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HomeMy WebLinkAboutCCPR-10-13-15 Carmel/Clay Board of Parks and Recreation Tuesday,October 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 1. .Roll Call 2. Call to Order& Pledge of Allegiance 3. Public Comments 4. Staff Reports 5. Committee Reports 6. Minutes—Joshua Kirsh a. September 8, 2015 Park Board Meeting 7. Financial Reports—Jenn Kristunas a. Consolidated Financial Report for August 2015 b. CCPR P&L Statements for August 2015 c. CCPR P&L Statements for September 2015 8. Claims—Jenn Kristunas a. Claim Sheet October 13, 2015 b. Clay Township Claim Sheet October 13, 2015 9. Monetary Gifts,Grants, Partnerships, and Sponsorships for September 2015—Audrey Kostrzewa 10. New Business 11. Old Business a. Accessibility Audit and Transition Plan: Review of Access Audit and Transition Plan Conclusions and Recommendations—Michael Klitzing b. Park Board Bylaws: Consideration of Resolution G-2015-005 regarding Amendments to the Bylaws— Debra Grisham c. Central Park West Commons: Updates—Mark Westermeier 12. Attorney's Report 13. Director's Report 14. Information Items 15. Park Board Comments/Discussion 16. Adjournment Carmel/Clay Board of Parks and Recreation Tuesday,September 8, 2015 Monon Community Center 0 Mr. Kirsh made a motion to approve Resolution G-2015-004, seconded by Ms. Kristunas. Mr.Garretson asked if this resolution was to accept the land. Director Westermeier answered that the Department will accept the land with improvements. Discussion followed. The motion was unanimously passed 6-0. Old Business Park Board Bylaws: Consideration of Resolution G-2015-005 regarding amendments to the Bylaws— Debra Grisham Ms. Grisham indicated she provided options in the cover sheet. Mr<'`Garetson pointed out there were only 6 Park Board Members present and no action could be taken ': Mr. Kirsh made a motion to waive the reading of Resolution G 2015 0050nd enter it into action, seconded by Ms. Kristunas, and unanimously passed 6-0. DiscussionI_followed. MrAirretson asked about the duties of the Park Board. Ms. Grisham replied that state law and the Interlocal clearly„define the duties. Ms. Grisham said she would verify the marked (redlined)version of the bylaws attached to the cover sheet and advise the Park Board Members accordingly. The'clean document attached to the=.Resolution and titled Exhibit A is correct. Mr. Kirsh made a motion to follow the process in Section 7.1 of th`e Bylaws and consider Resolution G-2015- 005 at the next regular meeting of the Park,Byoard,currently scheduled for October 13, 2015. The motion was seconded by Ms. Kristunas and unanimously passed 6;-;,0. CO Central Park West Commons. Updates—Mark Westermeier Director Westermeier announced that>the project has started, and we are still waiting on permits. Discussion followed ' Y. K • Attorney's Report -,,, Ms. Grisham 3reported;Vt.there are no new tortvclaims The investigation is still underway regarding the injured nine-year old camper The claim that was filed by the man who tripped and fell in the Fitness Center has been denied. TheAvi oman who sprained her ankle in the gymnasium has yet to provide any claim for damages' Ms. Grisham said that,due to the delay on the Monon Trail Rehabilitation,the contractor terminated the agreement,elected not to pursue any adamages against the Department, and requested their original performance and payk4bondsi,bt returned, which has been done. Discussion followed. Director Westermeier announced that the Department plans to bid the project in the spring of 2016 once all necessary documents are secured. Director's Report Director Westermeier said that his report was included in the packet. He also highlighted the first kick-off meeting with the team on the West Park Master Plan. This team is the same one that was involved in building Central Park and the Monon Community Center. Director Westermeier spoke to the team about the success achieved in building one national award winning park, and now they have the opportunity to build a second. Director Westermeier announced that the 2014 annual report is now available. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday,September 8, 2015 Monon Community Center Mr. Rude asked if there were any updates since the CRC's presentation to the Park Board (regarding improvements along the Monon Trail at Main Street), especially regarding the comments, observations,and suggestions that came from the Board's Overview. Director Westermeier said it was his understanding that those changes were going to be incorporated into the plans. Mr. Garretson expounded that the terms of the Resolution must be met to receive the funds. Information Items Plan Commission Mr. Kirsh remarked that the subcommittee is working on a couple ofprojects which are PUDs. Basically, by using this type of zoning, the Commission has the opportunity.to look.at details that it ordinarily would not be able to see, e.g., greenspace, construction materials, natural buffer around the water retention, etc. The discussion is that PUDs are not bad, bad developers are bad.PUDs can be a good mechanism to continue to get the great products that we continue to get around',Carmel. Mr. Kirsh also spoke about the new Midtown project and its specific type of develdifirriept. It will be a magnificent project; not the same level of detail as the City Center, but:more of a utilitarian type of feel or , " ` �Z ;tv post-industrial approach. The plan incorporattes a market of some sort; it will not compete but rather will complement the Farmers Market. Parks Foundation Yy COO Klitzing provided an updatexon the Parks Foundation as he was mvited;to attend an executive committee meeting. There is a strong intereSt,f,Or,,,developirigia,master plaf or strategic plan to help them develop a consensus as to their long-term responsibilities andggoals A big component of that is going to be a funding plan so they actually have the resources to contribute to the park system over the long run. They are looking for a to consultant help lead them through.the process,;and we are trying to help them identify some people who could work:with them. , There mightfbelsome opportunities of a•partnership with the Foundation to do a larger strategic funding plan that incorporates not only the Foundation and their fund raising, which is certainly an important component, butalso�4works with the Park Board and our fiduciary bodies to come up with how the funding is going to happen, both,from the taxpayers, user fees, as well as the Foundation. The Parks Foundation has also,made a commitment to continue their invasive species control program, which will help continue our efforts to eradicate garlic mustard, honey suckle, and a variety of other invasive species primarily in Central Park, but also in West Park. The Parks Foundation has a continued interest in providing some funds to the summer camp scholarships. This year they provided $3,000 for summer camp scholarships, and we anticipate funds at a similar level next year. Director Westermeier announced that Dan Dutcher is now the Parks Foundation President. Page 4 Carmel/Clay Board of Parks and Recreation Tuesday, September 8, 2015 Monon Community Center 0 Park Board Comments/Discussion Mr. Garretson asked if Mr. Berbari's concerns would be addressed regarding the dog park membership. Director Westermeier said there is really nothing to look at in this particular case. We based membership on residency requirements and distance was the primary factor. We did not advertise this to the public as we wanted to hear from all individuals interested in the dog park. Discussion followed. Mr. Kirsh announced that his son loved the Touch-A-Truck event. <.'s• Mr. Kirsh met some professional skateboarders who really like our skatepark and commented that our transitions could be a little steep or a little flat. The skateboarders recommended that we keep this skatepark and seek funding to build on to the existing skatepark7or possibly consider an additional one. Director Westermeier stated that we are going to consider`making some changes in the transitions next year. P t COO Klitzing announced that group fitness programming-has expanded to include more:variety. Therefore, there has been an influx of fitness classes with some located in M East. Also, due to the refinishing of floors in the West building, several group fitness classes have to CC porarily relocated to the.:East. N4-.,, Mr. Rude asked that when considering another skatepark,the Department should think about making it hover board compatible. Mr. Rude announced that Ms Freed`added the monetary,gifts with a grand total of$20,374.52! Adjournment There being no further business,,Mr. Kirsh made a motion,to adjourn, seconded by Ms. Kristunas, and with no objection, the meetin was°ad ourned at 7, 36 m g J p Approved, Signature Date Signature Date • Page 5 Carmel/Clay Board of Parks and Recreation Tuesday, October 13, 2015,6:00 p.m. 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 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 6:03 p.m.followed by the Pledge of Allegiance. Public Comments There were no public comments. Staff Reports Y. • COO Klitzing presented the Barb King Environmental Stewardship Award that the Department received at the National Recreation and Park Association Conference in September at the"Best of the Best" ceremony where its they recognized the national award winners Mr;Taylor pointed out that this proves the Department can focus on cost recovery and environmental,stewardship at the same time= COO Klitzing stated that the standard staff reports were included in the packet. Committee Reports were no Committee;Reports. Minutes September 8;2015 Park Board Meeting Mr. Kirsh made'a`motion to approve the minutes, seconded by Ms. Kristunas,and passed 7—0 with 1 abstention (Mr.Ta7'lor) Financial Reports Financial Report for,�August 2015 Ms. Kristunas asked when the Finance Committee needs to meet again. COO Klitzing proposed November(third Monday). Ms. Kristunas made a motion to acknowledge receipt of the Consolidated Financial Report for August 2015, seconded by Ms. Franklin, and unanimously passed 8—0. CCPR P&L Statements for August 2015 Ms. Kristunas made a motion to acknowledge receipt of the CCPR P&L Statements for August 2015, seconded by Mr. Kirsh, and unanimously passed 8—0. Carmel/Clay Board of Parks and Recreation Tuesday, October 13,2015 Monon Community Center • CCPR P&L Statements for September 2015 Ms. Kristunas made a motion to acknowledge receipt of the CCPR P&L Statements for September 2015, seconded by Mr. Kirsh, and unanimously passed 8–0. Claims Claim Sheet October 13, 2015 Ms. Kristunas made a motion to approve the Claim Sheet as presented, and seconded by Mr. Kirsh. Mr. Garretson suggested that all of the refunds be on a one-sheet summary. COO Klitzing replied that it may be necessary to list the names of the refund recipients, and it would take,°',more staff time to consolidate the report in order to save paper. Director Westermeier stated he would inquire about the options regarding refund reporting. Board President Engledow called for the vote and thernotionl.was unanimously passed 8-0. Clay Township Claim Sheet October 13, 2015 F "° Ms. Kristunas made a motion to approve the Clay Township Claim Sheet as presented, seconded by Mr. Kirsh. Mr. Rude asked about the fence repair at the dog pa11—'."Director Westermeier answered that smaller dogs were escaping and netting was put in the small dog park. Board President Engledow called for the vote and the motion was unanimously passed 8–0. v, a h` Monetary Gifts, Grants, Partnerships,and Sponsorships for August 2015-Audrey Kostrzewa Ms. Kostrzewa requested that the Board accept the monetary gifts,grants, partnerships,and sponsorships ti�u����:-a, Ye X R^ received in August. Mr. Garretson asked about the interpretive signage at.Founders Park. COO Klitzing explained that the Department will work with Carmel Utilities on interpretative signage to educate the public on how the water works on that site in-conjunction with the well Yand pond jA motion was made by Mr. Kirsh to accept all as presented, seconded by Ms. Kristunas, and unanimously passed 8–0. VOW New Business There was no new business. S x x• y4 7 * I Old Busin $tip ess _ Accessibility Audit and Transition Plan Review of Access Audit and Transition Plan Conclusions and Recommendations—Michael Klitztht, COO Klitzing statedrthat the Board Members received a copy of the final report received from our consultant John McGovern , President of Recreation Accessibility Consultants, LLC (RAC). Mr. McGovern presented an overview at the September Park Boa rd Meeting and facilitated a public focus group on October 15t, which required no amendments to;the final report. It is staff's recommendation that the Board formally accept and approve this plan at its November�meeting. A lengthy discussion followed. Park Board Bylaws: Consideration of Resolution G-2015-005 regarding Amendments to the Bylaws–Debra Grisham Ms. Grisham stated that she was happy to answer any questions about the bylaws. Mr. Kirsh made a motion to waive the reading of Resolution G-2015-005 and enter it into business, seconded by Ms. Kristunas, and unanimously passed 8–0. Mr. Kirsh made a motion to approve Resolution G-2015-005 as presented, and seconded by Ms. Kristunas. Board President Engledow complimented the Park Board and its attorney on the long, but successful, process. Board President Engledow called for the vote and the motion was unanimously passed 8-0. • Page 2 Carmel/Clay Board of Parks and Recreation Tuesday, October 13,2015 Monon Community Center Central Park West Commons: Updates-Mark Westermeier Director Westermeier said no action was needed; however, he did have some updates. The project is moving forward better than expected. As no bad soil conditions have been found, staff is working with the contractor and architect on the possibility of moving forward with the spray park. Additional savings may result from drilling a well onsite and using well water instead of city water. Attorney's Report Ms. Grisham reported that there has been one tort claim filed since the=Jastreport. A young child and her father were on the Monon Trail near the Monon Community Center (MCC)r The father approached an individual with her dog, asked if his child could pet the dog, and the dog bit his daughter in the face. The father took the child into the MCC where she received first aid, and then the parents herto,the emergency room. The investigation is ongoing. The parents feel that the Department is'liable for payment of medical expenses with the alleged claim that the staff was negligent in calling the police and makingsure they (staff) had obtained identifiable information on the dog's owner. Other matters requiring Ms. Grisham's attention include land acquisitions (Sunrise on tlie,Monon and Matilda Haverstick property), and obtaining Certificates of Substantial Completion on projects(Founders Park Lighting Project and the dog park). Director's Report • Director Westermeier said his report was included in the packet. He also announced that the Clay Township Board refinanced the Central Park bonds that dries up this funding source in.eight years instead of 10. The Department will be putting together a team to move;forward With'a master plan for long-term financing. It is important to note,that if the Township does not replace,-this funding,the Township will lose four appointments on the Park Board,which will be replaced by the City (Carmel). Discussion followed. Last night, the newly elected City Council Members and Clerk:Treasurer were at the MCC to learn about the Department Among discussion;_the individuals voiced that they were pleased with the Department. jk= Director Westermeier has been asked to attend the next City County meeting when the budget is presented. Mr. Rude asked about the Monon repave project. Director Westermeier reported that it is in City legal. The Department is waiting,on agreements to have a detour in place. Discussion followed. Mr.Taylor asked if the refinance (of<the-Central Park bonds) decreases the COIT we currently receive. Director Westermeier answered that-We are not aware of any changes at this time Discussion followed. Information Items Plan Commission Mr. Kirsh informed the Board that there is a fundamental argument about the use of PUDs. He is also involved with meetings regarding rapid transit and the potential of an urban transit plan. Mr. Garretson asked if the Plan Commission tracks the percentage of apartment units as a percentage of the whole population. Director Westermeier said they are not tracking this, and the developers are basically citing it as a matter of demand. 0 Discussion followed. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday, October 13, 2015 Monon Community Center Park Board Comments/Discussion Mr. Garretson inquired about the stop sign posted on Main (Street). Director Westermeier clarified that vehicles have the right of way unless pedestrians are in the crosswalk. A lengthy discussion followed. Mr. Garretson asked about the bicycle rental program. Director Westermeier responded that it appears to be going well. Mr. Taylor commended the Department for making an effort to protect_tbe..children who attend programs and use the parks. The Department is a Partner in Prevention, which is a program to prevent child sexual abuse. Adjournment There being no further business, Mr. Kirsh made a motion to adjourn, seconded by Mr.Taylor, and unanimously passed 8—0. The meeting was adjourned at 7:15 p.m. Approved, Signature Date Signature Date:: Page 4