HomeMy WebLinkAboutCCPR-09-12-06(Approved: /0 — /0 — a )
CARMEL /CLAY BOARD OF PARKS AND RECREATION
BOARD MEETING MINUTES
September 12, 2006, 7:00 P.M.
CARMEL CLAY PARKS & RECREATION ADMINISTRATIVE OFFICES
1411 E 116T" STREET, CARMEL, IN 46032
MEMBER ATTENDEES MEMBER ABSENTEES OTHERS
S Dillon P Chester A Kostrzewa
J Engledow J Miller L Dudeck
S Shapiro M Westermeier
T Tolson M Klitzing
J Rosensteele D Grisham
J Ketterman J Hagan
D Dutcher C Broderick
B Johnson
M Hesse
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 September 12, 2006 pursuant to notice. S Dillon called the meeting to order. Other board members
present: J Engledow, S Shapiro, T Tolson, J Rosensteele, J Ketterman and D Dutcher. Members absent
are P Chester and J Miller.
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
Brett Henshen, local businessman, spoke in favor of a dog park on behalf of the Carmel Dog owners
group. The group has started a website and is circulating petitions (which he read) to encourage the
creation of an enclosed, off -leash dog park in Carmel and to date has over 50 signatures. Mr. Hinshen
provided helpful information and answered many logistical questions:
• Revenue generator, low maintenance and beneficial to the public;
• How is a dog park staffed /secured (J Ketterman): self monitored by users; access through an
electronic gate to which passes are sold by private sector pet professionals who verify and sell
the passes (security swipe card system);
• What does a basic dog park include: Ideally (chain link) fenced (at least) ten (10) acre tract of
land split into two (2) fenced five (5) acre tracts with activities /obstacles for dogs, trash
containers, pick -up bags, parking with access granted to one (1) side per week to allow the other
side to recover from use.
• What dog parks are near neighborhoods: (M Westermeier). Mr. Hinshen named several.
• Do the parks typically close at dusk (J Ketterman): Yes.
• What about the viruses and bacteria transmission (S Dillon): The passes are sold only to owners
who produce vaccination and other appropriate documentation.
o Mrs. Dillon encouraged board members to do a web search on how to create a
successful dog parks.
Mr. Hinshen reported that Indianapolis has ready information. M Klitzing vouched for the effectiveness of
user self - patrolling (in his experience) and in answer to Mr. Hinshen's request about how to move this
forward, he explained that the process of updating the comprehensive, five(5) year master plan
(expected completion no later than first quarter of 2007) will enable the board to determine whether a
dog park is a priority. S Shapiro confirmed that the Board is aware that there is public interest in a dog
park.
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IV. STAFF REPORTS
Extended School Enrichment program:
General Report.
Assisted by a power point presentation, Ben Johnson reported that the program is now in its fifth week
and is prepared to report the positives, negatives and adjustments that have been made or are in the
works. With the use of a handout, Ben addressed staffing. He also addressed parent communication
goals by daily discussion, working with the Parent Teacher Organizations, a created parent advisory
committee and pitching positive stories to the media. The staff will share news via interpersonal
communication, monthly positive phone chain to each household at each school and an (every 8 weeks to
track the themes) ESE eNewsletter scheduled to begin by the first of October (Park Board will receive it
as well as requested by J Ketterman). The eNewsletter will highlight news stories, human interest stories,
club narratives, calendars, testimonials, photos and should be e- mailed.
Staffing.
Goals: Site Coordinator, assistant site coordinator and 8 workers (site coordinator is not intended to
count in the staff to child ratios but can be).
Current: 37 more support staff individuals are needed. 3 of 11 schools meet a 1:12 ratio. 7 of 11 schools
meet a 1:15 ratio (excluding site coordinator). Targeted groups and mediums to recruit, interview and
hire qualified staff: classified advertising, job fairs, education and nursing majors and on- campus
recruiting (i.e., the Carmel High School career day on Sep. 19, Ivy Tech job fair on Sep. 20). Over 150
candidates have been interviewed since May
Enrollment: Increases have occurred and more is expected through exciting enrichment clubs such as
dance, dance revolution, rock the boat (positive reward activity), upcoming visit from local meteorologist
and kids overall excitement in the program. The daily schedule has been positively altered, based on
feedback from parents and participants. Schedule and layout tweaked (liberation nation) to allow outdoor
play, followed by club activity and enrichment activities with an option to play games with their chosen
peers, read or work on homework as preferred by the student/parent. Mark reported his experience (and
his plan to ask for game and craft donations) as well as good behavior incentives. Ben explained "Richer
(Respect, Integrity, Caring, Harmony, Excellence and Responsibility) Principles ".
Board Comments. D Dutcher suggested a monthly eNewsletter to address communication and asked
about the food. B Johnson and M Klitzing explained that the food is provided through the school district
which is open to comments. ESE staff is working to provide a variety of nutritious snacks. Math pentathlon
games will also be provided (J Ketterman). Hours are 7:00 a.m. to 6:00 p.m. with majority registered for
both before and after school programs (J Rosensteele). Quiet locations confirmed available for
homework and reading (S Shapiro). On a general note, J Engledow cautioned about use of logos that he
saw in the power point presentation.
V. COMMITTEE REPORTS
A. Standing Committees
1. Personnel Committee: Jim Rosensteele
No report.
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
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Mark distributed a handout prepared by the Construction Manager to address substantial
completion and highlighted the items and schedule believed to impact it. The Monon Center East
is on schedule; (elevator due for delivery) and staff occupancy is expected to be available in
December, 2006 with limited building occupancy for both buildings in December, 2006. Signage,
HVAC and punch list items are targeted major matters. The Monon Center West masonry
completion was targeted for September 15th. Everything else, (other than natatorium) is on
target. After a three week delay and once the Architects signed off on the ceiling install method,
the building inspector was satisfied. Indoor aquatics tile /ceramic work is also behind. Framing and
drywall is on -hold until moisture is under control. Substantial completion is on schedule. Planting
is slightly behind due to weather. The bridge expected to be delivered in July is not yet on site.
The west side is being cleared and trailers moved to the east side to prepare for asphalting. Seed
has been planted in Wetland A. Wetland B is not drying out and some work will be completed in
the spring of 2007. There has been a goose problem on site and staff is working with Becker to
work out issues regarding goose netting which the Architect has now addressed. Outdoor
aquatics update is that the pools will be filled, tested and drained in October, 2006. Pools will be
painted and re- tested in the spring, 2007. All warranties (2 years for aquatics and 1 year for other)
begin at substantial completion. Landscaping and fencing in and around outdoor aquatics is
behind on due to weather. Overall, staff is pleased with the progress and doesn't see any real
issues with meeting the December 31, 2006 substantial completion target date. Mark stated that
he believes the budget is within $10,000 (short) if Substantial completion is not made.
B. Special Committees
1. Encroachment Committee: Michael Klitzing
No report; to be addressed in the Action Item VI (I)).
2. Special Studies Committee: Jim Rosensteele
No report.
VI. ACTION ITEMS
A. Minutes — Tim Tolson
1. August 14, 2006 Regular Park Board Meeting (Tolson, Dutcher, C -Un)
2. August 28, 2006 Regular Park Board Meeting (Tolson, Rosensteele, C -Un); [Discussion: S
Shapiro asked about and M Westermeier confirmed that the use of any extra money available
if Substantial Completion is met on or before 12 -31 -06 would be spent on development; M
Klitzing addressed the process regarding the sky hawk sports contract and Mark confirmed
the location of the park vehicle fender bender at Carmel Drive and Rangeline Road);
Members confirmed for J Engledow discussion about the tort claim report reflected in the
minutes.]
Amendments: Page 2 of 6, top paragraph, "and public safety" was added as well as names
of quoters ". D Grisham explained the process for the referenced quote for this event only.
Page 3, RFP for Caterers wording changed so that "and" replaces "multiple" and change
plural to singular "caterer ".
B. Financial Reports — Jim Engledow (Engledow, Tolson, C -Un) (J Engledow commented on impact
fee balance and M Westermeier addressed overall budget).
C. Claims — Jim Engledow
1. Claim Sheet September 12, 2006 (Engledow, Shapiro, C -Un). J Engledow questioned 2005
Pedcor claims for the non payment of CAM utilities' sales tax due under the terms of the
lease; M Klitzing will review city categories to determine if a category other than "external
instructional fees" is more appropriate for "event" expenditures; With regard to questions
about printing costs for Miller White, L Dudeck explained their role as a clearing house while
Mark addressed their ongoing role to provide marketing resources to bring the Monon Center
on line, help develop external marketing as directed by the Board in 2004 until staff can take
over.
2. Park Bond Claim Sheet September 12, 2006 (Engledow, Shapiro, C -Un).
D. Acceptance and /or acknowledgment of Monies received: Audrey Kostrzewa
No report.
E. Central Park Matters: Mark Westermeier and Michael Klitzing
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1. College Avenue Entry: Neighbor Larry Callahan's request for a curb has been resolved.
The City of Carmel Engineer's department has agreed that Mr. Callahan should work directly
with it and independently from the Park Board to install a curb fronting his property.
2. Architect Contract: Exhibit D. D Grisham distributed and referred to the language in Exhibit
D and the information in the accompanying documentation to explain the calculation of
$47,238,609.00 Construction Cost for purposes of determining the Architects fee for the
Construction Documents and Bidding Phase. CPPMC voted to recommend approval at its
meeting on September 11, 2006. The motion presented to the Board was "to approve the
insertion of $47,238,609.00 in the Construction Documents and Bidding Phase of the
Architect's Contract, Exhibit D entitled "Endorsement of Construction Cost and Additional
Contract Matters'." (Rosensteele, Engledow, C -Un).
3. Architect Contract Add Services Requests: No report; meeting scheduled next week.
4. Excess Dirt. The Board entertained a motion to authorize the removal of excess dirt from
Central Park to Founders Park not to exceed $66,000 (Ketterman, Rosensteele, C -Un).
5. Other. M Westermeier requested authorization to enter into a professional services
agreement with On -Ramp, an IT company to provide computer, Internet and phone services
for the park system, therefore removing the Department from the City of Carmel's IT
services /department. On -Ramp has worked with, and has received a good referral from,
Hamilton County and the City of Carmel. Work is envisioned to be multi - phased and multi -
leveled, including network design and transition. The second phase will address the
RecTrac/WebTrac software issue and the third phase is to provide consulting for selection
and support services for software and servers. While interfacing with the City will be
necessary for pentamation and email, the City is aware of the plan. A motion was made for M
Westermeier to proceed with researching IT consultants to provide computer, Internet and
phone services for the park system, therefore removing the Department from the City of
Carmel's IT services /department._ (Dutcher, Rosensteele, C -Un).
6. Central Park Security. Mark reported that he is currently addressing the specifications were
not applicable with the City's security system which issue he is addressing.
F. Food and Beverage Policy — Michael Klitzing: Referenced the updated policy in the packet.
1. Section 2: Monon Center Cafe. The policy now reads that alcohol may be allowed if so
determined by the Board and that the Board may provide some of the furnishings [not already
in the bid]. Michael advised that the Board provide outside furniture for the terrace. The
extent of cafe use of the terrace is to be determined and the policy language changed to refer
to "a portion of the deck" in lieu of the square footage. With respect to the alcohol license for
a cafe operator, M Westermeier recommended that the Board drop the alcohol issue as many
of the elected officials were opposed to it. Michael suggested that the RFP be written so that
a liquor license is "preferred but not required ". The Board considered a motion to approve
Section 2 as amended. (Ketterman, Rosensteele, C -Un).
2. Resolution 8- 28 -06 -01 regarding the Establishment of a Food & Beverage Policy:
• The Board considered a motion to waive the reading and move it into business.
(Tolson, Rosensteele, C -Un).
• The Board considered a motion to approve Resolution 8- 28 -06 -01 as amended
(Tolson, Rosensteele, C -Un).
3. RFP for the Cafe vendor. The Board considered a motion to authorize the Department to
issue a Request for Proposal for The Monon Center Cafe Third Party Operator, pending
review by the Park Board Attorney and Special Counsel for the Central Park project with a
preference for a vendor that can serve alcohol but is not a requirement. Tolson, Rosensteele,
C -Un).
G. Resolution 9- 12- 06 -01: Park Rules Amendment: Tobacco Prohibition.
1. The Board considered a motion to waive the reading of Resolution 9- 12 -06 -01 and move it
into business. (Tolson, Rosensteele, C -Un).
2. The Board considered a motion to approve Resolution 9- 12 -06 -01 amending the Park Rules
which effectively establishes the Carmel Clay Parks & Recreation system as a "Tobacco
Free" system. (Tolson, Ketterman). The motion was amended to include a January 1, 2007
effective date and the Board approved the amended Resolution. (Tolson, Ketterman, C -Un).
J Engledow suggested that an implementation process be put in place including publicity, as
recommended by D Dutcher.
H. Encroachment Matters — Debra Grisham and Mark Westermeier.
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1. River Trail. Mark summarized the encroachment issues as supported by the survey. The
Board considered a motion to authorize the notification and enforcement of the
Encroachment Policy as presented with the direction to increase the Encroachment
Agreement fee to $50. (Rosensteele, Engledow, C -Un).
I. Northwest Park – Mark Westermeier. Mark reminded the Board that in a prior meeting he had
reported that he was pursuing appraisals of a 15+ acre tract of real estate near Shelbourne and 131St
Street but now after review of the location and the lack of a financing mechanism (impact fee is not
usable), he recommended no pursuit of this property. The lack of the financial wherewithal raised the
topic of the Park Impact Fee. Noting that Fishers, Noblesville and Zionsville have significantly raised
their impact fees, the consensus of the Board was to proceed with the investigation of the process of
raising impact fees.
J. West Park:
1. Restroom Winterization. The Board considered authorization to bid the public work to
winterize restrooms. (Rosensteele, Tolson, C -Un).
2. Professional Services Agreement – Schmidt Associates. The Board considered approval
of Professional Services Agreement with Schmidt Associates to lead the bidding process and
construction administration of the restroom winterization. (Rosensteele, Tolson, C -Un).
3. Aggregate Trail Restoration. M Westermeier recommended a motion to reject all quotes
received based on information that requires a drainage fix that would damage the very trail
that was quoted as well as other trails in West Park. The Board rejected all quotes. (Tolson,
Engledow, C -Un).
VII. ATTORNEY'S REPORT —D Grisham
A. Tort Claims: The City of Carmel provided to Joann Jones notice of the tort claim process concerning
damage near the Monon detour along College. No tort claim has been filed.
VIII. DIRECTOR'S REPORT —M Westermeier
Founders Park: Mark reported that Snyder will be on site late this week or early next at Founder's Park
for measurements on dirt.
IX. DISCUSSION ITEMS
A. Sponsorship and Partnership Policy. M Klitzing gave a brief overview regarding S Maki's
charge to solicit information from officials and Board members regarding sponsorships and
partnerships and requested that the Item be tabled.
B. Monon Center Rates and Hours. M Klitzing distributed a proposed policy regarding
conservative rates and hours for the Monon Center based on research at similar facilities in
Indiana, Ohio and Illinois. He addressed all aspects of the policy and explained the intent of the
proposal regarding each. The information was shared with the Board for them to review and
question before an anticipated policy decision at the Sep. 25, 2006 Board meeting so pre pass
sales can begin near the end of October. Corporate rates / Charter Membership rates were not
included but will be; the members will review and share with others for as much feedback as
possible. At the next meeting, Michael will be prepared to address the pre pass process.
X. INFORMATION ITEMS
A. Plan Commission Report—D Dutcher
Dan reported that The Plan Commission membership received notice that the adoption of a
revised comprehensive master plan has been put on -hold by the Mayor due to lack of public input
and conflict with the election period. Also, the subdivision subcommittee voted 4 -0 to forward a
negative recommendation for the town -home project at 116th and Westfield subdivision, which is
adjacent to the eastern entrance to Central Park.
B. School Board Report—J Miller
No report.
XI. BOARD COMMENTS
S Dillon commented that the second meeting of the month was to be for claims and has grown to include
far more. For the next several months, the meetings will typically include necessary items such as
policies. D Dutcher recommended establishing a 5:30 p.m. finish time for CCPMC so that the Board
meeting can begin at an exact time. T Tolson reported that he received input from a community member
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interested in Frisbee golf. J Ketterman and S Shapiro agreed that Cherry Tree Park could work as a dog
park. J Ketterman asked about establishing a park foundation. M Klitzing described his experience with
the workings of park foundations. J Ketterman asked about lifeguard hiring, training and staffing.
XII. ADJOURNMENT
A motion wa made to adjou pproximately 10:30 p.m. (Engledow, Rosensteele, C -Un)
Signature:
Date:
Signature:
Date:
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