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Home My WebLink AboutCCPR-09-09-14 Carmel/Clay Board of Parks and Recreation Tuesday,September 9,2014,6:00 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 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—Linus Rude 2. Finance Committee—Jenn Kristunas 3. Properties Committee—Richard Leirer VI. Action Items A. Minutes—Joshua Kirsh 1. August 26, 2014 Park Board Meeting B. Financial Reports—Jenn Kristunas 1. City of Carmel Financial Report for August 2014; 2. Clay Township Financial Report for August 2014; and 3. CCPR P&L Statements for August 2014. C. Claims—Jenn Kristunas 1. Claim Sheet September 9, 2014; and 2. Clay Township Claim Sheet September 9, 2014. D. Monetary Gifts, Grants, Partnerships, and Sponsorships for August 2014—Audrey Kostrzewa E. Consideration of Resolution P-2014-003 Amending the Revenue Policy—Michael Klitzing F. Consideration of Resolution B-2014-007 to Adopt Monon Community Center Rates—Michael Klitzing G. Consideration of Quotes to Purchase Fitness Equipment—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 Kirsh B. School Board—Kathie Freed C. Parks Foundation—Wendy Franklin XI. Board Comments XII. Adjournment 0 Carmel/Clay Board of Parks and Recreation Tuesday, September 9, 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, Linus Rude, Rich Taylor Others Present: Mark Westermeier, Director; Michael Klitzing, Chief Operating Officer(C00); Audrey Kostrzewa, Business Services Director; Debra Grisham, Park Board Attorney Roll Ca ll,Call to Order& Pledge of Allegiance "` Y< Board President Engledow welcomed everyone to the meetingland asked Mr. Kirsh to call the roll. Mr. Kirsh stated that there was a quorum, at which time Board Engledow called the meeting to order at 6:02 p.m. followed by the Pledge of Allegiance, Y Public Comments Matthew Snyder of the Clay Township Board addressed the Park Board regarding;the Department's cost recovery, specifically the Monon Community Center(MCC). Mr.Snyder said he'supports increasing rates for the MCC. It is important that the Department be;run like a`:business. Moreover, it is apparent that if the MCC is running at 100%cost recovery, then it is:being run efficiently. Staff Reports COO Klitzing stated that the standard staff reports were in eluded inthe,packets. He will be sending out a survey to Board Members on possible dates`�for a joint meeting with the,City Council and Clay Township Board to review the=five year Comprehensive Master,Plan Committee Reports Personnel Committee—Linus Rude3, Mr. Rude statedtfat the Personnel Committe e has notpet. Finance Committee Jenn Kristunas < ,, Ms. Kristunas.stated that the Finance Committee met and supports the motions brought to the Board tonight (ratesand revenue policy). Properties Committee,—Richard Leiser Mr. Leirer announced that the Properties Committee will meet September 15, 2014 in the Conference Room at the Administratve;:Officers Action Items Minutes—August 26, 2014 Park Board Meeting Mr. Kirsh made a motion to approve the minutes as presented, seconded by Ms. Franklin, and unanimously passed 9—0. City of Carmel Financial Report for August 2014 Ms. Kristunas made a motion to acknowledge receipt of the City of Carmel Financial Report for August 2014, seconded by Mr. Leirer, and unanimously passed 9—0. Carmel/Clay Board of Parks and Recreation Tuesday, September 9, 2014 Monon Community Center Clay Township Financial Report for August 2014 Ms. Kristunas made a motion to acknowledge receipt of the Clay Township Financial Report for August 2014, seconded by Mr. Kirsh, and unanimously passed 9—0. CCPR P&L Statements for August Ms. Kristunas made a motion to acknowledge receipt of the CCPR P&L Statements for August 2014, seconded by Mr. Kirsh, and unanimously passed 9—0. Claim Sheet September 9,2014 Ms. Kristunas made a motion to approve the Claim Sheet as presented, seconded by Mr. Leirer, and unanimously passed 9—0. Clay Township Claim Sheet September 9,2014 Ms. Kristunas made a motion to approve the Clay^Towns?hip Claim Sheet as presented, seconded by Mr. Kirsh, and unanimously y passed 9—0. Monetary Gifts, Grants, Partnerships, and Sponsorships Aug st 2014—Audrey Kostrzewa wad&,-�'�r ��x�� .��Vic: Ms. Kostrzewa presented the sponsorships.and donationsvfor Atugust. She mentioned that in the report, there is a donation from the Carmel Clay Parks Foundation for Summer Camp Scholarships. Reporting of this donation was inadvertently delayed. A motionwas made by Mra Kirsh to acknowledge receipt as presented, seconded by Mr.Taylor, and unanimously passed 9 0�bBoard President Engledow stated that the Board appreciates,the:monetary support of the Parks,Fndatio,n:and apologizes for the delay ne in recognizing their generous donattdp. ouy Consideration of Resolution P-2014 003 Amendingtthe Revenue Policy—Michael Klitzing COO Klitzing stated that all Park Board policies will be reviewed on a regular basis in anticipation of the Department's accreditation At this time,'the Revenue Policy is being updated to reflect current position titles, the addition or elimination of facilities and current cost recovery mandates. A lengthy discussion followed regarding discountsrfor veterans and active'military. The Revenue Policy does not establish rates, it only;provides the mechanism todaso. A •motion was made by Mr.Taylor to table Resolution P- 2014-003 and send back to the`Fina,nce Committee for further discussion. The motion was seconded by `ai:� Mr. Kirsh and unanimously passed 9;—0. Consideration of Resolution B-20141007 to Adopt Monon Community Center Rates—Michael Klitzing COO Klitzing reviewed the proposed=rates and advised that they were the basis for the pass revenue projections included in the 201.5Hbudget. He stated that the Department is working closely with the Silver Sneakers program to offer seniors the opportunity to use the MCC through their insurance provider. The Department would then receive a predetermined amount for each senior's visit from a third party to cover membership costs. Lengthy discussion followed regarding senior rates (new and grandfathered),volunteers, cabana revenue, like-agencies, and scholarships. Ms. Kristunas made a motion to waive the reading of Resolution B-2014-007 and enter it into action. The motion was seconded by Mr. Kirsh and passed with 8 ayes and 1 nay (Ms. Cihak Hansen). Ms. Kristunas made a motion to approve Resolution B-2014-007 as presented, seconded by Mr. Kirsh, and passed with 8 ayes and 1 nay (Ms. Cihak Hansen). Page 2 Carmel/Clay Board of Parks and Recreation Tuesday, September 9, 2014 Monon Community Center Consideration of Quotes to Purchase Fitness Equipment—Michael Klitzing COO Klitzing provided an overview of the quotes received to purchase new fitness equipment for the Monon Community Center. The Department will be upgrading our cardio equipment to ensure we provide a quality experience for our members. Mr.Taylor made a motion to accept the quote from Direct Fitness Solutions and authorize the Chief Operating Officer to execute a purchase order in the amount of$101,816.00 to purchase the identified Precor and Stairmaster fitness equipment. The motion was seconded;,by Mr. Kirsh and unanimously passed 9—0. Mr. Kirsh made a motion to accept the quote from Fitness & Exercise,Solutions and authorize the Chief Operating Officer to execute a purchase order in the amount of$37,342.69 to purchase the identified Octane fitness equipment. The motion was seconded:.by;,Ms. Kristunas: Mr. Rude asked if this equipment puts us ahead of other fitness facilitiesCOO'Klitzing replied that we are on the cutting edge by providing equipment that is currently being used;in fitness facilities on campuses and elsewhere. In fact, we will upgrade the remaining cardio equipment in 2015. Board President Engledow called for the vote and the motion was unanimously passed 9—0. Attorney's Report \\ Tort Claims-General Ms. Grisham stated that one tort claim involving storm related property damage caused by a tree along the Monon Greenway was denied., The only active claim is.one from a wpman who injured herself in the (MCC)gym. Director's Report t� 5 In addition to the Director's Report in the packet, Director Westermeier stated the budget workshop with the City'Co cil and Township Board-wentvery well _The FlowRider will stay open until October. Next Monday,the Adapt veProgram is having their:first FlowRider competition. We hope to add an adaptive �ye �category to nextar's Pro/Am tour. At Mr Kirsh's request, Director Westermeier expanded on our adaptive participants (adults andchildren) who are so successful in using the FlowRider. Mr. Kirsh commended the staff'ignFvolved COO Klitzing stated4that weather permitting, the spray parks in West and Inlow Parks will stay open through September. Discussion Items '�< Ms. Franklin asked a follow-up'question on how military rates might be established. COO Klitzing stated that once the Revenue Policy is approved, then the Board can approve a resolution to amend the rates and adopt the recommended military rates. Mr.Taylor commented that as we head toward the expiration of COIT(County Option Income Tax), we must be careful in the budgeting process and understand that our pass rates will be the only source of funding for our capital expenditures for this building (MCC), e.g., adding equipment, amenities, replacing carpet, etc. COO Klitzing stated that, at best, we have 11 years left of COIT. de- Page 3 Carmel/Clay Board of Parks and Recreation Tuesday, September 9, 2014 Monon Community Center Ms. Cihak Hansen stated that she knows the facility has to be maintained, but wishes there was a more creative way to achieve those means. Mr. Taylor responded that it would be best if the Revenue Policy dealt with increases so there could be smaller increases on a more frequent basis (during the budget cycle). The last increase was almost five years ago. Ms. Freed added that demographics will change and not all Baby Boomers are on a fixed income. Ms. Kristunas stated that the senior population will benefit if the Department is able to finalize an agreement with the Silver Sneakers program. Board President Engledow agreed. Mr. Kirsh reminded everyone to come out for Porch Fest this weekend. Information Items x� Plan Commission—Joshua Kirsh Mr. Kirsh stated that the 96th & Keystone sign is duetoYPenske increasingttheir parking lot by 100 spaces. Director Westermeier is working with Justin` Moffett on property formerly known as Sunrise 'Golf Course. E � School Board—Kathie Freed Ms. Freed announced that they meet ery two weeks and meetings may be viewed on:thei ev r website. i'nm. ii � 3 The School Board is working very hard with=the new superintendeFnt. Also, negotiations have begun for another teacher contract. The School Board:CS'`considering NWEAia student growth model to assess elementary students on how they grow during^the schooltyear. Parks Foundation Wendy Franklin;, Ms. Franklin announced that the Parks.Foundation renewed their`support of the camp scholarship fund with a $3,000 donation.= � , sa Board Comments x _ Ms. Kristunas stated that the Finance Committee wrll,rneet on Monday, September 29, 2014, at 6 p.m. Adjournment There being no further business, Mr Kirsh made a motion to adjourn, seconded by Ms. Kristunas, and unanimously passed The meeting was adjourned at 7:19 p.m. Approved, NiO4, Signature Date Signature Date Page 4