The URL can be used to link to this page

Home My WebLink AboutCCPR-10-09-12 Carmel/Clay Board of Parks and Recreation Park Board Meeting 6:00 p.m. Tuesday,October 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. Call to Order&Pledge of Allegiance III. Public Comments IV. Staff Reports V. Committee Reports A. Standing Committees 1. Personnel Committee—Richard Leirer 2. Finance Committee—Richard F.Taylor Ill 3. Properties Committee—Wendy Franklin VI. Action Items A. Minutes—Richard Leirer 1. September 25, 2012 Park Board Meeting 0 B. Financial Reports—Richard F.Taylor Ill 1. City of Carmel Financial Report; 2. Clay Township Financial Reports(August&September);and 3. CCPR P&L Statements. C. Claims—Richard F.Taylor Ill 1. Claim Sheet October 9, 2012; and 2. Clay Township Claim Sheet October 9, 2012. D. Monetary Gifts,Grants, Partnerships, and Sponsorships—Audrey Kostrzewa E. Rejection of Bids for the Central Park Drainage and Overflow Parking 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 411 Tuesday, October 9, 2012, 6:00 p.m. Monon Community Center Members Present: Donna Cihak Hansen,James Engledow, Wendy Franklin,Joshua Kirsh, Pamela Knowles,Jenn Kristunas, Richard Leirer Members Absent: Linus Rude, Rich Taylor Others Present: Mark Westermeier, Director; Audrey Kostrzewa,tBusiness Services Manager; Debra Grisham, Park Board Attorney = r Roll Call kz .,„ Board President Engledow asked Mr. Leirer to call the roll. The meeting ;was called to order at 6:01 p.m. Call to Order& Pledge of Allegiance x ` 4, Board President Engledow led the Pledge of Allegiance. '". Public Comments (--,4,-. :-.Y4- .v+aS d .F r.There were no public comments. � 3 :—,.. Staff Reports ;m -...,,,".7.,'., Director Westermeier introduced Matt Leberwho presented an overview of adult programs. Mr. Leber 0 stated his job was to provide adult programsand to oversee gym rentals;and programming of the gym schedule. Park Board Members congratulated�Mr.. Leber on'his in pres ve numbers. Mr. Leber said he looks forward to additional programming opportunities.°involving the'Ydisc golf course and new nature trails. Director Westermeier commended Mr. Leber-for establishing a positive working relationship with IBA (Indiana Basketball Academy) , - : Susan Beaurain, Monon Community�Center DivisionaManager, displayed the Award of Excellence presented by the Associated Builders rind Contractorsof Indiana to Brandt Construction, Inc. for the Carmel CIay;Water Park Enhancement Project(aka FlowRider). 'kkk,k, Director WestermC eier pointed out that the contract log was included in Staff Reports. Mr. Leirer asked if a column could be added showingthe total amounts paid. Ms. Kostrzewa stated that the purpose of this document was not b t.track payments, but if he needed some specific information, it could be provided. �r, A as yT Personnel Committee—Richard Leirer Mr. Leirer stated that the committee has not met and is waiting for input from the Finance and Properties Committees. Finance Committee—Richard F.Taylor Ill In Mr.Taylor's absence, Board President Engledow stated the next meeting is October 15, 2012. 0 Properties Committee—Wendy Franklin Ms. Franklin stated that the committee will meet next Tuesday(October 16, 2012). At the last meeting, Traci Pettigrew, Events Supervisor, provided an update on preparations for the Fall Food Festival, which was held last Saturday (October 6, 2012). It was a cold day, but the event went well for its first year. Carmel/Clay Board of Parks and Recreation Tuesday, October 9,2012 Monon Community Center Minutes—Richard Leirer—September 25, 2012 Park Board Meeting Mr. Leirer made a motion to approve the minutes as presented, seconded by Ms. Knowles, and unanimously passed 6—0 with 1 abstention by Ms. Kristunas. City of Carmel Financial Report No report. Clay Township Financial Report (August&September) Ms. Franklin made a motion to acknowledge receipt of the August Clay Township Financial Report, Mr. Kirsh seconded, and unanimously passed 7—0. �e�S�t 4'- Ms. Franklin made a motion to acknowledge receipt of the September Clay Township Financial Report, seconded by Ms. Cihak Hansen, and unanimously passed 7 7' 0� CCPR P&L Statements :. iy.. No report. t. Claim Sheet October 9, 2012 Ms. Franklin made a motion to approve„the Claim Sheet as:,presented, seconded by Ms°,Knowles, and unanimously.passed 7—0. Clay Township Claim Sheet October 9, 2012: Ms. Franklin made a motion to approve theClay Township:Claim Sheet;as presented, seconded by 110 Ms. Kristunas, and unanimously passed 7—0. E Acknowledgment of Monies and In Kind Donations,Received—Audrey Kostrzewa After Ms. Kostrzewa presented the information, a motion was made by Mr. Leirer to acknowledge receipt, seconded by Mr. Kirsh;and unanimously passed?—0. Rejection of Bids for theCentral Park;:Drainage and Overflow Parking Project—Mark Westermeier DirectoriWestermeier explained in detail.the justification to reject the four bids received for this project. He also stated that due to the.imuch higher,;revised cost estimate,a Common Construction Wage Hearing will be necessary. Afte lengthy discussion with the Park Board Members, a motion was made by Mr. Leirer, seconded by Ms. Knowles, and unanimously passed to reject all bids and authorize the Department to take all necessary actions required to complete the rebidding of this project. Attorney's Report Tort ClaimsGe eral Ms. Grisham reported that only one tort claim had been received since the last report; this one was quickly investigated and dismissed. The EEOC complaint moves forward with depositions scheduled for October 22 and 23, 2012 and a week in November, if necessary,for Mark Westermeier, Michael Klitzing, Lynn Russell, and Joe Miller. School Board Report—Pamela Knowles Ms. Knowles stated that the School Board met last night (October 8, 2012) and heard a report on the common core standards for literacy and an update on negotiations. October is National Bully Prevention Month. Lastly, the School Board voted to begin a wellness clinic with St.Vincent Hospital for employees. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday, October 9, 2012 Monon Community Center Plan Commission—Joshua A. Kirsh Mr. Kirsh proudly announced the birth of his healthy, baby boy at which time the Park Board Members congratulated him. Westfield Boulevard &96th Street: The contractor has decided to reduce the overall density and add extensive trails and boardwalks around the retention ponds. This PUD (Planned Unit Development)was originally stamped in 2006. Discussion followed regarding the area between Keystone Avenue and Westfield Boulevard north of 96th Street to 106th Street and the pedestrians and bicyclists trying to cross Westfield Boulevard to access the Monon. Director's Report Westermeier continued the discussion on crossing Westfield:Boulevard. One suggestion is to use a light which would be activated by pedestrians/bicycl st"s: Another idea is to create a path to the nearest roundabout; however, Director Westermeier'stated this is da gerous and should be tried first �aa before implementing. Additional meetings will be,'_held with parties involvedyincluding City Engineering, DOCS (Department of Community Services), Couricil3Members, etc. Further discussion concerned lack of infrastructure, e.g., sidewalks, etc. in this area Director Westermeier stated that the telephone system upgrade'has been completed. Also he met with the Travelers Insurance Risk Management;Consultant who met:with parks and other city departments. Parks received high marks with no suggested changes other than'some suggestions in language for future personnel manuals. Discussion Items/Board_Comments Board President Engledow reminded Park Board Members about the°workshop immediately following the meeting. Next, Board Presiedent Engledow stated that the Parks Foundation social was enjoyable, and it presented the opportunity to "break the ice "\Also, Ms. Franklin has agreed to be the liaison between the Park Board and'the Parks Foundation. He then asked that'the Park Board Members discuss their respective expectations,in their committee'meetings ;> Adjournment There being no fu ther<business, Board President Engledow asked for a motion to adjourn. Mr. Kirsh made the motion, secon'cled by GMs Cihak Hansen with no objections. Meeting adjourned at 6:44 p.m. ET 1 ih Approved, Signature Date Signature Date Page 3