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Home My WebLink AboutCCPR-01-23-07(Approved: &- I S -07 CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting January 23, 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 J Rosensteele P Chester D Dutcher J Engledow S Shapiro T Tolson J Miller I. ROLL CALL MEMBER ABSENTEES S Dillon J Ketterman OTHERS A Kostrzewa M Klitzing (arrived late) M Westermeier D Grisham C Broderick II. CALL TO ORDER The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at 6:00 p.m. on January 23, 2007 pursuant to notice. Vice President James Rosensteele asked Secretary Pattie Chester to take the roll. Board members present other than Mr. Rosensteele and Mrs. Chester included J Miller, J Engledow, D Dutcher, S Shapiro and T Tolson. J Ketterman and President S Dillon were absent. Having confirmed the presence of a quorum, Mr. Rosensteele called the meeting to order and noted that two members of the public were present and welcomed them. 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 — Jim Engledow 1. Claim Sheet January 23, 2007 (Engledow, Chester, C -Un). J Engledow asked about what appeared to be a high Carey Grove electric bill for $115.00 which A Kostrzewa agreed to check on. S Shapiro asked about the invoice for Miller White which M Westermeier explained to be for the ESE enewsletter and indicated that they should be about finished with all but the newsletter and the web site the work for which is expected to decrease. Audrey mentioned that on page 505 under the Gift Fund, the Schneider Corporation P.O. 16093 has been added to the execution copies. 2. Audrey reported that the three (3) month summary was not ready due to short staffing and will be mailed out separately. B. Central Park Matters: Mark Westermeier and Michael Klitzing 1. Mark presented Resolution 1- 23 -07 -01 regarding the amendment of the CPPMC authority to reflect the change in focus and the need to expedite certain purchases for the operational needs of Central Park and explained the expected use of the Special Purchasing rules. The Board first approved a motion to waive the reading of Resolution 1- 23 -07 -01 (Tolson, Dutcher C -Un). After confirmation that the referenced items had been holding a place in the FF &E budget and the suggested continuation of the President's role in the execution process of any contracts, the Board approved the Resolution as presented. (Tolson, Chester C -Un). 2. Cafe at the Monon Center M Westermeier reported that staff and consultants are working on the options regarding how the various responsibilities need to be structured. D Grisham reported that we need to satisfy both Page 1 of 3 Federal Law guidelines with regard to the bond and private business use and State law requirements with regard to purchases. She acknowledged that the direction given by the Board at its last meeting seems reachable and that the legal options should be ready for the February 13th meeting. J Miller asked about the bond interest rate and whether our consultants are watching for opportunities to restructure at a savings and other benefits. Joe will determine what extent of restructuring the school recently undertook and who they used as a consultant. D Grisham offered to talk to Mike Claytor to respond to some of the questions regarding the continued legitimacy of the current interest rate and the process including whether a remonstrance is involved. No action was necessary as no recommendation surfaced from yesterday's conference call with B Bosma. C. Consideration of Independent Contractor Agreement for Recreation Programs: 1. Dance Class Studios. Mark referred to the Action Item cover Sheet and explained that as full cost recovery is planned, staff has implemented process changes regarding the provision of services by independent contractors. A Kostrzewa addressed a question regarding the timing of the execution of the contract by the contractor. J Miller clarified his understanding that while the contract provides for the possibility of several classes which if all held would result in an expenditure of $11,680, that the cost covers only services received and that money for such is generated by those attending. The Board unanimously approved a motion to authorize the Assistant Director to enter into a professional services agreement with Dance Class Studios for the provision of recreation programs in an amount not to exceed $11,680. (Dutcher, Tolson, C -Un). 2. Off the Wall Sports, LLC. See attached cover sheet for explanation. The Board unanimously approved a motion to authorize the Assistant Director to enter into a professional services agreement with Off the Wall Sports, LLC for the provision of recreation programs in an amount not to exceed $13,725. (Miller, Tolson C -Un). D. Consideration of Authorization Limits for Recreation Programs: Michael Klitzing. Michael arrived in time to address questions regarding the proposal to increase the maximum purchasing authority for supplies and services to make purchases for only recreation programs through only the non - reverting park program Fund 104. The Board waived the reading of Resolution 1- 23- 07 -02. (Miller, Tolson C -Un). Michael explained that the non reverting fund has restricted use, that quite frequently contracts like those just considered do not reach the maximum amount and such could be handled in a more expeditious way if the authority limit was increased similarly to many other park systems. J Engledow noted his expectation that the Park Board's meeting schedule of two times per month should address any efficiency issue and asked whether a Board report would be in order. S Shapiro too, raised questions regarding distinctions, processes and reports. J Miller endorsed the proposal as the programs in question generate money used to pay for the service. Michael confirmed that purchase of services over $10,000 from any other fund will continue to come to the Park Board for approval and that any amount spent above $10,000 up to $24,999 from Fund 104 for programs under this Resolution would be reported to the Board. D Grisham noted the state law regulation of program fund monies as well as the distinction between services and public works projects. The Board unanimously approved Resolution 1- 23- 07 -02. (Tolson, Shapiro C -Un). E. Purchase of Lawn Mower: Mark Westermeier. Mark Westermeier corrected the description of the mower as a 61" wide 28 hp diesel Ferris mower needed to replace an old model. D Grisham reminded the Board that the disposal laws apply to old equipment. After confirming that the maintenance staff is familiar with diesel mowers, the Board approved the purchase of the described mower from Castleton Power Mower for $12,117.17. (Engledow, Tolson C -Un). F. Line Transfer within a Classification: Mark Westermeier. Mark explained that he worked with the Clerk Treasurer to create the appropriate budget line for the cable services which will cover annual internet access costs for the Administrative Offices and the Maintenance Office. Discussion included a description of the cable services provided by the City and the challenges that the department faces while using current and newly instituted city services and software. The Board unanimously ratified the actions of the staff to transfer $1,600.00 in the General Fund, Department 1125, from 4350900 Other Contractual Services to 4349500 Cable Services. (Dutcher, Chester C -Un). Page 2 of 3 VII. Attorney's Report A. Tort Claims: No tort claims have been filed. B. General: Deb reminded the Board to review vendor lists to stay aware of those who do business with the Park Board so that should there be a conflict, a Uniform Conflict of Interest Disclosure Statement could be appropriately filed. VIII. Discussion Items: None. IX. Board Comments: None. X. ADJOURNMENT A motions was made to adjourn at approximately 7:00 p.m. (Shapiro, Tolson C -Un). Signature: Date: F-e,5 r .S a_G o 7 Signature: " <_ ".�✓ iI'LwA CLM /v I`/ .^^^. 1. Date: —/ S —0-7 Page 3 of 3