HomeMy WebLinkAboutCCPR-06-12-12 (Approved:
CARMEL /CLAY BOARD OF PARKS AND RECREATION
BOARD MEETING MINUTES
Regular Meeting
June 12, 2012, 6:00 P.M.
Monon Community Center East
1235 Central Park Drive East
CARMEL, IN 46032
MEMBER ATTENDEES MEMBER ABSENTEES
OTHERS
J Engledow D Cihak Hanseni M Westermeier
W Franklin R Leirer M Klitzing
J Kirsh
AKostrzewa
P Knowles E D Grisham
J Kristunas SusanB,eaurain(CCPR Staff)
L Rude LindsayLabas (CCPR Staff)
R Taylor Ben Johnson(CCPR Staff)
s 4 John GateOlC.CPRTStaff)
c cik Lynn Russell (C.CPR Staff)
NeOn 1 Hal Espey (videographer)
I. ROLL CALL
The regular meeting of the Carmel /Clay Board of Parks and Relation was convened at approximately 6:00 p.m.
on June 12, 2012 pursuant to notice. President JEngledow asked Vice President Wendy Franklin in the absence
of Secretary R Leirer, to call the roll. In additionfto J Engledow and W Franklin members present at the time of
the Roll Call were J Kirsh, P Knowles, L Rude and R.Taylgr. J Kristunas arrived immediately following the roll call.
D Cihak Hansen and R Leirer were absent. Others m`attendance are noted above.
11. CALL TO ORDER and PLEDGE OF ALLEGIANCE
President J Engledow called themeeting to order:which commenced after the Pledge of Allegiance. NOTE:
Hereinafter these minutes will state the motion, followed parenthetically by the name of the one who made the
motion (listed first) and,then thekone who secondedit.„For example the motion would read, "It was moved to
approve the minutes'. (Franklhn,,Kirsh)." When a motion is carried but not unanimously, the results of the vote
will be listed i.e. "(Franklin Kirsh 6 to2, with 1 abstaining). When the motion was carried unanimously, a "C -Un"
will beiadded t (Frankli n,R Kirsh C Un) Action taken without objection will be noted in brackets as well
111. PUBLIC COMMENTSS ,None
NIA
IV. STAFF REPORTS tAK
Before�John Gates, the Park Maintenance Division Manager, started his presentation, M Klitzing took the
opportunity to report that teDepartment "CCPR had sold for the first time, over 10,000 annual and monthly
passes, uplby 1,385 members from the same time last year and noted that this number did not include seasonal
passes, th sa les of which are also up from last year. Next, J Gates, used power point to provide a system wide
summary of recently completed, current, ongoing and future maintenance projects. He described the planned
approach to maintenance which included park by park assessment, identification of existing, ongoing and future
issues and cost estimation of identified projects for purposes of budgetary prioritization and future planning,
evaluation of in -house expertise and coordination of work to effect minimal interference with public use. The
following issues were among those noted: (a) Central Park: drainage issues at the 111 Street entrance, the MCC
and within the eastside parking lot, pavement sealing /striping and identified concrete and irrigation repair issues;
improved roadside parking; (b) West Park: Shelter painting and silo repair as well as identified splash zone aging
which is also an issue at Inlow Park; (c) Flowing Well: trail stabilization and limb pruning; (d) Founders Park: sand
clogging the drinking fountain which would likely be resolved with the addition of a shower spray area for sand
play cleanup;(e) Hazel Landing Park entrance grading; (f) Monon Greenway Hagan -Burke Trail striping, graffiti,
visibility and risk tree issues. After Mr. Gates concluded his report with an invitation to call him regarding any
0 maintenance concerns, Park Board members thanked him for his comprehensive report. Michael closed the
maintenance report by noting Senior Management's appreciation of Mr. Gates' well- rounded expertise and the
accomplishments in the short time since he started in the position. Michael and Mark next addressed R Taylor's
question regarding the status of the Monon Greenway Trail Refreshment and Repaving Project, currently a 2013
project, stating that while the funding is available in the 103 Park Capital Fund, money could be saved by
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coordination with or completion of the City Center improvements, the State's US 31 improvements and Hamilton
County's 146 Street pedestrian bridge project, all of which currently do or soon will impact the Monon Greenway
and its detours. Staff reports closed as Mr. Taylor mentioned the CRC's project regarding an apartment project
that soon could also impact the Monon Greenway. Michael next gave a financial report with reference to the
reports in the Board packet. Referencing the MCC operations year to date cost recovery of 99.7 he explained
that a number of capital maintenance expenses previously charged to the Township's 1215 -Park Capital (NR)
Fund are now being charged to the 109 -MCC Fund, a testament of the financial strength of the MCC and added
that favorable June weather should allow revenues to outpace expenses. Michael concluded his report with the
news that the Waterpark had its best opening weekend ever by serving approximately 14,000 visitors over the 3-
day Memorial Day weekend and generating nearly $96,000 in revenue, most4,of which revenue was credit card
receipts which will be reflected in the June financials.
At
V. COMMITTEE REPORTS V,
A. Standing Committees
1. Personnel Committee No report in R Leirer's absenc t
2. Finance Committee R Taylor reported that the�Committ e met on May y 21 S 'to review the 2013 budgets
with which the Committee agreed for recommendation to the Park Boarder
3. Properties Committee W Franklin reported that the Committee met in May J scussed cell towers in
parks and Cherry Tree encroachment iss esYasgwell as Fall fundraising ideas for,ESE scholarships and
lastly, agreed that it will meet monthly on the 3` TuesdayAt 930 a.m. at the Morton Community Center.
VI. ACTION ITEMS 4,;
A. Minutes Wendy Franklin for Richard.Leirer�;,
1. v
May 22, 2012 Regular Park BoardlMeeting M wereapproved as presented. (Franklin, Knowles 6 -0
with 1 abstention [J Kirsh].)
B. Financial Reports Richard F. Taylor III
1. City of Carmel Financial Report Action was deferred to =:the timing of receipt of the reports.
2. Clay Township,,; Financial Report Receiptwas acknowledged as presented (Taylor, Franklin C -Un)
3. CCPR P &L Statements After J Engledow thanked Michael for the explanation regarding the difference
between,the 2011 to 2012 comparison that accompanied the distributed Statements, receipt was
acknowledged as presented (Taylor, Kristunas C -Un)
C. Claims Richard F. Taylor III
1. Claim Sheet June, 2012 was approved as presented. (Taylor, Kristunas C -Un.)
2. Glay Township Clam Sheet June 12;'2012 was approved as presented. (Taylor, Knowles C -Un.)
D. Acknowledgementof Monies and In -Kind Donations Received Audrey Kostrzewa
udrrey reported two (2)`significant gifts' A $1,000 grant from Wal -Mart for Safety Town, a youth program, and
Ingersoll Rand's in -kind valued at $1,000 for the Adaptive Prom. President Engledow thanked both
or
dons don
=for generosity after the Park Board accepted the gifts. (Taylor, Knowles C -Un.)
E. Considaonu
tiof 2013 P Operating Budgets Michael Klitzing
Using power point, Michael presented each of the proposed 2013 budgets for the tax funded General Fund 101
[$2,722,080.00]the revenue funded Extended School Enrichment "ESE Fund 108 [$3,148,965.00] and the
revenue funded Morton Community Center "MCC Fund 109 [$4,955,500.00] all of which the Finance Committee
had previously reviewed at its meeting on May 21 and agreed to recommend to the Park Board for approval.
After Michael summarized the budget timeline and process, he reported that the General Fund 101 Budget was
prepared according to the guidelines received in April from the Mayor's Office which allow, for the first time in 4
years, justifiable increases in all budget categories. He explained that excluding the outsourcing of park
landscape maintenance, the maximum permissible increase would have been approximately $181,500 or a 7%
increase from the previous year. Despite significant increased employer -paid benefit costs, the requested
increase in the General Fund Budget is $111,925 or a 4% increase from the 2012 budget. He reported that under
all three budgets, the system wide cost recovery is 76 materially the same as last year, is significantly higher
than the 60% cost recovery considered to be best practices in the industry. Budgets were submitted to the City
and Township by June 1, no feedback has been received to date and that the budget hearing is scheduled for
August 28, 2012 at 2:00 in the City of Carmel Council Chambers. The results of Michael's review of the State of
Indiana Health Insurance in which CCPR could participate reflected higher rates than the current participation in
the City's self insured health insurance plan which is reflected in the General Fund 101 Budget. Park Board
discussion followed Michael's detailed presentation of each budget, which included the following comments:
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1. Resolution B- 2012 -002 General Fund (101) Budget: Michael answered W Franklin's inquiry that he was
in the process of exploring with Carmel Clay Schools "CCS the possibility of achieving cost savings by
sharing current background checks of individuals that both organizations would normally perform. After
waiving the reading of Resolution B- 2012 -002 regarding the General Fund (101) Budget (Kirsh, Taylor C -Un),
the Park Board approved Resolution B- 2012 -002. (Taylor, Kirsh C -Un.)
2. Resolution B- 2012 -003 ESE Fund (108) Budget: As part of his presentation and in answer to P Knowles,
Michael explained that the volume of fee waiver requests has caused the change from a two -tier system to a
four -tier system aligned with the Free and Reduced Lunch program parameters, shared with CCS and
communicated with parents and guardians, the result of which projects the Before and After School Care
Program to break even. After waiving the reading of Resolution B- 20)2003 regarding the General Fund (101)
Budget (Taylor, Kirsh, C -Un), the Park Board approved Resolution,B ,2012.003. (Kirsh, Kristunas C -Un.)
3. Resolution B- 2012 -004 Monon Community Center Fund (1;09). Budget: Asked about the status of the
�y�et
Township Funds, Michael reported that the Township has not
made a decision regarding the City of
Carmel's request that the Township fund the General Fund a (101) Budget and that if the Township funds are
redirected, larger park capital projects (including the dog pa kand the Monon Greenway project) would be
deferred for 1 or more years. After waiving the reading of Resolution B 2012 004 regarding the General Fund
(101) Budget (Rude, Kristunas, C -Un), the Park Board "approved Resolution B -2012 -004. (Rude, Kirsh C -Un.)
mo
t.
F. Consideration of Resolution B- 2012 -005 Establishing Facility Rental Fees Micha 1K.itzing
Michael explained the proposed resolution by which the Board „complies with India law by establishing
fees for all facilities available for a fee within the Carmel C }lay The addition the two new picnic
shelters in the Central Park East Picnic Grove requires thefacility rental fees to be updated to include pricing for
these new facilities. He explained that shelter pricing remainsLthe,same for existing shelters, but formalizes the
current practice of making shelters available, for half -day rental) which will allow shelter rentals to be made at the
MCC front desk instead of through a designated011 -time employeemaking it easier for residents to reserve a
shelter anytime the MCC is open and noted, that pr��ding online reservations through the CCPR website is a
2012 goal. He added that while the MCC rental fees, are,uunchanged, f Resolution B- 2012 -005 includes the rates
charged for the multipurpose, party and pool observation rooms. In answer to J Kristunas' inquiry about the
resolution's application to the Meeting House 'and we adjacent meadow, Michael explained that neither facility is
0 included within the purview of the subject resolution as fees ar¬ charged for use of either and as the Meeting
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House has been pnma used., by not for -profit organizations, its use is better monitored according to the existing
Special Use Policy. After the Park; Board waived the reading of Resolution B- 2012 -005 (Kirsh, Kristunas, C -Un), it
approved Resolution 6 2012 -005 as presented. (K sh,Kristunas, C -Un.)
G. Consideration of Cell Towers' Within.therPar.k.S'stem Michael Klitzing
Michaet after ther.,ecent expression''of interest in a cell tower at West Park and given the level of
interest in cell towe,�r pllacement in parks over the course of the past several years, President Jim Engledow
assigned the topic to ,Ithe PropertiestCommittee for review and recommendation. As the Chair reported, the
Co mmittee met on Ma 9�5 and after considering many factors, voted unanimously to recommend that the Park
Boar entertain proposals to construct cell towers anywhere within the Carmel Clay park system. After
discussion, the Park Board7determined that it will not consider or authorize the placement of cell towers within any
propertyowned and /or managed by the Park Board. (Franklin, Knowles C -Un.) After the vote and with regard to
inquiries mJ Engledowiand R Taylor, D Grisham, M Westermeier and M Klitzing combined to provide the
following points<of clarification: (a) the Park Board has the authority to change its determination at any time and
follow the applicable processes to make a determination of interest in cell towers, (b) that the Mohawk Golf
Course is not curre zoned with a park designation and (c) it is possible that federal or state laws could require
accommodation ofcell towers within public properties.
H. Consideration of Matters Regarding Central Park
1. Eastside Development Project Mark Westermeier
Mark reported that he was in possession the Architect's Certificate of Substantial Completion regarding
Gibraltar and Myers Construction and upon confirmation of concurrence from the Owner's
Representative, he would sign the documents. No action item was presented under this placeholder.
2. Water Park Enhancement Project Mark Westermeier
a. Ratification of Change Order Approval Mark Westermeier
Mark referred to the cover sheet in the Board Packet with regard to the change order tracking of three
Allowances included in the $1,945,000.00 Brandt Construction Inc. Contract to construct the Water
Park Enhancement Project "WPEP and described the Work related to Change Orders reflecting
increases in Brandt's Contract Price within the Director's purchasing authority. After discussion, the
Park Board ratified the Director's approval of Change Orders 7, 9, 10, 11, 12 as presented to
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increase the Contract Price in the Brandt Contract by an additional sum of $48,927.00. (Taylor, Kirsh
C -Un.) It was noted that despite all Change Orders, the Project remained under budget.
VII. ATTORNEY'S REPORT— Debra Grisham
A. Tort Claims. Deb reported that a tort claim had been filed with regard to a tree that, during a storm, fell
from West Park property onto private property, damaging a section of fencing and that Travelers had not
concluded its investigation.
B. General. D Grisham reported the status of current litigation, various projects and the possibility of Park
Board action at its June 26, 2012 Meeting to comply with applicable laws passed during the last legislative
session and effective as of July 1, 2012. She concluded with the report thatshe will attend the annual seminar
hosted by the Indiana Municipal Lawyers Association on June 21-22.
VIII. INFORMATION ITEMS
1. Plan Commission —J Kirsh reported that two large, long standing Plan Unit Developments, Gramercy at
the Mohawk Golf Course and Legacy at 146 and River Road, were moving,through the Plan Commission
process. He noted the focus on significant acreage of space and trailfconnectivity.
2. School Board P Knowles reported that (a) the Sc B oard heard on June.14 first Strategic Plan
report, (B) Dr. Swenson met with Dr. Tony Bennett to discuss the perceivedylaws in the current A -F
school accountability rating, and (c) CCS offices are closed on Fridays during the summer months.
IX. DIRECTOR'S REPORT Mark Westermeier
In addition to the written report provided in the Park Board'meeting packet, Mark reported as follows:
G Central Park North Campus Mark has requested from Gregg Calpino, the Architect for the Central Park
initial and updated Master Plans, a' proposal to master plan Campus properties which currently
includes the Meeting House, the CCPR's locatio and its Administrative Offices. The Master
Plan process will invite public input.
G Central Park The boardwalk around the lagoons modeled after West Park's boardwalk, is declining at a
much faster rate than that at West Park perhaps"attributed.to.,new federal regulations regarding wood
treatment which suggests that a plastic product°may be more:Vcost effective in the future.
o Monon Greenwav Pedestrian Bridge oveP446 Street Mark reported that he learned recently that the 0
County had moved ahead without all Interloaai_ agreements and that the State bid the Project and awarded a
contract with:a"July construction start date, closing the Monon Trail in the area until at least November 2012
without a dependable detouras the US 31 Project ,has been impacting the use of the Hagan -Burke Trail.
o White River Greenway Mark has met with Ellen Rosenthal, Director of Conner Prairie, regarding a
collaborative effort with Ca "rmel and Fishers to preserve for pubic trail use the White River shore line and that
there,iserestn acquinngproperties °that come up for sale to connect the public properties along the River.
o Tree >Park G* Stopped a homeowner who was mowing a soccer field within the existing turf on the
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belief that as helhad the right t allow.his youth team to practice in Cherry Tree, he had the right to mow it.
Mark also reported that the removal and conversion of the park boundary signs is being investigated and that
o nce the summer is'over, he willbe able to focus on the encroachment issues identified in the recent survey.
XI. DISCUSSION ITEMS /BO COMMENTS
1. Michae responded toR Taylor's inquiry that employees receive total compensation information on paystubs.
2. After L Rude tdescribed his surprise at the number of parked cars and how many people he saw using Central
Park during -the Memorial Day Weekend, Michael reported that the MCC enjoyed its largest crowd of over
14,000 guests without major injuries and with revenues approximating $96,000.00.
3. J Kirsh noted�tf he was impressed with the membership report and commended Lindsay Labas for her
outstanding work in marketing the MCC.
4. Mark answered J Kristunas' inquiry regarding the status of the System Wide Master Plan process by stating
that he expects PROS Consulting LLC to provide in July a proposal to facilitate the 6 -12 month process.
5. J Engledow noted his preference for a 6 month Master Plan process and revisited the goal to complete the
historical review of the parks, noting the smaller parks had been sufficiently covered. After suggesting that the
Board could continue review after each of the short monthly meetings or meet to cover more parks more
quickly on a Saturday, the consensus was to continue review of parks after each short meeting.
6. J Kristunas confirmed her preference to start the Master Plan process after conclusion of the historical review
of the park system.
XII. ADJOURNMENT The meeting adjourned at approximately 7:55 p.m. (Kirsh, Kristunas, without objection.)
Signature: Date:
Signature: Date:
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