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HomeMy WebLinkAboutCCPR-03-14-06MEMBER ATTENDEES S Dillon J Rosensteele J Engledow P Chester T Tolson D Dutcher S Shapiro J Miller J Ketterman I. ROLL CALL (Approved: /7/ ) CARMEL/CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES March 14, 2006, 8:19 P.M. CARMEL CITY HALL, CHAMBERS ROOM ONE CIVIC SQUARE, CARMEL, IN 46032 MEMBER ABSENTEES OTHERS None M Westermeier M Klitzing A Kostrzewa D Grisham L Dudeck R Carter J Griffiths II. CALL TO ORDER The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened immediately following the Executive Session at approximately 8:19 p.m. on March 14, 2006 pursuant to notice. 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, J Miller and J Ketterman. Also present on behalf of the Park Board were M Westermeier, M Klitzing, A Kostrzewa, D Grisham and L Dudeck. NOTE: Hereinafter, these minutes will state the motion, followed parenthetically by the nameof.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 David Compton (Vice President of Land Acquisition) and Ann Walker (Manger of Entitlements) representing Pulte Homes, requested feedback from the Park Board regarding a new building project called Monon Townes. 65 units in13 buildings are to be located south of the gasline pumping station south of the North Monon Trailhead facing Rohrer Road and backing up to the Monon. Pulte has proposed to the City of Carmel Plan Commission for consideration a new Monon Greenway trailhead connection and rest stop, to fully comply with existing ordinances and without touching the existing trail and plants. Mr. Compton asked for input as to bench placement along the Monon. He expressed a desire to connect a new street in the proposed neighborhood to direct•Monon users through the Monon Townes neighborhood. Regarding the connectivity to the existing trailhead via current streets and sidewalks, Mr. Compton responded that he believed there to be none which crosses the existing gasline pumping station and confirmed the proposed width of sidewalk along Rohrer Road to be 10 ft. Mr. Compton confirmed that there will be fountains in the water and appreciated the idea of nearby benches to address congestion concerns. As to maintenance responsibility for the seating areas and plantings, Mr. Compton advised that Pulte Homes would take care of the area, but may also want to enter into a maintenance agreement with either Carmel Clay Parks and Recreation or the City. M Westermeier suggested that to the extent that Pulte would improve any area within the Monon right of way, a license agreement should be worked out between the City, the Board and Pulte Homes. IV. STAFF REPORTS No staff reports Page 1 of 7 V. ACTION ITEMS A. Minutes —T Tolson 1. A motion was made to approve the February 14, 2006 Regular Park Board Meeting minutes. P Chester commented that the sentence at the end of page three "Acceptance of use by the board...." was not finished. A Kostrzewa agreed to make the correction. J Engledow commentd that on page four, fourth item down in the before and after school program section, "us" needs to be changed to Carmel Clay Board of Parks and Recreation. Also, two items down from the aforementioned, MIG should be specified that it stands for Moore Iacofano Goltsman, Inc. T Tolson comments that page two, section E should read "the specifications listed in the ". Mr. Tolson amended the motion to•approve the;minutes.as :.amended. (Tolson,,Ketterman, C -Un). 2. A motion was made to approve the February 14, 2006 Executive Session (Tolson, Chester, C -Un). B. Financial Reports —J Engledow 1. A motion was made to accept the February 2006 Financial Reports. J Engledow questioned the third purple sheet, breakdown of camps, where it appeared that the spreadsheet is cut off. A Kostrzewa explained that the beginning cash balance in column one is for January, column two is for February. (Engledow, Tolson, C -Un). C. Claims —J Engledow 1. A motion was made to approve the March A 2006 Claim Sheet . The following claims were clarified: the Indianapolis Water Company claim for Lenape Trace resulted from drinking fountain water with the bills paid annually or pursuant to an estimated billing. The auto premium audit for Hylant Group was prorated under the City of Carmel insurance arrangements with adjustments for anything not correctly allocated. A Kostrzewa explained that the March A 2006 claims consists of pages one through four with signature lines and that the same claims are repeated in alphabetical order as requested by the Special Studies Committee. M Westermeier explained that "furnace" for the barn should have been reflected as a "small heater ", similar to that used in the Monon restrooms because the heated storage space will house all park, recreation and maintenance equipment. (Engledow, Rosensteele, C -Un). 2. A motion was made to approve the March B 2006 Claim Sheet. J Engledow identified the mis -print of a $5,400.00 refund that should be $54.00. D Grisham explained the need for an updated title search prior to a releasing a bid for the camera security system tower which project Mark explained as a refresher for the Board. (Engledow, Rosensteele, C -Un). 3. A motion was made to approve the March 2006 Central Park Expense Claim Sheet. (Engledow, Chester, C -Un). D. Central Park Matters 1. Hiring of Landscape Consultant —M Westermeier reported that this matter is informational only, requiring no action form the Board. He summarized that after a great deal of discussion about whether to contract out or hire an employee to oversee the installation of the shrubs, trees, flowers and dirt mix at Central Park, it was determined that Guepel DeMars Hagerman ( "the CM ") will engage an independent contractor and pay him /her through the General Conditions budget. He explained that the expected landscaping oversight is beyond what the CM was comfortable providing and that money was available for such additional oversight. Engledow mentioned that this was not unlike other contractors hired by the CM to oversee cement and soil testing etc. 2. Bridge— Again, no Board action was requested and M Westermeier reported the folllowing: Additional soils "testing will need to be done for the bridge. While the CM estimate on the recently received plans came back a little over $200,000 over the budgeted amount, the consultants and the staff believe that the Board is in good shape because $200,000 has become available as money set aside for a clay lagoon liner will not be used. The bridge estimate could have been a great deal higher and bids for the project will be issued this month. M Westermeier confirmed that the concerns reported previously about the architect's plans were remedied. S Dillon reported Page2of7 that the Owner's Representative (Summit Armstrong) has asked for a meeting on April 24 at 4:00 p.m. to approve the bridge bid at which a quorum is needed. D Grisham commented that this is an important date, that Board action is necessary to award the bridge bid, and that the Board had previously authorized the CM to put it out to bid. 3. Vermont Software System (RecTrac) —M Klitzing: Award. M Klitzing reported that for some time, staff has discussed the need for new recreation and financial software and with the advent of Central Park, it has become a critical need. After a great deal of research and comparison, Vermont Systems, Inc., manufacturers o ReTTrac,.:,recreation management software, was chosen to be the provider for an amount not to exceed $79,633. Under Indiana law and Park Board purchasing rules, the software purchase falls under the special purchasing procedures. Carmel Clay Parks and Recreation needs an integrated software system for registration, accounting, financial, POS, maintenance, work orders, project costing etc. Staff looked into the market and found one vendor that met all of our specifications. In addition to consulting a trade magazine that publishes suppliers, research and a cross - categorization of the market, he (M Klitzing) visited vendor booths and questioned software providers present at the annual NPRA meeting this fall to see if they met the desired specifications; a listing of such providers was included in the board packet. While a number of programs could manage some of our needs, no provided other than Vermont could handle them all. M Westermeier commented that Vermont Systems is the original company Carmel Clay Parks and Recreation examined, but because of cost, looked elsewhere. The only other company that met Carmel Clay Parks and Recreation's needs recently went out of business. M Klitzing asked for approval of phasing in the system over the next several months. The recreation software will first be used for summer registration and for the Extended School Enrichment program. The next phase will be the financial management system, to be implemented in April. The final phase will be the maintenance software, to be implemented this fall. It should be noted that the financial software will interface with the City's Pentamation financial software. M Klitzing reported that all Hamilton County parks and recreation departments are either using or attempting to purchase RecTrac system -wide. The Hamilton County Park Association approves RecTrac as a preferred vendor. For all three systems, the amount will be $344,000 including the $79,633 for the registration system. All of the systems are needed system -wide and specifically for the Central Park project and will be paid for in part from the FFE budget. There will eventually be an additional $150,000 for additional software licenses. In his explanation about what the advantages the software affords, M Klitzing responded that the Board will have easy -to -read reports, program tracking, statistics, financial details /history, household details /history, participation rates, capacity and drop -out rates. It will be integrated with a web presence for purchasing passes, and real -time on -line registration at no additional fee. Financially, reports are currently generated using Pentamation via the Clerk Treasurer's office. This software will allow the Department to create detailed reports with sub categories and more details which will include cost recovery, maintenance costs, and program categories /evaluations. The annual maintenance fee is for the lifetime of the software which includes upgrades. D Grisham reported that she is reviewing the license agreement and will speak with Vermont Systems on Wednesday, March 15 for clarification. M Klitzing explained that while the majority of the funding is coming out of the FFE budget, the fact that the initial expenditure is over $50,000 requires that the Board approve it. If approved, installation will begin next week. A motion was made to authorize the President to sign a purchase agreement with Vermont Systems, Inc. in an amount not to exceed $79,633, to be paid from the Central Park Bond proceeds, for the purchase of recreation and financial software, subject to review by the Park Board Attorney. (Ketterman, Shapiro, C -Un). Page 3 of 7 4. Laundry equipment —M Klitzing Because the CM needed to know the exact size of the laundry equipment, as well as the manufacturers for the appropriate hook -ups and design work, the Department issued on February 10, 2006, a Quote Request for Supplies for the purchase of commercial grade laundry equipment for the Monon Center. The equipment to be purchased includes one 55 -pound capacity washer and two 75 -pound capacity gas dryers, as specified by Williams Architects and Meridian Engineering based on the anticipated laundry needs of the Monon Center and Outdoor Aquatic Center. The laundry equipment will be located in the fitness center laundry room designed specifically for the specified equipment. Sufficient space and appropriate hook -ups have been provided in the laundry room should Carmel Clay Parks and Recreation find a need for a second washer. The primary function of the laundry equipment will be to clean personal towels provided to visitors using the fitness center and indoor track. All wet clothing items left behind by visitors will also be washed before being placed in the lost and found. Five quotes were submitted, and the lowest quote was submitted /to be accepted by Laundry City Equipment Company. Discussion: M Klitzing reported that the warranty is a standard one year warranty but will do some additional research since the laundry equipment won't be installed in November and may not used until March. S Shapiro suggested deferring the installation so as to avoid the need to extend the warranty. M Klitzing did not know if the equipment had an energy star rating. A motion was made to authorize the Director to purchase the Monon Center laundry equipment from Laundry City Equipment Company in the amount of $15,353 to be paid from the Central Park Bond proceeds, subject to review of all documentation by the Park Board attorney. (Shapiro, Dutcher, C -Un) E. Logo —L Dudeck L Dudeck used the attached power point presentation to present the new logo that the staff had worked through with Miller White LLC, an Indianapolis -based integrated marketing firm. She explained the need to develop and communicate our brand recognition as the park system expands. Several aspects of branding must take place: an identity system (branding recognition through a logo), public relations (building a brand), advertising (sustaining a brand) and interactive media (pushing or pulling a brand). Marketing and management experts consider brand equity to be a set of assets that are attached to a brand name or symbol through their experiences, which tends to suit Carmel Clay Parks and Recreation well. Brand recognition is most visually established through an effective logo. A long -range marketing plan was developed to guide the Department to more effective and revenue - producing marketing /public relations. Based on research, discussion and recommendations, MillerWhite has created three logos —a logo for Carmel Clay Parks and Recreation (which is shown) to replace the current system -wide logo, a logo for the Monon Center and a logo for the outdoor aquatic center, incorporating the same font and artwork. The new proposed logo is active, classic, easy -to -read, displays the name prominently and has a color scheme that ties to Central Park. Once the logos are approved, all marketing efforts will move forward using a consistent identity /style guide. The guide will also include recommendations for consistent usage of the logos and a new tagline. The concept of consistency will not stop with the logo, but will be carried over into all materials produced by Carmel Clay Parks and Recreation (signage, clothing, stationery, etc.). All Board members weighed in on the presented logos with the result that there nine lukewarm reactions to the logos. Some did not care for the "Wet Lands" name for the aquatic center, the artwork., the need for focus group feedback. L Dudeck responded that she and the consultant will return to the drawing board to create three variations for review given the direction to change the artwork and color, considering something more abstract and modern reflective of the direction Carmel Clay Parks and Recreation is heading. F. Transfers —M Westermeier M Westermeier stated that he was not ready to present this item. No action was taken. Page 4of7 G. Extended School Enrichment (Before and After School Program) —M Klitzing At it meeting on March 13th, the Carmel Clay School Board chose the Carmel Clay Department of Parks and Recreation as the new provider for the before and after school child care. Registration forms were dropped off this morning for Kindergarten registration. The program will be a cooperative relationship with Carmel Clay Elementary Schools, parents, students, principals and the Department, customizing the program to the specific needs of each school. The program will be 100% cost recovery. Additional revenues will be reinvested in the program; the Department will seek accreditation at two schools per year. In addition, the Department will be able to hire a Therapeutic Recreation Specialist. D Dutcher commented that children in the program look to the leaders as role models and encouraged employment of a diverse and inclusive staff (including current YMCA employees). He expressed concern about the supply budget of $7,000 for 11 sights. M Klitzing responded that we already have a great deal of the supplies in our existing camp program. J Miller requested clarification that the Therapeutic Recreation Specialist is a full -time, 12 -month employee. M Westermeier thanked M Klitzing for his hard work and for working with the City of Carmel human resources department to identify necessary positions and salaries. In addition, all full and part time staff will be drug tested, medically tested and full criminal background checks will be run as well. A motion was made to designate the 2006 Operating Budget for the Extended School Program from the Non - Reverting Park Program Fund (104) as presented. ( Ketterman, Chester, C -Un). H. West Park: Lindley Myers —M Westermeier Property belonging to Lindley Myers, including two horses, a truck, trailer, snow.plow_andcoach have been illegally kept on the Perlman/West Park property for some time. M Westermeier met with Lindley Myers after Mr. Myers accepted a certified letter asking him to have all personal property off Carmel Clay Parks and Recreation's property by March 31, 2006. Mr. Myers has requested a one week extension to allow him to sell'his horses at a horse auction held the first week of April. M Westermeier responded to questions raised by P Chester and T Tolson as follows: Mr. Myers property is in the Department's'way and the horses are being fed. A motion was made for a one week extension for Lindley Myers to remove his property from the Perlman/West Park property. (Dutcher, Shapiro, C -Un). I. Tour de Carmel License Agreement —D Grisham C Broderick'and L Walters have been able to identify a more appropriate beginning /ending location for the 2006 Tour de Carmel and would like to enter into a license agreement with ATAPCO, landlord at the Lakeside Corporate Center and the Carmel Corporate Center at the intersection of Guilford and Carmel Drive, for use of the parking lots. A motion was made to approve of using the parking lots at the Lakeside Corporate Center and the Carmel Corporate Center for the registration and operating base for the Tour de Carmel 2006 event pursuant to a license agreement in a form materially similar to what was described tonight and authorizes the Park Board attorney and the Park Board president to take all necessary and appropriate action to effect such an agreement. (Dutcher, Engledow, C -Un). VI. COMMITTEE REPORTS A. Standing Committees 1. Personnel Committee —J Rosensteele, No report 2. Finance Committee —J Engledow, No report 3. Arts in the Parks Committee =S Dillon, No report 4. Properties Committee —S Dillon, No report 5. Safety Committee —J Ketterman, No report Page 5 of 7 6. Central Park Process Management Committee —M Westermeier In the next two weeks, the foundations of constructional steel will be set up. Activity pool base slab and entry pavilion floor slabs are scheduled for next week. Water is hindering construction. The Monon Center continues to have installation of electrical and plumbing, fireproofing of steel, masonry and brick stone are going up on the Monon Center West. Pool equipment is under construction. Roof progressing well; Masonry on The Monon Center East to start soon. JFNew has been on site to observe vegetation management and woodlands. The north meadows will be seeded and the north mulch trail will be installed prior to Arbor Day. B. Special Committees 1. Encroachment Committee, No report 2. Special Studies Committee The committee requests a meeting for 7:00 p.m., Tuesday, March 28 to address matters discussed earlier in today's executive session. VII. ATTORNEY'S REPORT D Grisham received the attached notice of public hearing concerning off- premise signage in the center median of Meadow Lane, approx. 50 ft. north of Main Street. VIII. DIRECTOR'S REPORT A. Lenape Park Lenape Park is flooded and the Department has requested quotes to remove playground equipment. It may be appropriate to enhance it as a gateway to the Monon. If 96th street goes through, there may not be a safe place for the equipment at that park. B. West Park The Department did not receive completed documents from Schmidt Associates on redesign of restrooms. There are flooding and water issues in the north area of the park. Schmidt and Associates recommended aerial photos for a study that would cost $6,000- 7,000. Additionally, there are believed to be grading problems in the wetlands. C. Administrative Offices, 1411 116th Street The water will soon be switched to City of Carmel water connections. Telephones were installed Monday and computers and staff will move over beginning on Wednesday. D. Monon Speed Limit The City of Carmel suggests that the Monon speed limit signs follow Indiana regular road signs. Those signs would be too high and more research for real requirements needs to be completed. Carmel dispatch received eight 8 phone calls over the weekend to repair fences six times between the tunnel and the end of construction for City Center. The construction company will put up permanent fencing. Judy Hagan, identified possible overlay of zone to be on Monon edge-13C Street and north, placing the developer's door at the edge of property line. The trees and roots in between were covered with dirt and the trees may die. Mike Hollibaugh will set up regular meetings to be involved with developers before it gets to the Plan Commission. E. Founder's Park Eight thousand yards of clay from Central Park was taken to Founders Park to fill in basin area to the north that is mostly sand. Another eight thousand yards is expected to be taken to the site in the next month. The City is determining the amount of fill they placed on the site. IX. DISCUSSION ITEMS S Dillon requests volunteers for a special operations committee for Central Park to discuss passes, prices, marketing, hours etc. J Ketterman, S Shapiro and J Rosensteele volunteered to serve. S Shapiro comments that it has been brought to her attention that Zionsville hired a research firm to do research on impact fees. They researched the Indianapolis: area, as well as the national average of impact fees and came to the conclusion that they wanted to match the national average for a community of their size, made the impact fees $1,800 and it passed. Page 6 of 7 X. INFORMATION ITEMS A. Plan Commission Report—D Dutcher The Dept. of Community Services will present a Trails and transportation connectivity workshop on Saturday, March 18, from 9:00 a.m. -2:00 p.m. at the Hilton Garden Inn. S Dillon reported that there were conversations /concerns raised about connectivity at last week's public forum meetings. M Westermeier has previously attended similar workshops with City of Carmel staff. B. School Board Report—J Miller The Carmel Clay School Board has not settled contracts with the teachers. In regards to the before and after school program, the YMCA pulled all stops, including money, to have the board reconsider, including $100,000 in kick backs. Many letters, calls etc. were made on the YMCA's behalf. The YMCA was "taken a bit by surprise" when they did not receive the contract. There have been allegations of conflict of interest with J Miller voting and serving on both boards. XII. ADJOURNMENT A motion was made to ad' rn at approximately 10:30 p.m. (Ketterman, Chester, C -Un) Signature: Date: Signature: Date: 11 Ark 2,00 %J– 11 –c:,(c. 02, Page7of7