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HomeMy WebLinkAboutCCPR-07-24-07(Approved: e9-0,- p 7 CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting July 24, 2007, 6:00 P.M. The Monon Center West 1195 Central Park Drive West CARMEL, IN 46032 MEMBER ATTENDEES J Rosensteele T Tolson J Miller (arrived 6:55) J Engledow S Dillon P Chester J Ketterman I. ROLL CALL MEMBER ABSENTEES OTHERS D Dutcher A Kostrzewa S Shapiro M Westermeier M Klitzing D Grisham 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 July 24, 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, T Tolson, J Ketterman and J Miller (who arrived after the call of the roll as noted above). S Shapiro, and D Dutcher 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. ACTION ITEMS A. Minutes — Pattie Chester July 10, 2007 Regular Park Board Meeting Minutes were approved as presented after D Grisham reported the changes made on the draft circulated prior to the meeting. (Chester, Rosensteele C -Un). B. Claims — Jim Engledow 1. Claim Sheet July 24, 2007 was approved (Engledow, Rosensteele C -Un) with the deletion of the duplicate entry of $4,109.76 attributed to Clay Township Regional Waste District after Audrey Kostrzewa confirmed the inadvertent duplication. 2. Park Bond Claim Sheet July 24, 2007 was approved as presented with a note that the date should be July 24, 2207 on the executed claim sheets. (Engledow, Chester C -Un). C. Resolution 7- 10 -07 -01 regarding Personnel Policy Amendment — M Westermeier and M Klitzing Michael asked whether the Park Board's approval of Resolution 7- 10 -07 -01 with a January 1, 2008 effective date for implementation of the overtime compensation, holiday, vacation and sick leave changes, was intended to delay implementation of all changes or only the overtime compensation. The Board members agreed that the delay was intended to apply only to the overtime compensation and unanimously approved the following heading in the first paragraph of Resolution 7- 10- 07 -01: "Chapter 4, Section B, second paragraph (Overtime Compensation): Effective on January 1, 2008. (Tolson, Rosensteele, C -Un). 1 D. Central Park Matters— Mark Westermeier and Michael Klitzing. a. Anti Graffiti Coating for Bridge: M Westermeier explained that the Monon Greenway tunnels had experience repeated graffiti and that the stain on the bridge would be difficult to clean without a coating priced at $14,675.41. The Board unanimously approved a change order for Calumet under its base contract for a sum not to exceed $15,000. (Ketterman, Rosensteele C -Un). b. Parking Spaces: Mark presented plans showing the construction documents prepared by the Architect for additional parking spaces. He explained that while there has been discussion about adding 300± parking spaces, he recommended 160 (88 on the east side of the Monon to serve the Monon Center East and 72 on the west side serving the Monon Center West and the Aqua Park. He suggested that if more parking is determined to be necessary, a material other than asphalt should be considered and requested approval of a change order to the Calumet contract not to exceed $190,000. The Park Board unanimously approved a motion to authorize the Park Department Director, the Park Board President, the Construction Manger and the Park Board attorney to take all action necessary and appropriate to arrange for the Work required by the architectural drawings produced by Williams Architects to add 160 park spaces at Central Park to serve The Monon Center at a sum not to exceed $190,000.00 through the change order process all of which must be within the allowable change order limit as dictated by applicable Indiana law. (Engledow, Rosensteele, C -Un.). IV. Attorney's Report — A. Tort Claims; No report. B. General: No report V. Discussion Items — Board Members 1. Founders Park. Mark displayed a set of plans showing the following changes from prior discussions: a. Linear skate park removed; b. Location of the future building was switched with the founders' recognition area; c. Location of the playground (with neutral color equipment to be shown at the August meeting) was moved due to site conditions with the ADA compatibility question to be answered soon; Mark mentioned that the recommended playground equipment could be purchased under the Park Board's special purchasing rules as the company was willing to waive the shipping charges and install it prior to the NRPA conference in September; d. Location of a true geologic education area composed of natural looking features including natural looking boulders with climbing hand and foot holds was moved closer to the water; and e. The square between the geologic area and the playground needs to be identified. Mark proposed a 2 phase project with Phase I to occur in the fall consisting of clearing, earthwork and utility infrastructure (site prep: $96,865 and utility infrastructure (119,550) for a total projected cost of $216,425. He suggested that Phase II could occur in the spring of 2008 which would consist of parking lots, 2 competition rugby /lacrosse fields, a floating boardwalk and trail system. He reminded the Board of his discussion with the Dad's Club President regarding the need for an agreement with clear terms and conditions of responsibilities. After much discussion regarding the field size, use, lights, irrigation and playing surface, the Board authorized the Park Board President, the Director and the Park Board Attorney to take all steps necessary to proceed with the Project as presented with Phase I to be bid and constructed this fall. (Engledow, Rosensteele C -Un). 2. Hazel Landing Park: Mark displayed a larger set of plans of the illustration provided in the Board packet with the following comments: a. Asphalt trails were relocated outside the conservancy easement and onto the park property; 2 b. A basic asphalt trail system is envisioned to connect to the Hazel Dell Parkway trails with property owners to be contacted about the plan; future trail locations would be based on user activities; trail will stay clear of the quarry and some will be close to adjacent property owners; IDEM will be consulted about trails in forested areas; it is expected that credits were tapped out by the mine; established dirt paths along the river will remain natural at this time; c. The access road will be relocated onto adjacent property owned by the City of Carmel; d. In response to S Dillon's concern about the picnic shelter locations, Mark offered that an access road would be in place to haul equipment and supplies. He acknowledged that potential flooding of a shelter would require further consideration and that asphalt trails hold up well despite flooding which Michael likened to the Wabash Heritage Trail; e. Portable toilets will be affixed to concrete bases as no improvements may impede the water flow. Mark stated that he would like to go out to bid on the trails this year, but was not ready as of now. VI. Board Comments 1. In answer to S Dillon's question about whether M Westermeier addressed a concern regarding bicyclists on Westfield Boulevard by which to access Central Park, Mark responded that bike paths on or within the rights of ways were not within the park jurisdiction and rather it was a concern to address with the county or the city. He reminded the Board that a bike path from Westfield Boulevard was now estimated at $90,000. After much discussion regarding bike and skate board use of the east entrance road, there was consensus that the opening of the Monon Greenway north of Central Park should encourage the bicyclists and skaters to use it rather than the entrance road. Sue next suggested that all unfinished elements be prioritized. 2. In reference to the Mission Statement found at the top of the agenda J Engledow asked whether there was any active pursuit of more park land. Mark confirmed that while there is no active pursuit, all eyes and ears are open particularly in the northwest corner of Clay Township. 3. P Chester reported her recent opportunity to ask a family she saw wearing vacation station t- shirts about their experience and was pleased to report that the kids said that they loved it and their father expressed not only appreciation for the program but particularly complimented Ben Johnson. XII. Adjournment A motion was made to adjourn at approximately 7:10 p.m. (Rosensteele, Chester C -Un). Signature: /9CM« -CLL C e Signature: Date: CI /Vo 7 Date: S -I -C ) 3