HomeMy WebLinkAboutCCPR-07-12-11 (Approved:
CARMEL /CLAY BOARD OF PARKS AND RECREATION
MEETING MINUTES of the
Regular Park Board Meeting
July 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 J Engledow M Westermeier
J Hagan W Franklin M Klitzing
J Kirsh R Leirer A Kostrzewa
P Knowles D Grisham
J Miller Susan Beaurain (partial)
R Taylor Carrie Keaveney, MCC Staff (partial)
Eric Mehl, MCC.Staff (partial)
Dana Parker, Planet Adventure (partial)
Justin Powell, Eagle Scout (partial)
Videographer
ROLL CALL
The Regular meeting of the Carmel /Clay Boardof Parks and Recreation was convened at approximately 6:07
p.m. on July 12, 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, J Hagan,,) Kirsh and P Knowles were present. J Engledow, W
Franklin and R Leirer were absent. Others in attendance are noted above.
II. CALL TO ORDER and PLEDGE OF ALLEGIANCE
President Miller called the meeting 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 who seconded it. For example the motion would read, "It was moved to approve the
minutes...etc. Engledow, Hagan):" When a motions 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 d =1.e: Engledow, Hagan C -Un)." Action taken without objection will be noted in brackets as well.
111. PUBLIC COMMENTS: None.
IV. STAFF REPORTS
M Klitzing introduced; Justin Powell, an Eagle Scout with Carmel United Methodist Troop 121, to describe his
Eagle Scout,project. Using power point, Justin described the construction of 8 bat boxes that each house up to
100 bats, the' for_.which he financed through the sale of several bat boxes to private individuals,
concluding with installation of 2 boxes in each Hazel Landing Park and West Park.
Michael next introduced Carrie Keaveney, Aquatics Manager, and Eric Mehl, Swim Lesson Supervisor, to present
a report on the MCC aqua programs. Using power point, each described the program changes geared to
respond to guest and community feedback and conform with cost recovery goals, including hours, rates and
rental opportunities. The financial report included a year to date comparison with 2009 and 2010 showing
increase in 2011 pass sales and attendance. They explained the maintenance measures utilized at the water park
and how they planned to accommodate users once Carmel Clay Schools start the 2011 -2012 school year on
August 8 After addressing various questions from the Board, the presentation concluded with expressions of
appreciation from the Board and Michael.
Michael explained that due to the timing of receipt, the City of Carmel Financial Reports would be presented at
the next Board meeting. He next described 2 new quarterly reports: one that tracks the status of the MIG Master
Plan recommendation implementations and the other that lists active contracts, excluding independent
contractors who provide program instruction.
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V. COMMITTEE REPORTS
A. Standing Committees
411)
1. Personnel Committee Judith F. Hagan. While there was no report regarding a past meeting, Judy and
Michael agreed that a September meeting would be timely for a review of the Archer Report and Eppley
Study regarding salary recommendations.
2. Finance Committee James L. Engledow. In Jim's absence, President Miller confirmed that the Finance
Committee had not met.
3. Properties Committee Wendy Franklin. In Wendy's absence, D Cihak Hansen and J Kirsh confirmed
that the Properties Committee had not met.
VI. ACTION ITEMS
A. Minutes Richard F. Taylor, III
1. June 28, 2011 Regular Park Board Meeting Minutes were approved as presented. (Taylor, Cihak Hansen
C -Un.)
2.
B. Financial Reports James L. Engledow
1. City of Carmel Financial Report Deferred for lack of timely receipt;
2. Clay Township Financial Report Receipt of Clay Township Financial Reports was acknowledged as
presented after J Hagan explained that a charge for John Walters in Fund 0254 is a Township expense.
(Hagan, Taylor C -Un.)
3. CCPR P &L Statements Deferred to then next meeting due to the lack of timely receipt of City of Carmel
Financial Report.
C. Claims James L. Engledow (J Hagan reviewed the claims in Jim's :absence)
1. Claim Sheet July 12, 2011 was approved as presented. (Hagan, Taylor C -Un.)
2. Clay Township Claim Sheet July 12, 2011 was approved as presented. (Hagan, Cihak Hansen C -Un.)
D. Acceptance of Monies and In -Kind Donations received A Kostrzewa.
Audrey confirmed that no Monies or in -kind donations were received to report.
E. Consideration of.Request from Planet Adventure for use of Meadowlark Park Michael Klitzing
Michael explained tt at•the Department received on June 22', a request from James Nichols of Planet Adventure
LLC to use Meadowlark: Park on July 17 for Carmel Amazing Adventure, a fee -based adventure race that
appears to be loosely based on reality'shows like The Amazing Race or Survivor involving 80± people. He noted
that while the Senior Management typically handles special use requests without Park Board involvement, this
particular event is neither offered by and /or benefiting a not for profit organization and is not offered through the
Department under a contractual arrangement. He explained that with the exception of charity events, fee -based
programs offered exclusively by outside vendors have not been knowingly permitted within Carmel Clay parks or
facilities. Until yesterday, Planet Adventure had not responded to the Department's request for details regarding
the planned events and amenities /features needed. He added that while it now appears that the revised request is
much less problematic than the initial request, approval would set a precedent. He next introduced Paula Pierson,
Planet Adventure's representative, who described the event and provided a map to show the limited use of
Meadowlark =Park. The Park Board members expressed concern about the lateness of the request, the lack of
timely response=and particularly the precedent that would be set regarding "for- profit" use of parks. After much
discussion, including but not limited to agreement that public- private partnership guidelines be drafted to govern
future For Profit use requests and staff's confirmation that protective measures would be taken in the event of
approval, the Park Board agreed to authorize staff to make a decision regarding Adventure Planet's Special Use
Request. (Kirsh, Knowles, 4 to 2 in favor.)
F. Carmel /Clay Central Park Eastside Development Project Mark Westermeier
1. Consideration of amendment to Owner's Representative Agreement (Summit Construction Co., Inc.)
regarding CPEDP.
Mark explained that the Park Board engaged Summit Construction Co., Inc. "Summit to provide Owner's
Representative services for the Carmel /Clay Central Park Eastside Development Project "CPEDP based
on actual hours worked with a Guaranteed Maximum Services Fee "GMSF set at $279,700.00 that
reflected Summit's computation of anticipated hours at set hourly rates that recognized the possible need
for an increase once conditions were defined. He referred to a handout from Summit describing the request
for an increase in the GMSF and recommended a $45,000 increase which he believes will allow Summit to
conclude the Services. After Deb explained that the proposed Second Amendment in President Miller's
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possession reflected such an increase, Mr. Miller confirmed the new sum to be $324,700, After more
discussion, the Park Board approved as presented, a Second Amendment to that certain Agreement
entitled "Agreement between Carmel /Clay Board of Parks and Recreation and Owner's Representative"
with an Effective Date of September 28, 2010 and authorized the Director, 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 a Second Amendment and authorized the Park Board President, Vice
President, or Treasurer to execute the same. (Knowles, Hagan C -Un.)
2. Ratification of Change Order for CPEDP regarding the Gibraltar Construction Corporation Contract.
Mark referred to the coversheet and noted the following updates:
(i) the $31,000 Allowance included in the original contract awarded to Gibraltar Construction Corporation
"Gibraltar for Site Infrastructure and Picnic Shelters in the amount of $2,470,000, was for unsuitable
soils.
(ii) Subsection A should be completed to read:
A. "May 10, 2011: due to unsuitable soils in the parking lot, the testing agency, Architect and
OR determined that there was a need to add work at a cost of $22,182 with which the Director
agreed, leaving $8,818 in the Allowance;
(iii) Subsection B should be completed to read:
B. "June 8, 2011: due to unsuitable soils at the bypass drive, the;OR determined that there
was a need to add work at a cost of with which the Director agreed, only $4,861 in
addition to the Allowance and within the OR authority [set forth in Section 5.12 of Article 5 of the
Owner's Representative Services Agreement
After Mark requested ratification of the above described change orders, the Park Board discussed the
request and agreed to ratify Director yark Westermeier's approval of the Change Orders to the CPEDP 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, if any (Hagan Knowles'C Un.)
3: Authorization of the Director to approve,Change Orders for CPEDP within his Purchasing Authority.
Mark explained that.at the time of the CPEDP contract awards, he did not request advanced authority to
effect change;orders within his $25,000 purchasing authority due to what he believed at the time to be
sufficient authority given to the Owner's Representative. After review of the CPEDP status, Mark requested
the same authorization given to him for other projects at Central Park and Founders Park to allow progress
to continue when field conditions arise beyond Summit's authority. The Park Board agreed to delegate to
the Park Department. Director -the authority, to determine, in conjunction with the Architect and /or the
Owner's Representative; whether it is in the best interest of the Park Board and Park Department to add or
change an'item items in the original contracts with all prime contractors on the CPEDP and to approve
each such change, up to an: amount not to exceed the lesser of his purchasing authority or twenty percent
(20 of the amount of the original contracts, with a report to the Park Board and request for ratification at
the next Park Board ',Meeting. (Taylor, Cihak Hansen C -Un.)
G. Consideration of Enteringinto a Professional Services Agreement with The Schneider Corporation to
design a feature for the Water park at the Monon Community Center Michael Klitzing
Michael explained that while he had not received the proposal from The Schneider Corporation as anticipated, he
will not request any action from the Park Board other than its reaction to the concept of adding a wave riding
attraction to the MCG water park. Referencing former consultant recommendations to add new features to the
MCC water park every 3 -5 years, he reported that the time is ripe to consider a new feature. After much review of
available options, he reported that management recommends a simulated wave surfing feature and referred to
handouts with further detail. He explained that the FlowRider feature which would be unique to the area, would
offer more than a waterslide or spray area because it would attract a new demographic, grow attendance, and
provide new programming opportunities. After reporting the various locations of existing FlowRiders, he noted that
the Collinsville Area Recreation District operates one. He next reported that there are sufficient COIT funds
available to fund the estimated design and construction cost of $2+ million without compromising other planned
projects. After much discussion, the consensus of the Park Board was that Staff pursue and present at a later
meeting, a proposal from The Schneider Corporation.
H. Consideration of Resolution B- 2011 -005 Authorizing the Use of Procurement Cards Michael Klitzing
Michael referred to the proposed resolution authorizing the use of procurement cards by designated employees to
purchase Department supplies and services. He explained that a procurement card is a bank issued financial
instrument, accepted by merchants as a credit card, that offers the Department significantly more safeguards and
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controls to ensure purchases are for authorized purposes and to change spending limits and select or limit
purchases by merchant category, allowing the Department to effectively turn on or off an issued card in real time.
He explained that procurement cards will help the Department minimize most employee reimbursements and
potentially eliminate the need for store credit cards or house accounts. He next referred to all the protections set
forth in the proposed resolution following the rules established by the State Board of Accounts [Cities and Towns
Bulletin and Uniform Compliance Guidelines issued September 2004]. Michael explained that the Finance
Committee endorsed the use and if approved by the Park Board, the Department would obtain MasterCard
procurement cards from Fifth Third Bank, the City of Carmel's primary bank. After discussion, the Park Board
waived the reading of Resolution B- 2011 -005 and entered it into action (Taylor, Hagan C -Un) and approved the
same as presented. (Taylor, Hagan C -Un.)
VII. ATTORNEY'S REPORT— Debra Grisham
A. Tort Claims. Deb reported that (a) she was working with the Travelers insurance company on the civil
complaint, confirming that Judge Sturtevant was in fact the assigned judge and (b) Travelers denied the Tort
Claim filed for car damage following the driver's decision to exit overflow.parking lot through the prairie
instead of through the route provided; No other tort claims are active.
B. General. She next reported that she is working with staff to confirm compliance with the new laws.
VIII. DIRECTOR'S REPORT Mark Westermeier
In addition to his written report provided in the Park Board meeting packet, Mark reported as follows:
1. He shared The CPEDP Status Report provided by Summit; reported that a bulldozer that worked its way into
the middle of the circle was presenting an exit challenge;
2. He is working with Audrey [Kostrzewa] and Scott [La Pere] to prepare information for Vermont's RecTrac
upgrade.
3. Audrey [Kostrzewa] is currently assessing copier use needs, age and options;
4. Given the recent skate board damage`at Founders Park, he believes a linear skate park addition at that site
may be a good investment;
5. MCC water park sand wasps are such a challenge that they will be treated with chemicals.
6. MCC HVAC air handler #7 lack of hardware /software compatibility has presented warm air issues in the
locker rooms; Mark-will -ask about informing MCC guests about the issues.
IX. DISCUSSION ITEMS None.
X. INFORMATION ITEMS
1. Plan Commission J Hagan reported that the Plan Commission will hold a public hearing on July 19 for a
use at the,NW corner of 116 and Springmill Road.
2. School Board P Knowles reported that at last night's meeting, the School Board reorganized, its member
elections will be held in November to conform to the standardized election requirement, as of January 2013,
its appointments will.'be made in January and she was reappointed as the Park Board appointment for the
next term. The School.Board also started working on a strategic plan for the schools.
XI. BOARD:COMMENTS
1. P Knowles reported that she took a bicycle tour of the parks on the Eastside of Carmel with Judy Hagan.
XII. ADJOURNMENT-" ;The meeting adjourned at approximately 8:35 p.m. (Kirsh, Taylor without objection.)
Signature: Date:
Signature: Date:
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