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HomeMy WebLinkAboutCCPR-08-14-07(Approved: vs f 6 Q007) CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting August 14, 2007, 7:00 P.M. The Monon Center West 1195 Central Park Drive West CARMEL, IN 46032 MEMBER ATTENDEES J Rosensteele P Chester J Miller (arrived 7:10) D Dutcher S Dillon T Tolson J Ketterman S Shapiro J Engledow ROLL CALL MEMBER ABSENTEES OTHERS A Kostrzewa M Westermeier M Klitzing D Grisham J Hagan Tonya Lopez — Star -News 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 August 14, 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, S Shapiro, D Dutcher ,J Ketterman, J Engledow and J Miller, who 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. STAFF REPORTS — None. IV. 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 July 30th CPPMC meeting: Site Issues: • Committee action on CWOs totaling $233,995.75 was presented. • Since the meeting, JJR conducted an outdoor landscape punch list walkthrough; all areas around the building will be reseeded by September of 2007; 2006 Fall seed considered to be doing well. Weather is driving a Spring 2008 completion for all unplanted landscape material. 1 J Engledow suggested that all dead material be removed as soon as possible. JJR completed the site analysis; no thistle was discovered and the wetlands look great. As soon as Becker leaves the site, parking lot expansion can commence. • Discovery of a non functioning valve may be responsible for some other issues; its design will be reviewed. • A gate is being considered to close off the service drive to keep unauthorized vehicles from using it to find a way to the east side of the Monon Greenway. Aqua Park issues: • A resolution for the hard -to -push button in the shower area is ongoing; S Dillon reported that sand is hiding in clothing and even with a fix, it will continue to spread beyond the play area and the showers. • Turnstiles may have met the specifications but do not perform as needed. • Paint in pools will be repaired under warranty. B. Special Committees 1. Encroachment Committee: Michael Klitzing: No report. V. ACTION ITEMS A. Minutes — Pattie Chester July 24, 2007 Regular Park Board Meeting Minutes were approved as presented. (Chester, Ketterman C -Un). B. Financial Reports — Jim Engledow The Board accepted the Financial Reports as presented. (Engledow, Chester C -Un). In response to J Engledow's request for an analysis of expenses, Mark explained that it may be as late as October before utility cost trends are available due to uncaptured savings and credits, noting that Duke is the largest utility cost to date. He added that a system lag, warranty claims and other costs contribute to the "too early to tell" answer. M Klitzing explained that utility projections were based on proforma projections which anticipated a January public use date. C. Claims — Jim Engledow 1. Claim Sheet July 10, 2007 was approved (Engledow, Shapiro C -Un) with the following clarifications and comments: a. While some classes were downsized, refunds from camps and programs are being tracked to review reasons and thereby identify any needed changes; b. A pass transfer is the terminology used to describe a move from 1 class type to another. c. A Kostrzewa will review the two separate $90.00 entries for Cecil Stonebraker on 7 -15- 07 to confirm that the dual entry was intended and not unintentionally duplicated. 2. Park Bond Claim Sheet July 10, 2007 was approved as presented (Rosensteele, Chester, C -Un). Mark explained that 3 of the 4 ford trucks were factory equipped with snow plow accessories thereby explaining their cost difference from the one without. D. Acceptance and or acknowledgment of Monies Received — Audrey Kostrzewa Audrey reported that the following donations /gifts were received which the Board accepted (Dutcher, Rosensteele, C -Un): RECEIVED AS DATE POSTED AMOUNT RECEIVED FROM FOR FUND Gift 7/6/07 853 $350.00 Cheryl Hahn, Book Club Sisters, Hahms & Hindman Commemorative Tree Gift 7 -26 -07 853 $136.40 Flowing Well drop box Park Maintenance 2 Audrey reported that the Flowing Well coin collection box that has been at Flowing Well for quite some time has been removed to eliminate the need to handle dirty currency. S Shapiro suggested the placement of preaddressed envelopes at the park to encourage continued contributions. E. Founders Park 1. Consideration of Construction Documents — M Westermeier, Nola Albrecht and Michael Krosschell. M Krosschell introduced himself as a Landscape Architect with The Schneider Corporation and that he was present to answer any questions regarding the Founders Park construction plans. (N Albrecht was not able to attend.) He summarized the steering committee validation process and reported that the committee recommended a combined restroom and enclosed shelter in lieu of the separate restroom and open air shelter. He explained that the shelter was moved to accommodate the natural grade to effect cost savings in the development process as well as the settling process. While it would be cost efficient if the plumbing can be sized and installed this fall, Schneider can leave a building pad for Spring development if the Board is not yet certain about what it wants in the form of a building. S Dillon reminded the Board that the Steering Committee is advisory only leaving the ultimate decision to the Board after considering its recommendation in light of all factors including the amenities already offered in Central Park and the cost of adding more program space as well as the need to develop West Park. Mark reported that while MIG, the Strategic Master Plan Consultant, noted in its findings that there is no "community park" on the east side of Keystone Avenue, the report is not completed. Until that report is finished and until Central Park is out of its startup mode, he recommended a stand alone restroom and a building pad,to accommodate a future shelter, whether open or enclosed. As regards the cost of an enclosed shelter with restrooms, he stated that he was uncertain whether the funding was sufficient without foregoing some other projects. D Dutcher promoted the "usable fields" objective and agreed with P Chester that an effective shelter option should be considered now. M Croshell noted that flipping the location of the building pad and the restrooms makes sense with regard to such an objective and that a small shelter would not be expensive. He offered to work on several location options and come back to the Board in 2 weeks at the next meeting on August 28th with some rough shelter images and locations. He agreed with S Dillon's suggestion that he coordinate with J Duffy of the Carmel Water Utility department. No action was taken although the consensus of the Board was in agreement with M Croshell's suggestion. 2. Consideration of Amendment to Professional Services Agreement. D Grisham reported that the professional services agreement with The Schneider Corporation for the provision of engineering and architectural services regarding development of Founder's Park provided for expiration of its current Term on September 1, 2007. She recommended extending the Term through December 31, 2008 as The Schneider Corporation has determined that completion by that time is reasonably anticipated for both Phase I (infrastructure work comprised of earthwork and utility work) and Phase II (parking lots, 2 competition rugby /lacrosse fields, a restroom facility, a floating boardwalk and trail system). After it was assured that the compensation was not increased, the Board approved the provided Amendment by which the Term of the Professional Services Agreement with The Schneider Corporation was extended through December 31, 2008. (Tolson, Chester C -Un). 3. Other. Playground Equipment. M Westermeier reported that the playground equipment that he had mentioned to the Board at the last meeting was not at a point where he was ready to present it as he received a description that was significantly different than what he had expected after his conversations with various folks. He also had no answer with regard to ADA accessibility. F. Common Construction Wage Committee Appointments — Deb Grisham Deb summarized the common construction wage law that requires the creation of a committee for the determination of the Common Construction Wage as a minimum wage for payment on public projects with a projected cost of $150,000 or more. She explained that Founders Park development and the Hazel Landing Park development (if the construction drawings can be ready within the Founder's Park timeline) would fit this requirement and referred them to the explanation of the law in the cover sheet provided in the Board packet. Regarding the Park Board appointments, she reported 3 that Chris LaFever of LaFever Electric is willing to serve as the industry representative and that Steve Pittman and David Lambdin are each willing to serve as the taxpayer representative. She confirmed that the Hamilton County Commissioners appointed Ray Roehling on 8- 13 -07. After some discussion and no further nominations, the Board passed the following motion: "I move that the Board appoint to the Common Construction Wage Committee for public works projects costing $150,000 or more that are to be let by the Park Board in 2007, Chris LaFever as the industry representative and Steve Pitman as the taxpayer who pays the tax that will be the funding source for the project and resides in the county where the project is located." (Dutcher, Engledow C -Un). G. Resolution 8- 14 -07 -01 regarding Purchasing Rules Manual— Deb Grisham After Deb explained that the State Purchasing law had changed to increase certain purchasing thresholds, she referred the Board members to the marked rules manual and offered to answer any questions. The Park Board first waived the reading of Resolution 8- 14 -07 -01 (Tolson, Rosensteele C -Un) after which it adopted Resolution 8- 14 -07 -01 as presented (Tolson, Chester C -Un). H. Resolution 8- 14 -07 -02 regarding the Rules of Park Operations — Deb Grisham After Deb explained that it is important to establish a rule for consistent treatment of vendors who have obtained vendor permits from the City of Carmel and who are interested in selling their products such as snow cones, ice cream, etc., in Carmel Parks. As it has worked for staff to require such vendors who are interested in selling at Central Park to complete a Special Use Permit application, it is now appropriate for the Board to consider a rule change to Park Rule 14 as set forth in the resolution presented in the Board packet. After some discussion, the Park Board first waived the reading of Resolution 8- 14 -07 -02 (Tolson, Shapiro C -Un) after which it adopted Resolution 8 -14- 07-02 as presented (Tolson, Chester C -Un). I. Central Park Matters — Mark Westermeier and Michael Klitzinq D Grisham referred to the proposed second Amendment to the Agreement with Geupel DeMars Hagerman, LLC for Construction Management services as provided in the Board Packet and explained that while the last amendment included language that anticipated a services completion date to be June 30, 2007, completion is now considered to be after November of 2007 and CM services continue to be necessary to fulfill the contract obligations. M Westermeier reported that the money for this contract extension is in the bond budget, that his goal is to transfer to CCPR responsibility to manage all matters under warranty and that he will give K Forman clear direction of what work the CM is to do and what work the CCPR staff will perform. The Board approved the following motions: "I move that Construction Manager services rendered since July 17, 2007 and through final completion of the Agreement between Owner and Construction Manager, as amended, be paid with a 4% increase in the hourly rate consistent with the terms of such Agreement and that the Park Board attorney provide a letter agreement to the Construction Manager confirming such." (Shapiro, Rosensteele C -Un). "I move that the Director report to the Board at either the second meeting in October or at the first meeting of November 2007, the projected hourly needs for services by some or all of the OR and CM personnel anticipated to be necessary after November, 2007." (Shapiro, Rosensteele C- Un). Attorney's Report - Deb Grisham A. Tort Claims. Deb reported that she was aware of three (3) claims that had been filed: a) a female hit by a chair picked up by the wind, b) a female who had tripped on outside stairs at the north entry of The Monon Center East and c) a male who suffered a head laceration. B. General: After Deb offered to answer any questions that the Board members might have regarding a comprehensive report regarding the creation of a private organization under the IRS, Dan Dutcher explained that because Ice Miller had proposed to provide legal services to form a private organization and his wife is of counsel with the law firm, he recused himself from discussion and left the room. At the Board's request, Deb gave an executive summary and referred the Board to the Benefits and Challenges summary provided in the report and attached as Appendix A. The Board discussed this matter in depth considering among other things, whether the timing is right for formation, whether any cost is worth the anticipated benefits, the objectives of creating a not for profit organization, the targeted pool of donors, the experience of other foundations and giving. J Miller suggested that the Director of the Carmel Educational Foundation be contacted for input which J Rosensteele agreed to do. 4 } } In response to J Rosensteele's desire to raise scholarship funds, Michael offered his experience that foundations are more successful at raising capital improvement money rather than scholarship funds. Michael agreed to obtain the number of waivers given for use at The Monon Center and for the Extended School Enrichment program. The Board ultimately delayed any action and requested that Deb invite a person from the Central Indiana Community Foundation to speak at the September 11, 2007 meeting. VI. Director's Report — Mark Westermeier Inlow Park: Trash cans were set on fire and will need to be replaced. Monon South Trailhead: A 911 response call to assist a child locked inside the restroom resulted in use of a Jaws of Life tool requiring replacement of the door. West Park: Completion of the restroom project is expected soon. Budget Meeting: The park department budget meeting was held and Mark has responded to the questions posed by the elected officials. Flowing Well Park: vandalism resulted in broken pipes. Hazel Landing Park: Schmidt is waiting on Martin Marietta regarding trail locations. Monon Trail: • Overlay ordinance refinement continues; Mark is pleased with its direction with the help of J Hagan. • Proposed refreshment of the Monon furnishings and improvements requires a color change; Mark suggested that black be the next choice as the red is not longer available due to fading issues and there is a need to coordinate any new color with the current red fixtures until all are replaced. • Mark Indicated that he would have Craig Flandermeyer of Schmidt Associates review the gates for a lighter weight and maintenance friendly solution as they are sagging from the type of use by Monon users. Personnel Matters: • The Assessment panel is in process for the identification of the Human Resources position and that the next personnel report would hopefully come from the successful candidate; • Lindsay Hollitzer has accepted the marketing coordinator position and will start on August 27, 2007; • The Fitness Coordinator position has been vacated and filled. In response to S Shapiro question about turnover in the Fitness Center, M Klitzing summarized the changes to the Board's satisfaction. MASTER PLAN summary: Michael referred to the report and analysis previously provided to the Board members and presented a summary power point presentation highlighting the focus and the gathered information including population projections and demographics. He explained the recommended classifications for the existing parks "community parks" (Central Park and West Park)," Neighborhood Parks" (Carey Grove Park, Lawrence J. Inlow Park, Lenape Trace Park, Pleasant Grove Park, Meadowlark Park and River heritage Park), "Specific Use Areas" (Flowing Well Park) , "Natural Areas and Greenways ", and "Undeveloped Parks." He was pleased that the park acreage to population ratio was consistent with the recommended national ratios. He noted that further information was identified and is being gathered from the schools and the current focal census will add more current information. While the survey results proved interesting with only a 6% margin of error, it was noted that it was taken prior to the opening of The Monon Center. Trails remain the highest priority from a development and enjoyment standpoint. A favorable response for a nature center requires investigation into what that means as Hamilton County's Cool Creek Park has a wonderful nature center and likewise the phrase "community garden" may not have been understood. J Engledow encouraged staff to provide a copy of the final plan to the elected officials and D Dutcher suggested that it may assist with the tabled comprehensive master plan. Michael mentioned that a capital improvement plan will be needed as well with the site audit results. MIG will return in September for another meeting to pull together all pertinent and updated information so that the Plan can be ready for adoption by the end of 2007. Impact Fees. Mark mentioned that while it is clear that the Carmel Park Impact Fee could be raised, he and Deb are working with the city; Zionsville has been sued over its increased impact fee. 5 IX. Discussion Items None. X. Information Items A. Plan Commission. Sally Shapiro: No Report. B. School Board. Joe Miller: No Report other than the school attendance far exceeded projections. XI. Board Comments: Jim Engledow reported that • the Town of Zionsville purchased a golf course to keep the land green; • The Duke Energy Project may begin after Labor Day; • he was pleased with the fencing between the Monon Greenway and Lake Engledow. • There is a ribbon cutting on Thursday, August 16, at 10:00 a.m. upon the completion of the 116th Street road widening. J Ketterman asked about Aqua Park hours which Michael addressed. XII. ADJOURNMENT A motion was made to adjourn at approximately 9:20 p.m. (Rosensteele, Ketterman C -Un). Signature: Signature: Date: Date: t —' .% — o ? 6