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HomeMy WebLinkAboutCCPR-06-12-07(Approved: 4 CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting June 12, 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) J Engledow S Dillon T Tolson J Ketterman S Shapiro I. ROLL CALL MEMBER ABSENTEES OTHERS D Dutcher A Kostrzewa M Westermeier M Klitzing D Grisham C Broderick Tonya Lopez — Star -News Staff members listed in Staff reports 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 June 12, 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, S Shapiro, J Ketterman and J Miller who arrived after the roll call as noted above. D Dutcher 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. IV. STAFF REPORTS - Colleen Broderick, Revenue Facilities Manager introduced the following new staff members: Emily Randell — Guest Services Supervisor; Shoshanna Bradley — Banquet Coordinator; Craig Goodman — Fitness Coordinator; Sarah Carling — Adult Special Event Coordinator; Tess Pinter — Inclusion Coordinator; Jillian Geiger — Aquatics Coordinator; Jeremy Kerr — Maintenance Supervisor; Terry Myers — Maintenance Supervisor and Jim Downs — Building Services Worker. Various Board members, M Klitzing and M Westermeier welcomed the employees and shared positive comments from the public and elected officials. Michael provided the following staffing update: Open positions which have been advertised include the following: 2 fulltime Youth Coordinators, 1 fulltime Facility Operator position (maintenance worker) to support the Monon Center and all sprayparks (but report to the Monon Center Maintenance Supervisor as it has more to do with facilities than grounds); 1 fulltime Human Resources position; 1 part time Human Resources position; 1 fulltime Marketing Coordinator (in the selection process); 3 Maintenance /Horticulture positions (posted today) and 1 fulltime Maintenance Manager position (to head up grounds maintenance). 1 Scholarship/Waiver Program. Michael and Colleen next reported that the Department has implemented a process to make park programs and facilities available to Clay Township residents who demonstrate an economic need that matches the criteria similar to that used to determine eligibility for the public school free lunch program. Information is available on the web site, through the Clay Township Trustee and the ESE program. Colleen distributed the form used for those interested in applying for a scholarship. Of 8 applications, 5 met the criteria withl application pending for more information; $3,505 has been waived in fees. As regards ESE, Michael reported that St. Vincent Carmel Hospital, donated $5,000 toward the Carmel Clay Park summer camp scholarships. 18 of the 98 eligible campers (representing 11 of 62 qualified households) won the scholarships through a lottery. Michael next reported that camp enrollment is going well and many programs are being handled by staff personnel this year at cost savings. Ben will present an update at a meeting in the near future. Michael advised that methods and mediums of outreach are likely sufficient but will confirm that the Carmel Clay school system has all appropriate information. S Shapiro initiated a discussion regarding pool area cleanup in the Monon Center outdoor Aqua Park. Michael explained that while park staff and the Crystal concession staff were originally confused about who was responsible, park staff has assumed this task and will be using an adequately sized power washer. Necessary directional and rule signage is still going up and additional chairs and decking areas may be needed. Michael and Mark will determine whether all received umbrellas are being utilized. Michael reported that the Monon Center Sunday hours have been extended from 9:00 a.m. to 8:00 p.m. with the Indoor Pool open between 9:00 a.m. and 11:00 a.m. and the Outdoor pool open from 11 a.m. to 8:00 p.m. 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 June 4th CPPMC meeting: Site Issues: • $22,664 in change work orders that were place holders in the budget were approved. Approximately $300,000 in change work orders currently holding a place in the budget are expected to be presented for approval. • At Becker's request, JJR has been scheduled to conduct a punch list walkthrough on all outdoor landscape. While Becker has offered its opinion that 3 areas are ready for acceptance, Mark's recent walk- through with Becky and Todd confirmed his opinion that no area is ready. The dry weather has required Becker to water extensively. Sod is not faring well. Becker is working on a price for the irrigation around the buildings. • Becker is responsible to install trash receptacles and benches throughout the park. • Wetland plant plug stakes have been installed. Two inches of rain is needed to get enough water into the lagoon for stocking; the well is capable only of maintaining the water level in light of the evaporation loss; • Thanks to Judy Hagan and Nick Kestner, bike rack installation is complete. More may be needed when the Monon Greenway is fully open. • JJR was authorized to complete construction drawings for additional parking on the site for an add services cost of $12,000 + $1,000 reimbursable expenses. Preliminary information is due next week so Geupel can obtain pricing. It is possible that a current contractor will be able to perform the work under a change order which means a mid -July start date. If not and the full public works bid process is required, it could be August before work commences. Three hundred additional spaces are anticipated which approximates the number of spaces recommended by the Architect prior to construction. 2 Aqua Park issues: • Low spots exist where people can crawl under the fence. • Bus and group entry gates open into the middle of flower gardens. • Water from an undetermined source is coming out of the slide mountain. • Sand play area where kids are to be sprayed off with the push of a button is not user friendly. Rather than continuous spray in an area through which kids must travel, the spray is triggered by holding down a hard -to -push button in an area that is so wide that the spray can be avoided. • Kent is reviewing whether sand area features were value engineered out. • Outdoor slides have received recertification from the manufacturer. • Turnstiles are not able to provide a people count. Staff has been stationed at access points with hand counters. • Once 450 people have entered (approximately an hour and a half after opening on a hot day) the parking lot is full. Instead of parking in adjoining neighborhoods or in non spaces, people who cannot find a parking space, leave. Crowds stay active until 4:00 p.m. and picks back up after 6:00 p.m.. • Off site staff parking is a challenge as staff comes and goes continuously during all hours of operation. • Voltage problem with the pizza oven has surfaced at outdoor concessions. • While some of the treadmills are not fully hooked up, all TVs are now operational using satellite. • Discussions are ongoing with a City of Carmel contractor who damaged park landscape during its work along Westfield Blvd last spring. • 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. • Mark will check on the opening of the 116th Street Monon tunnel last reported to be open by June 15th and confirmed that City Center construction could keep Monon detours in operation between 3 and 5 years; The Carmel Drive pedestrian overpass project is slated to start next winter. Next CPPMC meeting: 6 -18 -07 at 4:00 p.m. at the Administrative Offices. B. Special Committees 1. Encroachment Committee: Michael Klitzing Mark reported that no -mow zone markers were installed at White River Greenway and that he is considering monument type boundary markers to designate boundary lines. VI. ACTION ITEMS A. Minutes — Pattie Chester May 22, 2007 Regular Park Board Meeting Minutes were approved as presented after Deb reported that the reference to the Human Resources part time position was deleted as it was not intended to be noted as a new position. (Chester, Ketterman C -Un). May 22, 2007 Executive Session memoranda was approved as presented. (Chester, Tolson C- Un). B. Financial Reports — Jim Engledow After he noted that the electric use stands out and the % of funds used in the building repairs and maintenance line seemed high for where we are in the calendar year, Jim noted the ability to transfer within a classification and moved for acceptance. Mark advised that the water and sewer line would likely be available for such a transfer. (Engledow, Rosensteele C -Un). C. Claims — Jim Engledow 1. Claim Sheet June 12, 2007 was approved (Engledow, Shapiro C -Un) with the following clarifications, changes and comments: a. Claim paid to A Kostrzewa in the amount of $2,200 from Unappropriated Funds was to be designated from Fund 1047 rather than Fund 1046; b. After the claim sheet had been prepared, the Hamilton County Health Department waived the $575.00 permit fee so its reference was deleted; 3 c. Audrey agreed to check the appropriate fund designation for the Young Audiences of Indiana for $262.00 as it was questioned whether it should come from ESE 1046 rather than Revenue Facility 1047. 2. Park Bond Claim Sheet June 12, 2007 was approved after Michael explained that the Dodge Caravan was a vehicle for Monon Center use only and had been included in the FFE budget for the last 3 years; Mark noted that he answered all of Judy Hagan's questions about it earlier. (Engledow, Rosensteele C -Un). D. Acceptance and or acknowledgment of Claims — Audrey Kostrzewa After Audrey referred to the cover sheet and answered questions, the Board accepted the following donatons (Ketterman, Shapiro C -Un): Donations received to benefit Arbor Day (gift fund 853) as follows: • $100.00 from Fanjit Puthram Carmel Allstate • $250.00 from JJR • $200.00 from Valley Bikes Donations received to benefit ESE (program fund 1046) as follows: • $5000.00 from St. Vincent Hospital Sponsorships donations received to benefit the Revenue Facilities (program fund 1047) follows: • $1,000.00 from Costco (Grand Opening Event) • $500.00 from Conseco (Grand Opening Event) • $8,500.00 from Bluegreen Resorts (Aqua Park Events, Movies in the Park, Kids Koncerts and Shakespeare in the Park. E. Resolution 6- 12 -07 -01 regarding cash change drawer fund — M Westermeier and A Kostrzewa Mark explained that the amount authorized in prior Resolution 4- 24 -07 -01 had proven to be significantly short of the need experienced. Audrey described the daily experience and how the staff handled the lack of adequate available change. After much discussion and caution about the security of the cash and the safety of those handling it, the Board unanimously waived the reading (Tolson, Chester C -Un) and approved Resolution 6- 12- 07 -01. (Tolson, Ketterman, C -Un). F. Resolution 6- 12 -07 -02 regarding Advance Payments: D Grisham explained that the resolution was not ready for presentation; The Board tabled such resolution at Deb's suggestion. (Tolson, Rosensteele C -Un). G. Central Park Matters — Mark Westermeier and Michael Klitzinq Mark reported that there were no action items for the Board. VII. Director's Report - Mark made the following report: Founders Park: • Members of the City of Carmel Common Council who attended today's Park, Arts and Recreation Committee meeting expressed a strong desire to finish the development; • A meeting has been scheduled with Nola Albrecht of The Schneider Corporation next week regarding the status of the construction drawings; • A meeting with the Dad's Club will be scheduled as soon as the president is replaced to discuss the development and any suggested adjustments. West Park: • The restroom project is almost completed; an electrical problem resulted from construction. • Approximately 300 people attended the overnight Family Campout held June 8th; electrical problems were worked around. • Water pressure has been sufficient. Meadowlark Park: • Neighbors who prefer to have the resident beaver removed have been referred to Gary Doxtader. Monon Trail: • Board member feedback is needed regarding condition of the Monon Trail signs which are showing wear. If there is agreement after review, Mark will obtain a proposal to refresh them. 4 • Overlay: Mark is working with Ron Carter and the Council on an overlay Ordinance which would require Park Director approval for any construction project that occurs within the Greenway; Central Park: North Campus: • 116th Street Construction continues to present access issues to the park properties fronting 116th Street. Mark is in ongoing discussions to effect coordination. • Meeting house improvements will be needed in the near future. Central Park: Monon Center: • Pass Sales, not Memberships, are being emphasized; the 12 month pass sale goal of 4,500 has been surpassed by pass sales exceeding 6,800. Revenue is below the estimate as users are buying the aquatic season pass rather than the full membership. Master Plan: • A draft report has been received but not closely reviewed. Few surprises were noted; trails are a high priority. NRPA (National Recreation and Park Association) Conference: • Scheduled September 25 -29 in Indianapolis; • Michael offered to interested Park Board members the opportunity to attend some classes and programs offered at the conference and additionally mentioned volunteer opportunities. Offsite venues for conference attendees will highlight Carmel Clay Parks and Recreation and the Monon Center. He noted the website as NRPA.org. and suggested that more information about specific offerings should be available in the next month. VIII. Attorney's Report A. Tort Claims; None filed. B. General: Deb reported that Hamilton County was sending out tax bills the week of June 11th with a June 29th due date. She was working with the County to make sure that those attributed to the Park Board properties were accurate and timely paid. Her hope was that such would be ready for the June 26th meeting. She next reported that the Park Board had been notified of a public hearing on June 19th at the Carmel Clay Plan Commission regarding a request by Justus Business Park owners (Smokey Row Road and ProMed Drive intersection) to approve an amended development plan and architectural design, exterior light and landscaping and signage for an office building to house the Justus Companies and other office tenants. IX. Discussion Items Route to North section of Central Park Obstructed. S Dillon reported that the public right of way commonly . referred to as the Stub Street in Wood Park, has been obstructed with security tape and other items, an effort suspected of those who wish to discourage access from that street to Central Park. A certified letter to the President of the Home Owner's Association was recommended to allow him to share with all Wood Park homeowners a formal request to stop such action as well as the implications of continuing. East Entrance trail into Central Park: While several folks have voiced a desire to install pedestrian paths along Rangeline Road to the east entry road, Mark reported that the need for such a path may decrease once 116th Street improvements (including pathways on both sides) are completed and the Monon Trail is reopened. He agreed that a path along the east entry road is a priority. Discussion included a note that the properties north of the east entry road were for sale. Wood Valley Residents Trail request. Mark reported the request for a trail that has been designed and the foundation installed. The next step is to go through the legal process to improve it. Mark confirmed that the current park owned equipment only compacts trails, it does not build them. Alternate Entrance to Skate Park. Skaters are skating up to and inside the Monon Center and an alternate entrance to the Skate Park may be needed to address this. Monon Trail condition from 111th Street through Central Park: J Ketterman suggested that the condition of the trail be reviewed to determine if it needed attention due to rough areas resulting from construction activity. Duke Energy Easement. Discussions are ongoing between Duke and the City of Carmel about the improvement of the easement area as citizens object to the tree and vegetation clearance. Duke has promised to work on reforestation. 5 Monon Trail north of Central Park near the Engledow property: J Engledow noted that the City;s 116t Street improvement project has created a steep drop off near a lake on his company's property. Mark agreed to review the location and suggested a fence used to address similar grade changes. Park Foundation: D Grisham reported that she has not yet focused on this matter. TAC Issues. Mark reported that J Hagan is now assisting Mark with matters that come before the Technical Advisory Committee for development along, near or impacting CCPR properties. X. Information Items A. Plan Commission. Sally Shapiro: No Report. B. School Board. Joe Miller: Joe mentioned the following matters that he believed will affect the ESE program during the 2007 -08 school year: The Orchard Park Elementary School Principal has been promoted so the vacated position will be filled. He also noted that the Assistant Superintendent of Curriculum has accepted another in -house position leaving the curriculum position open. XI. Board Comments: Joe Miller complemented the Staff and Board on its policy to be inclusive and communicative with neighbors of park projects as he has experienced the distinct lack thereof on a city project adjacent to his home /neighborhood. Joan Ketterman congratulated staff on their evident hard work on all matters and especially the Monon Center operation. Jim Engledow expressed his appreciation of staff efforts and opined that much is going well. Pattie Chester thanked the staff for all the long hours. XII. ADJOURNMENT A motion was made to adjourn at approximately 8:55 p.m. (Ketterman, Miller C -Un). Signature: ,..a.�� , / �,u - 1, 24,A Date: (, - 2 G -0 7 Signature: wi 1. \ L u/ (r 219 Q &Suter Date: G • � • 0 7 1 6