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HomeMy WebLinkAboutCCPR-12-12-06(Approved: / 9- 07 CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES December 12, 2006, 7:00 P.M. Carmel City Hall, Chambers Room, CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS S Dillon A Kostrzewa P Chester L Dudeck J Miller M Westermeier J Engledow D Grisham J Rosensteele M Klitzing J Ketterman D Dutcher S Shapiro T Tolson I. ROLL CALL II. CALL TO ORDER The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 7:00 p.m. on December 12, 2006 pursuant to notice. S Dillon called the meeting to order. Other board members present: P Chester, J Miller, J Engledow, J Rosensteele, J Ketterman, D Dutcher, S Shapiro and T Tolson. No members were absent. NOTE: Hereinafter these minutes will state the motion, followed parenthetically by the name of the one who made the motion (listed first) and then the one who seconded it. For example the motion would read, "It was moved to approve the minutes...etc. (Rosensteele, Tolson)." When a motion is carried but not unanimously, the results of the vote will be listed i.e. "(Rosensteele, Tolson; 8 to 2, with one abstaining). When the motion was carried unanimously, a "C -Un" will be added — i.e. "( Rosensteele, Tolson; C -Un)." III. PUBLIC COMMENTS No comments. IV. STAFF REPORTS M Klitzing introduced Kate Schneider, CCPR's new recreation supervisor. K Schneider is from Fort Morgan, Colorado where she was in a similar position and holds degrees in recreation management and sports management. Currently, the youth coordinator, inclusion coordinator and fitness coordinator positions are being advertised. Mark Hesse serves as youth sports coordinator and Lynn Hampton as special events coordinator. A Kostrzewa announced the Holiday Staff Pitch -In on Wednesday, December 20 at Noon at the administrative offices. M Klitzing mentioned the workshop /board retreat feedback showed that January 16, February 20 or 24, 9am -4pm or Noon -7pm are the most viable options. M Klitzing will correspond further as to when and where the workshop will be held. V. COMMITTEE REPORTS A. Standing Committees 1. Personnel Committee: Jim Rosensteele No report. 2. Finance Committee: Jim Engledow No report. 3. Arts in the Parks Committee: Sue Dillon M Westermeier reported that the artist for West Park has moved to New Mexico. Pieces from the original West Park sculpture exist but should not be reassembled in a windy place. "Bootsie the Turtle ", a mosaic formerly on the Monon Trail, broken in a thousand pieces, is not practical to Page 1 of 5 return to the Monon; its former the area on the Monon will be filled in. The artist has moved to California and if repaired should be an indoor art element. 4. Properties Committee: Sue Dillon No report. 5. Safety Committee: Joan B. Ketterman No report. 6. Central Park Process Management Committee: Mark Westermeier Mark reported that the Architects worked out the punch list with the CM and OR at the OACM (Owner, Architect and Construction Manager) meeting and walked through all Monon Center elements today. The CCPMC worked out the (outdoor) signage package at its December 11tH meeting. The construction progress report reflected that those items behind schedule do not adversely impact substantial completion. Fences around the outdoor aqua park should be installed in the next two weeks and work continues on contractor claims. Testing of large vehicle access off 111th Street concluded without issue. The Architect has chosen the original brownish stain for the Bridge. Mark summarized the history of the 100 year old Van Arsdale clay drain pipe under the original inner -urban train system and the ongoing repair issues. After review of the pipe and a land survey, JJR has recommended the installation of an 18" drain pipe with excess water to flow into the lagoon which, like any legal drain fix, requires coordination with the County. Critical items to be finished before December 28th include the finish of all ceilings, operation of temporary power, equipment testing and staff training. In response to J Rosensteele's question about the temporary fences around the outdoor aqua park, Mark reported that an OSHA standard warning fence is installed around the deep water pool and that a snow fence would not be effective. Mark confirmed for D Dutcher that the Park Board budgeted for AEDs and staff CPR training. B. Special Committees 1. Encroachment Committee: Michael Klitzing Encroachment committee will meet following this meeting. 2. Nominating Committee: D Dutcher is chair and J Miller and J Ketterman will prepare a slate for elections in January. D Dutcher will not serve on plan commission next year. VI. ACTION ITEMS A. Minutes — Tim Tolson 1. November 14, 2006 Regular Park Board Meeting (Tolson, Ketterman, C -Un). 2. November 27, 2006 Regular Park Board Meeting (Tolson, Chester, C -Un). Discussion regarding the numerous comments about the minutes raised questions regarding the content detail and brevity. Consensus was that as a matter of practice, draft should be reviewed, changes suggested, draft changed and final minutes approved at the board meeting so as not to discuss minutes in detail. L Dudeck will forward minutes to D Grisham and D Grisham will circulate a draft to the Park Board prior to its meeting. B. Financial Reports — Jim Engledow (Engledow, Chester, C -Un). C. Claims — Jim Engledow 1. Claim Sheet December 12, 2006 (Engledow, Chester, C -Un). 2. Park Bond Claim Sheet December 12, 2006 (Engledow, Chester, C -Un). D. Acceptance and /or acknowledgment of Monies received: Audrey Kostrzewa (Rosensteele, Engledow, C -Un). 11/8/06, (853 Gift Fund), $75 gift, Lizzie Booher /Celia Booher for general park upkeep and maintenance. 11/27/06, $286 (853 Gift Fund), Citizens for Greenspace, materials and supplies for woodland garden at Central Park. 11/9/06 (1044 Special Events Fund), $1,500, Legacy Fund of Hamilton County, matching grant for Shakespeare in the Park. Page 2 of 5 E. Central Park Matters: Mark Westermeier and Michael Klitzing 1. Telephone lines Mark requested authority to purchase two T -1 lines on a three year contract with AT &T at $400 /per line /per month, cancelable anytime. He explained that one line is for telephone service (digital system with voice -over IP T1 PRI with 24 channels) and one is for computers at OnRamp. Multiple quotes were received. The Board considered and approved a motion to authorize the Park Department Director to enter into two (2) three (3) year service contracts with AT &T for installation of and service through two (2) T -1 telephone lines for the benefit of Central Park at a fixed monthly rate of approximately Four Hundred Dollars ($400.00) per contract, on terms and conditions standard in the industry. (Tolson, Rosensteele, C -Un). 2. Arbor Day Tree Purchase After S Dillon confirmed that she had reviewed the plan and agreed with the tree purchase which will also be reviewed by JJR to make sure the trees are in, or consistent with, the landscaping plans, the Board considered and approved a motion to approve the purchase of 208 trees from Hobbs Nursery at a cost of $13,659.03 and 42 trees from Shemin Nurseries at a cost of $3,631.65, for a total of $17,290.68 to be paid from the Central park Bond. (Chester, Rosensteele, C -Un). 3. Consideration of Corporate Rates for the Monon Center (Rosensteele, Tolson, C -Un) M Klitzing presented for consideration a corporate rate program modeled after the program he managed in Rolla, Missouri. 42% of Rolla's recreation center passports were through its corporate pass program and was instrumental in helping achieve 100% cost recovery. The discount program is based on the benefit of volume sales, with corporations with as few as 5 employees, to those with up to 100 or more. He explained that it is much easier to enroll 50 employees through one employer than it is through 50 individual households. The program acknowledges property tax support in Clay Township with a resident/nonresident rate structure for employers with business locations within Clay Township (resident rate) and nonresident rate for those outside the Township boundaries. Michael reported that while he was not certain how it would work, he endorsed a suggestion from several neighborhood groups that such groups be allowed to participate in a corporate -type pass program. While members noted that such groups would likely create the most challenges, the idea seemed a good one for further work and consideration. Michael reported that addressed corporate status changes with an annual review approach and that Corporate passes are anticipated to be ready by February of 2007. While 60 passports have been sold, CCPR has not pushed sales due to computer and server problems. Michael stated that if an individual discovers that he /she could have received a better rate through a corporate pass over another type already purchase, CCPR will allow the pass with the lowest cost. After much, discussion, the Board members agreed that non - resident employers should not receive any employee discounts. The Board considered and approved The Monon Center Passport Program as presented with one (1) revision to exclude employers without a business location in Clay Township. 4. Other. None. F. Meeting House Roof Repair: Consideration of quotes for roof repair. D Grisham explained that due to the receipt of no quotes, the law does not allow the Board to negotiate a contract on the open market without resolicting under the public works law except in the event of an emergency, a resolution of which she had prepared should the Board elect to make such a determination based on the known facts. M Westermeier reported that given what maintenance staff had reported to him, he could not advise any basis for the finding of an emergency. However, he noted that given the time of year and the general state of the older structure, it would not be unusual if the need to act arose prior to next scheduled meeting of the Board on January 9, 2007. Both P Chester and J Ketterman expressed concern about the kind of hidden fast acting damage that water can cause after which the Board considered and approved a motion to authorize the Park Department Director to resolicit quotes for the Meeting House Roof Repair and to enter into a contract on the Board's behalf in compliance with the applicable State law. (Rosensteele, Shapiro, C -Un). G. Consideration of Resolution 12- 12 -06 -01 amending and restating Resolution 9- 12 -06 -01 (regarding effective date of tobacco prohibition). M Klitzing reported that the necessary time has Page 3 of 5 not been available to prepare for implementation of the "smoke free" policy initially passed with a January 1, 2007 effective date. Staff has the opportunity to work with Clarian Health Partners to implement the Tobacco Free Policy with a suggested target ready date of June 1, 2007. The Board considered and approved a motion to waive the reading of Resolution 12- 12- 06 -01. (Tolson, Shapiro, C -Un). The Board considered and approved a motion to approve Resolution 12- 12 -06- 01. (Tolson, Shapiro, C -Un). H. Termination of lease at 760 3`d Avenue S.W., Suite 100, Carmel, Indiana (Pedcor Building). D Grisham summarized the status of the lease with Pedcor where the recreation offices have remained and noted that the Board has the right to exercise an early termination each month during the last six (6) months of the initial three (3) year term with thirty (30) days notice. Mark stated that moving of the recreation staff and programs are dependent upon readiness of all necessary aspects of The Monon Center. Currently, it is anticipated that CCPR staff will be able to vacate the Pedcor office building by Feb. 1st and, if not, he was confident that Pedcor would work with him. The Board considered and approved the following motion: "I move that the Park Board authorize the Park Department Director, the Park Board attorney and the Park Board President to take all necessary and appropriate action, including but not limited to, the negotiation, preparation and execution of all necessary and appropriate documents to effect the exercise of the Park Board's option to terminate the Lease Agreement with Pedcor Investments, LLC for the Leased Premised located at 760 3`d Avenue S. W., Suite 100 in Carmel, Indiana, prior to the end of the three (3) year term as early as February 1, 2007 or such termination date that is, in the sole opinions of the Park Department Director and the Park Board President, in the best interest of the operation of the Park Department." J. Budget Line Transfers M Westermeier explained that as the necessary documentation cannot be ready until the end of December, staff will work as in prior years between now and year -end to take appropriate action and place this matter on the January agenda for approval. K. Attorney's Report A. Tort Claims D Grisham reported that within the last several years, a woman who tripped and fell on the Monon Trail near the Rotary Plaza had filed a tort claim against the City of Carmel, asking for approximately $35,000, of which $7,000 was attributable to medical expenses with the balance to pain and suffering. The plaintiff rejected the City insurer's (St. Paul Travelers) offer of $7,000. After the insurance company's lawyer took the plaintiff's statement, her lawyer, Mike Antrim of Church, Church and Antrim requested the opportunity to take statements from maintenance employees, Courtney Schlaegel and Manuel Navarra, who were at the site when the accident occurred. Only Manuel could not make it to the scheduled meeting his morning. B. General Deb next reported that a contractor with AT &T had damaged the Monon Trail near 106`h Street. Todd Snyder drafted a letter to AT &T to provide the specifications for the Monon repair work. As public funds will not be used to pay for the repair, there is no requirement that it go through the public works process. However, the repair will affect the use of the Monon and therefore will be required to be coordinated with CCPR. Claims by Landscape contractor Becker have been resolved at an additional cost of approximately $40,000, all of which was within the CCPMC authority limit for a change work order. The claim sum has been earmarked and has a holding place within the budget and will not affect the contingency budget. The Construction Manager contract amendment for services after January 31, 2007 and waiver of claims on terms beneficial to the Park Board, has been approved by the CM and will be signed by S Dillon next week. VII. DIRECTOR'S REPORT West Park: A pre -bid meeting will be held at West Park on Dec. 13, 2006. M Westermeier and representatives from Schmidt &Associates will attend. Hazel Landing Park: Schmidt & Associates has organized a meeting with the equestrian community to discuss their expectations for horse trails. Over the weekend, the police department Page 4 of 5 reported that animal parts dumped at the park were traced to the City of Carmel Street Department's road kill disposal. Monon Trail: The City Engineer's office reviewed the construction for the crossing of the Monon at Main Street and determined that it is acceptable. General: The promised CCPR timeline requires only M Westermeier's activities for the next six months. The Carmel Mayor's Wellness Challenge information will be passed along to the Board. M Westermeier met with the City Council Arts and Parks Committee to discuss consumer marketing, website, park security, Monon Center rates and grand opening details. The commencement date for the Monon trail bridge over Carmel Drive has been delayed. The City of Carmel management plans for the Brookshire Golf Course does not involve CCPR but noted that running a golf course has been in the past a necessary element in the award of the NRPA Gold Medal Award. Meadowlark Park: . DNR and CCPR visited the site a beaver dam which increased the pond's water level and started flooding basements of neighboring businesses. The dam will be torn down at CCPR's cost. VIII. DISCUSSION ITEMS No report. IX. INFORMATION ITEMS A. Plan Commission (PC) Report - Dan Dutcher The Legacy development consisting of 500 acres at River Road and 146th Street, will return to the PC at its December 19th meeting after a six month review process. The development includes an extensive pedestrian and bicycle trail network and connects to Prairie Trace Elementary School. A trail network has been encouraged at Town Oak Estates, an 18 acre development with 16 home sites, which is coming back to the PC. The Village of West Clay has linked a trail network to Coxhall Gardens. The Townhomes at Carmel Creek development has been officially withdrawn. The proposal for Townhomes at Central Park was moved to the annexation and land - use committee with a unanimous non - recommendation, and is expected to be withdrawn. B. School Board Report — Joe Miller J Miller has not received any recent comments on the ESE program. M Westermeier reported that he is pleased with a number of site coordinators, staffing levels, student programs and parent committees. Joe noted that superior communication outlets available to the parents, specifically the new ESE News & Views eNewsletter and ESE school web - pages, past practice and CCPR staff's regular interaction with the school management, make voluntary updates at School Board meetings unnecessary. X. BOARD COMMENTS S Shapiro noted that on page 7 of the November 14th meeting minutes, "Calihan" is spelled two different ways. XI. ADJOURNMENT A motion was m de to a ourn at approximately 9:15 p.m. (Ketterman, Chester, C -Un). Signature: i / L Date: Signature: -2/ , O O . Date: j — q —0 7 Page 5 of 5