HomeMy WebLinkAboutCCPR-09-11-07(Approved: 9'"ate' D 7 )
CARMEL /CLAY BOARD OF PARKS AND RECREATION
BOARD MEETING MINUTES
Regular Meeting
September 11, 2007, 7:00 P.M.
The Monon Center East
1235 Central Park Drive East
CARMEL, IN 46032
MEMBER ATTENDEES MEMBER ABSENTEES
J Rosensteele
P Chester
J Miller (arrived 7:03)
D Dutcher
S Dillon
T Tolson
J Ketterman (arrived 7:05)
S Shapiro (arrived 7:05)
J Engledow
I. ROLL CALL
OTHERS
A Kostrzewa
M Westermeier
M Klitzing
D Grisham
J Hagan (partial)
Michael Kroschell (partial)
Dana Parker (partial)
Brad Little (partial)
Tony Macklin (partial)
Ron Carter
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 September 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 J Rosensteele, T Tolson, and S Shapiro, D Dutcher, J Ketterman, J Engledow and J Miller. S
Shapiro, J Ketterman and J Miller arrived after the roll call as noted above. No members were 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. AGENDA AMENDMENT— As presentations were scheduled to precede any action listed under Action
Item E entitled "Foundation Presentation" and Action Item H(1) entitled "Central Park, Proliance Energy
regarding the purchase of HVAC natural gas ", the Board approved a motion to amend the agenda to
allow the presenters to present first on the agenda. (Tolson, Rosensteele, C -Un).
a. Foundation Presentation — Brad Little, President of Legacy Fund Community Foundation ( "LFCF "),
and Tony Macklin of Central Indiana Community Foundation ( "CICF ") referred to distributed
materials and answered questions during their respective presentations during which the following
information was shared:
i. the organizational structure of each foundation and described the LFCF as an affiliate of
CICF;
ii. the 2006 summary of Fund Types, Grants by Community and Investment Performance as of
June 30, 2007;
1. the Grant Award committee is well known in the community in its efforts to support
community concerns such as SNAP which promotes alcohol and substance abuse
awareness and Prevail which addresses domestic violence; and
2. the focus on assisting donors with the philanthropy management.
iii. LFCF and CICF provide donor protection, asset investment power and gift Flexibility;
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iv. Pass through accounts which can now be better handled by banks are no longer offered
through LFCF or CICF.
v. Endowment creation requirements ($100,000 deposit), benefits (assisting with charitable
giving strategy, connecting endowments to donors, management, educating on ways to
grow an endowment and reporting services) and fees (1% unless donations are sizable)
were next presented followed by a brief summary of the existing park endowment
established in the early 1990's.
vi. Key role with the Cox gift was explained.
vii. Service and support include:
1. education about how to best utilize and grow foundations;
2. Identify donors with park interests and connect them with CCPR;
3. Review and include with LICF and CICF materials, marketing pieces created by
CCPR; and
4. Program presentations regarding the endowment growth.
After a brief question and answer session, Mr. Macklin offered to provide contacts with some like
situated existing groups whose endowments they support and service. Sue thanked Mr. Little and
Mr. Macklin for their presentation.
b. Proliance Presentation — Dana Parker, account manager for Proliance Energy, a natural gas
marketer, distributed materials to supplement her power point presentation in which she described
her company's unregulated joint venture with Vectren formed in 1996 to focus on the provision of the
following services to (a) commercial and industrial end users (like CCPR with The Monon Center
and Carmel Clay Schools ), (b) municipalities and local distribution companies, and (c) Power
Generators, distribution companies and large end users with a need for structured delivery products.
She explained that Proliance obtains and sells natural gas in bulk reducing the cost to its customers
and distributes the product through its large capacity of pipelines and locally through Vectren's
system. She described 3 types of structured sales:
i. Disciplined Strategy (most conservative);
ii. Performance Strategy (most risk); and
iii. Hybrid which is a combination of 1 and 2 (flexibility for change) and which method Ms.
Parked recommended for CCPR with a projections work sheet reflecting actual and
projected usage at The Monon Center.
Ms. Parker reported that Proliance has contractual relationships with Carmel Clay Schools and the
Plainfield Park Department and offered to answer any questions.
STAFF REPORTS — Michael Klitzing introduced Lindsay Holtejer who started 3 weeks earlier as the
new Marketing Coordinator.
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 the following highlights from the most recent September 10th CPPMC meeting:
• Committee action on $62,517.47 in CWOs, one of which were tabled for further review;
• 52 items are on the building punch list with many items remaining on site punch list;
• No price has been presented on irrigation around the building;
• Williams and Meridian may have resolved Meridian's claim;
• The manufacturer appears to have offered a no cost fix of the energy wall;
• The manufacturer of the shower in the sand play area appears to be interested in providing
user friendly controls;
• The manufacturer of the automatic entry doors is changing the hardware to allow the doors
to open whether or not the handicap mechanism is activated;
• Security fence pricing has not been obtained;
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• Parking lot expansion is expected to start this week;
• ICI damages have not been settled;
• The Architects have addressed the questions regarding handicapped parking spaces;
• Slide hill handrails are to be installed shortly;
• OSHA complaint regarding pool odor emissions identified an issue with a Board of Health
requirement which is being pursued for resolution;
• Lazy River walkway will be addressed by K Forman this week;
• OR deliverables are expected by the end of September;
• Architect As- Builts are expected this week;
• Wetlands report delinquency notice likely resulted from installation delays which were not
communicated to the appropriate folks; and
• Anti graffiti coating has been test coated on the bridge and is expected to darken the bridge.
B. Special Committees
1. Encroachment Committee: Michael Klitzing: No report.
VI. ACTION ITEMS
A. Minutes — Pattie Chester
August 28, 2007 Regular Park Board Meeting Minutes were approved with 2 minor corrections.
(Chester, Rosensteele C -Un).
B. Financial Reports — Jim Engledow
The Board accepted the Financial Reports as presented. (Engledow, Tolson C -Un).
C. Claims — Jim Engledow
1. Claim Sheet September 11, 2007 was approved (Engledow, Shapiro C -Un) with the
following comments:
a. The Electric bills for The Monon Center seem even;
b. M Westermeier explained that while the proforma did not reflect the electric bills at the
level at which they have come in over the last several months of operation, the expected
credits have not been applied. Until there is usable usage history and the credits are
determined, it is too early to project the electric costs.
2. Park Bond Claim Sheet September 11, 2007 was approved as presented (Engledow,
Shapiro C -Un).
D. Acceptance and or acknowledgment of Monies Received — Audrey Kostrzewa
Audrey reported that the following donations /gifts were received which the Board accepted
(Dutcher, Shapiro, C -Un):
RECEIVED
AS
DATE POSTED
AMOUNT
RECEIVED FROM
FOR
FUND
Gift
8/80/07
$50.00
Trailing Arbutus Club
2008 Arbor Day Trees
Gift
8 853 7
$25.00
Calvin W. Hicks
Park Maintenance
Audrey reported that removal of the Flowing Well coin collection box did not deter Mr. Hicks from
making the aforementioned donation.
E. Foundation Presentation
The Board had a lengthy discussion about the presentation noted earlier in the minutes. After
seeking the opinion from Ron Carter that he could foresee no objection from city officials about the
formation of a Carmel Park foundation, acknowledging that investigation (discussion with key folks
like Lori Burning who are involved in local foundations) had not been completed and the importance
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of stabilizing funding for maintenance concerns, several members concluded that the timing may not
be right to pursue a CCPR foundation given a variety of factors such as the challenge of sufficiently
distinguishing the park department from the park foundation. The consensus of the Board members
was to have D Grisham confirm the existing park endowment's restrictions as well as all levels of
assistance that the Legacy Fund and CICF staff could provide such as:
1. Provide materials and meet with Board and staff to educate them about how they can best
utilize and grow the endowment;
2. Connect CCPR with donors and assist with presentation of CCPR objectives;
3. Review and comment on proposed marketing pieces created by CCPR;
4. Include CCPR endowment marketing pieces with applicable LF and CICF materials; and
5. Invite key members of the Board and staff to attend a program regarding the growth of
endowments.
Deb will forward other endowment contacts to J Rosensteele for further investigation and include in
the next Board packet a copy of the current endowment agreement.
F. Cash Drawer Resolution — Audrey Kostrzewa
Audrey summarized the history of the creation of the cash drawer fund pursuant to Resolution 4 -24-
07-01 and the increase in the fund pursuant to Resolution 6- 12 -07 -01 in response to the high volume
demand experienced with the operation of outdoor aquatics and other startup operations at The
Monon Center. She explained that the closure of the outdoor aqua park warrants a decrease in the
amount of cash necessary to operate The Monon Center. After the Board waived the reading of
Resolution 9- 11- 07 -01, (Tolson, Chester, C -Un), it unanimously approved it. (Tolson, Chester, C-
Un).
G. West Park Construction Contract— Mark Westermeier
Mark explained that while quotes had been received, there was a question regarding the
responsiveness and asked that this matter be tabled until the Park Board's next meeting on 9- 25 -07.
(Shapiro, Engledow C -Un).
H. Central Park Matters — Mark Westermeier and Michael Klitzinq
After some discussion and Mark's recommendation to proceed with the purchase of natural gas
through one of the methods described by Ms. Parker, the Board approved a motion to authorize the
CCPR staff and the Park Board attorney to pursue a written agreement with ProLiance which the
Board can consider for approval. (Rosensteele, Shapiro C -Un).
I. Administrative Office Improvements — Mark Westermeier (Action Item added to the Agenda
(Shapiro, Chester C -Un)).
Mark described the proposed hard surface improvements to the administrative office complex which
he believed would be less than $50,000 enabling the Park Board to utilize the quotation method
available under Indiana law. The improvements included:
a. a driveway and parking lot in front of the Park Administrative offices;
b. an ADA accessible sidewalk leading up to the front entrance of the office;
c. a parking lot in the back of the office;
d. the connector driveway from the Administrative office to the maintenance office; and
e. a more appropriate driveway connection from the maintenance office onto 116th Street.
After some discussion, the Board approved the pursuit of quotes by which to improve the
Administrative office and maintenance offices as presented. (Engledow, 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: Deb mentioned that a parcel of real estate in the name of Jill Perelman that had been
noticed on Hamilton County's tax sale list was in fact the remainder of the parcel from which Mrs.
Perelman had split the 5 acres that she donated to the Park Board in January of 2006. After the split,
the remainder 2.63 acre tract was assigned a tax identification number without the exemption
classification. Deb explained that she was waiting from confirmation from the County Auditor's office
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about how much if any, tax was in fact due from 2005, payable 2006. Currently, $233.99 was the
amount attributed to unpaid property taxes. Outstanding taxes due from 2005 and payable in 2006
would be due before the tax sale on October 5, 2007. Deb will report at the next meeting.
VII. Director's Report — Mark Westermeier reported the following:
Budget: The 2008 CCPR budget was approved as presented.
Founders Park:
o Together with Ron Carter, Mark met with the HOA of an adjacent neighborhood.
o A picture of Dr. James Dillon Park was shown as an example of the style of shelter that
many expressed a desire to have at Founders Park during the Phase II construction
next year.
Inlow Park: Mark showed a picture of the trash cans that were set on fire which will need to be
replaced; damage to nearby prairie was preliminarily determined to be nominal.
West Park: A punch -list walkthrough is expected the week after next with HVAC training to
follow during the subsequent week.
Administrative Office Improvements: See Action Item V(I) above. Mark also noted the need
to paint the Administrative Offices.
Central Park:
o Pictures of the 200+ dogs and their owners enjoying the outdoor aqua park prior to its
closure for the season were enjoyed.
o Encroachment by neighbors in Guilford Park subdivision had been identified despite
introductory letters and boundary signage that indicated the park boundary line. S Dillon
suggested that this matter be addressed upon her return from vacation. Ron Carter
offered a partnership with the City to address prohibition and enforcement.
IX. Discussion Items
• S Shapiro noted that the outdoor aqua park light timer had not been changed.
• D Dutcher raised the need for pedestrian paths along 116th Street from the intersection at Town
Road to West Park. Mark summarized the history of the ISTEA grant in which CCPR partnered
with Hamilton County, stating that the money allowed only the acquisition of a design and efforts
to transfer its control to the City would necessarily involve the MPO (Metropolitan Planning
Organization). As the matter is currently on J Hagan's task list, Mark agreed to follow up and
report.
• J Engledow expressed concern about the "difficult to navigate" CCPR website. After much
discussion about numerous experiences, a concern that the community does not have adequate
access to program offerings and M Westermeier's assurance that its current status though not
ideal, is not a major proforma concern (as the majority of revenue comes from the aqua park and
sports programs), M Klitzing confirmed that a data base email communicated the current
programs, a weekly section of a local newspaper and a press release was in the works to be
published on Friday. The issue to which many objected was the inability to easily (and without a
password), access the offered programs prior to registration acknowledging that registration
requires a secured site feature. Mark explained that the challenge was the lack of an interface
between the web page and the Rec Trac software which currently requires the use of a
password to access the shopping cart feature. The Board members expressed a desire to
prioritize the matter given the critical objective to positively promote Central Park through the
"front door" webpage to provide essential and expected good service. D Dutcher asked for a
long term resolution plan to be presented within a month. Mark suggested that the answer is to
find a software company that can work with Vermont Systems to create an interface with the Rec
Trac software. A pdf of the brochure will be placed online as soon as possible.
• J Rosensteele and J Ketterman agreed that the Tour de Carmel event was very successful
despite the threatened weather conditions. Mark reported that approximately 1000 people
participated and that this was the first year in which he received no complaints. Michael
complimented the Clay Terrace representatives. The results of the evaluation forms will be
shared as soon as possible.
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X. Information Items
A. Plan Commission. Sally Shapiro: Sally reported that the Monon Overlay was unveiled and
questions were raised concerning the requirement for park personnel to sign off on development
affecting the overlay area.
B. School Board. Joe Miller: Joe reported that the attendance increases brought redistricting into
focus again which impacts the ESE program. He confirmed that he has heard nothing negative about
the ESE program which he considers to be a positive.
XI. Board Comments:
Jim Engledow reported that
• The CCPR signage looks great;
• The Duke Energy Project which will clear a 75' swath is fast approaching;
• His contact regarding the water level at Founders Park reported that he had not previously
witnessed such water decrease in at least the last two decades to which M Westermeier offered the
explanation that the well was drawing down the water.
XII. ADJOURNMENT
A motion was made to adjourn at approximately 9:47 p.m. (Ketterman, Engledow C -Un).
Signature:
Signature:
Date: /o / 4 X0'7
Date: 10 - 4 --0 7
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