HomeMy WebLinkAboutCCPR-01-09-07(Approved — / S — U 7
CARMEL /CLAY BOARD OF PARKS AND RECREATION
BOARD MEETING MINUTES
Annual Meeting /Regular Meeting
January 9, 2007, 7:00 P.M.
Carmel City Hall, Chambers Room, CARMEL, IN 46032
MEMBER ATTENDEES MEMBER ABSENTEES OTHERS
S Dillon Sally Shapiro (absent at roll call) A Kostrzewa
P Chester L Dudeck
J Miller M Westermeier
J Engledow D Grisham
J Rosensteele M Klitzing
J Ketterman C Broderick
D Dutcher
S Shapiro (absent at roll call; arrived 7:10)
T Tolson
I. ROLL CALL
II. CALL TO ORDER
The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at 7:00 p.m.
on January 9, 2007 pursuant to notice. S Dillon called the meeting to order. Other board members
present: P Chester, J Miller, J Engledow, J Rosensteele, J Ketterman, D Dutcher, S Shapiro and T
Tolson.
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
No comments.
IV. STAFF REPORTS
M Klitzing reported that the Workshop date that seemed to work best was March 6, 2007 to be held from
noon to 7:00 p.m at the Monon Center.
V. COMMITTEE REPORTS
A. Standing Committees
Discussion on board committees versus director committees to be discussed later in the meeting.
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: Mark provided the following
highlights:
• Substantial Completion was met by December 31, 2006.
• Monon Center East: furniture was delivered and installed; Phone lines are being installed and
internet services are being connected; Elevator inspection approved; Staff currently in offices
leased from Pedcor, could start to move in soon; The Fire Marshall identified what he
considered to be a code issue requiring egress from the east terrace /deck to the north entry.
• Various change orders totaling approximately $110,000, were approved;
• VanArsdale Drain repair needs to be addressed with Hamilton County Surveyor;
• No change on claims with Becker, Meridian and Calumet;
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• No change regarding shower drains;
• Water pressure issue is being addressed;
• Monon Center West: Staff (Mark and Colleen Broderick) training on pools /equipment is a focus
to avoid the need to consider Spear Corporation's offer to maintain the pools for $800 /wk; Mark
confirmed that a staff person responsible for pools was hired to start this month; stained
concrete, exterior trim, pool deck tile and the gym floor are being finished out. The gym
curtains of the wrong color will be replaced by the contractor. Same status on phone and
Internet system as in the Monon Center East. Elevator to be addressed when dust generation
ceases. Terrazzo flooring and stained concrete a focus.
• Monon Center Facility: Mark is working with City Utilities and the CM to address and
understand the reason for, water pressure insufficiency. The perimeter fence for outdoor
aquatics and the Skate Park will be finished this week; a punch list will be started.
• Site: Finish work for the pavers, landscaping and bridge will be fully complete by the spring.
B. Special Committees
1. Encroachment Committee: Michael Klitzing: No report.
VI. ACTION ITEMS
A. Minutes — Pattie Chester
December 12, 2006 Regular Park Board Meeting Minutes approved with corrected typo in V(A) 3
to delete "the" between former and area in the second to last sentence. (Tolson, Rosensteele C-
Un).
B. Financial Reports — Jim Engledow (Engledow, Chester, C -Un).
December financials reflect corrected line fund transfers that were due to the clerk treasurer by
the end of 2006. After mentioning some particulars, J Engledow noted M Westermeier's good job
in budgeting and A Kostrzewa's work in balancing. J Miller questioned negative balances which M
Klitzing explained that self generating funds did not have original budgeted amount entered by
the Clerk Treasurer so the report reflects a beginning balance of $0 and a negative balance when
expenditures are entered.
C. Claims — Jim Engledow
1. Claim Sheet January 9, 2007 (Engledow, Rosensteele, C -Un).
M Westermeier reported that he was able to confirm that West Park bills have been high because
the meter readers have not had access to the indoor meters and that the outdoor meters are
incompatible with the reading equipment resulting in an estimated reading. CCPR is expecting a
large credit from Carmel Water. As regards the electric bill at the administrative offices, Mark said
he would look into it to see if normal. C Broderick clarified that the bus used for the Chicago bus
trip left three hours late, resulting in a reduced bill and a $20.00 refund to participants for their
inconvenience. Colleen next explained that CCPR belongs to the Ohio and Illinois Park
Associations because they offer unique programs and membership costs are less than the annual
conference registration fee.
2. Park Bond Claim Sheet January 9, 2007 (Engledow, Ketterman, C -Un).
D. Election of Officers: Dan Dutcher, Chair of Nominating Committee:
Dan reported that the nominating committee made the following recommendation: S Dillon for
President, J Rosensteele for VP, P Chester for Secretary and J Engledow for Treasurer. The
Board unanimously elected all officers as recommended. (Dutcher, Miller, C -Un).
E. 2007 Meeting Schedule: M Westermeier
After much discussion including a recap of the institution of a second meeting for the primary
purpose of claims approvals, the basis for the time and day, the fact that a second meeting was
necessary at least for another year, the Board considered and unanimously adopted the
following regular meeting schedule: Two (2) meetings per month, the first on the 2nd Tuesday at
7:00 at City Hall and the second on the 4th Tuesday at 6:00 p.m. at the Administrative Offices
until March after which locations for both meetings will be determined (due to the anticipated
availability of the Monon Center.) (Miller, Dutcher, C -Un) and (Miller; Engledow C -Un).
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F. Committee /Board Appointments: President
S Dillon referred to the existing standing committees and asked if all needed to remain. A motion
was made to disband the Finance Committee. (Engledow, Chester C -Un). A motion was made to
disband the Arts in the Park Committee (Dillon, Shapiro C -Un). A need to keep the Personnel
Committee and Properties Committee was noted. At this point, J Miller explained the School
Board's practice and urged that the appointment of committees be left to the discretion of the
CCPR Director. The Board approved a motion to table the balance of this matter until discussion
of Action Item J(4) regarding a transition from the Central Park Process Management Committee
(Engledow, Shapiro, C -Un).
G. Conflict of Interest Disclosure: Debra Grisham
D Grisham reported the By -Laws currently require the Board members to complete an annual
conflict of interest disclosure form. She advised that the Board can elect to either change the By-
Laws to be consistent with the legal requirement or to complete the annual disclosure form. J
Miller and D Dutcher commented that school board and plan commission follow the legal
requirement and do not require an annual completion. A motion was made to amend the By -Laws
to require a filing only as required by applicable law. (Miller, Ketterman, C -Un).
H. 2006 Funds Transfers: Mark Westermeier and Audrey Kostrzewa
Mark shared the form showing the transfers on a yearly basis to align yearly budget numbers to
zero out and meet state requirements. He explained that for example, a new classification has
been set -up for the Internet services via the cable system. Staff worked with the Clerk
Treasurer's office to set up an account which, because it had a zero balance required a fund
transfer. All 2006 budget transfers were completed during the last week of 2006. A motion was
made to ratify the actions Carmel Clay Parks & Recreation staff to correct negative balances in
lines of the 2006 budget as presented. (Ketterman, Tolson, C -Un).
I. Acceptance and /or acknowledgment of Monies received: Audrey Kostrzewa (Ketterman, Shapiro, C-
Un).
12/05/06, (853 Gift Fund), $59.40, Citizens for Greenspace for Woodland Garden; and
12/12/06, (853 Gift Fund), $70.43, Flowing Well Park for park maintenance.
J. Central Park Matters: Mark Westermeier and Michael Klitzing
1. Formal Acceptance of the Certificate of Substantial Completion
D Grisham reported that the Architects and the Construction Manager presented for acceptance
on December 28, 2006, a Certificate of Substantial Completion, fully executed by persons
authorized to sign on behalf of each and that S Dillon, as President of the Park Board, executed
the Certificate to accept it on behalf of the Park Board, a copy of which was included in the Board
Packet. Deb explained that while it may not be necessary, it is appropriate to preserve on the
record, an acknowledgment of the execution, presentation and receipt of the Certificate of
Substantial Completion of the Carmel Clay Central Park Project and affirm the authority of the
then Park Board President to execute the form to evidence acceptance. The Board considered
and unanimously approved a motion to acknowledge the execution, presentation and receipt of
the Certificate of Substantial Completion of the Carmel Clay Central Park Project dated
December 28, 2006 and affirm the authority of the then Park Board President to execute the form
to evidence acceptance on behalf of the Park Board. (Rosensteele, Engledow, C -Un).
2. Consideration of bids for the Outdoor Furniture
M Klitzing reported that on Thursday, January 4, 2007, bids received were opened, read aloud
and recorded. One bidder participated: RJE Business Interiors for $153,193.48. The bid package
included deck chairs, outdoor concessions furniture and related ancillary items for the outdoor
aqua park. A total of $169,500 was budgeted within the FF &E budget for this furniture. The
Board unanimously approved a motion to accept the bid from RJE Business Interiors, LLC in the
amount of $153,193.48 for Outdoor Furniture at Central Park and to authorize the Owner's
Representative and the Park Board attorney 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, if any, and approval for
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the President or Vice President of the Park Board to sign a contract with the Bidder upon
completion of the Park Board attorney's review. (Dutcher, Shapiro, C -Un).
3. Consideration of Cafe Operations Model
M Klitzing reported that because no proposals were received for the lease of the Monon Center
cafe on the published December date, the meeting was continued to allow more time to offerors.
He summarized the history of the decision to lease, the RFP process that was followed and the
reasons given by those who had previously expressed interest in the cafe and confirmed that the
pro forma did not rely on the cafe for significant revenue. After sharing the reasons given for the
lack of responses, Michael next shared some alternative options and recommended a two -prong
approach: Simultaneously expand the lease solicitation with a new RFP process and prepare for
internal management by creating a food services coordinator position to operate both the cafe
and concessions. (Currently, the aquatics manager position manages concessions.) Further
consideration would need to be given to the hiring of a full -time chef; grading for the Food
Services Coordinator position has been completed but not for a Chef position. Much discussion
ensued. Michael agreed that internal management creates the most questions and concerns but
that he expects more potential. Wide spread concern was expressed about "being in" the food
business, the compatibility of running concessions and the cafe, and the likely turnover for a
position without a natural promotional track. After D Dutcher explained his understanding of the
NCAA's arrangement with Crystal (shared payment of a manager, provision of pre - packaged food
and an operation run by NCAA staff), Sally asked if a similar option is worth consideration. Mark
and Michael were receptive to the idea but agreed that Brian Bosma would need to be consulted
to avoid negative bond issues. D Grisham explained that if such an option was available, the food
and beverage policy would need to be changed. S Dillon offered that the furniture to be provided
by the Lessor should be ordered. The Board approved a motion to postpone the decision
indefinitely until such time as the staff has explored the direction expressed in this discussion.
(Miller, Dutcher, C -Un).
4. CPPMC Transition:
M Westermeier recapped the origin of the CCPMC to oversee construction matters which are
ending. While he is ready to recommend disbanding the committee, he expects the need for its
meetings to decrease and is considering the benefits of a director appointed committee to assist
with close -out contingencies which should be clearer in the next 30 -45 days. At this point, the
Board unanimously removed Action Item F (Committee /Board Appointments), from the table.
(Miller, Dutcher, C -Un). J Miller described the School Board's decision to allow the
Superintendent to appoint committees based on tasks and issues and asked whether the timing
was right to consider a similar set up. Some distinctions were given for matters that are
considered "global" which would be appropriate for a board committee while "operational" matters
are appropriate for a director's committee. Mark suggested that the Board consider the mission of
each standing committee to avoid duplication of effort. He explained that while the CCPMC is the
only committee that can make separate decisions, it always has to go back to the Board for
ratification or a report. He added that committees formed by the Director are advisory with final
decisions resting with the Board. D Dutcher suggested that Mark and staff take a more in -depth
look at more efficient ways to be organized with serious consideration given to future needs and
planning and that this may be a good discussion topic at the upcoming board workshop. Dan
recommended that staff consider options which Michael suggested could be addressed at the
workshop. D Grisham suggested that this may be an appropriate time to review the By -Laws as a
whole. The Board considered and unanimously approved a motion to charge staff with reviewing
the By -Laws including the underlying committee structure to better prepare the Board and the
Department for the evolution of park operations, focusing on business practices that would better
facilitate the new and increased operations. (Dutcher, Shapiro, C -Un).
Upon recommendation by the Nominating Committee, the Board unanimously appointed S
Shapiro to the Carmel /Clay Plan Commission to replace Dan Dutcher for 2007. (Dutcher,
Rosensteele C -Un).
5. Other: None.
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K. White River Greenway Park (River Trail) Encroachment Agreement: D Grisham / Encroachment
Committee.
D Grisham referred to the materials in the Board packet and summarized the Radseck request to
modify the encroachment agreement form so that upon a sale, the fence and garden need not be
moved and then summarized the changes. D Dutcher offered his view that this is a reasonable
approach because the Board retains ultimate authority to make final decisions and will serve as a
limitation on property at the time of sale. While this is a significant encumbrance on the park property,
the best interest of the community is served with this specific situation. Deb shared that Judy Hagan
asked that her objection to any encroachment be noted on the record but that she does not oppose
this particular arrangement. P Chester agreed that that this is a specific response to a specific
situation. The Board unanimously approved the agreement as presented. (Dutcher, Chester, C -Un).
L. West Park:
M Westermeier explained that six (6) bids were opened on December 22nd at a public meeting. Craig
Flandermeyer of Schmidt Associates reviewed the bids and recommended the acceptance of the
lowest responsible responsive bidder, Nasser Construction Company, Inc. The Board considered
and unanimously approved the following motion: "I move that the Board accept the bid from Hasser
Construction Company, Inc. in the amount of $55,499.00 for the West Park Restroom Building
Improvements and authorize Schmidt Associates as the Architect and the Park Board Attorney 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, if any, and approval for the President or Vice President of the Park Board to sign a contract
with the Bidder upon completion of the Park Board attorney's review." (Chester, Shapiro C -Un).
M. Consideration of extension of Professional Services Agreement with Debra Grisham.
The Board unanimously agreed to follow M Westermeier's recommendation to extend the same term
contract with Debra Grisham for 2007. (Engledow, Dutcher C -Un).
VII. Attorney's Report
A. Tort Claims: None.
B. Meeting House quote process and status: Deb reported that no responses were received after a
second issue of requests for a quote. She advised that the Board may go out for quote a third time. J
Ketterman offered that she knows some roofing contractors who could be invited to quote which
information she will give to A Kostrzewa.
C. General: Deb reported that after the statement taken by C Schlaegel by the plaintiff's lawyer
regarding the slip and fall on the Monon, nothing more has been reported.
VIII. Director's Report: Mark Westermeier noted the following:
A. White River has flooded Hazel Landing Park. A Focus group facilitated by Schmidt Associates will
meet on Tuesday, January 16, at 6:00 p.m. at the Park Administrative Offices to talk about
equestrian trails. Discussion with DNR suggests that the restroom configuration is a possibility.
B. Monon Trailhead at 96th Street. The repair of a broken water pipe is underway per the quote
process. Mark reported that a possible improper installation could be the cause. He reminded the
Board that Clay Regional Waste District had rerouted some pipes based on its determination of
improper installation.
C. 696 summer sessions are currently scheduled.
D. More than 600 Charter Passports have been sold. Currently, the City's phone system cannot handle
the calls and on -line traffic has increased.
E. Mark is reviewing a request from Steve Engleking's office that CCPR pay a worker's compensation
charge for $74,193 and that the budgeted amount was $6,960. He reported his focus on the
classification of staff members after he learned that only five park staff were classified as
administrative and all others in high risk categories resulting in the second highest rate in the City
after the Street Department. He explained that experience with worker's compensation
classifications has dictated his resolve to confirm appropriate classification assignments before
recommending payment of the invoice.
F. The Police Department's motorcycle brigade will be moving motorcycles into the pool house on the
administrative properties next week and their presence will be onsite on a daily basis.
G. The partial street in front of the Administrative Offices can be reconfigured into a round front drive
with additional parking.
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IX. Discussion Items
X. Information Items
A. Plan Commission Report - Dan Dutcher
Only two cases are on next weeks agenda for rezoning making it the lightest agenda so far and
suggested that this is ahs resulted from delayed /tabled items. He added that there appears to be
reconsideration of standards regarding certain developments. One rezone request to residential is for the
PSI property at 116th Street and Guilford. S Dillon thanked him for serving on the Plan Commission.
B. School Board Report — Joe Miller
Joe reported that he attended a workshop meeting on "security in school" last night with a four member
panel including an expert in the area and the police chief. The Interactive session with the public reflects
their concern with the security of children. He noted the importance of this issue for the Park Board as
well given the ESE program. Door monitoring /dismissal was discussed. As we move into the Monon
Center, we should be reminded that the public is interested in how we will be handling security issues. He
noted that no national or state standards exist that address best practices in the industry.
XI. Board Comments
P Chester described an encounter with a police officer at Hazel Landing Park who stated that the police
have an interest in monitoring the park. She next related her visit with Gary Doxsteter at Meadowlark Park
regarding the beaver activity and the lack of visible damage. Mark explained that the park maintenance
staff is lowering the beaver damn level to keep the water level stable on a regular basis. Several Board
members thanked staff for all the meetings and progress. Dan specifically thanked Kent Foreman, M
Klitzing, L Dudeck and S Maki for the tour of Central Park for his son's cub scout troupe. He also thanked
Tania Lopez, reporter for The Indianapolis Star, for attending the meeting and encouraged her to attend
as her schedule permits. President Dillon thanked the Board members for their dedication.
XII. ADJOURNMENT
A motion was made to adjourn at approximately 9:18 p.m. (Ketterman, Chester, C -Un)
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