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HomeMy WebLinkAboutCCPR-03-12-13 Carmel/Clay Board of Parks and Recreation Park Board Meeting 6:00 p.m. Tuesday,March 12,2013 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 Committee Reports A. Standing Committees 1. Personnel Committee—Richard Leirer 2. Finance Committee—Richard F.Taylor III 3. Properties Committee—Wendy Franklin V. Action Items A. Minutes—Richard Leirer 1. February 26, 2013 Park Board Meeting B. Financial Reports—Richard F.Taylor III O 1. City of Carmel Financial Report; 2. Clay Township Financial Report; and 3. CCPR P&L Statements. C. Claims—Richard F.Taylor III 1. Claim Sheet March 12, 2013; and 2. Clay Township Claim Sheet March 12, 2013. D. Monetary Gifts, Grants, Partnerships, and Sponsorships—Audrey Kostrzewa E. Consideration of entering into a Professional Services Agreement with The Schneider Corporation for Central Park North Campus East Bundle —Michael Klitzing F. Consideration of Quotes for Monon Community Center Interior Refresh—Phase 1—Michael Klitzing VI. Attorney's Report A. Tort Claims;and B. General. VII. Director's Report VIII. Discussion Items IX. Information Items A. Plan Commission—Joshua A. Kirsh B. School Board Report—Kathie Freed X. Board Comments XI. Adjournment • CARMEL/CLAY BOARD OF PARKS AND RECREATION ® Tuesday, March 12, 2013,6:00 p.m. Monon Community Center Members Present: Donna Cihak Hansen,James Engledow, Kathie Freed,Joshua Kirsh,Jenn Kristunas, Richard Leirer, Linus Rude, Rich Taylor Member Absent: Wendy Franklin Others Present: Mark Westermeier, Director; Michael Klitzing, Assistant Director; Audrey Kostrzewa, Business Services Manager; Debra Grisham, Park Board Attorney Roll Call =",c f Board President Engledow asked Mr. Leirer to call the roll. { Call to Order& Pledge of Allegiance - ` ate Board President Engledow called the meeting to o dyer at 6:01 p.m. at which time he led the Pledge of 4 Allegiance. 'r. Public Comments h k fi °' Board President Engledow presented a recognition plaque to Pan Knowles and thanked her for two and s:;a� a half years of serve to the Park Board. Ms'Kn�owles thanked everyone for the opportunity to serve and asked the present Board Members to keepp the good work '' a �u 0 Staff Reports ,2^ Assistant Director Klitzir g introduced:ystaff who presented.information regarding their respective area of responsibility in the Department Mike.Normand=s.'ouerview related.to Preschool programming, and Lindsay Leber continuedrwith,Youth,Tween/Teen, and KidZone. Afterwards, Park Board Members offered suggestions followed„bey a brief discussion with*aff. AssistantfDirector Kllitzing stated that the standar&staff reports were included in the Board packets. C -,F. Ns °, ” °«,'4'r;' Also included was the CICF(Central Indiana Community Foundation) Endowment Fund report for 2012. Assistant Director Klitzing announced that-at would like to set a date in the near future for a visioning workshop with;our consultant 1..\eon-Younger of,PROS Consulting. In doing so, he asked for responses to the suggested dates (April 13 or 20'�from 9 amf to noon) that were emailed to the Park Board. If these t� dates do not work, alternative dates will be identified. With regard to the comprehensive master plan, a community statiscally Valid surveyy,will be administered by ETC Leisure Vision. This survey will be conducted in the next few weeks with a randomly selected pool of candidates to make it statically valid. Electronic copies of the 2012 Annual Report were distributed to the Park Board Members (via email). Also, the general public can access the Annual Report on our website. Hard copies will be ready soon and most likely passed out at the next Park Board Meeting. Assistant Director Klitzing will provide a more formal overview. Once received, Annual Reports will be available at the Monon community center,City Hall, and the Clay Township Office. In addition, hard copies will be provided the fiscal bodies before the end of the month as required by the Interlocal Cooperation Agreement. • There was brief discussion regarding revenue, expenses, and employment numbers in the standard monthly reports. Carmel/Clay Board of Parks and Recreation Tuesday, March 12, 2013 Monon Community Center • Committee Reports Personnel Committee—Richard Leirer Mr. Leirer stated that the committee will meet on March 25, 2013 at 5:30 p.m. He later noted that the standing meeting will be the Monday prior to the second Park Board Meeting of every month. Finance Committee—Richard F.Taylor Ill Mr.Taylor announced that the standing meeting date is the fourth Monday of every month. Properties Committee—Wendy Franklin In Ms. Franklin's absence, Ms. Kristunas stated that the committee the third Tuesday of each month. Action Items Minutes—February 26, 2013 Park Board Meeting { Mr. Leirer made a motion to approve the minutes,as presented, secondedFbyMr. Kirsh, and \,1 unanimously passed 8—0. City of Carmel Financial Report Mr.Taylor made a motion to acknowledge receipt of the City of Carmel Financial Report'for February 2013, seconded by Ms. Kristunas, and unaninadusly passed 8=0: Clay Township Financial Report s z Mr. Taylor made a motion tosacknowledge receipt of the Clay TownshipFinancial Report for February 2013, seconded by Ms:-Kristunas;arid unanimously passsed(8` 0 CCPR P&L Statements Mr.Taylor made a motion to acknowled f ge receipt o the,CCPR P&L Statements for February 2013, seconded�rby Mr;Ki,rsh,,and unanimously passed 8-O. Claim Sheet March 12,2013 Mr. Taylor made a motion to"approve the Claim Sheet as presented, seconded by Ms. Kristunas, and unanimously passed 8—0. A. A Clay Township Claimk Sheet March T12, 2013 Mr. Taylor made a motion to approve the Clay Township Claim Sheet as presented, seconded by Ms. Kristunas, and unanim usly,passed 8—0. Monetary Gifts,Grants, Partnerships, and Sponsorships—Audrey Kostrzewa Ms. Kostrzewa reported the information, at which time a motion was made by Mr. Kirsh to acknowledge receipt as presented, seconded by Ms. Cihak Hansen, and unanimously passed 8—0. Consideration of entering into a Professional Services Agreement with The Schneider Corporation for Central Park North Campus East Bundle—Michael Klitzing Assistant Director Klitzing requested that the Park Board approve the Professional Services Agreement • with The Schneider Corporation to develop construction documents for this project that includes a dog park, north meadow, shelters, restrooms, and the entrance (gateway)to the park. It was the consensus Page 2 Carmel/Clay Board of Parks and Recreation Tuesday, March 12, 2013 Monon Community Center of the Properties Committee to move forward with The Schneider Corporation given their work history with the Department and current projects. Also, the original estimated cost for design services was just under$91,000; however, the proposal from The Schneider Corporation is significantly less at$73,300. After a brief discussion, Mr. Leirer made a motion to accept the proposal from The Schneider Corporation for the Central Park North Campus East Bundle and authorize the President to sign a Professional Services Agreement in an amount not to exceed $73,300. The motion was seconded by Mr. Kirsh and unanimously passed 8—0. Consideration of Quotes for Monon Community Center Interior Refresh—Phase 1—Michael Klitzing Board President Engledow advised that a revised cover sheet wasPdistributed in reference to this item. Assistant Director Klitzing stated that with the heavy use of ftheMo on Communtiy Center, we knew that upgrades would be necessary from time to time. Williams Architects assisted with the plan to assure that the original integrity of the building would be.-maintained Assistant Director Klitzing further described the improvements in Phase 1. Also, this particular request includes`authorization for Director Westermeier to approve change orders not to exceed 20%of the total prop so ed contract. Mr. Kirsh made a motion to accept the most responsible�and responsive response from Brandt Construction in the amount of$49,600.00.and authorize the President or Vice President to sign an agreement for completion of Phase 1 of the'fylonon Community Center Interior Refresh. Mr.Taylor further moved that the Park Board authoorize..the Director to approve any necessary change orders in a ® cumulative amount not to exceed 20% of theecont act The motion wasseconded by Mr.Taylor and • unanimously passed 8— e ` Attorney's Report ', " : ,, . Tort Claims Ms. Grisham announced that there was onlyAone newtort claim since the last report;this claim was for an individual°who slipped and fell,,in the•Moon Community Center west parking lot. Travelers Insurance:investigatedfand,denied the.claim. The previous tort claim regarding an incident involving an umbrella that was swept up by the wind-has also been denied. General Grisham reported that contracts.,for the three projects previously approved have been sent out for signatures, and we'are awaiting their return. Assistant Director Klitzing\commended John Gates and the Park Maintenance staff on their excellent records for the snow removal that had been done on the date of the most recent tort claim incident. This information was instrumental in obtaining the claim denial. Director's Report Director Westermeier stated that his report was included in the Park Board packet. He continued by highlighting our involvement with the Indiana Department of Natural Resources. One project is the fish count in March at Founders Park pond. The other is a statewide pilot program to promote fishing. Two 1111 of our parks were selected for this program, Meadowlark and West. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday, March 12, 2013 Monon Community Center • The Department has been accepted into the Hamilton County Port Authority to take advantage of increased network bandwidth. Director Westermeier described how guests utilizing our wireless often use devices to stream video;thus, using much of our existing bandwidth. Cost estimates will be evaluated. Director Westermeier said that he has met with swim team representatives, interested homeowners, and representatives of the Homeowners Association regarding the Brookshire Pool. Issues and concerns have been addressed, and we are discussing the possibility of developing a MOU (Memorandum of Understanding). Most are unaware that the golf course is zoned P1,Parks. Discussion Items Mr. Leirer asked if we provide employees with a statementofftheirrtotal compensation. Assistant ' j8 Director Klitzing replied that much of the employer's contribution is included on each pay stub. In response to Mr. Leirer's question on paper paystubs,{Assistant Director-Klitzing advised that all employees are required to have auto deposit and,paystubs are available online. Mr. Kirsh asked about the FlowRider. Staff responded that it would open May 25,2013. Information Items Plan Commission—Joshua A Kirsh Mr. Kirsh stated that the PUD (Planned Unit Development) conversation is back after the Council had shut down conversation for a short while. School Board Report-,Kathie'Freed ti Carmel Clay Educational FoundationTelethon is this week. The Superintendent search continues. Board Comments \ • Board President.Engledow announced"that there will be ashort orientation immediately following the ecg:next Park;Board Meeting(March 26 2013) to refresh Members on Committee Rules and Bylaws. Director::Westermeier advised that there:may also be-a`need for an Executive Session prior to the meeting. Adjournment a " There being no furthe'r,,business, Mr. Leirer made a motion to adjourn, seconded by Ms. Cihak Hansen with no objections. The meeting was'adjourned at 7:08 p.m. Approved, Signature Date Signature Date • Page 4