HomeMy WebLinkAboutCCPR-07-10-07(Approved: ' 021 — Q 3 )
CARMEL /CLAY BOARD OF PARKS AND RECREATION
BOARD MEETING MINUTES
Regular Meeting
July 10, 2007, 7:00 P.M.
The Monon Center West
1195 Central Park Drive West
CARMEL, IN 46032
MEMBER ATTENDEES MEMBER ABSENTEES OTHERS
J Rosensteele J Engledow A Kostrzewa
P Chester M Westermeier
J Miller (arrived 7:20) M Klitzing
D Dutcher D Grisham
S Dillon Tonya Lopez — Star -News
T Tolson
J Ketterman (arrived 7:10)
S Shapiro
I. ROLL CALL
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 July 10, 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 as well as J Ketterman and J Miller, both of
whom arrived after the roll call as noted above. J Engledow 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 — None.
STAFF REPORTS - M Klitzing provided an update on the personnel hiring process for several positions
as contained in the attachment denoted as Appendix A; announced the reward of last year's success
appreciated by The ABC Television Network by describing this year's plans to bring free "Red Carpet
Screenings" of 2 new shows to be held at 7:00 p.m., Friday July 13th at West Park, more detailed in the
attachment denoted as Appendix B and introduced Ben Johnson who in turn provided an update of the
summer camp and the ESE programs.
As regards the Summer Camp program, Ben provided the report attached as Appendix C attributing the
significant jump in revenue from last year's camp to increased camp types and enrollment (adding
revenue) and bringing program instruction in -house (cutting costs). He stressed his desire to continue
improvement for the benefit of the users and the program.
Ben next explained the survey results provided on Appendix C, more specifically detailed in a full report
subsequently distributed to the Board members. He reported that 189 people responded to the online
survey collectively created by Lindsay Dudeck, Miller White and himself. Provided to all folks who at one
time or another who had children enrolled in some aspect of the program, it was protected from multiple
responses from the same household and tracked by school. Upon examination of the questions and
results, it was noted that the same category that peaked the interest of J Miller, the School Board
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representative, regarding a "safe feeling" is the same category that had the most positive responses, the
question could have been interpreted in different ways, and the comparison of clusters of 1's and 2's
with clusters of 4's and 5's shows a positive result. J Rosensteele added that survey responses tend to
be reactionary and not fraught with deep meaning. However, the Board appreciated the feedback and
Ben's goal of obtaining in the future no comment less than a 4.
Ben next addressed staffing projections for the upcoming 2007 -2008 ESE program and again referred
the Board to the summary contained on Appendix C. J Miller announced that Tim Farris will serve as
the principal at Orchard Park Elementary School and J Ketterman asked Ben to return with an update in
September. M Klitzing acknowledged Ben's tireless efforts and noted the addition of an administrative
assistant to assist the ESE staff and a second assistant site coordinator position for each ESE school
site to ensure consistent coverage and program stability.
Michael Klitzing reminded the Board that Indianapolis is hosting the 2007 NRPA (National Parks and
Recreation Association) conference, the planning for which Michael has been integrally involved. He
noted that while all volunteer opportunities were filled, the program was online for Board members to
check for presentations about which they might have an interest.
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 2nd CPPMC meeting:
Site Issues:
• $61,529 in change work orders, all of which were within allowable increases in the affected
contract and most of which had been place holders in the budget, were approved.
• JJR was expected to have produced a final outdoor landscape punch list and acceptance list
about 10 days ago following a walkthrough with Becker representatives, Mark Hartman, Becky
Schmiesling, Mark Westermeier and Kent Forman. He reported that he expects to take over
maintenance on accepted areas within 2 weeks of confirmation of completion.
• Lab tests have contradicted a JF New suggestion that chlorine has damaged the plants but
confirmed some areas of high sodium the source of which is an unknown as no salt has been
used on the parking areas; iron deposits from the well may be a problem.
• Irrigation installation has been determined to be a fall 2007 project; Becker's price is $82,814.00
which can be a change order under its current contract. Mark explained that he did not ask that
the Board approved the change order yet as he is waiting for the CM to complete pricing on the
parking scope change which consists of approximately 300 additional spaces on both the east
and west side of the Monon and closest to the building entries. He confirmed that the
$500,000± contingency balance. He acknowledged that while east side parking is available,
folks seem predisposed to leave rather than park there if the aqua park is their destination. He
noted that to the extent possible, staff park in the farthest spots.
• Architects are reviewing the proximity of the handicapped parking spaces to the Building entries
to confirm code compliance; J Ketterman noted that she has witnessed the police checking
appropriate use of the handicapped spaces.
• K Forman is pursuing alternative locking methods for fences;
• Automatic entry doors are malfunctioning; Kent is pursing resolution.
• Anti graffiti coating is being applied to the Bridge; 3 incidents of graffiti on the 116th Street tunnel
have been reported.
Aqua Park issues:
• A resolution for the hard -to -push button in the shower area is believed available.
• An increase in the voltage capacity for the outdoor concessions pizza oven has addressed the
issue.
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• Mark reminded all that the Westfield Boulevard and College entry signs Joan asked about are
temporary; Michael affirmed that additional signage has not yet been installed.
• The CM is pursuing pricing of the addition of an 18" sidewalk along the outer and inside
perimeters of the Lazily River to align with the existing 12 "+ border for a 30 "+ path for on duty
lifeguards. After a 3` injury was sustained by a guard along the insider border of the lazy river,
Mark took immediate temporary measures: he closed the feature, maintenance staff removed
existing vegetation (to be reused elsewhere), built up the mulch bed for unobstructed walking
and installed additional life guard stands to maintain the Ellis Certification requirements.
Other:
• Williams Architects and its sub consultant, Meridian Engineering, have engaged their respective
lawyers to assist with resolution of their dispute; litigation may be forthcoming which could
involve the Park Board, the cost of which is unknown.
• Mark is working through J Duffy, Director of the City of Carmel Utility Department to obtain
cooperation of a Utility Department contractor who damaged park landscape during its work
along Westfield Blvd last spring.
• Office Works issues regarding furniture remain a priority.
• Infrared survey evaluation has been received.
Next CPPMC meeting: 7 -16 -07 at 4:00 p.m. at the Administrative Offices.
B. Special Committees
1. Encroachment Committee: Michael Klitzing: No report.
V. ACTION ITEMS
A. Minutes — Pattie Chester
June 26, 2007 Regular Park Board Meeting Minutes were approved as presented after Deb
reported that those changes had been made per J Miller's suggestion and previously distributed
to the Board. (Chester, Tolson C -Un).
B. Financial Reports — Jim Rosensteele on behalf of Jim Engledow
The Board accepted the Financial Reports as presented. (Rosensteele, Ketterman C -Un).
C. Claims — Jim Rosensteele on behalf of Jim Engledow
1. Claim Sheet July 10, 2007 was approved (Rosensteele, Dutcher C -Un) with the
following clarifications and comments:
a. The Lenape Trace Park claim will be reimbursed by the City for use in irrigating the
roundabout as well as picking up the cost of the water fountain;
b. The Flowing Well claims were attributed to the normal operation of water pumps and a
light.
2. Park Bond Claim Sheet July 10, 2007 was approved as presented (Rosensteele,
Chester, C -Un).
D. Acceptance and or acknowledgment of Monies Received — Audrey Kostrzewa
Audrey reported that no donations /gifts were received.
E. Amendment to Personnel Policy (Resolution 7- 10- 07 -01) — M Klitzing
Michael referred the Board to the cover sheet prepared for and provided in the previously distributed
Board packet and summarized staff's recommendation to amend the personnel policy with minor but
equitable changes.
He first compared The Fair Labor Standards Act (FLSA) requirement to payment overtime to non-
exempt employees for actual hours worked over 40 in a one -week period with the City's practice to allow
non exempt employees to include paid time off (i.e., vacation, sick time, floating holiday, etc.) in the
calculation of total number of hours worked to determine eligibility for overtime pay. Confirming that this
practice is not affirmatively contained in either the City policy or the Park Board's policy, it provides non
exempt employees to actually work less than 40 hours in a week, take some form of paid time off, and
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thereby "qualify" for overtime pay when exempt employees work well beyond 40 hours per week without
similar compensation.
He assured the Board that staff has no concern about a non - exempt employee using accrued paid time
off, but that it is management's position that employees be paid as required under the FLSA for time and
a half for actual hours worked in excess of 40 hours. He added that the existing practice is not consistent
with either the FLSA or the cost recovery expectations of the department.
As regards Floating Holidays, he reminded the Board of its current Compensation and Benefits Policy
approved on November 26, 2006 which provides that all full -time employees receive 3 declared holidays
and 12 floating holidays per calendar year. Floating holidays are earned at the rate of 1 per month,
accrue on the first day of the month, can be used in one -hour increments and are forfeited if not used at
the end of the year or upon separation of employment.
Since the floating holiday schedule was designed to accommodate the work demands of a park and
recreation agency and not penalize employees with the "use or lose" aspect, staff recommends the
amendments as written in the draft resolution regarding Floating Holidays to receive payment of unused
floating holidays upon separation from the department, allowing the Director to approve the carry -over of
unused floating holidays for up to 3 months into the new calendar year on an objective basis and
allowing floating holidays to be taken in quarter hour increments.
As regards Vacation Time and Sick Leave, Michael explained staff's recommendation to allow
employees to take vacation and sick time in quarter -hour increments.
Michael next directed the Board's attention to the marked resolution that bore the changes suggested by
Deb Grisham upon her return from vacation in addition to a change that was inadvertently omitted from
the last paragraph concerning Floating Holidays: ", except as otherwise allowed or required by law."
Which addressed instances when an employee's last day may not be "actually worked ".
After much discussion focusing on concerns to be fair to all employees, understand the financial impact
of the continuation of the current overtime practice, to carefully consider all policy changes that
distinguish the Park Department from the City of Carmel, the history of offering only compensatory time
and the accounting of employee time, J Rosensteele suggested that a future effective date be
considered with which Mark agreed so long as the Board is protected from financial hardship. (As a side
note, Michael confirmed that employee time keeping will be paperless with the use of some form of
identification method.
The Park Board approved the waiver of the reading of Resolution 07- 10 -07 -01 and entered it into action.
(Tolson, Rosensteele, C -Un). The Board next approved Resolution 07- 10 -07 -01 as amended with the
tracked changes and the change noted above with a January 1, 2008 effective date. (Tolson,
Rosensteele, C -Un).
F. Central Park Matters — Mark Westermeier and Michael Klitzinq
After Deb Grisham and Audrey Kostrzewa explained the request by The Bank of New York Trust Co.,
N.A. for a Certificate of Incumbency authoring certain employees and officers to provide written direction
regarding action taken on an Escrow Account held by such bank on behalf of the Park Board, the Board
approved the following motion:
"I move that the Certificate of Incumbency requested by The Bank of New York Trust Co., N.A. regarding
written direction on behalf of the Carmel /Clay Board of Parks and Recreation, the form of which has
been presented to the Park Board at tonight's meeting, be completed to authorize the following persons
to provide written direction on those escrow accounts administered by the Bank on behalf of the Park
Board:
The following persons are hereby authorized to provide written direction to The Bank of New York Trust
Co., N.A. with regard to Escrow accounts established for the development contractors at Central Park
and only one Signature of one of such authorized persons is necessary:
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Susannah H. Dillon, Park Board President;
Jim Engledow, Park Board Treasurer;
Mark Westermeier, Park Department Director; and
Audrey Kostrzewa, Business Services Manager." (Rosensteele, Miller, C -Un).
Attorney's Report - Deb Grisham made the following report:
A. Tort Claims; None filed of which she was aware. Mark Westermeier informed Deb and the
Board that during her absence last week he had received notification of a claim filed for an injury on a
detour section of the Monon Greenway which the City improved and controls and which had never been
taken over by the Park Board. He confirmed that he has referred all parties to the City for further action.
B. General: Deb reported that she had been in contact with Marilee Springer of Ice Miller and Brian
Bosma of Kroger Gardis & Regas regarding proposals to advise and handle or assist with the creation of
a Foundation and that when she receives all proposals, will share them with the Board. She also
reported that she had spoken to Joe Bumbleburg of the Lafayette firm of Ball Eggleston who was long
affiliated with the Lafayette Park Board and who had performed all work to create the very successful
Lafayette Park Foundation. She reported that Mr. Bumbleburg had offered to meet with her to review
the process and to assist with the creation of a Carmel Clay Park Foundation for a nominal fee. She will
be arranging a meeting with Mr. Bumbleburg in the near future.
VI. Director's Report — Mark Westermeier
West Park:
• Completion of the restroom project is expected by the end of July; looking forward to the
ABC preview screening on Friday, July 13th.
Founders Park:
• He will meet with Nola Albrecht of The Schneider Corporation this week after which he will
review the playing field aspect of the CD's with Mike McGinley, the new President of the of
the Dad's Club. He met with Mike today and all agree that a formal agreement will need to
govern any arrangement so that expectations are consistent and to assure well head
protection.
Monon Trail:
• Police reported discovery of an apparent suicide at the south trailhead at 6:15 a.m. on
Monday, July 2, 2007;
• Overlay ordinance is being finely tuned and is on schedule for presentation to the Plan
Commission in August.
Central Park: Aqua Park:
• The Lazy River was reopened after 1 day; during its closure, signs were posted to indicate
its closure and to avoid any unhappy users.
• A filter problem has been identified in the lap pool;
• When Vermont is next on site, entrance card readers will be tested.
• Paint is peeling in certain areas of the pools and gym;
• Ellis conducted an audit which our operation passed without comment; an auditor shared his
surprised that the operation was a first year facility. Mark credited Tina and the life guard
staff.
Central Park:
• A walk through with the insurance carrier will be scheduled in the near future to review
coverage and whether a policy separate from the City is recommended.
• WIFI zones are operational and being tested.
Meadowlark Park:
Resident beavers have reproduced extensively; muskrats have joined them and Gary Doxtader
is pushing for the introduction of more wildlife.
IX. Discussion Items
None.
X. Information Items
A. Plan Commission. Sally Shapiro: No Report regarding parks matters.
B. School Board. Joe Miller: Joe mentioned that he is now the Secretary of the School Board and was
reappointed to the Park Board.
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XI. Board Comments:
Sally Shapiro reported that she had attended the June meeting of the Township Board during which
She was pleased to hear that Mary Eckard seemed open to the addition of property to Central Park.
Joan Ketterman cautioned staff to check individual identification and passes.
Jim Rosensteele shared that he received unsolicited compliments while attending other meetings.
S Dillon complimented staff on the Monon Center operations and noted the good food at the cafe. She
next reported her concern regarding continued obstruction activity at the Wood Park stub street leading
into Central park and showed the collection of nails and screws that were strewn about the street.
Tim Tolson noted his pride in wearing his CCPR shirt.
XII. ADJOURNMENT
A motion was made to adjourn at approximately 9:20 p.m. (Rosensteele, Ketterman C -Un).
Signature:
Signature:
Date:
Date:
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