consecutive 1 year terms He ;:explained that the 1 year extension is automatic unless either party provides
a notice of termination at ±least 60 days prior to the expiration of the current term which is July 31, 2011.
Through; ,,power point presentation (attached as Appendix A), Mrs. Murphy described the business of buying
natural gason the commodities market and then storing and transporting such to its customers, the contractual
history with'the.Park Board for the sale /purchase of natural gas for only the main meter of the Monon Community
Center and the:aggregate savings of $42,915.00 since August 1, 2008. She next focused on the current status
of pricing available'#lrough ProLiance as compared to Vectren direct, noting cost impact factors and concluded
with a recommenation to continue the current Discipline Strategy during the next one (1) year extension term
(August 1, 2011 July 31, 2012). After discussion and having noted her understanding that the Park Board would
consider this matter at a subsequent meeting, Mrs. Murphy thanked the Park Board for the presentation
opportunity.
B. Walker Information Systems, Inc. regarding the Monon Community Center (MCC) Customer Survey
Chris Woolard
Mr. Woolard presented through power point (attached as Appendix B), the findings of the MCC customer survey
conducted earlier this year. Noting the very high 26% response rate, Mr. Woolard explained the findings,
compared them to a 2009 survey conducted by his firm, and recommended that the Park Board focus on
increasing the MCC value and communication, the value of which could be measured by a 2012 survey. Mr.
Woolard explained that the survey results reflect (a) perceptions, right or wrong, (b) a small increase in those at-
risk of leaving the MCC, not inconsistent with like facilities, (c) continued high regard for the MCC facility, (d)
improved accessibility and (e) a small decline in those customers considered truly loyal. Staff noted that while a
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preliminary review reflected no real surprises, the survey results were still being reviewed and made the following
observations: (a) the survey responders included all users of the Carmel Clay Park System in the current data
base rather than only MCC pass holders as reflected in the 2009 survey, (b) current MCC pass options are the
same, and in most cases, offered at the same or lower pass rate, than those offered at competing facilities (c) the
numbers of MCC pass holders have increased by more than 1,000 over the past year (d) cost recovery directives
drive what is offered, (e) the survey did not identify responders' ages and pass holder status and (f) pass holder
retention needs to be tracked and measured.
IV. PUBLIC COMMENTS: None.
V. STAFF REPORT,S
M Klitzing first introduced Ben Johnson, the ESE Division Manager, who used power point to present an overview
of the 2011 Summer Camp Program offerings and enrollment status. He introduced changes made in direct
response to customer (parents and children) suggestions: (a) the new Chillville Camp for those in the 9 -13 age
group to be held at the Monon Community Center (MCC), with 8 of the 9 weeks already at enrollment capacity,
(b) increased 2 sites to 3 to allow 50 more participants but a:lower population each site and (c) increased
hours. After he reported that there has been a 34% increase in participation entailment from 2009 to present, Mr.
Johnson, M Klitzing and M Westermeier combined to.address questions as follows: St. Vincent Carmel
Hospital provided up to $20,000 for summer camp.scholarships and that there is a great•need for much more, (b)
there is a scholarship application deadline, (c) long term funding is'needed for scholarships to allow participation
in all park programs, not just ESE programs (d) locating the- new.camp sites at the MCC allow expansion to target
a need without increasing costs and (e) campers attend theMCC waterpark on staggered schedules so as to
allow the general public the opportunity to attend on less crowded, non camper days.
Using power point, Michael next reported thePark Board's positive financial condition and that while the City of
Carmel financial information was received;too late to: prepare reports for inclusion in the Board Packet, such were
delivered electronically to the Park Board and elected Carmel and Clay. Township Officials. He highlighted that
the 12 month trailing report reflects an overall: increase of-$128,000, and that from March 2010 through March
2011, cost recovery is at 103 up 30 percentage/points over the'last 2 years which he attributed to maturing ill
operations, a better understanding of the costs centralized purchasing and business plan implementations. He
noted that while the "summer preparation monthsof March and April typically reflect higher expenses than
revenues, March 2011 was at 91 cost recovery, a significant improvement.
VI. COMMITTEE REPORTS.
A. Standing Committees
1. Personnel.. Committee Judith F. Hagan. The Personnel Committee met on January 20, 2011, the
memor`arida of which will be included in a future board packet. The Committee will likely meet next in
April
2. Finance Committee James L. Engledow. The Finance Committee met on March 24, 2011 and focused
on the budget process with plans to review the budget line by line in May. Future committee meetings will
be held on the 3'd=:Monday of a month at 5:00 p.m. in the CCPR Administrative Offices.
3. Properties Committee Wendy Franklin. No report.
VII. ACTION ITEMS,
A. Minutes Richarici Taylor, HI
1. March 8;2011 Regular Park Board Meeting Minutes were reformed as presented (Taylor; Hagan C -Un.)
after D Grisham explained that during the processing of the March 8, 2011 First Amendment of the
Professional Services Agreement with JJR, LLC for the Central Park Eastside Development Project, it
was discovered that the $52,500 sum used in the Park Board's motion to describe the difference between
the original fee of $391,500 and the increased fee request of $454,000, should have•been $62,500, the
result of a clerical error. A review of the meeting video and paperwork reflects that while the Director's
explanation and recommendation were accurate and that while the Park Board's discussion indicated a
clear intent to increase the Architect's fee to $454,000, the prepared recommended motion used by the
Park Board contained the clerical error number of $52,500. Accordingly, she advised that the minutes be
reformed to be consistent with the Park Board's intent to increase the fee to $454,000, a proposed draft of
which was included in the Board packet.
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2. March 22, 2011 Regular Park Board Meeting Minutes were approved as. presented. (Taylor, Engledow 6-
0 with J Kirsh abstaining.)
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B. Financial Reports James L. Engledow
1. City of Carmel Financial Report Receipt of the City of Carmel Financial Reports was acknowledged as
presented (Engledow, Hagan, C -Un.)
2. Clay Township Financial Report Receipt of Clay Township Financial Reports was acknowledged as
presented. (Engledow, Hagan C -Un.)
C. Claims James L. Engledow
1. Claim Sheet April 12, 2011 was approved as presented. (Engledow, Taylor C -Un.)
2. Clay Township Claim Sheet April 12, 2011 was approved as presented after a question and answer
regarding an MCC capital expense. (Engledow, Taylor C -Un.)
D. Acceptance of Monies and In -Kind Donations received A Kostrzewa.
The Park Board accepted the March 1, 2011, (a) $3,000.00 donation (placed in the 853 Gift Fund) from the
Greenspace Endowment fund, a fund of Legacy Fund Community Foundation for Arbor Day, 2011 and (b) the
$100.00 sponsorship (placed in the 109 Fund) from Dave and Buster's for Special Event, Dime Carnival.
(Hagan, Kirsh C -Un.)
E. Consideration of participation in the Monon Greenway improvements between 15 ..Avenue and West Main
Street in Carmel, Indiana Mark Westermeier
Mark introduced Les Olds, Executive Director of the Carmel Redevelopment Commission. Mr. Olds described the
Monon Greenway Improvements between West Main Street•. and 1st Street N.W. in Carmel's Old Town depicted in
the Board packet, part of a larger $1.6 Million Dollar 2nd Avenue:streetscape project. He described the
coordination of work, the bid process, the,anticipated start timefram..e of June, 2011 and now the need to request
from the Park Board, its approval of the Monon Greenway Improvements design and a $50,000 contribution. He
explained that the work includes widening the Monon Greenway from`10:to 17 feet and installing a retention wall
between Bub's Restaurant and the Monon Trail. M Westermeier reported that the proposed improvements are
consistent with the Department s Monon Greenway rehabilitation vision, that they are expected to address the
congestion on the Trail caused by customers waiting to be seated at Bub's and that staff supports the request to
participate with funds <from the Non Reverting Park Capital Fund 103. After discussion, the Park Board agreed to
contribute $50,000, from the Non Reverting Park Fund 103 toward the Monon Greenway Improvements
along and within:the:Monon Traii_between West Main Street andlst Street N.W. in Carmel, Indiana. (Hagan,
Engledow, C -Un.)
F. Consideration of the Conflict°oflnterest :Disclosure by Jim Engledow
After D Gnsham explained that due to the agenda item regarding an event to be held by the Indiana Wildlife
Federation "IWF to be addressed later in the meeting and the wording of the pertinent portion of the conflict of
interest statute in Indiana, Jim Engledow has requested to make a Conflict of Interest Disclosure. Deb proceeded
to read the contents of Mr. Engledow's C of Interest Disclosure Statement on the approved form of the State
Board of Accounts. She read that Mr: Engledow a Park Board member, owns a 27.5% interest in Engledow
Groupwhich company has'agreed to be an Eagle Patron Sponsor of the IWF fundraising event to be held on July
9, 2011 .in:West Park at 2700 W. 116 Street in Camel, Indiana. As the IWF request for a Special Use Permit for
the fundraiser, requires Park'Board approval, Mr. Engledow discloses that he could receive a percentage of the
profits of any:work that may result from Engledow Group's sponsorship of such event. D Grisham added that his
appointing authority, Trustee Douglas Callahan, had given the necessary approval regarding the disclosure. Mr.
Miller explained the Park Board's role regarding Mr. Engledow's disclosure. Without further discussion, the Park
Board accepted Mrs Engledow's Conflict of Interest Disclosure Statement as presented and authorized the
Department staff to file the same as required by Indiana law. (Taylor, Kirsh 6 to 0 with Jim Engledow abstaining.)
G. Consideration of Indiana Wildlife Federation Special Use Request Mark Westermeier
M Westermeier reported that the Indiana Wildlife Federation "IWF has requested a Special Use Permit to hold a
fundraiser at West Park which features Jennie DeVoe in concert and during a cocktail hour and silent auction to
be held prior to the show, it has requested permission to serve beer and wine. He explained that while he, as the
Park Department Director, has the authority to approve most Special Use Requests and issue Special Use
Permits, only the Park Board has the authority to approve the service of alcohol within the Carmel /Clay Park
System, which under the Park Rules and several policies, is prohibited except in Central Park. After discussion
and clarification that the Park Board may waive its alcohol prohibition in the future for other events, the Park
Board waived the alcohol prohibitions set forth in the Park Rules and other Policies for only the specific event of
Devotion to Wildlife to be held on July 9, 2011 at West Park in Carmel, Indiana, and authorized the IWF to
arrange for the distribution of alcohol through a licensed alcohol retailer, with valid permits and liquor liability
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insurance, to provide /sell alcohol as set forth in the Special Use Request and as permitted by applicable Indiana
law and local regulations. (Taylor, Hagan C -Un.)
H. Direction regarding Dog Park Michael Klitzing
Michael referred to articles within the March 29 and April 5th editions of Current in Carmel regarding the lack of
an existing dog park within the Carmel /Clay Park System "CCPR System and then to several emails sent to the
Park Board from citizens in response to the original article, with 5 in favor of building a dog park and 2 opposed.
He reported that Senior Management and MCC staff receive frequent requests /inquiries about a dog park. After
he referred to the long history of the study of a dog park within the current CCPR System and the list of adopted
plans that address the community's interest in the amenity, he stated that Senior Management believes it
necessary to receive formal direction from the Park Board and offered options set forth in the Board packet. W
Franklin distributed the dog park information she had compiled through her work on the 2010 Properties
Committee. Much discussion ensued concluding with consensus and a: motion. J Miller clarified consensus to be
that the Park Board is interested in making a decision about whether or note dog park is feasible in the CCPR
System but is not ready to ask staff to investigate the feasibility of such until after conclusion of the current
development projects. With that clarification, the Park Board approved a motion;to defer any action on a dog park,
until completion of the currently in progress, multi million dollar projects at Founders•Park and Central Park after
which, staff is directed to develop a feasibility study for consideration by the Park Board. (Taylor,Engledow,C -Un.)
VII. ATTORNEY'S REPORT- Debra Grisham
A. Tort Claims. Deb reported that Maria Schiltz as the parent of minor Arthur Schiltz, had elected to pursue her
claim against the Park Board and that she will address such in the Executive Session scheduled to occur after
the Park Board meeting.
B. General. Deb reported that she was watching legislation that could affect the Park Board and in the interest of
time would send a short summary to the members via email.
VIII. DIRECTOR'S REPORT Mark Westermeier
In addition to his written report provided in the Park Board meeting packet, Mark reported as follows:
1. As regards the Central Park Eastside Development Project,-he distributed a picture showing a bypass road
that will need to be installed to allow the development to continue without closing the East Side entrance;
2. He is working out the details necessary to consolidate all mowing services under one contract and CCPR sta
will mow only the North Campus of Central Park;
3. The Park Department will no longer need to use the Fire Station on 116 Street near Towne Road given the
plan to contract out West Park mowing and he will be meeting with the Carmel Police regarding their interest
in the facility;
4. He be:meeting with Carmel Police regarding the MCC and its parking lot security issues;
5. As regardsthe-comprehensive trail study for the Monon Greenway, Meadowlark Park and Flowing Well Park,
he had not cornpleted his review and confirmation of the preliminary numbers.
IX. DISCUSSION ITEMS :None.
X. INFORMATION ITEMS
1. Plan'Cflinmission J =Hagan distributed an aerial depiction of and offered details about, the proposed
development of W Terrace, a continuing care facility, which because of its close proximity to
MeadowlarIC:',, ,ark,.the Park Board received notice of the April 19, 2011 public hearing to be held at the Plan
Commission: `=�Shealso mentioned the Bridges PUD regarding a 63.7 acre rezone has been proposed at the
intersection of1=16 Street and Springmill Road and that she has a copy of the new Mormon Temple and
Meeting House proposal scheduled to go before the Carmel Board of Zoning Appeals this month, should
anyone want to see it.
2. School Board No report was given in the absence of P Knowles.
XI. BOARD COMMENTS
W Franklin announced the Stutz open house at 10 and Capital in Indianapolis on Friday April 29 from 5 p.m. to
10 p.m. and on Saturday, April 30 from 2 p.m. to 7 p.m.
XII. ADJOURNMENT The meeting adjourned at approximately 8:55 p.m. (Taylor, Kirsh without objection.)
Signature: Date:
Signature: Date:
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Carmel /Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER ACTION REQUESTED
Richard F. Taylor III, Secretary Approval
ITEMISUBJECT
April 12, 2011 Park Board Executive Session Meeting Minutes
DOLLAR AMOUNT I FUND MEETING DATE
N/A April 26, 2011
SUMMARY:
A draft of the minutes for the April 12, 2011 Park Board Executive Session Meeting is provided
for comment, corrections, additions and deletions.
STAFF RECOMMENDATION:
Approval of the minutes of the Park Board Executive Session Meeting of April 12, 2011.
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MINUTES OF THE EXECUTIVE SESSION CALLED BY THE CARMEL /CLAY
BOARD OF PARKS AND RECREATION
April 12, 2011
An Executive Session was held by the Carmel /Clay Board of Parks and Recreation,
pursuant to notice, on Tuesday, April 12, 2011, in the Computer Lab at the Monon
Community Center at 1235 Central Park Drive East in Carmel, Indiana 46032. President
Joe Miller called the meeting to order at approximately 9:00 p.m. Other than Mr. Miller,
members present were Jim Engledow, Judy Hagan, Wendy Franklin, Joshua Kirsh, Rich
Taylor and Donna Chiak Hansen. Richard Leirer and Pam Knowles were absent. Also
present were Mark Westermeier and Debra Grisham.
The purpose of the meeting was held pursuant to Indiana Code Section 5-14-1.5
6.1(b)(2)(B): "For discussion of strategy with respect to the initiation of litigation or
litigation that is either pending or has been threatened specifically in writing."
No subject matter was discussed other than the subject matter specified in the public
notice regarding IC 5- 14- 1.5- 6.1(b)(2)(B).
Mr. Miller adjourned the meeting at approximately 9:25 p.m.
Signatures:
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