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Home My WebLink AboutCCPR-03-27-07(Approved: 4— /d J 6 CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES March 27, 2007, 6:00 P.M. Carmel /Clay Department of Parks and Recreation Administrative Offices 1411 E. 116th Street CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES OTHERS S Dillon J Rosensteele A Kostrzewa P Chester D Dutcher M Klitzing S Shapiro M Westermeier T Tolson D Grisham J Engledow S Maki J Ketterman T Lopez Joe Miller I. ROLL CALL II. CALL TO ORDER The regular meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:00 p.m. on March 27, 2007 pursuant to notice. S Dillon called the meeting to order. Other board members present: P Chester, S Shapiro, T Tolson, J Engledow, J Ketterman and J Miller. Absent: J Rosensteele 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— Pattie Chester. The Board unanimously approved the March 13, 2007 minutes with one change to Action Item B. Financial Reports: add the word "billed" after the word "now ". (Chester, Shapiro; C -Un). B. Claims — Jim Engledow 1. Claim Sheet March 27, 2007 (Engledow, Tolson; C -Un). 2. Park Bond Claim Sheet March 27, 2007 (Engledow, Shapiro; C -Un). C. Central Park Matters: Mark Westermeier and Michael Klitzing 1. Consideration of (a) stand alone rate for Fitness and (b) stand alone rate for Aquatics. After Michael and Mark explained that significant public demand for annual and monthly passes to each the fitness center and the aquatic center in lieu of a total access pass caused staff to recommend separate annual rates for each area for both residents and non residents, the Park Board considered and approved for one (1) year the area specific rates in the attached Appendix A. (Engledow, Shapiro; C -Un). 2. Other. Exclusive Hospital Sponsorship Proposed. S Maki reported that of the 2 area hospitals that expressed an interest in providing an exclusive sponsorship of the Carmel Clay Park System, a Director appointed committee considered and recommended further discussion with St. Vincent Hospital as its proposal was comprehensive and fits the needs of the Department. The Board unanimously approved Sue's request to work exclusively with St. Vincent Hospital to clarify the terms of its proposed relationship that will come back to the Board for final approval. (Engledow, Shapiro; C -Un). D. Resolution 3- 27 -07 -01 regarding Special Use Policy Amendment — Michael Klitzing. Michael summarized that staff reviewed the current Special Use Policy and has proposed an amendment to incorporate provisions for the Monon Center, keeping in mind the 100% cost recovery mandate. He highlighted key provisions of the changes previously provided in the Board packet. Page 1 of 2 After he clarified that the free use is for Clay Township based not for profit groups and that there is no fee for use of the Meeting House, discussion turned to comments provided by former Clay Township Trustee, Judy Hagan, which included deleting the reference to "the City of Carmel" in the definition of Local Group and expanding the group descriptions in paragraph 9 for insurance waiver eligibility. After the Board unanimously agreed to waive the reading of the Resolution (Tolson, Ketterman; C- Un), the Board approved Resolution 3- 27 -07 -01 amending Paragraph 9 by changing "Department sponsored activities" to "Department approved activities." (Tolson, Shapiro; C -Un). E. Conflict of Interest Disclosure — Debra Grisham Deb reminded the Board that due to the staffing needs of the Extended School Enrichment Program and at the suggestion of the Carmel Clay School leadership, high school students were hired into part time positions. Emily Westermeier, Mark's daughter, was one of those hired. A recent job fair resulted in Emily's application for employment with the Park Department as a lifeguard at the Monon Center which position was to begin on March 30, 2007. As Mark is a Public Official and as Emily, an unemancipated dependent, has received through the ESE program position and is to receive through the lifeguard position, an ascertainable increase in her income or net worth, Indiana law requires that Mark file a Conflict of Interest Disclosure Statement, which Statement Deb handed to President Dillon. The Board approved the motion to accept the Conflict of Inters Disclosure Form submitted by M Westermeier and authorized the Park Department staff to file it as required under Indiana law. (Tolson, Shapiro; C -Un). F. Unpaid Leave Request — Mark Westermeier. The Board amended the Agenda to add Action items F and G. (Tolson, Shapiro; C -Un). Mark summarized the request he received and recommended on behalf of ESE employee Jennifer Sewell, two (2) months of unpaid leave to commence after the birth of her unborn child and after all paid leave is exhausted. After Mark, Deb and Audrey explained the leave policy and the particular circumstances (including the fact that the timing of Ms. Sewell's anticipated leave from the ESE program position falls between the end of the 2006 -2007 school year and the start of the 2007 -2008 school year and filling her position during the time of the leave is not necessary for the Department), the Board considered and approved the motion to grant to Jennifer Sewell unpaid leave for up to two (2) months after all paid leave is exhausted during her leave for the birth of her unborn child. (Miller, Shapiro, C -Un). G. Worker's Compensation Insurance Payment — Mark Westermeier. Mark summarized the process and reminded the Board of the initial City request for $75,000 which it attributed to the Park Department's worker's compensation insurance, though well below the budgeted sum. After multiple meetings with representatives of the insurance carrier, insurance agent and City officials, the revised cost attributed to park staff is now $39,173.00, a cost savings of approximately $35,000. Mark requested that the Board approve the sum to be paid as follows: $22,500 from the tax budget in the worker's compensation line with the balance to come from the ESE budget as the premium increase is primarily attributed to ESE staff. (Engledow, Tolson; C -Un). IV. ATTORNEY'S REPORT- D Grisham. Tort Claims: No tort claims have been filed. V. DISCUSSION ITEMS J Engledow suggested that the Board consider giving the Director authority to grant more than two (2) weeks of unpaid leave. Michael advised that he is organizing the policies for review. Sue suggested that she work with Deb on a procedure for policy review. Michael next reported that he targeted April 15th to get back on the Master Plan project with MIG. VI. BOARD COMMENTS School Board: J Miller reported that the School Board decided not to redistrict any elementary school next year. Dedication: S Dillon reported that all Board members were expected to be present, lead tours and otherwise host the event after which she described the event agenda. J Miller reminded the Board that a prior conflict will prevent him from attending. VII. ADJOURNMENT A motion was made to adjourn at approximately 7:00 p.m. (Ketterman, Shapiro; C -Un). Signature: �� Cep �'�'�` Date: <4/ /61 ° 7 Signature: /.c� �f . Dael, Date: h1- 10 -07 Page 2 of 2