The URL can be used to link to this page

Home My WebLink AboutCCPR-10-25-11 Carmel /Clay Board of Parks and Recreation Park Board Meeting 6:00 p.m. Tuesday, October 25, 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 CaII Il. Call to Order Pledge of Allegiance III. Public Comments V. Staff Reports V. Action Items A. Minutes Richard F. Taylor (II 1 October 1 1, 201 1 Park Board Meeting B. Financial Reports James L. Engledow 1. CCPR P &L Statements C. Claims James L. Engledow 1. Claim Sheet October 25, 2011; and 2. Clay Township Claim Sheet October 25, 2011. D. Consideration of the terms of Council Resolution CC-10-17-11-02; A Resolution of the Common Council of the City of Carmel, Indiana, Regarding Cooperation Between the City of Carmel and Clay Township with Regard to Fire Protection and Emergency Medical Services and Parks and Recreation Facilities and Programs Debra Grisham E. Conflict of Interest Disclosure Debra Grisham F. 2011 Park Board Vision, Resolution G -201 1 -005 Michael Klitzing VI. Discussion Items VII. Board Comments VIII. Adjournment THIS PAGE INTENTIONALLY LEFT BLANK (Approved: CARMEL /CLAY BOARD OF PARKS AND RECREATION 0 BOARD MEETING MINUTES Regular Meeting October 25, 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 R Leirer 4 4 4: M Klitzing W Franklin R Taylor A Kostrzewa J Hagan D Grisham g an P Knowles Hal Espey (videographer) ev J Miller I. ROLL CALL ,1k The regular board meeting of the Carmel /Clay Board ofParks and Recreation was at approximately 6:00 p.m. on October 25, 2011 pursuant to notice. President Miller asked Treasurer .hEngledow, in the absence of Secretary R Taylor, to take the roll. Members present other'`than J M llle°r nand J Engledow were J Hagan, D Cihak Hansen, W Franklin and P Knowles. J Kirsh _R Leirer and RAT ylor w absent. Others in"attendance are noted above. IV II. CALL TO ORDER And PLEDGE OF ALLEGIANCE President Miller called the meeting to order wit ha't quo rum h com 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 w ho seconded itd For example ;the motionwould read, "It was moved to approve the minutes... etc. (Engledow; Hagan) When a motion is carried but, unanimously, the results of the vote will be listed i.e. "(Engledow, Haga 6 to 2, with n oe abstaining)When the motion was carried unanimously, a "C -Un" will be z, added i.e. "(Engledow, Hagaa;,.0 -Un) fi TS None ti 'yam .4 1- I. PUBLIC COMMEN1- X,, X,4. 3 4^ G y y *u l IV. STAFF REPORTS n Michael re e d that the sta reports were in in the Board packet reflecting a steady and healthy financial position with year to date,revenueszceeding expenses. Using power point, he addressed the positive reserves in Fund, 08 (ESE progrm luding ASCP and Summer Camps) and Fund 109 (the Monon Community Center "MCC) each of which continue to reflect year to date growth resulting in 100 cost recovery. Michael next showed slides that reflect the importaneof keeping a 12 month trailing revenue and expense report. Referring to the financial history of the GC from a shortfall of $1,000,000 in 2009 and breakeven in 2010 and the current positive cash flow year to date in 01 Michaettributed the 2010 and 2011 cost recovery success to a number of factors including (a) favorable weather;(,b)1Pass and rate adjustments and (c) efficient use and scheduling of personnel. He next reported that 1100± bicycle riidders participated in the 2011 annual Tour de Carmel event held during the Labor Day Weekend, attributing lower participation to the popular MS Ride. He reported that excluding the expense of employees, the event broke even with significant donations, more in the form of in -kind rather than cash and that post event summaries initiated by the Marketing Division would assure yearly improvement. Michael concluded staff reports with a power point presentation of the historical and current overview of the Carmel Clay Park System funding sources and funds. V. ACTION ITEMS A. Minutes Richard F. Taylor, 111 by James Engledow. The October 11, 2011 Regular Park Board Meeting Minutes were approved as presented. (Engledow, Cihak Hansen C -Un.) B. Financial Reports James L. Engledow fo Receipt of the September CCPR P L Statement was acknowledged as presented (Engledow, Hagan C -Un.) C. Claims James L. Engledow 1. Claim Sheet October 25, 2011 was approved as presented. (Engledow, Knowles C -Un.) 1 2. Clay Township Claim Sheet October 25, 2011 was approved as presented (Engledow, Hagan C -Un) after M Klitzing reported that in house staff turned a poor drainage area into a rain garden along the east side of the Central Park Skate Park. D. Consideration of the terms of Council Resolution CC- 10- 17- 11 -02; A Resolution of the Common Council o the City of Carmel, Indiana, Regarding Cooperation between the City of Carmel and Clay Township with Regard to Fire Protection and Emergency Medical Services and Parks and Recreation Facilities and Programs Debra Grisham Deb referred to the Resolution in the Board packet and explained that the resolution was before the Park Board as requested by the City of Carmel Common Council. Much discussion ensued including the shared concern about loss of capital funds to complete certain park projects, the status of the 2012 Park Budget, what if anything the Park Board could or should do with regard to the City's Resolution than the creation of a financial impact report, a description of the source of funds currently in the TownshipCOIT 1215 Fund, its current use and possible uses, the many unknowns regarding the cost of the Water Park Enhancement Project for which bids are due October 27 final completion of Founders Park and the ong in albeit concluding, status of the Central Park Eastside Development Project, how Clay Township will forma ly,respond and the need to determine the impact on the Park Department, including a Clay Township COLT revenue forecasttied to the Central Park Bond for the next 5 -10 years and projections of the City's anticipated phased property tazt ollections from Clay West residents over the next 4 years. With regard to the Central Park Bo forecast and anticipated tax collection, the consensus of the Board was to obtain a determinationoletter for which the Director, may need to contract within his purchasing authority. Ultimately, the Park Board authorized the Park Department vector, Assistant Director, and Park Board Attorney to take all steps necessary and appropriate to ;dentify and report on the comprehensive impact of Resolution CC- 10- 17 -11 -02 on the Park Departeent for 1 (Engledow, H ga C -Un.) Ne E. Conflict of Interest Disclosure Debra Grisham Deb reported that Jim Engledow had del v� ered to4e.r.Zo separatConflict of Interest Disclosure Statements, one (1) regarding a services contract between Ep gI r and theteark Department for the Central Park Water Park landscape redesign and one (1) regardingthe participation of Engledow Group as a subcontractor in the bid process for the Central Park Waterr Enhancement Pr'ct' After she ead the pertinent personal information provided on both staternents' s Grisham specif c ported1Mr Engledow's financial interest in (a) a services ".p -r�iE� a'�GK tiC. ,'.a.� N w contract to be performedsat a winter discounted hourly,,. to of $85.00] of to exceed $5,500.00 and (b) landscape ai work anticipated to cost a pproximatelyci$.7,000 as part of the Water Park Enhancement Project. After she noted that the Clay Township Trus e, Mr E�ngledow's appon authority, had approved both disclosures, she noted that it was upntorthe Park Board ~to accept '-tl em The Park Board accepted the Conflict of Interest Disclosure v Statementesubirntted0by, James LEngledow regarding themngagement of Engledow Group, dba Engledow, Inc., to redes gn the landscapeih el the Carmel Central Park Water Park and authorized the Park Department staff to file itta r under Ind ana law (tH Franklin, 5 to 0 with J Engledow abstaining.) The Park Board next accepted the.Conflict of Interest,Disclosure Statement submitted by James L. Engledow regarding the participation E Group` a Engle ow Inc. in the construction of a portion of the Water Park Enhancement Project and authorzed the Pa kDepartment staff to file it as required under Indiana law. (Hagan, Knowles, 5 to 0 witI J.,Engledow astaining.) F. 2011 Park Board V ..Resolution G- 2011 -005 Michael Klitzing Michael referred to Resoluf on 62061'1 005 by which the Park Board could formally adopt the 2011 Park Board Vision incorporated within the;rution as Appendix A, revised based on discussions and adjustments made during prior Park Board meet gs. After the Park Board waived the reading of Resolution G- 2011 -005 and entered it into action (Cihak Hansen, Knowles, C -Un). Once M Klitzing answered J Hagan's question regarding public input regarding Goal 2.3 and after President Miller noted that the Vision would be addressed again early in 2012, the Park Board approved Resolution G- 2011 -005 as presented. (Cihak Hansen, Franklin C -Un.) VI. DISCUSSION ITEMS 1. D Grisham reported that the unemployment compensation review board upheld an adverse ALJ decision regarding unemployment compensation benefits to a former employee and given the standard of review at the Appellate Court level, she recommended no further action to appeal the decision. As W Franklin left when Ms. Grisham started the report, she noted that if the Park Board desired to appeal, it would need to hold a subsequent meeting as the appeal notice was due prior to the next regular Board meeting. After discussion and comments by President Miller noting that he was aware of the situation and agreed with the recommendation, saw no need to schedule a special meeting unless otherwise directed by the members, there was no objection by any member to appeal the adverse decision. 2 2. In response to D Cihak Hansen's inquiry about whether CCPR had ever sponsored a haunted house, M Westermeier responded that it had not. II. BOARD COMMENTS J Engledow mentioned that he looked forward to completion of the Eastside Development Project. D Cihak Hansen expressed appreciation of receipt of the CCPR 20 Anniversary pins; M Klitzing reported that updated shirts bearing the anniversary logo are in the works for the Park Board members. VIII. ADJOURNMENT The Meeting adjourned at approximately 7:20 p.m. (Hagan, Cihak Hansen without objection.) Signature: Date: f- Signature: Date ,r i e erg .4 f 1 Ce X:::. 1 E 0 1 4 "ti 7 a t 3 tiz s q, ids i 1 r -4i.-4 �n xX 3 THIS PAGE INTENTIONALLY LEFT BLANK