HomeMy WebLinkAboutCCPR-04-10-12 (Approved:
CARMEL /CLAY BOARD OF PARKS AND RECREATION
0 BOARD MEETING MINUTES
Regular Meeting
April 10, 2012, 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 EngledowM Klitzing
W Franklin `"A Kostrzewa
P Knowles (left 7:39) D Grisham
J Kristunas 'A SusanBeaurain(CCPR Staff)
R Leirer B en Joh (CCPR Staff)
L Rude Judy Hagan (partial)
R Taylor (arrived 6:05) 4 Joe Miller (par
a Vickie Rude
p 5
Hal Espey (videographer)
I. ROLL CALL
The regular meeting of the Carmel /Clay Board of Parks and R cr eation was convened at approximately 6:03 p.m.
on April 10, 2012 pursuant to notice. Pr de J Engledow asked?S R Leirer to call the roll. Members
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present other than J Engledow and R Leere D Cihak Hansen Wi'Franklin, P Knowles and J Kristunas. R
Taylor arrived after the roll call at the time indicated above. J Kirsh was absent. Others in attendance are noted
above.
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II. CALL TO ORDER and PLEDGE OF ALLEGI V f,
President J Engledow a le t he meeting to ord which commenced after the Pledge of Allegiance. NOTE:
H ereinafter these minutes will st the motion, followed parenthetically by the name of the one who made the
motion (listed first a nd then the ;one who second it. For example the motion would read, It was moved to
approve the minutes etc. (Franklin, Kirsh)." Whenp otion is carried but not unanimously, the results of the vote
will be listed i.e. "(Franklin Kirsh6�to 2, with 1 abstaining). When the motion was carried unanimously, a "C -Un"
will be added i.e. (F anklm,Kirsh C -Urn) Action aken without objection will be noted in brackets as well.
III. SPECIAL P
W m
ith conferral of comemorative service plaques to Judy Hagan and Joe Miller, Jim Engledow thanked them for
/their respective service to "the CarmeljClay Community as long serving, dedicated Park Board members.
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IV. PUBLIC)COMMENTS None. 4
V. STAFF RER TS
M Klitzing introduced Be ohnson, the Department's Extended School Enrichment Division Manager, to provide
a report on the12O12 Summer Camp Series. Using power point, Mr. Johnson highlighted the expansion from 9 to
10 weeks to follow'ti Carmel Clay Schools "CCS calendar, the addition of a new facilities sports camp for
ages 6 to 12 and ,''adjustment adjustment in age range for Preschool Palace and Outdoor Explorers. He noted that
registrations are on track and a status of camp enrollment. In answer to the Park Board members' questions, Ben
reported that (a) the Scholarship application deadline was April 1, the results of which will be known around mid
April, (b) key summer camp locations are the Carmel Middle Schools, Woodbrook Elementary and the Monon
Community Center "MCC and (c) the new sports camps focus primarily on introduction to various sports. After
the Park Board members thanked Ben for his report and effective management, Michael concluded the summer
camp series report by noting that the bus transportation and the CCS contracts, integral to the summer camp
series, will be presented in the near future for consideration. Michael next showed a video of the training that
occurred earlier that day with certain members of staff on the FlowRider® attraction as well as a TV ad that will be
airing to showcase and enhance awareness of the new feature. He explained that he traded some radio
0 advertising for the TV spots, all within the current 2012 budget. He concluded staff reports by noting that while
the information necessary to provide the standard reports was not available to complete and include the standard
reports in the Board packet, the quarterly reports regarding the Master Plan Implementation Status and the Active
Contract Summary Log were included.
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VI. COMMITTEE REPORTS
A. Standing Committees
1. Personnel Committee R Leirer reported that the Committee had not met but that he will be
scheduling a meeting in April.
2. Finance Committee R Taylor reported that the Committee met on March 19 and is scheduled
to meet again on Monday April 16 at 5:30 p.m. at the MCC.
3. Properties Committee W Franklin reported that she will be scheduling a meeting in April.
VII. ACTION ITEMS
A. Minutes Richard Leirer
1. March 27, 2012 Regular Park Board Meeting Minutes were approved as presented. (Leirer, Cihak
Hansen C -Un.).
B. Financial Reports Richard F. Taylor III,
1. City of Carmel Financial Report Acknowledgeme tas deferred as�reports were not timely received.
2. Clay Township Financial Report Receipt wa, as presented(Taylor, Knowles C -Un.)
3. CCPR P &L Statements Acknowledgement was deferred due to lack of timel of Carmel Report.
C. Claims Richard F. Taylor III
1. Claim Sheet April 10, 2012 was approved as pres Knowles C-Un)
2. Clay Township Claim Sheet April 10, 2012 was app o ed as presented. (Taylor, Leirer C -Un.)
D. Acknowledgement of Monies and In Kind Donations receiveake Kostrzewa. Audrey presented and the
Park Board accepted the following gifts frkothe,following Donors`'for the noted events (Taylor, Knowles C -Un.):
Petco for dog biscuits, frisbees, and tennis}balls >fo the Dog -Gone EggkHunt; Don Pablo's (300 Free Kid's meal
coupon). Dave Busters (Basketballs)
andniversal*udios "Hop movie promotional items including stickers
and stuffed rabbits) for the Childrens' East Egg
E. Consideration of RF.ItrResponses for Exclusive Beverage Provider Michael Klitzing
Michael reported that >in responseto a Request for Information ("RFI issued on March 19, 2012 he received by
the noon submission, deadline on,Monday, April 9,a response from each PEPSICO Foodservice (Pepsi) and
Coca -Cola Bottling�C ompany of) ndianapolis (Coke)? ,Both qualified beverage providers expressed their interest in
serving as the Departnint s sole o urce for the purchase of non alcoholic fountain drinks and non alcoholic
packaged drinks, excludinghfuices, b''(,eyyert c brewed teas. After he summarized the responses and
estimated cost on our anticipated annual usage, he noted the evaluation criteria used to
determine the m' stibenefictahresponse for the Department: name recognition, brand market share, qualifications
of beverage proviaer.tncludi g responsiveness to the RFI, product pricing, past history with the Department,
references, and beverag :providertrecommendations on the services to be provided (if any). He explained that
whale both vendors provided competitive responses with relatively similar pricing, Pepsi's rate sheet appeared k
slightlyymore favorable to the Department based on the use projections and having worked with both, the
Departm had a better experience with Pepsi than it had with Coke and, accordingly, recommended awarding a
new contracts Pepsi. After discussion, the Park Board accepted the most responsible and responsive response
from PEPSI (Pepsi) and authorized the President, Director, and Park Board attorney to take all
steps necessary-and appropriate to negotiate with Pepsi the terms of a one -year Beverage Provider Agreement
with rollover provisioss consistent with the RFI specifications and authorized the President or Vice President to
execute the same TTaylor, Knowles, C -Un.)
F. Consideration of RFI Responses for Waterpark Landscape Remediation Michael Klitzing
Michael reported that by the 2 pm submission deadline on Monday, April 9th, the Department received 3
responses to an RFI seeking quotes from four local landscape services to make refinements to the existing
landscape within the Waterpark. He read the competitive Base, Longshadow Planter and Total quotes from Green
Touch Services for a total of ($41,735.00 $7,000.00 $48,735), Salsbery Brothers Landscape ($39,916.30
$7,317.00 $47,233.30) and Sundown Commercial Group ($42,682.00 did not quote planter no total. He
explained that the RFI required base quotes that included removal of existing vegetation, installation of new
landscape plants and sod as specified, watering of sod until roots are more established, an add alternate quote
for the purchase of the Longshadow planter and a May 18, 2012 deadline for completion. After Michael explaine
the changes with "before and after" illustrations, the Park Board participated in much discussion, primarily focuse
on the rock finish recommended between active areas within the Waterpark which concluded with a consensus of
interest in alternative applications. After an explanation of the process and pertinent governing laws and based on
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the Specifications and impending completion date, the Park Board elected to accept the most responsible and
responsive response from Salsbery Brothers Landscaping, Inc. in the amount of $47,233.30 and authorized the
President or Vice President to sign an agreement for completion of the Waterpark Landscape Remediation
0 Project. (Taylor, Knowles C -Un.)
G. Consideration of Matters Regarding Central Park
1. Eastside Development Proiect Mark Westermeier
While Mark did not request any action, he reported that (a) drainage issues at the Westfield Boulevard
Entrance may only be addressed by suctioning of the existing mire so that unfinished Work can proceed
to conclusion (b) signage matters are nearing completion and (c) sitenishings were ordered.
2. Water Park Enhancement Proiect Mark Westermeier Vim.
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Mark reported that the FlowRider® is working, the 80 spacepoverflow gravel parking lot will be complete
upon placement of parking bumpers and reported that.thProj ctiwill be 90% complete in time to qualify
for the incentive compensation for early completion and4explained how,it would be paid. He next
described the FlowRider® training that will be necessary for staff andtpublic users to ensure a successful
ride experience, noting that staff is working on the logistics with regard toWave Loch required releases.
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3. Drainage and Overflow Parking Protect,- 4'M ark Westermeier 4'
No items were presented under this placehoId
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VII. ATTORNEY'S REPORT— Debra GrishamY
A. Tort Claims. No new tort clai "O.,- s reported.
B. General. D Grisham reported h e status of current litig various projects, a summary of relevant
2012 legislation and concluded with a summary of recomm protocol for the Special Park Board
Meeting on April 11, 2012. s A f�
F* 4 �S
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VIII. DIRECTOR'S REPORT Mark Westermeielf .A f f V'
In addition to the written report provided n th Board ine p acket, Mark reported as follows:
410 West Park The, Carmel Rotary will host its ult Easter Eg Hunt on Saturday, April 14. Rich Taylor, also
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the President ofRotary, noted that this event is an important fundraiser for its charitable and mission work.
Cherry TreePark Survey stakes have disappeared and encroachments have been noted at the entry. A
quick review ofaDepartment provided n indication of a previous grant of an easement for the
neighborhood entrance markers an d landscapi 5
Central Park Eastside °:Development: Proiect Entire Project remains well under budget.
PereareV&Mark introduced John Gate as'the recently hired Park Maintenance Manager.
IX. IN ITEM i`x n
4 Plan Commission N n ,th
o reportiie absence of J Kirsh who was in attendance of a Plan Commission
m g. eetin P'
2. S Board P Knowles reported that Carmel Clay Schools "CCS started informal negotiations with the
teacherunion regarding the contract, noting that the effect of the new laws would be interesting. The School
Boardreceived information regarding new professional development training and did not take action
regardingt e ESE Pr gram. She added that she believed that CCS would continue with the existing program
as everyone.conce ned is very pleased.
XI. DISCUSSION ITEMS /BOARD COMMENTS
1. R Taylor commended CCS for the Special Needs training for all staff and in particular what is happening in
that regard at Creekside.
2. J Engledow reminded members that the Board Orientation is scheduled for Saturday, April 21 from 9:00 am to
1:00 pm at the Meeting House off 116 Street.
3. Mark confirmed when asked, that the Department does not receive any proceeds from the Rotary's Egg Hunt.
XII. ADJOURNMENT The meeting adjourned at approximately 7:40 p.m. (Leirer, Taylor, without objection.)
Signature: Date:
co Signature: Date:
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CRC Meeting, March 21, 2012
CARMEL REDEVELOPMENT COMMISSION Meeting, Wednesday,
March 21, 2012
President Bill Hammer called the meeting to order at 6:39 p.m. Commission members
Carolyn Anker, Dave Bowers and Greg Phillips were present, constituting a quorum. Also
present were Les Olds, Karl Haas, Michael Lee, Don Cleveland, Megan McVicker and Matt
Worthley.
Others present:
Bob Reynolds, Bryan Mitchell and Ron Kern
The Pledge of Allegiance was said.
Approval of Minutes
February 21, 2012: Moved for approval by Ms. Anker, seconded by Mr. Bowers and
unanimously approved.
Financial Matters
Mr. Lee stated the February 2012 end of month balance was $407,993.
Mr. Lee requested the Commission approve non operating claims in the amount of
$1,095,996.29, of which $295,030.83 will be paid from available cash and $800,965.46 will
be paid from lines of credit. Discussion ensued. Mr. Bowers moved to approve non
operating claims in the amount of $1,095,996.29, seconded by Ms. Anker. Passed
unanimously.
Mr. Lee requested the Commission's approval of operating claims in the amount of
$332,031.47, of which $90,027.18 will be paid from available cash and $242,004.29 will be
paid from lines of credit. Discussion ensued. Mr. Bowers moved to approve operating
invoices in the amount of $332,031.47. Seconded by Ms. Anker and unanimously approved.
Brief discussion ensued regarding the priority list for future planning and projects.
Mr. Lee requested approval of PAC construction claims in the amount of $237,096.40, of
which $86,277.34 will be paid from available cash and $150,819.06 will be paid from the
Wells Fargo checking account.
Discussion ensued regarding the Krieg DeVault invoice included in the claims. Mr. Hammer
requested Krieg DeVault give a report to Commissioners at the next executive session
regarding the status of litigation.
Brief discussion ensued.
Ms. Anker moved approval for payment of funds in the amount of $209,529.17. Seconded
by Mr. Bowers.
Discussion ensued.
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CRC Meeting, March 21, 2012
Ms. Anker withdrew her motion of the payment of claims in the amount of $209, 529.17.
Seconded by Mr. Bowers.
Ms. Anker moved to approve disbursement of funds for PAC invoices in the amount of
$237,096.40, seconded by Mr. Bowers. Unanimously approved.
Approval of Change Orders
There were no change orders to come before the Commission this month.
Mr. Lee requested an amendment to the agenda to add an action item to approve payment of
$137,636.22 for an invoice to be paid from available cash to the 4CDC for the net of 2011
SEP rents owed to them less common area expenses that occurred during that time.
Mr. Bowers also moved an amendment to the agenda to allow Ron Kern to speak in front of
the Commission concerning the grain silo and to limit the discussion to 10 minutes.
Ms. Anker seconded the amendment to the agenda to include these items. Approved
unanimously.
Brief discussion ensued.
Mr. Bowers moved to approve payment of $137,636.22 to the 4CDC as requested in Action
Item #2. Seconded by Ms. Anker and approved unanimously.
Mr. Hammer stated Mr. Kern will be added to speak under Old Business.
Committee Reports
Ms. Anker stated the CRC Finance Committee had a very productive joint session on
February 16 with the City Council Finance Committee where CRC financials were shared.
Ms. Anker stated that no questions were asked at that meeting and that, to date, the CRC
Finance Committee has not directly received any follow -up questions from the Council
committee. Ms. Anker stated another meeting of the Finance Committee will be held in the
coming weeks.
There were no reports from the Administrative Committee or Design Review Committee.
Update on Properties
Mr. Olds opened the floor to questions regarding properties outlined in the monthly
Commissioners' packet.
Discussion ensued regarding public parking throughout the City and landscaping plans for
the Parcel 47 courtyard.
Old Business
Ron Kern addressed the Commission regarding the Carmel grain elevator.
Discussion ensued.
New Business
None at this time.
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CRC Meeting, March 21, 2012
Other Business
None at this time.
Announcements
None at this time.
Adjournment
Ms. Anker moved the meeting be adjourned subject to the execution of documents and
seconded by Mr. Bowers. The meeting was adjourned at 7:34 p.m.
The next regularly scheduled meeting is Wednesday, April 18 at 6:30 p.m.
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