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HomeMy WebLinkAboutCCPR-03-13-07(Approved: 3 o? 7 CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting March 13, 2007, 6:00 P.M. Administrative Offices of the Carmel Clay Department of Parks and Recreation 1411 E. 116th Street CARMEL, IN 46032 MEMBER ATTENDEES MEMBER ABSENTEES J Rosensteele P Chester S Shapiro J Engledow S Dillon T Tolson J Ketterman D Dutcher (arrived 7:15 p.m.) J Miller (arrived 7:20 p.m.) I. ROLL CALL OTHERS A Kostrzewa M Westermeier C Broderick D Grisham Ben Johnson Kate Schneider Tina Hotze Mandy Spady Tom Divan Ryan McGee Shannon Sherman Tiffany Deters Valeska Simmonds Courtney Jackson Derek McGrew (Nextel Rep.) Randy Collins 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 March 13, 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, J Ketterman, T Tolson and S Shapiro. D Dutcher and J Miller 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: Mark Westermeier, Colleen Broderick and Ben Johnson reported the following new staff members and their respective positions: Kate Schneider: Recreation Supervisor; Tina Hotze, Aquatics Supervisor; Mandy Spady: Administrative Assistant for the Recreation staff; Tom Divan: Guest Services Supervisor, Mark Hesse: Recreation Coordinator for the Monon Center sports, gyms and skate park, Ryan McGee ESE Site Coordinator at Carmel Elementary School; Shannon Sherman, ESE Site Coordinator at Prairie Trace Elementary School; Tiffany Deters, Site Coordinator at Cherry Tree Elementary School; Valeska Simmonds at Forest Dale Elementary School and Courtney Jackson at Smokey Row Elementary School. The Board members welcomed them. 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: Sue noted that a Nextel Representative was present to discuss a cell tower at West Park. Mr. McGrew of Fortune Wireless, Inc. stated that he was present to answer questions about the currently proposed steel and fiberglass silo design which would need to be 100 feet tall to clear the trees. He drew a rough sketch on the white board to illustrate a desired location near the current restroom which location Mark Westermeier confirmed did not conflict with anything. He noted that Nextel's antenna would be inside the structure at an approximate height of 90 feet and that Cingular's (new AT &T) antenna at 80 feet with room for two more users. Nextel proposes a land lease arrangement after which, completion construction is estimated to take 3 to 4 weeks. H suggested that since there is no objection to the proposed location from the Board, he will obtain and submit drawings and surround photos. 5. Safety Committee: Joan B. Ketterman: No report. 6. Central Park Process Management Committee: Mark Westermeier: Mark provided the following highlights from the March 12, 2007 meeting: • Site: o Permanent exterior signage will not be installed prior to the Dedication; o Interior way finding signage will be installed next week; o Carmel Utility water lines are being installed along 111th Street to provide more volume (not pressure); o Outside lighting will be redirected from neighbor lands; o Grading has occurred over the entire site this week. A site meeting with Becker and Gradex established grading /installation work areas and schedule: East side from Westfield Boulevard up to the east side of the MCE and the Monon Greenway targeted to be complete by April 15 2007; Outdoor Aquatics to be complete by May 15, 2007 and the balance of the park on the West to be complete by May 25, 2007. • Monon Center: o Interior furniture not yet complete; o Most of the computers are installed; o Phone equipment is in and being staged with permanent phone lines expected to be operational by the 1st week of April; o Keying is not ready; the cores were sent out last Friday; o Booster pumps have been ordered and on site and will be installed in the Monon Center West this month Skate Park: Met with Buddy regarding concerns to be addressed at the next CPPMC meeting; • Outdoor Aquatics: o Water to be added to the pools after painting completed: expected 5 -1; o Location for a booster pump system is still being determined. B. Special Committees 1. Encroachment Committee: Michael Klitzing (absent): No report. VI. ACTION ITEMS Minutes — Pattie Chester February 15, 2007 Regular Park Board Meeting Minutes. (Chester, Tolson as presented C -Un). February 27, 2007 Regular Park Board Meeting Minutes approved as presented noting a clarification note to the Board Comments that tours on April 14th start at 3:00 p.m. (Chester, Shapiro C -Un). B. Financial Reports — Jim Engledow. After Mark confirmed that Pedcor's billing is now billed in arrears due to delay of the park staff move to the Monon Center East and will likely total $40,000 for the year, the reports were accepted as presented. (Engledow, Rosensteele, C -Un). C. Claims — Jim Engledow 1. Claim Sheet Marchl3, 2007 (Engledow, Dutcher C -Un). Clarification was requested and given for claims regarding Patty Schmedy, gas reimbursement, Illinois park and recreation job posting fees and membership fees. 2. Park Bond Claim Sheet Marchl3, 2007 (Engledow, Chester C -Un). D. Acceptance and or acknowledgment of Monies received — Audrey Kostrzewa. Audrey reported sponsorships for Arbor Day in the following amounts: $250 from Nelson & Frankenberger and $100 from Vine & Branch. (Rosensteele, Tolson C -Un). E. Central Park Matters: Mark Westermeier and Michael Klitzing. Michael was absent due to sickness and Mark asked that as Mr. Collins of Crystal Catering was in attendance, he would like to present the Cafe and Concessions proposal as the first Central Park Matter: 1. Consideration of Cafe and Concessions Vendor: Mark Westermeier. Mark referred to a handout that Michael prepared for consideration, noted that only one (1) proposal had been received and listed the key terms proposed by Crystal Catering as follows: • Two -year contract with right for the Board to terminate after one year without penalty • Successive one -year automatic renewal periods. • 5% commission on cafe sales; 10% commission on concession stand sales; 10% commission on vending machines. • Agree to adjust commissions if sales increase significantly beyond projections. • Hours coincide with facility hours to extent customer demand warrants. • All staffing required to operate cafe and concession stands provided by Crystal • Dedicated food service manager and assistant manager to be assigned to Monon Center responsible for coordinating all food service operations, including catering, cafe and concessions. • $50,000 investment in additional equipment to be made by Crystal to supplement Board - provided equipment. • Will actively sell and coordinate brand sponsorships for a 20% commission. All sponsorships to be approved by CCPR. • Will sponsor an employee picnic once each summer not to exceed $5,000 retail value. He referenced that the Request for Proposal and the proposed contract draft had been developed in consultation with the Park Board's Attorneys to comply with applicable State Law, as well as IRS regulations pertaining to the tax - exempt status of the Central Park Bond. Randy Collins of Crystal attended the meeting to address any questions. The Park Board considered and unanimously approved the following motion: "I move that the Board accept from Crystal Catering (the "Vendor"), its proposal to operate the Monon Center Cafe and Concession Stands and authorize the Director, the Assistant Director, the Park Board President and the Park Board Attorney(s) to take all action necessary, reasonable and appropriate to complete the negotiation and finalization of a food service contract based on the Vendor's proposal and in a form materially similar to the sample contract included in the Board Packet after which the President or Vice President of the Park Board shall be authorized to execute such contract with the Vendor." (Shapiro, Dutcher, C -Un). Mr. Collins thanked the Board and left the meeting. 2. Consideration of purchase of Youth Fitness Flooring. Mark referred to a handout that Michael prepared for consideration, and after Colleen Broderick noted that the recommended flooring provided 46% more shock absorbency than the rubber flooring, the Board considered and unanimously approved the following motion: "Under the special purchasing provisions previously cited, I move to authorize the Assistant Director to sign a purchase order with Cincinnati Floor Company in the amount of $18,900.00 for the purchase of athletic flooring for the Youth Fitness Studios." (Ketterman, Shapiro C -Un). 3. Consideration of purchase of Soft Play Equipment. Mark referred to a handout that Michael prepared for consideration. The Board considered and unanimously approved the following motion: "Under the special purchasing provisions previously cited, I move to authorize the Assistant Director to sign a purchase order with Soft Play, LLC in the amount of $25,000.00 for the purchase of indoor playground equipment for the KidZone." (Shapiro, Engledow C -Un). 4. Consideration of Cardio Fitness Equipment Monitors. Mark referred to a handout that Michael prepared for consideration. After Colleen clarified the distinction between the monitors requested for purchase in this request from the Fitlynxx system presented at the prior Board meeting and Dan confirmed the public's expectation of such equipment, the Board considered and approved the following motion: "Under the special purchasing provisions previously cited, I move to authorize the Assistant Director to sign a purchase order with The Fitness Connection in the amount of $35,952.00 for the purchase of television monitors for the Matrix cardio equipment." (Tolson, Shapiro C -Un). 5. Dedication Invitation. Board members received their invitations to the 4 -14 -07 Dedication. F. Consideration of Summer Escape Guide. Mark referred to the information in the Board packet and confirmed that this was a one time guide. After concluding that mailing was not included in the quote, the Board considered and unanimously approved the following motion: "I move to authorize the Assistant Director to sign a purchase order with UN Communications, Inc. in an amount not to exceed $36,345.00 for the printing of the Spring /Summer Escape Guide." (Rosensteele, Shapiro C- Un). VII. Attorney's Report A. Tort Claims; None filed. B. General: No report. VIII. Director's Report West Park: Restroom construction. The work will start during the first part of April. Mark mentioned that he does not anticipate having to close down the restroom to public use and portable toilets will be provided if the restrooms do need to be closed. The back section is under water which is an issue that had been put on hold. He reported that the development plan for the Riley 5 acres may need to be changed to address the now current maintenance needs. Founders Park. Mark reported that Schneider engineers continue to work on the site plan leaving the finalization of the building to future direction from the Board. Hazel Landing Park. Mark reported that he is working with Craig Flandermeyer of Schmidt Associates on asphalt trail locations. S Dillon mentioned the need to get users into the park to provide monitoring and reminded the Board of the desire to work with adjoining jurisdictions and property owners to link the public lands. She mentioned that Frisbee golf is a viable use and that portable toilets seemed to be the best restroom answer due to the flood plain. Administrative Offices. Mark reported that parking would be expanded and that the City had agreed to leave and improve the circular drive in the front so that there could be additional parking along the west front yard area. Monon Center. C Broderick noted that day staff would park in the remote sections of the parking lots at the Monon Center but that night staff would be allowed to park closer to the front entrances. IX. Discussion Items Special Use Policy regarding the Monon Center. S Dillon referred to the prior action by the Board regarding use in the parks and suggested that the Board consider whether it is necessary to approve a policy regarding special uses at the Monon Center. C Broderick suggested that there is no need for a policy if the Monon Center revenue goal is 100% cost recovery. S Dillon offered that the library changes a maintenance fee only. J Rosensteele asked that staff make a recommendation to which the Board could react. X. Information Items A. Plan Commission Report - S Shapiro reported that she had attended a transportation seminar which addressed Monon Greenway connectivity. Mark summarized his intended involvement with connectivity issues through coordination with DOCS and the City's Alternative Transportation Coordinator and noted that the Alternative Transportation Coordinator position within the Carmel City Engineer's office, is currently vacant. B. School Board Report — Joe Miller reported that while he had no news that directly impacted the parks, he noted that redistricting is a current issue which can be followed on the Internet. XI. Board Comments S Dillon provided a handout attached as Appendix A listing items that should be considered resulting from the Board workshop held on the 6th. S Shapiro mentioned that David Clapper, executive with Finish Line, mentioned the need for a dog park. P Chester volunteered to head up that initiative; Cherry Tree Park was mentioned as a possible site for such use. J Engledow mentioned that he has a meeting later on this week with Verizon regarding their location along the Monon Greenway; he mentioned his desire to keep the trees as much as possible along the greenway. XII. ADJOURNMENT A motion was made to adjourn at approximately 8:45 p.m. (Ketterman, Shapiro C -Un). Signature: Signature: /c& Date: (///0/07 Date: 1-( —!U --67