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HomeMy WebLinkAboutCCPR-09-27-11 Carmel /Clay Board of Parks and Recreation Park Board Meeting 6:00 p.m. Tuesday, September 27, 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 I1. Call to Order Pledge of Allegiance III. Public Comments IV. Action Items A. Minutes Richard F. Taylor III 1. September 13, 2011 Park Board Meeting B. Claims James L. Engledow 1. Claim Sheet September 27, 2011; and 2. Clay Township Claim Sheet September 27, 2011. C. Authorization to bid the Central Park Waterpark Enhancement Project Mark Westermeier V. Discussion Items VI. Board Comments VII. Adjournment (Approved: CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting September 27, 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 Kirsh M Westermeier J Engledow M Klitzing W Franklin D Grisham J Hagan Hal Espey (videographer) R Leirer (arrived 6:06 p.m.) J Miller R Taylor I. ROLL CALL The regular board meeting of the Carmel /Clay Board of :Parks and Recreation was convened at approximately 6:05 p.m. on September 27, 2011 pursuant to notice. President J: Miller asked Secretary R'jTaylor to take the roll. Members present other than J Miller and R Taylor were D Cihak.Hansen J Engledow, W;Franklin, J Hagan and P Knowles. R Leirer arrived after the roll call. JKirsh was absent. 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, followedi�.parenthetically by the name of the one who made the motion (listed first) and then the one who at o seconded For exam the motion would read, It was moved to approve the minutes... etc. (Engledow, Hagan) 'When a motion is carneribut the results of the vote will be listed i.e. "(Engledow, Hagan '6 to 2, with one abstaining) .1/ali en the motion was carried unanimously, a "C -Un" will be added i.e. "(Engledow, Hagan; C -Un)." III. PUBLIC COMMENTS.-.None IV. ACTION ITEMS A. Minutes':`- Richard F. Taylor all. The Septernlier 13, 2011 Regular Park Board Meeting Minutes were approved as presented. (Taylor, Hagan C- Un.) B. Claims James):_ _Engledow 1. Claim Sheet-September 27, 2011 was approved as presented. (Engledow, Taylor C -Un.) 2. Clay Township Claim Sheet August 23, 2011 was approved as presented (Engledow, Taylor C -Un) after M Klitzing explained `tl at Leon'founger's company had been engaged to update the maintenance management plan by incorporating maintenance requirements of the new development within Central Park. C. Authorization to bid the Central Park Waterpark Enhancement Project Mark Westermeier Mark referred to the handout attached as Appendix A, to reflect the anticipated layout of the new improvements, the highlight of which is a surf wave ride simulator. Mark shared the Project's current timeline and the discussion with regard to a contingency as well as liquidated damages for late performance and incentive pay for early performance. Mark explained what is known about the targeted site of the enhancements which was originally planned for a teen'spray area. After the 2006 contractor finished the subsurface work, the area was covered in a mounded grassy area. In preparation for this Project, trenching was performed according to the as -built drawings in the area where underground piping was expected. Finding no piping gave more credibility to the belief that such may not have gone in due to bad soils. He described that while poor but treatable soils were found in other locations in Central Park, bad soils were discovered within the outdoor water park area which required removal and replacement with good soil. Accordingly, he recommended a contingency of $200,000.00 on the estimated Project cost of $2,000,000.00± with which The Schneider Corporation "Schneider agreed. He next explained that as the Project was fairly simple, there would be no separate Owner's Representative and that instead, Schneider and staff would manage the Project construction with which he was comfortable. Mark next described the need to have the Project substantially complete by May 1, 2012 to train staff /lifeguards on the use of the surf 1 ride feature prior to the 2012 waterpark opening. He explained that because Schneider was concerned that the compressed timeframe leaves little room for delay and to avoid any lapse in performance due to a competing jo recommended consideration of both incentive pay and liquidated damages. Mark requested authorization to work through the language to provide an incentive of not more than $20,000.00 should substantial completion be achieved by a date certain, likening it to an insurance policy, given the anticipated revenue of $200,000 that the feature was capable of generating based on the experience of another Midwest city. He explained that to date, he had discussed with appropriate consultants, a 2 tier incentive package whereby $20,000 would be payable to the contractor if substantial completion was met by April 15, 2012 and if not by that date, then $10,000.00 would be payable if substantial completion was met by April 24, 2012. Any time added to the contractor's deadline would not move the dates of the incentive pay but would move the liquidated damages start date by the same number of days. To date, Schneider recommended $500 per day for liquidated damages for every day that substantial completion is not met as of May 1, 2012. He explained that they had discussed a graduated sum but that Schneider was concerned about affecting thebidders' interest and /or bid amounts. He confirmed that the common construction wage hearing was held,earlier in the day and that wages were set (for all public works projects awarded for or on behalf of the Park Board:within three (3) months) which for now includes this Project and a temporary parking lot to handle overflow parking 1-je next explained his reasoning for delaying a more permanent parking lot project which was not related AO the Watetpark Enhancement Project. Much discussion ensued and included ADA compliance, bid .process, operations,,occupancy recalculations, training, the meaning of substantial completion, moving the first November meeting date:from November 8 (Election Day) to either November 9 or 10 to be determined based on the availability of a quorum and concluded with how to include in a comprehensive motion, all of Mark's recommendations regarding contingency, the authorization to determine the ultimate use and structuring, if used of incentive pay and liquidated damages. Ultimately, the Park Board authorized the Director, the Park Board Attorney and TheSchrieider Corporationto take all necessary and appropriate action to issue bid documents;and receive bids for; the: Central Park Waterpark Enhancement Project as presented. (Engledow, Leirer V. DISCUSSION ITEMS 1. In answer to J Hagan's question about JF New s in Central Park;:.Mark explained that JF New performs work under two (2) contracts one to monitorkand control cattails by use of a machine that cuts and treats th remaining plant, and one to monitor the Central Park`wetlands =He next gave an overall update on the condition of the Central Park wetlands. 2. In answer to R Leirers question regarding the development of a softball complex, Michael responded that such would be lead by the:Master: Plan rather thanthe Department and is not listed as a priority. 3. Mark reported that he met •with :Summon it the Centrat_Park Eastside Development Project "CPEDP regarding;change•:orders some. of which he believed to ^have already been approved by the Park Board and some which resultedjrom DNR;requirements and other factors dating back to July. After review of Summit's recommendations, he plans. to bring change orders to the Park Board for appropriate action. 4. Mark'stated that completion of the CPEDP is on target for November. VI. BOARD COMMENTS After P Knowles;' reported that the2012 -13 School calendar begins for students on August 15 M Klitzing reported that staff'isalready planning for it He agreed to find out and report back regarding the number of participants enrolled` iriSpanishClsses. J Hagan asked for and*Klitziig to provide a report on the Tour de Carmel. R Taylor mentioned that Gar iel Clay Parks was named a partner in prevention by virtue of staff training provided by Chaucie's Place. M Klitzing confirmed receipt of the notification today which he plans to share. R Taylor mentioned the sustainability and pay to play articles in the latest issue of the Park and Recreation magazine which M Klitzing referenced when noting that the Department is presently engaged in the same or similar methods as those suggested in the articles. Mark announced that the EEOC claim filed against the Park Board had been dismissed. After several board members noted their appreciation of the September 20 reception at the MCC to commemorate the Park Board's 20 anniversary, Michael noted that the next celebration of the anniversary is scheduled on October 20 as an open house with public "behind the scenes" tours of the MCC. VII. ADJOURNMENT The Meeting adjourned at approximately 7:05 p.m. (Leirer, Engledow without objection.) Signature: Date: Signature: Date: 2 i THIS PAGE INTENTIONALLY LEFT BLANK