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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 / /-iy -o( 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 Page 1 of 3 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). Page 2 of 3 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) Signature: g6C( Date: 11- /A/ —4 6 Signature: ✓h 1 ? Date: / / /e' /66 Page 3 of 3