HomeMy WebLinkAboutCCPR-10-11-11 Carmel /Clay Board of Parks and Recreation
Park Board Meeting
CIO 6:00 p.m.
T uesday, October 11, 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
I11. Public Comments
IV. Staff Reports
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 111
1. September 27, 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 October 11, 2011; and
2. Clay Township Claim Sheet October 11, 2011.
D. Acknowledgment of Monies and In -Kind Donations Received Audrey Kostrzewa
E. Consideration of Contract Change Orders regarding Carmel /Clay Central Park Eastside Development
Project Mark Westermeier
1. Gibraltar Construction Corp. Contract Change Order No. 3 $7,645.00
2. Gibraltar Construction Corp. Contract Change Order No. 4 $51,151.00
5. Gibraltar Construction Corp. Contract Change Order No. 5 $1,263.00
3. J.F. New Contract Change Order No. 1 $1 1,007.00
4. J.F. New Contract Change Order No. 2 $1,403.00
6. Williams Creek Management Corporation Contract Change Order No. 1 $3,742.00
VII. Attorney's Report
A. Tort Claims; and
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
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(Approved:
CARMEL /CLAY BOARD OF PARKS AND RECREATION
BOARD MEETING MINUTES
Regular Meeting
October 11, 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 6:30) R Leirer M Westermeier
D Cihak Hansen M Klitzing
J Engledow :Jennifer Sewell
W Franklin Hal.Espey (videographer)
J Hagan
J Kirsh (arrived 6:10 �F
P Knowles
R Taylor
ROLL CALL
The regular meeting of the Carmel /Clay Board of Parks and was convened at approximately 6:00 p.m.
on October 11, 2011 pursuant to notice. In the absence of thePresident, Vice President J Hagan asked
Secretary R Taylor to call the roll. Other than J Hagan and R Taylor, those present were D Cihak Hansen, J
Engledow, W Franklin, J Hagan and P Knowles.4 President Miller and J Kirsh were not present at the time of the
roll call as noted above. R Leirer was absent` Others in attendance areanoted above.
II. CALL TO ORDER and PLEDGE OF ALLEGIANCE,
Vice President Hagan called the meeting to order,w commenced after the Pledge of Allegiance. NOTE:
Hereinafter these minuteiZillState the motion*llowed parenthetically by the name of the one who made the
motion (listed first),and then theone who seconded it. For example the motion would read, It was moved to
approve the mutes-..,. etc. (Engledow, Hagan)." When a motion is carried but not unanimously, the results of the
PP min cite?,.,; 9� ti i i t t
y
vote will be listed i e (iEngledow 6 to 2, with` 1 =abstaining). When the motion was carried unanimously, a
"C -Un" will be added a Engledow, Hagan C Ur Action taken without objection will be noted in brackets as
well.
III.
PUBLIC None
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IV. 44.0AFF REPORTS
MAKlitzing first introduced Jennifer Sewell, the Extended School Enrichment Program Assistant Manager, who
rep rted about the Depa recent receipt of the national Darkness to Light distinction award. She explained
the certification requirements to include training of 90% of employees to recognize -child sexual abuse and to react
positivelytwhen provided with information related to such, the implementation /continuation of best practices and
policies to support initial recognition and reaction training (new employees within six (6) months of their hire date)
and refresher training,,fo?'existing employees every 3 years, require and secure pre employment background
checks, and set, maintain and monitor staff to child ratios for the protection of children. After noting that 103 of the
107 ESE staff completed the required training provided by Chaucie's Place in Noblesville, IN, Jennifer presented
the poster that would be displayed at the Parent/Guardian tables at all ESE Schools and thanked Board Member
Rich Taylor for introducing CCPR to Chaucie's Place. After Rich noted that he believed the CCPR ESE Program
to be the first in Hamilton County to achieve the distinction, Michael commended Jennifer for her leadership role
toward such achievement and noted that a press release would be issued.
Michael next reported that due to a variety of factors, the standard reports will be available in the next Board
meeting packet at which time the overview will be given. He next reported that the Department is gearing up to
seek from the Commission for Accreditation of Park and Recreation Agencies "CAPRA accreditation by
November of 2013, a distinction currently boasted by less than 100 park systems in the United States, required to
be renewed every five (5) years. After he explained the 2 year accreditation process which is a recognized mark
of distinction and excellence, he described the insight he gained during his recent involvement as a member of a
visitation team to review and assess Kettering, Ohio's current CAPRA accreditation application and explained his
plan by which he believes CCPR will be in a position to achieve the distinction using 10 teams of CCPR staff each
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focusing on 1 of the 10 categories, he addressed several questions with regard to evaluation. He also noted the
differences between Kettering and Carmel /Clay, how CAPRA evaluates each community on its unique
circumstances with a focus on how the community is served, how he expects to approach the requirements and
described the differences between CAPRA accreditation and the Gold Medal award.
V. COMMITTEE REPORTS
A. Standing Committees After J Miller requested that each committee prepare recommendations for the successor
2012 committees, he requested the following committee reports:
1. Personnel Committee Judith F. Hagan. J Hagan reported that the committee met on 9 -22 -11 with
regard to the compensation reports with a focus on senior management and concluded that a follow up
meeting would be noticed for October 27, 2011 at 5:00 p.m. �f=-'`
2. Finance Committee James L. Engledow. J Engledow reported that the committee met on 9 -19 -11 to
discuss the capital budget in general terms, breaking early to the City of Carmel Council meeting at
which budget workshops were to occur at the end of thef4meeting He noted that the Mayor's Budget
would next be heard by the Council at its October 17, 2011 meeting and encouraged members to attend.
He concluded by noting a possible miscommunicationaregarding the preparation of committee minutes.
3. Properties Committee Wendy Franklin. W Franklin reported that the committee had not met but would
be scheduling a meeting in the near future.
VI. ACTION ITEMS
A. Minutes Richard F. Taylor, I11
1. September 27, 2011 Regular Park Board Meeting Minutes were approved as presented. (Taylor, Franklin
C -U n.)
B. Financial Reports James L. Engledo■~"
1. City of Carmel Financial Report Receipt of the Pentamation Financial Reports was acknowledged as
presented. (Engledow, Knowles C -Un)
2. Clay Township Financial Report Receiptxof Clay Townsh Financial Reports was acknowledged as
resented En Iedow -,Ta for C -Un.
3. CCPR P &L'St Deferred to the,next October meeting.
C. Claims James L iE=rigledow y 1
1. Claim Sheet October 11 approved }as presented. (Engledow, Hagan C -Un.)
Cla
2. Clay Township im Sheet'Ocober -1.1 ,201.1 was approved as presented. (Engledow, Cihak Hansen C
D. Acknowledgement tMonies''and -.In -Kind Donations received A Kostrzewa.
J In A,Kostrzewa's absence; M Klitzing apresented and the Park Board accepted the receipt of monies and in -kind
ti.
donations as set forth on,Appendix)A, attached hereto and incorporated herein by this reference. (Taylor, Hagan
C -Lh ti
E. Consideration of ContractChange Orders regarding Carmel /Clay Central Park Eastside Development
Project Mark Westermeier
1. Consideration of the Gibraltar Construction Corp. Contract Change Order No. 3 regarding the
Carmel /Clay Central Park Eastside Development Project.
Mark explained that work was needed to comply with the IDNR requirement of an elevation adjustment to
the Interurban Trail to create a spillway with which the project consultants agreed, increased the cost of
the Gibraltar Construction Corp. contract by $7,645.00 resulting in a new contract amount of
$2,375,720.79, which, despite the increase, continues to be lower than the initial Contract Price of
$2,470,000.00. After discussion, the Park Board approved Contract Change Order No. 3 dated August
25, 2011 as presented to increase the Contract Price in the Gibraltar Construction Corp. Contract by an
additional sum of $7,645.00 and authorized the Architect, the OR, the Park Board Attorney, the
Department Director and the Park Board officers to take all necessary and appropriate action to effect
such Contract Change Order including the preparation and execution of attending documents. (Engledow
Kirsh C -Un.)
2. Consideration of the Gibraltar Construction Corp. Contract Change Order No. 4 regarding the
Carmel /Clay Central Park Eastside Development Project
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Mark explained that additional work priced at $51,151.00 was required to address unsuitable soils at the
roundabout and picnic shelter area, remove trash and debris along the Interurban Trail, provide an
access bridge over the creek between the North and Main Central Park Campuses, stain the picnic
shelters, reinforce the culvert overlook slab (noting a future Change Order for associated steel), redesign
the walk at the northeast corner of the parking lot to address water drainage and add a stamped asphalt
color sample, all of which was reviewed, agreed with and recommended by OR and the Architect. The
resulting contract price of $2,426,871.79 still remained less than the initial bid. After discussion, the Park
Board approved Contract Change Order No. 4 dated September 23, 2011 as presented to increase the
Contract Price in the Gibraltar Construction Corp. Contract by an additional sum of $51,151.00 and
authorized the Architect, the OR, the Park Board Attorney, the Dep artment Director and the Park Board
officers to take all necessary and appropriate action to effect suct'Contract Change Order including the
preparation and execution of attending documents. (Taylor,,Kmowles C -Un.)
3. Consideration of the Gibraltar Construction Corp. C ntract`Change Order No. 5 regarding the
Carmel /Clay Central Park Eastside Development Project
Mark explained that additional work was required to reviserya roundabout concrete joint -to -wheel spoke
configuration with stamped concrete between the'spokes at a cost of $6`860 which was offset by a
$3,200.00 savings from the elimination of thefs'andblast finish of culvert walls substitute fibermesh
reinforcement in concrete trails in lieu of welded wire fabric at a savings of $11 eliminate a joint
sealant at site work concrete expansion loint a savings ofA$3,690.00 for an o erall contract price deduct
of $1,263, all of which was reviewed, agreed with and recommended by the OR and the Architect. The
resulting contract price of $2,425,608.79 remainedkless than the initial bid. After discussion, the Park
Board approved Contract Change Order No 5 dated 30, 2011 as presented resulting in an
overall decrease of the Contract in the Gibraltar Construction Corp. Contract by $1,263.00 and
authorized the Architect, the OR t he4'.Par k Board Attorney the,Department Director and the Park Board
officers to take all necessary and'appropr ate to effect'sucF.:j'Contract Change Order including the
preparation and execution of attending documents. (Taylor Knowles C -Un.)
4. Consideration of the J.F. New Contract Change Order•No. 1 regarding the Carmel /Clay Central
Park EastsideFDevelopment Project <t'�
Mark explaih'ed that additional work priced at $11,007.00 was required to add (a) $3,507.00 to the initial
contract,_ price of $374,460.00 for an erosion blanket along Carmel Creek to improve seed germination
and provideeditional erosion protection (l)�$2;700.00 to modify the boulder toe with additional
soil /gravel backfill mixture encapsulated in additional erosion control blanket to further stabilize the bank
and (c) $4 ,800` O0for placement ofalready available limestone boulders within the riprap on the east side
4 waS4e,y ewed, agreed with and recommended by the OR and the
Architect The ,contract price of $385,467.00 is within the twenty percent (20%) limits set forth in
IC 36 1 -12-48 After discussion, the Park Board approved Contract Change Order No 1 dated
September 27x2011 as ese ted to increase the Contract Price in the J.F. New Contract by an
additional sum of $;11,007 00 and authorized the Architect, the OR the Park Board Attorney, the
Department Director and the Park Board officers to take all necessary and appropriate action to effect
such Contract Change Order including the preparation and execution of attending documents. (Taylor,
Franklin C -Un.)
5. Consideration'of the J.F. New Contract Change Order No. 2 regarding the Carmel /Clay Central
Park Eas'tside'Development Project
Mark explained that the OR and Architect recommended the addition of symmetrical distribution of logs
for edging Type 2 trails at a cost of $1,403.00 which increased the existing contract price of $116,210 to
$118,666.00, in compliance with IC 36- 1- 12 -18, which provides that the total of all change orders issued
that increase the scope of the project may not exceed twenty percent (20 of the amount of the original
contract. After discussion, the Park Board approved Contract Change Order No. 2 dated September 27,
2011 as presented to increase the Contract Price in the J.F. New Contract for Bid Item A by an additional
sum of $1,403.00 and authorized the Architect, the OR, the Park Board Attorney, the Department Director
and the Park Board officers to take all necessary and appropriate action to effect such Contract Change
Order including the preparation and execution of attending documents. (Taylor, Knowles C -Un.)
6. Consideration of the Williams Creek Management Corporation Contract Change Order No. 1
regarding the Carmel /Clay Central Park Eastside Development Protect
Mark explained that the OR and Architect recommended the additional work related to the native plant
plug installation required by the creek and erosion at an increase of $3,742.00 to the $107,248.00 initial
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contract increasing the Contract Price to $110,990.00, in compliance with IC 36- 1- 12 -18. After discussion,
the Park Board approved Contract Change Order No. 1 dated September 27, 2011 as presented to
increase the Contract Price in the Williams Creek Management Corporation Contract by an additional
sum of $3,742.00 and authorize the Architect, the OR, the Park Board Attorney, the Department Direct()
and the Park Board officers to take all necessary and appropriate action to effect such Contract Change
Order including the preparation and execution of attending documents. (Engledow, Knowles, C -Un.)
VII. ATTORNEY'S REPORT— Debra Grisham
A. Tort Claims. No report.
B. General. No report.
VIII. DIRECTOR'S REPORT Mark Westermeier
In addition to his written report provided in the Park Board meeting packet, Mark reported as follows:
1. With regard to V (a), he and Deb Grisham have been in contact withVHamilton County officials regarding the
146th Street pedestrian bridge. He reported that the County work outsues with the utility company(ies)
and investigated and agreed to accept responsibility f da to day maintenance and debris removal while the
County will be responsible for structural maintenance` and upkeep. With plans to:bid the 2nd week of March,
the estimated 90 day project, together with other_nearby construction projects will',impact the use of the
Monon Trail. He noted that it is his understanding that such 'development will try to keep`such impact to a
minimum.
2. As regards to III (b), he announced the curbing of the. Interurban' that will be visiblefshortly and that the East
Entrance Road will be improved during the first week inNoKiember with concrete edging to provide a more
user friendly transition from road to shoulder noting that�thefoad was narrowed to calm traffic. He noted that
if the concrete edging works as anticipated, it may be used`in other venues such as the Monon Trail.
3. Cherry Tree Survey has been delayed to: allow The Schneider Corporation to focus on a variety of other
projects noting that winter is a good time to perform survey work x
4. The Dog Park Feasibility Study is wrapping up`
IX. DISCUSSION ITEMS
The Finance Committee will report on the capital projects for 2012.
X. INFORMATION; ITEMS
1. Plan Commission J Hagan reported that the.Silv.ara rezone request at 116 th and Springmill Road is moving
through the process and afte'rtsome changes is,expected to be considered at the October 18, 2011 meeting.
She concluded with'a report that_the,Monon Greenway Overlay is proceeding so that the greenway is
protected when adjacent tlevelopmenf�occu�s.
2. ,School Board° P Knowles .'reported that at its meeting last night, the school board was given a presentation
on its new safety and lockdowntprocedures which would be tested randomly and established its 2012
legislative priorities:;She noted thatshe believed School representatives to be coordinating such with ESE
program leaders.
XI. BOARDICOMMENTS
1. J Hagan recommended:that members take time to visit the CPEDP site as development progresses.
2. J Kirsh'agreed that the' community will be pleased by the new accessibility to such a beautiful and natural
area.
XII. ADJOURNMENT The meeting adjourned at approximately 7:12 p.m. (Knowles, Engledow without objection.)
Signature: Date:
Signature: Date:
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