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HomeMy WebLinkAboutCCPR-06-26-07(Approved: '7 -10 -a CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting June 26, 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 J Engledow S Dillon S Shapiro (left at approximately 6:55 p.m. to attend Township meeting *) J Ketterman MEMBER ABSENTEES OTHERS D Dutcher A Kostrzewa P Chester M Westermeier* M Klitzing D Grisham I. ROLL CALL II. CALL TO ORDER The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:08 p.m. on June 26, 2007 pursuant to notice. President Susannah Dillon asked Treasurer Jim Engledow to take the roll. Board members present other than S. Dillon and J Engledow included J. Rosensteele, T Tolson, S Shapiro, J Ketterman and J Miller. D Dutcher and P Chester 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 — Jim Engledow for Pattie Chester June 12, 2007 Regular Park Board Meeting Minutes were approved as presented after Deb reported the changes marked on the minute draft circulated prior to the meeting. (Engledow, Rosensteele C -Un). June 12, 2007 Executive Session memoranda was approved as presented. (Engledow, Tolson C -Un). B. Claims — Jim Engledow 1. Claim Sheet June 26, 2007 was approved (Engledow, Rosensteele C -Un) with the following clarifications, changes and comments: a. confirmation of the number and per person cost of drug screens conducted for the numbers of hired employees reflected in funds 1046 and 1047; b. M Westermeier agreed to investigate the surge in the Lenape Trace water bill which A Kostrzewa reported was a pre- approved utility item allowed under the Park Board's Advance Payment Resolution; c. Audrey also explained that the pre- approved column will be separated in the future by the fund from which the particular claim is to be paid; d. Deb reminded the Board about the Indiana statutory provision on which the Board approved an Advanced Payment Resolution; 1 e. Audrey confirmed that the Ulrich Chemical claim entries corresponded to the invoice numbers and agreed with S Shapiro that invoice consolidation makes sense and will look into it. f. Deb next explained that she had confirmed that as regards the Perelman Lease Purchase Property, the May 2004 taxes were confirmed paid in 2005 prior to Closing in September; the November 2004 tax bill due 2005 was paid by Hamilton Security and the May 2005 tax bill payable May 2006 was credited to the Park Board on the closing statement but not paid to the Hamilton County Treasurer. The November 2005 taxes due November 2006 is a Park Board responsibility under the Lease Purchase Agreement. The exemption filed May 1, 2006 exempted the Park Board from May 2006 and November 2006 taxes due 2007. For some reason, the 2005 tax bills were sent to Mrs. Perelman and they were neither forwarded to the Park Offices nor paid. Accordingly, the Park Board needs to pay by Friday, June 29th, the following amounts from a spread sheet provided by the Hamilton County Assessor's office from which Deb recited the following bolded numbers with a narrative description: 17- 09- 32 -00- 00- 010.000 $ 103.02 05 p 06 tax + penalty $ 0.50 05 p 06 drain penalty $ 45.92 06 p 07 (year) (farm lease) $ 15.00 06 p 07 drain $ 164.44 17- 09- 32 -00- $ 5,593.62 05 p 06 tax + penalty 00- 011.000 17- 09- 32 -00- 00- 012.000 $ 5.50 05 p 06 drain + penalty $ 5,599.12 $ 110.02 05 p 06 tax + penalty $ 5.50 05 p 06 drain + penalty $ 40.94 06 p 07 (year) (farm lease) $ 156.46 Deb explained that she had requested a waiver of the penalties, that the taxes will be paid out of the Impact Fee Fund under the Advance Payment Resolution and would show up on the July 10,2007 Claim sheet. The Park Board unanimously approved of the payment of all taxes and penalties and directed Deb to pursue a waiver of the penalties. (Engledow, Tolson C -Un). 2. Three Month Summary Report. Audrey circulated a revised report as the one included in the Board packet contained duplicate entries for one of the days. 3. Park Bond Claim Sheet June 26, 2007 was approved as presented. (Engledow, Tolson C -Un). C. Resolution 6- 12 -07 -01 regarding Advance Payments — M Westermeier and A Kostrzewa Deb Grisham explained that as the Resolution had been tabled at the June 12th meeting and as the content of it is addressed in the next action item (Resolution 6- 26- 01 -01), she recommended removing it from the table and then deleting it from the agenda. The Park Board unanimously removed the resolution from the table (Tolson, Rosensteele C -Un) and removed the resolution from the agenda. (Tolson, Rosensteele, C -Un). 2 D. Central Park Matters— Mark Westermeier and Michael Klitzing. a. Resolution 6- 26- 07 -01: D Grisham explained that not surprisingly, the first few weeks of operation of The Monon Center confirmed that the public expects refunds for payment of goods and services that have not been satisfactorily received, to be readily granted in the same manner in which the payment was made (cash, check, credit or bank card), without having to wait for the time consuming claims approval process. At a spring meeting, the State Board of Accounts could offer little guidance regarding the Park Board's authority to issue credit card or bank card refunds, but has since indicated that they do not have a policy on this matter, and the Board can do whatever it determines is allowed by statute. Deb described that while there are two Indiana Code provisions that were considered to be a reasonable basis for the implementation of a refund authorizing resolution, the first pursuant to a Home Rule Ordinance adopted by the City of Carmel and the second pursuant to Indiana Code Section 36- 1 -4 -17 which provides for the compromise of claims. She referred to the cover sheet explanation and noted that the recommended process is consistent with the practice of the City and the Board with regard to the settlement of other types of claims. She referred the Board to the text of the Resolution for the process and recommended authority levels. After the Board unanimously waived the reading of Resolution 6- 26 -07 -01 (Tolson, Rosensteele C -Un), the Board unanimously approved Resolution 6- 26 -07 -01 with one minor amendment (add "per Payor" following each authorized dollar amount) (Tolson, Rosensteele C -Un). b. Other. J Ketterman Conflict of Interest Disclosure. Deb reported that J Ketterman reported to her prior to the start of the meeting that Joan's 17 year old unemancipated son, Quinn Browning Ketterman, started lifeguard training on Friday, June 22nd for a part time position at The Monon Center. She reported that he will make $8.00 per hour. The Park Board unanimously accepted the Conflict of Interest Disclosure by J Ketterman. (Engledow, Rosensteele C -Un). IV. Attorney's Report — A. Tort Claims; None filed. M Klitzing reported the expectation that a claim will be made regarding a woman hit by a chair believed to have been picked up and dropped on her by a swirling wind. Mark is investigating. Incident reports have been completed. Michael added that the victim has been complimentary of staff response and concern for her well being. B. General: Deb reported that she had attended the annual Municipal Law seminar and noted her intention to prepare a report on the changes in the law that affect the Park Board. V. Discussion Items — Board Members Human Resources Director Position. M Klitzing reported that he had reviewed the 50 plus resumes and had identified 8 for a telephone interview from which he hoped to reduce the candidates for an Assessment style Interview encompassing hands on problem solving and interaction with a panel consisting of several people including Barbara Lamb, Human Resources Director of the City of Carmel. He welcomed the inclusion of a Board member on the panel and noted that he would present more details at the July 10th Board meeting. Monon Tunnel: Mark had departed for a presentation to the Township Board members at their meeting so Michael reported that he was unaware of the status. Computer Assisted Decision Software. S Dillon reported that Ron Carter had asked about offering such software at the lab at The Monon Center for the benefit of the Not - for - Profit organizations and asked if anyone had any knowledge regarding St. Vincent' s use of such program. J Rosensteele mentioned that Ron had used it, been impressed by it and asked Jim to look into it. Understanding that Mark was in the process of contacting a St. Vincent's employee familiar with the use of the software, he offered to contact Mark and offer assistance with the understanding of the benefits and costs. Master Plan: M Klitzing reported that MIG is scheduled to perform onsite assessments at the park locations during the week of July 24th during which time they will provide their findings to the Board in a noticed meeting. Foundation: Deb noted that she had been referred to a lawyer who may have readily available the advantages and disadvantages of a public entity Foundation. 3 VI. Board Comments 1. J Engledow reported that he will not be able to attend the July 10`h meeting. 2. The next CPPMC Meeting is scheduled for July 2, 2007. 3. J Miller mentioned that the School Board year is on a July to June fiscal year and that the School Board will meet on July 9th at which meeting appointments to other boards are made. As he is in line for an officer position, he was uncertain as to whether he would be able to continue on the Park Board. The Park Board members expressed their desire for him to continue on as a School Board appointment to the Park Board. 4. S Dillon reported that all Board members should have received an electronic version of the full time employee contact information and asked all to provide to Michael and Mark any constructive observations rather than contacting the staff member in charge of a certain program or matter. XII. Adjournment A motion was made to adjourn at approximately 7:20 p.m. (Ketterman, Engledow C -Un). Signature: ��� � �� � ' � Date: 7/i /r'7 Signature: Date: ? -/O -O 4