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HomeMy WebLinkAboutCCPR-10-09-07(Approved : CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting October 9, 2007, 7:00 P.M. The Monon Center East 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ATTENDEES J Rosensteele P Chester D Dutcher S Dillon T Tolson J Ketterman S Shapiro J Engledow ROLL CALL MEMBER ABSENTEES OTHERS J Miller A Kostrzewa M Westermeier D Grisham Public Officials from Avon and Washington Township in Hendricks County 11. 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 October 9, 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, T Tolson, and S Shapiro, D Dutcher, J Ketterman and J Engledow. J Miller 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 — Public officials from the Town of Avon and Washington Township in Hendricks County attended the meeting to observe the Park Board as they are considering forming an interlocal board; introductions were made. IV. STAFF REPORTS — A Kostrzewa took the opportunity to report answers to the claims questions raised in the prior meeting: • The two (2) Firestone entries on 9 -17 -07 ($388.72 and $148.08), are both to be paid from budget line 4351000 Auto Repairs. One of the items was listed with an incorrect budget line description (Auto lease). • As regards the question about whether the Shindler elevator repair should be covered under warranty, the Schindler invoice attributed the $1,131.13 invoice to vandalism. • The August Vectren claim that seemed to be missing from the 3 -month summary was listed in another area of the claim sheet as " Vectren Energy Delivery" instead of "Vectren. 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. 1 5. Safety Committee: Joan B. Ketterman. No report. 6. Central Park Process Management Committee: Mark Westermeier Mark reported the following highlights from the most recent October 8th CPPMC meeting: • Committee acted on CWO's totaling $188,317.47 (only $27,000± over the current individual placeholders in the budget) 3 of which were tabled for further review and 1 of which was recommended for approval by the Park Board; • A budget review is planned with K Forman, A Kostrzewa, M Klitzing and A Armstrong to confirm what appears to be a higher balance than earlier expected perhaps due to interest earnings; • Williams has presented a proposed resolution regarding the Meridian claim which is being reviewed by the Park Board attorneys; • The manufacturer of the energy wall is due in on Friday; • The manufacturer of the shower in the sand play area will be retrofitting the controls since discovering that the original controls are not ADA compliant; • Investigation into the OSHA complaint regarding pool odor emissions has identified 3 correctable problems: a) the air handling /filtration system referred to as the Dectron System, was not working to allow the intended and necessary air flow; b) The Dectron System was not wired into the building management system based on Meridian's claim that such connection was value engineered out of its design; and c) the County Board of Health was not familiar enough with the ultra violet disinfectant method to waive its standard requirement of 3 parts per million chloramines; a reconsideration of the county board's position is anticipated once a Purdue University - generated paper on the benefits of the new system is shared. • Parking lot expansion is underway; • Lazy River walkway is scheduled to be poured this week; • ICI damages have not been settled; • Handrails at The Monon Center East along the ADA ramp has been shipped from a new manufacturer; • The Owner's Representative delivered 15 of 18 binders of Contractual Deliverables; • Architect As- Builts (CADD Drawings), expected 3 weeks ago, have not been received; • The anti - graffiti coating has not been applied to the bridge. B. Special Committees 1. Encroachment Committee: Jim Engledow reported that the committee met at 6:30 prior to the Park Board's meeting. He reported that it discussed park rule and ordinance violations by homeowners in Guilford Place involving the clearing of trees and vegetation on Central Park Property. After discussing the available legal options, the Committee agreed with Mark's recommendation to meet with the Guildford Park HOA president prior to the committee's next meeting immediately following the 10 -23 -07 Park Board meeting for an update and recommendation for action. VI. ACTION ITEMS A. Minutes — Pattie Chester September 25, 2007 Regular Park Board Meeting Minutes were approved with a few clarifications and typo correction as previously delivered to the Park Board members. (Chester, Rosensteele C -Un). B. Financial Reports — Jim Engledow Given the delay of receiving the Financial Reports, J Engledow moved to table the 10 -9 -07 Financial Reports for action at the October 23, 2007 meeting. (Engledow, Tolson C -Un). C. Claims — Jim Engledow 1. Claim Sheet October 9, 2007 was approved (Engledow, Shapiro C -Un) with the following comments: a. M Westermeier explained that he authorized payment of the Brentag invoices given his review of the facts and circumstances regarding the dispute with the supplier. 2 b. A Kostrzewa confirmed that the claim for the Konica Minolta copier(s) was an annual maintenance charge. c. A Kostrzewa explained that credits for paid returned items are not reflected on the claim sheets but rather tracked on accounts and approved claims for items known to be returned or determined not to be needed are not paid. d. M Westermeier explained that Miller White has provided web site update services. 2. Park Bond Claim Sheet October 9, 2007 was approved as presented (Engledow, Shapiro C -Un). D. Acceptance and or acknowledgment of Monies Received — Audrey Kostrzewa Audrey reported that no donations /gifts were received. E. Park Endowment Matters — Deb Grisham D Grisham deferred to S Dillon who referred to the existing park endowment agreement and asked for comments regarding its current restrictions. She explained that as she and Audrey Stehle had created the endowment, they desired to request that the Legacy Fund amend the agreement so that the Carmel Clay Board of Parks and Recreation is defined as the "Park Board" in the agreement. She added that Mrs. Stehle specifically requested that the fund proceeds not be used for items that could reduce the Park Board Operations Budget. Sue reviewed the 5% annual available limit and D Grisham added that money reinvested in lieu of spending was added to the current available amount. Sue explained that sports equipment was intended to be excluded from purchases allowed under the endowment agreement when D Dutcher asked whether "equipment" was intended to be excluded from items allowed to be purchased with the endowment funds. Sue reported that Liz Tate had agreed that use of the funds for scholarship purposes was considered to be permitted under the current terms. After the discussion concluded, Sue stated that with the consensus of the Board, she will take all steps necessary to arrange an amendment with the Legacy Fund and bring a resolution to the Park Board at its next meeting on October 23, 2007. No formal action of the Board was requested. F. Central Park Matters — Mark Westermeier and Michael Klitzinq M Westermeier reported that Becker Landscape had provided a price of $73,496.00 to install a working irrigation system around The Monon Center. After some discussion and a recommendation to proceed with the purchase from Mark and the CPPMC, the Park Board authorized the Park Department Director, the Park Board President, the Construction Manager and the Park Board Attorney to take all action necessary and appropriate to arrange for the Irrigation Work required by the design drawings produced to address the irrigation needs identified at the Monon Center, at a sum not to exceed $73,496.00 through the change order process with Becker Landscape Contractors, the sum of which the CM has recommended as within the allowable change order limits of the Becker Landscape Contractor's contract allowed by applicable Indiana law. (Ketterman, Shapiro C -Un). 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: No report. VII. Director's Report — Mark Westermeier reported the following: Hazel Landing Park: Referring to overhead projection photos, Mark summarized the discussion with Martin Marietta who owns and controls the conservation easement and an access road to which the City of Carmel Utility Department holds an easement interest. He reported that in exchange for a fence around the mined land, Martin Marietta offered to extend the same access easement to the Park Board for park patrons and to allow walking trails through the conservation easement. Instead, Mark recommended working with the City Utility Department to improve an access road over the Utility owned real estate immediately south of and continuous to Hazel Landing Park which had been acquired after the Utility has received its access easement from Martin Marietta's predecessor and to place all trails on that part of the park in which Martin Marietta had no controlling interest. He agreed to direct Schmidt Associates to avoid mature 3 trees and the wellhead protection area. He confirmed the plan to improve the park with asphalt walking trails and for off leash dog walking. Central Park: o Mark showed photos of the prairie mix areas which many customers consider weeds, complaints about which he received several calls per week. He has instructed the park maintenance staff to mow an edge around the bed to define the area as a prairie. He also showed an example of "Grow, Don't Mow" Signage that will go up in such areas. o Mark next showed a photo of the air gap (part of the grey water system) behind the deep water pool and reported that he is or has been in discussion with the Architects regarding the need to paint and cap it with a mesh cover. o Additional parking lot expansion on the west side was proceeding with asphalt expected to be poured on Thursday or Friday; after bad soil is replaced on the east side, the asphalt will be poured. o In lieu of a service road gate, Mark explained his preference for bollards. IX. Discussion Items - None. X. Information Items A. Plan Commission. Sally Shapiro: No report. B. School Board. Joe Miller: No report as Joe was absent. XI. Board Comments: Sally Shapiro reported that she had picked up and intended to bring CD's of Central Park for those Park Board members who could not attend the Williams tour during the Indiana Park and Recreation Conference. XII. ADJOURNMENT A motion was made to adjourn at approximately 8:00 p.m. (Ketterman, Tolson C -Un). Signature: f C1 1.� �-� ��-�- � Date: /G - - 0 7 Signature: ^ele:c� acc-u ► �� 4C c :QL ,_ Date: % d - .)- 3 - 4