HomeMy WebLinkAboutCCPR-05-09-06(Approved:
CARMEL /CLAY BOARD OF PARKS AND RECREATION
BOARD MEETING MINUTES
May 9, 2006, 7:00 P.M.
CARMEL CITY HALL, CHAMBERS ROOM
ONE CIVIC SQUARE, CARMEL, IN 46032
MEMBER ATTENDEES MEMBER ABSENTEES OTHERS
S Dillon A Kostrzewa
S Shapiro L Dudeck
P Chester M Westermeier
T Tolson C Broderick
J Rosensteele D Grisham
J Engledow A Stump
J Miller D Ray
J Ketterman
D Dutcher
I. ROLL CALL
S- 23 -oC, )
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 May 9, 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, J Miller, J Ketterman and D Dutcher.
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 Kostrzewa introduced Diana Ray as the new Accounting Technician. Diana is a graduate of Indiana
Business College with an Associates Degree in Business. For the last eight years, Diana served as the
Accounting Manager for the Delta Tau Delta Fraternity in Fishers and previously as an Assistant
Controller for Top Value Fabrics, Inc. Diana will be responsible for performing a variety of financial and
clerical functions, including accounts payable and receivable, payroll processing, and tracking of
department revenues and expenditures.
C Broderick introduced Aaron Stump as the new Recreation Supervisor. Aaron is a graduate of Michigan
State University in East Lansing, MI with a B.S. in Park and Recreation Resources and Tourism with an
emphasis in Recreation Management and Youth -Based Recreation Management. Most recently, Aaron
served as an Assistant Superintendent for the Cuyahoga Falls Parks and Recreation Department in Ohio
and the Director of Parks and Recreation for the Oldham County Parks and Recreation Department in
LaGrange, Kentucky. Aaron will be responsible for the planning, development, budget and management
of all recreation programs and special events. He will directly supervise three full -time Recreation
Coordinators and part-time program staff.
V. COMMITTEE REPORTS
A. Standing Committees
1. Personnel Committee —J Rosensteele
Action item to be discussed later in the meeting.
2. Finance Committee —J Engledow
Judy Hagan led a Board workshop on the basics of park funding.
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3. Arts in the Parks Committee —S Dillon
No report
4. Properties Committee —S Dillon
No report
5. Safety Committee —J Ketterman
No report
6. Central Park Process Management Committee —M Westermeier
Roads are being built between College Avenue and The Monon Center in preparation for the
bridge. All interior trails are being established, helping to get vehicles in /around the site."
Landscaping has started and the site is taking shape. The lagoon is being de- watered and a
damn will be constructed on each side of the bridge. The wetland area is being de- watered to add
three inches of top soil and seeding. After two weeks the water level will rise to its normal level.
On the east side of the Monon Greenway, the forested wetlands will be drained and a seed mix
and bare root trees will be added.
At the Monon Center, electrical connections, studs for the walls, over -head piping, heat/ventilation
and duct work will be installed over the next month. At outdoor aquatics most of the piping is
being completed and the dirt has been moved, as the lazy river is beginning to take shape. The
skate park foundation will begin again now that the area has dried out. The well will also be
drilled.
B. Special Committees
1. Encroachment Committee: S Dillon
The encroachment committee will meet after the scheduled meeting on May 23.
2. Special Studies Committee: J Rosensteele
The Committee will monitor the implementation of the established recommendations.
VI. ACTION ITEMS
A. Minutes: T Tolson
1. April 11, 2006 Regular Park Board Meeting (Tolson, Chester, C -Un)
Amended: page 3 of 5, V. >Committee Reports >B. >1. Encroachment Committee >Report was
given by M Westermeier, instead of M Klitzing. Amended: page 3 of 5, V. >Committee
Reports >B. >2. Special Studies Committee >Special Studies. Committee report was given by J
Engledow, instead of J Rosensteele. A Motion was made to amend minutes of April 11, 2006
Regular Board Meeting (Miller, Shapiro, C -Un).
2. April 24, 2006 Special Park Board Meeting (Tolson, Chester, C -Un)
Amended: page 1 of 2, ll. >Call to Order >President Dillon noted that there had been a request to
amend the Agenda to add Action Item B.3 to address a Change Work Order 032A for the Gradex
Lagoon Work for $54,781.20 ( , C -Un). Amendment calls for blanks to be filled -in by J
Ketterman and P Chester. A motion was made to amend minutes of April 24, 2006 Special Park
Board Meeting (Miller, Shapiro, C -Un).
B. Financial Reports: J Engledow
J Engledow moved for acceptance of financial reports as presented in the board packet (Engledow,
Rosensteele, C -Un)
C. Claims: J Engledow
1. Claim Sheet May 9, 2006 (Engledow, Chester, C -Un)
Mileage reimbursement was confirmed at 44 1/2 cents per mile. J Engledow requested
confirmation that the KGR legal fees were paid from the correct budget and line. D Grisham noted
that while payment can come out of the general fund or Central Park fund if the work was
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performed for Central Park development. A Kostrzewa reported that she receives separate bills
for Central Park items from what she receives for general legal work. M Westermeier clarified the
Calumet Paving claim attributed to Lenape Trace Park, explaining that the outstanding balance
was due to an unreleased escrow on an old contract.
M Klitzing clarified J Engledow's question about the website claim by reminding the Board that
the staff recommended that the Program Fund pay for website development and budget as it will
most directly benefit the recreation programs. In answer to J Rosensteele's questions about the
expenses for MIG and the status of payment, M Klitzing reported that the claims shown were the
first submitted on the original NTE $98,000 contract. He noted that he validates invoices against
the budget and actual work performed.
In answer to J Ketterman's question regarding the separation of the Monon Trail flasher-signal
invoices and why the signals aren't switched off, M Westermeier explained that some signals
costs are combined and some are stand - alone; The Board has the benefit of a solid, locked rate
which is cheaper than the cost to turn signals on and off.
A Kostrzewa reported that the figure of $81,671.25 should replace $55,252.17on page four of the
May 9, 2006 Claim Sheet.
2. Central Park Bond Claim Sheet May 9, 2006 (Engledow, Rosensteele, C -Un)
D. Acceptance and /or acknowledgment of Monies received: 'A Kostrzewa reported two receivables on
April 26, 2006 for the benefit of the Family Fun Campout:
a. $700 from the Arts Council of Indianapolis, Inc. for a second installment of a grant; and
b. $500 from the Hamilton County Council on Alcohol and Other Drugs.
(Rosensteele, Dutcher, C -Un)
E. Central Park Matters: M Klitzing
In accordance with the Policy for the Naming of Parks approved by the Park Board on March 9,
1999, the Park Board has the authority to establish naming rights for individual components of a
park on a case -by -case basis. Within the policy, the Park Board also established the following
guidelines for naming of community and neighborhood park facilities:
• Park features, such as topography, natural assets, the purpose of the park, or activities to be
held in the park.
• Name of areas, such as a neighborhood or subdivision where the park is located.
• Major street names surrounding the park site.
• Significant historical events.
• Citizens who have made a significant contribution to the community.
With marketing efforts for Central Park beginning, staff wishes to ensure any names used to
identify its major facilities are formally approved by the Park Board. As such, staff proposes the
following names for the Park Board's consideration:
• The Monon Center (Community Recreation Center and Outdoor Aquatic Center)
After further investigation and taking into consideration the comments of the Park Board, staff
recommends referring to the entire complex under the umbrella name "The Monon Center" rather
than establishing separate and unique names for each as previously discussed.
Dating back to the Master Plan, both facilities have been referred to as the Monon Center. For
this reason, a significant number of people already know the combined facilities by this name.
Having this base knowledge within the community can only aid marketing efforts. A new name
for the outdoor aquatic center would likely require greater efforts in educating the public.
The strong interconnectivity between the indoor and outdoor facilities also supports the use of
one umbrella name. By design, entry to the lower level of the recreation center allows access to
outdoor aquatics and vice versa. Locker room use, lifeguards, guest service workers, concession
stand employees, facility maintenance and other functions will be shared between both facilities.
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Adoption of the name "The Monon Center" will not preclude the Park Board from establishing
naming- rights for the specific amenities within the facilities (i.e., Acme Field house at The Monon
Center, etc.).
• Echo Ridge (wooded campsite southeast of the "Silverman" house) Michael explained that
this wooded campsite area overlooks Carmel Creek (aka Mouse Creek) and was cleared for
camping by area Boy Scouts, who suggested the Echo Ridge because of its location on a slight
ridge above the creek as well as the name of the nearby neighborhood.
• Creekside (wooded campsite south the "Silverman" meadow); Michael explained that
this campsite is a partial opening along the north bank of Carmel Creek and has only been used
by Scouts for ceremonial camp fires, with camps set up either in the meadow or in Echo Ridge.
• Meeting House (the "Silverman" house) This facility is currently made available as meeting
space to not - for - profit groups, in accordance with the Park Board's Special Use Policy
pursuant to Resolution No. 12- 14- 04 -01.
■ Carmel Clay Parks & Recreation Maintenance Offices (the "Ward" house); and
■ Carmel Clay Parks & Recreation Administrative Offices (the "Estridge" house).
As the 116th Street properties were acquired by the Park Board with no financial
contributions /donations, staff proposed generic names reflecting the current use of each facility
allowing retirement of former owner names. Future names could reflect recognition for financial
contributions or new uses. The Park Board unanimously approved the above referenced names.
(Rosensteele, Shapiro, C -Un).
M Klitzing's research identified similar facilities with similar proximity and shared components;
some used separate names while others used only one. Williams Architects grouped the facilities
around the Monon due to the strong recognition of the "Monon" name which they felt encouraged
the public's use of "The Monon Center" name.
In response to J Rosensteele's question about a search for other facilities with the same name,
Michael reported that he had searched the web. J Engledow recommended a more thorough
search and J Rosensteele recommended copyrighting the names. D Dutcher asked for research
of components that would draw corporate naming rights. S Shapiro suggested consideration of
"The Carmel Monon Center" to distinguish it from other developments along the Monon. Michael
offered that because of the Joinder, the use of "Carmel" seems to require use of "Clay ".
A motion was made to clarify the naming of Echo Ridge and Creekside by adding "campsites" to
the names. (Rosensteele, Dutcher, C -Un)
F. City Center Children's Theatre Contract: Michael Klitzing
In partnership with the City Center Children's Theatre (CCCT), Carmel Clay Parks and
Recreation will be offering a number of summer theater camps for the benefit of children in the
community. A total of twelve one -week camp sessions in six different topics, offered from June 5
through August 11, would be available for children ranging from ages 4 -17.
Michael referred to the proposed Independent Contractor Services Agreement on the
Department's standard form which has been negotiated to provide 50/50 sharing of all revenues
after payment of defined instructor and supply fees to CCCT. Camps will be offered only if
minimum enrollment requirements are met to ensure no financial loss to the department.
Maximum enrollment of all camps under the proposed contract would pay CCCT $17,950.
Michael explained that the Park Board's Purchasing Rules require prior Park Board approval for
service contracts in excess of $10,000. A motion was made to authorize the President to execute
an Independent Contractor Services Agreement with the City Center Children's Theatre in an
amount not to exceed $17,950.00 for the provision of summer theater camps. (Tolson,
Rosensteele, C -Un).
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C Broderick answered S Shapiro's question about the instructors by reporting that all are
professional actors with theater teaching experience. In response to J Ketterman's questions
about how the Meeting House meets ADA guidelines, M Klitzing answered that the Department is
working with scouts on eagle scout projects to help make the building ADA accessible. He also
mentioned that CCCT is aware that the Meeting House is not ADA accessible and that staff is
attending to it. J Engledow asked about the availability and readiness of the Meeting House. M
Westermeier reported that deficiencies have been noted and that lighting needs to be installed.
The CCCT use and requests for use by others do not suggest a demand and use conflict.
G. Meeting Schedule: A Kostrzewa
As a result of action taken at the March 28, 2006 Special Board Meeting, the following schedule
of Regular Park Board Meetings has been established for the remainder of 2006.
Meeting Day, Time
Meeting Location
Tuesday, June 13, 7:00 p.m.
Chambers Room, Carmel City. Hall
Monday, June 26, 5:30p.m.
1411 E. 1161St., Carmel, IN 46032
Tuesday, July 11, 7:00 p.m.
,Chambers Room, Carmel City Hall
Monday, July 24, 5:30 p.m.
1411 E. 1161" St., Carmel, IN 46032
Tuesday, Aug. 8, 7:OOp.m.
Chambers Room, Carmel City Hall
Monday, Aug. 21, 5:30 p.m.
1411 E. 116`" St., Carmel, IN 46032
Tuesday Sept. 12, 7:00 p.m.
Chambers Room, Carmel City Hall
Monday, Sept. 25,5:30 p.m.
1411 E. 1161" St., Carmel, IN 46032
Tuesday, Oct. 10, 7:00 p.m.
Chambers Room, Carmel City Hall
Monday, Oct. 23, 5:30p.m.
1411 E. 116'n St., Carmel, IN 46032
Tuesday, Nov. 14, 7:00 p.m.
Chambers Room, Carmel City Hall
Monday, Nov. 27, 5:30 p.m.
1411 E. 1161" St., Carmel, IN 46032
Tuesday, Dec. 12, 7:00 p.m.
Chambers Room, Carmel City Hall
A motion was made and seconded to accept the above schedule of the regular park board
meetings that has been established for the remainder of 2006. (Rosensteele, Engledow, C -Un)
H. Logo Update: M Klitzing
After considerable discussion and consideration of the Park Board's input, staff proposed tabling
the approval of a new system -wide logo. To bring the development and adoption of new logos for
the department to a successful conclusion, staff proposed the following course of action:
1) Adopt The Monon Center logo.
While there were clearly strong concerns about the system -wide logo, comments from the Park
Board regarding the proposed logo for The Monon Center appeared to be largely positive.
Adoption of The Monon Center logo would allow for its inclusion on all new marketing materials
for Central Park, the community recreation center and outdoor aquatic center. This will also allow
the signage package for Central Park/Monon Center, the last outstanding construction item to be
bid, to proceed within the deadline imposed by the architects and CM.
2) Retain rthe existing system -wide logo for the short -term.
The system -wide logo is an important branding piece for the department and it is clearly
something the Park Board wants to embrace with comfort and pride. While staff recommends the
eventual retirement of the existing logo, compared to the operational tasks needed to be
completed by staff to ensure the success of The Monon Center and Central Park, the priority and
time needed to introduce a new system -wide logo pales in comparison. Retaining the current
logo for the short-term defers the need to develop a logo replacement schedule for existing park
signs, vehicles, and other applications and the associated replacement costs.
3) Permit the use of a "text- only" graphic on staff shirts and similar identifying materials.
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Probably the greatest weakness of the existing system -wide logo is that the "Carmel Clay Parks &
Recreation" name gets lost when it is reduced to a smaller size. Accordingly, staff recommends
the text "Carmel a Clay" on one line and "Parks & Recreation" on a second line, similar to how it
is placed at the bottom of the existing logo. The text -only graphic would be printed on staff shirts
and similar identifying materials where the print on the logo is illegible. This text would not be
used to replace the system -wide logo on existing park signage or similar applications.
4) Develop new system -wide logo after the opening of Central Park.
Once Central Park and The Monon Center are open and in a standard mode of operation late -
anticipated to be late 2007 or early -2008, staff will restart the logo development process with a
fresh approach and new perspective, which process will include the Park Board. L Dudeck will be
in charge of the style sheet as well as logo implementation and enforcement.
A motion was made to approve The Monon Center logo as presented with consent to proceed as
proposed above. (Rosensteele, Engledow, C -Un)
VII. ATTORNEY'S REPORT —D Grisham
Brian Bosma, Jim Crawford and Mike Claytor have been engaged to make sure that as we consider private users
such as a cafe vendor, that we maintain the tax -free status of the Township Park Bond.
VIII. DIRECTOR'S REPORT —M Westermeier
Carey Grove Park: The cell tower and building have been removed and the tornado warning signal
needs to be re -hung.
Lenape Trace Park: The park is under water and playground equipment is to be removed in the next few
weeks. Estimates are being gathered on whether the equipment can be salvaged. In response to P
Chester's question about equipment use, M Westermeier reported that the playground has been closed
since last year. He mentioned that the site has been considered for possible water towers. In a meeting
with the Parks & Recreation committee, Councilman Ron Carter questioned selling the park. Mark
pointed out that it is a great gateway to the Monon Trail and may provide paths across 1-465 in the future.
West Park: M Westermeier met with Cingular /Sprint/Nextel last week and has learned that the current
restroom building would need to be extended by 25 feet and a 75 foot flagpole installed. Phone
companies will work with Schmidt & Associates to complete all work at the same time. Renderings and
estimates are due in the next two weeks. D Grisham reported that the Current Zoning Ordinance requires
cell phone companies to obtain BZA approval (a 45 to 180 day process) regardless of whether the land is
private or public. To address flooding and water issues in the northern area of the park, M Westermeier is
obtaining quotes to raise the trail system as a temporary measure. Currently, maintenance will help
maintain the trail and attack water issues in the fall. The water appears .to be coming from field tiles
broken during the original construction. In order to get the work done, a $12,000 hydrology exam must be
conducted via a flyover. The horses and all other objects have been removed from the Perelman
property.
Monon Speed Limit: Speed Limit and Dog Clean Up Signs are to be installed next week. Development
along the Monon overlay is being addressed by DOCS. The Harelman lawsuit court date has been
extended to September 28, 2006. Encroachment issues are being discussed.
Founder's Park: Fill dirt continues to arrive; M Westermeier has met with neighbors to discuss the
quantity and location. The City.is determining the amount of fill dirt that it has placed on the site. A
meeting has been scheduled with neighbors to review soil limits. An RFP will be issued for validation of
the schematic plans.
Meadowlark Park: SePro will be spraying the pond at no charge as part of a training seminar. Neighbors
have filed complaints concerning the creek that is blocked, creating a drainage issue for the residents of
Wood Acres. A drain pipe that comes out of the retention area and flows into the creek is now under the
creek. The debris will be cleaned out and dye will be run to see where the pipe comes out. A survey
review showed that 100% of the creek is on park property and the Wood Acres neighborhood pipe is
encroaching 12 feet in.
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Hazel Landing Park: An RFP for design and development of phase two of the park will be sent out in the
next week.
General Information: There will be Central Park tours for officials Wednesday, May 10 and Wednesday,
May 17 at 3:30 p.m. The Department is ready to proceed with impact fees to set aside for Founder's and
Hazel Landing Park RFPs from the Capitol 103 funds.
IX. DISCUSSION ITEMS
None
X. INFORMATION ITEMS
A. Plan Commission Report—D Dutcher
The proposed updates to the City's Comprehensive plans are on -line. Sixty individuals attended
public hearing meetings. The next steps are hearings that the plan commission will present with
five meetings over the next two months before the plan goes to the Carmel /Clay Plan
Commission and the Carmel City Council. M Westermeier stated that the plan only briefly
addresses parks and the Department will make sure it accurately reflects our Master Plan. M
Klitzing forwarded the City's comp plans to MIG.
Among the proposals that will be seen in public hearings is one that proposes town homes along
the Westfield entrance to Central Park. D Dutcher wants to make sure Carmel Clay Parks &
Recreation is informed about the development's proximity to Central Park. S Dillon reported that
the City Council expressed concern on the proposed town homes.
B. School Board Report—J Miller
After the May 2nd Primary, there is a new school board. J Miller's appointment was appointed by
the school board and J Miller will ask to be re- appointed.
XI. BOARD COMMENTS
None
XII. ADJOURNMENT
A motion --was made to /adiourn at approximately 8:37 p.m. (Ketterman, Rosensteele, C -Un)
Signature: 7/ io�J J / Sat.
Date: Z /1/0 *Y 2oo
Signature:
Date: 5 - `3 —o G
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