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Home My WebLink AboutCCPR-02-27-07(Approved: 3 -/3- G % ) CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES February 27, 2007, 6:30 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 Engledow A Kostrzewa P Chester M Klitzing S Shapiro M Westermeier T Tolson D Grisham J Rosensteele J Ketterman D Dutcher Joe Miller I. ROLL CALL 11. CALL TO ORDER The regular meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:30 p.m. on February 27, 2007 pursuant to notice. S Dillon called the meeting to order. Other board members present: P Chester, T Tolson, J Miller, J Rosensteele, J Ketterman, S Shapiro and D Dutcher. Absent: J Engledow. 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. Claims — Joan Ketteman 1. Claim Sheet February 27, 2007 (Ketterman, Tolson, C -Un). B. Central Park Matters: Mark Westermeier and Michael Klitzing 1 Other. (Order of action items were changed to allow Alan Armstrong to leave after his presentation.) (Tolson, Miller, C -Un). a. Exterior Signage: After summarizing the history of the bid process for exterior signage, A Armstrong reported that earlier today, outdoor signage bids were received, opened, read aloud and recorded. Only 1 bidder (ASI - Modulex) participated and bid $161,299.55 for the base bid with one (1) add alternate for limestone bases in the amount of $41,860.00 for a total bid of $203,159.55. He added that he recommended acceptance of the total bid which was originally budgeted at $210,564.00. He showed the stone base drawings. In response to J Ketterman regarding only one bidder, Alan explained that the custom style of the signage and bond requirements kept the number of bidders down. D Grisham assured T Tolson that all public works contracts on the Central Park project were subject to the common construction wage requirements and the certified payroll. The Board unanimously approved the following motion: 'With regard to the Outdoor Aquatics and Exterior Signage specified in Bid Release 8, 1 move that the Park Board (a)accept the base bid from ASI Modulex in the amount of $161,299.55 together with the bid alternate in the amount of $41,860.00 for a total of $203,159.55 and award to it a contract therefore, (b) authorize the Construction Manager to take all action necessary to complete the contracting process including the initiation of a letter of intent authorizing the spending of administrative funds to be incurred during the finalization of the contract and (c) authorize the President of the Park Board to sign a contract Page 1 of 3 with the Bidder upon completion of the Park Board Attorney's review." (Ketterman, Rosensteele C -Un). b. Consideration of Purchase of cafe tables and chairs. M Klitzing. Michael explained that as the Board now seeks a third -party vendor to operate the cafe under a qualified management agreement, the responsibility to purchase the cafe tables and booths has shifted to the Board. Accordingly, he recommended the purchase of the Rowland specified tables and booths in the amount of $24,511.36 pursuant to the special purchasing provisions of Indiana Law (IC 5- 22 -10 -5 and IC 5- 22- 10 -12) and the Park Board purchasing rules (PRM 8 -12 -B and PRM 8 -1 -1). The Board 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 Business Furniture in the amount of $24,511.36 for the purchase of the furniture." (Chester, Ketterman C -Un.). c. FitLinxx System Purchase. M Klitzing Michael recommended one (1) kiosk terminal by which users can record workout exercises and if sufficient demand, more can be purchased. He explained the ability to secure the price for this terminal at a substantial savings to the Park Board allowing it to qualify as a special purchase under applicable state law (IC 5- 22 -10 -5 and IC 5- 22- 10 -12) and the Park Board purchasing rules (PRM 8 -12 -B and PRM 8 -1 -1). D Dutcher endorsed the purchase and acknowledged the standard nature of such use. Michael explained that if the system proves to be as popular as staff expects, he will return with another purchase request. The Board approved the following motion: "Under the special purchasing provisions previously cited, I move to authorize the Assistant Director to sign a purchase order with FitLinxx in the amount of $37, 532 for the purchase of the Fitlinxx System ." (Dutcher, Shapiro C -Un). 2. Consideration of Summit Armstrong OR Agreement. Mark Westermeier. Mark reported that he had talked with Steve Baker and recommended that the contract for Owner's Representative continue on an as needed basis on the hourly rate of $125.00 plus reimbursable expenses for each Steve Baker and Alan Armstrong. He explained the importance of continuity with the closeout contingency items. With regard to process, D Grisham explained that a letter could be drafted to provide the terms of the continued arrangement by which Mark would direct the scope of work with invoices to detail the time spent which should be consistent with Mark's direction. Mark assured the Board that there are sufficient funds from the Park Bond for this expense. The Park Board approved the arrangement as presented at the hourly rate of $125.00 per hour plus expenses. (Rosensteele, Dutcher C -Un). 3. Board Meeting Locations after February. Michael Klitzing. Michael summarized the past discussion regarding meeting times and locations and stated that while the hope was that March meetings could be held in the Monon Center, the space is not now anticipated to be ready. He recommended that the March meetings be held as noticed at the Administrative Offices through March and readdress the location in April. The Board approved the motion to hold the March Park Board meetings as noticed at the Administrative Offices through March. (Rosensteele, Ketterman, Shapiro C -Un). IV. ATTORNEY'S REPORT A. Tort Claims: No tort claims have been filed. B. General: As an update to the previously noticed Fisher's BZA hearing on Conner Prairie outdoor signage, a rendering had been sent and was shown to the Board. C. American Consulting, Inc. has been renamed American Structurepoint, Inc. V. DISCUSSION ITEMS S Shapiro mentioned the Town Partners proposal to develop Cobblestone Commons consisting of 24 units in 3.5+ acres with Monon access. M Westermeier summarized the process usually followed by developers who are interested in an Monon access point and assured the Board that he would monitor this one as well. Page 2 of 3 VI. BOARD COMMENTS Master Plan update: Michael reported that he and MIG are playing phone tag. Dedication: S Dillon reported that the Dedication of Central Park and the Reception will be held on Saturday, April 14, 2007 at the Monon Center starting at 4:30 with appetizers (and no alcohol), provided courtesy of the Exclusive Caterer. (3:00 p.m. tours will precede the Dedication /Reception.) Board Workshop: M Klitzing reminded the Board about the March 6, 2 - -7 workshop scheduled at the Monon Center from Noon to 7:00 p.m. in the Banquet room. He asked the members to access the facility from the Westfield entrance on east side of the park. Personnel Matters regarding Diana Ray: After an initial motion to adjourn and before a quorum of the Board had departed, D Grisham reminded the Park Board that a critical personnel matter required the Board's consideration. She summarized the Board's February 13, 2007 decision to grant Diana Ray's request for unpaid leave from her Accounting Technician position through February 28, 2007 on information provided by Diana's doctor that she would be able to return to work on March 1, 2007. New information received on February 23, 2007 from Diana's doctor extended her return date by more than a 3 to 4 week period at which time she would be reassessed. As the Department's needs to fill the position that was being held for Diana had not changed, the Park Board declined to extend the leave. (Ketterman, Tolson C -Un). VII. ADJOURNMENT A motion was made to adjourn at approximately 7:07 p.m. (Ketterman, Dutcher C -Un). Signature: Date: Signature: Date: 3/13 /e —, ni--t3 0-7 Page 3 of 3