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HomeMy WebLinkAboutCCPR-07-23-13 Carmel/Clay Board of Parks and Recreation 6:00 p.m. Tuesday,July 23,2013 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. July 9, 2013 Park Board Meeting B. Financial Report—Richard F. Taylor Ill 1. City of Carmel Financial Report C. Claims—Richard F.Taylor Ill 1. Claim Sheet July 23, 2013; and 2. Clay Township Claim Sheet July 23, 2013. D. Authorization to Bid the Founders Park Pavilion Project and Appointment of Common Construction Wage Committee Members—Mark Westermeier E. ProLiance Energy, LLC Natural Gas Sales and Services Agreement: Consideration of a Third Amendment regarding a contract assignment to a corporate affiliate—Mark Westermeier F. 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. VI. Discussion Items/Board Comments VII. Adjournment ® CARMEL/CLAY BOARD OF PARKS AND RECREATION Park Board Meeting Tuesday,July 23, 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 E ebra Grisham, Park Board Attorney Roll Call,Call to Order& Pledge of Allegiance After Mr. Leirer called the roll, Board President Engledow called the„meeting to order at 6:01 p.m. M e � followed by the Pledge of Allegiance. s, Public Comments There were none. ='a Staff Reports Assistant Director Klitzing stated that,the standard=amonthly reports that were not available for the previous Board Meeting,'were included the Park Board packets °Board President Engledow asked if there was any concern about this year's cost recovery compared to last year. In response,Assistant Director Klitzing explained that<with the inclement weather, gross revenue is down, but so are expenses. Staff has done.a.'ihenomenal job in containing controllable,bexpenses Action Items Minutes sJully,9,2013 Park Board Meeting, Mr. Leirer madewa motion to approve the minutes as presented, seconded by Mr. Kirsh, and passed 6-0 with two abstentions(Board President Engledow, Ms. Cihak Hansen). City of Carmel Financial Report 4 Mr. Taylor made a motion 4to acknowledge receipt of the City of Carmel Financial Report for June 2013, seconded by Ms. Kristunas,a dnimously passed 8—0. Claim Sheet July 23,2013 Mr. Taylor made a motion to approve the Claim Sheet as presented, seconded by Ms. Kristunas, and unanimously passed 8—0. Clay Township Claim Sheet July 23, 2013 Mr. Taylor made a motion to approve the Clay Township Claim Sheet as presented, seconded by Mr. Kirsh, and unanimously passed 8-0. S II Carmel/Clay Board of Parks and Recreation Tuesday,July 23, 2013 Monon Community Center S Authorization to Bid the Founders Park Pavilion Project and Appointment of Common Construction Wage Committee Members—Mark Westermeier Director Westermeier stated that the Department is ready to move forward with the bidding of the Founders Park Pavilion Project. We anticipate using monies from the Impact Fee Fund, and if necessary, supplement the project with COIT 1215 or Capital Fund 103. Another item needing to be addressed by the Park Board is the appointment of two members of the Common Construction Wage Committee. The dog park project (Central'Park East Bundle) is also planning to take advantage of the wages determined by this Committee T ,f' Mr. Kirsh made a motion that the Park Board authorize TheSchneidero.rporation, the Park Department Director and the Park Board Attorney to take all steps necessary and appropriate to bid the Founders Park Pavilion Project as presented, seconded by Ms. Cihak Hansen, and unanimouslykpassed 8-0. Subsequently, Mr. Kirsh made a motion that the Park,:-Board a appoint to the Common Construction Wage Committee for all applicable public works projects awarded by the Park Board within3 months of the wage rate determination, the following people: 1. Roger Smith astheindustry representative; and 2. C. William Wright as the taxpayer who a s thetax that will b-e the fundin source for the'`r�oject and resides g pY; � g P 1 in Hamilton County, where the project is located.,The motion was seconded by Ms. Cihak Hansen, and unanimously passed 8—0. ProLiance Energy, LLC Natural Gas Sales and Services Agreement: Consideration of a Third Amendment regarding a contract assignment-to a corporate affiliate,# Mark Westermeier Board President Engledow'advised the Board that this agenda item was changed from an action item to that of information only Ms. Grisham briefly explained the contracts associated with ProLiance and advised that ProLiance recently;experienced a name change to ETC ProLiance Energy LLC. Ms. Grisham determined that5no Park Board action necessary She has worked with the company to assure that the appropriate documents will.be executed with the new name change for the upcoming extension period of this contact. x "r Consideration okMatters Regarding Construction Projects—Mark Westermeier 1. Rebid Central Park Drainageand Overflow Parking Project; 2. The Wate park Cabanas Project; 3. Founders ParkSports FieldAmprovements Project; and 4. Hazel Landing ParkiDiscpGolf`Course. There were no items requiringcPark Board action; however, Director Westermeier provided some updates. 1 Conducted a proof roll of parking lot, which went well. Will asphalt parking lot after August 14, 2013, in addition to the roundabout and east parking lot where drainage pipe was installed; 2. Cabanas are done and change orders will be processed accordingly; 3. Well was drilled and inspected; in the process of hooking up to irrigation system to begin watering after grass seed is planted; and 4. Disc golf course has been installed; project complete except for signage; received indirect feedback with favorable reviews and confirmation that the course is a challenging one. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday,July 23,2013 Monon Community Center Discussion Items/Board Comments Mr. Kirsh asked about mowing of Cherry Tree Park. Director Westermeier answered that we only mow the property owned by the Department. Board President Engledow thanked Ms. Franklin for stepping in while he was on vacation. He added that linear parks in Michigan are quite popular and heavily used like our local Monon Greenway. Board President Engledow reported that the first Park Board Meeting October might need to be rescheduled, as both Director Westermeier and Assistant Director>Klitzing would be at the NRPA (National Recreation and Park Association) Congress. 4/ Adjournment ., There being no further business, Mr. Kirsh made a motion to adjourn, seconded,by Ms. Kristunas with no objections. The meeting was adjourned at 6:29 p 4:'•-v: '. " a : 5 A 41'F'-;:',,,. ; Approved, x '` f; ' v: \1.7,,,,. --;.:,:i.:-4. , r ® _° Signature Dat 4 Signature , '''''''*Date d 1 0 Page 3 I • CARMEL/CLAY BOARD OF PARKS AND RECREATION Park Board Meeting Tuesday,July 23, 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 KlitzirgArsEy sistant Director; Audrey Kostrzewa, Business Services Manager; Debra Grisham, Park Board Attorney 5.: Roll Call, Call to Order& Pledge of Allegiance After Mr. Leirer called the roll, Board President Engledow called the meeting to order at 6:01 p.m. followed by the Pledge of Allegiance. Public Comments ` r There were none. S Staff Reports Assistant Director Klitzing,stated that:the standardmonthly reports that were not available for the previous Board Meeting included in the Park,Boardpackets` Board President Engledow asked if there was any concern about this years cost recover'compared to last year. In response, Assistant Director Klitzing explained that<:with the inclement 4 th weaer gross revenue is down, but so are expenses. ti r� Staff has done Aphenomenal job in containing controllable expenses Action Items' Minutes July.9,2013 Park Board Meeting Mr. Leirer madefra motion to approve the minutes as presented, seconded by Mr. Kirsh, and passed 6-0 with two abstentions (Board President Engledow, Ms. Cihak Hansen). City of Carmel Financial;Report piets Mr.Taylor made a mot oto ackn�oow.edge receipt of the City of Carmel Financial Report for June 2013, seconded by Ms. Kristunas, andunanimously passed 8—0. Claim Sheet July 23, 2013 Mr. Taylor made a motion to approve the Claim Sheet as presented, seconded by Ms. Kristunas, and unanimously passed 8—0. Clay Township Claim Sheet July 23,2013 Mr.Taylor made a motion to approve the Clay Township Claim Sheet as presented, seconded by Mr. Kirsh, and unanimously passed 8—0. • Carmel/Clay Board of Parks and Recreation Board Meeting Agenda Item s 'ESENTER ACTION REQUESTED Mark Westermeier,Director See recommendations below ITEMISUBJECT Authorization to Bid the Founders Park Pavilion Project and Appointment of Common Construction Wage Committee Members BUDGET APPROPRIATION MEETING DATE For Public Works Projects expected to cost at least$350,000.00 and for which contracts are awarded within three months of the setting of common construction wages: monies within the Impact Fee for qualified projects,the Park Capital Fund 103,Clay',Township 1215 COIT Fund,as well as other public funds available to the Park Board and its Department. July 23,2013 SUMMARY: The Schneider Corporation("TSC")is ready to proceed to bid the Founders Park Pavilion Project that has been designed in a manner consistent with the TSC agreement authorized by the Park Board on April 9,2013. Consistent with the Attorney Report at the July 9`t'meeting regarding this Project's timeline,TSC is scheduled to release the bid on July 25,2013 with a contract award recommendation presented to the Park Board on August 27,2013. This timeline ensures the Project remains on course for the building to be ready for occupancy for summer camps in 2014. Consistent with I.C.5-16-7 et seq.,the Park Board,prior to advertising for a public works contract,is required to set up a 5 person committee to determine the minimum common construction wage in Hamilton County at least 2 weeks prior to any public works contract award. As the "Awarding Agency"and the"Owner",the Park Board has 2 appointments described below. While staff will have nominees to recommend at the meeting,you may consider and nominate others who are qualified.Once set,the established wage rate is the minimum wage rate that a contractor and subcontractors must pay on all CCPR public works projects for which contracts are awarded within 3 months of the wage determination. Committee Appointments: (1)One(1)person representing labor,to be named by the president of the state federation of labor. (2)One(1)person representing industry,to be named by the awarding agency(Park Board). (3)A third member to be named by the state president of the Associated Builders and Contractors. (4)One(1)taxpayer who pays the tax that will be the funding source for the project and resides in the county where the project is located.The owner of the project(Park Board)shall make the appointment under this subdivision. (5)One(1)taxpayer who pays the tax that will be the funding source for the project and resides in the county where the project is located.The legislative body(as defined in I.C.36-1-2-9)for the county where the project is located shall make the appointment. Committee Responsibility: The committee will meet in Hamilton County(where the project is located)in a meeting noticed pursuant to the Open Door Law(IC 5-14-1.5)to determine in writing the following: (1)A classification of the labor to be employed in the performance of the contract for the project,divided into the following three(3)classes: (A)Skilled labor. (B)Semiskilled labor. (C)Unskilled labor. (2)The wage per hour to be paid each of the classes. Committee Requirements: • Consider information presented to the committee at the meeting. • Establish wages for all classifications of work(set forth above under Committee Responsibility)that may be employed on all public works projects subject to contracts awarded by or on behalf of the Park Board for three(3)months after the date on which the rate of wages is determined. • The rate of wages shall not be less than the common construction wage for each of the three(3)above referenced classes of wages that are currently being paid in Hamilton County. • A determination shall be made and filed with the Park Board through its Department at least two(2)weeks prior to the bid award date. RECOMMENDED MOTION: Motion#1: "I move that the Park Board authorize The Schneider Corporation,the Park Department Director and the Park Board Attorney to take all steps necessary and appropriate to bid the Founders Park Pavilion Project as presented." Motion#2: "I move that the Park Board appoint to the Common Construction Wage Committee for all applicable public works projects awarded by the Park Board within 3 months of the wage rate determination,the following people: 0 1.Roger Smith as the industry representative;and 2.C.William Wright as the taxpayer who pays the tax that will be the funding source for the project and resides in Hamilton County, where the project is located."