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HomeMy WebLinkAboutCCPR-08-14-06(Approved: / io2- O CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES August 14, 2006, 5:30 P.M. CARMEL CLAY PARKS & RECREATION ADMINISTRATIVE OFFICES 1411 E 116TH STREET, CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS S Dillon S Shapiro A Kostrzewa J Engledow L Dudeck P Chester M Westermeier T Tolson M Klitzing J Rosensteele D Grisham J Ketterman J Hagan D Dutcher C Broderick J Miller (left at 6:55 for School Board meeting) B Bosma 1. ROLL CALL !!. CALL TO ORDER The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at 6:10 p.m. on August 14, 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. 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)." lll. PUBLIC COMMENTS J Hagan thanked the Board for their time and attention to Central Park and The Monon Center. IV. STAFF REPORTS M Klitzing shared an abbreviated executive summary of the marketing plan to ensure 100% cost recovery for The Monon Center. The general summary of the business and marketing goals presented in the marketing plan was shared with the Board. Specific tactics to achieve the goals and objectives are detailed in the plan that is available to board members. Additionally, the new website, www.carmelclayparks.com is now live. The website is now hosted on a third party server and is maintained internally by L Dudeck, not externally by the City of Carmel. Tuesday, August 15th, is the first day of school and the extended school enrichment program. Enrollment numbers are continually growing. V. COMMITTEE REPORTS A. Standing Committees 1. Personnel Committee: Jim Rosensteele Evaluation form draft will be ready later this week. 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. Page 1 of 6 6. Central Park Process Management Committee: Mark Westermeier In the earlier CCPMC meeting, a new chart system was shared that highlights critical issues. The most critical issue facing construction now is the lazy river completion on which the sidewalks and surrounding slabs are waiting. CCPMC authorized the CM to pay premium over -time (not to exceed $5,000) to accelerate completion and maintain schedule. The goal is to power up the outdoor pools before winter. Rain has been damaging and flooding much of the site. The eastside wetlands will be re- graded when it is dry enough. A quote of $6,200 was received to add the concrete curbing on College Avenue. An engineering quote from the Architects is expected August 15th. The position of the City of Carmel is that if the curb is extended to the north, it also must be extended to the south to maintain balance. An OACM meeting with Williams and JJR is scheduled for August 15tH In response to T Tolson's inquiry regarding the skate park, Mark reported that it is coming along fine after confirming that there are no additional issues. JJR is developing a plan to slice a section and apply new concrete. The outdoor aqua park restroom walls didn't originally go to the ceiling, and the proposal given to CCPR was to use a cloth to extend. Staff agreed this was not an acceptable solution. If the project makes substantial completion, $1.2 million will be earned, and possibly allocated to expand parking lots. Additionally, the money needed for parking could be taken out of the contingency fund. Asphalt can be laid after March 2007. As regards the pool surface issue, the CM's quote to correct was substantially lower than the Architect's suggested cost; the CM is obtaining an additional quote. Mark walked the site with the building inspector to discuss what needs to be done to get limited occupancy for the staff on the east side by December. B. Special Committees 1. Encroachment Committee: Michael Klitzing Committee meeting put on hold until September. 2. Special Studies Committee: Jim Rosensteele No report. Thursday night and next Monday's workshops are part of the recommendations of the Special Studies Committee. VI. ACTION ITEMS A. Minutes — Tim Tolson 1. July 11, 2006 Regular Park Board Meeting (Tolson, Chester, C -Un) 2. July 24, 2006 Regular Park Board Meeting (Tolson, Chester, C -Un) B. Financial Reports — Jim Engledow A motion was made to table the financial reports until the August 28 meeting (Engledow, Tolson, C -Un) C. Claims — Jim Engledow 1. Claim Sheet August 14, 2006 (Engledow, Chester, C -Un) J Ketterman questioned if Office Depot orders are on -line and discounted. A Kostrzewa verified that via the City account, CCPR does receive a significant discount and orders via the web. J Ketterman questions safety equipment purchasing and the use of a courier service. Safety equipment is purchased by the maintenance department and the courier service is a once a month expense to courier Central Park bills to bank downtown to process and pay immediately. 2. Park Bond Claim Sheet August 14, 2006 (Engledow, Rosensteele, C -Un) D. Acceptance and /or acknowledgment of Monies received: Audrey Kostrzewa (Rosensteele, Ketterman, C -Un) Monies received as sponsorships, gifts, grants and donations from DeTrude & Co., Inc, $500 for staff meeting /social, Indy Sports Chiropractic, $500 for Tour de Carmel, Foresters, $5,500 for Shakespeare in the Park, Walker Lane & Associates, $500 for Staff meeting /social and Williams Architects, $500 for IPRA District Meeting hosted by CCPR. Page 2 of 6 E. Central Park Matters: Mark Westermeier and Michael Klitzing 1. Design Issues, No report 2. Other, No report F. Moffit House: Mark Westermeier The Park Board was approached by owner David Hamer, about their interest in acquisition of the property at 11805 River Road (the Moffitt Homestead) and is asking $425,000 for the purchase of the homestead. The property is adjacent to River Heritage Park, which is leased to CCPR, not owned by CCPR. The property has historical value but does not have access to the White River. The board discussed the pros /cons of purchasing the property. A motion was made that the board is not interested in purchasing the property at this time and the owner, David Hamer, will be notified of their decision. (Rosensteele, Chester, C -Un) G. Skyhawks Sports Academy: Michael Klitzing A motion was made to ratify the actions of staff member that authorized the provision of services agreement with Skyhawk Sports Academy, Inc. in an amount not to exceed $25,772 for the provision of summer camps. (Ketterman, Chester, C -Un). H. River Heritage Park: Tort Claim: Hannah Hayes On June 28, 2006, Hannah Hayes attended a Kid Koncert at River Heritage Park, and was directed by an event staff attendant to park in an overflow parking area on the grass. To access that area, she was directed to drive up a small ramp to get over the curb. Her 1997 Toyota Corolla exhaust pipe was damaged as she crossed the ramp. A claim was submitted for the damage, but was denied by St. Paul Mercury Insurance Company. Mrs. Carolyn Hayes has submitted a letter to request additional consideration from the Board for reimbursement of the damage. Because the damage occurred at a Park - sponsored event at the direction of event staff, it is recommended that the Park Board reimburse Mrs. Hayes for the damage and pursue compensation from the insurer if appropriate. (Ketterman, Tolson, C -Un) VII. ATTORNEY'S REPORT —D Grisham A. Tort Claims A property owner north of 136th Street and the Monon complained to the City of Carmel that someone cut down a tree that opened up the view of her property to Monon trail users. The City copied CCPR on its response which provided Tort Claim filing Information at the owner's option. A copy of the notice will be included in the August 28 meeting packet. B. Furniture Bid The furniture bid for The Monon Center will appear in the legal notice section of three papers on August 15th and one week later to comply with the bidding statue under purchasing law. VIII. DIRECTOR'S REPORT —M Westermeier West Park: A letter from Hamilton County Soil and Water was included in the Board packet to address the issue of frontage drainage on the north side of 116th Street, across from West Park within the recently acquired Perelman property. The letter outlines the Hamilton County Soil and Water's findings of several drainage problems affecting West Park. The West Park water feature problems have been traced to crushed control wires between the building and the pads anticipated to have occurred during construction. After several unsuccessful attempts to remedy the problems, a wireless system installed this Spring has addressed the issue and the water feature is now operational. ABC Television Network, RTV6, WFMS and Carmel Clay Parks & Recreation will host a free "Red Carpet Screening" event on Friday evening, August 25th, 2006 at West Park. The night will include a walk down the red carpet, one -of -a -kind ABC merchandise giveaways, RTV6 talent appearances, and an exclusive first look at two new shows coming to ABC this fall, "Ugly Betty" and "Men In Trees." Families are also invited to audition for ABC's hit reality show, "Supernanny." Activities will start at 6:00 p.m. with Page 3of6 "Supernanny" auditions and live pre -event coverage on 6 NEWS - FIRST AT 5:00. West Park is located at 2700 West 116th Street in Carmel. The ABC Red Carpet Screening will take place under the stars with the program beginning at 8:00 p.m. A cell tower /flag pole at 86th and Ditch road is a good example of the type of cell tower /flag pole proposed for West Park. Budget: A budget workshop with the City Council and Township Board was held last week and there were few questions on the general budget. The general indication was that there was no issue with the CCPR budget and that it will go through unchanged as approved by the Park Board. Founder's Park: 3,000 tri -axel loads of dirt have been moved from Central Park to Founder's Park, with approximately 1,200 loads still to be moved at a projected cost of $72,000. The City has added additional dirt and an estimate needs to be made to determine whether more dirt is needed. Lenape Trace Park: The playground has been removed and the area filled -in and seeded. The sign has been relocated as directed. Miscellaneous: Columbus Parks & Recreation will be visiting CCPR to learn more about programming, facilities, staffing and Central Park. M Westermeier will be giving Carmel police officers tours of Central Park. M Westermeier's vehicle was rear -ended two weeks ago. IX. DISCUSSION ITEMS D Grisham introduced attorney Brian Bosma. Mr. Bosma thanked the Board for allowing him to assist it as special counsel for Central Park. He explained that a working group has been preparing materials to create a Request for Proposals (RFP) for private providers of cafe management and a catering and health fitness assessment partner in a manner that will not change the qualified nature of the tax exempt bond. There are a set of rules by which we can accomplish this goal. A decision was made recently to have CCPR staff manage indoor /outdoor concessions. He began his presentation by summarizing the Internal Revenue Service's private business use requirements which are very general; the limitations of private use and how those are measured. Private business use is use by a trade or business that is directly or indirectly carried on by any person other than a governmental unit. If the private business use is unrelated or disproportionate to the governmental use, there is a 5% test. He explained that he has determined (pending bond counsel's agreement) that the use we have discussed for The Monon Center is related to the governmental use which places us in a 10% test, i.e. whether 10% or more of the facility is leased for a private business use and whether annual lease payments equal or exceed 10 %of the debt service. After determining whether the use gives rise to private business use, the next step is to measure the actual amount of private business use. The IRS measures such in 1 of 4 ways: uses at different times, simultaneous use, discrete portion and relationship to fair market value. The working group has used a square footage measure of each private use space as it relates to the square footage of The Monon Center. Upon review of the private use goal, he identified and shared with the working group 4 options by which to structure the transactions: (1) the purchase of services by the Park Board from a third party vendor as permitted by I.C. 5- 22 -6 -1; (2) the lease of a portion of the Center to a third party vendor through an appraisal /lease process pursuant to I.C. 36- 1- 11 -10; (3) the lease of a portion of the Center through an alternate means using a request for qualifications process pursuant to I.C. 36- 1- 11 -12; and (4) the use of a public private agreement pursuant to I.C. 5 -23 et seq. which would facilitate an operating agreement and /or a qualified management agreement with a third party vendor. Mr. Bosma distributed the handout attached hereto as Appendix A. He explained the transaction option that was favored by the working group as well as the process. He noted that while working through the list of things to do to prepare the RFP, the group identified the need for Board policy decisions such as whether and to what extent alcohol should be used for catered events and in the cafe and whether the caterer should be a single exclusive vendor or several exclusive vendors. After a cursory review of the Draft Food and Beverage Policy, he complimented Michael Klitzing's effort to capture the scope of the necessary policy decisions. Page 4 of 6 At the meeting on August 28, 2006, adoption of the Food and Beverage Policy will give us what we need to complete the RFP terms; i.e. determination of the transaction method and the identified policy decisions. J Rosensteele asked whether the fitness center will be managed internally to which M Klitzing responded yes. While 1 local vendor expressed early interest, he has not pursued it. Likewise, staff did not pursue it in anticipation that a significant number of the member sales will be aquatic and fitness related and in- house management will maximize revenue. J Ketterman asked if the catering service should allow for more than one vendor. The board and staff discussed the options. M Klitzing stated that if The Monon Center is to reach 100% cost recovery, the agreement should be with one (1) exclusive caterer. Having some degree of control over the quality is important — helping control positive experiences is key. B Bosma stressed that CCPR must agree on a system /steps to stay aware of the qualifying steps to meet the IRS test so that down the road, an inadvertent violation does not occur. J Rosensteele asked that a priority decision list be given to the Board prior to the August 28'" meeting. M Klitzing answered that the policy to be distributed will include such. S Dillon stressed that this [the Park Board] is a policy making board and it is difficult to differentiate between what is and is not, policy. There is a balance between management and micro - management. The Board must consider what is an administrative staff function, and what is a board function. S Dillon stated that the most efficient way is for the board to act is as a committee on these issues. At each Board meeting, M Klitzing will present issues that need to be discussed. Michael presented a Proposed Policy Implementation Schedule to the Board, outlining the revenue policy and the food /beverage policy and his recommendation that the policies address the entire park system to the extent applicable. He addressed the computer network and several policies that are being developed to address partnerships and sponsorships, Monon Center rates & hours and employee compensation. He also mentioned the acquisition of an operating loan from Clay Township and the purchase of fitness equipment. Included were discussion dates, approval dates, discussion topics and key impacts. The revenue policy has been drafted to establish a fair, equitable and consistent approach to pricing services operated or provided by and /or through the Carmel /Clay Department of Parks & Recreation on behalf of the Board. The policy incorporates a purpose, statement of philosophy, definition of costs, service classifications and cost recovery expectations (public service, merit service, user service, introductory service), types of user fees (admission, advertising, contingency, licenses /permits, processing, program, rental /reservation, sales price, special services fee, surcharges, vendor fees), non- resident rate, differential pricing, refunds & waivers. D Dutcher emphasized the importance of the public's understanding about any added fees. J Engledow recommended changing age discounts from 18 and under, to 15 and under the and the senior discount from age 60 and over to 65 and over. The Food & Beverage Policy addresses The Monon Center Cafe (statement of philosophy, operating model, equipment and furnishings, revenue), The Monon Center Catering (statement of philosophy, operating model, equipment and furnishings, revenue), The Monon Center Indoor and Outdoor Concessions (statement of philosophy, operating model, revenues and expenses) and Beverage Providers. Topics discussed at length were the use of Alcohol in The Monon Center, the type of food in The Monon Center, Use of Tobacco Products and Food /Beverage Vendors in Parks, whether there should be one exclusive caterer or multiple exclusive caterers. J Ketterman requested that following the objective of setting system wide policies for consistent application, there need to be some changes to the Food and Beverage Policy. X. INFORMATION ITEMS A. Plan Commission Report —D Dutcher No report. B. School Board Report —J Miller No report. XI. BOARD COMMENTS XII. ADJOURNMENT Page 5 of 6 A motion was made to adjourn at approximately 9:30 p.m. (Ketterman, Tolson, C -Un) Signature: . �✓ "`^04- Date; Cj — (°1- —0 6 D , Signature: Date: / 2 $(1' 200 !v Page 6 of 6