The URL can be used to link to this page

Home My WebLink AboutCCPR-09-25-06(Approved: - /0 " a C. CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES September 25, 2006, 5:30 P.M. CARMEL CLAY PARKS & RECREATION ADMINISTRATIVE OFFICES 1411 E 116TH STREET, CARMEL, IN 46032 MEMBER ATTENDEES S Dillon J Engledow P Chester T Tolson J Rosensteele J Ketterman D Dutcher (5:40) J Miller (5:40 -6:45) I. ROLL CALL See above. MEMBER ABSENTEES OTHERS S Shapiro M Klitzing (left at 6:45) J Hagan (left at 6:45) M Westermeier S Macki D Grisham C Broderick II. CALL TO ORDER The second meeting of September of the Carmel /Clay Board of Parks and Recreation was convened at 5:35 p.m. on September 25, 2006 pursuant to notice. S Dillon called the meeting to order. Other board members present: J Engledow, P Chester, T Tolson, J Rosensteele, J Ketterman, D Dutcher and J Miller. Members absent are S Shapiro. 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 September 25, 2006 (Engledow, Rosensteele, C -Un). Questions encompassed the following: • In response to a question about whether two (2) purchases of a restroom latch from the same vendor was a duplication error or truly two (2) separate claims, M Westermeier agreed to confirm his recollection that two latches were needed for each of the Monon restrooms; • M Klitzing confirmed that two (2) cell phone vendors resulted from a new price break discovery when more phones were needed for the ESE program. ■ M Klitzing answered a claim regarding the "Mad Scientist" program; ■ J Engledow mentioned that there are numerous small claims from the same vendor to which Michael responded that the purchasing process is tightening and Mark addressed government discount vendors. ■ With respect to a $1,000 refund, M Westermeier recalled that folks who had prepaid for summer camp were unable to use it. B. Central Park Matters: Mark Westermeier 1. Monon Center Rates and Hours Policy. M Klitzing distributed the proposed rates and hours policy tweaked to adjust the opening hours a little earlier for members. He stated that the Structure of the membership fees focused on an "a la cart" menu for maximum flexibility while JCC and YMCA offer only whole use passes. The omission of a "family" membership was driven by the numerous controlled "access" points and the difficulty in defining a "family ". Mark reported that he received feedback in support of a one pass system which, he offered, provides a "value added" aspect. After much discussion, there was clear interest in offering both a family membership and the a la carte format. Page 1 of 4 Proposed Hours of Operation: Discussion resulted in the amendment of the Hours: (Building: Saturday: 7:00 a.m.; Fitness: Saturday: 7:00 a.m.; Indoor Aquatics: Saturday: 7:00 a.m.; Sunday: noon to 5:00 p.m. with Rentals on Sunday 10:00 a.m. to noon; Kid Zone: Saturday 7:00 a.m.). Proposed Holiday Hours: Michael asked for approval in principle that the holiday hours are as presented with the understanding that the final schedule will respect the separation of church and state concept. The Board approved the Proposed Hours of Operation (including the proposed holiday hours) as amended. (J Miller, J Rosensteele, C -Un). Proposed Admission Fees: J Engledow proposed that the language be clarified to read that reserved" lockers are available for an additional monthly fee on a first come, first serve" basis. Michael will send out a revised proposal to reflect the discussion for a decision at the first meeting in October. Proposed Rental Fees: Approved as amended (Indoor Aquatics: Resident Non - member at 300 +: $1.50 per person; Outdoor Aqua Park: 301 +: Member fee: $2.00 per person; Resident non- member fee: $2.50 per person.) (J Rosentsteele, D Dutcher C -Un). Proposed Kid Zone Fees : Approved as presented. (J Ketterman; J Rosensteele (C -Un). 2. Construction Manager Claim and Settlement Proposal - Debra Grisham and Mark Westermeier. Mark began the summary regarding the exorbitant initial bridge bid and the resulting redesign fee of $46,500 by referencing the enclosed letters in the Board packet when it was recognized that the May 30th proposal letter had been inadvertently omitted. Upon retrieval and distribution, Mark and Deb recommended approval of a settlement with Guepel DeMars Hagerman that would require the Park Board to 1) confirm its willingness to comply with the current terms of the contract (presented in Exhibit D) with regard to payment for man -hours expended after January 30, 2007; 2) forgo the seeking of reimbursement of $46,500.00 for the bridge redesign fee due to the difference between the cost estimate and the bridge bid and 3) that the Board pay the Supplemental Fee (included in the [Construction Manager's, sic] Fee of $1,679,106.00) or staff cost overrun without regard to a final accounting of man -hours and costs for the not to exceed portion of the Construction Manager's Fee in return for the Construction Manager's agreement not to pursue a claim for $91,202.00 above the Supplemental Fee for excessive estimating staff time. The Board approved a motion to agree to the settlement as presented (J Engledow, P Chester C -UN). D Grisham will draft a letter agreement for S Dillon's signature. 3. Interior Furniture Bid Consideration and Award (FF &E) — Debra Grisham Deb reported that bids had been received, reviewed and a recommendation received from Rowland Design and Alan Armstrong. In reference to a handout, Deb reported the following: A review of the bid submissions by RJE Business Interiors ( "RJE ") caused Rowland Interiors and Alan Armstrong of AJ Armstrong, Inc. to make the following findings: 1. RJE provided alternates after the timeframe required in the Instructions to Bidders. Any alternates are required to have been submitted two (2) weeks before the bid opening and approved by the Owner one (1) week before the bid opening. They were due by Tuesday, September 4th. RJE provided some alternates on Friday, September 8th; 2. RJE did not bid 2 items; 3. RJE took exception to an item for which RJE explained it could not find a suitable alternate; and 4. Omission of items suggests an unknown increase in freight cost. Accordingly, Rowland and AJ Armstrong discounted consideration of the RJE bid and after review of the other 3 bidders and confirmation that the bid package is and always has been intended to be awarded as one (1) package, Rowland Interiors and Alan Armstrong of AJ Armstrong, Inc. have determined Officeworks Services, LLC to be the apparent lowest, responsible and responsive bidder and recommends that the Park Board accept its bid and award a contract to Officeworks Services, LLC in the amount of $305,509.43. Deb advised that the Board must award the contract with reasonable promptness by written notice to the lowest, responsible and responsive bidder. As RJE did not comply with the Instructions to Bidders, omitted items for bid and took exception to the bidding of an item, RJE's bid should be considered non responsive. She further reported that even if the Board had established a policy to allow correction of an inadvertent erroneous bid before or after the award, the Board may not permit a change to the requirements of the invitation for bids which are prejudicial to the interest of the governmental body or fair competition. Failure to comply with the instructions to bidders and to specifically take exception to the availability of an items when all other bidders included it, does not suggest an Page 2 of 4 inadvertent erroneous bid. As RJE's bid was the lowest, the Board must make a finding that RJE's bid was not responsive before it considers the next apparent low bidder. The Park Board made and approved the following motions: I. After consideration of the facts and the law as presented, I move that upon the CPPMC's recommendation, the Park Board consider the bid submitted by RJE Business Interiors to non responsive due to the following factors: 1. RJE provided alternates after the timeframe required in the Instructions to Bidders; 2. RJE did not bid 2 items; 3. RJE took exception to an item for which RJE explained it could not find a suitable alternate. (J Rosensteele, P Chester, C -Un). II. I move that upon the CPPMC's recommendation to the Park Board that Officeworks Services, LLC be awarded the bid for the Furniture for the Monon Center at Central Park in the amount of $305,509.43 and to authorize the Owner's Representative, the Park Department Director and the Park Board Attorney 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 the contract upon completion of the attorney's review. (J Rosensteele, J Engledow, C -Un). 4. Other – Mark Westermeier. A. The color samples (concrete flooring) are in and have been applied; ready for review. B. The Bridge installation is coming along. C. Mark reported that he had an interview with Star reporter Tanya Lopez who will take a tour of the Monon Center and expects reporters at all Carmel public events and meetings. C. School Board Report—J Miller. [This report was moved up between action Item B(1) and B(2) to allow Joe Miller to report before he would need to leave for the School Board meeting.] Mark explained that Michael will attend the School Board meeting and addressed specifically his involvement in resolving issues at certain of the schools and with regard to the staffing ratios. He reported that the School Board is acting on information to which the Park staff is not privy and J Miller provided the public record that would be helpful. Michael and Joe left for the School Board meeting. D. Audit of 2005 records conducted in 2006 – [This item was reported during the retrieval of the material necessary for completion of the presentation regarding action item B(2).] S Dillon reported that the State Board of Accounts responded to the Park Board's request to be included in future exit interviews by stating that the SBA determined those necessary to attend exit interviews and agreed that if in the future a comment was going to be included in the final report, that representatives would be included to afford the opportunity to respond prior to the issuance of the final report. E. Board Comments. [This item was reported during the retrieval of the material necessary for completion of the presentation regarding action item B92).] P Chester reported that she talked to a newspaper reporter regarding the request for a dog park; Mark reported that the Master Plan survey process would show the community's level of interest in the scheme of things and that he had indicated that the Central Park property would likely never accommodate a dog park due to the need for wetlands mitigation but that another location would be a possibility. IV. ATTORNEY'S REPORT: Tort Claims and other matters: No report. V. INFORMATION ITEMS A. Sponsorship & Partnership Policy- Mark reported that while he had no ready handout, he wanted to raise for discussion, expectation and guidance, the topic of sponsorships and naming rights.. He shared that sponsorships could work in unexpected ways such as advertising on the air handling units instead of spending money to buffer their visibility. He floated the idea of bundling sponsorships, partnerships and naming rights to afford the best exposure for the donor and the most beneficial support for the Park system and the use of such funds for scholarships, capital and operating subsistence. He acknowledged that these dollars were not included in the proforma from an income expectation standpoint though he always considered them a safety net. A receipt and expenditure fund would likely be set up through a foundation. Mark next asked the Board what it desires to sell and described S Maki's mission to contact all Board members to gather ideas and questions. He reported that he, Sue M and Lindsay have a meeting this week with Clarion Hospital to discuss sponsorship arrangements. Sue M reported that the Rotary Club has adopted a school for sponsorship and it is key to work with the schools regarding family/ child need based scholarships. She added that it is not unusual for large businesses to take a wait and see approach. S Dillon asked if a committee would be helpful. While he did not commit to a committee at this time, Mark offered that had thought about D Dutcher, J Rosensteele, J Engledow, S Shapiro and J Ketterman and any other members who are interested in serving. J Ketterman emphasized the need to Page 3 of 4 know a Grand Opening Date for planning a celebration, targeted for March which could be followed by a thank you party. Mark reported that he thinks we need to have all furniture in and staff on and trained so that tours can be given and had considered a series of soft openings. S Dillon suggested that we find out how the recreation center openings and use of foundations were handled in Chicago. Sue D also suggested that kids who receive scholarships to use the Monon Center be required to take swim lessons. P Chester suggested that the Monon Center remain free of a sponsor name. VI. BOARD COMMENTS J Ketterman suggested that all go to Butler to check out the new health and recreation center. VII. ADJOURNMENT A motion was made to a rn at approximately 8:00 p.m. (Ketterman, Dutcher, C -Un). 1' Signature: Date: Signature: Date: Z� 6CrZoog Page 4 of 4