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HomeMy WebLinkAboutCCPR-04-10-07(Approved: 471-02 4 09 CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting April 10, 2007, 7:00 P.M. Administrative Offices of the Carmel Clay Department of Parks and Recreation 1411 E. 116th Street CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS J Rosensteele Sally Shapiro A Kostrzewa P Chester M Westermeier J Miller M Klitzing J Engledow D Grisham S Dillon Gary Smith T Tolson Kent Forman J Ketterman Dutcher (arrived 7:20 p.m.) I. ROLL CALL 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 April 10, 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 Miller, J Engledow, T Tolson, J Ketterman and D Dutcher who arrived after the roll call as noted above. S Shapiro was absent due to her representation of the Park Board at a simultaneous meeting of the Carmel Clay Plan Commission. 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. PUBLIC COMMENTS: There were no comments. IV. STAFF REPORTS: There was no report. 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: Noting that the new meeting schedule is every other Monday with the next meeting on April 23, 2007, Mark provided the following information: • Site: o Permanent exterior signage at the 111th Street entry and temporary signage at the College and Westfield entries are scheduled for installation on Friday, April 13, 2007. 1 Permanent signage installation at all entries is scheduled to occur prior to the public grand opening that is scheduled to occur on Memorial Day Weekend. o Paving of the roads continues with stripping to be completed by Friday, April 13, 2007. There are new issues with Larry Calihan (regarding the College Street entry). o Water Flow at the Rangeline Road/Westfield Boulevard entry, was reviewed by JJR's Gregg Calpino last week who advised that landscaping should absorb a great deal of water and perhaps enough to render any other fix unnecessary. • Monon Center: o The OR is facilitating the punch list completion by Office Works, the Interior furniture vendor; o HVAC, Alarm and Monitoring training of the Center's Maintenance Supervisor, Terry Meyers, C Broderick, M Klitzing and Mark will start tomorrow, April 11, 2007; Contrary to the recent reports by the media, there are no HVAC or ventilation problems but rather, there has been typical startup balancing of the systems which Mark summarized emphasizing the need to ensure that all security measures are completely aligned and in place prior to the public opening which includes the satisfactory installation of all lock cores. Gary Smith and Kent Forman were present on behalf of the Construction Manager to answer any questions. o Booster pumps have been installed in the Monon Center West this month and the water pressure is where it needs to be; toilets are flushing properly and hot water is available. o Interior way finding signage has been installed. o Playground equipment has been installed in the kid zone. o All recreation staff other than the front desk staff has moved offices to the Center; will vacate the Pedcor building at the end of April and classes will start in the Center on May 3rd and be in full swing by May 8th o The Cafe is targeted to open on May 26, 2007; M Klitzing will be meeting with the vendor this Thursday after which more details will follow. o Chillers are operational. o LEEDS items that remained in the materials and methods used will be identified to confirm that the Monon Center is the first Leeds compliant public building in Indiana to pursue incentive benefits. • Outdoor Aquatics: o Water to be added to the pools after painting completed: expected 5 -1; o The filter building was identified as the appropriate location for the second booster pump system. • Other Items: o Staffing and equipment needs are being assessed to address needs of the Center when it opens; J Ketterman supported all avenues of pre- opening registrations to cut down on the opening rush. o Increased parking is an issue that Mark suggested requires the assistance of Schneider, the engineering firm who initially engineered the site so that drainage patterns and other site challenges are appropriately considered. Mark reported that Colleen Broderick is talking with businesses to discuss use of parking lots for overflow parking and use of the Monon will be encouraged. Mark is meeting with the Lexington Farms Homeowners Association to discuss expectations of the Opening Weekend. o Budget status will be reported after a meeting with all appropriate officials and consultants occurs next week. Mark projected a $300,000± contingency balance after all known matters are paid. o Opening weekend is in the planning stages and details will be reported at a later time; currently, 1500 passports have been sold without promotion; funds will not be spent on advertising as the media coverage has been and promises to be, comprehensive. o Corporation memberships have not been pursued and any rates will not be collected until Memorial Day Weekend; Mark will arrange a meeting with the Carmel /Clay Schools. o Online registration information will be reviewed in light of J Miller's experience in his attempt to add a member. B. Special Committees 2 1. Encroachment Committee: Michael Klitzing (absent): No report. VI. ACTION ITEMS A. Minutes — Pattie Chester March 27, 2007 Regular Park Board Meeting Minutes. (Chester, Tolson as presented with amendment regarding changes to the Special Use Policy C -Un). B. Financial Reports — Jim Engledow. (Engledow, Ketterman, C -Un). C. Claims — Jim Engledow 1. Claim Sheet April 10, 2007 (Engledow, Tolson C -Un). A Kostrzewa distributed a revised claim sheet bearing the first of two (2) lease payments for the truck lease purchase approved last year. M Westermeier explained that the Monon covenant lawsuit and the history of Hazel Landing Park dictated the necessity gate locking charges. 2. Park Bond Claim Sheet April 10, 2007 (Engledow, Rosensteele C -Un). A meeting next week will provide answers regarding the balance. D. Acceptance and or acknowledgment of Monies received — Audrey Kostrzewa. Audrey provided a handout which was not ready at the time of the Board packet assembly. She reported a sponsorship by Dick's Sporting Goods $500 in -kind gift certificates for Department use and two (2) donations of $1,500 from Gaylor, Inc for the Monon Center Grand Opening on May 26, 2007 and $49.46 from the Flowing Well box. (Dutcher, Chester C -Un). 3. Central Park Matters: Mark Westermeier and Michael Klitzing. Mark reported that there were no action items to present. VII. Attorney's Report A. Tort Claims; None filed. B. General: Deb reported that the blended interest rate on the Park Bond as reported by Mike Claytor, the financial consultant to Clay Township regarding the bond issuance, is 4.86 %; that a "refunding" cannot occur for ten (10) years and that unless new money is involved, there is no remonstrance in a refunding exercise. Deb added her understanding that the financial consultants will monitor interest rates. VIII. Director's Report New Development: Monon Greenway: 1. Village Green Town homes by Drees: Mark distributed a rendering of the Monon Trail Connection Plaza to which the Carmel City Council has agreed. After the council required a Monon connector, Mark was involved in the review stages. He confirmed that he was clear about not accepting any maintenance responsibility. 2. Bub's Cafe: Mark distributed a rendering of the Proposed Site plan for the cafe at 2nd Street in Carmel with a hand drawn path from the Monon Trail to Bub's property which keeps the parking and path to the Monon on Bub's property. 3. City Center Development Detour: Mark brought and invited the Board to review, the plan to reroute the Monon Trail for three (3) years during the development of City Center. He mentioned that such a route works until the Carmel Drive Bridge construction starts in the fall of 2007. He projected about a four (4) year timeframe before the Monon Greenway will be operational without detour. 4. Trailhead at 96th Street: Increased use of the trailhead restrooms is expected following removal of portable restrooms along the Indy Parks Monon Greenway at 91st Street. West Park: 1. Restroom construction. The work has started. 2. Cell Tower. Mark reported that he had given permission to Nextel to float a balloon over West Park to take elevations for its proposal to put a cell tower silo in the park; a future presentation is expected to reveal how the silo would look in relation to the exiting buildings. D Dutcher expressed his concern with the whole concept and suggested that before the Board approves anything, it share the elevation information with neighbors. Mark assured the Board that the city's approval process would require neighbor notification. Founders Park. No report update. All Parks: Maintenance staff is busy opening the parks which has been challenged by the unusual weather. 3 River Trail: Indianapolis Water Utility has torn up some property so Mark will follow up with those involved. IX. Discussion Items Administrative Offices. With regard to the appearance of the Administrative Office building, Mark acknowledged that certain improvements need to be made but that it is not a main focus at this time and reported water issues, pool house roof issues and the 116`h Street road widening that will influence the access drives. J Engledow suggested that this matter be addressed by the Properties Committee. Monon Center Dedication. S Dillon summarized the sequence of events scheduled to occur at Saturday's dedication. Master Plan. Michael reported that he has a conference call scheduled with consultant MIG next Monday. X. Information Items A. Plan Commission Report - S Shapiro was absent from the Board meeting to attend a Plan Commission meeting as the Park Board's representative. B. School Board Report — Joe Miller reported that while he had no news that directly impacted the parks, he noted that the Associate Superintendent of Human Resources is leaving the district to be Superintendent of Schools of Center Grove effective May 1, 2007. XI. Board Comments: As the Board members had actively participated in discussion throughout the meeting, there were no comments given at this time. XII. ADJOURNMENT A motion was made to adjourn at approximately 8:50 p.m. (Ketterman, Chester C -Un). Signature: 0,11L c Date: 4 — u -o '? Signature: ., `� Date: y' U 7 4