HomeMy WebLinkAboutCCPR-05-09-12 Carmel /Clay Board of Parks and Recreation
Park Board Meeting
6:00 p.m.
Wednesday, May 9, 2012
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. CaII to Order Pledge of Allegiance
III. Public Comments
A. Presentation
1. Derek McGrew, CelluSite, LLC
IV. Staff Reports
V. Committee Reports
A. Standing Committees
1. Personnel Committee Richard Leirer
2. Finance Committee Richard F. Taylor III
3. Properties Committee Wendy Franklin
VI. Action Items
A. Minutes Richard Leirer
1. April 24, 2012 Park Board Meeting
B. Financial Reports Richard F. Taylor III
1. City of Carmel Financial Report;
2. Clay Township Financial Report; and
3. CCPR P &L Statements.
C. Claims Richard F. Taylor III
1. Claim Sheet May 9, 2012; and
2. Clay Township Claim Sheet May 9, 2012.
D. Acknowledgment of Monies and In -Kind Donations Received Audrey Kostrzewa
E. Consideration of process and authorization to engage bus transportation services Michael Klitzing
F. Authorization to Compensate Carmel Clay Schools for use by Summer Camps Michael Klitzing
G. Consideration of terms of ProLiance Energy, LLC Natural Gas Sales and Services Agreement Mark Westermeier
H. Consideration of Matters regarding Central Park Mark Westermeier:
1. Eastside Development Project; and
2. Waterpark Enhancement Project.
VII. Attorney's Report
A. Tort Claims; and
B. General.
VIII. Information Items
A. Plan Commission Joshua A. Kirsh
B. School Board Report Pamela Knowles
IX. Director's Report
X. Discussion items /Board Comments
XI. Adjournment
(Approved:
CARMEL /CLAY BOARD OF PARKS AND RECREATION
BOARD MEETING MINUTES
Regular Meeting
May 9, 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 R Leirer (left at 6:20) M Westermeier
J Engledow M Klitzing
W Franklin AKostrzewa
J Kirsh D'Grisham
P Knowles SusanB,eaurain(CCPR Staff)
J Kristunas Lindsa Labas (CCPR Staff)
y�,�
R Leirer (partial) 44' Eric Mehl4*0
L Rude
John Gates 0.
R Taylor Derek McGrew) (CelluSite, LLC)
Hal Espey (videographer)
ROLL CALL 0�
The regular meeting of the Carmel /CIa of Parks and Recreation was convened at approximately 6:00 p.m.
on May 9, 2012 pursuant to notice. PresidentwJ Engledow asked Secretary R Leirer to call the roll. In addition to
J Engledow and R Leirer, all members were �presenta, the time of the RollrCaIl. R Leirer left at approximately 6:20
p.m. Others in attendance are noted above:,,NOTEhe Meeting was.,moved from the second Tuesday (May 8
to Wednesday, May 9 to avoid meeting on P Election Day
CALL TO ORDER andrPLEDGE OF ALLEGIAN
President J Engledow called themeeting to order>which commenced after the Pledge of Allegiance. NOTE:
Hereinafter these will state the motion, foll parenthetically by the name of the one who made the
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motion (listed first)gand then theone who secondedit. For example the motion would read, It was moved to
approve the minutes. etc (Franklin, Kirsh) When a`motion is carried but not unanimously, the results of the vote
will be listed i.e. (Frankliati,< rsh 6 "to 2�` with 1.abstaining). When the motion was carried unanimously, a "C -Un"
will be g ad ed. il'e: (Franklin;FKirsh C C-CinlilkiVeilbn taken without objection will be noted in brackets as well
III. P COMMEN
rek Mc Grew of Cell`uSite, LLC introduced himself, explained that he was present to open up communication
WAI;f6the Park Board regarding placement of a cell tower in West Park and gave a historical overview of his prior
present to the ParktBoard. President Engledow explained that as a matter of established protocol, the Park
Board would not engage public speakers during the Park Board meeting, noting that dialogue with Park Board
membersoc at its committee level and recommended that the Properties Committee consider such topic in
one of its n e t suggested that Mr. McGrew contact him for Properties Committee meeting
information. There weresno other public comments.
IV. STAFF REPORTS
M Klitzing introdu Aquatics Manager Eric Mehl to report on Aquatics at the Monon Community Center (the
"MCC Using power point, Mr. Mehl highlighted the 2012 changes that would give the MCC Waterpark a fresh
appearance including the addition of the FlowRider® Attraction, slide refurbishment, painting of several pools and
play features as well as the maintenance friendly landscape changes that will provide more usable space for
guests, He concluded his report with a description of new programs featuring use of the FlowRider® and
addressed questions from the Park Board. Michael reported that the Wave Loch License Agreement regarding
the operation of the FlowRider® required users to sign a Release/Wavier and that he is working to provide an
electronic form for ease of use and explained how the Release/Waivers would be maintained and accessed for
validation during subsequent guest visits. He explained that once the Release/Waiver is in its final accepted form,
it would be made available in various locations to allow guests to complete it prior to a Waterpark visit or to
access it easily once at the MCC. With regard to the standard reports, Michael mentioned that the timing of the
Board Packet assembly precluded the inclusion of several. He explained the dip in the MCC Net Revenue as the
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result of having budgeted landscaping services in the General Fund Personnel line which, due to changes since
budget approvals, are now paid from the MCC Fund Services line, with reconciliation expected by year end.
V. COMMITTEE REPORTS
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A. Standing Committees
1. Personnel Committee P Knowles reported in R Leirer's absence that the Committee had met to discuss
the Director's 2012 goals as well as the hiring of veterans.
2. Finance Committee R Taylor reported that the Committee will meet on May 21 at 5:30 at the MCC
East to start review of the 2013 budgets.
3. Properties Committee W Franklin reported that she will scheduleameeting in May.
VI. ACTION ITEMS
A. Minutes Wendy Franklin for Richard Leirer
1. April 24, 2012 Regular Park Board Meeting Minutes wer approve
e presented. (Franklin, Cihak
Hansen, 7 -0 with 1 Abstention (P Knowles)).
B. Financial Reports Richard F. Taylor III
1. City of Carmel Financial Report Receipt was acknowledged as presented. (aylor, Knowles C -Un.)
2. Clay Township Financial Report Acknowledgement was \deferred to allow clarification.
3. CCPR P &L Statements Receipt was acknowledged as pr esented (Taylor, Knowles C -Un) after Michael
explained that (a) he was investigating the dip in revenues frorn,facility rentals (b) the Fitness programs
revenue decline reflect the transition to the all encompassing pass which shifts revenues from the
program line to the membership line and (c) the difference between the P &L statements which reflect real
time numbers and the City's repot posts ACH and card funds 1 month in arrears.
C. Claims Richard F. Taylor III
1. Claim Sheet May 9, 2012 was approved as p presented (Taylor, „Kristunas C -Un.)
2. Clay Township Claim Sheet May 9, 2012 wa approyed as ,presented. (Taylor, Kirsh C -Un.)
D. Acknowledgement of.Monies .,and In -Kind Donations Received A Kostrzewa. No report.
10 E. Consideration of Process andiAuthorization tohEngage Bus Transportation Services Michael Klitzing
Michael explained thatthe Department is preparing.for its Extended School Enrichment Summer Day Camp
Program by engaging abus transportation services' provider to transport children and supervisory adults to and
from various day camp locations andqo and fromspecified field trip locations. Referencing the applicable State
Law and the Board ruleshe ex a ine dt a the Park Board may consider its purchasing process choices
whichxinclude choosing from am the following processes: direct negotiation, quote, RFP and bid. He next recommended selection nof direct negotiation with Safe Passage for basic bus transportation services and if Safe
x Passage cannot provide, :buses with handicap accessibility, then recommends direct negotiation with another
sere supplier chosen Purchasing Agent. After the Park Board selected the process of direct negotiation
with a provider for basic and handicap accessible bus transportation services, (Taylor, Rude C -Un), the Park
Board authorized the Park oard Attorney, the Park Department Director, and the Park Board President to
negotiate the1terms of a bus'transportation services agreement with Safe Passage and if Safe Passage cannot
provide all necessary bust ansportation services, then to select and negotiate an agreement with another service
provider selectedby the Director, the total cost not to exceed $125,000.00 and authorized the Park Board
President, Vice President, or Treasurer to execute such agreement(s). (Cihak Hansen, Knowles C -Un.)
F. Authorization to Compensate Carmel Clay Schools for use by Summer Camps Michael Klitzing
Michael explained that consistent with historical practices, the Park Department will offer many of its 2012
summer camps within available schools within the Carmel Clay School District "CCS The 2012 schools that
CCS has made available for the ESE Summer Camp Program are Woodbrook Elementary School and the
Carmel, Clay and Creekside Middle Schools. He further explained that since 2008, CCS charged a daily use fee
to defray custodial and utility expenses incurred as a result of the summer camp use. With 48 camp days this
summer, at a daily fee of $300 for the elementary school and $309 for each of the middle schools, the total 2012
use fee is $58,896. The 2011 use fee of $50,611 has been increased by $8,285 largely due to one additional
week of camp being offered this year which will be offset by an additional week of revenue from camp registration
fees. After discussion, the Park Board agreed to compensate CCS by an amount not to exceed $58,896 for use
of four schools by the Department's 2012 Summer Camp Program. (Kristunas, Knowles, C -Un.)
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G. Consideration of terms of ProLiance Energy, LLC Natural Gas Sales and Services Agreement Mark
Westermeier
Mark summarized the Park Board purchase of natural gas (see the board packet cover sheet) for a portion of the
MCC pursuant to an agreement with ProLiance Energy, LLC, a company owned by Vectren and Citizens Gas,
noting that the arrangement has saved the Park Board approximately $50,000 since 2008. Consistent with the
recommendation of Dana Murphy, a ProLiance Account Manager, Mark recommended continuation of the
Disciplined Strategy with a lower floor and cap. While he acknowledged the option of locking in at the current rate
of natural gas, he recommended that the Park Board continue with the strategy that has worked well. After
discussion, the Park Board agreed to continue the Natural Gas Sales and Services Agreement with ProLiance
Energy, LLC for 1 year with the Disciplined Strategy under the Guardian Program using the 6 month hedging
window with a $2.00 floor and $6.00 cap and authorized the Park Board at or ey, the Park Department
Management Staff, and the Park Board President to effect such contin ation through the preparation, negotiation,
and execution of documents to effect such continuation. (Knowles; Cihak =rHansen C -Un.)
H. Consideration of Matters Regarding Central Park x t
1. Eastside Development Project Mark Westermeier,
No items were presented under this placeholder
2. Water Park Enhancement Project Mark Westermeier
No items were presented under this placeholder. P.-'
3. Drainage and Overflow Parking Project Mark,Westermeier
No items were presented under this placeholder i4T
VII. ATTORNEY'S REPORT— Debra Grisham
A. Tort Claims. No new tort claims reported.
B. General. D Grisham reported the1status of current litigationgand various projects.
VIII. INFORMATION ITEMS ��'y� s y
1. Plan Commission —J Kirsh had no report.
2. School Board P Knowles reported thatathe School Board has one meeting in May, Graduation is May 24
and a Strategic Plan >.will be presented in June.
IX. DIRECTOR'S REPORT MarkWestermeier
In addition to the written report provided in the Parks Board meeting packet, Mark reported as follows:
Central Park Eastside Development Project 44IrASI Sign Systems continues its lack of responsiveness to
the Depament it maybe anecessary to,recom mend to the Park Board, termination of the ASI contract.
ADA Markexplainedlhe status of the =Department's Transition Plan, noting how continuing changes in
.Federal Guidelines and Rules.cost significant money, citing the as an example, the public pool chair lifts.
f Hazel Landi g Park Jim Engledow.asked if the Cline Avenue bridge in Gary, Indiana, that is being
dismantled is the bridge recommended to create the pedestrian bridge over the White River at Hazel Landing
44Park. Mark did not recognize the name but confirmed the targeted bridge section is currently in a rail yard.
Personnel Mark reported that Michael Klitzing had been selected to participate on the CAPRA Committee
to evaluate the Chicago .'Park District's CAPRA certification application.
FlowRider® Six (6) families with adaptive needs children have signed up for FlowRider® lessons.
CCS Expedition Series Mark reported that the Series is wrapping up and that the process has been
extremely informative and valuable, noting that he has been especially impressed with how all school staff
are trained t work with special needs children and noted that he is hoping to follow the District's lead with
regard to Park Department staff.
XI. DISCUSSION ITEMS /BOARD COMMENTS
1. R Taylor noted the success of the Rotary Easter Egg Hunt..
2. J Engledow told members to expect at the May 22, 2012 meeting, 45 minute review of the history of several
of the smaller parks.
3. M Westermeier stated that he would follow up on R Taylor's question regarding the transfer of money.
4. J Kirsh reported that the skate park users appreciated that the water fountain had been turned on.
X II. ADJOURNMENT The meeting adjourned at approximately 7:05 p.m. (Kirsh, Taylor, without objection.)
Signature: Date:
Signature: Date:
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