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Home My WebLink AboutCCPR-01-13-15 Carmel/Clay Board of Parks and Recreation Annual and Regular Park Board Meeting Tuesday,January 13,2015,6:00 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 Presentation: Carmel Clay Parks&Recreation Master Plan created by PROS,Consulting, LLC— Michael Klitzing IV. Public Comments V. Staff Reports VI. Committee Reports A. Standing Committees 1. Personnel Committee—Linus Rude 2. Finance Committee—Jenn Kristunas 3. Properties Committee—Richard Leirer B. Nominating Committee—Kathie Freed VII. Action Items A. Minutes—Joshua Kirsh 1. December 9, 2014 Park Board Meeting B. Financial Reports—Jenn Kristunas 1. City of Carmel Financial Report for December 2014; 2. Clay Township Financial Report for December 2014; and 3. CCPR P&L Statements for December 2014. C. Claims—Richard F.Taylor Ill 1. Claim Sheet January 13, 2015; and 2. Clay Township Claim Sheet January 13, 2015. D. Monetary Gifts, Grants, Partnerships, and Sponsorships for December 2014—Audrey Kostrzewa E. Election of Park Board Officers for 2015—President and/or Nominating Committee F. Park Board Committee Appointments—President G. Park Board Appointment to Plan Commission—President H. Ratification of 2014 General Fund End of Year Budget Line Transfers—Michael Klitzing I. Consideration of 2015 Regular Park Board Meeting Dates—Mark Westermeier J. Conflict of Interest Disclosure—Debra Grisham K. Consideration of an amendment of the current Professional Services Agreement with The Schneider Corporation and entering into a Professional Services Agreement with DB Engineering, LLC for the Central Park West Commons—Phase 1 Project—Mark Westermeier (continued) • VII. Action Items (continued) L. Consideration of engaging Integrity Automation, Inc.to provide Optimization Services for the HVAC Automated Logic WebCTRL building automation system for the Central Park Monon Community Center—Mark Westermeier M. Consideration of Matters regarding Central Park Dog Park—Mark Westermeier 1. Gibraltar Construction Corp. Change Order No.4(increase of$26,145);and 2. Other VIII. Attorney's Report A. Tort Claims; and B. General IX. Director's Report X. Discussion Items XI. Information Items A. Plan Commission—Joshua A. Kirsh B. School Board—Kathie Freed C. Parks Foundation—Wendy Franklin XII. Board Comments XIII. Adjournment 0 Carmel/Clay Board of Parks and Recreation Tuesday,January 13, 2015,6:00 p.m. Monon Community Center Members Present: James Engledow,James Garretson, Wendy Franklin, Kathie Freed,Joshua Kirsh, Jenn Kristunas, Richard Leirer, Linus Rude Member Absent: Rich Taylor / . Others Present: Mark Westermeier, Director; Michael Klitzing, Chief Operating Officer(COO); Audrey Kostrzewa, Business Services Director;,"Debra Grisham, Park Board Attorney Roll Call, Call to Order& Pledge of Allegiance Board President Engledow welcomed everyone to the Board regular, as well,as its annual meeting, and asked Mr. Kirsh to call the roll. Mr. Kirsh stated that�there was a quorum, at whichitime Board President Engledow called the meeting to order at 6:01 p.m. followed by the Pledge of Alleg ance. Public Presentation: Carmel Clay Parks& Recreation Master Plan"ereated by PROS, Consulting, LLC— Michael Klitzing ‘ COO Klitzing stated this agenda item was inadvertently left on the agenda. The presentation will be in February. �� i 0 s Public Comments ,, � .�'_$ � `�` There were no public comments. ' }fib O N re Staff Reports �� j COO Klitzing stated that the standard staff reports were included in the packet in addition to the quarterly Active Cont4,,f0Xlgi NV,`,Z1fr-- -*-4.: .,. No-.*,:,, ractiliogAiiihe,2014 financial summaries�reflect(both ESE and MCC were above 100% cost tip recove 3 ry,(ESE—110%, MCC X102% T ) he overall department was 79%cost recovery. COO Klitzing announced that the Department has successfully contracted with Heathways(Silver Sneakers and Prime) effective January 1, 20155. The Department is in its final stage to issue the RFI seeking proposals for services to updatethe Master Planfor West Park; a recommendation will be coming to the Park Board. Board President Engledo:wi,asked about the number of years the MCC has been in the black. COO Klitzing replied that this is the fourthh.year f`or 100%cost recovery. Board President Engledow congratulated the staff for a job well done. Mr.Lamer commented on the progress in serving the older population. Director Westermeier said that the Board should look at the communications report from Lindsay Labas. Valuable information can be gleaned from social media. Committee Reports Personnel Committee—Linus Rude Mr. Rude stated that the Personnel Committee has not met. 0 Carmel/Clay Board of Parks and Recreation Tuesday,January 13,2015 Monon Community Center Finance Committee—Jenn Kristunas Ms. Kristunas stated that the Finance Committee has not met. Properties Committee—Richard Leirer Mr. Leirer reported that the Properties Committee has not met. Nominating Committee—Kathie Freed Ms. Freed said that she would provide her report under Action Items Action Items .4 0� �� Minutes—December 9, 2014 Park Board Meeting "� Mr. Kirsh made a motion to approve the minutes as presented, second�e�d by Ms. Kristunas, and passed 7—0 with 1 abstention (Mr. Garretson). 044- VI City of Carmel Financial Report for December 2014.. N$4 Ms. Kristunas made a motion to acknowledge receipt of the City of Carmel Financial Report for December 2014, seconded by Mr. Leirer, and unanimously passed 8 oNtAm �°` Clay Township Financial Report for Decemberg2014 • Ms. Kristunas made a motion to acknowledgereceipt of the Clay Township Financial Report for December 2014, seconded by Mr. Kirsh, and unanimously passed0 CCPR P&L Statements for OPer D ember 2014 k � Ms. Kristunas made a motion to acknowledge receipt of the CCPR P&L Statements for December 2014, seconded by Mr. Leirer, and unanimously passed 8-i0 vitx Claim Sheet Januarrp13,2015 :ate Ms. Knstunasmade a motion to approve the Claim Sheet aspresented, seconded by Mr. Kirsh, and unanimously passed 8—Oktit,,% Clay TownshipClaim Sheet January 13, 2015 Ms. Kristunas made a motion to approve the Clay Township Claim Sheet as presented, seconded by Mr. Kirsh, and unanimously passed 80. Monetary Gifts,Grants psyand Sponsorships for December 2014—Audrey Kostrzewa Ms. Kostrzewa presented thedonations for December 2014. Twenty-seven employees contributed $52 for Jeans Friday. A motion was made by Mr. Leirer to accept the donations as presented, seconded by Ms. Kristunas, and unanimously passed 8-0. Total requested by JE at next meeting. Election of Park Board Officers for 2015—President and/or Nominating Committee Ms. Freed announced the Nominating Committee of herself, Mr. Rude, and Ms. Franklin met December 17 at 8 a.m. After reviewing the history and valued experience of the Board Members, it was decided to recommend that the officers remain in their current positions: Mr. Engledow—President; Mr.Taylor—Vice President;Jenn Kristunas—Treasurer; and Mr. Kirsh—Secretary. 1110 Page 2