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HomeMy WebLinkAboutCCPR-11-13-07(Approved : CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting November 13, 2007, 7:00 P.M. The Monon Center East 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ATTENDEES J Miller (7:15 p.m.) P Chester D Dutcher S Dillon T Tolson J Ketterman S Shapiro J Engledow ROLL CALL /1-.27-07) MEMBER ABSENTEES OTHERS J Rosensteele A Kostrzewa M Westermeier D Grisham M Klitzing Staff noted in the text below Tonya Lopez (partial) 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 November 13, 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 T Tolson, S Shapiro, D Dutcher, J Ketterman and J Engledow. J Miller arrived after roll was taken. J Rosensteele 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. Personnel Status and Staff Introductions: i. Michael reported that the Park Department has 250 Part Time staff members and 61 fulltime staff members with only 5 vacant fulltime positions (Human Resources Assistant; Business Services Administrative Assistant; Front Desk Coordinator; Maintenance Worker, Building Services Worker); Each Manager introduced their respective staff members: ii. Audrey Kostrzewa (Business Services Manager) introduced Connie Murphy and Helen Ballinger; iii. Jennifer Sewell (on behalf of Ben Johnson, the Extended School Enrichment Manager) introduced Karie Wong, Amy Baldauf, Tara Woolery, Valeska Simmonds, Georgianna Edwards, Jason Karsas, Cyndi Canada, Jessica Davis, Nikeesha Bruce, Aaron Smith, Linda Vang, Tiffany Deters, Charles 'man, and Adam Wood; iv. Colleen Broderick (Revenue Facilities Manager) introduced Ernie Hill, Carrie Keaveney, Jessica Grogg, Kimberly Bastian and Billie Carder. v. Michael mentioned that Lynn Russell (Human Resources Administrator) will be introduced at the December meeting. 1 b. Organizational Chart. Michael distributed a 3 page organizational chart of the department and explained that the impact of certain positions was reflected with dotted line authority notations. (See Appendix A.) c. Summer Programming Report. Michael addressed the initial summer program history. (See Appendix B): i. The opening of The Monon Center allowed staff to offer a greater number of programs, only some of which had been offered in the previously smaller facility with the challenge of serving a significantly greater portion of the community which requires educating the community about the newly increased level of service; ii. In an effort to assess what works with area demographics, new and untried as well as tried and successful programs were often offered in multiple sessions on multiple days and times; iii. Assessment of program success involves consideration of various factors including marketing, timing, price differential, selection and existing relationships that users have with other facilities such as the YMCA and Prime Life. Referring to the statistics offered by the Learning Resources Network, Michael explained that program cancellations were within expected standards. Mark added that non - resident participation appears to have deceased which has caused staff to rethink rate differentials. Michael reported that he is requesting program performance data from other neighboring and Midwest jurisdictions for comparison. He offered to provide an updated report 3 times a year after each program season and explained that he is creating a baseline from which to measure success and failure. The Board members agreed that the decrease of the cancellation rate should be a staff priority. iv. Written program evaluations are consistently collected and are in the process of being tallied. Colleen Broderick reported that staff has placed or will soon place at The Monon Center suggestion boxes and is collecting fitness related evaluations daily. Use of Survey Monkey, an online software program, will assist in tallying evaluation results. She mentioned that the Utility Department has allowed staff to include evaluation forms with the community utility bills. She offered to report evaluation tallies at the next possible Board meeting. v. The public should receive the Park and Recreation Guide for Winter and Spring Programs during the first week of December and will include online registration instructions. Staff clarified that in addition to online registration, users may register via facsimile to and in person at The Monon Center and explained that telephone registrations without a faxed signature to prove the authorized use of credit cards were not accepted due to experience with user charge disputes. vi. The Park software owner, Vermont Systems, has projected more than 1 year to write and implement software changes for a more user friendly registration system for which Mark is not inclined to wait. Given all information received to date, Mark projected 3 months to be the earliest timeframe for a satisfactory solution with the goal to have it available for Summer 2008 programs. vii. Michael agreed to honor J Ketterman's request that Clay Township users be allowed to register prior to the open enrollment period for non resident users. d. Master Plan update. Michael referred to a timeline he prepared for completion of the Master Plan project. (See Appendix C). Once the consultant completes its comparison of the Carmel Clay community with benchmark jurisdictions, it will meet as reflected on the timeline. He noted that the Park Board would set the Mission and Vision Statement and the Park Advisory Committee would assist the Park Board in the brainstorming sessions during which the Board will be asked to set priorities for the Staff. e. Department Accreditation Goals. Once the Master Plan has been issued in final form, Michael plans to pursue national accreditation and possibly apply for the Gold Medal Award. f. NRPA wrap -up report. Michael reported that the Department was one of the local host committee agencies taking up much of Michael's time in particular which contributed to significantly increased participation and glowing evaluations, setting new standards for future NRPA conferences. 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. 2 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 October 9th Park Board meeting; • He authorized a Becker change order in the amount of $5,700.00 upon discovery of some non warranty damage to the installed irrigation sleeves; • He is working through an issue resulting from the lack of irrigation blow out valves; • Handrails at The Monon Center East along the ADA ramp have been installed; • The Monon Greenway has been refreshed with a top layer of asphalt to address construction related damage. B. Special Committees Encroachment Committee: Sue Dillon reported that the committee met at 6:15 p.m. prior to the Park Board meeting and considered and agreed on a plan of action consistent with the action taken at the White River Park and summarized the plan to include an updated survey, a post survey on site inspection and letters sent regarding each resident's actions. The committee will meet prior to the December 11th meeting at a time to be announced in the Open Door Notice. VI. ACTION ITEMS A. Minutes — Pattie Chester October 23, 2007 Regular Park Board Meeting Minutes were approved as presented. (Chester, Tolson C -Un). B. Financial Reports — Jim Engledow Financial Reports were accepted as presented after a brief discussion regarding year to date expenditures, transfer and encumbrance actions. (Engledow, Ketterman C -Un). C. Claims — Jim Engledow 1. Claim Sheet November 13, 2007 was approved (Engledow, Shapiro C -Un) with the following comments: a. A Kostrzewa and M Klitzing explained that unlike the regular contribution required of private industry, the Park Board pays workforce development claims arising from a specific incident. b. M Westermeier explained that the Duke Energy charges had decreased with the closure of the outdoor water park. 2. Park Bond Claim Sheet November 13, 2007 was approved as presented after J Engledow inquired about contingency status. (Engledow, Shapiro 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 (Shapiro, Ketterman, C -Un): RECEIVED AS DATE POSTED AMOUNT RECEIVED FROM FOR FUND Gift 10-26-07 0 $ 250.00 Custom Cast Stone Arbor Day 2008 E. Consideration of Term Extension for NIFS Agreement — Michael Klitzing As discussed at the October 23`d meeting, staff has completed evaluation of the performance of the services (providing group fitness classes at The Monon Center) provided by the National Institute of Fitness and Sport ( "NIFS ") pursuant to the Agreement for Group Fitness Services ( "NIFS "), which terminates on December 31, 2007 unless extended by the Park Board pursuant to Section 6 of the Agreement. Michael next explained the process by which staff evaluated the availability of fitness and sport class instructors on the open market and found sufficient qualified instructors who are willing and available to instruct classes. After Michael reminded the Board about the reasons for 3 seeking services to be provided by NIFS and given the rationale provided in the handout (See Appendix D), he recommended that the Park Board not extend the contract that terminates automatically on December 31, 2007 and instead, hire qualified employees to provide the instruction. He next addressed J Engledow's concern about the affect on Performa given the heavy workload already facing park staff and confirmed that park staff is already scheduling programs and expected little increase in responsibilities. He also explained the logic about hiring service providers as employees given the amount of supervision and management required for the positions as well as an individual independent contractor's challenge to meet insurance and indemnification requirements. The Board agreed that Michael notify NIFS about the intention not to renew the contract term and to hire the needed qualified employees. (Dutcher, Tolson C -Un.) F. Consideration of Sponsorship Agreement with St. Vincent's — Michael Klitzing A revised Sponsorship Agreement proposal will soon be delivered to St. Vincent Carmel Hospital for review and response. The article in the newspaper was premature and staff received an apology for such. No action was requested or taken. G. Determination of the Process for Purchase of Lawn Maintenance Services — Mark Westermeier and Deb Grisham Mark referred to the Board packet cover sheet explanation and the process choices available to enter into a contract for services. He reported his experience with Mr. B's Lawn Maintenance Inc. for lawn mowing and trimming and Mr. B's Lawn Care for bush hog services, to be beyond criticism. He described the service providers as flexible and dependable with competitive pricing. He complimented the integrity of the owners and their willingness to respect the needs and wishes of park staff as the need for the services is weather dependent. He noted the exemplary service provided over the years and recommended that the Board authorize him to negotiate a contract for services with Mr. B's Lawn Maintenance Inc. for mowing and trimming and with Mr. B's Lawn Care for bush hog services all as allowed by applicable Indiana law and the Park Board's purchasing rules manual rather than to use the RFP or Bid process that is not required. The Board agreed that Mark should use the negotiation method with the recommended providers for the services as presented. (Engledow, Shapiro C -Un.) H. Consideration of quotes for repairs on the Administrative Office Building— Mark Westermeier Mark referred the Park Board to the legal requirements followed to obtain the quotes as set forth on the Board packet cover sheet as well as the list of the repairs. He next addressed the lack of success in obtaining lump sum quotes due to the contractors' concerns about unknown conditions. He explained that he addressed this matter with Deb Grisham and as the expected cost is well under the $25,000 limit by which quotes can be accepted via phone or fax, they agreed that he could seek an hourly rate with a not to exceed maximum of $3,500.00. After examining all quotes, he recommended acceptance of the $50.00 hourly rate quote from Home Zone Handyman Service with a $3,500.00 cap and authorization to enter into a contract to such effect. The Board agreed to accept the most responsible and responsive quote from Home Zone Handyman Services for repair services to the Administrative Office building in an amount not to exceed $3,500.00 and to enter into a contract for the same. (Ketterman, Engledow C -Un.) I. Consideration of quotes for repair /replacement of windows on the Administrative Office Building— Mark Westermeier Mark referred the Park Board to the legal requirements followed to obtain the quotes as set forth on the Board packet cover sheet as well as the description of the windows requiring replacement and sill repair. He next addressed the lack of responsiveness of the low quote of $5,900.00 received from Surber's (of Anderson, IN) for fiberglass replacement windows that do not match the building's existing windows requiring new interior woodwork, the price of which was not included in the quote. The next lowest quote, in the amount of 6,319.73 from Townsend Glass Co. (of Westfield, IN), are for replacement windows consistent with existing windows and includes the reuse of existing interior woodwork within the quote. Mark recommended that the Board find the Surber quote to be non- responsive and to accept the quote from Townsend Glass Co. as the lowest responsible, responsive quote and to authorize a contract with it. The Board first found the quote from Surber's to be non- responsive to specifications for failure to provide a quote on replacement windows comparable and consistent with existing windows. (Ketterman, Chester C -Un.) The Board next accepted as the most 4 responsible and responsive quote from Townsend Glass Co. for window repairs and replacements at the Administrative Office building in an amount not to exceed $6,319.73 and authorized a contract with it. (Ketterman, Chester C -Un.) J. Consideration of quotes for painting of the Administrative Office Building— Mark Westermeier Mark referred the Park Board to the legal requirements followed to obtain the quotes as set forth on the Board packet cover sheet as well as the list of the work involved in the preparation and painting of the Administrative Office Building and recommended acceptance of the quote from Johnson Home Services, Inc. in the amount of $4,785.00 as the lowest responsible, responsive quote. The Board accepted the most responsible and responsive quote from Johnson Horne Services, Inc. in the amount of $4,785.00 for preparation and painting of the Administrative Office building and authorized a contract with it. (Engledow, Tolson C -Un.) K. Consideration of quotes for repairs of the Meeting House Roof— Mark Westermeier Mark referred the Park Board to the legal requirements followed to obtain the quotes as set forth on the Board packet cover sheet. After examining all quotes, he recommended acceptance of the quote from Rainout Roofing in the amount of $1,714.32 as the lowest responsible, responsive quote. The Board accepted the most responsible and responsive quote from Rainout Roofing in the amount of $1,714.32 for roof repair of the Meeting House Roof and authorized a contract with it. (Dutcher, Tolson C -Un.) L. Central Park Matters — Mark Westermeier and Michael Klitzinq No item was presented for action of the Board. A status report follows in the Director's Report. 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 Reported that Mrs. Jill Perelman is considering an early closing on the 35 acres under the Lease purchase agreement which would allow the Park Board to save approximately $40,000.00 in interest. An early January timeframe is targeted and would require the Park Board to consider and pass a resolution with joint closing instructions to the Title Company to which the original executed closing documents were entrusted as the time of the initial lease purchase closing. VII. Director's Report — Mark Westermeier reported the following and showed pictures for many: a. Priority Recommendations for Central Park with pricing estimates: • Improvement of designed trails on the east side of the park: ■ from Westfield Blvd into the park ($78,000.00); ■ Improvement of the Interurban Trail ($89,000.00). The bridge over creek is approx 100 years old, but The Schneider Corporation engineers consider it to be in sufficiently good condition to support a pedestrian asphalt trail, recommending that approximately 2 feet of surface along the trail be removed to the ballast, thereby widening the surface sufficiently for improvement of the trail. • Skate park path that has developed with use ($9,000.00); Additional identical (except for color) plunge slide to be placed next to the current slide in the Deep Water Pool ($27,000.00); • Service road turnaround and dumpster and screening at rear of west building to be improved to accommodate necessary vehicles and screened dumpster; • Aquatics entry fencing to be repositioned to address user flow and operational concerns identified last summer including allowance for bus parking, and passenger access ($19,000.00); • Filter building addition to accommodate lifeguard use which the Board acknowledged would require architectural design work ($310,000); • Parking, shelter and playground near the College Street entry on the western meadow south of Central Park Drive West; • Parking ($145,000); • Shelter ($520,000); • Playground ($450,000.00); 5 • 111th St. roundabout widening to allow more room for buses and other large vehicles ($150,000.00); • Additional shelter and parking on the east side of the park: • Shelter ($200,000.00); • Parking ($75,000.00); • Super flush slide ($850.000.00). b. West Park Projects Status: • Restroom punch list completion; • John South drainage plan is in the works; and • Barn removed and old house filled in. c. Founders Projects Status: • Wetlands have been located outside of the construction limits; • Additional water filtration required by storm water management which The Schneider Corporation is addressing with City of Carmel Engineering; and • Construction documents expected in 3 to 4 weeks. d. Hazel Landing Projects Status: Consultants are working on the placement of north trail connecting to Hazel Dell Parkway through a recreation easement; There has been agreement regarding the relocation of the entry road over Carmel utility land immediately south of the park; and On site meeting and walk of locations is scheduled for 11/14/07. e. Central Park Projects Status: • Additional parking areas have been completed; • Monon resurfaced in areas damages during construction; • Bridge anti - graffiti stain applied; and • Fish stocking scheduled this month by DNR. IX. Discussion Items — Sue Dillon reported the following winter Board and Staff Projects • Board manual update; • Policy Collation; • Standing Committees review; • Endowment changes. Sue Dillon mentioned that she is working through the endowment questions and that Audrey Stehle is planning to attend the December meeting. X. Information Items A. Plan Commission. Sally Shapiro: Sally distributed the latest marked draft of the proposal for the Monon Overlay Zone and she walked the Board through provisions that she thought would be of particular interest and asked them to review it. Mark mentioned that he has been involved in the creation process and expressed concern that parks do not want to be involved in the urban planning business. He believed his focus to include preservation, limited access and avoiding weird designs. He reported that the utility easement within the Monon right of way north of Carmel Drive would preclude the creation of a tree canopy. B. School Board. Joe Miller: Redistricting review has started and is generating lots of interest. XI. Board Comments. None. XII. ADJOURNMENT A motion was made to adjourn at approximately 10:05 p.m. (Ketterman, Shapiro C -Un). Signature: / Date: -7 /0 7 Signature: ,g�z�, ., Date: /1 — ? — U 7 6