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HomeMy WebLinkAboutCCPR-05-22-07(Approved: CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting May 22, 2007, 6:00 P.M. The Monon Center West 1195 Central Park Drive West CARMEL, IN 46032 MEMBER ATTENDEES J Rosensteele P Chester J Miller (arrived 6:25) J Engledow (left at 7:15) S Dillon T Tolson J Ketterman I. ROLL CALL MEMBER ABSENTEES OTHERS D Dutcher A Kostrzewa S Shapiro M Westermeier (left at 7:00) M Klitzing D Grisham (arrived 6:15) 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 May 22, 2007 pursuant to notice. President Susannah Dillon asked Secretary Pattie Chester to take the roll. Board members present other than Mrs. Dillon and Mrs. Chester included Mr. Rosensteele, J Engledow, T Tolson, J Ketterman and J Miller who arrived after the roll call as noted above. D Dutcher and S Shapiro were absent. Having confirmed the presence of a quorum, Mrs. 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 May 8, 2007 Regular Park Board Meeting Minutes were approved as presented. (Chester, Tolson C -Un). B. Claims — Jim Engledow 1. Claim Sheet May 22, 2007 was approved with the clarification that the Grainger sunscreen purchase be taken from the "safety" line and otherwise, as presented: (Engledow, Ketterman C -Un). 2. Park Bond Claim Sheet May 22, 2007 was approved as presented (Engledow, Ketterman C -Un). C. Park Department Budget — Mark Westermeier Mark explained that the proposed "General Fund" budget (the "GFB ") provided prior to the Board meeting was the first of three Park Department budgets but the only budget funded by property taxes, 80% from the City of Carmel and 20% from Clay Township. The proposed GFB is attached as Appendix A. Before focusing on it, Mark identified the Extended School Enrichment Budget ( "ESEB ") and the Monon Center Budget ( "MCB ") as the other 2 budgets which are program revenue funded. He described Central Park Grounds Landscaping as the only item kept outside the MCB and included in the GFB. As regards the GFB, Mark made the following general comments: a. Grounds maintenance is system wide including Central Park grounds encompassing property at the Administrative Offices, the Meeting House and Maintenance Facility; 1 b. The City's encouragement of a 3% increase cap is challenged by the factual circumstance of an extra pay period (27 instead of 26); c. Electricity was increased to anticipate demand; d. Workers Compensation Insurance has continually escalated (2005: ($2.25 MM; 2006:$2.3; 2007: $2.4); e. Anticipated growth has been addressed by adding the following personnel positions: fulitime Human Resources Professional ( "HR "); Marketing Coordinator; Maintenance Manager for Central Park; and 4 additional maintenance workers and a maintenance person experienced in carpentry and licensed in electrical and plumbing disciplines. Mark next explained the review and approval process for the GFB: preparation by the Director, submission to the Mayor, distribution to the Park and Recreation Committee of the City of Carmel Common Council and to the Township Trustee and Township Board. The Council and the Township will review and discuss the budget in a publicly held meeting that usually occurs in July with formal action to follow (as dictated by State law). J Engledow complimented Mark on the budget and moved to approve the budget as presented. (Engledow, Ketterman C -Un). D. Central Park Matters: Mark Westermeier and Michael Klitzing. 1. General Matters: a. Becky Schmiesing will be promoted to a Horticultural Supervisor with 1 employee focused on Central Park; b. Dry conditions are causing Becker to water extensively; c. The red slide is being repaired; d. The blue slide is being tested again for certification; Mark described the intended design flexibility of the slide material; e. S Mihelich of Williams Architects conducted the outdoor aquatics punch list today; f. The Outdoor site will be punched when it is ready; Mark Hartman continues to oversee specification compliance; The apparently spontaneous combustion in the mulch has caused concern and has the CM's attention; g. Miller White received 2 awards for web site design, the trophy and plaque for which will be displayed at the Monon Center; h. The Grand Opening ribbon cutting is scheduled in front of the Outdoor water park at 10:45 a.m. on Saturday, May 26th and the park will operate that day from 11:00 a.m. to 11:00 p.m. Saturday is a free access day with paid admissions starting on Sunday. Class demonstrations will be held throughout the day inside the Monon Center, registrations will be taken, a band will play, and other activities such as face painting will be offered ending with a "flick and float" movie watching on the lazy river. While the maximum bather load is 2200, lifeguards will limit users based on safety concerns. Free passes will be given to those denied use. Colleen has secured backup parking at the Delta Faucet facility location at 111th and Meridian (US 31) and a 2 bus shuttle service. Mark will contact the Carmel police to facilitate traffic at each of the entrances and otherwise coordinate with them. Regular hours for The Monon Center are Monday through Friday: 5:00 a.m. to 10:00 p.m.; Saturday: 900 a.m. to 8:00 p.m. and Sunday: 10:00 a.m. to 6:00 p.m. 2. Catering Contract Matters — Michael Klitzing Michael displayed a negotiated contract document and summarized the terms, specifically mentioning items that resulted from using the same provider as the Concessions provider. The Board unanimously approved the Catering Agreement as presented. (Rosensteele, Engledow C -Un). 3. Concessions Contract Matters — Michael Klitzing Michael displayed a negotiated contract document and summarized the terms, specifically mentioning items that resulted from the changed structure (qualified management agreement vs. in- house services) and from using the same provider as the Caterer provider. In particular, he explained that Crystal would be providing the stocking and monetary collection services for the 4 vending machines in the Monon Center and how the IRS requirement that the Park Board have an unqualified right to terminate after the first year of operation resulted in an arrangement by which Crystal 2 could justify the purchase of a required and Monon Specific Point of Sale system. While final terms are not ready for presentation, Michael summarized the current status of the vending machine contract with Coke. He explained the coordination of services between Crystal and Coke and that vending commissions are now at 20% in the Center through the Concessions Agreement; Crystal will use Coke products and the Park Board will receive its percentage. He explained that 4 vending machines will be available in each of the following locations: East wing staff break room, east foyer off the Monon Greenway, Skate park and outside the entrance to the outdoor aqua park and noted that the machine outside the aqua park will be operational only when the outdoor aqua park concession stand is not in operation. The Board unanimously approved the Concessions Agreement as presented. (Engledow, Ketterman C -Un). 4. Authorization required by the Contract terms — Michael Klitzing Michael explained that the contracts (Catering and Concessions) require notice of those persons authorized to carry out the contract terms and recommended that the Revenue Facilities Manager and in her absence, the Assistant Director and Director have authority over the day to day operations, that the Assistant Director and Director have authority over all contract matters not involving an assignment, sublease, amendment or termination which such excepted matters to be reserved for the Park Board. The Board approved the authorizations as presented to be communicated to Crystal Food Services LLC. (Miller, Rosensteele, C -Un). 5. St. Vincent Sponsorship Matters — Sue Maki S Maki reported that while that an exclusive sponsorship agreement is not ready for presentation, St. Vincent Hospital, Carmel, does not want to miss an opportunity to participate in the Grand Opening and has requested a table and banner. D Grisham cautioned the Board about any representation of exclusivity due to the overarching IRS limitations and the lack of agreement and added that without seeing a banner or the material, she could not endorse any presence with a representation that indicated an exclusive arrangement. Mrs. Maki agreed that there would be no such representation and that St. Vincent would be treated as any other sponsor at this time, noting that Costco was the only other sponsor with a donation of $1,000. Michael confirmed that the Costco donation is deposited into Fund 1047 for the benefit of the sponsored event. S Dillon next asked about sponsorships. Michael answered that he has been treating qualified cases with a waiver and not with use of funds. As regards an inquiry about a foundation, Sue Maki stated that there had been too much going on, such a process is time consuming and did not have the support it needed. Mrs. Dillon suggested that creation of a foundation for scholarships be further explored and reminded the Board of her earlier insistence that any person who received a scholarship would be required to take swimming lessons. Michael explained that while staff does not object to such an arrangement, it would be a cost to the Department. It was noted that while a foundation is readily recognized to provide tax benefits to donors, it is not necessary for park donors as the Department is already qualified to provide such a tax benefit. J Rosensteele and J Ketterman offered to pursue the creation of a foundation with D Grisham. J Miller suggested that recipient requirements be instituted and recommended caution. Michael shared some experiences that he has had and noted that Lafayette's program would be worth emulating. Deb added that she had been in contact with Lafayette's attorney from whom she had received helpful information about the Lafayette program. VII. Attorney's Report A. Tort Claims; None filed. B. General: Deb reported that she had submitted the annual audit letter as the attorney for the Park Board and noted that the following claims had been reported from January 2006 through today's date: 2 at Central Park with no loss and a reserve; 1 at River Heritage Park with no loss, and 1 at Cherry Tree Elementary with a reserve. She explained the circumstances and the standard practice of a reserve. Deb next reported that the Park Department had been notified of a Notice of Intention to Hold a Corporate Employee's lien involving Ryan Carr and HBA, Inc. which she had forwarded to Summit and Geupel DeMars to handle. 3 VIII. Director's Report: While Mark did not have a formal report he noted the following: Spray grounds are ready to open at lnlow Park and West Park. Electricity issues had surfaced at West Park possibly resulting in a need for generators. IX. Discussion Items None. X. Information Items None. XI. Board Comments: None. XII. ADJOURNMENT A motion was made to adjourn at approximately 7:50 p.m. (Ketterman, Miller C -Un). Signature: Signature: Date: "-Q /2 , 2 o 0 (? XI `D i Date: -1,7_ -0-7 4