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HomeMy WebLinkAboutCCPR-09-13-11 Carmel /Clay Board of Parks and Recreation Park Board Meeting 6:00 p.m. Tuesday, September 13, 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 1. Roll Call II. Call to Order Pledge of Allegiance III. Public Comments IV. Staff Reports A. Before and After School 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. August 9, 2011 Executive Session 2. August 23, 201 1 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 September 13, 2011; and 2. Clay Township Claim Sheet September 13, 2011. D. Acknowledgment of Monies and In -Kind Donations Received Audrey Kostrzewa 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 September 13, 2011, 6:00 P.M. Monon Community Center East 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Miller (arrived 6:20) W Franklin M Westermeier D Cihak Hansen R Taylor =M Klitzing J Engledow Grisham J Hagan Ben° )ohnson J Kirsh Hal Espey (videographer) P Knowles R Leirer ROLL CALL The regular meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:00 p.m. on September 13, 2011 pursuant to notice. In the absence',of;,the President and Secretary, Vice President Judy Hagan asked Treasurer Jim Engledow to call the roll. Other than Mrs. Hagan and Mr. Engledow, those present were D Cihak Hansen, J Kirsh, P Knowles and R Leirer. President Miller was not present at the time of the roll call as noted above. W Franklin and R Taylor.. were absent. Others inattendance are noted above. II. CALL TO ORDER and PLEDGE OF ALLEGIANCE Vice President Hagan called the meeting to order 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. (Erigtedow, Hagan)." When a motion is carried but not unanimously, the results of the vote will be listedi.ve: Engledow, .Hagan 6 to 2, 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: None IV. STAFF REPORTS (Staff Reports. were given after the Attorney's Report due to technical difficulties.) M;Klitzing first introduced Ben Johnson Extended School Enrichment Division Manager, to present the Division's annual report and survey results. Ben used power point reflected in a handout attached as Appendix A to pre overview of theSExtended School Enrichment Programs "ESE consisting of the Before and After School` =:Care Program "BASCP with Carmel Clay Schools "CCS and CCPR's Summer Camp Program. He reported steady registration and actual attendance increases for BASCP each year since the inaugural 2006 -2007 school year and continuedpositive feedback from the parent/guardian semester surveys with an overall average of over 4 on a '5 pointscale where 5 indicates the highest satisfaction. Ben confirmed thatathe Youth Program Quality Assessment (the "YPQA was implemented during the 2010 -11 School year for BASCP. Through YPQA, internal and external evaluations of the quality of youth programs and identification of staff training needs, establish an improvement plan. Ben noted that all 11 sites were externally assessed while 6 were internally evaluated. The internal assessment reflected good and valuable input from users, CCPR and CCS staff; the external assessment reflected that the BASCP scored higher than the average of all cohorts (other metro area youth programs) in 3 of the 4 core areas: Safe Environment, Interaction and Engagement with the core area of Supportive Environment still high. After the presentation, Ben and Michael addressed several questions, including access to and use of survey data, staffing both the BASCP and Summer Camp programs, the average weekly flat rate used by most scholarship recipients, the duration of the CCS contract for BASCP through the 2012 -2013 school year and confirmation of receipt of CCS's newly adopted emergency procedures manuals. In conclusion, Michael mentioned his appreciation of the collaborative effort by CCS and CCPR staff and, along with several Board members, commended Ben and both CCPR and CCS staff for a collective job well done. 1 Michael reported that the standard monthly reports were included in the Board packet reflecting a steady financial position with year to date revenues up and expenses slightly ticking up as expected. After reporting that 2 of the 3 Clay Township Funds (2002 COIT Fund and Rainy Day Fund) which support parks were close to zero balances as anticipated with the wrap -up of current capital projects, he addressed the positive reserves in Fund 108 (ESE program including BASCP and Summer Camps) and Fund 109 (the Monon Community Center "MCC both of which continue to reflect 100 cost recovery. Illustrating the value of understanding the revenue on an accrual basis, Michael showed slides that reflected how the bottom line is affected during those months in which payroll is deducted 3 times and credit card sales are applied in arrears. He referred to the financial history of the MCC and attributed the 2010 and 2011 cost recovery success to a number of factors including (a) favorable weather, (b) pass and rate adjustments, (c) efficient use and scheduling of personnel aided by (1) more useful and timely financial information from the QuickBooks program; (2) the new payroll.systern and (3) the new time clock system. He noted that because kids start back to school in early mid August, business substantially declines, essentially making August a 1 week month. Accordingly, he has challenged the MCC staff to review current practices and explore options for recommendations. V. COMMITTEE REPORTS A. Standing Committees 1. Personnel Committee Judith F. Hagan. While the committee had not met, Michael agreed that he should be prepared to address the compensation reports'by Thursday, September 22, 2011 at 4:00 p.m. at the Administrative Office in the conference room. Mrs. Hagan asked that staff properly notice the meeting. 2. Finance Committee James L. Engledow. Mr. Engledow announced that the committee's next meeting was scheduled for September 19, 2011 at 5:00 p.m. at- the Administrative Office in the conference room after which Mark and Michael and some of the committee members would attend the budget workshop at the Carmel City Council meeting 3. Properties Committee Wendy Franklin:--In.Mrs. Franklin's absence, her committee members confirmed that the committee had not met. VI. ACTION ITEMS A. Minutes —Richard F Taylor, Ill .by James L. Engledow 1. August 9;,2011 Executive Session Meeting, Minutes were approved as presented (Engledow, Kirsh C -Un.) 2. August 23",'"2011 Regular-;Park Board Meeting Minutes were approved as presented. (Engledow, Leirer C- Un.) B. Finan cial ;Reports James t..Engledow 'u 1. City tarniel Financial. Report Receipt of the Pentamation Financial Reports was acknowledged as presented (Engledow, Knowles C -Un.); 2. Clay Township•: Financial Report Receipt of Clay Township Financial Reports was acknowledged as presented. (Engledow, Leirer C -Un.) 3. CCPR P &L Statements Receipt of the CCPR P &L Statements was acknowledged as presented. (Engledow, Cihak-Hansen C -Un.) C. Claims James L. Engledow 1. Claim Sheet, September 13, 2011 was approved as presented. (Engledow, Knowles C -Un.) 2. Clay Towns_hipClaim Sheet September 13, 2011 was approved as presented. (Engledow, Leirer C -Un.) D. Acknowledgement of Monies and In -Kind Donations received A Kostrzewa. In A Kostrzewa's absence, M Klitzing explained that after deposit of the $258.71 donation from the Central Carmel Preservation Association "CCPA CCPA notified Audrey that it had intended to donate only $50.00. Accordingly, the difference will be reflected on the next meeting's claim sheet. He next referred to the other donations primarily for the Tour de Carmel and in particular related the events which affirmed the policy requiring identification as a condition to the release of basketballs for use at the MCC. Josh McRoberts, after having been denied a basketball without his ID, donated 2 for such an occasion. After only a short time, both balls were stolen and only 1 recovered. All Monies and in -Kind donations received in August 2011, attached as Appendix B. were accepted. (Knowles, Engledow C -Un.) VII. ATTORNEY'S REPORT— Debra Grisham A. Tort Claims. No new tort claims have been filed. 2 B. General. Deb reported that (a) she was working with the appropriate personnel and Attorney John Roy regarding the civil complaint; depositions of 2 lifeguards are scheduled for Friday morning, September 16, 2011; (b) The CCPR position statement was timely filed in response to an EEOC action; (c) the Impact Fee Advisory Committee met on September 6' and agreed to give a favorable recommendation of the fee increase to the Plan Commission which next meets on September 20, after which the matter can be certified to the City Council for action that can be accomplished in early fall; (d) because of the Park Board's ownership of the White River Greenway, the Park Board received a notice of public hearing on a variance request made to the Fishers BZA by AT &T Mobility to place a 160' tall stealth monopole tower within a heavily wooded portion of property controlled by Conner Prairie. The hearing is on Wednesday, September 28, 2011. Mathew Price of Bingham McHale is the person to whom to direct questions; (e) The Hamilton County Commissioners appointed David Lambdin as its taxpayer representative on the Common Construction Wage Committee'that is to be held on Tuesday, September 27, 2011 at 9:00 am in the meeting room of the MCC East;.and (f) CCPR received a notice from the Hamilton County Drainage Board that it has scheduled a September 2011 hearing at 9:00 am to establish annual assessments for the Periodic Maintenance of the Long.Branch Drain, J.W. Brendle Drain Arm affecting West Park. Deb explained that the amount under consideration :for West Perk;totals $90.00. Deb explained that objections must be in writing and presented by Friday, September 16' There;was no consensus to object. VIII. DIRECTOR'S REPORT Mark Westermeier In addition to his written report provided in the Park-Board meeting packet, Mark reported as:follows: 1. A plan to address the replacement of fluorescent light bulbs is underway; 2. On or about October 23, 2011, there will be a cut over to use the new 64 bit server upgrade with the current server to be used as a backup; 3. The Optic Fiber cut over will occur next week which is expected to have a positive impact on MCC registrations; 4. The Ash Bore has killed several Ash Trees =which require removal; a press release will notify the public; 5. Mr. Beau Wilfong sent a thank you letter after' the, Founders Park opening and emphasized the family's desire to honor the memory of his father through the`donation given toward planning Founders Park, which Mark assured him would occur; 6. He noted that a memorial acknowledging the substantial gifts,received from Francis Brockman was also planned for the future;..: 7. The Town of Fishers was receptive to a joint-''project by which Hazel Landing Park and Heritage Park could be connected by- a'pedestrian bridge over the White River and authorized its staff to work with Mark and officials from Carmel; ard 8. The Hagan-Burke continues to experiencespray paint vandalism during the late night hours. IX. DISCUSSION ITEMS Michael confirmed that the ParkBoard Goals should be able to be wrapped up by the next meeting in September. X. INFORMATION ITEMS 1 Plan Commission J:Hagan reported that (a) the Plan Commission will consider the park impact fee increase at its September 20 meeting and is expected to make a positive recommendation for adoption to the City,Council; (b) a public hearing will be held to establish the Monon Greenway Overlay boundaries to implement the Monon Greenway Overlay requirements adopted in 2008; (c) The Silvara rezone continues to move through the plan`'-commission committee process. 2. School Board PKnowles reported that at its meeting last night, the school board was given (a) the proposed 3 yeat celendar, (b) the new lockdown procedure and staff training report, and (c) an anti bullying presentation. ;She concluded by announcing that the school board members will attend the fall conference. XI. BOARD COMMENTS 1. J Kirsh reported that he met a rap artist who until recently was listed as the record holder for the longest rap in the Guinness Book of World Records. Josh explained that the artist expressed interest in providing music to the ESE kids and Joshua planned to pursue such interest, hopefully on a philanthropic basis. 2. J Engledow recommended the Indianapolis cultural trail which will soon be connected to the Monon Greenway; he mentioned that he particularly enjoyed the tour while on a segway. XII. ADJOURNMENT The meeting adjourned at approximately 7:12 p.m. (Knowles, Engledow without objection.) 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