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HomeMy WebLinkAboutCCPR-06-26-06(Approved: CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES June 26, 2006 5:30 P.M. Administrative Offices 1411 E. 116th Street CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS S Dillon A Kostrzewa S Shapiro M Westermeier P Chester D Grisham T Tolson Diana Ray J Rosensteele Sue Maki J Engledow D Dutcher J Miller J Ketterman I. ROLL CALL -7/111o6 II. CALL TO ORDER The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at 5:30 p.m. on June 26, 2006 pursuant to notice. S Dillon called the meeting to order. Other board members present: S Shapiro, P Chester, T Tolson, J Rosensteele, J Engledow, D Dutcher, J Ketterman 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. ACTION ITEMS A. Claims — Jim Engledow 1. Claim Sheet June 26, 2006 (Engledow, Rosensteele, C -Un). Approval was given after clarification and discussion regarding the Southeastern Security claim representing background checks for new employees which now has a number; Fund 104 is now broken down into specific components and refunds for the July 4th week as a shorter week. As an FYI, C Broderick's visits revealed that 100% turnover resulted shortly after opening a new recreational and community center, noting that we should be finished with that. B. Central Park Matters 1. Monon Detour: M Westermeier summarized the historic and current options for the Monon detour while 116th Street is under construction and in particular, the building of the Monon tunnel. He reported that the Mayor elected to reroute the detour along and within the City's Right of Way at 116th Street and College Avenue. Specifically, he reported the following route: West along City Center Drive from the Schwinn Bicycle Shop, South on Guilford (intersection at City Center Drive and Guilford expected to be operational by 7- 5 -06), to the north or south side of 116th Street, depending on the different development stages, west on 116th Street to the College Avenue intersection to the west side of College Avenue and then south to a point about half way between 116th Street and 111th Street and then and east across College Avenue to the current perimeter path within Central Park. Mark reported that he has been working with the City's Engineering Department and the CM to refine the staging of the various aspects of both City and Park development projects that are impacted by the detour's relocation. He asked K Forman to estimate indirect costs of the detour for Page 1 of 3 reimbursement. He confirmed that the City is paying for the detour and that the Monon tunnel would be under construction from July 5, 2006 through November, 2006. J Rosensteele moved and J Ketterman seconded the idea of sending a request to the City to consider closing the Monon during the construction period given the possibility of the unsafe nature of the proposed detours. Much discussion followed during which suggestions of reduced speed limits on all affected streets, flashers at certain locations and a stop light at the intersection of College and 116th Street. Mark reported that some flashers are available for use. The motion was amended on the basis of many observations: a. Closing the Monon does not keep the public from getting to it by whatever means available which creates more issues than the detour; b. the detour route is the City's administrative decision; c. the City Engineer's Department is responsible to make routes safe; and d. the College Avenue route is the result of the Mayor's reaction to the Park Board's comments and on the public comments regarding the Guilford Park and Wood Park routes. After hearing D Dutcher's comments, J Rosensteele amended his motion that Mark Westermeier continue to work with the City to explore alternative approaches that may include closing the Monon or choosing an alternate route. (Rosensteele, Ketterman C -Un). 2. Architect Fees: M Westermeier reported that he, M Klitzing, A Armstrong, D Grisham and T Poulos worked on the identification of components to include in the calculation for completion of the fee blanks. He was optimistic that the meeting went well and that we are working toward a fairly quick resolution. He reported that a bond budget meeting is scheduled for this week. 3. Filter Building. M Westermeier reported that the all parties are not in agreement about the source of the responsibility for the foundation as the facts are compiled, what was clear at one point is not longer. It seems now that the missing foundation was a conspicuous omission on a load bearing portion of the wall that it is curious why the omission was not questioned. As a side note, while CPPMC approved going forward to resolve issues, the Architects were never told to stop their search for a solution which may lead to more fees. 4. Pool Surfaces. M Westermeier reported that the pool surfaces failed to meet finish requirements which raises a safety concern. Tile may be a possible solution. We can expect a letter from the Architects indicating that all concrete needs to be replaced. It appears that that Gibraltar bears responsibility. Less expensive fixes have been suggested: sandblasting, painting the finish and patching. A tile fix may place some financial responsibility on the Board as it is a recognized upgrade. 5. Fox 59. D Dutcher asked for reaction to the coverage. M Westermeier believed it to be positive and projected that media coverage will increase. C. Founders Park Matters 1. Park Dumping . M Westermeier reported that we have identified the unauthorized source of dumping which the CM will pursue. 2. Founder Park Professional Services. M Westermeier recommended the Schneider Corporation fee proposal not to exceed $207,607.00 plus reimbursables (despite the fact that its number was higher than the Schmidt Associates proposal) for the following reasons: Schneider's John Blackketter will be involved to provide consistency from his earlier involvement in the Master Plan and Schematic Design Process on this site. Schneider included a geotechnical/ hydrology component indicating their respect for the many site challenges while Schmidt's first proposal provided only a fraction of the services requested in the scope and addressed the omission of a geotechnical /hydrological component on the revised proposal as inconsequential and proposed to handle it by submitting an add services fee should such be necessary as they become familiar with the site which raised a confidence concern especially since they had been given the Master Plan and Schematic design documents. D Dutcher asked about the second company mentioned in the Schmidt proposal for art work. Mark responded that the price for that company was not included. He also reported that West Park issues concerned him which park Schmidt Associates designed. Page 2 of 3 S Shapiro requested that when an action item is deferred to a subsequent meeting, that the same information be included in the subsequent meeting packet and noted the difference between the two quotes. Mark reported that the fees will be paid from a Legacy Fund Grant that must be spent this year and the Impact Fee Fund and D Grisham explained that professional services need not be bid nor award the contract to the person with the lowest quote. J Miller moved that the Board accept the proposal from the Schneider Corporation for the provision of engineering and architectural services regarding the development of Founders Park in an amount not to exceed $207,670.00 plus reimbursables and further that the Board authorize the Park Board President to negotiate and sign a services agreement with the Schneider Corporation pursuant to the terms of the proposal and the state law and approved by the Park Board Attorney. (Miller, Chester C -Un). D. Salary Resolution 6- 26- 06 -01. M Klitzing referred the Board to the summary sheet in the packet and the proposed Resolution in the packet. He explained that while day camps must stay open, all other staff will be allowed the day off. The reading of the Resolution was waived (Tolson, Dutcher C -Un). The Resolution was approved as presented. (Tolson, Rosensteele, C -Un). E. Pedcor Lease Amendment. D Grisham referred the Board to the newly distributed cover sheet and attachments. She walked them through the documents and related how claims have been impacted. J Ketterman offered the following motion: "I move that the Park Board authorizes the Park Board attorney to prepare and the Park Board President and Secretary to execute all necessary and appropriate documents to effect the City of Carmel's lease amendment and in particular to allow the Park Board to pay its Utility Expe ses under its lease with Pedcor Invest or LLC, witho t payment of taxes thereon." (Ketterman, Vosen 7%e/e.0 -Un). j f JUL 2do6 IV. Discussion Items. 1. Northwest Park: The owner of 15 acres at 141st Street and Shelborne has expressed interest in selling the property to the Park Board. M Westermeier indicated that he will move forward to obtain appraisals. 2. Inlow Park; Filter Building. The water main broke during the night; it was back in operation within 3 hours. V. Board Comments. 1. J Ketterman asked for a status report on MIG with the Master Plan. As M Klitzing was not in attendance, the response was deferred. .2. T Tolson asked if a safety program is in place to which M Westermeier answered that it is. VI. ADJOURNMENT A mot' /oo/nw s made to ad.ourn at approximately 6:40 p.m. (Tolson, Engledow, C -Un) Signature: :j fi. / {C' Date: 1 JUL Zoo G Signature: 0 Date: 7 -11 -06 Page 3 of 3