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HomeMy WebLinkAboutCCPR-09-25-07(Approved: /v - 9 "Q i ) CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting September 25, 2007, 6:00 P.M. The Monon Center East 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Rosensteele S Dillon A Kostrzewa S Shapiro (arrived 6:40) M Westermeier D Dutcher M Klitzing J Engledow D Grisham Tim Tolson Tonya Lopez P Chester J Ketterman J Miller I. ROLL CALL II. CALL TO ORDER The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:00 p.m. on September 25, 2007 pursuant to notice. Vice President James Rosensteele, in the absence of President Susannah Dillon, asked Secretary Pattie Chester to take the roll. Board members present other than J Rosensteele and P Chester included J Engledow, J Ketterman, D Dutcher T Tolson, J Miller and S Shapiro. President Dillon was absent. Having confirmed the presence of a quorum, J Rosensteele 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 September 11, 2007 Regular Park Board Meeting Minutes were approved as amended (Chester, Tolson C -Un) with the following changes: 1. page 2, VA6, 3`d bullet: "sand shower" replaced with "shower in the sand area "; 2. page 4, VE1: "foundation" replaced with "endowment" (see Attorney report for additional discussion); and 3. page 5, IX, 3rd bullet: reference to "Indianapolis Star" replaced with "a local newspaper ". B. Claims - Jim Engledow 1. Claim Sheet September 25, 2007 was approved with the exception that the Park Director is given the authority to withhold actual payment to Brentag to address outstanding issues (Dutcher, Shapiro C -Un) and after the following comments and clarifications: • A Kostrzewa agreed that one of the two (2) Firestone entries on 9 -17 -07 should not be taken from the lease line; • M Westermeier explained that while he will review the paperwork on this particular claim to be able to answer J Engledow's question regarding the Shindler elevator payment, there are reasons for repairs that are not under warranty. 1 • A Kostrzewa explained that the cell phone payment to C Broderick was for overage charges attributed to the use of her personal cell phone on park related business. D Dutcher shared his understanding that a recent IRS ruling linked company issued cell phones to taxable benefits and asked if the Park Department was accounting for such. Mark stated that he would talk with Lynn Russell to have her investigate. • Audrey and Mark explained J Ketterman's question about the cleaning arrangement with Sparkling Image to be a regularly scheduled deep cleaning which is supplemented by staff cleanings. • Audrey agreed to confirm her initial explanation regarding the lack of an August Vectren payment as having been entered under a different title which affects the report's alphabetical listing. • To answer S Shapiro's question regarding the utility and other expenses associated with the Perelman house, Mark reported that while the electricity is on, S Dillon had asked that the water be turned off which concerned him about the pipes. He noted that Sue had initiated extra staff cleanup projects regarding the grounds. 2. Park Bond Claim Sheet September 25, 2007 was approved as presented. (Engledow, Shapiro C -Un). C. West Park Public Construction Project. Mark reported that quotes were obtained pursuant the new law for projects expected to cost less than $25,000. He explained that the Work was to begin infrastructure improvements on the 5 acre tract formerly owned by the Riley family which improvements include the razing and removal of the unimproved barn, removal of the debris from the former residence and backfilling of the basement hole with on -site dirt and seeding the backfilled area. Asked about the discrepancy between one of the three quoters, Mark reported that the lowest quoters had met with Todd Snyder on site to discuss and understand the project while the highest quoter did not. After more discussion, the Board accepted the staff recommendation to accept the lowest responsible and responsive quote of $7,960.00 by McKnight Demolition, Inc. and to award to such company a public works contract with the Park Board. (Engledow, Shapiro C -Un) Thereafter, the Board authorized the Park Director and the Park Board attorney to prepare and present a public works contract to McKnight Demolition, Inc. and authorized the appropriate officers of the Park Board to negotiate terms, if necessary, and execute such contract. (Shapiro, Chester C -Un). D. Administration and Maintenance Office Paving Project. Mark reported that with the Board's approval at its last meeting, the paving project was quoted pursuant to Indiana Code 36- 1 -12 -5 for projects expected to cost less than $50,000. He reminded the Board that the Project includes repair and installation of parking lots, driveways and drives to benefit the use of the two offices as well as an ADA accessible front entry sidewalk to the Administration Building. He reported that a meeting open to the public was convened at 1:31 this afternoon to open the one (1) quote that was received and recommended acceptance of the quote of $42,222.30 from Delello & Sons Asphalt Paving, Inc. as the lowest responsible and responsive quote. After an opportunity to review the quote, the Board accepted staff's recommendation to accept the lowest responsible and responsive quote of $42,222.30 from Delello & Sons Asphalt Paving, Inc., and to award to such company a public works contract with the Park Board (Ketterman, Shapiro C -Un). Thereafter, the Board authorized the Park Director and the Park Board attorney to prepare and present a public works contract to Delello & Sons Asphalt Paving, Inc., and authorized the appropriate officers of the Park Board to negotiate terms, if necessary, and execute such contract. (Ketterman, Shapiro C -Un). E. Conflict of Interest Disclosure. Mark Westermeier disclosed the changed employment circumstances of his dependent daughter, Emily Westermeier, from that disclosed last spring to be as follows: Emily continues to be authorized to work in the ESE program at $9.00 an hour though she has not worked in that capacity since the end of the 2006 -2007 school year he is uncertain whether she will be scheduled for any such work. Due to promotions and across the board pay increases during her employment at the Monon Center Aqua Park, Emily started to receive $9.00 an hour on July 1, 2007, $10.00 an hour on July 6, 2007 and $11.00 per hour starting on September 8, 2007. After some discussion regarding the payment of positions which would be referred to the new 2 Human Resources Administrator and unrelated to the consideration of the acceptance of M Westermeier's disclosure, the Board accepted the disclosure. (Shapiro, Ketterman C -Un). F. Central Park Matters— M Westermeier reported that he had worked with IDEM officials and JF New to address the delinquency notice received from IDEM regarding the Central Park wetland reporting requirement. He confirmed that IDEM's records did not reflect the planting schedule changes that should have negated the need to file a report prior to the end of 2007. In reviewing the matter, Mark determined that it would save time and money to have JF New prepare the initial report according to IDEM's request and has learned that the monitoring resulted in a very favorable report on the condition of the wetlands. J Engledow offered his discussion with Mark Hartman regarding JF New's professionalism and responsiveness which confirmed for Jim that JF New is a very appropriate consultant with which to contract for this service despite their involvement with the wetland planting as a Becker subcontractor. Mark offered that while Earthsource out of Ft. Wayne had monitored the West Park wetland area, the good working relationship with JF New, their familiarity with the wetlands, their proximity to the project site and benefit in responding quickly to IDEM as requested caused him to use JF New for the initial report. Mark explained that "as- builts" are documents which show what and where improvements were actually placed which he expected to have received from the Construction Manager last week. After the Board received a recommendation to approve a professional services agreement with JF New to assist the Board with the state monitoring requirements consistent with the Park Board's purchasing rules, the Board approved a multi -year arrangement with JFNew to provide wetland monitoring and written reports as required by the State of Indiana and on terms and conditions acceptable to JFNew, the Park Department Director and the Park Board President in accordance with Indiana law. (Ketterman, Tolson C -Un). The Board also delegated to the Park Department Director, the Park Board President and the Park Board Attorney the authority to negotiate and execute such an agreement. (Tolson, Chester C -Un). a. Other Matters related to Central Park: i. The Monon Center Chillers. Mark reported that staff was required to use sprinklers on the rooftop chillers to keep them from overheating and shutting down. The CM is investigating this matter. ii. Indoor Pool Emissions. Mark received a report prior to the meeting which revealed the following: 1. a settings deletion attributed to an electricity loss that may have caused heater failure within the Dectron units; 2. a lack of connection between the units and the Lutron system (different management system from the HAL system); 3. a positive pressure in the pool area which was designed for negative pressure; 4. 3 parts per million of chlorine should not trigger the emissions issue on which the OSHA complaint was based; 5. Comprehensive staff training is needed. iii. Seeding occurred last week; iv. He could not confirm the bridge staining status. IV. Attorney's Report — Debra Grisham A. Tort Claims: No Report. B. General: No Report other than an explanation as to why the "Park Endowment" agreement was not distributed to the Board. The fund was created by two people with the understanding that the creators and the start up amounts donated would be kept confidential and Deb had received approval from only 1 of the 2 people prior to the meeting. V. Discussion Items — Board Members A. Operation Hours Change. J Ketterman advised the Board the pool now closes at 7:00 p.m. Mark explained that the use did not justify the cost of required lifeguards and noted that the pool hours are the only ones that have changed. B. Snack Bar. J Ketterman noted her surprise that the indoor concession was not open. S Shapiro recalled that the concession would be closed while the cafe was open. 3 C. Computer Challenges. J Ketterman noted her concern regarding the lack of multi tasking computers and personnel and described her experience with a cash transaction that required others to wait before they could enter the fitness center. Mark agreed to look into the matter. D. Fitness Office. S Shapiro asked about the possibility of decorating the fitness manger's office which looks like a bare storage room and could negatively impact productivity. Mark assured the Board that the room was designed as an office. E. Staff Presence at Board Meetings. J Ketterman suggested that it may be helpful for C Broderick to attend Board meetings. F. NRPA Conference. Mark summarized the program offerings and the professional consultants' reception to which it appeared that Dan was inadvertently not invited. G. No Smoking Waiver. S Shapiro asked about the possibility of a waiver during banquet events for outdoor smoking. Mark deferred to Park Board action given the System -wide Smoke Free Policy and rule. D Grisham reported that she is preparing a comprehensive rule revision for near future review and consideration which may be a good time to discuss that topic. VI. Board Comments. a. Duke Energy. J Engledow reported that Duke Energy was not far from crossing the Monon Greenway with its 75 foot wide swath that it is clearing for utility use; he predicted that the Monon Trail may need to be closed as they pass through there. b. Website improvements. J Engledow and P Chester noted and expressed appreciation for the website improvements. Mark reported that he had a meeting scheduled Friday morning to discuss the challenges with a software company for a possible design fix. XII. Adjournment A motion was made to adjourn at approximately 7:08 p.m. (Tolson, Shapiro C -Un). Signature: P Ck'�'C` Date: 10/v5 /0 Signature: CSam Date: 10 —01-07 4