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HomeMy WebLinkAboutCCPR-05-13-14 Carmel/Clay Board of Parks and Recreation Tuesday, May 13,2014,6:00 p.m. Monon Community Center East 1235 Central Park Drive East Carmel, Indiana 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 Roll Call II. Call to Order&Pledge of Allegiance III. Public Comments IV. Staff Reports A. Aquatics—Eric Mehl V. Committee Reports A. Standing Committees 1. Personnel Committee—Linus Rude 2. Finance Committee—Jenn Kristunas 3. Properties Committee—Richard Leirer VI. Action Items A. Minutes—Joshua Kirsh 1. April 22, 2014 Park Board Meeting B. Financial Reports—Jenn Kristunas 1. City of Carmel Financial Report for April 2014; 2. Clay Township Financial Report for April 2014;and 3. CCPR P&L Statements for April 2014. C. Claims—Jenn Kristunas 1. Claim Sheet May 13, 2014;and 2. Clay Township Claim Sheet May 13, 2014. D. Monetary Gifts,Grants, Partnerships, and Sponsorships for April 2014—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 Resolution G-2014-002 Naming the New Pavilion in Founders Park —Michael Klitzing H. Consideration of Quote for CCPR Fiber Optic Cable Project —Mark Westermeier I. Consideration of Matters regarding Construction Projects—Mark Westermeier 1. Founders Park Pavilion Project;and 2. Central Park Dog Park. VII. Attorney's Report A. Tort Claims;and B. General VIII. Director's Report IX. Discussion Items X. Information Items A. Plan Commission—Joshua Kirsh B. School Board—Kathie Freed C. Parks Foundation—Wendy Franklin XI. Board Comments c) XII. Adjournment Carmel/Clay Board of Parks and Recreation Tuesday, May 13,2014, 6:00 p.m. Monon Community Center Members Present: Donna Cihak Hansen,James Engledow, Wendy Franklin, Kathie Freed,Joshua Kirsh, Jenn Kristunas, Richard Leirer(left meeting at 6:55 p.m.), Linus Rude, Rich Taylor Others Present: Mark Westermeier, Director; Michael Klitzing, Chief Operating Officer(COO) Roll Call, Call to Order& Pledge of Allegiance Board President Engledow welcomed everyone to the meeting and asked Mr. Kirsh to call the roll. Mr. Kirsh stated there was a quorum, at which time Board President Engledow called the meeting to order at 6:01 p.m. followed by the Pledge of Allegiance. Agw. ALIter Public Comments WY' There were no public comments. • , Staff Reports Aquatics—Eric Mehl Eric Mehl, MCC Assistant Director, presented informationvregardmg the aquatics operations. COO Klitzing stated that the standard monthly reports were included in the Park Board packets. Membership passes are at a high level reflecting the p sile need to increase the fitness component. The Department is working with Williams Architects‘explore this opportunity. Dedication of the Founders Park Pavilion is May 27, 2014 at 3 p.m. ParkBoard Members shouldlpect an invitation soon, if not already received. " IN� � � The Department will be!meeting with Councilor LuciSnyder, Chairperson of the Finance (Administration and Rules) Committee for,;the City of Carmel and the lerk-Treasurer's Office about the possibility of creating a non-reverting operating fund to accommodate Founders Park Pavilion rentals and dog park revenues. Dog parkconstruction.hasibe unyanda s ecial'committee will be formed with staff and interestedmdividuals from the community to providevvaluable feedback on concepts and assist in �;al " - operational policies. \ks, V A dal Mr. Leirer left th meeting at thist. roxi me (appmately 6:55 p.m.) V Committee NIAti Personnel Committee, anus Rude Mr. Rude stated that thetPersonneltommittee had not met. Finance Committee—Jenn Kristunas Ms. Kristunas stated that the Finance Committee would meet June 18, 2014 at 6 p. m. in the Administrative Offices. Properties Committee—Richard Leirer There was no report in Mr. Leirer's absence. Action Items Minutes—April 22,2014 Park Board Meeting Mr. Kirsh made a motion to approve the minutes as presented, seconded by Ms. Kristunas, and passed 5—0 with 3 abstentions (Ms. Cihak Hansen, Ms. Franklin, and Mr.Taylor). Carmel/Clay Board of Parks and Recreation Tuesday, May 13, 2014 Monon Community Center City of Carmel Financial Report for April 2014 Ms. Kristunas made a motion to acknowledge receipt of the City of Carmel Financial Report for April 2014, seconded by Mr. Kirsh, and unanimously passed 8—0. Clay Township Financial Report for April 2014 Ms. Kristunas made a motion to acknowledge receipt of the Clay Township Financial Report for April 2014, seconded by Mr. Kirsh, and unanimously passed 8-0. CCPR P&L Statements for April 2014 ^Nb Ms. Kristunas made a motion to acknowledge receipt of the CCPR fP&L Statements for April 2014, seconded by Mr. Kirsh, and unanimously y passed 8—0. ��" Claim Sheet May 13, 2014 Ms. Kristunas made a motion to approve the Claim Sheet as presented,seconded by Mr.Taylor, and unanimously passed 8-0. Clay Township Claim Sheet May 13, 2014 Ms. Kristunas made a motion to approve the Clay Township�Claim,Sheet as presented,seconded by ,z4v. 4244-r Mr.Taylor, and unanimously passed 8 0 ` Monetary Gifts, Grants, Partnership,and Sponso ships for Apr l 2 14—Audrey Kostrzewa In Ms. Kostrzewa's absence, CO0 Klitzing asked d that the Park Board a"'ekn,owledge the donation of$74 4t,. from staff for the "Jeans ,r,id program. A motion wasAmade by Mr Kish to acknowledge receipt as presented, seconded by�.Ms Kristunas and unanimously passed,8� 0 Consideration of enter g no a Tran portation Services Agreement with Safe Passage Transportation Services, Inc Michael Klitzinngt � � COO Klitzing stated that it was once a ain�'time to.securebus services to transport participants and staff .; 4541 g during Ammer camps The\Department has been using Safe Passage since 2008. Safe Passage has been very responsive and is able to`provide any necessary ADA accessible buses if needed. Mr. Taylor made motion to a cept the proposal from Safe Passage Transportation Services, Inc. for summer camp transportation and€authorize the President or Vice President to sign a Transportation g p Services Agreement Sin an amount not to exceed $88,000. The motion was seconded by Mr. Kirsh and unanimously passed 84q9,,,,,„ Authorization to compensateZCarmel Clay Schools for use by Summer Camps—Michael Klitzing t�rf COO Klitzing requested approval to compensate Carmel Clay Schools for two of their facilities this summer. The final prices should not increase more than 10%from the previous year. The 2014 cost will be lower than 2013 since two summer camps will be using the new Founders Park Pavilion. Ms. Kristunas made a motion to authorize payment to Carmel Clay Schools for use of school facilities by the Department's summer camps in an amount not to exceed $35,000. The motion was seconded by Mr. Kirsh and unanimously passed 8—0. • Page 2 Carmel/Clay Board of Parks and Recreation Tuesday, May 13, 2014 Monon Community Center Consideration of Resolution G-2014-002 Naming the New Pavilion in Founders Park—Michael Klitzing COO Klitzing explained that in December 2003, the Department received a$100,000 grant from the Legacy Fund as a result of a donation from the Ralph L. Wilfong Conservation and Community Foundation Charitable Trust. The grant was to be used for the development of Founders Park and at the time, the Park Board made a commitment to properly recognize Mr. Wilfong when appropriate. With the recent development of Founders Park, the Department recommends naming the new pavilion in honor of Mr. Wilfong calling it the Ralph L. Wilfong Pavilion. Board President Engledow said he recalled this generous contribution and the Department's subsequent commitment. Mr. Kirsh made a motion to waive the reading of Resolution G-20,114002 and enter it into action. The motion was seconded by Ms. Kristunas and unanimously passed$7--'0 Mr. Kirsh further made a motion to approve Resolution G-2014-002 as presented, secondedaMr.Taylor, and unanimously passed 8—0. Consideration of Quote for CCPR Fiber Optic Cable Project—Mark Westermeier In addition to the cover sheet in the Park Board packet,Director Westerm ier/provided detailed information relative to the Department's present and future need for additional andwidth. Mr.Taylor made a motion to approve the expenditure of:ta_.ntamount not to exceed$50,000 for the CCPR Fiber Optic Cable Project and delegate`to the Park Board President, the Park Department Director, and the Park Board Attorney the authority to executea contract with13the lowest responsible and responsive quoter to have the work completed. The motion was�seconded by Ms. Kristunas and unanimously passed 8-0. 4 � Consideration of Matters regarding Construction ct Pro�es"-MarktyWestermeier Founders Park Pavilion Project and Central Park Dog Park There was no discussion or action taken Attorney's 4Report V Tort Claimsand General 4r R There was�no report In Debra absence Director's Report Director Westerm'eer stated he had a few additions to the Director's Report that was included in the Park Board packets.Kurtis Baumgartner, MCC Director, has established an MOU (Memorandum of Understanding) with the Carmel Police Department to house the Bike Patrol Division at the Monon Community Center in a room,adjacent to the Skate Park. The police cars and bicycle patrols will enhance safety in Central Parkland the Monon Greenway. The Waterpark will open on time. However with the long winter, the Department is about one month behind overall due to the cold, severe weather. Issues include shifted concrete, broken welds, etc. Also, Memorial Day weekend arrives early this year(May 24, 2014). We are also experiencing plumbing issues as two pipes recently broke inside the MCC within the last couple of weeks. In partnership with the Carmel Clay Public Library, both Founders and West Parks are sites for a book- lending program (Little Free Libraries). If successful,we may expand to other parks. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday, May 13, 2014 Monon Community Center 0 In cooperation with the City of Carmel, there are/will be three bike repair stations at MCC East, and the south and north trailheads. The repair stations will have tools and air pumps. These are great additions to the Monon Greenway. Discussion Items There was no discussion. Information Items Plan Commission—Joshua Kirsh < r Mr. Kirsh provided up-to-date information regarding Monon Lake.This manmade lake and its surrounding property is already zoned for 28 homes; however,thedeveloper is asking the Plan Commission to rezone the area so they can add more units toRthem project. Mr. Kirsh stated he is opposed to the rezoning petition. ' School Board—Kathie Freed t, y ,i Ms. Freed thanked the Department for its afterschoolprogram as the school yeakcomes to an end. The next School Board meeting is May 19, 2014 at which=time they will honor its retirees Parks Foundation—Wendy Franklin 4 ,.' ' Ms. Franklin reported that the next Parks Foundation meetinglisT�hursday(May 15, 2014), but she is unable to attend. �3 a\ , Board Comments �, % Mr. Taylor recognized tteDepartment for achieving its third yea as a Partner in Prevention through Stewards of Children, a child sexual abuse prevention}program COO,Klitzing said that credit goes to Ben Johnson and the ESE staff.fo going through the necessary training provided by Chaucie's Place. He also announced that t his�program will be brought into the�Monon Community Center,especially focusing on Kid Zone 4Z �4 4t Mr. Rude recognized Boy Scout Troop 576 on their badge work and commended the nine members who picked up trashtand debris=along the Monon Greenway. Ms. Franklin addressed the Boardtregarding the role of a Park Board Member. Adjournment There being no further business;Mr Kirsh made a motion to adjourn, seconded by Ms. Kristunas with no objections. The meeting wasyadjourned at 7:01 p.m. Approved, Signature Date Signature Date Page 4 Carmel/Clay Board of Parks and Recreation Tuesday, May 13, 2014, 6:00 p.m. Monon Community Center Revised Minutes Members Present: Donna Cihak Hansen,James Engledow, Wendy Franklin, Kathie Freed,Joshua Kirsh, Jenn Kristunas, Richard Leirer(left meeting at 6:55 p.m.), Linus Rude, Rich Taylor Others Present: Mark Westermeier, Director; Michael Klitzing, Chief Operating Officer(COO) Roll Call, Call to Order& Pledge of Allegiance Board President Engledow welcomed everyone to the meeting and asked Mr. Kirsh to call the roll. Mr. Kirsh stated there was a quorum, at which time Board President Engledow called the meeting to order at 6:01 p.m. followed by the Pledge of Allegiance. Public Comments ,..<. There were no public comments. Reports • Aquatics—Eric Mehl F � Eric Mehl, MCC Assistant Director, presented information regarding"the aquatics operations. Park Board Members discussed the cabana rentals at length. - COO Klitzing stated that the standard monthly reports were included in thePark Board packets. standard ` \Y X41, Membership passes are at a high level:reflecting e possible need to increase the fitness component. The Department is working with,:Williams,Architects to exploreethis opportunity. Dedication of the Founders Park Pavilion is May 27,`2614 at 3 p.mPark Board Members should xpect an invitation soon, if not already received. The Department wilkbe"meeting with'CouncilorALuci Snyder Chairperson of the Finance (Administration and Rules) Committee for the City of Carmel and the Clerk Treasurers Office about the possibility of creating a non-reverting operating fund to accommodate Founders Park Pavilion rentals and dog park revenues. Dog park construction has begun andfa special committee will be formed with staff and interested individuals from the community to provide valuable feedback on concepts and assist in operational policies. Ria Mr. Leirer left the meettng,at 6:55 pm Committee Reports k ` Personnel Committee—Linus Rude Mr. Rude stated that the Personnel Committee had not met. Finance Committee—Jenn Kristunas Ms. Kristunas stated that the Finance Committee would meet June 18, 2014 at 6 p. m. in the Administrative Offices. Properties Committee—Richard Leirer A ft There was no report in Mr. Leirer's absence. Carmel/Clay Board of Parks and Recreation Tuesday, May 13, 2014(revised minutes) Monon Community Center Action Items Minutes—April 22,2014 Park Board Meeting Mr. Kirsh made a motion to approve the minutes as presented, seconded by Ms. Kristunas, and passed 5-0 with 3 abstentions (Ms. Cihak Hansen, Ms. Franklin, and Mr.Taylor). City of Carmel Financial Report for April 2014 Ms. Kristunas made a motion to acknowledge receipt of the City of Carmel Financial Report for April 2014, seconded by Mr. Kirsh, and unanimously passed 8-0. Clay Township Financial Report for April 2014 Ms. Kristunas made a motion to acknowledge receipt of the Clay Township Financial Report for April 2014, seconded by Mr. Kirsh, and unanimously passed 8-0. CCPR P&L Statements for April 2014 Ms. Kristunas made a motion to acknowledge receipt of the=CCPR P&L Statements for April 2014, seconded by Mr. Kirsh, and unanimously passed 8—0. Claim Sheet May 13, 2014 k � . Ms. Kristunas made a motion to approve the Claim Sheet as presented, seconded by Mr.Taylor, and unanimously passed 8—0. �� Clay Township Claim Sheet May 13, 2014 Ms. Kristunas made a motion to approve the Clay.,Townshp Claim Sheet as presented, seconded by Mr.Taylor, and unanimously passed 8—0. Monetary Gifts,Grants,Partnership, andSponsorships for April 2014,-Audrey Kostrzewa In Ms. Kostrzewa's absence,COO Klitzing asked that theEPark Board acknowledge the donation of$74 from staff for the "Jeans,Frriiday" program A motion was made;by Mr. Kirsh to acknowledge receipt as presented, seconded bzy Ms`Kristunas and unanimously passed 8 0 Consider tion of entering into;a<Transportation Services Agreement with Safe Passage Transportation Services, IncWiMichael Klitzing COO Klitzing stated that it was onceagain time to secure bus services to transport participants and staff during summer camps The Department has been using Safe Passage since 2008. Safe Passage has been very responsive and is able to provide a=ny necessary ADA accessible buses if needed. Mr. Taylor made a motion to accept,the proposal from Safe Passage Transportation Services, Inc.for summer camp transportation and.`authorize the President or Vice President to sign a Transportation Services Agreement in an amount not to exceed $88,000. The motion was seconded by Mr. Kirsh and unanimously passed 8—0. Authorization to compensate Carmel Clay Schools for use by Summer Camps—Michael Klitzing COO Klitzing requested approval to compensate Carmel Clay Schools for two of their facilities this summer. The final prices should not increase more than 10%from the previous year. The 2014 cost will be lower than 2013 since two summer camps will be using the new Founders Park Pavilion. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday, May 13, 2014(revised minutes) Monon Community Center Ms. Kristunas made a motion to authorize payment to Carmel Clay Schools for use of school facilities by the Department's summer camps in an amount not to exceed $35,000. The motion was seconded by Mr. Kirsh and unanimously passed 8-0. Consideration of Resolution G-2014-002 Naming the New Pavilion in Founders Park—Michael Klitzing COO Klitzing explained that in December 2003, the Department received a$100,000 grant from the Legacy Fund as a result of a donation from the Ralph L.Wilfong Conservation and Community Foundation Charitable Trust. The grant was to be used for the development of Founders Park and at the time, the Park Board made a commitment to properly recognize Mr. Wilfong when appropriate. With the recent development of Founders Park,the Department recommends namingthe new pavilion in honor of Mr. Wilfong calling it the Ralph L. Wilfong Pavilion. Board President..Engledow said he recalled this generous contribution and the Department's subsequent commitment. Mr. Kirsh made a motion to waive the reading of Resolution G 2014 002`an_d enter it into action. The motion was seconded by Ms. Kristunas and unanimously passed 8—0. Mr Kirsh further made a motion to rte...�,-� '�;�,'.�w approve Resolution G-2014-002 as presented, seconded;by Mr. Taylor, and unanimously passed 8-0. Consideration of Quote for CCPR Fiber Optic Cable Project,Mark Westermeier In addition to the cover sheet in the Park Board packet, DirectorWeste rmeier provided detailed information relative to the Department's present and future need for additional bandwidth. ® Mr. Taylor made a motion to approve the expenditure of an amount not to exceed $50,000 for the CCPR Fiber Optic Cable Project and delegate to the Park Board President, the Park Department Director, and the Park Board Attorney the authority to execute a contract with the lowest responsible and responsive quoter to have the work completed -The motion was seconded by Ms Kristunas and unanimously passed 8—0. Consideration of Matters regarding Construction Projects—Mark Westermeier Founders Park Pavilion Project and CentralParkyDog Park=<r There was no discussion:.or.actionAaken' � Attorney's`Re ort Tort Claims and;General There was no report In Debra Gr sham's absence$: • Director's Report Director Westermeier stated he had a few additions to the Director's Report that was included in the Park Board packets. Kurtis Baurrigartnerr,vMCC Director, has established an MOU (Memorandum of Understanding) with the Carmel Police Department to house the Bike Patrol Division at the Monon Community Center in a room adjacent to the Skate Park. The police cars and bicycle patrols will enhance safety in Central Park and the Monon Greenway. The Waterpark will open on time. However with the long winter, the Department is about one month behind overall due to the cold, severe weather. Issues include shifted concrete, broken welds, etc. Also, Memorial Day weekend arrives early this year(May 24, 2014). We are also experiencing plumbing issues as ® two pipes recently broke inside the MCC within the last couple of weeks. In partnership with the Carmel Clay Public Library, both Founders and West Parks are sites for a book- lending program (Little Free Libraries). If successful, we may expand to other parks. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday, May 13, 2014(revised minutes) Monon Community Center 41). jF In cooperation with the City of Carmel, there are/will be three bike repair stations at MCC East, and the south and north trailheads. The repair stations will have tools and air pumps. These are great additions to the Monon Greenway. Discussion Items There was no discussion. Information Items Plan Commission—Joshua Kirsh Mr. Kirsh provided up-to-date information regarding Monon Lake. This manmade lake and its surrounding property is already zoned for 28 homes; however, the developer is,asking the Plan Commission to rezone the area so they can add more units to the project. Mr. Kirsh stateA is opposed to the rezoning petition. School Board—Kathie Freed Ms. Freed thanked the Department for its afterschool program as the school year comes to an end. The next School Board meeting is May 19, 2014 at which$time'they will honor its retirees. Parks Foundation—Wendy Franklin Ms. Franklin reported that the next Parks Foundation meeting is Thursday(May 15, 2014), but she is unable to attend. Board Comments Mr. Taylor recognized the Department for achieving its third ear as a Partner in Prevention through �: y, Stewards of Children, a child sexual abuse prevention program COO Kltzing said that credit goes to Ben Johnson and the ESE staff forgoing through the necessary\training provided by Chaucie's Place. He also announced that this program will be brought into the Monon Community Center, especially focusing on KidZone. % k Mr. Rude recognizedBoy Scout Troop�5/6 on their merit badge work and commended the nine members who picked up trash and debris along.the Monon G'reenway. Ms. FranklinVaddressed the Board regardingtle role of a Park Board Member. Adjournment There being no further`business, Mr Kirsh made a motion to adjourn, seconded by Ms. Kristunas with no objections. The meetingwasadjourned at 7:01 p.m. Approved, y 'y Signature Date Signature Date Page 4