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HomeMy WebLinkAboutCCPR-06-13-06MEMBER ATTENDEES S Dillon S Shapiro P Chester T Tolson J Rosensteele J Engledow D Dutcher J Miller I. ROLL CALL (Approved: CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES June 13, 2006, 7:00 P.M. CARMEL CITY HALL, CHAMBERS ROOM ONE CIVIC SQUARE, CARMEL, IN 46032 MEMBER ABSENTEES OTHERS J Ketterman A Kostrzewa L Dudeck M Westermeier R Schmiesing D Grisham B Johnson M Klitzing A Armstrong ) 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 June 13, 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 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 Thomas Ertl of 5837 Dawnwood Drive in Carmel, (575- 0370), Brighton Woods Subdivision, addressed the Board about Founders Park. Mr. Ertl lives on the property adjacent to the future Founders Park and has several concerns about the property: the dirt pile is above elevation of the neighborhood, drainage issues are a concern for the future, a large grove of trees on the north and east end serves as a buffer to the park onto which a large pile of dirt was dumped on the trees near the 116th Street entrance and their survival is a concern. Mrs. Dillon thanked Mr. Ertl for coming to the meeting and presenting the noted concerns. IV. STAFF REPORTS A. Camps and Extended School Enrichment: Ben Johnson B Johnson highlighted that while program components (enrichment activities, health /safety activities and homework assistance) of the ESE program will be similar at each school, they will be customized to the school. He reported the following status of preparation: • 7 of the 11 full -time site coordinators start this week with the remaining 4 starting June 19 -26. • 11 full -time assistant site coordinators start work on July 3. • 110 -121 part-time staff members for the ESE program will begin July 24. (The total number of support staff is based upon the enrollment numbers at each school). • 160 students have registered for the ESE program (Forest Dale -29, Mohawk Trails -19, Towne Meadow -17, Prairie Trace -17, Cherry Tree -15, West Clay -13, Smoky Row -13, Woodbrook -11, Carmel -10, College Wood -9, and Orchard Park -7). • The ESE program will host a Summer Spectacular on Saturday, July 8th from 10:00 a.m. to 4:00 p.m. at Carmel Elementary School for parents and children to enjoy games, raffles, shows, food and entertainment as well as an opportunity to register for the program. • Vacation Station day camps (three total camp sites) are at 99% capacity, with 21 of 24 weeks completely full (the week of July 3 -7 has some open slots at all three sites) • The half -day camps (Preschool Vacation Station'& Summer Escape) are at 57% capacity, with 5 of 21 weeks completely full, and 2 weeks /sessions cancelled due to low enrollment. Page 1 of 6 • The contracted camps (Science, Sports, & Theatre) are 69% capacity, with 20 of 39 weeks completely full, and 4 weeks cancelled due to low enrollment. In response to J Engledow, Ben reported that 2 of the ESE employees formerly worked for the YMCA, the prior provider, and the remainder are from a wide variety of backgrounds. He answered S Shapiro's question about hiring decisions by reporting that all candidate interviews were held jointly with the school principals to solidify the cooperative arrangement. With regard to J Rosensteele's question about registration enrollment, Ben reported that the numbers are higher than he expected at this time of year and that staff is working to increase public awareness of the program. S Shapiro questioned why more YMCA program employees didn't get hired. Each ESE site coordinator and assistant site coordinator will work directly out of the schools and will be equipped with computers. As for P Chester's question about a maximum number of students, Ben reported that 50 is the tentative maximum in the before school program and 100 in the after school program with the intent to make proper staffing accommodations should the enrollment demand it. D Dutcher noted that he s looking forward to the program, appreciates the reports and asked about the program publicity. Ben replied that information (pictures /bio /history and fun facts) will be posted on the park and school websites. B. Cleaning Services Agreement: Michael Klitzing After reviewing proposals from four cleaning service providers, the Department has entered into an agreement with Alternative Cleaning,'Inc. ( "ACI ") for the weekly cleaning of three facilities: the administrative offices, the meeting house and the recreation offices at the Pedcor building. He reported that the month -to -month agreement can be canceled with 30 days advance notice and is $850 for all 3 locations. A certificate of insurance naming the Carmel /Clay Board of Parks & Recreation, City of Carmel and Clay Township as additional insureds has been provided. He reported that the Department contracted with ACI to perform a one -time, detailed cleaning of the administrative offices and meeting house to prepare them for public use. 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 Issue on overflow drains and discrepancy in packaging are being investigated. Additional aggregate trails at College /111th Street were changed to stone with a significant cost savings. The building is progressing well. The insulation and drywall are going up on the east side. Landscaping of trees and meadows has begun. Wetlands issues identified as early as October, 2005, are being worked out. Planting of all wetlands this year by the target date of August 15th is dependent on dewatering the large lagoon to begin bridge construction and 4 weeks of dry weather to allow use of the proper equipment. Similarly, the forested wetlands (on the east side of the Monon Trail) need to be dried to get the plants in dry soil. Despite the berms used for dry retention of the forested wetlands, excess water has come from the Guilford Road construction causing tree over - watering but no threat to the Monon Trail. Nicole Sheehan (JJR) has identified a solution that will allow downstream flow and elimination of excess water issues. The hill for the slides is going in and a stone retaining wall is being built around it with a ramp system in lieu of stairs. Interiors are going well. Correction of an incorrect install of a back wash pit in the filter building revealed that the foundation was neither specified nor installed properly and needs to be corrected. Such correction requires the removal of pipes and a new footing poured quickly. Calumet (contractor), Meridian (Architect under Williams) and the CM claim the scope of the job exceeded what they were supposed to do in some way. Additional cost is estimated at approximately $350,000 to $400,000; Williams Architects is attempting to understand Page 2 of 6 the situation, collect the proper documentation and figure out how to address it. Regarding J Rosensteele's inquiry about the injured worker, M Westermeier reported that the injury was a broken arm /wrist. As for S Shapiro's question about the fiber -optic install damage to the Skate Park along the Monon, Mark reported that storm -water sewer lines that drained the water from the land were moved to which A Armstrong added that such move was not a major cost factor and that the skate park shifted form the original plans of the lateral pitch. B. Special Committees 1. Encroachment Committee: Michael Klitzing Michael reported that the result of an on site visit of a portion of the River Trail/White River Greenway properties by M Westermeier, S Dillon and D Grisham resulted in the consensus that the January, 2005 survey encroachment results needed to be validated as it appeared that many property owners may have responded to the January staking and moved back within their property lines. D Grisham reported that the Schneider Corporation who had performed the January 2005 survey had agree to update it, re -stake the shared property lines and stake the southern boundary line of the 50 foot restrictive covenant for $2,500. In response to D Dutcher, D Grisham reported that she anticipates a 1 month timetable for validation. She confirmed the intent to photograph (with date and time stamp) the stakes and markers and to forward to Schneider J Engledow's question about whether it could GPS the points. Staff has worked on the revisions of various letters. One letter will thank those who don't encroach. Another letter will notify homeowners who encroach in a minor of such and allow permission for the existing encroachments. A third letter will be sent to homeowners with major encroachment problems, outlining the process by which they will be given a choice to remove the encroachment or execute a license agreement. M Klitzing answered P Chester's question by reporting that Central Park is the next property to be addressed. P Chester questioned the status of Monon encroachments; M Westermeier reported that he is working on it with DOCS and some city councilmen. 2. Special Studies Committee: No report. VI. ACTION ITEMS A. Minutes — Tim Tolson 1. May 23, 2006 Regular Park Board Meeting, as amended (Tolson, Rosensteele, C -Un). Page 4, VI. >A, requests that the Department amends the minutes to specify that it was a mason at Central Park who sustained an injury. Page 4, Xl.>School Board Action, to change that 11 voted to abolish the pool at Carmel Middle School and replace it with green space. B. Financial Reports — Jim Engledow May 2006 (Engledow, Rosensteele, C -Un) C. Claims — Jim Engledow 1. Claim Sheet June 13, 2006 (Engledow, Chester, C -Un) J Engledow reported that the large amount of refunds resulted from an instructor whose relationship with the Department terminated after which her classes were cancelled. 2. Park Bond Claim Sheet June 13, 2006 (Engledow, Chester, C -Un). D. Acceptance and /or acknowledgment of Monies received: Audrey Kostrzewa A Kostrzewa reported a check from Valley Bikes in the amount of $200 to offset the cost for the food provided for the Bike to Work day on the Monon (Tolson, Rosensteele, C -Un). E. Central Park Matters 1. Authorization to bid the Furniture: M Klitzing provided the $450,000.00 estimate for indoor furniture and the $170,000 estimate for the Outdoor Aquatics Park furniture. He reported that D Grisham and the OR are preparing a bid package and Staff is now requesting for approval to proceed with bidding when ready. A Motion was made to authorize staff to bid out the furniture as presented. (Rosensteele, Dutcher, C -Un). Page 3 of 6 2. Work Order Summary. A Armstrong distributed and referred to the attached 2 page handout entitled "Carmel Parks Construction Work Order dated 6- 13 -06" noting that the list of changes were previously approved by the CCPMC committee within its authority. 3. Other: Monon Detour: M Westermeier discussed that the 116th Street closing and the tunnel construction will begin July 5th and is anticipated to be closed through September. The City has determined that a detour identified a year ago to take users west on City Center Drive, south on Guilford and through Guilford Park is not as safe as an asphalt connection to the stub street in Wood Park (west of Guilford Road), along a potion of the mulch path in the north part of the park and then to the current Perimeter Path. The street will be marked and lined for Monon Trail bypass. D Dutcher is concerned about the neighbor opposition and requested that that the public understand that this is a City initiative and not a Park Department matter. Mark clarified for the Board that the City has requested the Board's permission to install an asphalt connection at the Wood Park stub street; the City has agreed to amend the Monon management contract. In response to J Rosensteele's question regarding the detour identification process, Mark explained that the City Engineering Department was handling the detour route without consulting the Park Department on either of the two detours. After J Engledow expressed concern that users will be crossing a heavy construction zone, D Grisham addressed the Park Board's authority under its sublease and management agreement with the Park Building Corporation to allow this detour to occur as requested. As long as the City is using its own funds and contracting with its own contractors, the Board has the authority to allow the City to construct the detour path and to ask the City to amend the Monon Management Agreement to include the detour within the indemnification, insurance and notice provisions. While some believed the homeowners will request the asphalt connection to be removed when the detour is no longer needed, M Westermeier recommended that the Board reserve the request to have the City remove the path and re- evaluate the future need for the path. The City refused the Wood Park homeowners' request for removal of the stub street to prevent something like this. Further discussion explored other options including closing the Monon that Mark was able to address from his recent conversations with both elected and appointed officials. A motion was made to grant the City of Carmel permission to join a temporary Monon Greenway Path through the stub street in the Wood Park neighborhood and connect it into the currently existing trail system in Central Park. (Engledow, Tolson, C -Un). A motion was made to add a requirement that Carmel Clay Parks & Recreation staff contact Wood Park neighbors to fully explain to them how and why the detour trail will be installed. (Dutcher, Miller, C -Un). The motion was further amended to include the amendment of the Management Agreement to include this newly created detour of the Monon Greenway. (Engledow, Miller, C -Un). F. Lenape Trace Park: The Board received specifications describing the work encompassing the removal of three components of playground equipment and site restoration. Staff invited at least seven contractors known to deal in the class of work described in the specifications to quote the specified work. The contract form acceptable to the Park Board attorney was included with the invitation to quote. The quotations were due by 1:15 p.m., Monday, June 12, 2006. Excessive water has plagued the playground. A summary of explored projects was given including a parking lot design in the dedication area reserved as ROW for 96th Street expansion. The issue to extend 96th Street is under discussion with the City. A Board of Health complaint regarding water safety resulted in a determination that the Department's long -term plans adequately address the issues. Originally installed at River Heritage Park, the playground equipment is approximately 11 years old and has been standing in water for over 1 year. Staff members who are Playground safety certified, have determined that the equipment is not safe to relocate for reuse in a public park. J Engledow Page 4 of 6 offered that the equipment sat unused for a period of time before it was even installed at Lenape. M Westermeier reported that several neighbors have objected to the removal of the playground. Placement of any equipment at Lenape would place it within 50 yards of the proposed 96th Street extension and not have adequate parking. The Park's preferred long term use is as a trail connection and trailhead location to the Monon Greenway. D Grisham explained that the Park Department followed the conservative process provided under the applicable public works statute. Mr. B's Lawn Maintenance provided the only quote received for $14,240. Prior to this meeting, Mr. B's withdrew its cover letter and provided written clarification that if the work are can be accessed via a stub street— an area of dedication to be used for 96th Street — there is no anticipated damage which he estimated to be at most $2,300. Therefore, the base quote is $11,940 to remove and dispose of existing equipment and material in an 85 x 85 square area, restoring the site to the level of the grade of the surrounding area and seeding it, not to exceed $14,240.00 unless an alternate route is available so as to lessen or eliminate damage to the Park property due to equipment weight and size. A motion was made to accept the withdrawal and clarified quote from Mr. B's Lawn Maintenance, Inc. in the amount of $12,040 plus the cost of the actual repair not to exceed $2,300 for damage to the park resulting from the access route provided by the Department, and an award of a contract to Mr. B's Lawn Maintenance, Inc. in an amount not to exceed $14,340.00. (Rosensteele, Engledow, C -Un). A motion was made to authorize the Park Board attorney to take all steps reasonable and necessary to prepare the contract form consistent with the quote, project specifications and Indiana law, to authorize the Park Board President to execute such contract and to authorize the Park Department Director to facilitate the project in compliance with the terms of the contract. (Rosensteele, Dutcher, C -Un). G. West Park: Consideration of quotes for northern trail restoration. M Westermeier reported that 6 companies known to deal in this type of work were invited to quote the trail work. There were no responses. Staff will review the facts to determine alternatives to address this work. H. Hazel Landing Park: Proposal for Professional Services Agreement. M Westermeier reported that he had received a proposal from Schmidt Associates to begin design work on Hazel Landing Park for design /development drawings, construction drawings, bidding and construction observation for Phase II. A motion is made to accept the Schmidt proposal not to exceed Seventy Five Thousand and no /100's dollars ($75,000.00). (Tolson, Engledow, C -Un). I. Founder's Park: Proposal for Professional Services Agreement. Having received two proposals, one from Schmidt Associates and one from The Schneider Corporation for the provision of engineering and architectural services regarding development of Founder's Park. Due to the lateness of receipt prior to board packet assembly, staff has not had time to review and make a recommendation. He took the opportunity to address Mr. Ertl's concern about the affect of dirt on the trees by notifying the Board that he had met Schneider's representative on site and confirmed that such trees were anticipated to be removed upon development as set forth in the Schematic design. D Grisham suggested that the Board table the Founder's Park proposal until the June 26th meeting. (Tolson, Rosensteele, C -Un). J. Monon South Trailhead security camera system and tower. D Grisham reported that legal experts disagree whether the Park Board fits within the definition of qualified users. She explained that the most conservative route is to proceed under the normal bid route and requested that the Park Board authorize staff to proceed to go to bid when ready for a total projected cost between $75,000 and $100,000. (Miller, Engledow, C -Un). VII. ATTORNEY'S REPORT —D Grisham D Grisham reported that she received a copy of an amendment to the lease between Pedcor and the City of Carmel Utilities to allow the Utilities Department to place in its name all utility bills so that billings would be tax exempt and then to invoice the Park Board for its share. She is in the process of obtaining all facts and anticipates the ability to report more fully at the next meeting. Page 5 of 6 VIII. DIRECTOR'S REPORT —M Westermeier • FOX59 News interviewed M Klitzing at Central Park for an update on The Monon Center (news generated from recent Indianapolis Star and Indianapolis Business Journal articles). • New building on property encroachment on Monon Greenway. • The historical society will maintain their property line and the Department will maintain a line on the property. • The Family Fun Campout will be held this Friday, June 18 at West Park. • The northern and central district Indiana Parks and Recreation monthly.meeting will be hosted at the Administrative Offices on Wednesday, June 16. • West Park and Inlow spray parks were turned on May 27. • Founder's Park originally received $100,000 grant from the Legacy Fund to use when needed and should be used this year. • The bond for the bridge over Carmel Drive was approved and construction will begin in spring, 2007. • July 3rd is now an official holiday of the City of Carmel and disrupts payment for staff on holiday for summer camps and should be visited in the future. • Since May 23, 30 day camp staff, 7 full -time site coordinators, resource development coordinator, administrative assistant, recreation coordinator and 15 part-time maintenance staff have been added. • West Park cell tower sketches received and M Westermeier met with Schmidt and freelanced the design, resulting in different sketch. M Westermeier would like to talk with Schmidt further. • M Klitzing commented that the job description for the executive director was received from Barb Lamb. • A recent City bond was approved for the Cool Creek trail and Monon Greenway bridge. IX. DISCUSSION ITEMS None X. INFORMATION ITEMS A. Plan Commission Report—D Dutcher The Plan Commission met June 20, at 4:30 p.m. to review parts 1 -3 of the City of Carmel's Comprehensive Master Plan. Additional meetings are scheduled for June 27, June 29, July 12 and 15 to finalize and report to plan commission at its meeting on July 15. Development requests include 1. The Legacy — Earlham property of 500 acres, mixed use development with possible connectivity to Prairie Trace School and adjacent trails, 2. Mid -town Village on Third Avenue SW adjacent to the Monon Greenway, 3 a PUD proposed at the corner at 99th and Westfield, with town homes proposed to replace single family housing in that location and 4. 116th and Westfield town homes proposed and reduced to 90 -units is on hold. The Public was not favorable. B. School Board Report—J Miller: No report. XI. BOARD COMMENTS J Engledow commented that Carey Grove residents are glad that the cell tower is down. J Engledow urged the Board to view the website for Second Globe the company mentioned in the Schmidt Associates proposal for Founders Park to review examples of their work. J Engledow commented that he is impressed with new staff. D Dutcher commented that Shakespeare in the Park was delightful. XII. ADJOURNMENT A motion made - 1•journ at approximately 9:20 p.m. (Tolson, Engledow, C -Un) Signature: Date: if Jut Zu66 Signature: Date: i- 11-06 Page 6of6