HomeMy WebLinkAboutCCPR-07-11-06(Approved: 40 -1 q ° L7
CARMEL /CLAY BOARD OF PARKS AND RECREATION
BOARD MEETING MINUTES
July 11, 2006, 7:00 P.M.
CARMEL CITY HALL, CHAMBERS ROOM
ONE CIVIC SQUARE, CARMEL, IN 46032
MEMBER ATTENDEES
S Dillon
S Shapiro
P Chester
T Tolson
J Rosensteele
J Ketterman
D Dutcher
J Miller
I. ROLL CALL
MEMBER ABSENTEES OTHERS
J Engledow A Kostrzewa
L Dudeck
M Westermeier
M Klitzing
D Grisham
J Hagan
(others listed below, item IV)
}
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 July 11, 2006 pursuant to notice. S Dillon called the meeting to order. Other board members present:
S Shapiro, 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)."
III. PUBLIC COMMENTS
None
IV. STAFF REPORTS
A. New Staff introductions: Michael Klitzing
M Klitzing introduced 29 existing and new full -time employees and 63 part -time employees or seasonal,
projecting a total increase by the end of 2007, to be 48 full -time ( +19 from today) and 250 -350 part -time
or seasonal employees, totaling 397 employees. M Klitzing then shared the department's organization
chart.
Colleen Broderick, Revenue Facilities Manager, introduced the Recreation staff: Aaron Stump: recreation
supervisor; Lynn Hampton: recreation coordinator; Kim Dotson: administrative assistant; Barb Diehm:
administrative assistant; Cindy Morical and Margo Finney:front desk
Ben Johnson, Recreation Supervisor, introduced the Extended School Enrichment (ESE) and Camp staff:
ESE Staff: Adam Brill: site coordinator for Towne Meadow; Candice Gabrielli: site coordinator for Forest
Dale; Jennifer Hammons: site coordinator for West Clay; Mark Hesse: site coordinator for Smoky Row;
Karen Pfaffenberger: site coordinator for Prairie Trace; Mina Keohane: site coordinator for College Wood;
Haley Samuelson - Couchman: site coordinator for Woodbrook; Jennifer Sewell: site coordinator for
Mohawk Trails and Lacey Whitaker: site coordinator for Orchard Park. Camp staff: Diana Loiselle at
Prairie Trace, Wendy Truitt at Prairie Trace and Kristen Gray, coordinator of daycamps.
Ben next reported that approximately 300 people attended the ESE Summer Spectacular resulting in 25
registrations with an additional 45 forms distributed.
Page 1 of 6
Audrey Kostrzewa, Business Services Manager, introduced the Business Services staff: Sue Maki:
resource development; Lindsay Dudeck: marketing coordinator and Diana Ray: business services
administrator.
Becky Schmiesing, Landscape /Horticulture Specialist, introduced the Maintenance staff:Shawn Hart: turf
specialist; Andrew Burnett: chemical technician; Courtney Schlaegel: admin. assistant; Mike Lee: part -
time mowing; Jeremy Kiger, Laura Higgins and Jamie Burnett: horticulture and Eric Beckley: part -time.
S Dillon and J Rosensteele expressed their excitement about the growing staff and confidence in the
management team.
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
Mark gave the following report:
Filter building issues have been resolved. Construction work orders ( "CWO ") approved at the CCPMC
meeting included modification of pool umbrella foundations to match the shade structures; thickening
of the support slabs under the surface tanks; an additional $13,000 in copper cable resulting from
coordination of Cinergy's settlement work and extension of the sand blast finish on the bridge
foundation.
D Grisham, M Westermeier and staff met with Tom Poulos from Williams Architects to discuss the
contract fee calculation numbers as well as additional fee requests which together with costs resulting
from CWO's will be addressed once all numbers are in and facts assessed.
The pool decking finish is unacceptable as installed; it is slick in places, lacking a cohesive textured
brush finish specified and needed to avoid safety issues. Solutions include: replacing only the
defective finish; replacing the entire concrete decking, sandblasting the defective finish /entire decking
and /or partnering with Gibraltar to tile the decking. Staff recommends the tile plan. So far, this issue is
not anticipated to impact the construction schedule.
The Committee looked at exposed insulation on -site in the outdoor aquatics entry pavilion as some of
the ceiling panels were value engineered out (unfinished edge appears at the edge of the concrete
wall where the insulation is tacked onto the wall). Until duct work and lighting are completely installed,
it is uncertain how much of the insulation will be visible.
Sufficient parking is an important concern. The Construction Manager is ready to pave the west side
parking lot requiring trailer relocation to a new staging area. Staff and the CM have identified a way
to address the long term parking issue by installing within the new staging areas a few more inches of
stone to create the proper foundation /base for future parking lots. M Westermeier reported that when
the cost of the additional stone is added to the actual cost of relocation, the total cost is still less than
Page 2 of 6
the amount holding a place in the general conditions budget. Once the trailers are gone, the gravel
area can be covered with a layer of dirt and seeded if necessary.
The Owner's Representative is less than optimistic about all initial completion dates which will /can be
addressed in various ways including the addition of crews to help through the wet weather periods.
Dry, windy weather is required for the wetlands planting. Construction workers feel confident that the
Building is on schedule. Most of the windows are installed and workers are being added to finish the
roof. By the end of July, the entire building should be enclosed. Some construction trailers can be
moved off site after this. While 2 mock -up slabs for the skate park were not acceptable, a smooth
trowel surface with no texture was selected.
In response to J Rosensteele's question about restroom ceiling separation, M Westermeier reported
that the issue is being investigated.
With regard to the parking issues, J Rosensteele questioned paving other gravel lots. Mark reported
that other options (pavers and nylon materials) were explored. Pavers are quite expensive; nylon
material, a possibility for the west side, is rugged, allows plantings to grow over it and retains rigidity.
In her meeting with other recreation center operators, C Broderick has confirmed that the Monon
Center is likely lacking several hundred needed parking spaces. Staff believes that to avoid
neighborhood overflow parking issues, it needs to identify and preserve future parking areas now.
As to J Ketterman's questions regarding the Monon Trail, Mark reported that the Trail is targeted to
close on Monday, July 17. The College Avenue detour trail has been installed and the Guilford Road
trail is nearly complete. The City will handle the detours and all signage.
D Dutcher reported that developers are beginning to cite Central Park as the basis for adjacent
property development. He cautioned the Board that it is their job to respect the neighbors and not to
encourage folks to assume that all the adjacent properties need to be developed. He next asked a
series of questions regarding the fiscal impact of meeting or not meeting the targeted completion
dates which Mark asked to address in the Director's report (Item VIII below). In regard to the
properties adjacent to Westfield Blvd., neighbors dealing with the City Council would like to know
what type of connectivity there should be to Central Park. Mark answered that a trail to stub -in from
their development to access the trails and east side of The Monon Center would work well should the
City Council and Plan Commission not decide on the currently proposed townhome addition.
B. Special Committees
1. Encroachment Committee: Michael Klitzing
Within the last week, Schneider validated and updated the survey of the River Trail Park and
confirmed encroachment issue status. Letters have been drafted and are being finalized to include
photos to send to property owners. The Park Board will receive a draft by July 14 with suggested
revisions due by July 31. Photo documentation has been taken. "No mow" signs and "park boundary"
signs will be developed and installed. 3 properties severely encroach park property up to 7 feet. T
Tolson asked if the board has full support of elected officers on this issue to which Michael answered
yes. Encroachment Committee meeting dates will be scheduled.
2. Special Studies Committee: Jim Rosensteele
No report.
VI. ACTION ITEMS
A. Minutes — Tim Tolson
1. June 13, 2006 Regular Park Board Meeting (Tolson, Rosensteele, C -Un)
2. June 26, 2006 Regular Park Board Meeting (Tolson, Rosensteele, C -Un)
Page 3 of 3 was completed to show that J Rosensteele seconded the motion regarding the
Pedcor Lease Amendment.
B. Financial Reports — Jim Rosensteele (Rosensteele, Tolson, C -Un)
C. Claims — Jim Rosensteele
1. Claim Sheet July 11, 2006 (Rosensteele, Chester, C -Un)
Page 3 of 6
2. Central Park Bond Claim Sheet July 11, 2006 (Rosensteele, Ketterman, C -Un)
S Dillon questioned the parentheses around dates for Old National Trust escrow payments. A
Kostrzewa commented that Carmel Clay Parks & Recreation pays the contractor and the escrow
agent the contractor has chosen, as required by law and upon satisfactory completion of the
contract job, will release it. Becker and Dalmatian should be changed to the appropriate escrow
agent. Motion to amend to incorporate changes as stated above.(Rosensteele, Ketterman, 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 (a) Foresters; $1,000 for
Shakespeare in the Park on July 14; (b) $1,000 for Touch a Truck , (c) $1,000 for Movies in the Park
on June 23, (d) $500 from Williams Architects for IPRA District meeting hosted by the Department.
D Dutcher asked how the Department responds to donations and whether such can be published on
its website. Sue Maki commented that sponsors receive a hand - written note and acknowledgement of
their donation at the appropriate event. Protocol and appropriate language is being established.
Acknowledgments will also be seen on our new website. A partnership agreement is also being
established.
E. Central Park Matters: Michael Klitzing
Michael reported that a qualified vendor is needed to operate the cafe in The Monon Center, as it is a
specialty /unique aspect to the building. There have been extensive conversations with legal counsel,
Brian Bosma, to make sure that such an arrangement will not interfere with the tax exempt status of
the $55 million bond. A local health institution is viewed as a possible partner to occupy the
assessment/wellness office in the fitness area. Legal counsel has recommended obtaining
appraisals to determine the fair market rental value of the areas utilized by private third parties.
Motion for authorization from Park Board to receive appraisals from two companies for the cafe and
the assessment/wellness office in the fitness center at The Monon Center. (Dutcher, Chester, C -Un).
F. Extended School Enrichment (ESE) Contract: Michael Klitzing
A motion was made to authorize the President to enter into a contract with Carmel Clay Schools to
manage and provide the Extended School Enrichment program. (Rosensteele, Ketterman, C- Passed
with 7 votes; Joe Miller abstained as he previously voted it for it as a school board member.)
J Rosensteele asked D Grisham whether the contract is solid. D Grisham responded that she
believed so and reported that she consulted the prior YMCA contract and the Department proposal as
she worked on the draft which the Carmel Clay Schools requested be initiated by the Department. D
Dutcher questioned whether the contract should address the reinvestment of the program funds into
the ESE program. Deb answered that as Carmel Clay Schools did not ask for it and as it was not
listed in the Department's proposal, she saw no benefit to add it. J Miller commented that the
reinvestment aspect has been discussed with the school board.
G. Mad Science contract: Michael Klitzing
Motion to authorize the President to enter into an independent Contractor Services Agreement with
the Mad Science of North Central Indiana in an amount not to exceed $44,200 for the provision of
summer camps. (Ketterman, Rosensteele, C -Un)
VII. ATTORNEY'S REPORT —D Grisham
D Grisham reported that the Carmel Board of Zoning Appeals held a public hearing on June 26th
regarding the installation of a monopole style telecommunications tower on the Brookshire Golf Course.
The Department was notified because of its ownership of Flowing Well Park.
A revised meeting schedule is necessary (OR = Summit Armstrong Trailer at Central Park Site, 1010 E
111th Street; AO = Carmel Clay Parks & Recreation Administrative Offices, 1411 E 111th Street):
August 7, 4:00 p.m., CCPMC Meeting, OR
Page 4 of 6
August 14, 4:00 p.m., CCPMC (location change), AO
August 14, 5:30 p.m., Park Board Meeting (replaces Aug. 8 scheduled meeting), AO
August 14, following Park Board Meeting, Encroachment Committee, AO
August 17, 4:30 -6:30 p.m., Public Access Workshop with Ann Davis, AO
August 21, 4:00 p.m., CCPMC (location change), AO
August 21, 6:00 -8:00 p.m., Public Purchasing Workshop with Karen Arland, AO
August 28, 4:00 p.m., CCPMC, AO
August 28, 5:30 p.m., Park Board Meeting (replaces Aug. 21 scheduled meeting), AO
VIII. DIRECTOR'S REPORT —M Westermeier
Mark reported that he met last week with key officials, consultants and staff members regarding the
Central Park budget albeit without receipt of the numbers and figures requested of Alan Armstrong. Mark
clarified that "Substantial Completion" concerns the building(s) and "Scheduled Items" concerns specific
aspects of the park development outside the building(s). The above referenced OR concern (see Item
V.6) regarding schedule does not include the buildings' completion schedule. The outdoor water park and
wetlands are examples of Scheduled Items that are not viewed to affect the Substantial Completion of the
building(s). The worse case scenario of the current budget is projected at $225,000 over budget should
Substantial Completion not be achieved by 12- 31 -06. General Conditions expenditures are on track, as
well as contingency costs that may not be spent. Money may come back from contractors in regard to
change orders. Updated interest figures are being obtained; all seems to be running perfectly on budget.
If Substantial Completion is met, additional monies will be available; allocation is being researched.
River Trail – documented pictures were taken of survey lines/ markers.
West Park —S Dillon and M Westermeier met with John South of Hamilton County Water and Soil
Conservation; he agreed to provide a survey and drainage plan at the County's expense by the end of
July. He connected the drainage problem to the deep rooted prairie plants which clogged the field tiles.
Drainage tile, plastic pipes and swells will remedy the situation. A wet area with dead evergreens was
discovered between the developed portion of West Park and the newly acquired area by the driveway.
Disrupted tile on 116th Street appears to have been caused from the University High School addition.
Monon trail at Cool Creek —A $469,000 City transportation grant was obtained to connect the Cool Creek
extension to the Monon Trail. A bridge will cross Cool Creek.
2007 Budget —The City Council Parks /Arts Committee met today to cover the parks budget. Mark
Ratterman and Ron Carter met with M Westermeier to discuss the budgets and requested that he ask the
Board whether there is any interest in sharing the use of the Duke Energy building at Guilford and 116th
with City departments. M Westermeier will confirm the Park Board's interest with the Mayor.
Central Park — Information systems are being explored and the logistics regarding how phone and
computer systems will be handled at Central Park. A wireless voice over /IP system is needed to handle
data and telecommunications for the entire campus. Eagle Trident has been retained to provide full -time
after hours security for Central Park from 5:00 p.m. to 7:00 a.m. daily.
Northwest Park— Appraisals are being conducted for 15 acres on Shelbourne.
Lenape Trace Park —The playground equipment has been removed and the area is being filled in.
IX. DISCUSSION ITEMS
J Ketterman questioned MIG and master plan status. Michael responded that meetings have been
deferred until the end of August when meeting(s) will be scheduled to allow park system assessment and
provide a report to the master plan advisory committee with survey findings. He next reported that
conversion to the new software is going smoothly. The biggest issues have been with the City's computer
system not responding well with the new software. The FinTrac software is still being implemented.
D Grisham asked whether the Park Board preferred an oral report at the Board meetings or a written
report regarding insurance liability claims. Many of the members answered that they would appreciate a
report in case of questions from the public. D Grisham reported that a claim for car damage from tree
Page 5 of 6
limbs that had fallen along College Avenue had been denied. Most recently notification was received of a
$413 claim to repair tailpipe damage to a car which was directed by park staff to drive over a small ramp
to access the extended parking lot at River Heritage Park.
X. INFORMATION ITEMS
A. Plan Commission Report —D Dutcher
Discussion continues on the update of the comprehensive master plan. Critical corridors will be discussed
at the next meeting. The transportation plan was discussed last month. From a park perspective, he tried
to reinforce that alternative transportation is directly linked to park property and trails both now and in the
future. Hearings will be complete by mid - August after which the plan will proceed to the City Council.
B. School Board Report —J Miller
The new school board appointed J Miller for another term to the Park Board. The pool at Carmel Junior
High has been removed and will be changed to green space. The new board is working on teacher
contract negotiations.
XI. BOARD COMMENTS
J Ketterman expressed disappointment that the Department was not represented in the Fourth of July
parade and suggested that the Board enter a float next year. T Tolson complimented the Pedal and Park
at the Fourth of July. D Dutcher requested the opportunity to acquire park clothing with the new logo.
XII. ADJOURNMENT
A motion was made t�ourn at approximately 9:30 p.m. (Ketterman, Tolson, C -Un)
Signature: �. P / 1 Sic.
Date: JL/ 46'6. Zoo6
Signature: et
Date: — `r —06
Page 6 of 6