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Home My WebLink AboutCCPR-04-24-07(Approved: CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES April 24, 2007, 6:00 P.M. Carmel /Clay Department of Parks and Recreation Administrative Offices 1411 E. 116th Street CARMEL, IN 46032 MEMBER ATTENDEES S Dillon J Rosensteele S Shapiro T Tolson J Engledow J Ketterman I. ROLL CALL MEMBER ABSENTEES P Chester D Dutcher J Miller i�lc�cl g aC'07 OTHERS A Kostrzewa M Klitzing M Westermeier D Grisham II. CALL TO ORDER The regular meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:05 p.m. on April 24, 2007 pursuant to notice. S Dillon called the meeting to order. Other board members present: J Rosensteele, S Shapiro, T Tolson, J Engledow and J Ketterman. Absent: P Chester, J Miller and D Dutcher. 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 —Tim Tolson for Pattie Chester. The Board unanimously approved the March 27, 2007 minutes as presented. (Tolson, Rosensteele; C -Un). B. Claims — Jim Engledow 1. Claim Sheet March 27, 2007 (Engledow, Shapiro; C -Un). A Kostrzewa will check on the reference to the IPL entry referencing "Apt. B pole -set" and explained the AT &T charges. 2. Park Bond Claim Sheet March 27, 2007 as amended to include the entry for Vermont Systems, Inc. which had been inadvertently omitted from the claim sheet submitted with the Board Packet information (Engledow, Shapiro; C -Un). M Klitzing explained that "Traesor" refers to a youth fitness video game. 3. Resolution 4- 24 -07 -01 regarding a cash change fund. Debra Grisham explained that as preparations were underway to open the Monon Center, staff realized that the park users may need change when they purchase items with cash. While reviewing the law and the logistics regarding the locations of cash change drawers, staff realized that a cash change fund was necessary at some Department sponsored events, expanding the initial focus from the Monon Center. She referenced Indiana Code Section 36 -1 -8 -2 pursuant to which a cash drawer fund is to be created and then explained how a cash change fund could be created and established by the Park Board. First, she reminded the Board that the Carmel Common Council established in December of 2002, the Parks and Recreation Nonreverting Operating Fund (commonly known as the Parks Program Fund 104) Ordinance D- 1611 -02 to account for operating receipts and disbursements, revenues and other monies received or made for park purposes in connection with the City and Clay Township's joint provision of recreation programs and facilities through the Carmel Clay Parks and Recreation System. She clarified that the Parks Program Fund contains no tax dollars. Second, she explained that because Indiana Code Section 36- 10 -3 -22 acknowledges implementation of reasonable user fees for park and recreation facilities and programs and because the Park Program Fund is not funded with tax dollars, such fund is governed by the Park Board without approval from the Page 1 of 2 Carmel Common Council or the Clay Township Board. Third, she explained that Indiana Code Section 36- 1- 3 -6(6) defines the body that can permit the cash change fund for a political subdivision like the Park Board as the "governing body." She concluded that as the Park Board governs the Park Program Fund which the Carmel Common Council established to account for program funds, it is appropriate for the Park Board to permit the establishment of a cash change fund. After Deb walked the Board through the staff recommended locations and dollar amounts at the Monon Center and for Special Events, A Kostrzewa explained the fiscal and management logistics. The Board approved a motion to waive the reading of Resolution 4- 24- 07 -01. (Tolson, Shapiro; C -Un). The Board approved a motion to approve Resolution 4- 24 -07 -01 which included approval of a warrant in the form of a claim made to A Kostrzewa in the amount of $1600 for use as the starting balances in each of the cash change drawers described in the Resolution. (Tolson, Shapiro; C -Un). C. Central Park Matters: Mark Westermeier 1. Consideration of Dedication Video. Mark Westermeier After Mark distributed the proposed options received from The OMNI Center for Public Media, Inc., he deferred to the Board regarding its desired level of production. The first option for approximately $25,000 was proposed to produce a sequel to the original video, A Walk Through Central Park for the purpose of preserving the story of the landmark park. it includes a 2 camera shoot with up to 16 hours of taping, a script to mix the historical elements with the newly developed park in the form of a cohesive and meaningful story,1 week of editing and 1 week of graphics and special effects. A video stream is included. The second option is to omit the script, include edited interviews with b -roll and use the dedication ceremony itself as the central focus at substantially Tess cost of approximately $2500 to $3500 plus the cost of the taping. Mark reported his understanding that the Township has set aside approximately $10,000 for a video production. S Dillon endorsed the need for historical documentation but noted that this type of video would not be sufficient for the Parks Gold Medal award submission. M Westermeier recommended that as he has no budget for this item, he engage OMNI to produce a thirty (30) minute video stream without a script to run on Channel 16, staying under $10,000.00 which he has the authority to expend as set out in the Park Board Purchasing Rules. J Rosensteele agreed that the Park Board should use what it has to documents what it needs which can be expanded in the future. The Board considered a motion to follow Mark's recommendation as described above. (Rosensteele, Engledow; C- Un). 2. Other. Registration summary: Last Thursday night, a couple hundred people attended sneak peak tours. M Klitzing stated that he would get registration information to the Board members next week, the processing of which Michael offered to handle. The Fitness equipment should be ready to use by May 71". New program season classes begin May 7t". Training is scheduled for all outstanding items. Mark explained that the only issues revolve around the lighting system. Michael described the close down scenario. 3. Next Board Meeting. The location of the May 8, 2007 Park Board regular meeting will be in the Monon Center West in the second floor conference room. IV. ATTORNEY'S REPORT- D Grisham. Tort Claims: No tort claims have been filed. V. DISCUSSION ITEMS — None. VI. BOARD COMMENTS —S Dillon reported that Arbor Day went exceptionally well and relayed the reaction from a couple who happened upon the events of the celebration who described it as "God's Way of Healing the Earth." VII. VII. ADJOURNMENT A motion was made to adjourn at approximately 6:51 p.m. ( Engledow, Rosensteele; C -Un). Signature: Signature: Date: S 7 / oo� ,het u3� Qj OtaLifkl Date: — 07 Page 2 of 2