Loading...
HomeMy WebLinkAboutCCPR-10-23-07(Approved: CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting October 23 2007, 6:00 P.M. The Monon Center East 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS S Dillon M Klitzing J Rosensteele A Kostrzewa S Shapiro M Westermeier J Engledow D Grisham Tim Tolson P Chester J Ketterman J Miller (arrived 6:40) D Dutcher (arrived 6:40) I. ROLL CALL I1. CALL TO ORDER The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:05 p.m. on October 23, 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 J Rosensteele, J Engledow, J Ketterman, T Tolson and S Shapiro. D Dutcher and J Miller arrived after the roll call as noted above. Having confirmed the presence of a quorum, President 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. ACTION ITEMS A. Minutes — Pattie Chester October 9, 2007 Regular Park Board Meeting Minutes were approved as amended and distributed prior to the meeting (Chester, Shapiro C -Un) with the following change: 1. Page 2, VA6, 11th bullet: "banker's boxes" replaced with "binders ". B. Financial Reports — Jim Engledow October 9, 2007 Financial Reports. J Engledow noted that it appeared from the reports that revenue exceeded expenses and moved approval. (Engledow, Chester C -Un). C. Claims — Jim Engledow 1. Claim Sheet October 23, 2007 was approved (Engledow, Rosensteele C -Un) with the following comments and clarifications: • M Westermeier explained that Kleenit Group, Inc. currently performed deep cleaning services on a quarterly basis with the goal to have staff perform ongoing cleaning services on a regular basis regarding readily accessible areas, eventually requiring contracted deep cleaning services on a semi annual basis. 1 • M Klitzing explained that with regard to expenses in Lines1046 and 1047, ESE expenses are billed against 1046 while all others are billed against 1047. • J Engledow clarified the purpose of the enclosed trailing 3 month expense summary as a means to track expenses and vendors and not to approve or disapprove claims. • The Board declined M Klitzing's offer to distribute electronically the growing 30+ page trailing summary. 2. Park Bond Claim Sheet October 23, 2007 was approved as revised to total $37,259.95. (Engledow, Shapiro C -Un). D. Consideration of Quotes for the 2008 Seasonal Recreation Guide. Michael referred to the quote summary included in the Board packet and recommended acceptance of UN Communications quote of $36,891.78 [to print and prepare for mailing for each issue] as the lowest responsible responsive quoter for Option 2: 4 -color cover and 4 -color text format. Michael confirmed that the circulation included all residences and businesses with zip codes in Clay Township which included some Indianapolis, Westfield and Zionsville addresses as well as some Carmel addresses outside Clay Township with copies placed at City Hall, the Library, the Chamber, area hospitals and hotels. He reported that the Department ran out of the summer guide so they increased the number to accommodate the anticipated needs and if such proves to be too high, the number will be decreased. After more discussion about the importance of quality and color, the Board accepted the staff recommendation to accept the lowest responsible and responsive quote of $36,891.78 per issue by UN Communications, Inc. and to award to it a contract and authorized the Park Department Director and the Park Board attorney to complete the contracting process and authorized the President of the Park Board to sign a contract with Un Communications, Inc. (Rosensteele, Tolson C -Un). E. Purchase of Vehicles. Mark reported the need to replace 2 vehicles (1998 truck with 98,000 miles, 2000 truck with 89,000 miles) that currently support park maintenance. Such a purchase was anticipated in the 2007 budget. He requested authorization to purchase off the State of Indiana bid list 2, Ford 250's for a total of $46,770.50 which would give the staff the ability to pull trailers loaded with equipment. He explained the budget lines from which he would pay for the vehicles. He next asked for authorization to enter into a [2 year] lease [with an option to purchase] for administrative use, a 5 passenger, 4 door Ford Focus at the state bid list price of $11,993.00. After discussion regarding continued use and disposal options of the older vehicles as well as storage locations, the Board authorized the Park Department Director to purchase the 3 vehicles described in the presentation and recommendation under the special purchasing rules for a total amount not to exceed $58,763.50 plus reasonable and necessary administrative expenses and charges. (Ketterman, Chester C -Un). F. Consideration of Term Extension for the Services Agreement with the National Institute of Fitness and Sport (NIFS). Michael reviewed the reasons that warranted the NIFS services agreement to include a necessary expansion of class instruction for the opening of The Monon Center as well as containing costs consistent with the market and the proforma revenue and cost projections. He next referred the Board to the Action Item Cover Sheet in the Board packet that set forth the provisions containing a requirement for written notice if the NIFS Agreement was to be extended beyond its automatic termination date of December 31, 2007. He explained that as it was premature to make a recommendation, the Board need not take any action tonight. However, he explained that staff is in the process of testing the instructor pool and the market costs as there has been some challenges with the NIFS arrangement: instructors are being switched out more than expected, instructor and NIFS class preparation responsibilities are being confused with park staff responsibilities, some classes require more customization as with the senior exercise class that S Dillon brought to his attention. Michael concluded that he expects to be prepared with a recommendation for action at the November 13th meeting. The action to table this action item was encompassed in the motion recorded under Action Item G below. 2 G. Consideration of Quotes for the Repair of the Administration Office Building. Mark Westermeier asked that this matter and the next item be tabled as the quote process had not been completed as anticipated at the time that the Board packet was assembled. He noted that the process had to be repeated as contractors were concerned about getting stuck with a price even upon discovery of unknown conditions. He had determined after discussion with D Grisham that he would ask for a time and material quote with a cap so that the project would clearly fall under the governing statutory process that he was following. The Board agreed to table this action items F, G and H to be discussed at the November 13, 2007 meeting. (Rosensteele, Shapiro C -Un). H. Consideration of Quotes for the painting of the Administration Office Building. The action to table this action item was encompassed in the motion recorded under Action Item G above. I. Central Park Matters- 1. TBD: ProLiance Energy. Michael Klitzing reported that as the result of research, he and Deb Grisham agree that a conservative approach to a contract for the purchase of natural gas through the futures market should result from a Request for Proposal ( "RFP ") process. He mentioned that the City of Indianapolis was currently using an RFP process for a similar acquisition and that staff had at its disposal the RFP template used for The Monon Center concession management agreement. Unless there was an objection, he reported that the RFP process would be followed. Seeing none, he thanked the Board and noted no other Central Park business that required Board action. 2. Other Matters related to Central Park. i. Indoor Air Quality. Mark reported that all measures identified to correct the problems had been accomplished or are in the process of completion other than a reduction in the County Board of Health chloramines to water ratios. ii. Skate Park Use. Mark reported that in consulting with the police and noting the dramatic increase in vandalism when the skate park is locked, he has stopped locking it. iii. Bridge staining status. Mark will report the status at the next meeting. iv. Roof Leak above the Indoor Track. Mark confirmed that the water leak on the west end of the track is an issue that is being addressed. IV. Attorney's Report — Debra Grisham A. Tort Claims: Deb reported no new claims had been filed of which she is aware. B. General: No Report. V. Discussion Items — Board Members A. Central Park Prioritization. S Dillon advised that it is time to compile the list for prioritization should there be bond money left after all contracts and claims have been paid and all matters reconciled. B. Foundation /Endowment Matters. S Dillon reported that she, Judy Hagan and Deb Grisham had attended the symposium offered by The Legacy Fund and the Central Indiana Community Foundation on October l9`h in the ongoing process to determine whether formation of a foundation is warranted. She was encouraged to discover that she and Audrey Stehle with assistance from an advisory committee may be able to accomplish through the existing endowment what she had thought possible only through formation of a foundation. She concluded that she will be working with Brad Little toward that end and report back. C. Board Policy and Committee Organization Matters. J Miller asked for a status report on the review of a policy assemblage and the overall reorganization effort involving the elimination of at least some standing Board appointed committees. Michael responded that while staff is waiting for Board direction as to the continuation of Board committees, it is moving ahead with a review of the personnel manual through the efforts of Lynn Russell and that he is in the process of assembling all resolutions and policies. D. Avon Officials. S Dillon reported that after the adjournment of the last Park Board meeting, she, Mark and the Park Board officers met with those Avon Officials who attended the October 9, 2007 3 Park Board meeting. She explained that the Avon Officials are exploring the possibility of creating a joint park board through the Interlocal Cooperation Act and had specific practical and operational questions. Sue noted that she was struck by what was discussed that the Carmel Clay community is truly unique. VI. Board Comments. None. XII. Adjournment A motion was made to adjourn at approximately 7:30 p.m. (Ketterman, Rosensteele C -Un). Signature: ii)G02-L-�� Signature: . Date: 11/3 /aoo� Date: 11--13 — 0 ? 4