HomeMy WebLinkAboutCCPR-06-14-11 (Approved:
CARMEL /CLAY BOARD OF PARKS AND RECREATION
MEETING MINUTES of the
Regular Park Board Meeting
June 14, 2011, 6:00 P.M.
Monon Community Center East
1235 Central Park Drive East
CARMEL, IN 46032
MEMBER ATTENDEES MEMBER ABSENTEES t= ;.:OTHERS
D Cihak Hansen W Franklin M Westermeier
J Engledow J Kirsh M
J Hagan AKostrzewa
P Knowles D'`'Grisham
R Leirer Susan Beaurain (partial)
J Miller Kevin Mendell (partial)
R Taylor Hal Espey.;(:videographer)
I. ROLL CALL
The Regular meeting of the Carmel /Clay Board of Parks and ,Recreation was convened at approximately 6:00
p.m. on June 14, 2011 pursuant to notice. President Joe Milier'asked Secretary Rich Taylor to call the roll. Other
than Mr. Miller and Mr. Taylor, D Cihak..Hansen, J Engledow, J7 Hagan, P Knowles and R Leirer were present. W
Franklin and J Kirsh were absent. Others in attendance are noted above.
II. CALL TO ORDER and PLEDGE OF ALLEGIANCES
President Miller called the meeting to orderafter 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 motioritwould`'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 to 2, with 1, abstaining). When the motion was carried unanimously, a "C -Un" will be added
i.e. "(Engledow Hagan C- Uh)'.'' ,Action taken without objection will be noted in brackets as well
III. PUBLIC COMMENTS: rNone..
IV. STAIrF{ REPORTS
M.Klitzing first introduced Kevin Mendell of Oogles and Googles, the birthday party vendor of the Monon
Community Center (the;'`MCC Using power point, Mr. Mendell presented an overview of the increased
popularity of the birthday parties customer satisfaction and successful financial history of the birthday party
pack`agesoffered at theMCC during the past year through the facilitation of Oogles and Googles. Mr. Mendell
exp e`ssed his appreciation` for the arrangement with CCPR, ending his presentation with a positive forecast for
continuing;
success.
Using powerpoint, Michael presented highlights that included the 12 month trailing reports for (a) ESE reflecting
revenue incre ses�with` revenue continuing to exceed expenses and (b) the MCC which was starting to follow
ESE trends with year;'fo date cost recovery at 114% and 12 month trailing cost recovery at 109 He attributed
the financial success to (a) pass purchases resulting from structure and rate changes consistent with the market
and (b) as regards the waterpark, to good weather and a targeted marketing effort. He explained the innovative
measure to add lower late day rates to encourage use during non -peak hours, the value of which is being
evaluated. He next explained that while he is in the beginning stages of assessing the waterpark's operational
cost, it appears that on average, the daily staffing cost of the waterpark is approximately $4,000. Michael next
referred to the increased use of the MCC East Building by 3 ESE summer camps at a cost savings of $13,000 per
school site for custodial fees. He next addressed the benefits realized from having outsourced the nighttime
custodial services which has prompted an analysis of outsourcing daytime custodial services, an area of
continuous staffing issues. He next reported the new park signage that will be installed to educate the public with
regard to the use of prairie, bioswales or green gardens and other noteworthy green measures. Michael
mentioned the Current in Carmel article addressing the interest of a local dog park, reporting that he had stressed
the Park Board's desire to receive from Staff a feasibility study (including cost, location and sustainability) after
the current capital projects had concluded so that a well informed decision could be made as early as January of
2012.
1
V. COMMITTEE REPORTS
A. Standing Committees
1. Personnel Committee Judith F. Hagan. No report.
2. Finance Committee James L. Engledow. The Finance Committee met on May 16, 2011 and focused on
use of procurement cards which the Committee authorized staff to secure and use, differentiating such
from a credit card and noted that the June 20, 2011 meeting was canceled.
3. Properties Committee D Cihak Hansen reported that the Committee met twice and discussed signage
needs for Cherry Tree Park, the need for boundary surveys, a rope course, an urban playground and the
Founder's Park Grand Opening to be held on Saturday, August 20,`2011. Mark added that the Park
Foundation members will be introduced at the Grand Opening, August'20 happens to be the 20
anniversary of Clay Township's execution of the Park JoinderAgreement and that 10:00 a.m. was the
time discussed which will need to be confirmed.
VI. ACTION ITEMS
A. Minutes Richard F. Taylor, III
1. May 24, 2011 Regular Park Board Meeting Minutes were approved as presented. (Taylor, Cihak Hansen
C -Un.)
2.
B. Financial Reports James L. Engledow r"
1. City of Carmel Financial Report Receipt of the.Gity ofCarmel.Financial Reports was acknowledged as
presented (Engledow, Taylor C -Un.)
2. Clay Township Financial Report Receipt of Clay Township Financial Reports was acknowledged as
presented after M Klitzing explaiiriedthat while the Omni Centre entry was a Township expense which will
be tagged as such this Township Fund is for Township use and accordingly, some Township expenses
will correctly post to it (Engledow,,'.Knowles C Un.)
3. CCPR P &L Statements Michael addressedjhe;intent of the newly added Statements, explaining that
accrual posting allows them to reflectthe actual revenues and expenses received in a given month. After
some comments regarding continuation of4Venue's exceeding expenses, M Westermeier cautioned that
such is not sustainable and further explained that when some changes are made, using the outsourcing
of nighttimejanitoriaVasan example, expenses move from one line to another. After J Engledow
commended for the successful and continuing efforts to run a financially responsible operation,
receipt-of t Statements =were acknowledged_ as presented. (Engledow, Leirer C -Un.)
C. Claims James L. Engledow.: f_
1. Cla Sheet June 14 201,1 was approved•`as presented. (Engledow, Taylor C -Un,)
2. -'Clay Township;Claim Sheet June 14, 2011 was approved as presented after M Klitzing confirmed that
funds in the 0254 account are being used first. (Engledow, Hagan C -Un.)
D. Acceptance of Moniee;:ar d In- Kin onations received A Kostrzewa.
After:A Kostrzewa explairied that the monies received on May 20, 2011 from Pepsi -Cola General Bottlers of
Indiana 'Inc., dba Pepsi Americas, was in compliance with its beverage provider contract, the Park Board
acknowledged receipt of the $2,000 for MCC promotion and $500.00 for MCC scholarships deposited into the
Fund109 as well as the in -kind donations received on May 7, 2011 from Warren Career Center (food valued at
$100.00) and from :Hamilton County Autism Support Group (decorations valued at $150.00) used for the Adaptive
Prom. (Hagan, Engledow C -Un.)
E. Consideration of Amendment to Rules of Park Operations Mark Westermeier
Mark reported that all things considered, recommendations will be presented at the June 28 meeting.
F. Consideration of Amendment to Full -time and Part-time Personnel Manuals Mark Westermeier
Mark reported that all things considered, recommendations will be presented at the June 28 meeting.
G. Ratification of decision regarding improvements to Founders Park Phase II Project Mark Westermeier
Mark first explained that history may help explain the request for ratification which has changed from what is on
the coversheet. As the Park Board had accepted on October 26, 2010, the Sullivan Corporation Bid whi
included a $30,000 allowance and authorized him as the Director to approve changes within his purchasi
authority and, as the Park Board had passed on February 8, 2011, Resolution C- 2011 -001 authorizing Director
approval of cost neutral or deduct amendments for all contracts, he had over the course of the last several
months, approved the following at the recommendation of Michael Krosschell of The Schneider Corporation, the
2
Architect/Engineer on the Founders Park Phase II Project: on February 10` Change Order No. 1 for a deduct of
$4,556.00; on March 4 use of $3,382.32 from the allowance for heaters related electrical supply to both
restrooms janitor's supply closet and $390.70 for 2 light fixtures at the main park sign location, on May 3` use
of $5,298.89 from the allowance for roof decking to make up for the high facia, and on June 13", use of
$6,501.00 for demolition of pond fencing from previous phase, $6,556.00 for asphalt path at park's northwest
corner, $4,532.00 for ADA ramps along Hazel Dell and $2,387.00 for concrete bases for playground benches, all
from the original allowance, leaving a sum of $952.09. After Mark requested ratification of the prior approvals, he
and D Grisham addressed Board member questions and confirmed that Change Orders No. 2 [March 4'
approval], No. 3 [May 3�' approval] and No. 4 [June 13 approval] were prepared for President Miller's signature.
After discussion, the Park Board ratified Director Mark Westermeier's approval of the development changes to
Founders' Park as presented and authorized the Director, the Architect;- the Park Board Attorney and the Park
Board officers to take all necessary and appropriate action to effect such change, including the preparation and
execution of attending documents, the total to include the $5,29$1 9'•not listed on the cover sheet and leaving a
balance of $952.09. (Hagan, Knowles C -Un.) r;-
VII. ATTORNEY'S REPORT- Debra Grisham
A. Tort Claims. Deb reported that she was working with Travelers on the civil' complaint.
B. General. Deb presented a report on the 2011 laws that will directly or indirectl•impact the Park Board.
VIII. DIRECTOR'S REPORT Mark Westermeier
In addition to his written report provided in the Park Boa?d:m,eeting packet, Mark reported as follows:
1. The Founders Park, Phase II Grand Opening will be held on'August 20, 2011 with more details to follow;
2. President Miller is welcome to attend the Jenny DeVoe Concert sponsored by the Indiana Wildlife Federation
"IWF and receive on behalf of the:Park Board, IWF's presentation of its Certification of West Park and
yr
Founders Park as Wildlife Friendly Parks.
3. CCPR received State Environmental Permits _regarding the Central Park Eastside Development Project; and
4. Mark distributed the Eagle Scout Leadership Servic*Froject Workbook, explained the typical process for
accommodation of Eagle Scout Projects'"sand thattheinecessarytiming for the proposed installation of bat
houses at Founder's Park a nd Hazel Landing,Park required his'approval prior to notification of the Park
Board.
IX. DISCUSSION ITEMS
1. In answer to J Hagan, it was explained that thecPersonnel Handbook changes are required to be completed
by July 1 so it was -not necessary that the Personnel Committee meet to address them prior to the next Park
Board meeting.
X. INFORMATION ITEMS
1 ;Plan Commission: J Hagan reported that the Plan Commission sent the Bridges PUD to the Carmel City
Council with a favorable recommendation, the Woodland Terrace project near Meadowlark was tabled and a
public hearing was scheduled regarding a Turkey Hill minimart and fueling station to be included in the
'Legacy PUD at 146 and River Road.
2. School Board P Knowles reported that common core standards are coming next year with implementation
as required and commended the teachers' hard work.
XI. BOARD COMMENTS,--4.
1. J Miller attended; "the Carmel Marathon as an observer and was impressed with traffic management;
2. R Taylor adde 1 that he was impressed with the timely clearing of storm related debris from the Monon
Greenway prior to the Carmel Marathon after which M Westermeier commended the efforts of the CCPR
maintenance staff and the much appreciated assistance from Dave Huffman and his staff;
3. J Hagan reported pretty wild flowers in Central Park.
XII. ADJOURNMENT The meeting adjourned at approximately 8:05 p.m. (Taylor, Knowles without objection.)
Signature: Date:
Signature: Date:
3