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Home My WebLink AboutCCPR-11-27-06(Approved: j'9-57 CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES November 27, 2006, 5:30 P.M. Carmel /Clay Department of Parks and Recreation Administrative Offices 1411 E. 116th Street CARMEL, IN 46032 MEMBER ATTENDEES S Dillon P Chester S Shapiro J Engledow J Rosensteele J Ketterman D Dutcher (left at 6:20) I. ROLL CALL MEMBER ABSENTEES T Tolson Joe Miller OTHERS A Kostrzewa L Dudeck M Westermeier D Grisham M Klitzing Randy Collins (Crystal) Adam Schwab (Coca Cola) Judy Hagan II. CALL TO ORDER The regular meeting of the CarmellClay Board of Parks and Recreation was convened at approximately 5:30 p.m. on November 27, 2006 pursuant to notice. S Dillon called the meeting to order. Other board members present: P Chester, J Engledow, J Rosensteele, J Ketterman, S Shapiro and D Dutcher. Absent: T Tolson and J Miller. 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. ACTION ITEMS A. Claims - Jim Engledow 1. Claim Sheet November 27, 2006 (Engledow, Shapiro, C -Un). B. Central Park Matters: Mark Westermeier and Michael Klitzing 1. Consideration of Exclusive Caterer Proposal. M Klitzing. Michael reported that on October 30, 2006, three proposals were received in response to a Request for Proposals for the Monon Center Exclusive Caterer. The three offerors were: Crystal Catering, MBP Distinctive Catering, and Ritz Charles. The Director established a Committee to review the proposals and provide a recommendation to the Board. This Committee met several times after which it unanimously agreed to recommend Crystal Food Services ( "CFS ") as the Exclusive Caterer for the Monon Center and described the terms of the proposed agreement: • 2 year contract with right for the Board to terminate after 1 year without penalty. • Successive 1 year automatic renewal periods. • 15%-commission-on-food, beverages and ancillary services. • $10,000 annual donation. • Free grand opening gala for 300 guests. • Discount on special events up to $10,000 per year for each year of contract. • Contribute towards production of banquet rentals promotional piece. • The Monon Center will be referenced in ads in publications directly targeted to event buyers. • The Monon Center will be listed as a venue on the CFS website with link to CCPR website. • Will consider co- hosting with CCPR receptions targeting event buyers and planners. Page 1 of 4 All Committee members present expressed thanks to the participants and affirmed the recommendation of Crystal Food Services. After discussion which engaged the Crystal Representative, Randy Collins, about performance standards requiring a consistent quality product and business ownership and direction, the Board approved the following motion: "I move that the Board accept from Crystal Food Services (the "Caterer "), its proposal to be the Monon Center Exclusive Caterer and authorize the Director, the Assistant Director, the Park Board President and the Park Board Attorney(s) to take all action necessary, reasonable and appropriate to complete the negotiation and finalization of an exclusive catering contract based on the Caterer's proposal and in a form materially similar to the contract form included in the Request for Proposal and in the Board Packet, provided however, that the President or Vice President of the Park Board shall be authorized to delete or add provisions that are appropriate, legally acceptable and beneficial to the operations of the Monon Center and thereafter to execute such contract with the Caterer." (Rosensteele, Shapiro C -Un). Mr. Collins left the meeting after thanking the Board for the opportunity to work with them at the Monon Center. 2. Authorization to bid outdoor signage. Michael Klitzing. Michael reported that Williams Architects, working with the Owner's Representative and the Construction Manager, are finalizing the exterior signage package for Central Park in preparation to accept bids. This package will include entrance signage, directional signage in the park, and all signage for the outdoor aqua park. The Construction Manager will administer the bidding process as part of their contract with the Park Board. As the standard practice is that the Park Board authorize the release of a bid package in advance of the solicitation of bids, Staff requested such. No publication dates were yet known. The Park Board approved the following motion: "I move to authorize the release of the Central Park Exterior Sign Package and instruct the Construction Manager to take all appropriate actions to solicit bids in accordance to Indiana law." (Engledow, Shapiro C -Un). 3. Naming of Streets within Central Park. M Westermeier reported that he is working with the City of Carmel on the new address for the Monon Center and that the CPPMC had unanimously agreed to recommend to the Park Board the name of "Central Park Drive" leaving to the City of Carmel the latitude to designate directional additions such as "Carmel Drive - West" and "Carmel Drive - East" that it deems appropriate. The Board approved the following motion: "1 Move to name the roadway within and through Central Park as "Central Park Drive" leaving to the City of Carmel the latitude to designate directional additions such as "Central Park Drive -West or Central Park Drive East ") as it deems necessary, appropriate and consistent with streets in its jurisdiction." (Dutcher, Shapiro C -Un). C. Selection of Exclusive Beverage Provider. Michael reported that two proposals were received in response to a Request for Proposals for the Exclusive Beverage Provider for the entire park system. The two offerors were: Coca Cola Enterprises and Pepsi America. The Director established a Committee to review the proposals and provide a recommendation to the Board. This Committee held meetings to review the proposal after which the Committee unanimously agreed to recommend Coca Cola Enterprises ( "CCE ") as the Exclusive Caterer for the Monon Center and described the terms of the proposed agreement: • 2 year contract with right for the Board to terminate after 1 year without penalty. • Successive 1 year automatic renewal periods. • All equipment needed to serve the products included in the RFP. • 3 basketball /volleyball scoreboards were included. • Estimated $9,776 annual rebates on items purchased through the vendor. • Free product at some select special events. He reported that the Committee unanimously agreed to recommend CCE as the most qualified offeror and that a CCE representative was present. After some discussion, the Page 2 of 4 Board approved the following motion: "I move that the Board accept from Coca Cola Enterprises (the "Beverage Provider"), its proposal to be the Exclusive Beverage Provider of the park system and authorize the Director, the Assistant Director, the Park Board President and the Park Board Attorney(s) to take all action necessary, reasonable and appropriate to complete the negotiation and finalization of an exclusive contract based on the proposal and in a form materially similar to the contract form included in the Request for Proposal and in the Board Packet, provided however, that the President or Vice President of the Park Board shall be authorized to delete or add provisions that are appropriate, legally acceptable and beneficial to the operations of the Carmel /Clay Parks and Recreation System and thereafter to execute such contract with the Beverage Provider." (Rosensteele, Engledow, C -Un). D. Resolution 11- 27 -06 -01 regarding Purchasing Agents for the Park Board. Mark presented for consideration the above referenced Resolution which is presented annually. The Board considered the following motions: "I move to waive the reading of Resolution 11- 27- 06 -01." (Rosensteele, Shapiro, C -Un). "I move to approve Resolution 11- 27- 06 -01. (Rosensteele, Shapiro, C- Un). IV. ATTORNEY'S REPORT A. Tort Claims There have been no tort claims filed. B. General • West Park restroom winterization: Bid documents should be ready this week. • Central Park Outdoor Furniture Bid: Should be ready to bid this week or next. • The Exterior Signage Package and some FFE items are left to be bid. V. DISCUSSION ITEMS M Westermeier reported that the Thanksgiving holiday proved a good time for certain members of the public to visit the Central Park construction site and even use the Skate Park. Mark and the Security guards were busy keeping the public out of the construction site. Security measures are increasing to address the unauthorized visits including keeping the Monon closed. Mark addressed J Ketterman questions regarding security at the Monon South Trailhead by saying that he was aware of only 1 break -in. He explained that the security camera tower proposed for that location has been on hold as he understands that a comparably effective but cheaper security system could configured from the Monon Center due to its height. J Rosensteele noted specific safety concerns and encouraged enhancement of security measures. Mark reported that he had engaged the Architects in discussions regarding safety measures at the outdoor water park among other areas. J Ketterman raised questions regarding corporate passes for the Monon Center and about any distinction between costs for resident corporations and non- resident corporations. After much discussion, Michael reported that the policy is being drafted and should be available for consideration at the December board meeting. He confirmed his understanding that passes went on sale today (11- 27 -06). VI. BOARD COMMENTS J. Ketterman mentioned that she has heard concerns expressed by those in the Golf Course business regarding competition by the City's recent acquisition of the Brookshire Golf Course. She reported her understanding that Plum Creek offered to manage the City's recent purchase. S Dillon added that she had received some information from Noblesville folks regarding the financial viability of the municipal course which she passed on to the City. After discussion, consensus seemed to focus on a wait and see what the Park Board is asked to do regarding the golf course, if anything before anyone expends any time and energy on it. Page 3 of 4 S Shapiro mentioned that while in southern California recently, she saw the Spectrum telecommunications (cell tower) structure which she had not noticed before understanding that it was a cell tower. She could not find any cell towers in the traditional form. Mark mentioned the panels that are used on buildings to hide them from view. S Shapiro shared the Crystal Catering taste tasting menu and described the impressive custom dessert. VII. ADJOURNMENT A motion was made;_a_djourn at approximately 10:00 p.m. (Ketterman, Engledow, C -Un). Signature: 1 i % Date: Signature: u.Q nr� �C/. I Date: 2. -- [ -0-2 Page 4 of 4