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Home My WebLink AboutCCPR-08-27-13 Carmel/Clay Board of Parks and Recreation 6:00 p.m. Tuesday,August 27,2013 ® 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. August 13, 2013 Park Board Meeting B. Claims—Richard F.Taylor Ill 1. Claim Sheet August 27, 2013; and 2. Clay Township Claim Sheet August 27,2013. D. Consideration of Bids for the Founders Park Pavilion Project—Michael Klitzing VI. Discussion Items/Board Comments VII. Adjournment Ill 9 CARMEL/CLAY BOARD OF PARKS AND RECREATION Park Board Meeting Tuesday,August 27, 2013, 6:00 p.m. Monon Community Center Members Present: Donna Cihak Hansen,James Engledow, Wendy Franklin, Kathie Freed,Joshua Kirsh, Jenn Kristunas, Linus Rude, Rich Taylor Member Absent: Richard Leirer Others Present: Mark Westermeier, Director; Michael Klitzing, Assistant Director; Audrey Kostrzewa, Business Services Managers;Debra Grisham, Park Board Attorney i,�tr ,- t' Roll Call,Call to Order& Pledge of Allegiance ., .144 After Ms. Kristunas called the roll, a quorum was announced and Board President Engledow called the meeting to order followed by the Pledge of Allegiance, ' , ,„ Public Comments ° _ y _'` ��: There were none. 4 �� N4, . F Staff Reports \Zz Assistant Director Klitzing advisedYthat the s mnmary financial reports were�included in the packets. . ,: ye ,e. c +, : Additionally, a survey was'distributed,,prior to thig,rneetiiiner completiomby the Park Board Members. The survey is to obtain feedback regarding the educational videos that were produced in partnership with WFYI Productions. The responses will provide information to see if we accomplished our goals prior to producing additional videos' In,additi n the Department will submit these educational videos for an IPRA (Indiana Parkl&Recreation) award Oneeaspect.of the application requires a survey component. 400 Action Items ` �' ' Minutes� August 13, 2013 ParktBoard°Meeting ve Ms. Kristur as`made a motion t pprov the minutes as presented, seconded by Mr.Taylor, and unanimously pa sed 8—0. ;, \ , Claim Sheet August 27,, 2013 Mr. Taylor made a motionyto approve the Claim Sheet as presented, seconded by Ms. Kristunas, and unanimously passed 8—0. 4. Clay Township Claim Sheet August 27, 2013 Mr. Taylor made a motion to approve the Clay Township Claim Sheet as presented, seconded by Ms. Kristunas, and unanimously passed 8—0. Consideration of Bids for the Founders Park Pavilion Project—Michael Klitzing Assistant Director Klitzing provided an overview of the project. There was much discussion about the process, in particular, a rendering of the pavilion that the Members expected to be brought before the 0 Properties Committee and Park Board. 0 CARMEL/CLAY BOARD OF PARKS AND RECREATION Park Board Meeting Tuesday,August 27, 2013, 6:00 p.m. Monon Community Center Members Present: Donna Cihak Hansen,James Engledow, Wendy Franklin, Kathie Freed,Joshua Kirsh, Jenn Kristunas, Linus Rude, Rich Taylor Member Absent: Richard Leirer Others Present: Mark Westermeier, Director; Michael KlitzingAssistant Director; Audrey Kostrzewa, Business Services ManageDebra Grisham, Park Board Attorney r ibk} hair} Roll Call,Call to Order& Pledge of Allegiance �� After Ms. Kristunas called the roll, a quorum was announced and Board President Engledow called the meeting to order followed by the Pledge of Allegiance's w Public Comments ` ', , There were none. ' „:p , w.. � Staff Reports �1 0 Assistant Director Klitzing advised that the summary financial,eports w re e included in the packets. Additionally, a survey was d stributed)prior to the meet ng�for completion by the Park Board Members. The survey is to obtain feedback regarding the educational videos`that were produced in partnership with WFYI Productions. The responses will provide information to see if we accomplished our goals prior to producing additional videos In;additi n, the Department will submit these educational videos for an IPRA (Indiana Park1&0Recreation) award Onelaspect of the application requires a survey component. Action Items .Y Minutes' A > � -4, August 13, 2013 Park Board Meeting Ms. Kristunas*made a motion to approve tthh nutes as presented, seconded by Mr.Taylor, and unanimously p ed 8-0. \e N Claim Sheet August 27„2013 • n Mr.Taylor made a motion to approve the Claim Sheet as presented, seconded by Ms. Kristunas, and unanimously passed 8—0. * 0 Clay Township Claim Sheet August 27, 2013 Mr.Taylor made a motion to approve the Clay Township Claim Sheet as presented, seconded by Ms. Kristunas, and unanimously passed 8—0. Consideration of Bids for the Founders Park Pavilion Project—Michael Klitzing Assistant Director Klitzing provided an overview of the project. There was much discussion about the 0 process, in particular, a rendering of the pavilion that the Members expected to be brought before the Properties Committee and Park Board. i Carmel/Clay Board of Parks and Recreation Tuesday,August 27, 2013 Monon Community Center 0 Ms. Freed made a motion that the Board accept and approve the bid from Patterson Horth, Inc. in the amount of$1,160,000.00 for the Founders Park Pavilion Project and authorize The Schneider Corporation, Director, and Park Board Attorney to take all action necessary to complete 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. Ms. Freed 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 Mr. Taylor and passed 7—1 (Ms. Cihak Hansen). r . Mr. Taylor made a motion that the Board delegate to the Park Department Director the authority to determine, in conjunction with the Engineer, whether it is in they esinterest of the Park Board and Park Department to add or change an item or items in the contract too approve each such change, up to an amount not to exceed his purchasing authority, with a report to the Park BBoard and request for ratification at a subsequent Park Board meeting. The motion was seconded'by Mr. Kirsh and passed 7—1 (Ms. Cihak Hansen). Discussion Items/Board Comments A ,, There was additional discussion regarding the Park Board's-expectations related to projects. Board President Engledow thanked the Members�`for their com ent .Director Westermeier advised that the Board Members may want to revisit the docuxmentss outlining the purpose of the committees. Director Westermeier reported that the dogipark is on,scheydule with projected construction in spring or summer of 2014. There are,,soine design hurdles,,as planned�consstruction will be in a floodplain. 0 Adjournment ;i , , There being no further business, Mr. Kirsh made a motion to adjourn, with no objections. The meeting ' was adjourned at 6:56 p.m: _, g r x s., Approved n� 1, , t Signature f :_ Date ,-‘1,.,* 40' Signature NY Date 0 Page 2 9 CARMEL/CLAY BOARD OF PARKS AND RECREATION Park Board Meeting Tuesday,August 27, 2013, 6:00 p.m. Monon Community Center Members Present: Donna Cihak Hansen, James Engledow, Wendy Franklin, Kathie Freed,Joshua Kirsh, Jenn Kristunas, Linus Rude, Rich Taylor Member Absent: Richard Leirer Others Present: Mark Westermeier, Director; Michael Klitzi g,Assistant Director; Audrey Kostrzewa, Business Services Manager; Debra Grisham, Park Board Attorney Roll Call,Call to Order& Pledge of Allegiance u V After Ms. Kristunas called the roll, a quorum was announced and Board President Engledow called the meeting to order followed by the Pledge of Allegia ce . . Public Comments '� 3, .- There were none. ` — k Staff Reports L? A , 0 Assistant Director Klitzing advised that the summary financial reports were�rncluded in the packets. .rte .:= ,, k .a =3 Additionally, a survey was distributedsprior to the�meeting for'completionby the Park Board Members. The survey is to obtainf back regarding the educatioal vide s thatxwere produced in partnership with WFYI Productions. The responses will pr vide inforrnat on to see if we accomplished our goals prior to producing additional videos' nAadditi n��,the Department will submit these educational videos for an IPRA #xa� (Indiana Pare&&Re-creation) awar e aspect of the application requires a survey component. 'vas£' Y. gt '. Action�Items N 4: Minutes -'August 13,2013 Park Board Meeting Ms. KristunasFinade a motion totapprove therninutes as presented, seconded by Mr.Taylor, and unanimously passed 8-0 Claim Sheet August 27 2013 Mr. Taylor made a motion to approve the Claim Sheet as presented, seconded by Ms. Kristunas, and k0-'- unanimously passed 8–0 k �y Clay Township Claim Sheet August 27, 2013 Mr.Taylor made a motion to approve the Clay Township Claim Sheet as presented, seconded by Ms. Kristunas, and unanimously passed 8–0. Consideration of Bids for the Founders Park Pavilion Project–Michael Klitzing Assistant Director Klitzing provided an overview of the project. There was much discussion about the process, in particular, a rendering of the pavilion that the Members expected to be brought before the C) Properties Committee and Park Board.