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HomeMy WebLinkAboutCCPR-05-08-07(Approved: CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting May 8, 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 J Engledow S Dillon T Tolson J Ketterman D Dutcher (arrived 7:10) S Shapiro 1. ROLL CALL MEMBER ABSENTEES OTHERS A Kostrzewa M Westermeier M Klitzing D Grisham Alan Armstrong (OR) Derrick McGrew (Sprint Nextel Rep.) Brad Riggs (Sprint Nextel Rep.) Tonia Lopez (Star News) 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 May 8, 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, D Dutcher, S Shapiro and J Miller who arrived after the roll call as noted above. 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)." PUBLIC COMMENTS: There were no comments. STAFF REPORTS: There was no report. COMMITTEE REPORTS A. Standing Committees 1. Personnel Committee: Jim Rosensteele: An Executive Session is scheduled for later tonight. 2. Finance Committee: Jim Engledow: No report. 3. Arts in the Parks Committee: Sue Dillon: No report. 4. Properties Committee: Sue Dillon: Sue acknowledged the presence of Sprint Nextel Representatives and invited them to address the Board at this time. Derrick McGrew introduced himself as an employee of Fortune Wireless, Inc. appearing on behalf of Sprint Nextel regarding the company's desire to construct and operate a cell tower at West Park. He presented 6 photos showing "before and after" vantage views from 3 locations with the "after" pictures showing a proposed silo facade and asked for the Board's reaction with the goal to obtain direction to proceed with design and approvals. He summarized the proposal first made at the March 13, 2007 meeting to be a 100' steel and fiberglass silo, the color of which the Board could determine, to be served by a building expansion of the east side of the current restroom structure to which 24 -7 access is needed. He noted that while the financial terms had not been 1 negotiated, his understanding of the arrangement would be that Sprint Nextel would pay to lease the ground and build the tower for itself and up to 2 additional users (Cingular is interested) who would pay the Park Board a ground lease payment and pay to Sprint a user fee. After repeated expressions of aesthetic concerns by a number of the Board members, Mr. McGrew summarized the discussion history of the 4 facades discussed for West Park: monopole, flagpole, gazebo and silo. Windmill facades used at other locations presented vibration and interruption issues but he offered to provide photos. Citing zoning and set back concerns, Mr. McGrew rejected M Westermeier's suggestion that the cell company revisit locating a tower at the abandoned fire station located at 116th and Towne Road. Local flagpole locations were cited for further consideration. There was a clear lack of support for the presented silo facade and concern about whether any facade would work. Locations of current flag pole towers were suggested for viewing and further consideration. Mr. Riggs who will take over Mr. McGrew's responsibilities regarding the cell tower, will follow up with Mark and the Board with specific flagpole locations. J Engledow noted his belief that the 111th Street power poles visible outside the Monon Center Cafe are 75' tall and that viewing the Broadripple American Legion cell tower is likely not helpful as it is not viewable over the same plane as what is the case at West Park. 5. Safety Committee: Joan B. Ketterman: No report. 6. Central Park Process Management Committee: Mark Westermeier: Mark provided the following information: • Site: o JJR will be creating a comprehensive landscape and hardscape punchlist with the assistance of Stu Larson. Successor to Nicole Sheehan's position. o Irrigation around Buildings will be addressed once K Forman is able to obtain pricing. o Bridge stone detail needs to be transitioned; the stain color has been determined; the lagoons are no longer damned and plantings will be completed. • Monon Center: o A comprehensive list has been created; K Forman will work with the contractors to complete the items in the next 2 weeks. o In addition to other training that continues, training is scheduled for the gyms and indoor aquatics lighting system, which while it is intended to be integrated with the other lighting system, is distinct. o The energy light wall is still under review. • Other Items: o Budget review resulted in a post July projected $510,000.00 balance after consideration of all known issues. All unknown costs are expected to surface by the end of July at which time it will be appropriate for the Board to determine the use of excess. o Skate Park signage notifying all users of the danger and risk assumption has been installed. Signage includes a recommendation to wear protective gear and will address the bike prohibition. Hours are the same as the general park hours (1/2 hour before sunrise to 1/2 hour after sunset). o Once the Skate Park punch list issues are addressed, some adjustments to an edge and expansion joint will need immediate attention. S Shapiro suggested that rail accessories be installed to discourage skaters from using non skate park features. o Mark continues to address anticipated parking needs; he has a conference call scheduled with Gregg Calpino of JJR later this week to determine what design(s) may be ready to go to construction and what grading if any is required to accommodate such a design. o A 911 Emergency run was simulated and all went well. He confirmed that the emergency vehicles can use the Monon to access the location destination. o Mark and Alan Armstrong will meet with David St. John of Meridian to sort through issues. B. Special Committees 1. Encroachment Committee: Michael Klitzing (absent): No report. VI. ACTION ITEMS A. Minutes — Pattie Chester 2 April 24, 2007 Regular Park Board Meeting Minutes were approved as presented. (Chester, Tolson C -Un). B. Financial Reports — Jim Engledow. April 2007 Financial reports were approved as presented. A Kostrzewa confirmed that the encumbrances are being addressed appropriately. (Engledow, Rosensteele, C -Un). C. Claims — Jim Engledow 1. Claim Sheet May 8, 2007 approved as presented: (Engledow, Shapiro C -Un). A Kostrzewa explained that the reference to "apt. b" was a designation chosen by the electric company to identify a 2nd electrical outlet which will in the future be referenced as 22001/2 W, 116th Street, 2. Park Bond Claim Sheet May 8, 2007 approved as presented ( Engledow, Chester C -Un). D. Acceptance and or acknowledgment of Monies received — Audrey Kostrzewa. The following funds were accepted as presented. (Tolson, Shapiro C -Un). (S Dillon explained that the Commemorative Tree donations came from a collective effort spearheaded by Donneybrook neighbors for the 2007 Arbor Day planting) RECEIVED AS DATE POSTED AMOUNT RECEIVED FROM FOR FUND Sponsorship 4-2-07 1047 $2,000.00 Dick's sporting Goods, Inc. The Monon Center Sponsorship 4 -2 -07 853 $250.00 Williams Associates Architects, Ltd. Arbor Day Sponsorship 4-11-07 $500.00 Schmidt Associates Arbor Day Donation 4-12-07 $700.00 Donald Trainor Commemorative Tree Donation 4-23-07 $280.00 Sarah P. Bratton Commemorative Tree Donation 4-23-07 $30.00 James Grimes Commemorative Tree Donation 4-23-07 70.00 Barbara Padgett Commemorative Tree Donation 4 85 07 $20.00 Nancy Mullens Commemorative Tree Donation 4-23-07 $150.00 Deb Brandt Buehler Commemorative Tree Donation 4-23-07 $150.00 May Jane Keys Commemorative Tree Donation 4-23-07 $150.00 Mary J. McKown Commemorative Tree 3. Central Park Matters: Mark Westermeier and Michael Klitzing. Alan Armstrong explained the extra cost incurred by Calumet attributed to weather - caused grading slowdown during the typically prime working months of July through October of 2006, the expectation that material would be laid in 2006 and the unanticipated significant increase in asphalt prices. Calumet submitted a request for $117,000 attributed to the material costs, overtime and additional mobilizations. While the contract provides for more time instead of money if a contractor experiences delay, the Owner's Representative (the "OR "), has reviewed the request, validated the expenses, met with Calumet principals and recommends payment of a sum that does not exceed $95,389.00 as pre - litigation settlement to avoid the unknown and likely significant costs associated with arbitration or a lawsuit. Mark Westermeier and the CPPMC agree with the recommendation. The following motions were made and approved: "Upon the recommendation by the Owner's Representative after its independent review and consideration of all factors regarding costs incurred by Calumet Asphalt Paving Co., Inc. during the performance of 2006 Work for the benefit of the Central Park Project and as recommended to the Board by motion approved at the May 7, 2007 CPPMC meeting, I move that the Park Board authorize payment of $49,784 to Calumet Asphalt 3 Paving Co., Inc." (Engledow, Tolson, C -Un); "Consistent with the recommendation approved at the May 7, 2007 CPPMC meeting, I move that upon receipt from the Owner's Representative written confirmation that the Owner's Representative has completed its independent review and validation of costs associated with increased expenses incurred by Calumet Asphalt Paving Co., Inc. in 2007 for the benefit of the Central Park Project and a recommendation to pay such, the Park Department Director is hereby authorized to take all steps necessary to pay to Calumet Asphalt Paving Co., Inc., such recommended amount not to exceed $45,605.00." (Engledow, Rosensteele, C -Un). VII. Attorney's Report A. Tort Claims; None filed. B. General: No report. VIII. Director's Report: Mark reported as follows: Monon Greenway: 1 The gate at 111th Street at Central Park is open after users cut case hardened locks twice in one weekend to access the trail. Outdoor aquatics locks were cut as well which will be monitored with stepped up security measures including police patrols, on -site guards and cameras. No damage (other than to the locks), missing items or vandalism have been noted. 2. The Monon Greenway tunnel under 116th Street is projected to be open prior to Carmel Fest due to a soils and masonry related delay. All of the various memberships sold to date involve approximately 1800 individuals. 3. The soft opening of Central Park is scheduled from 1 -4 p.m. on Sunday, May 20th to allow the newly hired to test their training in preparation for the Grand Opening on the 26th. Mark noted that the 26th is a "free of charge" day open to the public but added that on subsequent days, a day pass purchase will allow enjoyment of all features with the need to buy a membership. 4. Central Park: a. Indoor Leaks: K Forman is addressing those. b. Water pooling at Rangeline Road is being addressed in part by the opening of previously obstructed culverts by the Carmel Street Department. A swale cut to the south is also needed. c. While the Van Arsdale Drain is partially collapsed, the County Surveyor has determined that the existing flow is sufficient without any action by the Park Department. West Park: 1. Restroom construction. The work has been delayed to allow the Architects to approve a contractor suggested HVAC system that would result in significant savings in installation and local maintenance costs. Founders Park. No report. All Parks: Shelter rentals start this the weekend of May 12 -13; all are expected to be ready for use. Tax Budget: The proposed budget is due to the Mayor on May 21St. Mark is trying to keep increases at 3% which will be a challenge. He confirmed that the savings on the worker's compensation was significant and as it can be shared by two non tax budgets (ESE, Monon Center), the tax budget should not be adversely affected. IX. Discussion Items Abernathy Request. Mark summarized his discussions with Mr. Tom Abernathy who operates the Indiana Basketball Academy in Carmel and Mr. Abernathy's request to receive a written statement that indicates the position that the Park Department will not now or in the future offer activities that would compete and damage the business he has created with the Indiana Basketball Academy. While Board members acknowledged that the Park Department does not intend to compete with local businesses, its goal is to offer the community what the public wants and the restriction that Mr. Abernathy requests would be inconsistent with that goal by unduly restricting the use of public park facilities and the Park Department's broader commitment to the public. The Board agreed with Mark that neither he nor the Board should or would intentionally do anything to limit the public use of the CCPR system facilities. X. Information Items A. Plan Commission Report - S Shapiro reported that she expects activity to increase and reported on a development at 136th Street at 1st Street NW where Cobblestone homes eliminated a request for a Monon access. Mark reported that he met with DOCS and the developer regarding tree removal. B. School Board Report —Joe Miller reported that the School Board authorized the Superintendent to explore the option of allowing Cherry Tree parents to consider sending their children to Carmel Elementary ( "CE ") to allow better use of the new school and address the lack of space at CE. The 4 result of such an option may impact the ESE programs at those two schools. He reported that the School Board is experiencing budget issues and is waiting to see what aid the State will provide. XI. Board Comments: a. Meadowlark Park. Pattie Chester reported that the beaver is active. b. Monon Center Budget. M Engledow congratulated the Park Department management on the budget for the Monon Center. c. Large and numerous Coyotes have been sited. X11. ADJOURNMENT A motion was made to adjourn at approximately 8:40 p.m. (Ketterman, Dutcher C -Un). Signature: /-)CL Gk_c X. (-c'' Date: 5 a 0-2 Signature: �L.J Date: S 5