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Home My WebLink AboutCCPR-06-09-15 Carmel/Clay Board of Parks and Recreation Tuesday,June 9,2015,6:00 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. May 12, 2015 Park Board Meeting B. Financial Reports—Jenn Kristunas 1. Consolidated Financial Report for May 2015;and 2. CCPR P&L Statements for May 2015. C. Claims—Jenn Kristunas 1. Claim Sheet June 9, 2015; and 2. Clay Township Claim Sheet June 9, 2015. D. Monetary Gifts, Grants, Partnerships, and Sponsorships for May 2015—Audrey Kostrzewa E. Consideration of Quote to Repair Monon Community Center HVAC System—Michael Klitzing F. Consideration of Proposal from SEH regarding West Park Master Plan Update—Michael Klitzing G. Consideration of Hamilton Disc Golf Union Event—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,June 9, 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; DebraaGrisham, Park Board Attorney 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 time Board President Engledow called the meeting to order at 6:01 p.m. followed by the Pledge of Allegiance ; Public Comments c. * , f There were no public comments.\\AN i.','N -:"„ Staff Reports w ,_ �` COO Klitzing stated that the standard staff reports were included4in the packet in addition to a Resolution of the Clay Township Board. Due to an inadvertent overpayment, this resolution transfers$140,119 from the Park Fund (1215 COIT)to the Township's Rainy Day Fund. The Clay Township Trustee had previously 0 communicated this overpayment. COO Klitzing also stated that there was a typo in the Resolution, as the numeric and written amounts,were not the sam�The numeric amount is correct, and the Trustee will be A1. ,zs,. ,£ri5 . '�� t. 4- wV' t. correcting that at the next Clay Township Board Meeting y IN Committee Reports �` � Personnel Committee—Rich or . ` T yl1;.0_-_, . Mr.Taylor stated,that there had been no meeting 'c,, 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. ��t� a', 4 Properties Committees GJoshua Kirsh Mr. Kirsh stated that t`heProperties Committee has had no formal meeting. y 444' Action Items Minutes—May 12,2015 Park Board Meeting Mr. Kirsh made a motion to approve the minutes as amended (changed 'closing'to 'closely' on Page 2). The motion was seconded by Mr. Taylor and passed 6—0 with 2 abstentions (Ms. Freed and Ms. Franklin). Consolidated Financial Report for May 2015 Ms. Kristunas made a motion to acknowledge receipt of the Consolidated Financial Report for May 2015, seconded by Mr. Kirsh, and unanimously passed 8-0. 0 a� Carmel/Clay Board of Parks and Recreation Tuesday,June 9, 2015 Monon Community Center 0 Mr. Rude and Ms. Franklin voiced their concerns regarding their lack of input as Members of the Property Committee.There was more general discussion regarding the relevance of the Board Committees. Board President Engledow interjected that continuity is extremely important in working with consultants and that input from the Board Members would be reflected by their respective votes. Mr. Taylor made a motion to accept the proposal for services from SEH of Indiana, LLC for development of the West Park Master Plan Update, seconded by Ms. Kristunas, and unanimously passed 8-0. Mr.Taylor made a motion to authorize the Department Director, Chief Operating Officer, and the Park Board Attorney to directly negotiate a professional services contract wSEH of Indiana, LLC for the development of the West Park Master Plan Update for a sum noexceed $109,750.00 and authorize the Department Director or Chief Operating Officer to execute the same.The motion was seconded by Ms. Kristunas, and unanimously passed 8—0. /eh,* Consideration of Hamilton Disc Golf Union (HDGU) Events—Michael Klitzing� Under existing park rules, any entity that wants to ser,ve.alcohol at an event requires Park Board approval unless that event takes place at the Monon Community Center. The Hamilton Disc Golf Union was the driving force in the development of our two disc golf courses. In fact,the Department has entered into a management agreement with HDGU to maintain the Hazel Landing Disc Golf Course. There have been no issues in the past regarding alcohol at thei events, and staff recommends approval. Mr. Kirsh made a motion to authorize Union.Brewing..Company to serve alcohol at the Hamilton County 0 Open, subject to all applicable laws regarding he serving off:alcohol Themotion was seconded by Ms. Kristunas. A brief discussio followed regarding the type of alcohol a ndthe possibility of a shared- revenue program with thissevent in the1 future. Board President Engledow called for the vote, and the ,tow:4 i �_. motion was unanimouslypassed 8 0 <; Consideration of Matters regarding Central Park DogPark—Mark Westermeier Director Westermeier stated herhad nothing•new to report;. Attorney's Report � ^,- Tort Claims , � µ?. Ms. Grisham announced that thervge�, n` have beeno new tort claims filed. The current claim regarding the woman who sprained her ankle has.still not moved forward at all, and we have not received a claim for damages; however;th Traveler's adjuster is working on it. Generala Ms. Grisham reported that the survey for the property known as the Matilda Haverstick Family Property was delivered today. This parcel ofeland is 5.12 acres between River Road and White River. The appraisers will use this survey to validate and produce revised appraisals which we expect by the end of June. Ms. Grisham said she is working with Sunrise on the Monon LLC representatives on the secondary plat. Ms. Grisham reported that there have been numerous laws passed this year. Two key bills include the Repeal of the Common Construction Wage Law and fee increases for the State Board of Accounts. 0 Mr. Garretson asked if the new River Road survey(Matilda Haverstick Family Property) expanded the floodplain. Discussion followed. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday,June 9, 2015 Monon Community Center 0 Board President Engledow asked that Mr. Kirsh bring up safety concerns related to retention ponds while attending the local pond workshop. School Board—Kathie Freed Schools are out for the summer; however, summer school is in session in many buildings so be on the lookout for kids. School is back in session August 11, 2015 and dismisses May 25, 2016. Parks Foundation—Wendy Franklin 6 .: Ms. Franklin stated she had nothing to report. Board Comments Mr. Kirsh announced we should be proud of a local hero, Sean„Roberts, who competed in a Flow Tournament in Alabama and ranked 3rd overall as a ProAAm This is a huge�co petition, and it brought more light to us on an international stage again. Our Flow(FIow.Rider) is being recognized around the world. kat`AZ Mr. Rude observed a skateboarder being pulled through the parking lot. N Board President Engledow stated that he appreciates everyones c`,°ooperation and attendance to get things done as it is an important and positive parteofithe community .t:': Adjournment 41! - 0 There being no further business, Mr. Rude made a motion to adjourn, seconded by Mr.Taylor with no objections. The meeting was adjourned at 7:400!:,,m. . -at., Approved, w S. Vv”. 4,0iYal Signatur i , �� F Date A k It 3 ' Signature -w,., ,0 ?), Date i ��. V 0 Page 5