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HomeMy WebLinkAboutCCPR-04-09-13 Carmel/Clay Board of Parks and Recreation Park Board Meeting 6:00 p.m. 401 Tuesday,April 9,2013 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. Committee Reports A. Standing Committees 1. Personnel Committee—Richard Leirer 2. Finance Committee—Richard F.Taylor Ill 3. Properties Committee—Wendy Franklin VI. Action Items A. Minutes—Richard Leirer 1. March 26, 2013 Park Board Meeting B. Financial Reports—Richard F.Taylor III 1. City of Carmel Financial Report; ® 2. 3. Clay Township Financial Report;and CCPR P&L Statements. C. Claims—Richard F.Taylor Ill 1. Claim Sheet April 9, 2013;and 2. Clay Township Claim Sheet April 9, 2013. D. Monetary Gifts,Grants, Partnerships, and Sponsorships—Audrey Kostrzewa E. ProLiance Energy, LLC Natural Gas Sales and Services Agreement: Consideration of purchasing price cap modifications during the upcoming Renewal Term—Mark Westermeier F. Consideration of Acquisition of Brookshire Pool—Michael Klitzing G. Ratification of Purchase of Cabana Furnishings—Michael Klitzing H. Consideration of RFI Responses for the Hazel Landing Park Disc Golf Course—Michael Klitzing I. Consideration of entering into a Professional Services Agreement with The Schneider Corporation for Founders Park Pavilion—Michael Klitzing VII. Attorney's Report A. Tort Claims;and B. General VIII. Director's Report IX. Discussion Items X. Information Items A. Plan Commission—Joshua A. Kirsh B. School Board Report—Kathie Freed XI. Board Comments XII. Adjournment CARMEL/CLAY BOARD OF PARKS AND RECREATION Tuesday,April 9, 2013, 6:00 p.m. Monon Community Center Members Present: Donna Cihak Hansen,James Engledow, Wendy Franklin, Kathie Freed,Joshua Kirsh, Jenn Kristunas, Richard Leirer, Linus Rude, Rich Taylor Others Present: Mark Westermeier, Director; Michael Klitzing, Assistant Director; Audrey Kostrzewa, Business Services Manager; Debra Grisham, Park Board Attorney Roll Call r, ;,,V1 Board President Engledow asked Mr. Leirer to call the roll. , , ,p G �L Call to Order& Pledge of Allegiance hT Board President Engledow led the Pledge of Allegiance arid called the meeting to order at 6:00 p.m. Public Comments None. Staff Reports Assistant Director Klitzing introduced Ben Jofinson who presented information regarding the Summer Camp Series and ESE staffs involvement in the National AfterSchool•Association Conference in 0 Indianapolis April 7— 10, 2013. Assistant Director Klit ng commended ESE staff for their professional leadership. ,:.,". Assistant Director Klitzing stated that most of the standard monthly were included. The remaining reports will CelifThe next Park Board packet. Two quarterly reports in the packet included the Parks & Recreation Master Plan Implementation Status and the Active Contract Summary Log. Assistant Director Klitzing reminded the Park-Board Members that the Comprehensive Plan Visioning Workshop:;will be Ap-il:23;:2013 (after.the regularly scheduled Park Board Meeting). This workshop is ,,t� 6 t expected;to last about two'hours. Mr. Leirer aske8,if there was a maximum membership number for the Monon Community Center; Assistant DirectorcKlydtzing respondsedc rrtt that thiwas rather complicated, and there is no definitive number at this time. Also, M aylor inquired about repaving the Monon Trail and the status of the ADA transition plan. Director,'',Westermeier indicated that we are looking at this fall for possible repaving; however, designating deteurs_duing renovation is difficult. Assistant Director Klitzing responded that the ADA transition plan should0fie completed this year. 4. Committee Reports Personnel Committee—Richard Leirer Mr. Leirer stated that the next Personnel Committee Meeting is scheduled for April 22, 2013; he will determine prior to the meeting date if the meeting is necessary. Finance Committee—Richard F.Taylor III Mr. Taylor stated that the standing meeting for the Finance Committee is the fourth Monday of every month. If there are no agenda items for the next meeting, it may be cancelled. Carmel/Clay Board of Parks and Recreation Tuesday,April 9, 2013 Monon Community Center Properties Committee—Wendy Franklin Ms. Franklin stated that the Properties Committee met on the third Tuesday of March and discussed the playground options for Central Park. The next meeting is set at its regularly scheduled day and time (6 p.m.) Action Items Minutes—March 26, 2013 Park Board Meeting Mr. Leirer made a motion to approve the minutes as presented, seconded by Mr.Taylor, and unanimously passed 9—0. t :4 isV" City of Carmel Financial Report ;{ The City of Carmel Financial Report was not available at time;ofthe;assembly of the packet. Clay Township Financial Report Mr.Taylor made a motion to acknowledge receipt;of,the Clay Township Financial Report for March 2013, seconded by Ms. Kristunas, and unanimously'passed 9-0. CCPR P&L Statements Mr. Taylor made a motion to acknowledgereceipt of the CCPR,P&L Statements for March 2013. The motion was seconded by Ms. Kristunas �fA,b of discussion followed as Assistant Director Klitzing < .sue, responded to Board President Engledow stgquesUOn•on ESE camp registration. The motion was unanimously passed 9—0. Claim Sheet April 9,2013 ' , Mr.Taylor made a motio_n to approve the Claim Sheetas d seconded by Ms. Kristunas, and hH� unanimously passed 9-0 :.,, ;a \t*:" Clay Townshiptlaim.Sheet April9,:2013 Mr. Tayldr.made a motioMto approve the Clay Township Claim Sheet as presented, seconded by Ms. Kristunas,and unanimously pas ed 9 0. • Monetary Gifts 1Grants, Partnerships, and Sponsorships—Audrey Kostrzewa sr:vv, ?tV Ms. Kostrzewa reported the receipt,of anonymous donation for the KidZone, at which time a motion was made by Mr. Taylor to acknowledge receipt as presented, seconded by Ms. Kristunas, and unanimously passed 93'0 OW Proliance Energy, LLC Natural G s Sales and Services Agreement: Consideration of purchasing.,�,�, g P g Price cap modifications during the upcoming Renewal Term—Mark Westermeier Director Westermeier reported that our agreement with ProLiance is to purchase gas from them instead of directly from Vectren,. We have used the Disciplined Strategy in the past,which saved the Department approximately$16,000 last year. There is one outstanding issue involving the billing cycle and payment by the due date. When payment is due less than two weeks after receipt of the bill, we incur a penalty fee resulting in less overall savings for the Department. Ms.Grisham is working with Dana Murphy of ProLiance to resolve this issue by asking that the Department be given 30 days from receipt for payment. Discussion followed. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday,April 9, 2013 Monon Community Center Providing that we can come to agreeable payment terms, Ms. Kristunas made a motion to continue the Natural Gas Sales and Services Agreement with ProLiance Energy, LLC using the Disciplined Pricing Strategy with the six (6) month hedging window, a $2.50 floor and $5.00 cap and authorize the Park Board attorney,the Park Department Management Staff and the Park Board President to effect such modified continuation through the preparation and execution of necessary and appropriate contract documents. The motion was seconded by Mr. Kirsh and unanimously passed 9—0. Consideration of Acquisition of Brookshire Pool—Michael Klitzing Assistant Director Klitzing explained that at the end of last year, the Park Board passed a resolution of $z interest to explore the possibility of purchasing the Brookshire Pool:iuli The City Council and Township Board passed similar resolutions. Through due diligence process;d tiwas ultimately determined that it was not feasible over the long run especially from an operat{aion anaPstdpoint for CCPR to assume s operation of that facility. The cost of retrofitting, as well as opp werating gn it as a public facility, is higher than what it would be under its current ownership arrangement. For that reason, it is staff's recommendation that the Park Board elect not to.purchase the Brookshire Pool. A feasibility study was previously provided to the Park Board, and staff stands by the findings of that study. Mr. Taylor made a motion that the Park Board not purchase Brookshire Pool based'on the feasibility study findings, seconded by Mr. Kirsh, and!,unanimously passed'9.-0. Ratification of Purchase of Cabana Furnishings {"Michael Khtzmg Assistant Director Klitzing announced the need to move,'quickly to purchase the necessary furnishing for the rentable cabanas at The,Waterpark. ` t' s t , i^ Mr. Kirsh made a motion to ratify the purchase of�cabana carts from:C&T Design Equipment in the Z�„a amount of$41,860., seconded by Ms'Cihak Hansen and unanimously passed 9-0. \,_: Mr. Kirsh madea motion to ratify the,purcha_se of cabana1furnishings from North Cape International in the amount'of$29 242 70 based on Section 8.1(k) oftthe'Purchasing Rules Manual, seconded by Ms. Cihak"•Hansen, and urianimously`passed 9-0 '" mot:, Consideration',"of.RFI Responses for the Hazel Landing Park Disc Golf Course—Michael Klitzing 5^ ter . Assistant Director`Klitzing reported that we received two quotes in response for this project. Upon review, it is staff's recommendationWo accept the quote from Scenic Construction Services. There was a brief discussion among;staztf, Park<Bx"oard Members, and Dennis Byrne (course designer) regarding the disc golf course. Accordingito Mr Byrne, this would be rated as a championship level course. argP -k-Ffr Mr. Kirsh made a motion to accept the most responsible and responsive quote from Scenic Construction Services in the amount of$53,700.00 and authorize the President or Vice President to sign an agreement for completion of the Hazel Landing Park Disc Golf Course. Mr. Kirsh further moved that the Park Board authorize the Director to approve any necessary change orders in a cumulative amount not to exceed 20%of the contract. The motion was seconded by Mr.Taylor and unanimously passed 9-0. 0 Page 3 Carmel/Clay Board of Parks and Recreation Tuesday,April 9, 2013 Monon Community Center • Consideration of entering into a Professional Services Agreement with The Schneider Corporation for Founders Park Pavilion—Michael Klitzing Assistant Director Klitzing stated that the proposed Founders Park Pavilion is part of the master plan. This enclosed building is essential to accommodate classes and camps, especially since some of the ESE camps used to be held at the Meeting House (Central Park). Assistant Director Klitzing mentioned the Park Board Members should have received the Founders Park Pavilion Feasibility Study via email. It is anticipated that the facility could be self-sufficient within the next five years. Mr. Taylor made a motion to accept the proposal from The SchneidernCorporation for the Founders Park Pavilion and authorize the President or Vice President to sign a Professional Services Agreement in an amount not to exceed $128,100, seconded by Mr. Kirsh and unanimously passed 9 -0. Attorney's Report Tort Claims ~. Ms. Grisham announced that there are no active tort=claims and no tort claims have been presented at this time. Or. .. General None. Director's Report _ • In addition to the Director's Report included in the parka.Board Packet;,Director Westermeier announced that Myers Construction is.doingearthwork at'The Waterpark in preparation for the cabanas and will then move to Founders:field'construction. Due to the large amountbf;dirt beinggemoved to l iiild the new parking lot in Central Park, the roundabout has collapsed under the weight of the tri-axle vehicles. Remediation will follow. Also, we have run intoia lot of;problemssduring the cabana projectin The Waterpark due to inaccurate as-built = drawings ;u M k It is anticipated that the 146'h`.Street Bri'dge•,will open in May; the delay appears to be a handrail issue. Ms. Cihak Hansen asked about thelocation Of the traffic light. In response to Board!P.resident Engledow's question, Director Westermeier reported that there were two change orders attached to thAirector's Report(in the Board Packet). Both change orders were for the Central Park EastsideDevelopment Project as follows: Green Touch Services, Inc.—deduct of $10,000.00; and ASI—deduct;ofi$21,260.75. Discussion Items Mr. Taylor inquired about email delivery. Director Westermeier advised that to eliminate confusion and/or unnecessary emails handled by the Park Board Members, the emails go directly to Sandi Young. She then forwards them as deemed approporiate. Page 4 Carmel/Clay Board of Parks and Recreation Tuesday,April 9, 2013 Monon Community Center Ms. Franklin reported that she recently visited Universal Studios, which had a very sophisticated locker system using fingerprint scans. Mr. Rude asked if the Department's staff monitors wind speed related to safety of guests and uplift of the new cabanas. Susan Beaurain responded that the staff is trained to be aware of unsafe conditions and respond accordingly. Also, the new cabanas are not considered temporary structures. Information Items Plan Commission—Joshua A Kirsh Mr. Kirsh updated the Board regarding the Seasons (Steve PittmanFSiproject) on Westfield Boulevard just north of 96th Street. They are adding a lot of trails to connect tl evn'eighborhoods back to the Monon, including the addition of a pedestrian refuge. School Board Report—Kathie Freed Ms. Freed reported that the Superintendent search continues with the three'finalists. She also explained the process and timing of the public meetings. The School Board is working very hard to make a good sound decision for the community. Board Comments Ms. Cihak Hansen commented that the tennis courts at Creekside,School were locked during Spring 0 Break and unlocked over the weekend After brief discussion Ms.Freed stated she would check into it Mr. Rude relayed that friends from Tipton (Indiana) were_,enthralled with their visit to the Monon Community Center. In-fact, after riding their bikes.on the Monon,visiting the MCC, and eating lunch downtown, they are now considering,moving to Camel:" • Ms. Franklin announced the•annual Stutz open house',will be April 26—27, 2013. Ad'lournment" x There being no further business, Mr. Taylor made a motion to adjourn, seconded by Mr. Kirsh with no objections::.;;;,,,, Board Presidenfi6ngledow reminded the Park Board Members of the Master Plan Visioning Workshop that will be held after:the next Board'tMeeting (April 23, 2013). The meeting was adjour ed at7740 p.m. .q. Approved, Signature Date o Signature Date Page 5