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HomeMy WebLinkAboutCCPR-04-11-06MEMBER ATTENDEES S Dillon J Miller P Chester T Tolson S Shapiro J Ketterman J Engledow I. ROLL CALL (Approved: CARMELJCLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES April 11, 2006, 7:00 P.M. CARMEL CITY HALL, CHAMBERS ROOM ONE CIVIC SQUARE, CARMEL, IN 46032 MEMBER ABSENTEES D Dutcher J Rosensteele OTHERS A Kostrzewa L Dudeck M Westermeier B Johnson D Grisham Chris Jefferson, MillerWhite, LLC Bill White, MillerWhite, LLC 11. CALL TO ORDER The regular board meeting of the Carmel/Clay Board of Parks and Recreation was convened at 7:10 p.m. on April 11, 2006 pursuant to notice. S Dillon called the meeting to order. Board members present: S Dillon, J Miller, P Chester, T Tolson, S Shapiro, J Ketterman and J Engledow. Also present for the Park Board were A Kostrzewa, L Dudeck, M Westermeier, B Johnson and D Grisham. 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 Introduction: Ben Johnson L Dudeck introduced Carmel Clay Parks and Recreation's newest staff member, Ben Johnson. Ben is the new Recreation Supervisor in charge ofthe Extended School Enrichment Program. Ben is a graduate of Missouri State University in Springfield, MO with a B.S. in Recreation & Leisure Studies. For the last four years, he has served as the School Outreach Assistant Manager for Indy-Parks and Recreation. Previously, he was a Facility Director for Indy Parks and Recreation and an Elementary School Site Director in Missouri. Ben will be responsible for the planning, development, budget and management of the Department's before and after school program and summer day camps. He will directly supervise 11 full -time site coordinators and 60-100 part -time employees. Ben's office will be in the Recreation Offices at 760 3rd Avenue SW, next to Colleen Broderick. B. Logo Update: L Dudeck L Dudeck introduced Chris Jefferson and Bill White from MillerWhite, LLC to explain the need for a new system -wide logo and what MillerWhite and administrative staff have done since the March 14 board meeting, following board direction. Chris explained to the Board by use of the attached power point presentation (Marked "Exhibit A "), MillerWhite's "Proprietary Formulas" and "Unlocking the Power of Your Pledge" in creating the MW Fusion Plan, i.e. the marketing plan for Carmel Clay Parks and_Recreation.,in 2005, M Westermeier and M Klitzing met with Chris to discuss and create the MW Fusion Plan. The plan accomplishes the following: Aligns with your business goals; Integrates all marketing efforts; Fact - driven discovery/research; Identifies necessary investment; Managing by objective; Measured, tactical spending. Page 1 of 5 Originally prepared concepts for the logo were presented, as well as the concept selected for development by the Department staff. An Internet survey to 270 email addresses provided by the Department was conducted to validate the concept selection and logo development. The comprised email addresses were offered by Carmel and Clay Township residents wishing to stay informed on the development of Central Park, participants of the master plan surveys and other community members. 250 emails were successfully delivered, 20 emails undeliverable. The survey was conducted between March 30 and April 4, 2006 and 143 respondents participated in the survey. The three logos used in the survey were shown, along with the system -wide and Monon Center logos chosen through the survey. 77.1% of the respondents preferred logo series A, the logo originally shared with the Board at the March 14, 2006 meeting. Practical needs for logo decision include: Additional tactical development - pledge, branding efforts, sales materials, sponsorship development, etc.; Construction milestones - interior and exterior signage for The Monon Center, amenities, decor; Human resources needs - logo /brand/pledge work together to develop strong internal and extemal communication messages; Department needs - maintenance waiting to order uniforms, before and after school program brand direction; Next Recreation Guide currently under development; and stationery, forms, program development The Board consensus. is that every part of the proposed logo except for the blue leaf element is fine. Suggestions were made to change it to a straight blue water drop with no vein and to make it more active. The board agrees that the Monon Center logo is appropriate, but that they would like to be surveyed to see four to five alterations of the concept, keeping the same colors, fonts, clean lines etc. L Dudeck and MillerWhite will work on the Board's request and retum with a series of alterations for a vote. C. Employee Bond Insurance: A Kostrzewa A Kostrzewa referred to the Board Packet information regarding the renewal of an employee honesty /dishonesty, blanket bond through the Hylant Group, the City of Carmel bond insurer, at an annual cost of $204.00 for the same coverage in effect in 2005. 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: The Committee will be meeting to review the Park Board's purchasing manual and compare the differences between it and the City's manual. 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. Work progress to date: • masonry and poured concrete/slabs continuing. • • Construction of 111th Street entrance sign was completed to see that the stone and graduations are correct —the colors did not match up. • Grading has started on the trails and roads, getting the road from 111th Street to where the bridge will be. • There is little parking since we have only half of the spaces originally proposed. The question has arisen whether staff should look for parking off -site and bus construction workers in. The goal is to move the trailers to install the asphalt where they were staged. • The contractors may start to use office space inside the building as it becomes available. • The foundations for pools are going in and the filter building is taking shape in outdoor aquatics. • The form and placement of kiddy pools is occurring and construction is beginning on the slide build and the retaining wall for the slide. • Work continues with plumbing, electrical, pool gutter installation, roof installation and drainage. • There is a landscaping delay for planting trees until after Arbor Day. • The skate park is being graded. • The north meadow trail will be seeded in two weeks. • On Wednesday, April 12 at *10 a.m., a cafe lantem will be hung in the cafe area to allow staff /committees to view and determine ,if they like them. Page 2 of 5 • There is a signage meeting tomorrow with Williams Architects. • The speckled flooring originally chosen for the majority of the hallways requires extra cleaning extra attention— stained concrete was proposed. • A site tour was arranged for the Board on April 24. • The pre -bid meeting on the bridge was held today at 2 :00 p.m. —JJR will provide feedback on the bridges. • . As for the schedule, the Entry pavilion is one month behind, outdoor aquatics and kiddy pool are 1 month behind and the West Monon Center is two weeks behind. Two weeks of good weather can allow us to catch up. Everything else is on good terms. B. Special Committees 1. Encroachment Committee: M Klitzing The horses are still on the property adjacent to West Park. Animal control will remove the horses if Mr. Lindley does not respond. The truck and snow plow have been removed. The trailer and horses remain. 2. Special Studies Committee: J Rosensteele J Engledow met with the Parks, Arts & Recreation Committee of the City Council. He confirmed that Councilmen.Ratterman, Carter, Glazier and Griffiths attended. City Attorney Doug Haney, outside counsel Alan Townsend and M Westermeier also attended. As regards questions about the roof at 1411 E 116th Street and the bike path at West Park, J Engledow summarized the findings of the Special Studies Committee and the action taken by-the Board. There was support from the Committee; Councilman Carter admitted that he had put an undue amount of pressure on M Westermeier to complete the bike path in time for the Tour de Carmel. The Councilmen appeared to approve of the proposals and seemed to be satisfied with the findings and recommendations adopted by the Board. VI. ACTION ITEMS A. Minutes: T Tolson 1. March 14, 2006 Regular Park Board Meetings (Tolson, Chester, C -Un). 2. March 14, 2006 Executive Session (Tolson, Engledow, C -Un). 3. March 28, 2006 Special Park Board Meeting (Tolson, Engledow, C -Un). P Chester, page 2 C /Santarose certificate —P Chester suggested that J Engledow be a co- signer rather than Tolson. Amended: (Tolson, Kettermnan, C -Un). Page 4 F D Grisham reported that Judy Hagan.had raised a question causing the suggested deletion of the word "ordinances" leaving "authorization" to stand alone. (Shapiro, Ketterman, C- Un). 4. March 28, 2006 Executive Session (Tolson, Chester, C -Un). B. Financial Reports: J Engledow J Engledow moved for acceptance of March 2006-financials presented in the City of Carmel's pantimation software format. Fund 103 will be reviewed per Judy Hagan's request. J Engledow requested reports with better format. A Kostrzewa explained that while the Board had been receiving an easy -to -read format prior to this meeting, she had determined that they were not supported by formulas, causing her to withdraw use of such format. She offered that once the Department begins to use FinTrac, the new financial software, the reports will come. in an easy to read format. (Dillon, Ketterman, C -un). C. Claims: J Engledow 1. Claim Sheet April 11, 2006 Approval except for the need for a final entry with the-J. F. New dollar amount —hold) (Engledow, Ketterman, C -Un). 2. Central Park Bond Claim Sheet April 11, 2006 (Engledow, Chester, C -Un). D. Acceptance of Gifts: A Kostrzewa A Kostrzewa asked the Board to formally accept money given to the Department explaining that Sponsorship money is not ,a gift since there is an exchange in services. She reported that the Sponsorship money goes into the Special Events Fund, not into the Gift Fund. (Ketterman, Shapiro, C -Un) Page 3 of 5 E. Central Park Matters: M Westermeier The Department's $2.2 Million Budget is due to the Mayor by May 1 which will include the Central • Park's $3 Million budget The May 1 budget will be given back and adjusted per the Mayor's overall City wide numbers and considered for approval by the City and the Township. Pass /membership presales will occur mid -to -late- September, and the Department must cover the operational costs not totally funded from what we sell. It is impossible to estimate /predict how much money we'll need. Mark offered the concept of a swing loan and reported that J Engledow had suggested a revenue bond to the Council's Park, Arts and Recreation Committee. Not sure how that would work with their financial arrangements, the Committee encouraged Mark to consult with Judy Hagan: F. Web Site Purchase: M Westermeier /L Dudeck L Dudeck explained to the Board the need for a new website, and the need to manage the marketing tool internally. Chris Jefferson from MillerWhite presented the new website, discussing the web audit and budget intended to be included in the board packet, the flowchart/architecture for the new website, a sample front page of the website and a breakdown of cost He explained the goal to convert the existing code base to a preexisting website template into the Carmel Clay Parks and Recreation website with some additional site features and modifications. L Dudeck will serve as the Department's webmaster to ensure expedited consistency in all marketing efforts. Due to the significant savings available in the purchase of the proposed website, and upon review by the Park Board Attomey, this purchase qualifies for the use of the Special Purchasing Methods as permitted by State Law (IC 5- 22- 10 -12) and the Park Board's Purchasing Rules Manual (Section 8, Item 1 -b) "when there exists a unique opportunity to purchase supplies at a substantial savings to the Board? Because the website will most directly benefit the marketing of programs and Central Park, staff recommends funding the purchase through the Non - Reverting Program Fund. A motion was made to authorize the President to sign a purchase agreement with MillerWhite, LLC in an amount not to exceed $15,700.00, to be paid from the Non - Reverting Program Fund (104), for the purchase of a new department website, subject to review by the Park Board Attorney. (Engledow, Ketterman, C -Un). G. Personnel Manual Amendment T Tolson A motion was made to introduce and amend the following changes in Carmel Clay Parks and Recreation's Personnel Policy Handbook on page 31, "On the Job ° >°Work - Related Concerns /Complaint Procedures °> °Formal Procedure". In all instances where the "City Board of Public Works and Safety" is used, it should be replaced with °Carmel Clay Board of Parks and Recreation". ( Engledow, Chester, C -Un): VII. ATTORNEY'S REPORT —D Grisham D.Grisham announced that at the April 24 meeting, she will be in a position to recommend approval of a settlement with Cinergy. The need for a security camera tower has been discussed and approved to proceed at the south trailhead of the Monon. The new Indiana Design/Build statute that went into effect July 1, 2005, allows political subdivisions to go through Design/Build as an alternative to the Design /Bid /Build=process. The selection process focuses on quality, not most responsible /most responsive low bidder. Therefore, D Grisham will attempt a Design/Build process, rather than a Design /Bid /Build process. VIII. DIRECTOR'S REPORT —M Westermeler Lenape Trace Park. Mark gave a status update ; he is meeting with Steve Pittman next week conceming site development West Park Restrooms and Cell Tower. The Schmidt and Associates' redesign of the West Park restroom for year round use has been tabled to pursue the interest expressed for a Cellular tower (flagpole design) for collocation by Cingular, Sprint and Nextel proposed to be constructed at West Park near the existing restrooms. Possible scenarios are that the Board builds a new equipment room adjacent to the restrooms and that staff installs the flagpole and the phone companies pay us rent under a lease Page 4 of 5 for about $3,000 - 5,000 /mth. If the phone companies' build the new equipment room and pay rent under a lease, it would be $1,000 - 2,000 /mth. This scenario provides revenue without compromising the integrity of the park. The additional $60,000 in revenue will help offset the cost of the park maintenance. M Westermeier clarified that the goal is to have restrooms available for winter 2006 -2007 use by starting construction in September. A 20 x 24 space needs to be added to the back of the restroom building with roof removal to winterize it. Mark replied to S Shapiro that there had been discussion to have a cell tower look like, and fit in with, evergreen trees but that it was not a recommended course. There is extensive flooding in West Park and trail areas are under water. North Campus of Central Park. At the 116th Street properties, Carmel utilities is making water connections under the road to connect the properties to City water. Monon Trail. Todd Snyder met with Dave Klingsmith to discuss the smallest, legal sign for the Monon Trail speed limit. M Westermeier will make sure it meets Council approval, staying away from overly decorative signs, therefore allowing the Carmel Street Department to install them. Police Explorers are to provide weekend and special events patrol of the Monon and are asking permission of the police department for the use of six bicycles and radios. Development along the Monon is being addressed by DOCS to preserve the tree line. At Smoky Row, 136th Street and the Monon Trail, the grade elevation was raised by 10 -12 feet and either clearing all of the trees or burying them. The Department will remove the dead trees. Founders Park. The City is determining the amount of fill they placed on the Founders Park site. Council is pushing to get the park going and residents are calling. Still planning on additional 6,000 -8,000 yards of fill from Central Park. S Dillon asked Board members to send ideas to Mark on names for the outdoor aquatic center at Central Park. IX. DISCUSSION ITEMS X. INFORMATION ITEMS A. Plan Commission Report D Dutcher No report. B. School Board Report—J Miller No report. XI. BOARD COMMENTS J Ketterman requested that the media clippings be brought to Board meetings. XII. ADJOURNMENT A motion was made t ..,adjoum at approximately 9:30 p.m. (Ketterman, Engledow, C -Un) Signature: ' p - 5tt Date: D 'i A4 11%i Zoo 6 Signature: Date: 5 – Q o � Page 5 of 5