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Home My WebLink AboutCCPR-03-10-15 Carmel/Clay Board of Parks and Recreation Tuesday, March 10, 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 Comments IV. Staff Reports V. Committee Reports A. Standing Committees 1. Personnel Committee—Rich Taylor 2. Finance Committee—Jenn Kristunas 3. Properties Committee—Joshua Kirsh VI. Action Items 9 A. Minutes—Joshua Kirsh 1. February 10, 2015 Park Board Meeting B. Financial Reports—Jenn Kristunas 1. Consolidated Financial Report for February 2015; and 2. CCPR P&L Statements for February 2015. C. Claims—Jenn Kristunas 1. Claim Sheet March 10, 2015; and 2. Clay Township Claim Sheet March 10, 2015. D. Monetary Gifts,Grants, Partnerships, and Sponsorships for February 2015—Michael Klitzing E. Consideration of Resolution G-2015-003 Adopting the 2015-2019 Carmel Clay Parks and Recreation Master Plan—Michael Klitzing F. Consideration of Quotes to Purchase Fitness Equipment—Kurtis Baumgartner G. Authorization to Bid the Founders Park Lighting Project—Michael Klitzing H. Consideration of Matters regarding Central Park Dog Park—Mark Westermeier 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 Carmel/Clay Board of Parks and Recreation Tuesday, March 10, 2015,6:00 p.m. 0 Monon Community Center Members Present: James Engledow, Wendy Franklin, Kathie Freed,James Garretson,Joshua Kirsh, Jenn Kristunas, Linus Rude, Rich Taylor Member Absent: Richard Leirer Others Present: Mark Westermeier, Director; Michael Klitzing, Chief Operating Officer(C00); Audrey Kostrzewa, Business Services Director; Debra.Grisham, Park Board Attorney W. Roll Call,Call to Order& Pledge of Allegiance A . Board President Engledow welcomed everyone to the Park Board Meeting,and asked Mr. Kirsh to call the roll. Mr. Kirsh stated that there was a quorum, at which timerBoard President Engledow called the meeting 3;, to order at 6:01 p.m. followed by the Pledge of Allegiance 3v Public Comments ; . There were no public comments. Staff Reports COO Klitzing provided charts showing tremendous growth (9%) in°MCC s p asses even with the recent fee increase. He also reminded Park Board Members'about the Grand,Plaque presentation to the City Council on Monday, March 16, 2015, at 6 p.m. COO itzing responded to questions regarding passes, programs, 0 and financial assistance. Committee Reports '_' Personnel Committee ' Rich Taylor , ,.; Mr.Taylor said that the Committee ittee met and developedf,performance objectives for Director Westermeier. Discussion followed Mr.Taylorsaidnt athe would send email with the performance objectives to the-N,d tut Director and Board Members forcomment andLconsideration. Board President Engledow said that k p .e .a{ t k, VP edification of the performance objectives by the full Board would be acceptable. Finance Committee—Jenn Kristunas Ms. Kristunas said.the Committee met last week, reviewed the timeline for finance meetings, and discussed the Committee'sresponsibilities andfuture funding. The next meeting will be June 15, 2015 at 6 p.m. in the Administrative Offices Properties Committee—Joshua Kirsh Mr. Kirsh announced that theperties Committee will meet soon. Action Items Minutes—February 10, 2015 Park Board Meeting Mr. Kirsh made a motion to approve the minutes as presented, seconded by Ms. Kristunas, and unanimously passed 8—0. Consolidated Financial Report for February 2015 Ms. Kristunas made a motion to acknowledge receipt of the Consolidated Financial Report for February 1 0 2015, seconded by Mr. Kirsh, and unanimously passed 8-0. Carmel/Clay Board of Parks and Recreation Tuesday, March 10, 2015 Monon Community Center CCPR P&L Statements for February 2015 Ms. Kristunas made a motion to acknowledge receipt of the CCPR P&L Statements for February 2015, seconded by Mr. Kirsh, and unanimously passed 8-0. Claim Sheet March 10,2015 Ms. Kristunas made a motion to approve the Claim Sheet as presented, seconded by Mr. Kirsh, and unanimously passed 8—0. Clay Township Claim Sheet March 10, 2015 4 ` Ms. Kristunas made a motion to approve the Clay Township Claim Sheet as presented, seconded by Mr. Kirsh, and unanimously passed 8—0. � Oke Monetary Gifts, Grants, Partnerships, and Sponsorshipskfor February 2015 Audrey Kostrzewa Ms. Kostrzewa requested that the Board accept two donations: $350.00 from Allegion for the Sweethearts Formal and $146 from CCPR Staff for the Jeans Fridaynscholarship program. A motion was made by Mr. Kirsh to accept the donations as presented, seconded by Ms 4Kristunas, and unanimo sly passed 8—0. Consideration of Resolution G-2015-003 Adopting the 2015 2019Ymel Clay Parks andRecreation Master Plan—Michael Klitzing , COO Klitzing explained the two-step process requiring Board actiongThe first step is to authorize the Park Board President and Secretary to sign the Assurance'°*Compliance as. it relates to the Rehabilitation Act of 1973. The second step is to approve the Resolution adopting the newster Plan. Mr.Taylor made a motion to authorize the Park Board President and Secretary to sign the Assurance of Compliance with Section:504 of the Rehabilitation Apt Of 1973, seconded by Ms. Kristunas, and unanimously passed 8—0. � Ms. Kristunas im az ade motion to k'waiv e the reading,of Resolution G-2015-003 and enter it into action, secondedibyFMr. Kirsh nd unanimously passed 8-0 Ms 4Kristunas followed with a motion to approve Resolution G-2015-003, e onded b%,-N$-111.\Franklin, and unanimously passed 8—0. Considerat on of Quotes to Purchase Fitness Equipment—Kurtis Baumgartner Mr. Baumgartner- Monon Community§Directortated the need for new treadmills at the Fitness Center, which is the main revenue generatorfor the facility. Mr. Baumgartner provided history of the equipment and the current cost okrepairs. Usersclearly preferred three of the five demo units placed in the Fitness Center last December. � � Ms. Kristunas 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$79,812.39 to purchase the identified Precor fitness equipment, seconded by Mr. Kirsh, and unanimously passed 8-0. Ms. Kristunas made a motion to accept the quote from Woodway USA, Inc.and authorize the Chief Operating Officer to execute a purchase order in the amount of$142,131 to purchase the identified Woodway fitness equipment and seconded by Mr. Kirsh. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday, March 10, 2015 Monon Community Center 0 Mr. Garretson inquired about other possibilities for disposal of the old equipment through either auction or donation. Mr. Rude suggested scrapping the equipment. Board President Engledow thanked the Board Members for their suggestions, and Director Westermeier said he would do further research. Board President Engledow called for the vote and the motion was unanimously passed 8—0. Authorization to Bid the Founders Park Lighting Project—Michael Klitzing COO Klitzing spoke of the need for lighting with the addition of the Wilfong Pavilion. Staff is working with The Schneider Corporation to develop bid specifications. The anticipated cost is under$100,000. Brief . discussion followed regarding zoning and dark-sky requirements. Ms. Kristunas made a motion to authorize The Schneider Corpo ation the Director and the Park Board Attorney to take all steps necessary and appropriate action tod the Founders Park Lighting Project, seconded by Mr. Kirsh, and unanimously passed 8-0 ,.'5 Consideration of Matters regarding Central Park Dog ark—Mark Westermeier 1 Director Westermeier said there were no matters requiring the attention of the Park Board at this time. Attorney's R eport \k Tort Claims , Ms. Grisham stated that no new tort claims have been filed sincethe last meeting. 0 Generale Ms. Grisham stated that the L gislature is considering a number'of laws. One being considered that could impact the Department,�isthe common construction wage law,alsozkknnown as the prevailing wage. Another bill is the placement of public utilities in public right-of-ways. Discussion followed regarding the common construction wage and its possible imps act;on projects ;` .. Y Director's € ,. ; Director Westermeier stated had aeouple of updates n addition to his report that was included in the packet.-. � x�✓9 The contractor has been workingKon installation of fences and gates at the Dog Park. 7 The tree evaluation win the parksystem is almost finished, as the last of the dead trees along the Monon have been removed. ,{ New gym curtains have been.ir tailed. These curtains are more of a screen creating a better visual of what is going on in the gyms. There are some new cushions along the edge adding a fresh look. . COO Klitzing responded to Mr.Taylor's question on the Department's ADA plans. The contractor will be back in April to complete the actual audits followed by a written report three to six months afterwards. Discussion Items 0 Mr. Rude asked about lights in the new tunnel under 31 on the Monon. Director Westermeier stated this is an INDOT project with no available electricity at this time. No timeline has been provided. The cameras belong to the City. • Page 3 Carmel/Clay Board of Parks and Recreation Tuesday, March 10, 2015 Monon Community Center 0 Mr. Kirsh asked if the people counters are installed in the MCC. COO Klitzing said we are finalizing the camera system that will let us know, plus or minus a person, how many people are in the building at any given time. Information Items Plan Commission—Joshua Kirsh Mr. Kirsh attended the Plan Commission's annual in-service. There were discussions on good practices, bad practices, and overall landscaping. The City's Arborist was there as well.;, 1 With the Meridian corridor overlay, Liberty Fund is proposing construction of a one or two-story building on the northeast corner of 111th Street and Meridian. Most of thelaridswill be left as is with a pervious parking lot and walking surfaces in addition to bio retention areas. School Board—Kathie Freed Ms. Freed said the School Board met last night, andithe�y learned how technologys coming into the schools. School Board Members will be attending the upcoming National School Board Association gathering in Nashville,Tennessee. ve4, 43.. Parks Foundation—Wendy Franklin � ° Ms. Franklin said she will have a report next, th mongarding arts Board Comments �� ` Mr.Taylor apologized for missing the last couple of meetings 'V 't Svc ,*, • g;� `"v, 'S-i Mr. Kirsh commented onn photos in the new Escape Guide?relating to the Flow Tour Competition on July 25, 2015. s ` gym 4 k: . `h� Adjournment , tA ,A� � There bei g no further business, Ms.Krtistunas madeRa motion to adjourn, seconded by Mr. Kirsh with no objections The meeting was adournediat 7.05 p.m. Approved, ` gA Si t Signature s�"' i Date Signature Date Page 4