HomeMy WebLinkAboutCCPR-10-30-06(Approved:
CARMEL/CLAY BOARD OF PARKS AND RECREATION
BOARD MEETING MINUTES
October 30, 2006
5:30 P.M.
Carmel /Clay Board of Parks and Recreation
Administrative Offices
Carmel, IN 46032
MEMBER ATTENDEES
S Dillon
P Chester
J Engledow
T Tolson
J Rosensteele
D Dutcher
I. ROLL CALL
MEMBER ABSENTEES
J Ketterman
S Shapiro
J Miller
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OTHERS
Michael Klitzing
L Dudeck
M Westermeier
D Grisham
Judy Hagan
Colleen Broderick
II. CALL TO ORDER
The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at 5:40 p.m.
on October 23, 2006 pursuant to notice. S Dillon called the meeting to order. Other board members
present: J Rosensteele, T Tolson, P Chester, D Dutcher, J Engledow. J Miller. S Shapiro and J Ketterman
were absent. Other attendees are noted above.
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.
A.
ACTION ITEMS
Claims — Jim Engledow
1. Claim Sheet October 30, 2006 (Engledow, Chester, C -Un).
B. Central Park Matters: Mark Westermeier
Indoor Signage Bid
M Westermeier stated that five (5) bids were received. After receipt and review, the Construction
Manager and Owner's Representative recommended to the CPPMC and the CPPMC voted
unanimously to recommend to the Board the acceptance of the $19,436.00 bid from Essential
Architectural Signs, Inc. The October 27, 2006 letter from the Construction Manager
recommending the lowest, most responsive, responsible bidder and the list of received bids were
distributed to the Board members. The Board considered and approved a motion to accept the
bid from Essential Architectural Signs, Inc. in the amount of $19,436.00 for Interior Signage and
authorize the Construction Manager to take all action necessary to complete the contracting
process including the initiation of a letter of intent authorizing the spending of administrative funds
to be incurred during the finalization of the contract and approval for the President or Vice
President of the Park Board to sign a contract with the Bidder upon completion of the Park Board
attorney's review. (Engledow, Chester, C -Un).
C. Resolution 10- 30 -06 -01 (Salary Resolution Amendment).
Retitled from "Resolution No. 10- 23- 06 -01" as presented at the October 23, 2006 Park Board
meeting to "Resolution 10- 30- 06 -01 ", M Klitzing summarized the proposal and recommendation
to delete from full -time employee compensation premium pay during three (3) of the remaining six
(6) 2006 holidays as presented in the Board Packet. Michael reported that the addition of full -time
employees engaged in the Extended School Enrichment ( "ESE ") program provided a financial
impact of approximately $3,500 which could not have been foreseen at the time of the passage of
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the 2006 Salary Resolution in which a $10.00 per hour premium pay is provided for holidays
worked by full time employees. He explained that the three (3) holidays at issue were Primary
Election Day, Veteran's Day (both regular school days) and the day after Christmas (the first day
of the ESE's Winter Break Camp. All tallied, Michael reported a possible cost of $5,070 including
employer paid taxes and benefits. [If passed, the $5,070.00 is a projected cost savings.]
The Board considered and approved the following motions
"I move to waive the reading of Resolution 10- 30 -06 -01 and move it into business."
(Tolson, Dutcher C -Un).
Michael clarified that the difference between $5,070.00 and $3,500.00 is attributed to those
fulitime staff members who will be moving to The Monon Center east wing and performing
necessary maintenance work. He confirmed that no ESE employee was given any expectation of
the premium pay on the three (3) holidays in question so they should not feel harmed by the
amendment. J Rosensteele confirmed that he had requested the financial impact because of this
"mid year course correction" and was concerned that employees may have been counting on the
premium pay. M Westermeier reported that to the extent possible, employees are paid for their
earned compensatory time at the end of each year. Asked which staff members are affected,
Mark and Michael responded that full -time non - exempt employees who work over 40 hours in a
work week receive 1.5 times the hourly rate, which is why Mark himself takes most initial
weekend calls. S Dillon summarized the past issues regarding compensatory time accrual and
stated that she was unaware that employees were received payment instead of time off. Michael
confirmed that compensatory time earned in one (1) calendar year may be carried over through
the first quarter of the following calendar year and that the federal law requires use or payment.
The Board approved Resolution 10- 30 -06 -01 on a 4 to 2 vote with J Rosensteele and T Tolson
voting against it.
IV. DISCUSSION ITEMS
—L Dudeck, M Westermeier, M Klitzing
Lindsay reported that as Carmel Clay Parks and Recreation ( "CCPR ") prepares to open The Monon
Center, she has organized and summarized in the distributed packet, CCPR's Key Messages, NRPA's
Key Messages and The Monon Center Rate Justification & Demographic Data that should prove helpful
to the Board members. Among other information included in the packet was a draft of Frequently Asked
Questions ( "FAQ "). Focusing on the Rate Justification piece, D Dutcher and J Rosensteele agreed that
the last two (2) bullets under the Monon Center Passport section be flushed out and highlighted
emphasizing that the park tax was always intended to pay for the development of the facility while the
users were always intended to pay for the ongoing operation and maintenance costs. They agreed also
that such information should be added to the FAQ list. The members suggested that rates of similar
facilities in the area are to be used to help educate those who want to understand how we arrived at the
rates. In addition, emphasis should be given to the fact that the Board and CCPR have remained focused
on the Community public focus group directives: the Monon Recreation Center was built to serve the
Carmel Clay Community. The concept of charging for use is typical and widely practiced, even in Carmel,
Indiana. Lindsay wrapped up the discussion by inviting ongoing perspectives and improving the
information. J Rosensteele added his view that the Board and staff are now presented with a great
opportunity to share that the Board is delivering what the community requested both from a recreation
facility and a maintenance cost perspective. J Engledow reminded the members that the story supporting
the facility goes back as far as the strategic master plan. The FAQ is a working document and
misconceptions that have surfaced have been or will be addressed including:
• Visitors need NOT pay to visit the park;
• Some Monon Center amenities are FREE;
• Park amenities are FREE, just like they are at all other Carmel /Clay public parks;
• The Monon Center is and offers so much more than a fitness center;
• Use of the track (at least during an extended time) for Clay Township residents is free
(some form of easy identification will be utilized to allow folks without passports to get
past the checkpoints).
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After members reported various rate comments from friends and acquaintances, Mark reported that his
presentation received applause from those in attendance at a recent meeting of Homeowner Association
presidents.
VI. BOARD COMMENTS
None.
XII. ADJOURNMENT
A motion was made to adjourn at approximately 6:25 p.m. (Tolson, Engledow, C -Un)
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