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HomeMy WebLinkAboutCCPR-10-10-06(Approved: CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES October 10, 2006, 7:00 P.M. Carmel City Hall, Chambers Room, CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS S Dillon J Engledow A Kostrzewa P Chester J Miller L Dudeck S Shapiro M Westermeier T Tolson D Grisham J Rosensteele J Ketterman D Dutcher I. ROLL CALL II. CALL TO ORDER The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at 7:00 p.m. on October 10, 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 and D Dutcher. J Engledow and J Miller 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 No reports. V. COMMITTEE REPORTS A. Standing Committees 1. Personnel Committee: Jim Rosensteele A brief meeting will follow the Board meeting. 2. Finance Committee: Jim Engledow No report. 3. Arts in the Parks Committee: Sue Dillon No report. 4. Properties Committee: Sue Dillon No report. 5. Safety Committee: Joan B. Ketterman No report. 6. Central Park Process Management Committee: Mark Westermeier Construction update: All workers are working overtime to beat the weather. West parking lot and access road. This area is in the final grade phase. Most curbs have been installed after which asphalt will be laid with finish expected to be in two (2) weeks. Construction trailers that needed to stay on site have been moved to the east side [of the Monon Trail]. The Page 1 of 6 Construction Manager (the "CM ") and the Owners Representative (the "OR ") have set up offices in the art studio in The Monon Center East. Outdoor Aqua Park. This work is basically done; water connections are being made to the water slides. The pools will be filled next week (takes 4 -5 days); water slide manufacturers will test the slides the week of Oct. 30th. Slide hill retaining walls will soon be finished. The concrete work will soon begin on the surrounding curbing and sidewalks. Cooler weather may require the use of concrete additives to assist with hardening which may cause initial discoloration expected to even -out (in 1 year) given time and temperature. The pool contractor indicated its intent to leave for future maintenance use all left over pool construction material. The Monon Center. Overall: Sprinklers and gym lights are being installed; roof detailing is in progress. Curved bulkheads have been added to close in the cafe. Most of the doors were delivered today; the building soon will be completely enclosed. East Side: Almost all of the drywall is finished and painting is progressing; floor installation starts in next week. West Side: Casework will be installed in the next several weeks. Locker room painting is complete and other components are coming along. Flooring Color. Stains intended for the main hallway floor will be available for finish and color review next week. Board members are to contact Kent [Forman] or Dave [Bowden] upon arrival (preferably after 3pm on Monday, the 23rd). D Grisham will send out an e -mail on Friday to confirm readiness and location. Interior Signage. The bid package has been advertised. Exterior signage will be bid next year. Site Work. Staking and tree plantings. These items are moving forward; maintenance needs will be identified tomorrow. Bridge. The Bridge was to be delivered pre- stained by the manufacturer. Late delivery resulted in the lack of the stain application. The Architect is reviewing the matter and will issue a recommendation to CCPMC. Drainage. Natural debris has clogged downstream drains toward the Van Arsdale drain connection. Plans are being made to remove debris and relieve water retention and tree damage. Change Orders. No change orders were submitted this last Monday. B. Special Committees 1. Encroachment Committee: Michael Klitzing No report. 2. Special Studies Committee: Jim Rosensteele No report. Jim requested removal of this Committee from future agendas. VI. ACTION ITEMS A. Minutes — Tim Tolson 1. September 12, 2006 Regular Park Board Meeting (Tolson, Rosensteele, C -Un) • Page 1 under "Public Comments ", III: The name of the person who spoke in favor of the dog should be "Henschen "; 2nd bullet point: typo "ah" was changed to "an ". • Page 2 of 6 under Staff Reports, Board Comment" IV: 1st sentence is to be completed with and about the food ". The hours are to be reported as 7:00 a.m. to 6:00 p.m. • Page 3, under "Committee Reports," V.A.6. Year references in the 2nd sentence are to be "2006 ". The Board requested that the 5th sentence be clarified to report that after a three (3) week delay and once the Architects signed off on the ceiling install method, the building inspector was satisfied. M Westermeier's name was inserted at the beginning of the last sentence. • Page 4, under "Architect Contract ", VI.E.2: insert "and" between "distributed" and "referred ". • Page 5, under "Northwest Park," VI.I, the Board clarified that staff was directed to proceed with the investigation of the process of raising impact fees. Page 2 of 6 • Page 5, under "Plan Commission Report," X.A., the 2nd sentence should read as follows: "Also, the subdivision subcommittee voted 4 -0 to forward a negative recommendation for the town home project at 116th Street and Westfield subdivision which is adjacent to the eastern entrance to Central Park." 2. September 25, 2006 Regular Park Board Meeting (Tolson, Rosensteele, C -Un). • Page 2, under "Central Park Matters," III.B.1: Proposed Hours of Operation, delete first work, "must" and start sentence with "discussion ". • Page 3, under "Board Comments," III.E: change "buy" to "but" in the last line of the sentence. B. Financial Reports — Jim Engledow (Rosensteele, Ketterman, C -Un). C. Claims — Jim Engledow 1. Claim Sheet October 10, 2006 (Rosensteele, Ketterman, C -Un). 2. Park Bond Claim Sheet October 10, 2006 (Ketterman, Shapiro, C -Un). D. Acceptance and /or acknowledgment of Monies received: Audrey Kostrzewa (Rosensteele, Chester, C -Un) 1. Carmel Landing LLC, $5,000 for Tour de Carmel, received as sponsorship, 09 -05 -06 2. Zionsville Village Garden Club, $25 for General, received as gift, 09 -11 -06 3. David & Tina McNulty, $100 for commemorative garden plants and plaque for Wiley Folger, received as gift, 09 -15 -06 4. Whitman Communications, $489, earned at Carmelfest Pedal & Park for trail volunteers, received as gift, 09 -21 -06 In answer to D Dutcher's question about how Carmel Clay Parks & Recreation ( "CCPR ") recognizes acceptance and /or acknowledgment of monies received, M Westermeier reported that S Maki sends a formal, written thank -you note for all monies received and that sponsors are recognized on our website under the sponsor section. E. Central Park Matters: Mark Westermeier 1. Monon Center Rates (Rosensteele, Dutcher, C -Un) M Westermeier presented the revised Monon Center rates as presented in the attached board packet cover sheet and rate sheet was revised to include annual "household" passes and a 10 punch Value Pass. J Ketterman stated that she believed the rates to be comparable to and competitive with other centers including the new Butler center. M Westermeier explained that Charter Passposts provide memberships from November, 2006 through May, 2007. After May, 2007, staff will re- evaluate the rate structure and recommend to the Board any changes they deem necessary. D Dutcher and P Chester agreed that the rate changes were responsive to the Board's direction and much more user friendly. The suggestion was made to clearly identify resident and nonresident rates in the structure and promotional materials. M Westermeier noted that out -of -town guests of a Clay Township resident pay the resident rate. Mark confirmed that college students living away from home are considered a member of a household. 2. On -Ramp Indiana Professional Services Agreement/IT consultant (Ketterman, Dutcher, C- Un) Mark requested that the Board enter into a professional services contract with On -Ramp Indiana, Inc. to: • Establish the department on its own server for our RecTrac software, Internet connection and network for our existing computers, with a portal to the City of Carmel's network via select computers for Panamation /clerk treasurer system. The most important part is our RecTrac software being on a server that is reliable and backed up. • Determine the best method of having our own server for own website. • Design wired and wireless networks for The Monon Center and Central Park. • Design a telephone system using IP and wireless capability. • Provide ongoing maintenance of individual work stations and servers. Mark recommended that each project be handled as an individual item, quoted by either number of hours projected or as an inclusive project price. To start the project, Mark requested Page 3 of 6 authorization of a maximum of 20 hours through a Purchase Order for On -Ramp to bill against and to authorize the Director to negotiate an hourly rate and the Board President to sign a Professional Services Agreement. M Westermeier clarified that if the board approved the motion, work with On -Ramp Indiana would begin Wednesday, October 11th , explaining that Carmel Clay Parks & Recreation needs to move everything off of the City's server onto a new one by November 1St to begin pre - sales. The Board unanimously approved a motion to authorize the Director to negotiate an hourly rate with On -Ramp Indiana, Inc. not to exceed $150.00 per hour for an initial maximum of 40 hours fro the work described on the Action Item Cover Sheet and to authorized the Park Board President to sign Professional Services Agreement reflecting such. F. Impact Fee Fund —Deb Grisham D Grisham referred to the Impact Fee Amendment process included in the Board packets and to the Action Item Cover Sheet which contained the community comparisons, noting a change Carmel's effective date to be 09 -05. Deb explained how Carmel's fee compares to other communities' impact fees. The action item was added to determine direction to proceed or wait given the climate and workload. After much discussion including the graduated approach used in many communities, the fact that the amended fee has been collected for only one (1) year, the drain on valuable staff resources to complete the amendment process, the status of the comprehensive master plan and the election year climate, D Dutcher thanked the Department for assembling information and recommended the project be put on hold until the summer /fall of 2007. M Westermeier offered his opinion that the Council would like to see Carmel's impact fees higher than those of surrounding communities and given that, he answered J Rosensteele's question about the Park Board's philosophy of impact fees to be subordinate to the desire of the City officials. The Board passed a motion to delay the park impact fee process and re- address the issue in summer /fall 2007. (Dutcher, Chester, C -Un). VII. ATTORNEY'S REPORT —D Grisham A. Tort Claims D Grisham reported that No notices or tort claims were filed /received. B. General D Grisham reported that the interior furniture contract has been signed; the Monon Center East furniture will be delivered in November, and The Monon Center West furniture will be delivered in December. A Request For Proposal ( "RFP ") for an exclusive beverage provider and The Monon Center exclusive caterer will be published in the legal section of The Noblesville Ledger and The Indianapolis Star on Friday, October 13th and will be listed /available for download on the website and posted at the administrative offices. Deb noted that a recommendation for an exclusive caterer and beverage provider may be able to be made to the Board by the November Board meeting. VIII. DIRECTOR'S REPORT —M Westermeier Judy Hagan and M Westermeier met with Frank E. Irish Inc. to evaluate The Monon Center HVAC needs and maintenance. After reviewing the plans, Irish offered its opinion that the HVAC system, excluding aquatics, is more than a typical system, as it is meant to be environmentally friendly and energy efficient. Mark agreed that the HVAC services should be contracted out and not maintained internally by staff. Irish will assist with a proposal to issue an RFP for $3,000 which Mark authorized pursuant to his authority. Should Irish be awarded the contract, they would receive a credit for the scope of services /RFP writing for $3,000. Discussion focused on the reasons for selection of the HVAC system. West Park: Winterizing restrooms: The front -end bid documents will be complete by November 1St and the project will go to bid shortly after November 1st with a bid period of seven (7) days. Once a bid is awarded, construction would begin early- January, 2007 with ninety (90) days until completion, hopefully fewer days are needed. P Chester asked about and Mark will check on the cost of providing port-a -lets during the winter months. Page 4 of 6 Hazel Landing Park: M Westermeier will meet next week with the Indiana Department of Natural Resources ( "DNR ") to identify what can and cannot be done on /to the property. DNR representatives have offered that they are 90% sure that fences cannot be erected on the property due to the flow of waterways which eliminates Hazel Landing Park as a site for a future dog park. Mark has an October 23`d meeting with user groups and scouts to understand their park needs. From November 1st through December 15th Schmidt design trail markers, restrooms and trails based on the DNR recommendation. In mid - November, Schmidt will survey, mark and aerially photograph existing trail routes. Construction documents will be created mid - December with bid approval to be requested in mid - January. After approval bid documents should be ready to bid by February. Construction will take approximately 160 days. The town of Fishers is extending bike trails to Indianapolis bike trails and could form a zig zag pattern for trails to River Heritage Park. J Ketterman offered that grant money is available for recycled attributes for the trails. Founder's Park: Hydrology work and surveys are to be finished in two (2) weeks to help determine grading needs. Other: Accel -Decel Land on College Avenue. M Westermeier reported that Larry Calihan, a neighbor to Central Park, damaged the asphalt base in the roadway in front of his home on College Avenue which was part of the accel /decal lane work being performed by Central Park contractors. Total damages are being accessed and Mr. Calihan will be sent a bill. The City of Carmel issued a curb improvement permit to Mr. Calihan which he has not used. Extended School Enrichment "ESE ": The ESE program is going well. Students are enjoying visits from guest speakers. L Dudeck and M Westermeier met with Steve Greenberg, former park board member and current owner /editor of the new weekly community newspaper, Current in Carmel, which begins Tuesday circulation to every household in Carmel on Oct. 24. In response to J Rosensteele's question about appropriate support from the City, A Kostrzewa reported that the City's HR staff continues to be surprised by the quantity of CCPR paperwork and new employees. She reminded the Board that she and Diana handle all part-time staff paperwork which consumes much of their time and clarified that the City handles only fulitime employee paperwork. Audrey reported that she will be issuing a job opening for an HR assistant soon. Paperwork, tax forms, background checks, drug screenings and employee summaries are prepared before the City HR department sets up a new employee on the payroll. Full -time employees must have appointments with City HR to set -up benefits, review manuals and set -up tax information. IX. DISCUSSION ITEMS Sponsorship and Partnership Policy —M Westermeier No report. S Maki is currently meeting with Board members to form a sponsorship committee directed by M Westermeier. The committee will consist of S Maki, M Westermeier, J Rosensteele, J Engledow, D Dutcher and S Shapiro. X. INFORMATION ITEMS A. Plan Commission Report—D Dutcher The Plan Commission will meet on Oct. 17 and discuss the parcel of land along Guilford that will become an active adult residential development. The subcommittee's recommendation regarding the Town homes at Central Park on Westfield Blvd. will be presented to the full plan commission on October 17th as well. In addition, the Renaissance Hotel and convention center plans (along Meridian and Pennsylvania), are expected to come to the Plan Commission for review. B. School Board Report—J Miller No report. XI. BOARD COMMENTS J Ketterman asked about starting a foundation with a kick -off benefit in conjunction with the community grand opening for The Monon Center. D Dutcher stated that S Maki recommended to him that the sponsorship committee address the workings of a foundation. The idea of a foundation shared with the Page 5 of 6 library and City was suggested as an alternative to a single parks foundation. M Westermeier reported that he had met with the library staff to discuss the vision for the shared foundation which caused him to recommend that the Park Board focus on the park system growth and needs through a foundation of its own. D Dutcher asked if that decision could have political fallout, and wanted to make sure CCPR was not in conflict with the fundraising efforts for the performing arts center. S Dillon asked about the anticipated reaction to fundraising for a tax supported department. J Rosensteele explained that sponsorships could partially fund a foundation. D Grisham stated that M Klitzing has the City of Lafayette's outline for a parks foundation to help with the direction to proceed. It was recommended that the sponsorship committee meet, discuss the issue and make a recommendation to the Board. M Westermeier cautioned against tying foundation fundraising to a public grand openings since the building [at Central Park] has been built with tax dollars, stating that the cost of the grand opening would need to be underwritten separately. He added that it may be more appropriate down the road to host a foundation fundraiser within the facility, but not at the grand opening. Many of the Board members asked for suggested dates /times /themes for the soft openingsNlP event, community grand opening and when new programs will begin in The Monon Center. XII. ADJOURNMENT A motion was made to adjourn at approximately 9:00 p.m. (Ketterman, Rosensteele, C -Un). Signature: Date: Signature: Date: t/ ///1z7/06 Us& Page 6 of 6