CCPR-02-26-13 Carmel/Clay Board of Parks and Recreation
6:00 p.m.
Tuesday, February 26, 2013
® Monon Community Center East
1235 Central Park Drive East
Carmel, IN 46032
The Carmel/Clay Board of Parks and Recreation will govern in a proactive manner as it applies to providing safe and well
maintained parks, recreation facilities and programs in a fiduciary and responsible manner. The Board is a policy
governing board,fulfilling its duties as mandated by state statute, putting the welfare of the citizens of Carmel and Clay
Township first, and enabling staff to manage the park and recreation system in a manner that reflects the vision and
mission. Our promise to our citizens is that we will leave the parks and recreation system better than we found it.
Tentative Agenda
I. Roll Call
II. Call to Order& Pledge of Allegiance
III. Public Comments
IV. Staff Reports
V. Action Items
A. Minutes—Richard Leirer
1. February 12, 2013 Park Board Meeting
4110 B. Financial Report—Richard F. Taylor III
1. Clay Township Financial Report
C. Claims—Richard F.Taylor III
1. Claim Sheet February 26, 2013; and
2. Clay Township Claim Sheet February 26, 2013.
D. Consideration of Bids for the Rebid Central Park Drainage and Overflow Parking Project—Michael Klitzing
E. Consideration of Bids for the Water Park Cabanas Project—Michael Klitzing
F. Consideration of Bids for the Founders Park Sports Field Improvements Project—Michael Klitzing
VI. Discussion Items/Board Comments
VII. Adjournment
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CARMEL/CLAY BOARD OF PARKS AND RECREATION
0 Park Board Meeting
Tuesday, February 26, 2013,6:00 p.m.
Monon Community Center
Members Present: Donna Cihak Hansen,James Engledow, Wendy Franklin (arrived at 6:10 p.m.),
Kathie Freed,Joshua Kirsh,Jenn Kristunas, Richard Leirer, Linus Rude, Rich Taylor
Members Absent: None
Others Present: Mark Westermeier, Director; Michael Klitzing,Assistant Director;
Audrey Kostrzewa, Business Services Manager; D.ebra Grisham, Park Board Attorney
Roll Call
Board President Engledow asked Mr. Leirer to call the roll. '
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Call to Order& Pledge of Allegiance ,., ,,
Board President Engledow called the meeting to order.at 6:02 p.m. and led the;Pledge of Allegiance.
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Public Comments 4' ,°
The following individual addressed thetiPark,Board with concerns regarding the KidZone policies.
'%..,-,r4t9: , \..• Christopher Moore, 1527 OrcharV.A.ark Nokrt lDrive, Indianapolis, Indiana 46280
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® Staff Reports :; j, `V r
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Assistant Director Klitzing stated that the 2013 YfDConol daedFinancial
Report was included in the
Park Board packet � li,
Action Items, -/ "`:,
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Item G (Conflictyofflnterest Disclosure)Addedit?YAgendan
Mr. Leirer,made a motionAo add Item G. (Conflict°of<Interest Disclosure) to the agenda. The motion was
seconded byp Ms. Kristunas and unanimously passed 8—0.
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Minutes—February 12, 2013 Park Board Meeting
Mr. Leirer made a;motion to approve the minutes as presented, seconded by Ms. Cihak Hansen, and
unanimously passedl8- Q. h 7
. .)
Clay Township Financial Repbttt,V Tf
Mr.Taylor made a motion tC:N4dkhowledge receipt of the Clay Township Report for January 2013,
seconded by Ms. Kristunas, and unanimously passed 8—0.
Claim Sheet February 26,2013
Mr.Taylor made a motion to approve the Claim Sheet as presented, seconded by Ms. Kristunas, and
unanimously passed 8—0.
(Park Board Member Ms. Franklin arrived.)
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Carmel/Clay Board of Parks and Recreation
Tuesday, February 26,2013
Monon Community Center
s
Clay Township Claim Sheet February 26, 2013
Mr.Taylor made a motion to approve the Clay Township Claim Sheet as presented, seconded by
Ms. Kristunas, and unanimously passed 9—0.
Consideration of Bids for the Rebid Central Park Drainage and Overflow Parking Project—Michael
Klitzing
Assistant Director Klitzing provided an overview of the bids. This project includes overflow parking,
which will provide approximately 114 additional parking spaces, and resolve drainage issues on the east
and west sides. Staff concurs with the recommendation of The Schneider Corporation to award the bid
to Gibraltar Construction Corporation, the lowest responsive and refisp nsible bidder. There was a brief
conversation regarding the drainage issues and water source,
Mr. Taylor made a motion to accept and approve the b0fr'omGibraltar'Construction Corporation in the
amount of$298,400 for the Rebid Central Park Drainage nd Overflow Parsing Project and authorize The
Schneider Corporation, Director, and Park Board Attorney to take all action necessary to compete the
contracting process, including the initiation of a letter_.of intent authorizing thepending of
administrative funds to be incurred during the finalization of the contract. Mr.Taylor further moved to
authorize the Park Board President to sign a contract with the Bidder upon completiorOof the Park Board
Attorney's review. The motion was seconded by Mr. Kirsh�andiAunanimously passed 9—'0.
Consideration of Bids for the Water Park CabanasProject—Mich"ael Klitzing
Assistant Director Klitzing provided an overvi ew of We-project, which,ncludes twelve cabanas and some
landscaping. Staff concurs with"the recommendation of Thle Schneider Co poration to award the bid to
Myers Construction Management;.11ncY the Iowe Nresponsive and responsible bidder. There was a brief Tf7
conversation regarding,the,cost of cabanas and expected return ominvestment (ROI). Assistant Director
Klitzing stated that he estimated three to five years for,the ROI in the worst-case scenario.
Mr. Kirsh made'4 motion to accept oantl approve the bid from Myers Construction Management, Inc. in
the amount of$531000,forthe Water Park Cabana�'ps, P,roject and authorize The Schneider Corporation,
Director,a;nd Park Board Attorney to takeall action necessary to compete the contracting process,
including the initiation of a le tercof intent authorizing the spending of administrative funds to be
incurred during the finalization othe contrast) Kirsh further moved to authorize the Park Board
President to sign acontract with theaBidder upon completion of the Park Board Attorney's review. The
motion was seconded3by Ms. Cihak'Hansen and passed 8—1 (opposed by Mr. Leirer).
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Consideration of Bids forthe>Founders Park Sports Field Improvements Project—Michael Klitzing
Assistant Director Klitzing pro4 ded an overview of the project. As this parkland was previously an old
quarry, there is a problem with rocks moving up through the soil. Staff concurs with the
recommendation of The Schneider Corporation to award the bid to Myers Construction Management,
Inc., the lowest responsive and responsible bidder. There was a brief conversation regarding the course
of action to resolve the rocks from reappearing. Assistant Director Klitzing also stated that in addition to
the work on the sports fields, we will be adding shade structures for the playground and a shower
tower. Currently,sand from the playground is washed off in the restroom sink or drinking fountain.
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Carmel/Clay Board of Parks and Recreation
Tuesday, February 26,2013
Monon Community Center
0
Mr. Leirer made a motion to accept and approve the bid from Myers Construction Management, Inc. in
the amount of$417,000 for the Founders Park Sports Field Improvements Project and authorize The
Schneider Corporation, Director, and Park Board Attorney to take all action necessary to compete 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. Mr. Leirer further moved to
authorize the Park Board President to sign a contract with the Bidder upon completion of the Park Board
Attorney's review. The motion was seconded by Ms. Franklin and unanimously passed 9—0.
Conflict of Interest Disclosure—Debra Grisham
Ms Grisham provided information pertaining to Matthew J. Snyder;and his Conflict of Interest
Disclosure. Mr. Snyder is a Clay Township Board Member andn«employee of DB Engineering, LLC. As
the Department will be doing business with DB Engineering;'it+was recommended that Mr. Snyder file
this paperwork to insure transparency. After a brief disc,ussio'n, Mr. Kirsh,moved that the Park Board
accept the Annual Conflict of Interest Disclosure Statemerit submitted bVeMatthew J. Snyder regarding
his employment status with DB Engineering, LLC (The motion was seconded by,Ms. Cihak Hansen and
unanimously passed 9—0. �'
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Discussion Items/Board Comments . '=‘�/ `-` ``
Mr. Leirer inquired if the Department's employees will be ablerto'use the new medical clinic to be
opened by the city of Carmel. A brief discus`siontfollowed. �
0 Board President Engledow asked for clarification on the;prro�ects and,�subsequent common construction
wage. Ms. Grisham explainedithat the projects over$350;000 would need=the common construction
wage. However, Assi stant Director Klitzing added rthat the Rebid.for the Overflow Parking and Drainage
, .
Project came in under'this dollar amount even though.the specifications were not changed.
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Adjournment ,,'..i.., ,
There being`no further business, Mr Taylor°made a motion to adjourn, seconded by Mr. Kirsh with no
objectio,ns..,;The a ing was ad ourned at 6:38°p m
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Approved`; - ` 3 , �•:
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Signature Date
Signature Date
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