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Home My WebLink AboutCCPR-02-14-06MINUTES OF THE MEETING OF THE CARMEL / CLAY BOARD OF PARKS AND RECREATION February 14, 2006 The regular board meeting of the Carmel Clay Board of Parks and Recreation was convened at 7:00 p.m. on February 14, 2006 pursuant to notice. Jim Rosensteele called the meeting to order. Other than Mr. Rosensteele, members present were Jim Engledow, Joan Ketterman, Tim Tolson, Dan Dutcher, and Patricia Chester. Joe Miller arrived at 7:10 p.m. Sue Dillon and Sally Shapiro were absent. Also present were Mark Westermeier, Michael Klitzing, Audrey Kostrzewa, Deb Grisham, and Jean Belcher. 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)." PUBLIC COMMENTS Mr. Holubik, 8864 N 500 West Thorntown Indiana, addressed the board regarding payment for a job performed on the ceiling at 1411 E 116th St dated 2 -6 -06. Mark replied to the board's question as to where the bill was by stating the invoice is on his desk awaiting approval by Deb. STAFF REPORTS None ACTION ITEMS A. APPROVAL OF MINUTES • A motion was made to approve the January 10, 2006 regular park board meeting minutes. (Tolson, Dutcher; C -Un) • A motion was made to approve the executive session meeting minutes for January 10, 2006. (Tolson, Ketterman; C -Un) B. ACCEPTANCE OF FINANCIAL REPORTS • A motion was made to accept the financial reports dated January 2006 as presented. (Engledow, Tolson; C -Un) C. CONSIDERATION OF CLAIMS • A motion was made to approve the February A 2006 claim sheet as presented. (Engledow, Tolson; C -Un) Jim Engledow questioned whether the claim for auto repairs had been submitted to insurance. Mark indicated they had been submitted to insurance. • A motion was made to approve the February B 2006 claim sheet as presented. (Engledow, Chester; C -Un) Jim Engledow questioned refunds due to low enrollment. • A motion was made to approve the Central Park Bond expense claim sheet dated February 2006 A. (Engledow, Chester; C -Un) a COMMITTEE/ BOARD APPOINTMENTS C: \Documents and Settings \akostrzewa \Local Settings \Temporary Internet Files \OLK9C \2 tq o6 Reg PB minutes2.doc 1 • A motion was made to confirm the committee members presented in the board packet to remain the same for 2006. (Engledow, Dutcher; C -Un) E. CONSIDERATION OF PROPOSALS REGARDING RECREATION GUIDE PRINTER Audrey Kostrzewa provided a handout of bids received in response to an RFP for producing (printing and mail preparation) three recreation guides. • A motion was made to find specific unresponsiveness to the proposal submitted by St. Clair Press, for their failure to meet the following specifications listed in the Carmel Clay Parks & Recreation's Request for Proposals — Seasonal Recreation Guide Printing: Page 4, Proposal Format, Item 4B: Identify all . deliverables by task; Page 4, Proposal Format, Item 5C: Include a fee schedule with hourly billing rates for each team member. (Ketterman, Dutcher; C -Un). • A motion was made to award a ,contract to Hilltop Press who was the lowest responsible and responsive quoter in response to Carmel Clay Parks & Recreation's Request for Proposals — Seasonal Recreation Guide Printing, contingent upon getting the contract signed. (Ketterman, Chester; C -Un) Jim Engledow questioned the paper type and responses versus the current guide. F. CENTRAL PARK MATTERS Alan Armstrong provided handouts to the board. On the list were construction work orders approved by CPPMC on 2/13/06. Deb Grisham confirmed the owner's representative and the construction manager are keeping track of the work orders so they do not exceed the 20% change order limit. • A motion was made to approve the total construction work orders in the amount of $253,291.39 as presented. (Tolson, Ketterman; C-Un) Joe Miller asked where this leaves us on the contingency. Alan Armstrong confirmed the contingency figure at this stage of the process. • Gradex Change Order: A motion was made to approve the Central Park project funding the cost of moving dirt to Founders Park as a change order to Gradex and then the motion was amended to include the wording not to exceed $57,927.00 / $108.50 per 15 yard truckload. (Ketterman, Engledow; C -Un) Deb Grisham included for the record that the change order to Gradex to remove excess soil was always contemplated as part of the Central Park project but prior to the confirmation of the Central Park budget, partial funding from Founder's Park was due to the benefit to the development of Founders Park; the clay soil being removed from Central Park would actually improve the sandy soil at Founders Park and never be needed at Central Park. • Other: Bridge. Alan Armstrong presented the architect's conceptual design of the bridge. A motion was made to authorize the architects to proceed with the bridge design as presented and the construction manager to take all necessary and appropriate action to receive bids. (Miller, Chester; C -Un) Dan Dutcher asked Alan Armstrong to describe the bridge construction materials. C: \Documents and Settings \akostczewa \Local Settings \ Temporary Internet Files \OLK9C \2 tq o6 Reg PB minutes2.doc 2 Kent Forman from Geupel DeMars Hagarman described the materials proposed for the bridge. The motion carried unanimously. • Alan encouraged the board to contact Dave Bowden and tour the building. G. ACCEPTANCE OF GIFTS BY BOARD A motion was made to amend the agenda to add action item G. (Engledow, Ketterman; c -un). A motion was made to accept a gift in the amount of $153.90 from the Greenways Foundation. This money was from donations at the Pedal and Park for Carmelfest 2005 and represents a portion of the donations contributed. ( Ketterman, Engledow; c -un). COMMITTEE REPORTS A. Standing Committees • Personnel Committee; no report. • Finance Committee; no report. • Arts in the Parks Committee; Mark reported on a proposal for art from Schmidt Associates. • Properties Committee; no report. • Safety Committee; no report. • Central Park Process Management Committee; (see attached report dated 2 -14- 06). B. Special Committees • Encroachment Committee; no report. Michael is working on a process. Horses are still at Perelman. ATTORNEY'S REPORT Deb had no report. DIRECTOR'S REPORT Mark reported (see attached report dated 2- 14 -06): • Parks & Rec City Council meeting for today was cancelled and will be rescheduled. • Lenape Trace Park water issue — original plan was to remove the playground mayor had 5 complaints regarding standing water complicated by city work. Moving the playground anywhere on the site might endanger safety. No public access. Working to install one of our bollards with a key. Maybe proposals to go to contractors to remove the playground equipment. • West Park Schmidt updated regarding heating the restrooms design. Changes to design include approx $60,000 for heat addition, wind generators, • Was supposed to meet with Lindley Meyers who has the horses on the Perelman property — he didn't show and he wants more time to sell the horses. • 116th street properties — water line runs to all three houses should start next week and the work on the road should begin soon. • Fill dirt hope to get for Founders Park. C: \Documents and Settings \akostrcewa \Local Settings \Temporary Internet Files \OLK9C\2 14 o6 Reg PB minutes2.doc 3 • Maint staff completing lighting at Estridge, working on lighting at Silverman, data links installed today. • Monon speed limits — met with police chief regarding signs. Been in contact with Ron Carter and Dave Klingensmith. • Operations committee of the board as the Central Park process moves forward. • Before and after school proposals: Scheduled to meet with school officials Friday. 3 proposals: YMCA, Carmel Clay Parks & Recreation, and AYS. • Pattie Chester asked about tearing down the Silverman house- dose to the road. M Westermeier didn't see a problem in a rental /usage. Plans to keep the maintenance (road took its place), and from cp, silverman a non profit use. • MIG, Inc. (Moore, lacofano, Goltsman, Inc.) in town the week of March 6th. Michael commented on the master planning team and their schedule that week. • Acknowledge - Gift fund letter Pattie asked about. Will be a future information item. Deb said required to be accepted by the park board. See Action Item G above. DISCUSSION ITEMS None INFORMATION ITEMS A. PLAN COMMISSION REPORT Dan Dutcher reported on LEEDS standards, Carmel adopted more demanding standards, planning developments (PUDS) permit process, transportation plan, update on process of 2020 update, interest in parks and connectivity. B. SCHOOL BOARD REPORT Joe Miller reported that the School Board is in middle of teacher negotiations, BOARD COMMENTS ADJOURNMENT • A motion was made to adjourn at approximately 8:30 p .m. (; C -Un) Signature: Date: 2_8 MA-R. 2 oo 6 Signature: Date: C: \Documents and Settings \akostrzewa \Local Settings \Temporary Internet Files \OLK9C\2 t4 06 Reg PB minutes2.doc 4