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Home My WebLink AboutCCPR-05-14-13 Carmel/Clay Board of Parks and Recreation Park Board Meeting 6:00 p.m. • Tuesday,May 14,2013 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 III 3. Properties Committee—Wendy Franklin VI. Action Items A. Minutes—Richard Leirer 1. April 23, 2013 Park Board Meeting B. Financial Reports—Richard F.Taylor Ill • 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 May 14, 2013;and 2. Clay Township Claim Sheet May 14,2013. D. Monetary Gifts,Grants, Partnerships,and Sponsorships—Audrey Kostrzewa E. Consideration of entering into a Transportation Services Agreement with Safe Passage Transportation Services, Inc.— Michael Klitzing F. Authorization to compensate Carmel Clay Schools for use by Summer Camps—Michael Klitzing G. Consideration of Matters Regarding Construction Projects—Mark Westermeier 1. Rebid Central Park Drainage and Overflow Parking Project; 2. The Waterpark Cabanas Project; 3. Founders Park Sports Field Improvements Project;and 4. Hazel Landing Park Disc Golf Course. 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 410 CARMEL/CLAY BOARD OF PARKS AND RECREATION Tuesday, May 14, 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, Rich Taylor Member Absent: Linus Rude Others Present: Mark Westermeier, Director; Michael Klitzing, Assistant Director; Audrey Kostrzewa, Business Services Manager; Debra Grisham, Park Board Attorney Roll Call Board President Engledow asked Mr.Taylor to call the roll. Call to Order& Pledge of Allegiance Board President Engledow led the Pledge of Allegiance and called the meeting to order at 6:02 p.m. Public Comments None. Staff Reports Assistant Director Klitzing introduced Eric Mehl, Aquatics Manager,who presented on overview of The Waterpark. He also showed a YouTube video featuring the FlowRider. A brief discussion followed. Assistant Director Klitzing announced two, upcoming ribbon cuttings. The first is the ribbon cutting of the Carmel City Center Stairs that lead to the Monon Trail on Thursday, May 16, 2013, at 4:30 p.m. The second is the grand opening of the Monon Trail Bridge over 146th Street on Friday, May'24, 2013 at 10 a.m. A second Visioning Workshop will be held with Leon Younger of PROS, Consulting regarding the Department's Comprehensive Master Plan. Once availability is determined (pending email responses from Park Board Members), a date will be selected. The workshop will be on June 15t or June 15th from 9 a.m. to noon. Assistant Director Klitzing stated that the standard monthly reports were included in the Park Board Packets. Committee Reports Personnel Committee—Richard Leirer Mr. Leirer stated that the next Personnel Committee Meeting is scheduled to meet prior to the next Park Board Meeting. He will check;to see if there are any agenda items. Finance Committee—Richard F Taylor Ill Mr.Taylor announced that the°Finance Committee will meet on Monday,June 3, 2013, at 5 p.m. at the Administrative Offices to review the (2014) budget. Properties Committee—Wendy Franklin Ms. Franklin stated that the Properties Committee will meet next Tuesday(May 21, 2013) at 6 p.m. at the Administrative Offices. ® Action Items Minutes—April 23,2013 Park Board Meeting Mr. Leirer made a motion to approve the minutes as presented, seconded by Mr. Kirsh, and unanimously passed 8—0. it Carmel/Clay Board of Parks and Recreation Tuesday, May 14,2013 Monon Community Center 0 Consideration of Matters Regarding Construction Projects—Mark Westermeier 1. Rebid Central Park Drainage and Overflow Parking Project; 2. The Waterpark Cabanas Project; 3. Founders Park Sports Field Improvements Project; and 4. Hazel Landing Park Disc Golf Course. There were no items requiring Park Board action. Attorney's Report Tort Claims Ms. Grisham announced that we have one outstanding tort claim totaling$224 for the undercarriage of a Camry that was allegedly damaged on the Central Park West Drive roundabout'Travelers Insurance is currently investigating the facts surrounding the claim, and we expect to haveitwrapped up shortly. General Staff finalized adequate payment terms with ProLiance, the gas supplier for`the:Monon Community Center; the second amendment has been signed, and the new payment terms in effect as soon as practical. Ms. Grisham attended a webinar on the 2013 legislative session. There,are not as many changes affecting the operations of the park department this year as in the past. Ms. Grisham will provide an update to the Park Board at a later meeting with some of the pertinent changes in the law. 0 Director's Report Director Westermeier stated that his report was included in the Park Board Packet. Additional updates included the announcement of a group from Clarksville,Tennessee visiting the city today and touring the Monon Community Center Wednesday'(May'15, 2013) morning. Also of interest, Director Westermeier and Assistant Director Klitzing met last Friday (May 10, 2013) with the department head of the Department of Landscape Architecture at the University of Illinois and one of their graduate students. We were selected to participate in a national case study for the Landscape Architectural Foundation in Washington D.C. We provided information,through an interview process and a site tour centering on landscape designs that focus on cost recovery, e.g.;prairie and perennial beds rather than turf. Other case studies include an inner-city park in Detroit and a parking garage with a green roof in Ann Arbor, Michigan. Director Westermeier also addressed the Park Board about poor soils related to construction projects. From a parks and recreation standpoint, the Department and the Park Board are considered to be the developer of the land and as such,the developer assumes all risks. We are the ones who pay if something goes wrong. No matter how many borings are performed, it is impossible to determine if poor soil conditions exist throughout the entire project area. We strive for the lowest price with an inherent risk,which the state of Indiana allows us to do so. Construction projects are always plagued with unknowns. In recent conversation with Michael Krosschell of The Schneider Corporation (TSC), he mentioned that during reconstruction of the Central Library(in Indianapolis),they performed over 500 borings. During excavation, they hit basements; all the borings went between these buildings. They(TSC) knew nothing about the basements ® and subterranean areas, even with 500+ borings. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday, May 14, 2013 Monon Community Center Discussion Items • After Mr.Taylor relayed his comment about prior construction projects and poor soils in Central Park, discussion continued between the Park Board Members and Director Westermeier. Information Items Plan Commission—Joshua A Kirsh Mr. Kirsh updated the Board about recent discussion on landscape requirements for businesses. He relayed concerns about developers using retention ponds instead of focusing on wildlife areas and boardwalks, using Central Park as an example. In addition, he asked the city arborist to look at planting not just ornamental, but old growth trees. Lastly, instead of the current best practices (storm run-off, etc.) be encouraged, he would like to see these become mandatory, keeping Carmel development as a frontrunner. School Board Report—Kathie Freed Ms. Freed announced that 13 of Carmel Clay Schools were given 4-star status for this past year. The bad news is that Carmel Clay Schools is not receiving enough money from the state to cover the rate of inflation for utility, fuel, and insurance costs due to the state's school funding formulas. Board Comments Ms. Franklin shared information regarding the park system in Cincinnati (Ohio)and its closing of parks and reduction of services. A brief discussion followed. Mr.Taylor thanked Ben Johnson and Jennifer Brown for attending the Friends of Chaucie's Place Breakfast. The Department is considered a partner in prevention for efforts to prevent child sexual and physical abuse. • Mr.Taylor commended the Department and its before and after school programs. Board President Engledow reminded the Park Board Members to reply to Assistant Director Klitzing's email regarding dates (June 1st or 15th)for the second Visioning Workshop regarding the Department's Comprehensive Master Plan. Adjournment . There being no further business, Ms. Kristunas made a motion to adjourn, seconded by Mr. Leirer with no objections. The meeting was adjourned at 7:07 pm. Approved, Signature Date Signature Date • Page 4