HomeMy WebLinkAboutCCPR-06-28-11 Carmel /Clay Board of Parks and Recreation
Park Board Meeting
6:00 p.m.
1111 Tuesday, June 28, 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. Action Items
A. Minutes Richard F. Taylor III
1. June 14, 2011 Park Board Meeting
B. Claims James L. Engledow
1. Claim Sheet June 28, 2011; and
2. Clay Township Claim Sheet June 28, 2011.
C. Ratification of Adjustments to Proposed 2012 General Fund Budget Michael Klitzing
D. Consideration of Quotes for purchase and installation of fiber optic cable in Central Park Mark
Westermeier or Michael Klitzing
E. Consideration of Amendment of Rules of Park Operations Debra Grisham
F. Consideration of Amendment to Personnel Handbooks to comply with SEA 292 Mark Westermeier
V. Discussion Items
A. Park' Board Vision and Goals Joseph Miller
VI. Board Comments
VII. Adjournment
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(Approved:
CARMEL /CLAY BOARD OF PARKS AND RECREATION
BOARD MEETING MINUTES
Regular Meeting
June 28, 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 J Engledow M Westermeier
J Miller W Franklin M Klitzing
J Hagan R Taylor A Kostrzewa
J Kirsh D Grisham
P Knowles videographer
R Leirer
I. ROLL CALL
The regular board meeting of the Carmel /Clay Boardof Parks and Recreation was convened at approximately
6:00 p.m. on June 28 2011 pursuant to notice. President J Miller asked Vic President J Hagan, to call the roll
in the absence of Secretary R Taylor. Members present other than J Miller and J Hagan, were D Cihak
Hansen, J Kirsh, P Knowles and R Leirer. J Engledow, W'Franklin and R Taylor were absent. Others in
attendance are noted above.
II. CALL TO ORDER And PLEDGE OF ALLEGIANCE
President Miller called the meeting to order with a quorum,which commenced after 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 whoseconded 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, Hagani,: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. ACTION I TEMS
A. Minutes ,Judith F. Hagan Richard Taylor 111.
The May 10 '2011 Regular Park'ABoard Meeting Minutes as. presented. (Hagan, Cihak Hansen C -Un.)
B. Claims Judith,, James L. Engledow
1. Claim Sheet °June 28, 2011;- "w.as approved as presented. (Hagan, Knowles C -Un.)
2. Clay TownshipClaim Sheet June 28, 2011 was approved as presented. (Engledow, Leirer C -Un.)
C. Ratification of Adiustmeit_to'Proposed 2012 General Fund Budget Michael Klitzing
Michael reported that on Monday, June 20' the.City of Carmel provided guidelines and a directive
consistent with CCPR expectations that 2012 budgets not exceed the 2011 budgets. He noted that as a
result and in order to properly account for insurance premiums, it was necessary to make 3 minor
modifications to the 2012 General Fund Budget which, pursuant to the Interlocal Agreement, was
considered and approved by the. Park Board for presentation to the City and Township by June 1 He
summarized the net -zero impact changes set forth below had been made and sent to the City:
4122000 Employer's Share of Health Insurance: 8% premium increase, instead of projected 5%
increase, resulting in $2,100 increase to budget line;
4127000 Retiree Health Insurance: Employer contribution suspended again in 2012, resulting in
$1,000 savings to budget line.
4347000 Worker's Compensation Insurance: No premium increase, resulting in $1,100 savings
After noting that all other budget lines as originally approved by the Park Board are within the Mayor's
budget guidelines, necessitating no additional changes, the Park Board ratified the foregoing adjustments'
to.the 2012 Proposed General Fund Budget as presented. (Knowles, Cihak Hansen C -Un.) Michael next._
reported that as the City guidelines /directive had little impact on the other park budgets, it would not be
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necessary for the Park Board to revisit them. After J Hagan suggested that all budgets be brought to the
Park Board, J Miller asked that Michael consult the Finance Committee regarding such.
D. Consideration of Quotes for purchase and installation of fiber optic cable in Central Park- Mark
Westermeier
Mark explained that pursuant to IT consultant recommendations and authorization previously given by the
Park Board, the Park Department issued an RFQ on June 17, 2011 for the purchase and installation of
fiber optic cable to provide a direct connection via fiber between the Monon Community Center East
Building and the Carmel Clay Parks Recreation Administrative offices, allowing the Administrative and
Maintenance offices (already connected to each other) to operate on the same network with the Monon
Community Center. He reported receipt of the following 4 quotes and recommended acceptance of the
quote from JDH Contracting for $28,294.96:
•JDH Contracting $28,294.96
•SUN Communications $39,950.50
•Clawson Communications $44,696.00
•CSU $30,802.00
After discussion, which included Mark's report that projected a less than 2 year return on investment through
projected savings together with a significant increase in bandwidth which will improve service, the Park
Board accepted the lowest responsible and responsive quote for the CCPR,:Fiber Optic Cable Project from
JDH Contracting in the amount of $28,294.96 to be,paid from either Clay Township 1215 of Clay Township
Fund 0254, such motion amended to add flexibility.to -,use the Clay Township' 0254. Fund (Hagan, Leirer C-
Un) and authorized the Director of the Park Department to take all- action necessary to complete the
contracting process including the initiation of a letter of intent authorizing the spending of administrative
funds to be incurred during the finalization of the contract and, approval for the President or Vice President to
sign the contract upon completion of the attorneys review. (DCihak Hansen, Knowles C -Un). The Park
Board next delegated to the Park Department` =Director the authority to determine in his sole and reasonable
discretion whether it is in the best interest' the Park`.Board and Park Department to add, delete or change
an item or items in the original contract and to,approve such change, up to an amount not to exceed twenty
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percent (20 of the amount of-the original contract, with a report to the Park Board and request for
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ratification at the next :Park Board meeting. (Kirsh Knowles C Un!):
E. Consideration of Amendment ofiRules of Pak'Operations Debra Grisham
Deb reported that consistent withSEA.292 regarding=the Prohibition of local Regulation of Firearms except
with respect to use.and discharge which takes effect on July 1, 2011, she recommended revision of Rule
13 in the: Rules.of Park Operations, as follows:
13. Police and Enforcement
C. '"i=ncept as specifically allowed under applicable Indiana law and /or in accord with a specific permit
issued'byor in conjunction with the Department or as otherwise authorized by the Board, use or
dischargeof a weapon is strictly prohibited in any park for any reason.
After discussion, tYe'_Park BoardApproved the recommended change to the Rules of Park Operations to
comply with SEA 272`4presented. Leirer, Knowles, 5 -1 with 1 abstaining.)
F. Consideration of amendment of Personnel H andbooks to comply with SEA. 292 Mark-Westermeier
Mark reported that while he D Grisham had discussed the need to retain flexibility for future staffing
needs, he just realized that it may be best to` change the ''Workplace Violence" provision so that it has the
same or similar introductory language as Rule 13, in the Rules of Park Operations, previously approved.
Such a change would provide not only flexibility the law change again or the need arise to allow
staff to carryfirearms such as park rangers; but in the event the law changes again in the near future. After
discussion, the newly worded rule crafted to read as follows:
"Except as specifically allowed under applicable Indiana law and /or in accord with a specific position
description issued by the Department or as otherwise authorized by the Board, no Department
employee is permitted to carry a firearm, firearm accessories or ammunition of any type on his or her
person during the course of the employee's official duties. Violation of this policy by any individual will
be lead to disciplinary action up to and including termination and /or legal actions, as appropriate."
A second change to the Handbooks focused on the Discipline provision which was presented to delete the
language that prohibited the "Unauthorized possession or use of explosives" and to revise the next line to
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read as follows: "Except as otherwise specifically allowed by applicable law, unauthorized display,
possession, use or discharge of firearms or weapons
After much discussion including the desire of Park Board members to know if and when staff will be
authorized to carry firearms during the course of their official duties, the breadth of the new law as well as
the definitions of weapons and fireworks, the Park Board authorized changing the language in the
Workplace Violence and the Discipline provisions in both Personnel Handbooks to comply with SEA 272 as
restated and set forth above. (Hagan, Cihak Hansen, 5 -1 with 1 abstaining.)
V. DISCUSSION ITEMS
A. Park Board Vision and Goals
J Miller opened discussion of the document entitled 2010 Park Board Vision, included in the Board packet,
with the objective to set 2011 goals and deferred to M Klitzing to explain that that references in blue ink
reflected how the goal ties back to the MIG Master Plan (MP) as well as other factors that impact the status:
Vision and Mission statements resulted in consensus of no 'change.
Key Directive #1: Serve the park and recreation needs of the community:
o Goal 1.1: Increase total parkland holdings by 100 acres was changed by replacing 100 with 150
acres after much discussion, including (a);the desire not to limit its acreage interest, (b) funding
status and (c) acquisition options, all=of which resulted in consensus that a change of 100 to
150 acres was consistent with the °MP, was not a maximum and that all acquisition
opportunities should be considered. Discussion ended with J Hagan's suggestion that land
acquisition be budgeted.
2010 Objectives 1 -3:
There was consensus that Objective`1 a land acquisition policy, was not necessary
and therefore deleted;
Objectives 2 and 3 were renumbered as 1 and 2 and otherwise unchanged.
o Goal 1.2: Identify public opinion.on current and desired park and recreation services:
2010 Objectives 1=2:
Objective 1 was changed to reflect the ongoing survey schedule: "Identify survey
needs and:follQw timetable. for conductinq:surveys"
`Objective 2'was deemed' to be` encompassed in Objective 1 and accordingly deleted.
o Goal 2.1: Develop and /or= update masterplan for select parks within the park system
2010 Objectives::.
Objectivel, completion of the Central Park Master Plan, had been completed and
therefore deleted;
Future `Objectives:
Complete Ma Plans for parks listed in a -e remained the same (with Mark's report
that as the.Properties,Committee had endorsed to obtain current surveys of all parks
as a first'step) except: as follows:
o b. Cherry Tree Park
Begin evaluation of how property fits within CCPR system
oc. River Heritage Park (update to incorporate woods and river frontage)
Mark is in contact with potential successor owner
o e. Permanent maintenance and administrative facility (location to be
determined)
Dependent on 2012 outsourcing decisions impacting 2013 budget.
o Goal 2.2: Increase use of MCC East Building: Determined to have been completed and
accordingly, deleted.
Further discussion to be held at the second meetings of the month which are generally short.
VII. BOARD COMMENTS
M Klitzing addressed P Knowles concern about email spam, suggesting that the spam filter will be
increased a bit but to ignore emails that appear to be related to a retired Board member but are not;
M Westermeier reported that he had not yet heard from Mrs. Marten regarding the memorial bench.
VIII. ADJOURNMENT
The Meeting adjourned at approximately 8:05 p.m. (Knowles, Hagan, without objection.)
Signature: Date:
Signature: Date:
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