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Home My WebLink AboutCCPR-11-10-09MEMBER ATTENDEES J Engledow J Miller D Dutcher (arrived 6:07) P Chester J Ketterman S Dillon (Approved: CARMEL /CLAY BOARD OF PARKS AND RECREATION BOARD MEETING MINUTES Regular Meeting November 10, 2009, 6:00 P.M. The Monon Center East 1235 Central Park Drive East CARMEL, IN 46032 MEMBER ABSENTEES J Hagan T Hackett T Tolson OTHERS M Westermeier M Klitzing A Kostrzewa D Grisham Hal Espey (videographer) Councilor Ron Carter (partial) Councilor Kevin Rider Kate Schneider Tess Pinter Brooke Taflinger I. ROLL CALL The regular board meeting of the Carmel /Clay Board of Parks and Recreation was convened at approximately 6:05 p.m. on November 10, 2009 pursuant to notice. President Jim Engledow asked Dan Dutcher to call the roll. Members present other than Mr. Engledow and D Dutcher were P Chester, J Miller and S Dillon. J Ketterman arrived after the roll call at 6:14 p.m., noted by President Engledow as Mrs. Ketterman' arrival constituted a quorum. J Hagan, T Hackett and T Tolson were absent. Others in attendance are noted above. II. CALL TO ORDER and PLEDGE OF ALLEGIANCE Having confirmed the presence of a majority and upon confirmation that a quorum would be reached upon the arrival of J Ketterman who was confirmed to be enroute, President Engledow noted that after the Pledge of Allegiance, the Park Board would allow public comments prior to Mrs. Ketterman's arrival. 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. (Dutcher, Tolson)." When a motion is carried but not unanimously, the results of the vote will be listed i.e. "(Dutcher, Tolson; 6 to 2, with one abstaining). When the motion was carried unanimously, a "C -Un" will be added — i.e. "(Dutcher, Tolson; C -Un)." III. PUBLIC COMMENTS — A. Presentation by Clay Township Trustee Doug Callahan and Mark Westermeier regarding use of Central Park COIT funds for 146th Street Pedestrian Overpass at the Monon Greenway. Trustee Callahan explained that having secured a $3,000,000.00+ federal 80/20 reimbursement grant to construct a pedestrian bridge over 146th Street between that portion of the Monon Greenway controlled by the Park Board and that portion controlled by the City of Westfield, the Hamilton County Commissioners had contacted officials in the City of Carmel, Clay Township, the City of Westfield and Washington Township requesting that the 20% amounting to $624,000 be split three ways between Hamilton County, Westfield- Washington and Carmel /Clay. As a result of Clay Township Board consideration in September, the Trustee was asked to request whether the Park Board would agree to a 'revised1215 Capital Fund budget to include the Carmel Clay portion of the 146th Street Monon Greenway project. He acknowledged that use of money within the 1215 Fund for such project would require an amendment of the Park Interlocal Agreement. Mark confirmed the Park Department's support of the project as well as the use of the 1215 Fund and suggested that the Park Board authorize him to speak directly with Brad Davis of the Hamilton County Highway Department. After much discussion, J Engledow sent this matter to both the Finance Committee and Properties Committee, ideally to be discussed in a joint meeting of the two (2) committees. B. Trustee Callahan reported that the Township received $5,045,000 in 2009 COIT funds which will increase by $369,530.00 to $5,415,000 in 2010 resulting in an increase of $161,419.00 in the 1215 Park Capital Fund into which the COIT attributed to the Central Park is placed. IV. STAFF REPORTS 1 and responsive quote from Access Electrical Services, LLC in the amount of $2,046.52 and awarded a contract to such vendor. (Miller, Chester C -Un.) Finally, it authorized the Park Department Director and the Park Board attorney to take all action necessary to complete the contracting process and authorized the President of the Park Board to sign a contract with Access Electrical Services, LLC. (Miller, Chester C -Un.) Michael next presented the quotes received for the amenities. After discussion, the Park Board found the quote from Northside Glass to be non- responsive as it failed to include the purchase and installation of ballet bars as specified. (Miller, Chester C -Un.) It next accepted the most responsible and responsive quote from Carmel Glass & Mirror in the amount of $2,946.80 and awarded a contract to such vendor. (Miller, Chester C -Un.) Finally, it authorized the Park Department Director and the Park Board attorney to take all action necessary to complete the contracting process and authorized the President of the Park Board to sign a contract with Carmel Glass & Mirror. (Miller, Chester C -Un.) F. Consideration of Owners Representative Contract Amendment —M Westermeier reported that after completion of the control points project, the State of Indiana and the Carmel Fire Department took the position that despite approvals initially given for state plan release, the turnstiles may not operate as intended without decreasing the capacity of The Monon Center. This position will result in a more focused involvement of Williams Architects and an increase in Summit's role. After much discussion, the Park Board agreed to continue engagement of Summit Construction Co., Inc. under the terms set forth in the Agreement between Carmel /Clay Board of Parks and Recreation and Owner's Representative dated August 18, 2003 as amended from time to time (the OR Contract ") to provide continued assistance with the code compliant operation of control points in The Monon Center at an hourly rate of One Hundred and no /100's Dollars ($100.00), not to exceed an additional sum of Five Thousand and no /100's Dollars ($5,000.00), excluding Reimbursables. (Dillon, Ketterman C -Un.) In addition, the Park Board authorized its President to sign a letter agreement drafted by the Park Board Attorney memorializing the amendment of the OR Contract consistent with Motion #1, with a term extension through July of 2010 unless sooner completed or otherwise extended or terminated by the parties. (Dillon, Chester C -Un.) VII. ATTORNEY'S REPORT- Debra Grisham A. Tort Claims. Deb reported that no tort claims had been filed since the last meeting and that the summary judgment order is expected by the end of the year on the one (1) outstanding lawsuit. B. General. No report. VIII. DIRECTOR'S REPORT — Mark Westermeier In addition to his written report, Mark reported as follows: 1. Consistent with the current contract scope with JF New, the Central Park wetland monitoring consultant, Mark is moving ahead to authorize JF New to replant over 800 trees for an amount NTE $3,265.00. 2. On Monday, November 16th, an assessment of 5 candidates for the open position created by Kate Schneider's resignation, will occur from 8:30 to 4:30. 3. The program offerings at the National Park and Recreation conference have been made available for Park Board review. 4. The cell tower matter has been placed on hold due to the unprofessional manner in which the cell tower company has operated and will move forward only in the event that cooperation becomes evident. 5. Central Park air - handler failures are being handled in a way to confirm that replacement will solve the problem that caused more than half to fail shortly after the warranty period expired. IX. DISCUSSION ITEMS — None. X. INFORMATION ITEMS — A. Plan Commission — D Dutcher reported that there are few items on the November Agenda. B. School Board — No report. XI. BOARD COMMENTS — • J Ketterman apologized for her tardiness; • S Dillon recommended a visit the new WWII facility in New Orleans; • J Engledow thanked Councilors Carter and Rider and others for attending the meeting. XII. ADJOURNMENT — The meeting adjourned at approximately 7:55 p.m. (Ketterman, Chester C -Un.) Signature: Date: Signature: Date: 3