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HomeMy WebLinkAboutCCPR-11-22-11 Carmel /Clay Board of Parks and Recreation Park Board Meeting 6:00 p.m. Tuesday, November 22, 2011 0 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 Cali II. Call to Order Pledge of Allegiance III. Public Comments IV. Staff Reports V. Action Items A. Minutes Richard F. Taylor III 1. November 9, 2011 Park Board Meeting B. Financial Reports James L. Engledow 1. Amended City of Carmel Financial Report; and 2. CCPR P&L Statements C. Claims James L. Engledow 1. Claim Sheet November 22, 201 1; and 2. Clay Township Claim Sheet November 22, 2011. D. Consideration of the Salary Recommendations Report Michael Klitzing and Mark Westermeier E. Consideration of Salary Resolution B -201 1 -006 (establish salaries for budget year 2012) Michael Klitzing F. Consideration of Matters Regarding the Carmel /Clay Central Park Eastside Development Project Mark Westermeier VI. Discussion Items VII. Board Comments VIII. Adjournment s THIS PAGE INTENTIONALLY LEFT BLANK (Approved: CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting November 22, 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 M Westermeier J Engledow M Klitzing W Franklin A Kostrzewa J Hagan D Grisham J Kirsh .y Hal Espey (videographer) P Knowles Y�, t, R Leirer w' J Miller ,-4 Y R a for I. ROLL CALL a_ The regular board meeting of the Carmel /Clay Board of Parks a nd Recreation was convene y at approximately 6:00 p.m. on November 22, 2011 pursuant to notice .President J Miller asked Secretary R Taylortto take the roll. Members present other than J Miller and R T ylor were D Cihak Han J Engledow, W Franklin, J Hagan, J Kirsh, P Knowles and R Leirer. Others in attendance are noted above. t 1 II. CALL TO ORDER And PLEDGE OF ALLEGIANCE �x President Miller called the meetm order with a quo rum w the Pledge of Allegiance. NOTE: Hereinafter these minutes will state the motion foll by the name of the one who made the motion (listed first) and then the one who�seconded it. Foexample the`�motion would read, "It was moved to approve the minutes... etc. (Engledow; Hagan) 'When a motion 'isLcarried but not unanimously, the results of the vote will be listed i.e. "(Engledow, Hagan; 6 to,,2, with one abstaining). When the motion was carried unanimously, a "C -Un" will be added i.e. (Engledow Hagan G Un) y III. PUBLIC COMMENTS None \l';., t IV. STAFF REPORTS After Michael re that the sta mo reports included in the Board packet reflect a steady and healthy financial position withtyear to date revues excee expenses, he announced that the consolidated financial report has been changedto include all and committed funds as well as rainy day reserve for capital maintenance and shortfalls:, He notedithat due to the City of Carmel Common Council Resolution CC- 04- 19- 10 -02, he established an average.monthly reserrve for each of the funds to avoid the deficit position that the Resolution precludes. Michael concluded by the New Year's Resolution marketing campaign will begin shortly. V. ACTION ITEMS A. Minutes Richard F. Taylor, III The November 9, 2011 Regular Park Board Meeting Minutes were approved as presented. (Taylor, Leirer C -Un.) B. Financial Reports James L. Engledow 1. After J Engledow and M Klitzing explained that the City's October Financial Report had been corrected to include the October ACH Receipts, the Park Board acknowledged receipt of the Corrected Report. (Engledow, Taylor C -Un.) 2. The Park Board acknowledged receipt of the October CCPR P L Statements (Engledow, Taylor C -Un.) C. Claims James L. Engledow 1. Claim Sheet November 22, 2011 was approved as presented. (Engledow, Knowles C -Un.) 0 2. Clay Township Claim Sheet November 22, 2011 was approved as presented (Engledow, Taylor C -Un). D Consideration of the Salary Recommendations Report Michael Klitzing and Mark Westermeier Michael reported that this report, a culmination of almost two years of study by independent professionals, had been vetted by the Park Board's Personnel and Finance Committees and briefly discussed by the Park Board at its November 9, 2011 regular meeting. Now presented for final consideration and action, Michael summarized 1 and explained the Report's six (6) key recommendations (1. implement market based salaries to retain and attract quality employees; 2. Adjust the compressed salary schedule to provide internal equity; 3. Reevaluate the salary schedule every 3 -5 years rather than annually; 4. Monitor feasibility of performance incentives; 5. Transition senior and middle management positions to a 40 hour work week as the 2012 budget allows; and 6. Phase in the new salary schedule for all employment positions within 2 -3 years). Michael noted that the recommendations are consistent with the Park Board's goal of compensating employees based on best practices within the parks and recreation profession and in the local market as well as with the Department's cost recovery expectations. Highlights of the discussion included encouragement and caution with regard to use of performance based incentives and acknowledgement that the 2012 Budget is set and unless positions are not filled or vacated, there will be little impact in 2012 from a change to a 40 hour work week. After discussion, the Park Board accepted the Salary Recommendation Report as presented and authorized staff to move forward with implementation of its recommendations. (Engledow, Hagan C -Un.) E. Consideration of Salary Resolution B- 2011 -006 (establish salaries for budqet year 2012) Michael Klitzing Michael explained that the proposed Salary Resolution for Budget` =Year 2012, the mechanism used by the Park Board to comply with Indiana's law regarding public employeecompensation, is based on the Salary Recommendations Report as follows: 1) salary maximums and "ranges a position specific and market based; 2) salary ranges reflect the position requirements providing internal equity•3) maximum salaries for all positions have been set to accommodate salary increases through.2014 unless the'market warrants an earlier adjustment; 4) except as provided in the "grandfather provision ,all automatic increases4are and 5) payment over a 40 hour work week and market -based salary adjustments are to be provided for as. budget conditions permit. During discussion, J Engledow reported that the Finance°, Committee, had agreed at its meeting to recommend approval of the Resolution. After Michael explained how�the 40 hourwork week changewould be implemented, the Park Board waived the reading of R B- 2011 -006 and`entered it into action (Taylor, Hagan C -Un), after which the Resolution was unanimously approved. (Leirer, Hagan C -Un.) �Q r� F. Consideration of Matters Regarding the CarmeI /Clay„Central Park::Eastside Development Project Mark Westermeier `t h Mark explained that he received ,from the Owners Representative_earlierr;today Change Order No., 6 to the Gibraltar Contract which "through com a bination of deducts and adds to Gibraltar's contract scope, results in an overall deduct of ($23f85O 00). He explained that �the changes include: 1) an increase of $7,241.00 to revise the handrail design for south -side boardwalk, 2) a decrease of $7,384.00 to reduce silt fence footage, 3) an increase of $3,528.00 for additionarsouth sidgregate trail'and.4) a decrease of $27,235.00 for elimination of site furnishings all�of which was reuie ag ewedwgr ae and recommended as required. A Board member noted that he resulting contract pnce $2;401; is still well below the original contract price of $2,470,000.00. After discussion the Park Board approved' Contract Change;Order No. 6 dated November 22, 2011 as presented resulting,in ;a decrease of the Gibraltar Contract Price by the sum of $23,850.00. (Hagan, Engledow C -Un.) VI. DISCUSSIONITEMS 1.Michael Klitzing>distributed and used point to summarize the 7 page (plus Appendices A G) Capital Funding Assessm'ent "Assessment developed at the request of the Park Board at its October 25, 2011 meeting so that it couldbetter understand the impact of the Carmel Common Council Resolution 10- 17- 11 -02. The Council Resolution.requests,the Township to fund the full amount of the General Fund appropriations of the 2012 Park Department Budget.and provides that income tax distribution attributed to the development of Central Park should be allowed to b e= appropriated for parks and recreation operating expenses when in the judgment of the Township Board, such are justified by extraordinary circumstances. Based on the specific assumptions contained on page 6 of the Assessment, Michael explained the anticipated impact through 2015. After much discussion, the consensus of the Park Board was to share the Assessment with all those who normally receive the Park Board packets. 2.After discussion regarding the City of Carmel End -Of -Year Claims Payment Schedule and the Park Board desire to timely pay its vendors, the consensus was to reschedule the December 27, 2011 meeting to December 19 or 20 to be held during either the morning or evening. President Miller asked that an email request to confirm availability be sent out to the members. VII. BOARD COMMENTS J Hagan reported that the Carmel Clay Parks Foundation had requested CCPR Staff to explore the USA Make a Splash program and its grant opportunities. M Westermeier responded that he expected to know more within the next couple of weeks. J Hagan reported that he Personnel Committee would meet one more time this year regarding the Department Director's review. 2 J Miller stated that he would be announcing appointments to the Park Board Nominating Committee at the December 13 meeting. J Miller announced that the Park Board should expect to attend a retreat in January. R Taylor reported that he had received at his home, a complaint regarding MCC running track lane usage and passed it along to staff. M Westermeier reported that a guest at Founders Park had suggested adding handrails to the top of the climbing rocks to make it safer for use by her toddler. VIII. ADJOURNMENT The Meeting adjourned at approximately 7:40 p.m. without objection. Signature: Date: Signature: Date t fi q �aV s s 3 '4;-::, s f 0 '''''.'ei K:',-', f 4 it �g3 Vr t:4 ,}±a�" s Vie: i T 'S' u ,u Y A "SY; 0 3 THIS PAGE INTENTIONALLY LEFT BLANK