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HomeMy WebLinkAboutCCPR-10-23-06(Approved: /1-1'/ —66 CARMEL/CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES October 23, 2006 5:30 P.M. Carmel /Clay Board of Parks and Recreation Administrative Offices Carmel, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS S Dillon A Kostrzewa P Chester L Dudeck S Shapiro M Westermeier T Tolson D Grisham J Rosensteele Judy Hagan J Ketterman Kent Forman D Dutcher (left at 6:15) Alan Armstrong J Engledow Tania Lopez J Miller (left at 6:45) I. ROLL CALL II. CALL TO ORDER The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at 5:30 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, S Shapiro, J Ketterman, D Dutcher, J Engledow and J Miller. 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. ACTION ITEMS A. Claims — Jim Engledow 1. Claim Sheet October 23, 2006 (Engledow, Rosensteele, C -Un). B. Central Park Matters: Mark Westermeier 1. Dedication Dates M Westermeier stated that while substantial completion will be completed by the end of December [of 2006], there is much to finish to prepare to serve the public including the hiring and training of staff as well as the set up of the cafe. He suggested soft openings in March of 2007, allowing early [passport] purchasers to test the center, with the dedication to occur the week of April 15, 2007 and the grand opening to occur the week of April 23, 2007. Joe Miller indicated that he has a conflict on April 15th. Mark stated that he was not requesting any action by the Board but that the opening events will be rolled into the matters that are being reviewed and addressed by the Sponsorship Committee [to which Mark has or will appoint members]. 2. Owner's Representative Contract Term. Mark summarized the status of the contract with the Owner's Representative (the "OR "). D Grisham referenced the documents provided in the Board packet entitled "Fee Schedule and Hourly Rates" which is attached as Amended Exhibit "A" to the contract between the Park Board and Summit Construction Co., Inc. (either "Summit" or the "OR ") for consulting services on the Central Park Development Project. She explained that the fee schedule was drafted to address both an early finish and one where notice of punch list completion is issued after October 31, 2006. The OR received no compensation for the months of September and October of 2006. Page 1 of 3 Deb explained that the Board has the option to stay with the monthly rate of $19,542.00 or pay for services at the hourly rates listed in Paragraph 2 [$125.00 per hour for Steve Baker, Alan Armstrong and Dave Bowden]. She explained that Summit projected costs through March 2007 (5 months: 11 -06 through 3 -07 times $19,052 plus reimbursables projected at $1,000) to be $102,710. She stated that it is uncertain that monthly services are likely to be required beyond February, 2007 after which it may be prudent to elect to continue necessary personnel of the OR on an hourly rate basis, if any. Steve Baker [Summit's President], has requested confirmation of the Board's desired approach. The Board unanimously approved the following motion: "I move that the Board continue to pay the OR $19,542 per month under the current contract for services to be performed thereunder in the four (4) months of November, 2006 through February, 2007 by Steve Baker, the Summit Principle in Charge, Alan Armstrong, the Program Manager, Dave Bowden, the full time On -site Construction Administrator and other necessary Summit staff personnel for a total of $78,168 plus reimbursable expenses of approximately $1,000." (Rosensteele, Engledow, C -Un). The Board unanimously approved the following motion: "I move that the Director report to the Board at either the second meeting in January of 2007 or at the first meeting of February 2007, the projected hourly needs for services by some or all of the OR personnel anticipated to be necessary after February, 2007." (Miller, Rosensteele, C -Un). 3. Change Work Order #148 to Increase the Santarosa Contract by $61,209.00. Mark summarized the status as Deb distributed the breakdown of the total cost of the change resulting from the decision to select a sequence of several low maintenance flooring materials (stained concrete, terrazzo tile and carpet) in lieu of the initially specified high maintenance rubber flooring, is an increase of $61,209.00 to the Santarosa contract. Kent Forman has confirmed that this increase does not exceed the legal change order limit of the base contract of $581,958.00. The CPPMC Committee unanimously approved a recommendation to approve the CWO at its 10- 16-06 meeting. In answer to J Miller's question about the contingency balance, Kent answered that $250,000 plus approximately $200,000 in expected allowances comprise the balance. This number is updated and provided to the CCPR and CPPMC monthly. The Board unanimously approved the following motion: "I move approval of the Change Work Order #148 to increase the Santarosa contract by an additional $61,209.00 and authorize the Construction Manager, the Owner's Representative, the Park Board Attorney and the Park Board officers to take all necessary and appropriate action to effect the change work order including the preparation and execution of all attending documents." (Tolson, Ketterman, C -Un). 4. Change order to increase the Gibraltar contract regarding a redesign of the decking system for the East Deck. Mark explained that the East side deck paving system has been redesigned after the discovery that the value engineered change was not structurally feasible. Consistent with the distributed breakdown, Gibraltar has priced the newly designed system that consists of pavers on an asphalt base without the Architect's preferred paver bands at $90,021. With the paver bands, the cost is $91,026 and is recommended by the CPPMC. K Forman confirmed that the amount of $91,026 would not exceed the legal change order limit of the base contract of $1,365,600.00. Mark reviewed the list of different techniques considered for this deck. He explained that the pavers would be sealed with a polymer to allow expansion and an even surface. Any credit back will be a discussion that is held at the conclusion of the Central Park project. Kent reinforced that he needs to schedule this work tomorrow. The Board unanimously approved the following motion: "I move approval to increase the Gibraltar contract of $1,365,600.00 by an additional $91,026.00 and authorize the Construction Manager, the Owner's Representative, the Park Board Attorney and the Park Board officers to take all necessary and appropriate action to effect the change work order including the preparation and execution of attending documents." (Dutcher, Tolson, C -Un). IV. ATTORNEY'S REPORT —D Grisham A. General Page 2 of 3 College Avenue Entry. D Grisham distributed the police report filed on the incident regarding Larry Calihan. She confirmed that the damages have not yet been determined. B. Impact Fee. D Grisham distributed the newspaper article that covered the story where BAGI (Builders Association of Greater Indianapolis) filed a lawsuit against Zionsville over Zionsville's increased Park Impact fee. V. DISCUSSION ITEMS Special Meeting: October 30, 2006 at 5:30 at the Administrative Offices to consider the Interior Signage bids scheduled to be received on Tuesday, October 24m. All Board members acknowledged their availability except Sally Shapiro, Joan Ketterman and Joe Miller. However, Joe indicated that he could make himself available if he was needed for a quorum. Compensation and Benefits Policy —M Klitzing Michael distributed a draft policy and used a power point presentation to assist with the explanation. He distinguished the City employee and payment structure from the Park employee and payment structure and in keeping with the language of the Interlocal Agreement between Clay Township and the City of Camel, he proposed a change that would be the most helpful from a park operations standpoint and the least problematic from a fiscal officer perspective. Discussion included concern about the timing with regard to availability of the funding and quality and consistent evaluations. Michael explained that he was not concerned about this matter as the 2 closest managers would be involved with the evaluated employee so that a quality and timely review is feasible for all. Michael reported that his preference would be to perform the evaluation as close as possible to the staff member's anniversary date, yet recognizing the need to be consistent with the timing of the budgetary process and the City's wage and salary ordinance. J Rosensteele asked about and Mark addressed buy -in from staff to be that the longer term staff prefer the current system. Michael distributed and described the intent of Resolution 10- 23 -06 -01 attached hereto as Appendix A as a partial implementation of the proposed Compensation and Benefits policy. He explained that the $10.00 premium overtime pay is a more significant problem now that CCPR operates the ESE. The Board would not consider the Resolution at this meeting. J Rosensteele asked for the cost attributed to not adopting the proposed resolution which Michael agreed to provide before the next meeting. VI. BOARD COMMENTS None. XII. ADJOURNMENT A motion was made to adjourn at approximately 7:05 p.m. (Ketterman, Rosensteele,C -Un). .> CZ& Signature: Date: Signature: Date: 11- it/ -06 Page 3 of 3