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HomeMy WebLinkAboutCCPR-09-11-12 Carmel/Clay Board of Parks and Recreation Park Board Meeting 6:00 p.m. Tuesday,September 11,2012 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. Call to Order&Pledge of Allegiance III. Public Comments A. Presentation by Gregg Calpino of SEH of Indiana, LLC regarding the Central Park North Master Plan IV. Staff Reports A. Booth Tarkington Civic Theatre Partnership—Susan Beaurain B. Extended School Enrichment—Ben Johnson V. Committee Reports A. Standing Committees 1. Personnel Committee—Richard Leirer 2. Finance Committee—Richard F.Taylor III 3. Properties Committee—Wendy Franklin 0 VI. Action Items A. Minutes—Richard Leirer 1. August 28, 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 September 11, 2012;and 2. Clay Township Claim Sheet September 11, 2012. D. Monetary Gifts,Grants, Partnerships, and Sponsorships—Audrey Kostrzewa E. Consideration of Resolution B-2012-006 Authorizing the Use of Procurement Cards—Michael Klitzing F. Consideration of Resolution P-2012-001 Revising Rules of Park Operations—Michael Klitzing G. Consideration of Fall Food Festival& Benefit in West Park on October 6, 2012—Michael Klitzing H. Consideration of entering into a Professional Services Agreement with The Schneider Corporation for Founders Park Improvements—Mark Westermeier I. Consideration of Matters regarding the Central Park Eastside Development Project—Mark Westermeier 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 CARMEL/CLAY BOARD OF PARKS AND RECREATION Tuesday, September 11, 2012, 6:00 p.m. Monon Community Center Members Present: Donna Cihak Hansen,James Engledow, Wendy Franklin, Pamela Knowles, Richard Leirer, Linus Rude, Rich Taylor Members Absent: Joshua Kirsh,Jenn Kristunas Others Present: Mark Westermeier, Director; Michael Klitzing, Assistant Director; Audrey Kostrzewa, Business Services Manager; Debra Grisham, Park Board Attorney Roll Call Board President Engledow asked Mr. Leirer to call the roll. The=.meeting was called to order at 6:02 p.m. Call to Order& Pledge of Allegiance Board President Engledow led the Pledge of Allegiance. Presentation by Gregg Calpino of SEH of Indiana, LLC.regarding the Central Park North Master Plan Mr.Calpino stated that they have received great feedbacklrom the.;previous public an;d,focus group mi meetings. Will concentrate on programng at this evening's publifc meeting and return in October with three different concepts. fili Carmel Clay Parks Foundation Ms.Sue Dillon stated thatAhelFoundation is oneyear old,and,:they would;like to get to know the Park Board Members during aureception.at the Clay Township:Offices°on=October 2, 2012, 5:30—6:45 p.m. Ms. Dillon also suggested that a Park Board Member become a liaison to the Foundation and attend their meetings (four times aNear) Mr;=: Dan Dutcheradvised that the Foundation originally focused on swim lesson scholarships, but will look other programs that may need financial assistance. Booth Tarkington }Partnership—Susan Beaurain The Monon Community Center is partnering with the Booth Tarkington Civic Theatre so as not to duplicate programs within the community. This is a win-win as the Department will receive revenue for those participants who sign up for the Booth Tarkington Civic Theatre programs. Extended School Enrichment—Ben*Johnson Ben Johnson provided abrief overview of the before and after school program. The program continues to grow with enrollment'numbers increasing each year. Have received positive feedback from parents through completed surveys atrythe end of each semester. This year both full-time and part-time staff will receive training based upon the core competencies identified by the National AfterSchool Coalition. Ms. Knowles inquired about the training instructors at which Mr.Johnson responded that they are local individuals (in Indiana) except for one. Ms. Cihak Hansen asked about tutors. Mr.Johnson explained that homework is addressed on an individual basis depending on parental requests. Mr.Taylor commended ESE for participating in Stewards of Children (child sexual abuse prevention program). Personnel Committee—Richard Leirer Mr. Leirer stated that he met with Director Westermeier to give him his goals. Finance Committee—Richard F.Taylor III Mr.Taylor stated the next meeting will be October 15, 2012. Carmel/Clay Board of Parks and Recreation Tuesday, September 11,2012 Page 2 • Properties Committee—Wendy Franklin Ms. Franklin stated that the committee met the third Tuesday of last month and will meet this month to discuss concept ideas for West Park. Minutes—August 28, 2012 Park Board Meeting Mr. Leirer made a motion to approve the minutes as presented, Ms. Cihak Hansen seconded, and the minutes were unanimously approved 7—0. City of Carmel Financial Report Mr.Taylor made a motion to acknowledge receipt of the City of Carmel Financial Report, seconded by Ms. Knowles, and unanimously passed 7—0. Board President Engledow asked Director Westermeier if he was concerned about any particular area at which he responded services. Clay Township Financial Report Mr. Taylor announced that the Clay Township Financial.Report had not been received. CCPR P&L Statements Mr.Taylor made a motion to acknowledge-receipt of the CCPR P&L Statements, seconded by Ms. Knowles, and unanimously passed 7-0. Mr.Taylor asked iffee waivers will be shown in these reports at which Assistant Director MichaelaKlitzing advised that they will be shown in January 2013 if not before. Claim Sheet September 11,2012 Mr.Taylor made a motion;=:to approverthe Claim Sheet4as presented, seconded by Ms. Cihak Hansen, and unanimously passed 7—0: Clay Township:Claim Sheet September 11, 2012 Mr.Taylor made a motion to:.approvethe Clay Township Claim Sheet as presented, Ms. Knowles seconded,and unanimously passed Monetary Gifts,;Grants, Partnerships, and Sponsorships—Audrey Kostrzewa After Ms. Kostrzewa'provided a brief:overview, a motion was made by Ms. Cihak Hansen to acknowledge receipt, seconded by Ms. Knowles, and unanimously passed 7-0. Consideration of Resolution 8-2012-006 Authorizing the Use of Procurement Cards—Michael Klitzing Assistant Director Klitzing stated`that this is an amendment to a previous resolution. In moving forward with the Department's procurement card, it was decided that a backup was necessary to prevent delays during the absence of the purchasing administrator. Mr. Leirer made a motion to waive the reading of the Resolution, Ms. Knowles seconded, and unanimously passed 7—0. Mr. Leirer followed with a motion to approve Resolution B-2012-006, Ms. Knowles seconded, and unanimously passed 7—0. Consideration of Resolution P-2012-001 Revising Rules of Park Operations—Michael Klitzing Assistant Director Klitzing said that the current Rules of Park Operations needed to be updated to make the rules easier to understand, enhance the safety of park users, ensure compliance with federal (ADA) or state laws, and/or remove obsolete sections. All proposed changes were endorsed by the Properties Committee. Ms. Franklin asked about scouting events. Assistant Director Klitzing explained that there is a designated fire ring that complies with the updated rules. Carmel/Clay Board of Parks and Recreation Tuesday,September 11,2012 Page 3 Ms. Cihak Hansen inquired about large groups bringing in their own grills, and Mr. Rude followed with a question about grills in parking lots. Any group may request the use of large grills through a Special Use Request; all other grills are not allowed and will be reported to the Carmel Police Department for enforcement of the park rules. It is staff's intent to revise the special use policy and present to the Properties Committee for consideration. Mr. Leirer made a motion to waive the reading of the Resolution, Ms. Cihak Hansen seconded, and it was unanimously passed 7-0. Mr. Leirer made a motion to approve Resolution P-2012-006, Ms. Knowles seconded, and it was unanimously passed 7—0. Consideration of Fall Food Festival & Benefit in West Park on October 6,2012—Michael Klitzing Director Westermeier advised that staff has been working with the Properties Committee on the Fall Food Festival & Benefit which is a fundraiser for the scholarship Staff requests that the Park Board approve the sale and consumption of alcohol at,this event. Mr Taylor made a motion to approve the request, Mr. Rude seconded, and it was unanimously passed 7—0. `Y Consideration of entering into a Professional Services Agreement with The Schneider Corporation for Founders Park Improvements—Mark Westermeier Director Westermeier requested permission to enter into a-professional services agreement with The Schneider Corporation in the amount of$26;.360.00 for Founders Park Improvements including the proposed sports fields, playground shades structures, and other possible enhancements. The scope of services will include, but not limited to the,development of construction documents, bidding process, ® and construction inspection services. Mr Taylor made a.motion to accept the proposal, Ms. Knowles seconded, and it was unanimously,;passed 7—b. ..mss Board President Engledow,asked about the status of Carmel Dad's Club. Director Westermeier responded that the Department's programming staff will be able to use the sports fields. Carmel Dads' Club has not responded to the ®epartrnent,yet;however, the sports fields will be available for others to use with the Department's permission. In respon se to Ms: Knowles, moving forward on this project does notzhave any bearingion the Carmel Dad's Club: ConsideratibAlof Matters regarding the Central Park Eastside Development Project—Mark Westermeier Director Westermeier,,stated that the Certificates of Substantial Completion have been signed by all parties and issued to JF:New for contract items A and C. Attorney's Report—Tort Claims/General Ms. Grisham reported that there were no new tort claims or lawsuits since the last report. Plan Commission—Joshua A. Kirsh Due to Mr. Kirsh's absence, there was no report. School Board Report—Pamela Knowles Ms. Knowles stated that school board met last night and received a good report on the current technology being used in the school system. Mr. Taylor inquired about student's one-to-one usage of computers. Ms. Knowles said that Carmel Clay Schools did receive a grant for 80 iPads that will be used in the Special Education program. Also, it appears that CCS has a system-wide increase of 80 students. Carmel/Clay Board of Parks and Recreation Tuesday, September 11,2012 Page 4 Director's Report Last Tuesday's budget workshop went well. The Council was very complimentary of our merit system and is considering duplicating this city-wide. A brief overview followed regarding the 457 plan (deferred compensation program)for the City and the Department. The Department plans to wait on the results of the City's RFP before selecting a vendor. Director Westermeier stated that there are security issues at the Monon Community Center. It was our intent to use off duty officers of the Carmel Police Department, butw;CPD requires that we sign an agreement to assume all liability of the officers. After discussion;with"the Park Board's Attorney, it was determined that a MOU (Memorandum Of Understanding) or interlocal agreement between the City of Carmel (Council) was necessary. Until an agreement is finalized; we-are using a private security company. We are moving forward with the Central Park Drainage and Overflow Parking3Project with the bid opening October 2, 2012. _ as Ms. Knowles asked about the Disc Golf Course in fnfow Park. Director Westermeier stated that he has heard many positive comments from the community. This course is more of an introductory course versus a competitive one Brooke Taflinger, Inclusion Supervisor,-is working toward establishing ADA standards for disc golf courses. Discussion Items/Board�Comments • Mr. Leirer remarked that-last Sunday's Barktember was very crowded! Staff stated that there were close to 400 dogs at this'event. Board President Engledow reminded the Members of the Foundation's invitation to their social on October 2,2012,5 30 p m As both the Park�Board and Foundation are working toward a common goal, he recommended that everykone attentl. Board President Engledow asked the Members to check their calendars and advise him if attending: Ms. Grisham advised the Board that,the contract with The Schneider Corporation will be extended for the Central Park Drainage and Overflow Parking Project. Adjournment There being no further business=Mr.Taylor made the motion to adjourn with no objections. Meeting adjourned at 7:38 p.m. Approved, Signature Date i Signature Date