HomeMy WebLinkAboutCCPR-05-10-11 Carmel /Clay Board of Parks and Recreation
Regular Park Board Meeting
6:00 p.m.
Tuesday, May 10, 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. Call 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. M inutes Richard F. Taylor III
1. April 26, 2011 Regular Park Board Meeting
B. Financial Reports James L. Engledow
1. City of Carmel Financial Report;
2. Clay Township Financial Report;
3. CCPR P &L Statements.
4111 C. Claims James L. Engledow
1. Claim Sheet May 10, 2011;
2. Clay Township Claim Sheet May 10, 2011.
D. Acceptance of Monies and In -Kind Donations Received Audrey Kostrzewa
E. Consideration of 2012 Parks Operating Budgets:
1. Resolution B -201 1 -002 General Fund (101) Budget;
2. Resolution B -2011 -003 Extended School Enrichment Fund (108) Budget;
3. Resolution B -201 1 -004 Monon Community Center Fund (109) Budget.
F. Consideration of terms of ProLiance Energy, LLC Natural Gas Sales and Services Agreement Mark Westermeier
or Debra Grisham
G. Consideration of Third Amendment to Services Agreement with Mr. B's Lawn Maintenance, Inc. and termination
of Services Agreement with Mr. B's Lawn Care, Inc. Mark Westermeier
H. Consideration of process and authorization to engage bus transportation services Michael Klitzing
I. Conflict of Interest Disclosure Debra Grisham
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
ITEM/SUBJECT
Staff Reports
DOLLAR AMOUNT /FUND MEETING DATE
N/A May 10, 2011
SUMMARY:
Area/Program Spotlight: Kurtis Baumgartner, Recreation Manager, will provide an overview of recent efforts to
further enhance customer service at the Monon Community Center.
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
(Approved:
tot
CARMEL /CLAY BOARD OF PARKS AND RECREATION
MEETING MINUTES of the
Regular Park Board Meeting
May 10, 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 AKostrzewa
J Hagan Kurtis Baumgartner (partial)
J Kirsh SusanBeaurain (partial)
J Miller LindsayLabas (partial)
R Taylor Terry Myers=(partial)
Ben Johnson'.(partial)
D Grisham
Hal Espey (videographer)
ROLL CALL
The Regular meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:00
p.m. on May 10, 2011 pursuant to notice.,,, President Joe Miller asked ?Secretary Rich Taylor to call the roll. Other
than Mr. Miller and Mr. Taylor, D Cihak Hansen, JfE igledow, W Franklin; 1 Hagan and J Kirsh: P Knowles and R
Leirer were absent. Others in attendance are noted'above„
0 II. CALL TO ORDER and PLEDGE OF ALLEGIANCE
President Miller calledthe meeting to order after tYie Pledge of 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'uit,For example the motion would read, It was moved to approve the minutes...etc.
(Engledow, Hagan);'`'When a motion is carried but not:onanimously, the results of the vote will be listed i.e.
"(Engledow, Hagan 6 to',2 .with 'l abstaining). When''.tt a 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 .k
IV. STAFF REPORTS
M:Ktitzing introduced Kurtis;Baumg the MCC Recreation Manager, who used power point to present a
report onxustomer relations_. He described the staff-changes made to more efficiently and effectively assist MCC
guests #hernarketing plan components that impact guests, the monthly staff training and the means of measuring
success.'ernoted an increase of 880 users since January of 2011, 369 cancellations and the substantial
increase frobiZttiis point ir0010, in the number of approved scholarships.
Using power point Michael reported the Park Board's positive financial condition and clarified that while the
Township had trap (erred in 2010, $500,000, for MCC Operations cash flow purposes, the $652,000+ balance in
the MCC 109 Fun d reflects that currently, the MCC is above 100 %Cost Recovery. He reported that ESE
continues on a positive growth pattern, presented the positive 12 month trailing information as well as historical
data from 2009 reflecting significant Cost Recovery rate increases and concluding with dramatic cost recovery
increases in 2011 for the traditionally lowest months of March (91 and April (120 Michael next explained
that when City of Carmel Clerk- Treasurer Diana Cordray agreed to outsource the Park Department payroll, she
had requested that the Park Board arrange to fund its contributions to the Public Employees Retirement Fund
"PERF Referencing a distributed letter dated May, 9, 2011 from PERF's Employer Services Department,
Michael reported that the Park Board has been accepted as a participant and that its annual participation cost
would decrease should it complete by May 31, 2011, the necessary process described in the letter.
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V. COMMITTEE REPORTS
A. Standing Committees
1. Personnel Committee Judith F. Hagan. Judy referenced the distributed copy of the April 20, 2011
Committee Memoranda and mentioned receipt of an updated Department organization chart which will be
distributed to the entire Park Board.
2. Finance Committee James L. Engledow. Jim reported that the Committee met on March 24, 2011 to
review the Department budget. He explained that while the State dictated budget process for the City
and Township was changed to occur later in the year, the Park Interlocal Cooperation Agreement
deadline to deliver its budget to the City and Township by June 1 remains the same. Accordingly, Staff
has not received budget guidelines from the City, requiring it to. snake some assumptions, acknowledging
that changes may need to be made once such guidelines are:received. He next commended the efforts of
the Staff and reported that the Committee had no suggested changes to the proposed budgets.
3. Properties Committee Wendy Franklin. Wendy asked the Committee members to see her after the
meeting to find a meeting time conducive to everyone's'schedule for =later in May.
VI. ACTION ITEMS
A. Minutes Richard F. Taylor, III
1. April 26, 2011 Regular Park Board Meeting-Minutes were.approved as presented. (Taylor, Franklin C -Un.)
B. Financial Reports James L. Engledow
1. City of Carmel Financial Report Receipt of the Pentamation Financial Reports was acknowledged as
presented. (Engledow, Hagan C -Un.)
2. Clay Township Financial Report :Receipt of Clay TownshipFinancial Reports was acknowledged as
presented. (Engledow, Hagan
3. CCPR P &L Statements Michael explained that while the City anchTownship generated Financial Reports
are and remain, the official financial reports;'tle =Department's QuickBooks software is able to generate
"supplemental" statements to help Park.Managel ent identify,and track the financial performance of the
Department's retail oriented operations He rioted that sutstatements reflect accrual•basis accounting
while the official Pentarnation Financial Reports are recorded on a cash accounting basis. Michael
explained that Magers Bookkeeping Services ensures that QuickBooks records are reconciled with
Pentamatio if)nancial Reports. After the members expressed their appreciation for the supplemental
statements, receipt was acknowledged. (Engledow, Kirsh C -Un.)
C. Claims James L. Engledow: 4'
1. Claim Sheet May 10 2011 was approved as presented. (Engledow, Taylor C -Un.)
2. Clay Towhship Claim Sheet May 10, 2011 was approved as presented after it was confirmed that the
Founders ParkVPhase II Project Contractor had been paid partially from the Impact Fee Fund and partially
from the Township?Park COIT` =1215 Fund. (Engledow, Taylor C -Un.)
D. Accetance of Monies and to -Kind Donations received A Kostrzewa.
The Park Board acceptedF the April 12, 2011, $40,000 sponsorship funds received from the St. Vincent [Carmel]
Hospital prsuant to its Sponsorship Agreement with the Park Board. Audrey explained that $20,000 of this
money was placed into Hind 1082 -99 for Extended School Enrichment Summer Camp scholarship recipients and
$20,000 was placed into Fund 1091 for the benefit of the Monon Community Center. (Taylor, Hagan C -Un.)
E. Consideration of Parks Operating Budgets
Using power point, Michael presented the proposed 2012 budgets for the General Fund (101), ESE Fund (108),
and Monon Community Center Fund (109), noting that the Finance Committee agreed on March 18, 2011 to
recommend approval. Referencing the historical early budget deadlines for the City and Township and the recent
changes in the law that have caused them to push back their deadlines to publish and adopt their budgets, he
acknowledged that the allowances made to anticipate these factors in the proposed park budgets may require
adjustment when insurance rates are formulated and other information typically incorporated into the budgets is
received. With regard to all 3 budgets, he reported that personnel costs reflect the majority of the budgeted
expenses.
1. Resolution B- 2011 -002 General Fund (101) Budget was not increased based on anticipated direction
from the City. Classification highlights included the following:
Personal Services included a 3% increase from 2011 budget, an adjusted maintenance staffing model to
achieve maintenance standards based on the recently presented Maintenance Management Plan, elimination
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of 2 full -time positions, increased total maintenance labor hours by 2,260 (or 1.4 FTEs) at a net savings of
$41,120 and improved flexibility in staffing based on seasonality of maintenance work;
Supplies reflect a 1% reduction based on historical expenses;
Other Services reflect a 5% reduction based on anticipated needs and costs; and
Capital Outlay reflect a 41% reduction to accommodate Personal Services increases.
After the Board waived the reading of Resolution B- 2011 -002 and entered it into action (Engledow, Franklin C-
Un), there was much discussion that preceded the ultimate approval of such Resolution as presented (Engledow,
Taylor C -Un.)
2. Resolution B- 2011 -003 Extended School Enrichment Fund (108)Budget was created with the
expectation of over 100% cost recovery consistent with historical perforrriance.' After Mark reported on the
revenue noting a 2% increase from the 2011 budget due to the impactof before /after school (BAS) rate increases
for 2011/12 school year otherwise limited by an increased demandfor'scholarships in school and camp
programs, he reported the following Classification highlights:
Personal Services reflect a 10% savings from 2011 budget based on 2010actual expenses with no increase
in full -time staffing levels (25 employees);
Supplies reflect a 4% increase from 2011 budget, a,3% increase from 2010`actual expenses;
Other Services reflect a 20% increase from 2011:.budget, an 8% increase from 20:10 actual expenses; and
Capital Outlay reflect a $5,000 budget item for.laptop computer replacements at schools.`
After the Board waived the reading of Resolution B- 2011' -003 and entered it into action (Engledow, Cihak Hansen
C -Un), there was much discussion that preceded the ultimate approval'of such Resolution as presented (Taylor,
Franklin C -Un.)
3. Resolution B- 2011 -004 Monon Community Center Fund=(109 Budget was created to reflect the worst
case scenario consistent with Council and Township directives and has., the benefit of improved historical data
reflecting a 9% increase from the 2011 buget°=rep:esenting a 4% increase from 2010 actual expenses achieved
mostly due to marketing efforts, increased 'corporate passes. sponsorships resulting from rollout of improved
corporate program and increased facility rentals He next presented following Classification highlights:
Personal Services reflect 13% savings from �ba
20 budgetsed on 2010 actual expenses and a reduction of
3 FT custodial staff due.to outsourcing not reflected in 2011 budget;
Supplies reflects'a 6% increase from 2011 budget, a 3% increase from 2010 actual expenses;
Other Services reflect a 3 %0 increase from 201.1 budget largely attributable to contracted custodial service and
payroll not reflected in X2011 budget and includes marketing budgeted at 5% of operating expenses per the
Marketing Plan recommendations
After the Board waived the reading of:Resoiution B= 2011 -004 and entered it into action (Engledow, Taylor C -Un),
there wasrnuchEdiscussion tt at:preceded'the approval of such Resolution as presented (Engledow,
Franklin C- Un.)=V
F. Consideration of terrins;of ProLianceEnergv, LLC Natural Gas Sales and Services Agreement Mark
Westermeier
Mark referenced the power point presentation given by Dana Murphy of ProLiance Energy, LLC at an earlier
meeting -n;_ light of the upcotrming 1 year renewal term allowed by the current Natural Gas Sales and Services
Agreementkiy.:.which the Park Board purchases natural gas and attendant services for the main gas line serving
the Monon Comrunity Center. After he noted that the Board has saved a total of $42,915.00 from the
commencementof;the=initial August 1, 2008, Contract Term, he recommended continuing with the current
i' i ce.. *.d r ,Yi
Discipline Strategy,under the Guardian Program using the 6 month hedging window and the $3.00 floor and $7.00
cap for the 1 year renewal term that would start August 1, 2011. After some discussion, the Park Board agreed to
continue the Natural Gas Sales and Services Agreement with ProLiance Energy, LLC for 1 year under the
Guardian Program pricing strategy as presented and authorized the Park Board attorney, the Park Department
Management Staff, and the Park Board President to effect such continuation through the preparation, negotiation;
and execution of documents to effect such continuation. (Engledow, Franklin C -Un.)
G. Consideration of Third Amendment to Services Agreement with Mr. B's Lawn Maintenance, Inc., and
termination of Services Agreement with Mr. B's Lawn Care, Inc. Mark Westermeier
Mark gave an historical account of the Department's experience with Mr. B's lawn companies, a father /son team.
He reported that in late 2007, the Park Board authorized the directly negotiated, 3 year services agreement with
(a) Mr. B's Lawn Maintenance Inc. for lawn mowing and trimming services not to exceed a cost of $140,000.00
annually and (b) with Mr. B's Lawn Care for bush hog services not to exceed $20,000 annually. Each agreement
allows up to three, 1 year extension terms and each has been amended over the years to reflect the needs of the
Park Department. Consistent with the recommendation of the Maintenance Management Plan, Mark
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recommended increasing the outsourcing of lawn mowing and trimming services and terminating bush hog
services, the need for which has decreased significantly leaving what bush hog work remains, to be handled by
Department staff. After discussion, the Park Board directed the Park Department Director take all action
necessary and proper to terminate the agreement with Mr. B's Lawn Care, Inc. (Franklin, Cihak Hansen C -Un),
and approved the Third Amendment to the agreement with Mr. B's Lawn Maintenance, Inc. as presented to
increase the scope of services and the annual fee not to exceed $160,000.00. (Cihak Hansen, Taylor C -Un.)
H. Consideration of process and authorization to engage bus transportation services Michael Klitzing
Michael explained that the Department is preparing for its Extended School Enrichment Summer Day Camp
Program by engaging a bus transportation services provider to transport children (ages 4 to15) and supervisory
adults to and from various day camp locations and to and from specified' field trip locations. Referencing the
applicable State Law and the Park Board rules, he explained that theRPark Board may consider its purchasing
process choices which include choosing from among the followingTprocesses: direct negotiation, quote, RFP and
bid. He next recommended selection of direct negotiation with,Safe Passage for basic bus transportation services
and if Safe Passage cannot provide buses with handicap accessibility, then' -r:;_ecommends direct negotiation with
another service supplier chosen by the Purchasing Agent -After the: Park Boardnselected the process of direct
negotiation with a provider for basic and handicap accessible bus transportation (Taylor, Franklin C -Un),
the Park Board authorized the Park Board Attorney, the Park Department Director`and<the Park Board President
to negotiate the terms of a bus transportation services _agreement with Safe Passage and if- Safe Passage cannot
provide all necessary bus transportation services, then'to.select arid'negotiate an agreement with another service
provider selected by the Director, the total cost not to exceed,$116;000:00 and authorizethe Park Board
President, Vice President, or Treasurer to execute such agreement(s). (Franklin, Kirsh C -un.)
I. Conflict of Interest Disclosure ='D.ebra Grisham
Deb reported that Olivia Westermeier, MarkUVestermeier's 19 year old daughter and dependant, recently applied
for part time employment with the Park Department .(CCPR), and as the='CCPR Director, Mark now requests the
Park Board's acceptance of his annual •'Conflict of Interest Disclosure Statement to disclose her part time
employment as a Recreation Attendant at the Monon Com unify Center to start at the end of May 2011, in which
position she will earn $8 10 per hour. The Park .Board unanIfnously accepted the disclosure and authorized it
filing in accordance with Indiana law. (Taylor, Cihak Hansen C Un.)
VII. ATTORNEY'S REPORT- Debrai:Grisham
A. Tort Claims `Debreported that there are no current outstanding tort claims.
B. General. Deb reported that she is working withyhe appropriate personnel and Attorney John Roy regarding
the civil complaint filed earlier tiisAar She mentioned her plan to attend a webinar regarding the recent
legis`atwe;action that could.affect Park-'Board and Department operations, noting that of the 5 bills on which
she earlier'reported, 4 passed: SB 0292 regarding preemption of local firearm regulation; SB 0060 regarding
a bid opening delay process HB1216 regarding common construction wage statute application and SB 0418
.,regarding the duratakand application of common construction wage determinations.
VIII. DIRECTOR'S REPORT 4: Westermeier
In addittp`n =to his written report distributed at the beginning of the Park Board meeting, Mark reported as follows:
1. IV(d) hile he had notseen the CRC redesign of the Monon Greenway area near 1" Street and Bub's, he did
not share`Hagan'soncerns about crowding and stair placement given the width of the trail at that location;
2. West Park accumulation issues may be appropriate for consideration by the Properties Committee,
which water tom West Park drainage.
3. Hagerman ha ~:satisfactorily completed its installation of mile markers along the Monon Greenway while the
other contractor, responsible for installing the Monon inlays, had mislocated and damaged some of them,
noting that he was working with the contractor toward an appropriate resolution.
4. He authorized John Duffy of Carmel Utilities to install an exploratory test well on the White River Greenway
along River Road north of 131" Street. He explained the test method, noting that he will report the test results.
IX. DISCUSSION ITEMS All comments introduced at this time were incorporated above under. Director's Report.
X. INFORMATION ITEMS
1. Plan Commission Judy stated that several small items had been filed but nothing notable.
2. School Board No report in the absence of P Knowles.
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XI. BOARD COMMENTS
1. J Hagan appreciated the construction update signage and website.
XII. ADJOURNMENT The meeting adjourned at approximately 8:10 p.m. (Kirsh, Taylor without objection.)
Signature: Date:
Signature: Date:
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