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HomeMy WebLinkAboutCCPR-12-11-07(Approved : CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting December 11, 2007, 7:00 P.M. The Monon Center East 1235 Central Park Drive East CARMEL, IN 46032 / -g -vE? ) MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Miller (7:08 p.m.) T Tolson A Kostrzewa P Chester M Westermeier D Dutcher D Grisham S Dillon M Klitzing J Rosensteele Sue Maki J Ketterman Connie Murphy S Shapiro Terry Meyers J Engledow Becky Schmiesing Crystal Montgomery Josh Taylor Autumn Bragg I. ROLL CALL II. CALL TO ORDER The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 7:00 p.m. on December 11, 2007 pursuant to notice. President Susannah Dillon asked Secretary Pattie Chester to take the roll. Board members present other than S Dillon and P Chester included S Shapiro, J Rosensteele, D Dutcher, J Ketterman and J Engledow. J Miller arrived after roll was taken. T Tolson was absent. Having confirmed the presence of a quorum, S Dillon called the meeting to order. 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 — Staff introductions and several reports combined to report the following: a. Claims Report: Audrey Kostrzewa (Business Services Manager) reported the following: i. While the claim amount for Musselman Farms was correct on the November 27, 2007 claim sheet, the description of the purchase of "a tire kit" should have been for the purchase of "mulch" which was noted on the summary distributed at tonight's meeting; ii. The "cc" designation in the pre- approved category evidenced credit card refunds. She summarized the authorization given to five (5) staff members via Park Board Resolution 6- 26-07-01 to authorize refunds and described the fiscally responsible and accountable administrative process and internal audit through which refunds are allowed. She confirmed that the credit card verification process is essentially the same as that used for all cash and check refunds short of having to be paid from the Clerk Treasurer. iii. Program Class registrations are not allowed over the telephone due to payment issues; iv. Those who pay with a credit card pay a rate charge; v. Online monthly electronic debit payments for The Monon Center passes and ESE enrollment are available and growing in preference (413 authorized payments were 1 processed in September of 2007 generating $20,318.00; 1,105 authorized payments were processed in November of 2007 for $42,870.00); vi. The 3 month summary was distributed as no second December meeting is scheduled. b. Personnel Status and Staff Introductions: i. Michael Klitzing reported that most personnel evaluations will be completed by next week and noted that despite his intention to introduce Lynn Russell, the Human Resources Administrator, she was unable to attend the meeting; ii. At a ceremony on January 16, 2008, the IPRA will award to the Park Board the 2008 Outstanding Facility award, a multi -state competition. Park Board members and spouses were invited to attend. Williams Architects will receive on behalf of the Park Board the McGraw Hill Award of Merit for the Midwest Construction Best of 2007. iii. The spring program guide has been published and should be received by the Carmel Clay community within the next few days. iv. Michael introduced T Meyers who introduced B Schmiesing who next introduced her respective staff members. V. COMMITTEE REPORTS A. Standing Committees 1. Personnel Committee: Jim Rosensteele. No report. 2. Finance Committee: Jim Engledow. No report. 3. Arts in the Parks Committee: Sue Dillon. No report. 4. Properties Committee: Sue Dillon. No report. 5. Safety Committee: Joan B. Ketterman. No report. 6. Central Park Process Management Committee: Mark Westermeier Mark reported as follows: • CPPMC had not met since his last report at the November Park Board meeting; • He and key park personnel met with the Williams Architect representatives (Tom Poulos and Frank Parisi), its sub - consultant Meridian Engineering (Barry Simpson and David St. Johns), the Construction Manager (Kent Forman) and the Owner's Representative (Alan Armstrong and Steve Baker) for the Eleven Month Walkthrough regarding operational use, design, warranty and service. The group inspected the Monon Center buildings focusing on the following operational systems: lighting (Lutron system malfunctions identified), sound (lack of connection between critical components), video (Gaylor and Meridian to resolve data storage and internet administration) and handicap door access (Ingersol Rand will ship parts that staff will install). Staff will create a lighting performance task list for each room to describe the preferred lighting needs and what needs have not been met to allow proper assessment and resolution. Other issues that continue to require resolution include the (Monon Center West) front desk orientation (line -of -sight challenges to be addressed with rearrangement of computers and assistance from Architects), operation of the server room behind the front desk, air quality and water residue buildup which will require more testing. The floor in front of the gym was designed to have a worn patina and another look requires a floor change. The front staircase steps are under warranty and believed to require 3 additional coats of polyurethane (similar to the treatment on the lobby) which need to be applied over the course of several days. Mark agreed to look into the report that the door to the outdoor pool had been left open. • Duke Energy should have enough data to issue the credits; Meridian Engineering will assist Kent in the process to provide any additional information that Duke may need. • Architect pricing to design the filter building addition explained in a prior park board meeting is expected in early 2008. • Mark confirmed that no construction drawings exist for anything which was not built other than trails. B. Special Committees 1 Encroachment Committee: Mark reported that letters were mailed on December 5th to the 15 whose Guilford Park homeowners whose property borders Central Park. As of today's date, Mark had been contacted by 4 of the property owners. He confirmed his 2 understanding of the Park Board's direction to forward to the Park board Attorney for follow up via a second letter, the names of those notified of a suspected trespass and who fail to contact him within the timeframe given in the letters. 2. Nominating Committee: Sue Dillon reported that the Park Board By -Laws dictate that the Nominating Committee be comprised of at least 3 members of the Park Board including 1 officer and reported that Dan Dutcher had agreed to serve as the chair, Jim Rosensteele had agreed to be the officer member and Joe Miller would be a third member. Dan asked that any interested Park Board member contact any member of the Committee with any interest in serving as an officer or in providing nominations. He stated that the Nominating Committee would meet at 6:45 p.m. on Tuesday, January 8, 2008 in the conference room in The Monon Center East immediately prior to the first regular meeting of the Park Board. VI. ACTION ITEMS A. Minutes — Pattie Chester November 27, 2007 Regular Park Board Meeting Minutes were approved with one change from "wildlife" to "wild flowers" in III D (1) and otherwise as presented. (Chester, Rosensteele C -Un). B. Financial Reports — Jim Engledow Financial Reports were accepted as presented after Mark reported that all budgeted money was utilized other than personnel monies for unfilled positions and explained "club supplies" as supplies supporting the ESE program. (Engledow, Chester C -Un). C. Claims — Jim Engledow 1. Claim Sheet December 11, 2007 was approved (Engledow, Chester C -Un) with the following comments: a. A Kostrzewa and M Westermeier explained the refund policy with Mark opining that until operations are able to run smoothly, unhappy customers are more willing to give the Monon Center a second chance if they are made whole. He agreed that the policy should be reviewed next June. b. J Engledow asked about what appeared to be duplicate Brighthouse cable invoices. 2. Park Bond Claim Sheet December 11, 2007 was approved as presented after J Engledow noted that the On -Ramp consulting fees would soon need to be budgeted and paid from another source. (Engledow, Ketterman C -Un). D. Acceptance and or acknowledgment of Monies. Received — Audrey Kostrzewa Audrey reported receipt of the following donations /gifts to which the Board consented ( Rosensteele, Dutcher, C -Un): RECEIVED AS DATE POSTED AMOUNT RECEIVED FROM FOR FUND Gift 11 -5 -07 853 $ 70.00 Rose Hughes Hughes Landscape and Rosie's Nursery Commemorative Tree Gift 11 -20 -07 1047 $ 250.00 House of Martial Arts Arbor Day 2008 Gift 11-28-07 $ 250.00 Nelson & Frankenburger Arbor Day 2008 E. Adoption of 2008 Park Board Meeting Schedule — Michael Klitzing Michael recommended and the Board approved the following 2008 Park Board Meeting Schedule which is consistent with the 2007 schedule: the second Tuesday of each month at 7 pm and the fourth Tuesday of each month at 6 p.m. (Chester, Engledow C -Un). 3 - 2008 - January 8th @ 7 pm 22nd @ 6 pm February 12th @ 7 pm (Lincoln's B -day) 26th @ 6 pm March 11th @ 7pm 25th @ 6 pm April 8th @7pm 22nd @6pm 27th @6pm 24th @ 6 p May 13th @7pm June 10th @ 7pm July 8th @ 7 p 22nd @ 6pm August 12th @ 7 pm 26th @ 6 pm September 9t" @ 7 pm 23rd © 6 pm October 14th @ 7 pm 28th @ 6 pm November 11th © 7 pm (Veteran's Day) 25 "' © 6 pm December 9th @ 7 pm 23`d @ 6 pm F. Consideration of Sponsorship Agreement with St. Vincent's — Michael Klitzing Michael provided a summary of the agreement terms reached in the negotiations between the Department and Hospital, pending final review by the St. Vincent legal counsel. He confirmed that the Carmel Clay Schools have no objection to the arrangement which involves the ESE program. After J Engledow was assured that any banner using the term "Health Care Partner" would not indicate an offering of St. Vincent medical treatment at the sponsored events, and that any programs offered would be controlled by the Department, the Board unanimously passed a motion to "...approve the terms and conditions set forth in the Sponsorship Agreement as presented and authorize the Park Board President to execute the same; provided, however, that to the extent that St. Vincent Carmel Hospital, Inc. requests one or more changes with which the Park Department Director is comfortable and which can be recommended as consistent with applicable tax laws governing the Carmel Park Bond, authorize the Department Director and Assistant Director to negotiate such change(s), and the Park Board President to execute such final Sponsorship Agreement." (Rosensteele, Dutcher C -Un). Michael confirmed that St.Vincent would take the marketing lead with a press release that will receive prior approval from park management. G. Presentation of Non - reverting Program Budget— Michael Klitzing Michael presented the 2008 Non - Reverting Parks Program budgets covering ESE and Summer Camps (Fund 1046) and Revenue Facilities / Monon Center (Fund 1047) together with the 2007 budget, 2007 projections (comprised of actuals through November plus December estimates). The 2008 Budgets are attached as Appendix A. He reported that the 2008 budgets were developed based on actual expense history to the extent possible which exercise was more practical for the ESE budget with over one year of historical data while The Monon Center budget was necessarily based on historic data, pro forma projections, and practical experience of staff. Much discussion followed including the significant impact of personnel costs on the budget, the expected impact of the retroactive 3 phase credit from Duke Energy and the fact that the miscellaneous category dictated by the City's accounting system will be detailed when the Fin Trac system is utilized. Michael added that to the supervisors, there is no real miscellaneous category. The Park Board unanimously approved the 2008 Non - Reverting Parks Program budgets as presented. (Engledow, Chester C -Un). H. Consideration of the 2008 Fee Schedule — Michael Klitzing Michael presented the recommended 2008 Fee Schedule attached as Appendix B. He noted that the only recommended changes for 2008 pertain to the banquet and room rental fees at The Monon Center which remain consistent with going rates and practices within the local market and the Board approved revenue policy. He noted that the corporate program discount is for passes only and that approximately 25 corporations are participating. Michael distributed the results of some of the data collected from similar facilities (See Appendix C), collected to determine how the corporations are using their facilities and what arrangements seem to be the most mutually beneficial. Once all of the data is collected and a direction identified, promotion of it will be assigned to S Maki. Asked about how the Carmel Clay Schools' use of the Monon Center would be handled, Mark responded that he would meet with school officials as use reciprocity between school and park facilities would be a 4 factor in determining any cost attributed to the Schools. Mark explained that the nonresident rates for programs will remain the same to allow 1 year of history to assist with consideration of rate changes and are contained in the Spring Recreation Guide. Michael confirmed that the computer lab was reserved for staff - provided or partnering programs. The Board approved the 2008 Fee Schedule as presented. (Rosensteele, Ketterman C -Un.) Consideration of Resolution 12- 11 -07 -01 regarding 2008 salaries — Michael Klitzing and Mark Westermeier Michael presented the proposed 2008 maximum bi- weekly salaries for all employees of the Park Department which salaries reflect a 3% cost -of- living adjustment from 2007 as approved by the Common Council for City of Carmel employees. After the Park Board waived the reading of Resolution 12- 11 -07 -01 and entered it into action, (Miller, Rosensteele C -Un), it approved Resolution 12- 11 -07 -01 as presented (Miller, Rosensteele C -Un). J. Consideration of Resolution 12- 11 -07 -02 regarding 2008 benefits — Michael Klitzing and Mark Westermeier Michael presented the proposed 2008 benefits for the Park Department employees. He explained that the Central Park start -up and opening prohibited many of the Department's full -time employees from using all of their 2007 accrued paid time off which under the current policy results in forfeiture of much of it at the end of the year. Accordingly, he recommended that the Park Board make a one time exception to allow paid -time off to carry forward into 2008 in recognition of staff's dedication and efforts. He then provided a summary of the proposed resolution and how management's recommendations differ from current Park Board Policy, attached as Appendix D. He noted that management strongly encourages employees to take time off in lieu of overtime pay and confirmed that 7.5 hours of vacation are earned per month. After the Park Board waived the reading of Resolution 12- 11 -07 -02 and entered it into action, (Miller, Ketterman C -Un), it approved Resolution 12- 11 -07 -02 as presented (Miller, Rosensteele C -Un). K. Consideration of Resolution 12- 11 -07 -03 regardinq the early purchase of the 35.14 acres currently under a lease purchase agreement with Jill Louise Perelman — Debra Grisham Deb explained that while the presentation of this item has been delayed once more, the closing was always targeted for 2008 and should be able to occur shortly after the January 8, 2008 meeting at which the resolution will now be presented. There was no tabling as no resolution was ready and will allow it to be numbered consistent with the meeting date at which it is adopted. L. Acceptance of a grant of easement for a park and recreation trail to connect Meadowlark Park with the Monon Greenway — Michael Klitzing and Mark Westermeier Deb explained that the principals of STONEGATE CARMEL, LLC have offered to grant and convey a trail easement to provide a public access connector between the Monon Greenway and Meadowlark Park by providing the proposed easement included in the Board packet. Mark clarified that the depiction shows that the easement from Stonegate actually provides a trail from Meadowlark to the trail developed by Drees Homes pursuant to its development plan accepted by the City of Carmel that actually provides the last leg of connection to the Monon Greenway. He related his conversation with the principals regarding the need to have the Board agree to any legal obligations as those contained in the proposed easement agreement. After discussion, the Board approved the following motions: "I move that the Park Board authorize the Park Department Director, one or more of the Park Board officers and the Park Board Attorney to negotiate and prepare for execution and recording, a public park and recreation easement agreement to connect The Monon Greenway to Meadowlark Park on terms and conditions mutually beneficial to all parties and in compliance with Indiana law." (Chester, Engledow C -Un). "I move that the Park Board authorize the Park Board President to execute the public park and recreation easement agreement negotiated and prepared as previously authorized." (Chester, Dutcher C -Un). M. Consideration of Professional Services Agreement with Debra Grisham — Mark Westermeier Mark explained that Ms. Grisham had requested a $5.00 per hour increase and recommended approval. After much discussion about the beneficial relationship with Ms. Grisham, the Board approved the $5.00 hourly rate increase. (Engledow, Rosensteele C -Un). 5 N. Consideration of a Services Agreement regarding mowing and trimming services — Mark Westermeier Mark reported that management had followed the Park Board's direction and negotiated the agreement provided in the Board packet with Mr. B's Lawn Maintenance for the provision of lawn mowing and trimming services and distributed the complete Exhibit A with the prices per park location. He noted that Mr. B's had requested 1 change to allow for an annual increase which was added to the agreement as "the lesser of 3% or the percent of increase calculated by the United States Department of Labor and published in the Consumer Price Index during the year preceding the year in which an increase is established." The Board approved the Services Agreement as presented with the completed Exhibit A. (Ketterman, Chester C -Un.) 0. Consideration of a Services Agreement regarding bush hog services — Mark Westermeier Mark reported that management had followed the Park Board's direction and negotiated the agreement provided in the Board packet with Mr. B's Lawn Care for the provision of bush hog services and distributed the complete Exhibit A with the prices per park location. He noted the same annual increase provision as added to the lawn mowing and trimming agreement. After Mark mentioned that he may decide to have Park Department maintenance staff take over the West Park bush hog services, the Board approved the Services Agreement as presented with the completed Exhibit A. (Ketterman, Chester C -Un.) P. Central Park Matters — Mark Westermeier and Michael Klitzinq 1. Professional Services Agreement with the Schneider Corporation regarding the interurban rail line. After Mark recommended approval of such a professional services arrangement with The Schneider Corporation pursuant to the Park Board's standard professional services agreement, the Park Board consented to a professional services agreement with The Schneider Corporation as presented and authorized the Park Board Attorney to prepare and the Park Department Director to negotiate and execute such agreement. (Chester, Ketterman C -Un). 2. No other item was presented for action of the Board. VI. Attorney's Report - Deb Grisham A. Tort Claims. Deb reported that there were no new claims of which she was aware that had not already been reported to the Board. B. General: Deb confirmed with Dan Dutcher, the Nominating Committee Chair person, that the Committee would meet on January 8, 2007 at 6:45 p.m. in the meeting room at The Monon Center East prior to the 7:00 p.m. Park Board meeting. VII. Director's Report — Mark Westermeier reported the following and showed pictures for many: a. Hazel Landing Projects Status: • While there has been agreement regarding the relocation of the entry road over Carmel utility land immediately south of the park, the pipeline company has dictated that the pipe must be at least 48" deep where the road crosses over it; the pipeline company is in the process of confirming the pipeline depth at the planned location; • Various factors are challenging the use of the north recreation trail; • The Carmel Utility Department is in the process of buying land north of Hazel Landing up to and including all or a portion of North Beach which could allow a trail system to connect Hazel Landing to 116th Street. b. Founders Projects Status: • Construction documents have not arrived. c. West Park Projects Status: • Working through the punch -list on the restroom project. d. Monon Master Plan: • Mark met with Gregg Calpino to identify the scope of a proposal that Gregg was asked to provide. e. Central Park Projects Status: • 2 repeaters were installed to enhance communication; city -wide coverage is expected between the Carmel Clay Schools and park maintenance operations. • Mark is working with the Dad's Club on its use of gym space for basketball practices; 6 • Mark is working with Crystal on its agreement terms. The venture capital firm that owns it, has it for sale again. • Cafe has cut its hours in exchange for the placement of additional vending machines in a couple locations selected by staff which is considered a stop gap measure. • In answer to J Engledow's question regarding the financial status of Crystal's banquet operation at the Monon Center, Mark stated his opinion that Crystal management seemed unaware of any attempt to persuade Monon customers to use the Fountains facility. He noted that the Cafe was his concern as it is not meeting the needs of the majority of the Monon users (swim lesson participants) who would benefit from a concession stand which he believes that park staff could manage and which M Klitzing is evaluating. Mark noted that any change to the Crystal Cafe and Concessions contract needs to occur as soon as possible. He confirmed that with few exceptions, the official policy currently prohibits bringing in food prepared outside The Monon Center. • S Dillon asked about Scholarships for those who cannot afford to use The Monon Center at the established prices. After much discussion, Mark confirmed that he had not received any notice of any person who had been denied registration in any class on the basis of the inability to pay the cost. Any denial would have been based solely on a full class which is filled on a first come first serve basis. Sue expressed her preference that swim lessons be a condition of receipt of a scholarship or fee waiver which M Klitzing suggested was a matter ripe for discussion and direction by the Park Board. He confirmed that the scholarship applicants and recipients were handled relatively confidentially so as not to discourage participation. D Dutcher cautioned assumptions that those who qualify for assistance cannot swim. J Rosensteele recommended promotion of the availability of scholarship assistance. Michael confirmed that all summer camp participants are assessed for swimming capabilities prior to enjoyment of the pools. IX. Discussion Items — None. X. Information Items A. Plan Commission. Sally Shapiro: No report. B. School Board. Joe Miller: Redistricting has received much attention. He expressed disappointment with the Current in Carmel article regarding the parent committee formed to assist with redistricting and stated that the committee has always had a clear focus and is not in chaos as suggested. Joe noted the benefits of redistricting to allow full use of the facilities that the taxpayers have built as opposed to the use of modules which require the kids to endure the outdoor elements each time they need to leave the temporary classroom. XI. Board Comments. • In acknowledging the end of his term as a mayoral appointment to the Park Board, Jim Rosensteele expressed his appreciation for the vast amount of accomplishments that the Department had orchestrated, complimented Mark Westermeier's leadership, acknowledged the easy part of building The Monon Center and encouraged staff to keep the focus on customer service and thanked staff for doing the right things in the right ways. o Sally Shapiro acknowledged her surprise and disappointment to learn from those other than the Clay Township Trustee that he had named her successor at the end of her term without first telling her. o S Dillon thanked both Jim and Sally for their tireless commitment, dedication and service to the Board and the Carmel Clay Community through their exemplary leadership on the Park Board over the last 8 years and invited them to attend the January 8th meeting to be properly recognized and thanked. XII. ADJOURNMENT A motion was made to adjourn at approximately 9:50 p.m. (Ketterman, Engledow C -Un). Signature: /49a..M CCU, % Date: / — 8-' © r Signature: cAi a UGS CDA Date: / — -o 7