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HomeMy WebLinkAboutCCPR-03-28-06(Approved: 4 -11 -06 with amended changes incorporated) CARMEL /CLAY BOARD OF PARKS AND RECREATION SPECIAL BOARD MEETING MINUTES March 28, 2006, 7:30 P.M. CARMEL CITY HALL, CHAMBERS ROOM ONE CIVIC SQUARE, CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS S Dillon J Miller A Kostrzewa J Rosensteele D Grisham J Engledow L Dudeck P Chester T Tolson D Dutcher S Shapiro J Ketterman I. ROLL CALL II. CALL TO ORDER The special board meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 7:53 p.m. on March 28, 2006 pursuant to notice as soon as possible following the previously scheduled Executive Session. S Dillon called the meeting to order. Board members present in addition to Mrs. Dillon: J Rosensteele, J Engledow, P Chester, T Tolson, D Dutcher, S Shapiro and J Ketterman. J Miller was absent. Also present were A Kostrzewa, D Grisham and L Dudeck. 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 None V. ACTION ITEMS Agenda Amendment. A motion was made to amend the agenda to add consideration of the 02 -14 -06 Board Meeting minutes (Rosensteele, Tolson, C -Un). A. 2 -14 -06 Revised Minutes Approved. A motion was made to approve the 02 -14 -06 Board Meeting minutes (Tolson, Ketterman, C -Un). B. Claims —J Engledow 1. Claim Sheet C. A motion was made to approve the Claim Sheet C dated March 6, 2006 (Engledow, Chester, C -Un). A Kostrzewa explained that since the Department will be functioning with new registration software beginning April 1, 2006, management chose to remove all old credit balances remaining on its old software which had been given in lieu of refund checks. J Engledow suggested a policy to standardize refunds versus credit balances. Likewise particular attention is to be given to claim descriptions such as "tools for use by new employee S Harp ". The numerous line items /trips to ACE Hardware was attributed to readying the administrative offices and the numerous plumbing bills at the maintenance building was explained as site specific needs. Page 1 of 5 P Chester questions what the is. A Kostrzewa explained that the "Silverman" house was listed on the claim sheet as the "Echo Ridge" house which reference to change to individual addresses. Adequate insurance coverage was reported to be in effect at the Silverman house for the non- profit groups that use it, specifically the Scouts though D Grisham reported that the nonprofit groups are required to provide a certificate of insurance. S Dillon reminded the Board of the priority of use of spaces policy for non - profits which follows the school district's policy. A Kostrzewa explained that due to billing issues, late charges and unpaid sales tax charges, Hinckley Springs has refused to bring more water. As Hinckley Springs' refuses to pick -up the water cooler it continues to charge the Department an $8 /mthly service fee. A Kostrzewa is working on clearing the account and making sure that the water cooler at the maintenance building adjacent to West Park receives their water. C. Central Park Matters 1. Santarosa Escrow Agreement; Certificate of Incumbency D Grisham explained that escrow agent JP Morgan asked that the Board identify those who are authorized to release the escrow funds. A Kostrzewa summarized past practice with escrow account release procedures. D Grisham stated that typically S Dillon and one other person should sign. P Chester suggests that J Engledow be a co- signer. A motion was made to approve S Dillon and T Tolson as individuals who are authorized to release escrow money. (Chester, Rosensteele, C -Un) D. Special Studies Committee: As a result of the review conducted by the Special Studies Committee, J Rosensteele made the following report: With regard to the roof repair /replacement at 1411 E. 116th Street, the Park Department Director acted in a plausible manner consistent with the best interests of the Carmel Clay Community and pursuant to a method that was in substantial compliance with the essential purpose of applicable Indiana law. With regard to the workmanship of the contractor who performed the roof repair /replacement at 1411 E. 116th Street, Carmel, Indiana, we find it necessary to address such with the contractor toward a mutually satisfactory resolution. With regard to the bicycle path installation at West Park in preparation for the 2005 Tour De Carmel Bicycle Event, the Park Department Director acted in a plausible manner consistent with the best interests of the Carmel Clay Community and pursuant to a method that was in substantial compliance with the essential purpose of applicable Indiana law. With regard to the actions of the Department Director, we find that no job performance evaluation has been performed and that such an evaluation should be conducted as soon as possible. With regard to the review of internal processes and procedures of the Park Department, the Director and the Department Staff should take all steps necessary and appropriate to tighten up, train and comply with such processes and procedures and to effect appropriate and ongoing training of all staff in all staff positions. Mr. Rosensteele provided the Board with recommended motions. • Nail Fastener Correction. I move that the Park Board Attorney and President Sue Dillon and Secretary Tim Tolson work with the contractor who repaired /replaced the roof on the Administrative Office Building at 1411 E. 116th Street in Carmel to take all necessary and appropriate steps to address concerns regarding installation of nail fasteners. ( Engledow, Rosensteele, C -Un) • Annual and 2005 Evaluation of Director. Page 2of5 a. I move that the Personnel Committee establish a process to be followed annually each January to evaluate the job performance of the Park Director. b. I move that as soon as possible, the Personnel Committee chairman follow the evaluation process as established by the Personnel Committee to conduct the Park Director's 2005 job performance evaluation. (Engledow, Shapiro, C -Un) • Ratify Acts of Director: Estridge Rood Repair. I move that the Board ratify the acts of the Director to effect the roof repair /replacement at 1411 E. 116th Street in Carmel, IN. (Engledow, Rosensteele, C -Un) • Ratify Acts of Director: West Park bicycle path. I move that the Board ratify the acts of the Director to construct the Tour de Carmel bicycle path in West Park. (Engledow, Chester, C -Un) • Internal Processes. c. Purchasing Manual. I move that the Finance Committee review the Purchasing Manual and, in particular, consider mirroring the manual utilized by the City of Carmel and recommend any changes. (Engledow, Shapiro, C -Un) d. Written Procedures. I move that the Park Department Director and his management personnel take all steps necessary and appropriate to ensure that legal compliance and fiscal accountability are maintained with respect to each of the following: i. commit to writing the procedures for each staff position; ii. identify and institute all checks and balances; iii. institute a second Board meeting during each month primarily to facilitate claims; iv. present at the first Park Board meeting of each month a trailing three (3) month alphabetical vendor claim list with the same detail as in a normal claim sheet; v. confirm that the proper training occurs to fully utilize the new software intended to address the challenges of a greatly expanded park system; vi. ensure that the park staff understands and follows the internal and legal procedures for authorized, proper purchasing and accounting, including the scheduling of seminars and workshops; vii. hire or engage a person to manage and oversee the day to day public construction process for current and future public construction projects other than Central Park; and viii. engage an independent accountant to perform annual financial reviews with assistance from appropriate members of the Park Department staff, including the accounting clerk, the Manager of Finance, the Director and the Treasurer of the Park Board. (Engledow, Rosensteele, C -Un) D Grisham confirmed that money is in the 2006 budget for the recommended contractor. Mr. Rosensteele also shared the timeline goals by which the Committee recommended achievement of its recommendations. See attached. E. Printer Contract; Credit Application and Agreement. D Grisham reported that the Printer Hilltop Press presented for completion a credit application form which requires confirmation of those authorized to sign for up to $20,000 per transaction. The Board entertained the following motion: I move that the Credit Application and Agreement requested by Hilltop Press for the 2006 Park and Recreation Guide be written to authorize the following persons to purchase on the account created pursuant to the contract awarded to Hilltop Press at the 2 -14 -06 Park Board meeting: Page3of5 The signature of three persons (one from each of the following columns) are required to effect a purchase on this Account: Column I Michael Klitzing Mark Westermeier Audrey Kostrzewa (Rosensteele, Dutcher, C -Un) Column II Lindsay Dudeck Colleen Broderick Column III Park Board Treasurer F Park Department Employee bond application and procurement. D Grisham explained the employee blanket bond requirement and recommended that the Board consider such a bond with the Board's and City's insurance provider. The Board considered the following: I move that the Park Department staff, the Park Board Attorney and the Park Board Officers take all steps necessary and appropriate to apply for and obtain from a qualified insurance company, a blanket employee bond as set forth in the application presented and pursuant to applicable Indiana law and Carmel authorization which includes the execution of all appropriate documents by such officers. (Ketterman, Rosensteele, C -Un) VI. COMMITTEE REPORTS A. Standing Committees 1. Personnel Committee —J Rosensteele The Personnel Committee will schedule a session to discuss an action plan as discussed in the recommendation adopted by the Board. 02. Finance Committee —J Engledow The Finance Committee will compare the Department's existing purchasing manual to that of the City of Carmel and make recommendations. 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, No report B. Special Committees 1. Encroachment Committee, No report VII. ATTORNEY'S REPORT D Grisham has no report but suggested that the Board establish a new monthly meeting schedule before adjournment. A motion was made to approve a second monthly meeting to primarily approve claims which meeting will follow the CCPMC meetings on the 4'" Monday of the Month following the 2nd Tuesday at 5:00 p.m.. with clarification that the second meeting would be held two (2) weeks after the regularly scheduled monthly Park Board meeting. (Shapiro, Engledow, C -Un) VIII. DIRECTOR'S REPORT No Report. IX. DISCUSSION ITEMS S Dillon reported that the Park Board is scheduled to meet at 5:00 p.m. to award bids for the Central Park bridge project. The Park Board will meet in the OR trailer on site at Central Park and then be led on a guided tour. X. INFORMATION ITEMS A. Plan Commission Report—D Dutcher D Dutcher will review the March meeting minutes and tapes as well as the agenda for the upcoming meeting for a complete future report. Page 4 of 5 D Grisham reported that two new employees would be joining us soon: Benjamin Johnson will be the new Recreation Supervisor for the Extended School Enrichment program and will begin April 10, 2006. Aaron Stump will be the new Recreation Supervisor and will begin May 1, 2006. Welcome memos and photos will be circulated to staff and the Park Board. XII. ADJOURNMENT A motion was made to ad' rn at approximately 8:40 p.m. (Ketterman, Rosensteele, C -Un) Signature: v lw /1 ..5� _ Date: o ( 2oa Signature: Date: h - C, Page 5of5