HomeMy WebLinkAboutCCPR-08-09-11 Carmel /Clay Board of Parks and Recreation
Park Board Meeting
6:00 p.m.
Tuesday, August 9, 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
Roll Call
II. Call to Order Pledge of Allegiance
III. Public Comments
IV. Staff Reports
A. Special Events Presentation
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. Minutes Richard F. Taylor III
1. July 26, 2011 Park Board Meeting
B. Financial Reports James L. Engledow
1. City of Carmel Financial Report;
2. Clay Township Financial Report; and
3. CCPR P&L Statements.
C. Claims James L. Engledow
1. Claim Sheet August 9, 2011; and
2. Clay Township Claim Sheet August 9, 2011.
D. Acknowledgment of Monies and In -Kind Donations Received Audrey Kostrzewa
E. Consideration of entering into a Professional Services Agreement with The Schneider Corporation to design a
feature for the Waterpark at the Monon Community Center Michael Klitzing
F. Ratification of Adjustments to Proposed 2012 Budgets for Extended School Enrichment Fund 108) and Monon
Community Center Fund (109) Michael Klitzing
G. Carmel /Clay Central Park Eastside Development Project CPEDP) Mark Westermeier
1. Ratification /Approval of the Gibraltar Construction Corp. Contract Change Order #2 regarding the
CPEDP; and
2. Consideration of Recommendation regarding the Central Park Drive East asphalt overlay component of
the CPEDP.
H. 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
(Approved:
CARMEL /CLAY BOARD OF PARKS AND RECREATION
BOARD MEETING MINUTES
Regular Meeting
August 9, 2011, 6:00 P.M.
Monon Community Center East
1235 Central Park Drive East
CARMEL, IN 46032
MEMBER ATTENDEES MEMBER ABSENTEES OTHERS
J Miller M Westermeier
D Cihak Hansen A Kostrzewa
J Engledow M'Klitzing
W Franklin D'Grisham
J Hagan S Carling (partial)
J Kirsh S DiII6r•(partial)
P Knowles Hal Espey_(videographer)
R Leirer(left at 6:55)
R Taylor
ROLL CALL
The regular meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:00 p.m.
on August 9, 2011 pursuant to notice. President Joe Miller asked Secretary Rich Taylor to call the roll. All
Members were present. Others in attendnce= are, noted above.
II. CALL TO ORDER and PLEDGE OF ALLEGIANCE
President Miller called the meeting which corrimence4aftekpe,Pledge of Allegiance. NOTE: Hereinafter these
minutes will state the motion, followed parentheticaliy'by the n of the one who made the motion (listed first)
and then the one who;secondedit. 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,. Hagan 6 with 1 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
III. PUBLIC COMMENTS:
A. E vents Presentation
SueDillon thanked the Park Board for the opportunity to report that as of June 8, 2011, the Carmel Clay Parks
Foundation (the Fo(ndation had officially completed the process necessary to become a viable not for profit
organization. She explained that such,was the result of a decision by the Citizens for Greenspace, a not for profit
that had worked since 1989 in support "of Carmel Clay Parks and Recreation, to change its name and mission
ratherythan dissolve. She.. ?reportedAhat the Foundation's mission is to enhance the recreational, educational and
culturalIives of the community by supporting the Carmel Clay Park and Recreation System and shared the
backgrouritl%of.its 13 members. She reported that assets carried over to the Foundation included $5,000 in cash
as well as the$150,000± =Greenspace Endowment and the $15,000± Carmel Clay Endowment each of which
would be administeredthrough the Legacy Fund. Mrs. Dillon stated that a primary focus would be to grow the
Endowments. SheVnext announced that chief among its initiatives was to provide scholarship assistance to
children with financial needs and that if approved by the Park Board, it would like to announce the initiative at the
joint celebration of the 20 anniversary of the Carmel Clay Park System and the Founders Park dedication to be
held on Saturday, August 20 when the Foundation is to be introduced. Specifically, Mrs. Dillon reported that the
Foundation would like to start its financial assistance next year with a swim lesson program to be developed by a
Foundation committee and CCPR Staff to be offered through CCPR. The goal is to fund the bulk of the cost of
swim lessons for up to 100 children in the Carmel Clay Community who could not otherwise afford them. After a
resounding consensus of approval, J Engledow noted that at the appropriate time during the meeting, he would
move to add consideration of the Foundation's request to the agenda.
0 IV. STAFF REPORTS
M Klitzing first introduced Sarah Carling, Special Events Supervisor, to report the transition from the Recreation
Division to the Marketing Division to provide better outreach to the community and optimize CCPR offerings fro
and with the community. After describing the varied special events held annually by the Park Department
including Arbor Day, Family Bingo and Pizza, Children's Egg Hunt, and Touch a Truck to name a few, she used a
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power point to report changes to streamline the event schedule to allow focus on those that draw the greatest
number of participants. She next emphasized the successful focus on sponsorships and presented a compariso
between that collected last year the through July of this year. Ms. Carling concluded with an invitation to answer
questions. After discussion, several board members thanked her for her successful work.
Michael next explained that due to the timing of receipt, the City of Carmel Financial Reports would be presented
at the next Board meeting and that most of the staff reports would be discussed at the next board meeting.
V. COMMITTEE REPORTS
A. Standing Committees
1. Personnel Committee Judith F. Hagan. No Report; the next rneetingwill be targeted in late September.
2. Finance Committee James L. Engledow. No Report other,-than to announce that the meeting noticed
for August 15, 2011 may be cancelled due to availability of necessary participants.
3. Properties Committee Wendy Franklin. No Report.
VI. ACTION ITEMS
Jim Engledow moved to add Action Item I to consider the Carmel Clay Parks Foundation's request for Park Board
approval of its first project. (Engledow, Kirsh C -Un.)
A. Minutes Richard F. Taylor, III
1. July 26, 2011 Regular Park Board Meeting Minutes';wereapproved as presented. (Taylor, Franklin C -Un.)
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. (Engledow, Hagan
3. CCPR P &L Statements Receipt of,the CCPR'P &L Statements`was acknowledged as presented.
(Engledow, Cihak Hansen C -Un.)
411 C. Claims James L Engledow
1. Claim Sheet..August 6, was approvedas presented (after M Klitzing explained that this claim sheet
contained the printing cost of 1 of the 3 Seasonal Recreation Brochures, in keeping with past practice).
(Engledow, Taylor C -,Un.)
2. Clay Township`Cla Sheet August 9, 2011 was approved as presented after Michael explained that a
claim approved at the last Park'Bo meeting was °now being correctly reported as having been paid out of two
township-:,park funds. (Engledow, Leirer C Un
D. Acknowledgement of:Monies'arid:ln -Kind Donations received A Kostrzewa.
Audrey confirmed thaFh" Monies or"in` kind donations were received to report.
E. Co of Entering into a Professional Services Agreement with The Schneider Corporation to
design a =feature for the Water park at the Monon Community Center Michael Klitzing
Michael referenced formerconsultant recommendations to add new features to the MCC water park every 3 -5
years and rioted that 2012will be the fifth season of the waterpark. After stating senior management's position
that the time is(rpe,to consider the installation of a new feature that will serve the public, draw crowds and
generate revenue�to contribute to the cost recovery expectations, he referred to the proposal from The Schneider
Corporation to serfe' the design professional with regard to a project that includes a water surf simulator. He
explained that while he had mentioned the FlowRider specifically at a prior meeting, he did so because that
particular feature has become so well known an attraction. He stated that he should have referred to the feature
more generically. He next mentioned that included in the Board packet was the preliminary operational proposal.
After much discussion, the Park Board accepted The Schneider Corporation proposal to design the wave ride
simulator and authorized the President to sign a Services Agreement in an amount not to exceed $92,700.00.
(Taylor, Cihak Hansen C -Un.)
F. Ratification of Adjustments to Proposed 2012 Budgets for Extended School Enrichment Fund (108) and
Monon Community Center Fund (109) Michael Klitzing
Michael explained that similar to the General Fund Budget, the Park Board received on June 20, 2011, guidelines
from the City of Carmel that required minor adjustments to the 108 and 109 budgets due to increased health
insurance rates. The prior approved budgets, based on a 5% premium increase, were adjusted to reflect the actual
8% increase. He explained that all changes were made to the Employer's Share of Health Insurance and referred
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to the summary increases in the cover sheet: $18,706.00 increase in the 108 budget and a $6,429.00 increase in
the 109 budget. After discussion, the Park Board ratified the 2012 amended budgets as presented. (Leirer,
Knowles C -Un.)
G. Carmel Clay Central Park Eastside Development Project "CPEDP Mark Westermeier
1. Ratification /Approval of the Gibraltar Construction Corp. Contract Change Order #2 regarding the
Gibraltar Construction Corporation Contract Mark Westermeier
Mark referred to the coversheet and noted that the changes described and approved at the last meeting had been
included in the Change Order #2 that also included the following additional changes which he had approved as
authorized:
Trial and Boardwalk modifications northside deduct: ($49,378.21);
Vectren Pipeline Investigation add: 5,851.00;
Delete boardwalk to Node type located on interurban trail dueto Vectren Pipeline add:; 3,158.00);
Temporary Bypass Traffic control measures: 6,900.00
Mark explained that the total deduct of $39,785.21, when added tothe prior approved additional sums for
unsuitable soils in the amount of $35,861.00, and taking into account the $31,000.00 allowance, the grand total
deduct reflected in Change Order #2 is $34,924.21. After Mark requested ratificatiori`of the foregoing bullet point
items, the Park Board discussed the request and agreed to ratify.the actions of Director Mark Westermeier, as
reported, and approved the changes reflected in Change Order #4-dated July 21, 201 "1�as'presented. (Engledow,
Kirsh C -Un.)
2. Consideration of Recommendation regarding the CentCal,Park Drive East asphalt overlay component
of the Carmel /Clay Central Park Eastside Development Project:.( "CPEDP Mark Westermeier
Mark explained that consultants on the current,CPEDP, have not ced the formation of various and different types
of weak or deteriorated areas in the asphalt lAs a res an investigation ,s "underway to help determine the
source of the different areas and types of deterioration requested at this time
H. Conflict of Interest Disclosure Debra Grisham;,. 11) D Grisham read the content of the Uniform Conflict of InterestSDisclosure Statement submitted by James L.
Engledow regarding a criteria based services contract with the Park Department by which Engledow Group
would perform ayccteria based:: maintenance needs and cost assessment of all parks and trails within the Carmel
Clay Park System at -.an hourly rate of $100.00 nay) exceed $5,000.00 with the option to assist with the
development of a Request for Proposal at the same hourly rate not to exceed $1,000.00. Mr. Engledow owns
27.5% of Engledow Ine receive a percentage of the profits net of costs and overhead. After
she noted that,the Clay Township Trustee`NM Engledow's appointing authority, had approved the disclosure,
she noted thktwa,s up to the:Park Board 16 the disclosure. The Park Board then accepted the Conflict of
Interest Disclosure S `sub
tatement'mitted by James L. Engledow, regarding the engagement of Engledow Inc.,
dba Engledow Grou to rovide services regarding the landscape maintenance needs of the Carmel/Clay Park
System and authorized the Park Department staff to file it as required under Indiana law. (Taylor, Kirsh, 6 to 1
with<F Leirer having left )tl a meeting and J Engledow abstaining.)
I. Consideration of the Carmel Clay Parks Foundation's financial support of a Community Swim Lesson
Program
The Park Board unanimously approved the Carmel Clay Foundation's financial support of a Community Swim
Lesson Scholarship; program to be formulated with the assistance of CCPR staff. (Engledow, Knowles C -Un.)
VII. ATTORNEY'S REPORT— Debra Grisham
A. Tort Claims. No active tort claims exist currently other than the matter that has been filed as a civil
action.
B. General. Deb reported that (a) she was working with the Travelers insurance company on the civil
complaint, noting that a deposition was scheduled Friday morning; (b) she will be working with the Department's
HR manager on preparation and filing of a position statement and (c) the impact fee annual update process has
begun.
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 Founders Park Phase II construction project, Mark reported that the landscape portion of the
job was substantially complete as of July 1, 2011 as recommended by the Architect, The Schneider
Corporation; He noted that once the poured in place playground surface is installed and the pavilion roof is
completed, the entire job will be substantially complete;
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2. The Founders Park Opening and celebration of the 20 Anniversary of the Carmel Clay Park System will be
held at Founders Park from 11:30 to 12:30 on Saturday, August 20, 2011 where President Joe Miller will
introduce Mayor Jim Brainard and Carmel Clay Parks Foundation Member Sue Dillon to each say a few
words;
3. With regard to Hazel Landing Park, he reported that he met with officials of both the City of Carmel and the
Town of Fishers regarding a joint project to install a bridge over White River, the last piece of what has been
either developed or planned to link 3 counties by trail. He will present the joint bridge concept at the August
29 Fishers Town meeting and noted that grant possibilities exist for this type of development.
4. As regards CPEDP, Mike Stirk has left JJR, LLC and has been replaced by another JJR, LLC professional
who has been active on the project and expects a seamless transition.
IX. DISCUSSION ITEMS None.
X. INFORMATION ITEMS
1. Plan Commission J Hagan reported that the Plan Commission will consider the park impact fee increase at
its August meeting.
2. School Board P Knowles reported that school started today and that the budget was presented at last
night's meeting. The School Board is in the process of looking at new policies dictated by new laws. The
School Board has created "Expedition a newprogram with community leaders toa,provide helpful input for the
Carmel Clay schools and noted that Rich Taylor "antl:Mark Westermeier have agreed to be on it
XI. BOARD COMMENTS
1. President Miller announced that he was appointing Pam Knowles, the School Board appointee, to the
Personnel Committee, consistent with her desire to serve, though not required by the Park Board By -Laws.
2. Rich Taylor mentioned that the Rotary Club has started a young adult volunteer group for local projects and
suggested that at least for the time being inquiries could be directed. to him. M Klitzing stated that he would
alert the CCRP Volunteer Coordinator of such'gioup.
XII. ADJOURNMENT The meeting adjourned at approximately 7:20 p.m. (Knowles, Engledow without objection.)
Signature: Date:
Signature: Date:
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