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HomeMy WebLinkAboutCCPR-05-12-15 Carmel/Clay Board of Parks and Recreation Tuesday, May 12, 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 A. Minutes—Joshua Kirsh 1. April 14, 2015 Park Board Meeting B. Financial Reports—Jenn Kristunas 1. Consolidated Financial Report for April 2015; and 2. CCPR P&L Statements for April 2015. C. Claims—Jenn Kristunas 1. Claim Sheet May 12, 2015; and 2. Clay Township Claim Sheet May 12, 2015. D. Monetary Gifts, Grants, Partnerships, and Sponsorships for April 2015—Audrey Kostrzewa E. Consideration of entering into a Transportation Services Agreement with Safe Passage Transportation Services, Inc.—Michael Klitzing F. Consideration of Revised Maintenance Agreement with BBI Holdings, LLC—Michael Klitzing G. Consideration of Matters regarding Central Park Dog Park—Mark Westermeier 1. Gibraltar Construction Corp. Contract Change Order No. 5 (increase of$3,462.00);and 2. Other. 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, May 12, 2015, 6:00 p.m. (3) Monon Community Center Members Present: James Engledow,James Garretson,Joshua Kirsh,Jenn Kristunas, Linus Rude, Rich Taylor Members Absent: Wendy Franklin, Kathie Freed, Richard Leirer Others Present: Mark Westermeier, Director; Michael Klitzing, Chief Operating Officer(COO); Audrey Kostrzewa, Business Services Director; Debra Grisham, Park Board Attorney F Roll Call, Call to Order&Pledge of Allegiance 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 timelBoard President Engledow called the meeting to order at 6:18 p.m. followed by the Pledge of Allegiance. �: Public Comments � - There were no public comments. ti Staff Reports x .,k COO Klitzing stated that the standard stafffreports were included intthe packet. Supplemental items that were not available at the time of packet assembly w„�ere emailedkto�the Board Members in addition to the copies provided at the meeting. Over the past couple of months,3the Department has been working with F?e ial & Park and the Carmel Clay Historical Society to determine an appropriate usezof theePedal &Park donations, matched by CICF (Central Indiana Community Foundation) for the Monon Greenway, \4 ,,t';, The Historical Society has taken the lead,to work with�`the),Ball State University in developing an app for interpretation along the Monon.'AStudents have already created programs on the Indiana State Parks as well as a former'�battle round in Kentuck : If this is successful,we may expand the app throughout the park a. � g `� ��� ��t. Y P pp g p system@wrth a historical perspective andd possibly include an environmental aspect. This is a great partnership,a and everyone is excited about the project. More information will be provided in the near future. MrGarretson asked about the cost ,COO Klitzing stated he expected the project cost to be almost the same amount in the gift fundwhich is about$9,000. He also stated that the proposal has yet to be finalized. , „vo Board President EngledowKasked about a number on the consolidated (financial report) regarding the Monon Community Center CO,® Klitzing explained that the skewed amounts are mainly due to the timing of utility expenses, payroll, and lag in revenue postings, which are being monitored by management. He believes the figures will be more on target in May or June. Committee Reports Personnel Committee-Rich Taylor Mr. Taylor said he had nothing to report. The Committee will not need to meet until later this year. Finance Committee—Jenn Kristunas Ms. Kristunas said the Committee's next meeting will be June 15, 2015 at 6 p.m. in the Administrative Offices. Carmel/Clay Board of Parks and Recreation Tuesday, May 12,2015 Monon Community Center • Properties Committee—Joshua Kirsh Mr. Kirsh stated the Properties Committee is working closing with administration to come up with a plan for continued master planning. Nothing new to report. Action Items Minutes—April 14, 2015 Park Board Meeting Mr. Kirsh made a motion to approve the minutes as presented and seconded by Ms. Kristunas. Mr. Garretson commented that he has been involved with many organizations, and he felt the Park Board minutes were very complete. Board President Engledow concurred..C®O.Klitzing said he would relay the .on comments to staff. Board President Engledow called for the vote tthe'motion which was unanimously passed 6—0. Consolidated Financial Report for April 2015 Kristunas made a motion to acknowledge receiptzofthe Consolidated Fi nial Report for April 2015 and seconded by Mr.Taylor. Mr. Garretson asked about the number of refunds. COb Klitzing responded that the Department is transitioning to the new software sy tm, which requires cleaning up accounts related to camps (credit balances). In addition, the old system didtt,allow for`any discounts in full payments and subsequent discounts through refunds. Fortunately the new system willwu matically calculate the correct amount to be collectedBoard President Engledow asked about the program run rate on programs. COO Klitzing replied that the avve ar gerun rate for the mar is about 93% resulting in only 7%of classes being cancelled. Director Westermeier addedithat staff does,push the envelope on innovation with new classes or regular classes at new times or ew loca ons that may generate refunds. A brief discussion followed after which the motion unanimo*passed 6 r N CCPR P&L Statements for April 2015 ,; Ms. Kristunas made a motionto acknowledge receip of he CCPR P&L Statements for April 2015, seconded by Mr.Taylor,and unanimously passed.6—0. \e ` v ° t Claim Sh May 12, 20 514 � 3 Ms. Kristunas made a motion to approve the Claim Sheet as presented, seconded by Mr.Taylor. Mr. Garretson inquired about utility costs. After a brief discussion, the motion was unanimously passed 6— 0. v*,, �° 1 �s?�a� *1'�� Clay Township Claim Sheet May 12!;110 15 vas ?} Ms. Kristunas made a motion to approve the Clay Township Claim Sheet as presented, seconded by Mr. Taylor, and unanimously passed 6—0. ,`Zr-f 'F 0' Monetary Gifts,Grants, Partnerships, and Sponsorships for April 2015—Audrey Kostrzewa Ms. Kostrzewa requested that the Board accept a grant in the amount of$11,966.66 from the Carmel Clay Parks Foundation for the invasive species program; and $89 from CCPR Staff for the Jeans Friday scholarship program. A motion was made by Ms. Kristunas to accept the donations as presented, seconded by Mr. Kirsh. Mr.Taylor asked for a clarification on any grant requirements. COO Klitzing stated that the only requirement is to submit the appropriate invoice. Ms. Kristunas asked what was considered an invasive species at which Director Westermeier replied honeysuckle and garlic mustard. The motion was unanimously passed 6—0. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday, May 12, 2015 Monon Community Center 0 Consideration of entering into a Transportation Services Agreement with Safe Passage Transportation Services, Inc.—Michael Klitzing COO Klitzing said that the Department annually requests the Park Board to approve transportation services for summer camps involving field trips to numerous locations including The Waterpark, museums, Indians baseball games, etc. The Department has contracted with Safe Passage since about 2007. In fact, this same company provides school transportation for Westfield Washington Schools. Carmel Clay Schools buses are not available to us. Mr. Garretson asked about costs, at which COO Klitzing said that the costs are recovered through fees. Mr. Kirsh said that staff has minimized bus expenses over the past couple of years. COO Klitzing further explained that the same bus is scheduled for two or th eedifferent camps. This great cooperation also helps minimize the impact on other guests at The°W,,aterpark. The Department charges the campers at the group rate to use The Waterpark through the registration fees. Discussion continued regarding Safe Passage and how it meets the Department's requirements.in providing accessible buses. COO Klitzing advised Mr. Rude that the State Police inspect the§b that have qualified drivers. Mr. itiV Garretson inquired about liability at which COO Klitzing' onded that Safe Passage has met the liability needs upon legal review. fiev Ms. Kristunas made a motion to accept the proposal f ro Safe PassageTransportation�Services, Inc.for 2015 summer camp transportation and authorize the CCPR Director or Chief Operating Officer to sign a Transportation Services Agreement in anzamount not to exceed $104,000. The motion was seconded by Mr. Kirsh and unanimously passed 6-0 VAA Consideration of Revised Maintenance Agreement with,BBI,Holdings tL LC—Michael Klitzing COO Klitzing stated that this action*item was a housekeeping request. Between 2010 and 2014, several contracts were entered into with BBI Holdings, LLC,dba Corvus Janitorial Services. Because of the various contracts with differentVstart and end;dates with rollover provisions, theDDepartment asked to consolidate NAM M all of the agreements. Therewas no re incase in cost,lbut due to the new dollar amount,the contract requires board approval. Mr Rude inqu red about background checks at which COO Klitzing said the vendor maintains themVon file in addition tofthe necessary E-Verify. Mr.Taylor a motion�to'cept th`e rrreevised maintenance agreement with BBI Holdings, LLC and authorize l tekChief Operating pfficer to sign the agreement, seconded by Ms. Kristunas, and unanimously VW V passed 6—O. `I xr Consideration of Matters regarding.Central Park Dog Park—Mark Westermeier OtT Gibraltar Construction Corp. Contract Change Order No. 5 (increase of$3,462.00) Director Westermeier statedtithat.the change order was a simple one. The shadowbox fencing around the dog park needed to be extended=an additional 60 feet along the dog park so as to conceal the backside of the Park Maintenance Office. Ms. Kristunas made a motion to ratify the Director's approval of Contract Change Order No. 5 dated April 28, 2015 as presented, seconded by Mr. Garretson, and unanimously passed 6-0. ® Other No additional items were addressed. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday, May 12, 2015 Monon Community Center 0 Attorney's Report Tort Claims Ms. Grisham announced that there have been no new tort claims filed. The current tort claim (woman who twisted her ankle at the MCC gym) is still under investigation. General Ms. Grisham announced that acquisition of 9.754 acres, formerly part of the Sunrise Golf Course, was completed on April 24th. The Park Board is now the proud owner of the wooded area that was valued at $1.2 million and donated by the Vera Hinshaw Family. The tax exemption;application has been filed. The developer(Old Town Design Group)was very generous in paying tjie,taxes and assessments totaling $1,740.10. Mr. Garretson asked about accessing the property.ADiscussion followed regarding future plans and signage. The Department received new information on the Matilda Haverstick Family roperty. As a result, the Department has decided to move forward with a surveyF=that will be provided tokthe selected appraisers. In response to Mr. Garretson's question, Director Westermeier explained in detail th"e`types of land that will be included in the real estate. F N144 4'1.-V4V to Ms. Grisham said that the Central Park West Commons project will rebid in July. The contract for the Founders Park Lighting Project has been executed pan d work is underway. The Department received a public notice regarding 23;IV on the southeside of 96th Street (previously 0 Shortee's Golf Course). After`'alengthy discussion„�Mr. Kirsh,volunteered'to find out more details on the project and report back�to the Board k k Director's Report a 4 "' ' Director Westermeier stated tthe Direetor s Report was�included in the packet. 4 ,--S-,4,4,-i,„ \-tz-V,,,,,-..**tp, w,-w, This Thursdaytthe dog park advisory committee will meet todiscuss rules, rates, and other matters regarding the new dog park. -ik i 4 The Waterp k opens next week. The Department has added sensors as part of the facility allowing staff to know exactly how many people are epresent at any given point in time. When relaying this type of information to thelpvublic, guests can(select the best time to visit. Another addition is the new radio service allowing special announcements tothe public about revenue generating programs. The new computer software was rolled out on May 1St with very few hiccups. This initial cutover was for memberships and passes. ESE will start using the new software effective July 15i and the final switch on will be on August 15t for programs. Discussion Items Mr. Garretson asked for clarification on the DNA testing for dogs. Director Westermeier provided an overview of the DNA process for those dogs with memberships to the dog park. He concluded that the fees, including fines, have not been determined yet, and will be discussed at the dog park advisory committee meeting. 0 Page 4 Carmel/Clay Board of Parks and Recreation Tuesday, May 12,2015 Monon Community Center 0 Ms. Kristunas said that she and Ms. Freed spoke about the Park Board packets. A lengthy discussion followed regarding timing of the packets both electronic and hard copies. Ms. Kristunas asked that she be removed from the USPS mailing list. Information Items Plan Commission—Joshua Kirsh Mr. Kirsh stated that the next section of The Bridges passed 5—0 in Committee; it now goes back to the Plan Commission. Sunrise on the Monon received approval for their high-density zone;Alaliks like a nice addition. Delta Faucet at 111th & Meridian Street is upgrading their building. ;4t e The Johnson addition has been sent back to the full Plan Comm sion withno recommendation. Mr. Kirsh plans to make a motion at the Plan Commission to send it on to the City Co n il.with no recommendation. Discussion followed. MIS School Board—Kathie Freed In Ms. Freed's absence,there was no report. Parks Foundation—Wendy Franklin 4,e � In Ms. Franklin's absence, there was no report 4 4 ,k0\ Board Comments . S � . � Mr. Kirsh said he received aprivate lesson on the FlowRider,which is°working awesomely. N' Board President Engledow nnoouncedrthat he attendei the closing and thanked the Hinshaw family for their very generous donation. He added that P°*was quite interesting to hear the discussion about the original 80- acre plot. TTh�ei,faamil ought the ed of the roop�erty th; was transferred from the US government to the foundingifa_mily. It was gn sheepskinta_nd signed in 1;8a26 by/Andrew Jackson. Mr. Garretson said that it was the Tyner fmily. c`1 ` On a sad note,tthere was news that`Jill Perelman had passed away. She was a real pioneer of Carmel Clay ibIttt, Nazi. WAIII. Parks and was extremely generous with property in regards to West Park. Adjournment -i)L �? There being no further business, Mr.Rude made a motion to adjourn, seconded by Ms. Kristunas with no objections. The meeting wassacjourned at 7:22 p.m. Approved, Signature Date 0 Signature Date Page 5