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HomeMy WebLinkAboutCCPR-12-13-11 Carmel /Clay Board of Parks and Recreation Park Board Meeting 6:30 p.m. Tuesday, December 13, 2011 John W. Hensel Government Center 10701 North College Avenue Indianapolis, IN 46280 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 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 B. Nominating Committee Joseph R. Miller VI. Action Items A. Minutes Richard F. Taylor III 1. November 22, 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 December 13; and 2. Clay Township Claim Sheet December 13, 2011. D. Acknowledgment of Monies and In -Kind Donations Received Audrey Kostrzewa E. Consideration of Resolution 13-2011-007 regarding the limited payout of 2011 accrued Paid Time Off Michael Klitzing F. Consideration of a Second Amendment to the Contractual Services Agreement with Debra Grisham and an extension thereof for Services to be provided in 2012 Mark Westermeier G. Consideration of Matters Regarding the Carmel /Clay Central Park Eastside Development Project Mark Westermeier H. Consideration of Matters Regarding the Central Park Waterpark Enhancement Project Mark Westermeier 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: CARMEL /CLAY BOARD OF PARKS AND RECREATION it a(= BOARD MEETING MINUTES Regular Meeting December 13, 2011, 6:30 P.M. John W. Hensel Government Center 10701 North College Avenue Indianapolis, IN 46280 ,,cc� MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Miller J Kirsh A'S ,,.M Westermeier D Cihak Hansen R Leirer M Klitzing J Engledow A W Franklin V 4 D '\Grisham J Hagan q,, Hal `Espey (videographer) P Knowles R Taylor `W Y t I. ROLL CALL The regular meeting of the Carmel /Clay Board of Parks�`and Recreation,was convened< approximately 7:00 p.m. on December 13, 2011 pursuant to notice. President J Miller..asked Secretary R Taylor to call the roll. Members present other than J Miller and R Taylor were D Cihak Hansen;Engledow, W Franklin, J Hagan and P Knowles. J Kirsh and R Leirer were absent. Othersin attendance are noted above. II. CALL TO ORDER and PLEDGE OF A President J Miller called the meeting to ord which cornrrmenced after the Pledge of Allegiance. NOTE: Hereinafter these minutes will state the motion, followedparenthetically by the name of the one who made the motion (listed first) and then the one who seco For exampi,e motion would read, It was moved to 0 approve the minutes fe c (Engledow, Hagan) When a motion is carried but not unanimously, the results of the vote will be listed i e.'(Engledow,Hagan 6 to 2 with 1 abstaining). When the motion was carried unanimously, a "C -Un" will be add i.e. E gl 'edow, Hagan C Un) Action taken without objection will be noted in brackets as well. ,a III. PUBLIC COMMENTS N one l IV. STAFF REPORTS Referencing the ss a n tl ard reports Board packet and using power point, Michael reported that both the ESE Fund 108, including Before and AfterSchool Care Program and Summer Camps "BASCP and the MCC Fund 1 the Mo "MCC were continuing to show steady and healthy financial positi and steady growtth, with year to date revenues exceeding expenses resulting in 100 cost recovery despite ftsignificant increases in the use of fee waivers ($365,605 for BASCP and $69,125.00 for the MCC). After recapping the funded'scholarship dollars received since 2009 from its exclusive healthcare sponsor and its exclusive be"v erage provider, Michael confirmed that the fee waiver and scholarship qualification criteria mirrors that used by Caret Clay Schools with regard to the free or discounted lunch program. Members discussed the need to raise corp to and community awareness of the scholarship funding needs. As regards the pass y y structure, M Westermeier reported that complaints about crowding will signal when the MCC has reached maximum membership. M Klitzing stated that low use time discounts will be used to address such. V. COMMITTEE REPORTS A. Standing Committees 1. Personnel Committee Judith F. Hagan. Judy reported that the committee had not met since her last report and that she was waiting for Director goal accomplishment feedback and that it was possible that the committee would meet before the end of the year. 2. Finance Committee James L. Engledow. J Engledow reported that the committee met on November 21, 2011 to discuss the capital budget and is scheduled to meet again on Monday, December 19, 2011 at 7:45 a.m. at the Administrative Offices following the 7:30 a.m. Park Board meeting. 3. Properties Committee Wendy Franklin. W Franklin reported that the committee had not met since the last report. 1 B. Nominating Committee President Miller announced that he had asked J Hagan to serve as Chair of the Nominating Committee and W Franklin and R Taylor to serve as members, all of whom had accepted the appointment. He explained that the committee's task is to nominate 2012 officers and the Plan Commission representative for election and appointment, respectively, at the Park Board's organizational meeting on January 10, 2012. VI. ACTION ITEMS A. Minutes Richard F. Taylor, III 1. November 22, 2011 Regular Park Board Meeting Minutes were approved as presented. (Taylor, Engledow C -Un.) B. Financial Reports James L. Engledow 1. City of Carmel Financial Report Receipt of the Pentamation Financial Reports was acknowledged as presented. (Engledow, Cihak Hansen C -Un.); 2. Clay Township Financial Report Receipt of CIaKownsfip Financal was acknowledged as presented. (Engledow, Taylor C -Un.) 3. CCPR P &L Statements Receipt was acknowledged. (Engledow, Taylor C Un.) C. Claims James L. Engledow k:, 1. Claim Sheet December 13, 2011 was approved asiesented (Engledow, Knowles C -Un.) y a F „3..�c 2. Clay Township Claim Sheet December 13, 2011 wa`s' approved as presented. (Engledow, Knowles C -Un.) D. Acknowledgement of Monies and In =Kind Donations receive -;=A Kostrzewa. The Park Board acknowledged receipt of the following (Engledow, Hagar Un T' u DATE RECEIVED FROM y: AMOUNT V FUND FOR 11 -14 -2011 Greenways Foundation, nc $970 0Q: 853 General (Pedal Park at Carmelfest. III '2011) 9 -2011 _Jimmy Johns .i Sandwich samples $424.00 Sk8 Night 9 -2011 RISE^ 1,: Boards, t -shirts $750.00 Sk8 Night Z4, r r� stickers E. Consideration of-Resolution6 -007 regarding the limited payout of 2011 Accrued Paid Time Off Miehael Klitzing 'Mi referred to the proposed resoi,ution authorizing what he described as a one -time payout of accrued Paid L Tine ,Off (PTO) that almost'half of the' Park Department's full time employees would otherwise have to forfeit at the end: of the year due to the impact of collective Park Board policy changes to the paid leave benefits together with the flange of the benefit year to run with the calendar year He explained that as it was not feasible for such employeesao<avoid forfeiture of at least some hours, management recommended a one -time payout of excess hours, up to 'amaximum amount, based on the following criteria: (a) Employed less than 1 year Up to 37.5 hours (1 week) (b) Employed11- 5 years: Up to 75 hours (2 weeks) and (c) Employed over 5 years: Up to 112.5 hours (3 weeks). He explained that the actual impact turned out to be approximately $23,000 less than the maximum projected impact presented in the Board packet (salaries and employer related costs of PERF, FICA Medicare) and similarly affected each of the funds 101, 108 109. After confirming the sufficiency of monies available in each fund to support the proposed payouts without negative consequences, the Park Board concluded its discussion by waiving the reading of Resolution B- 2011- 007(Taylor, Franklin C -Un) and approving it. (Hagan, Knowles C -Un.) F. Consideration of a Second Amendment to the Contractual Services Agreement with Debra Grisham and an extension thereof for Services to be provided in 2012 Mark Westermeier Mark referenced the proposed Second Amendment to the professional services contract with Debra Grisham to comply with State Law requiring public contractors to use the E- Verify program to confirm their employees' eligibility to work legally in the United States. He also explained that Mrs. Grisham, an independent contractor representing the Park Board, had provided professional business and legal services for which she charged a blended rate which had not changed for the last three years. He stated that while the contract allows the Director and the Park Board President to authorize an hourly rate increase consistent with market rates, it had become 2 customary to bring any increase discussion and /or approval of an extension to the Park Board. After separating the issues before them into (a) the Second Amendment, (b) the extension of Ms. Grisham's contract for 2012 and (c) a negotiated rate increase for 2012, President Miller directed Mark to work with the appropriate officers and /or Committee and after negotiation with Mrs. Grisham, report the negotiated hourly rate increase to the Board for ratification. The Park Board then approved as presented, the Second Amendment to the Contractual Services Agreement with Mrs. Grisham and extended the Agreement Term through 2012. (Taylor, Cihak Hansen C -Un.) G. Consideration of Matters Regarding the Carmel /Clay Central Park Eastside Development Project Mark Westermeier Mark explained that this matter was placed on the Agenda in the event of,possible late breaking issues that required Park Board action and that there is no need for action on this Project atAhis time. H. Consideration of Matters Regarding the Carmel /Clay Central Pa k Water Park Enhancement Project Mark Westermeier As with Action Item G, Mark reported no need for any action�with regard to'thikplaceholder. VII. ATTORNEY'S REPORT— Debra Grisham kt A. Tort Claims. D Grisham reported as followsi Travelers denied the Tort Claim seeking;; reimbursement for vehicle trunk` repairs; Travelers had not responded with regard `to.the Tort COO seeking $2,021.50rin medical treatment expenses for a hand claimed to have been broken when an,lnlow Park restroom door slammed shut. B. General. County Attorney Mike Howard notified CCPR that<sb1ong as removed buffer is restored, the Monon Pedestrian Bridge over 146 Street Project is back *tract. Deb has started to draft the SecondAmendment to the Hagan -Burke Trail Management Agreement to add the Greyhound Trail to'the Managers scope of responsibility. VIII. DIRECTOR'S REPORT Mark Westermeier‘, !,1.tV In addition to his written report distributed at the Park Board meeting and attached hereto as Appendix A, Mark reported as follows�� 1. According to the JF, New Report, the Central Park wetlands meet all mitigation requirements and if accepted by4theiState will bepreleased from monitoring requirements. 2. All cell tower discussion has`been moved to theRroperties Committee with action expected in early 2012. 3. Michael will completeih: s review of_,the dog park study and schedule a public input meeting in early 2012. 4. Mark that Schhne*d'e n r had,ot completed the surveys, anticipated to be a winter project. 5. Michaelrexplained that as.the time to replace MCC carpeting, wall coverings, etc, is eminent, he thought it 4prudent to engage Williams Architects to identify longer life materials in keeping with the overall design, a ed service he learn t he designer is currently performing for some of its similarly situated public clients. IX. DISCUSSION ITEMS X. INFORMATION ITEMS 1. Plan Commission J .Hagan reported that the Plan Commission was scheduled to meet next week and that the revised Gr.amercy°plan on the agenda for consideration could be reviewed on the City's website. 2. School Bo ard ,P1Knowles reported that the School Board would be meeting with Senator Delph tomorrow with regard to the school calendar. 46" XI. BOARD COMMENTS 1. J Hagan reported that she thought the Central Park Eastside looks great. XII. ADJOURNMENT The meeting adjourned at approximately 8:10 p.m. (Engledow, Hagan without objection.) Signature: Date: Signature: Date: 3 0 THIS PAGE INTENTIONALLY LEFT BLANK 0 THIS PAGE INTENTIONALLY LEFT BLANK 0 0