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HomeMy WebLinkAboutCCPR-11-09-11 Carmel /Clay Board of Parks and Recreation Park Board Meeting 6:00 p.m. Wednesday, November 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 I. Roll Call II. Call to Order Pledge of Allegiance III. 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 III 1. October 25, 2011 Park Board Meeting B. Financial Reports James L. Engledow 1. 2. City of Carmel Financial Report; Clay Township Financial Report; and 3. CCPR P&L Statements. C. Claims James L. Engledow 1. Claim Sheet November 9; and 2. Clay Township Claim Sheet November 9, 2011. D. Acknowledgment of Monies and In -Kind Donations Received Audrey Kostrzewa E. Consideration of Bids for the Central Park Waterpark Enhancement Project Mark Westermeier F. Ratification of Contract Change Orders regarding Carmel /Clay Central Park Eastside Development Project Mark Westermeier 1. Williams Creek Management Corporation Contract Change Order No. 2, $7,287.00 2. Myers Construction Management Contract Change Order No. 3, $13,474.00 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 (Approved: S CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting November9, 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 6:04) J Hagan 'F. M Westermeier D Cihak Hansen Klitzing J Engledow "A4Kostrzewa W Franklin SBeaurain J Kirsh L Labas P Knowles C La zara; R Leirer Andrea Gillu_n, R Taylor D Grisham Hal Espey (videographer) ROLL CALL The regular meeting of the Carmel /Clay Board of Parks and was convened at approximately 6:00 p.m. on November 9, 2011 pursuant to notiC'Cln the absence of the'President and Vice President, Treasurer J Engledow asked Secretary R Taylor to call roll. Other than J Engledow and R Taylor, those present were D Cihak Hansen, W Franklin, J Kirsh, P Kn the andJ Leirer. President..Miller was not present at the time of the roll call as noted above. J Hagan was absent. Others rn, attendance are noted above. II. CALL TO ORDER and PLEDGE OF ALLEGIANCE Treasurer J Engledow called the meeting to order which commenced after the Pledge of Allegiance. NOTE: Hereinafter these minutes willkstate the motion, followed 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 minutes etc. (Engledow, Hagan)." When a motion is carried but not unanimously, the results of the vote will be listed i e Engledoww Hagan 6 to 2, witFi 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. 111. PUBLIC COMMENTS 'Andre Gillum introduced herself informally, noting her attendance was based on her ,,,°'interest in her possible appointmen to Park Board by the Clay Township Trustee. IV. STAFFx3REPORTS M Klitzing` reported that duel() a variety of factors including his attendance at the NRPA conference, the standard reports willbe available in,th'e next Board meeting packet and at which meeting the overview will be given. V. COMMITTEE REPORTS' A. Standing Committees 1. Personnel Committee Judith F. Hagan. In J Hagan's absence, P Knowles reported that the committee had met twice with regard to compensation matters and that while the Committee did not have a majority of its membership at its October 27, 2011 meeting, those present agreed to recommend that the Salary Recommendations Report created by M Klitzing be distributed to the Park Board for its review, consideration and approval. 2. Finance Committee James L. Engledow. J Engledow reported that the committee has not met since last reported but is scheduled to meet on November 21, 2011 to discuss the capital budget. 3. Properties Committee Wendy Franklin. W Franklin reported that the committee had not met but was scheduled to meet on November 17, 2011 at 1:30 to consider a green building on park property. O n ACTION ITEMS A. Minutes Richard F. Taylor, HI 1 1. October 25, 2011 Regular Park Board Meeting Minutes were approved as presented. (Taylor, Leirer C- Un.) B. Financial Reports James L. Engledow 1. City of Carmel Financial Report Receipt of the Pentamation Financial Reports was acknowledged as presented after M Westermeier answered Mr. Engledow's question regarding concerns by stating that the Department was operating well within its budgeted lines. (Engledow, Knowles C -Un.); 2. Clay Township Financial Report Receipt of Clay Township Financial Report was acknowledged as presented. (Engledow, Cihak Hansen C -Un.) 3. CCPR P &L Statements Deferred to the next November meeting:. C. Claims James L. Engledow 1. Claim Sheet November 9, 2011 was approved as presented (Engledow, Knowles C -Un.) 2. Clay Township Claim Sheet November 9, 2011 was approved as`presented. (Engledow, Leirer C -Un.) D. Acknowledgement of Monies and In -Kind Donations received' A Kostrze,wa No report. E. Consideration of Bids for the Central Park Water Park Enhancement Project M ark Vestermeier Mark reported that on October 27, 2011, 6 bids for the Water Park)Enhancement Prolectwere opened and read aloud at a meeting open to the public and after review Michael Krosschell of The Schneider Corporation "Schneider the Architect/Engineer for the Project, providedLthe distributed recommendation to accept the bid of $1,945,000.00 from Brandt Construction Inc. the lowest responsible and responsive Bidder who claimed an Indiana Local Business Preference. After discussion which included appreciation for the closeness of the bids, indicating well drafted specifications andLassurance from M Westermeier that sufficient funds are available to pay for the Project despite the Carmel City Councils recent action [Resolutio i C- 10- 17- 11 -02], the Park Board accepted the bid and awarded a contract to,;-Brandt Construction, Inc iri amount of One Million Nine Hundred Forty Five Thousand Dollars ($1,945,000.00)for the Enhancement Project and authorized The Schneider Corporation, the Park Board Attorney r, "P ey an rk�D d the Paepartment Director to take all action necessary to complete the contracting process, including the initiation of a letter of intent authorizing the spending of administrative fundslto be mcureed during the finalization of the contract and authorized the President or Vice President to sign;'the contract upon completion of the Park Board Attorney's review. (Taylor, Kirsh C -Un.) F. Ratification of Contract regarding the Carmel Clay Central Park Eastside Development Project Mark Wester f Bier 1. ,;Williams CreekManagement Corporation's Contract Change Order No 2 for $7,287.00 Mark explained4hat'while h`�e has mentioned in previous meetings, the additional work regarding the revised seed mix and additio:nal erosion blankets on the side slopes of the Interurban Trail embankment, the change order had not prepared in time to be included with the others presented at the first October meeting. Accordingly';' the C.0 was approved pursuant to authority delegated to the Director and OR by the ParkfBoard with presentation for ratification. After discussion, the Park Board ratified Director Mark Westecineier's approval of Contract Change Order No 2 dated October 14, 2011 as presented to increase the Contract, Price in.the Williams Creek Management Corporation Contract for Bid Item F.1 by an additional sum of $7287 :,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.) 2. Myers Construction Management Contract Change Order No. 3 for $13,474.00 Noting the same facts regarding the change order process as noted for the previously discussed Williams Creek Change Order No. 2, Mark summarized the decision regarding the Myers' Change Order Work for revised, maintenance friendly, bollard lights. After discussion including the notation that the Contract Price remains below the initial Contract Price, the Park Board ratified Director Mark Westermeier's approval of Contract Change Order No. 3 dated October 14, 2011 as presented to increase the Contract Price in the Myers Construction Management, Inc. Contract by an additional sum of $13,474.00 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. (Leirer, Franklin C -Un.) 2 VII. ATTORNEY'S REPORT— Debra Grisham A. Tort Claims. No report. The Pre Trial Conference held earlier today regarding the civil complaint, resulted in an April 25, 2012 trial date. A Tort Claim was filed 10 -27 -11 seeking reimbursement of $771.95 for repairs to a damaged vehicle trunk alleged to have been caused by vandalism while the vehicle was in the MCC East Parking lot. The claim is being investigated. A Tort Claim was filed 10 -28 -11 seeking reimbursement of $2,021.50 in medical expenses for the treatment of a broken hand allegedly caused by having been caught in the women's restroom door at Inlow Park. The claim is being investigated. B. General. 2 cities have been sued for alleged violation of the new effective in July of this year: o Evansville police forcibly removed a man from thetcity,,park zoo for his failure to conceal his gun for which he carried and showed his license. o The Hammond City Council refused to amend its ban on guns causing at least 1 of the 2 plaintiffs to feel slighted. County Attorney Mike Howard has reported that the Monon Pedestrian =Bridge over 146 Street Project Team continues to deal with utility„ relocation issues. VIII. DIRECTOR'S REPORT Mark Westermeier In addition to his written report provided in the Park Board meeting packet, Mark reported as follows: 1. Covenants with property owners adjacent to the Cal'OriClay portion of the Monon Greenway preclude an increase in usage hours similar to what: Indianapolis has recentlyL °allowed. 2. The MCC has been refreshed with new furniture in the oasi.,and other locations. 3. The Monon Greenway north of Hain °Street in downtown Carmel.,is.being improved according to the plan presented to the Park Board by Les Olds in: onjunction with his requ and the Park Board's agreement to a contribution of $50,000. n 4. Pennsylvania is being considered therlocation of a; corridor' with promotional signage that will inform hotel guests of their proximity to Carmelkamenities such as -`City Center and Central Park. 5. Greyhound Pass' Trail ,a spur off the Hagan -Burke Trail, has been completed and will be dedicated next Wednesday, the management'of:which is anticipated to be transferred to CCPR by amendment of the Hagan Burke Management Agreement: 6. Next week Mark and Deb Grisham will meet,with representatives of American Towers regarding the possibility of a cell tower in t area IX. DISCUSS1ONaTEMS J Miller led a discussion of the Salary Recommendations Report, generated by Michael Klitzing and considered at 4 the last Personnel Committee meeting. Michael reported the Department's historical compensation practices and hove those necessanlyct anged with the opening of the MCC, from traditional government practices to more business -like practices including paid time off and merit based increases. He noted that personnel expenses compnse,65% of the Operating Budget and traditional government practice is neither feasible nor sustainable. The following observations;; were offered: senior management is under compensated; the department salary scale is unusually :doption of the salary recommendations reflects good business practices which can coexist with the'directivefto continually improve; phasing in a change of the normal work week from 37Y2 to 40 hours is possible "to address senior management compensation issues; Appendix I and J reflect the cost of implementing therec mmendations, and the recommendations, including incentive pay when it is better tested, are key to retaining attracting good employees. Discussion concluded when it was noted that the report will go before the Finance Committee and come before the Park Board for adoption at its next meeting. While out of town, Wendy mentioned her family's enjoyment of bike rentals, suggesting the same practice for Carmel Clay. Mark reported that such was on ongoing topic with community leaders which usually concludes with an acknowledgment that startup and maintenance costs are tough issues. Wendy next mentioned her appreciation of Kettering, Ohio's focus on art and reported her understanding that all its public project budgets designate a certain percentage for public art. Mark reported that while local artists have been featured at the MCC, expansion is a topic that could be appropriate for consideration by the Properties Committee. INFORMATION ITEMS 1. Plan Commission J Hagan was absent. No report. 2. School Board P Knowles reported that the School Board set forth its legislative priorities and shared them with various legislators; Schools are gearing up to celebrate Veterans Day with Clay Middle School scheduled to dedicate the Bob Weber gymnasium on November 17, 2011. 3 XI. BOARD COMMENTS 1. R Leirer noted his approval of the furniture in the oasis. 2. W Franklin reported that she had taken several children ranging in age from 15 to 3 to Founders Park and found that all age groups thoroughly enjoyed the park. 3. R Taylor noted that his experience in volunteering to help clean up parks in another community helped him to appreciate the condition of the Carmel Clay Park System. XII. ADJOURNMENT The meeting adjourned at approximately 7:15 p.m. (Taylor, Knowles without objection.) Signature: Date: Signature: Dater'' 411 4