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HomeMy WebLinkAbout2018-01-09-Annual-and-Regular-Park-Board-Meeting-MinutesCarmel/Clay Board of Parks and Recreation Annual and Regular Park Board Meeting Tuesday, January 9, 2018, 6:00 p.m. Monon Community Center Member(s) Present: Katie Browning, James Engledow, Wendy Franklin, James Garretson, Joshua Kirsh, Jenn Kristunas (arrived at 6:09 p.m.), Nick Plopper, Linus Rude (arrived at 6:02 p.m.), Rich Taylor Member(s) Absent: None Others Present: Mark Westermeier, Director; Michael Klitzing, Chief Operating Officer (COO Klitzing); 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 regular and annual Park Board Meeting and asked Mr. Kirsh to call the roll. After Mr. Kirsh stated there was a quorum, Board President Engledow called the meeting to order at 6:02 p.m. followed by the Pledge of Allegiance. Public Comments There were no public comments. Staff Reports COO Klitzing stated that the standard staff reports were included in the Board packet. Also, based upon the results of the recent poll, the special (Park Board) meeting to review capital projects and budgeting will be held on January 30 at 6 p.m. in Meeting Room B. Mr. Taylor asked if each ESE school had a Parent Advisory Council. COO Klitzing responded that some schools are more active than others so it is basically up to the parents at each site. Board President Engledow asked Board Members to peruse the active contract summary log and if there is an affiliation with any of the groups, speak with Ms. Grisham about filing the appropriate paperwork. Finance Committee There was no report. Nominating Committee There was no report at this time. _Minutes December 12, 2017 Park Board Meeting Mr. Kirsh made a motion to approve the minutes as presented, seconded by Mr. Garretson, and unanimously passed 8-0. Financial Reports Consolidated Financial Report for November 2017 Mr. Taylor made a motion to acknowledge receipt of the Consolidated Financial Report for November 2017, seconded by Mr. Kirsh, and unanimously passed 8-0. Carmel/Clay Board of Parks and Recreation Tuesday, January 9, 2018 Monon Community Center CCPR P&L Statements for December 2017 Mr. Taylor made a motion to acknowledge receipt of the P&L Statements for December 2017, seconded by Mr. Kirsh. Board President Engledow commented about the revenue and expenses as compared to last year. He congratulated the staff on doing such a great job. COO Klitzing attributed the positive differences to overall good financial management and including staff in the budget process. Board President Engledow called for the vote and the motion was unanimously passed 8 — 0. Claims Claim Sheet January 9, 2018 Mr. Taylor made a motion to approve the Claim Sheet as presented, seconded by Mr. Kirsh. Mr. Garretson asked about the $16,300 for water fountains and bottle fill stations. Director Westermeier answered that these are permanent stations that replaced the existing water fountains in the Monon Community Center. These new units allow guests to easily fill their water bottles. Mr. Garretson also asked about the consulting fees of $10,000 for the recreational programming plan phase one. COO Klitzing replied that this expense was for a contract with PROS Consulting, which was hired to update the Department's recreation programming plan, one of the accreditation requirements. One of the major components was the completion of a statistical valid public survey. Once the plan is completed, a summary will be provided to the Park Board. Ms. Kristunas arrived at this time. Board President Engledow called for the vote and the motion was unanimously passed 9 — 0. Clay Township Claim Sheet January 9, 2018 Mr. Taylor made a motion to approve the Clay Township Claim Sheet as presented, seconded by Ms. Franklin, and unanimously passed 9-0. Monetary Gifts, Grants, Partnerships, and Sponsorships for December 2017 — Audrey Kostrzewa Ms. Kostrzewa requested that the Board accept an $800 sponsorship from Carbon & Associates for the Lunch 'n Learn Fitness Programs. A motion was made by Mr. Kirsh to accept the sponsorship as presented, seconded by Ms. Kristunas and unanimously passed 9 — 0. NPw RucinPcc Election of Park Board Officers for 2018 — Board President and/or Nominating Committee Ms. Kristunas thanked the current officers, representatives, and committee members for their service. She stated that the Nominating Committee, including herself, Ms. Browning, and Mr. Plopper, met a couple of times. On behalf of the Committee, Ms. Kristunas presented the following slate of officers for 2018 for consideration by the Board: President — Rich Taylor; Vice President — Jim Engledow; Treasurer —Jenn Kristunas; Secretary — Nick Plopper. Additional appointments for consideration were Joshua Kirsh for Plan Commission and Linus Rude for the Parks Foundation. Mr. Kirsh seconded the motion to accept the slate as presented. Board President Engledow said that as Treasurer, Ms. Kristunas would remain Chair of the Finance Committee. Board President Engledow called for the vote and the motion was unanimously passed 9-0. At this time, the President's gavel was transferred to Mr. Taylor, the newly elected Park Board President. Also, as the newly elected Secretary, Mr. Kirsh and Mr. Plopper exchanged seats. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday, January 9, 2018 Monon Community Center Board President Taylor spoke briefly about his professional relationship with Mr. Engledow and how Mr. Engledow had served as his mentor in a lot of ways. Board President Taylor thanked Mr. Engledow for everything he has done for him personally and for what he has done for the community. Park Board Finance Committee Appointments See Election of Park Board Officers for 2018. Park Board Appointment to Plan Commission See Election of Park Board Officers for 2018. Park Board appointment to Parks Foundation See Election of Park Board Officers for 2018. Ratification of 2017 General Fund end of Year Budget Line Transfers — Michael Klitzing COO Klitzing said that in the Board packet there was a summary of end of year line transfers for the general fund. This is a customary thing that is done every year to insure each budget line is at or above zero as required under state law and in compliance with the State Board of Accounts. Details followed. Mr. Kirsh made a motion to ratify the 2017 end of year budget line transfers as presented, seconded by Ms. Kristunas. Discussion followed. COO Klitzing said with confidence that there are very few park systems, whether in the state of Indiana or throughout the country, that are operating at 84% cost recovery. Board President Taylor called for the vote and the motion was unanimously passed 9 — 0. Old Business Consideration of Bids for the Inlow Park Playground Redevelopment Project — Michael Klitzing COO Klitzing said that the Department received four bids on December 20, 2017. The lowest bid was Myers Construction, which was actually under the engineer's (The Schneider Corporation) estimate. COO Klitzing stated that in the Board packet were examples of the playground equipment once installed. Discussion followed. Mr. Kirsh made a motion to accept the bid from, and award a contract to, Myers Construction Management, Inc., in the amount of $930,000 for the Inlow Park Playground Redevelopment Project and authorize the Architect/Engineer, the Director, the COO, and the Park Board Attorney to take all action necessary to complete the contracting process and authorize the Director or COO to sign a contract with the Bidder upon completion of the Park Board Attorney's review. The motion was seconded by Ms. Kristunas. Mr. Kirsh asked how the bid is validated. COO Klitzing replied that Schneider does a comprehensive review to make sure that all of the submittals are appropriate. Depending on the bidder, background checks are reviewed. Board President Taylor called for the vote and the motion was unanimously passed 9 — 0. Mr. Kirsh made a motion to delegate to the Director and the COO the authority to determine, in conjunction with the Architect/Engineer, whether it is in the best interest of the Board and the Department to add or change an item or items in the contract with Myers Construction Management, Inc. and to approve each such change order up to an amount not to exceed his purchasing authority and in accordance with applicable Indiana law regarding change orders with a report to the Park Board at a subsequent Park Board meeting. The motion was seconded by Ms. Kristunas and unanimously passed 9 — 0. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday, January 9, 2018 Monon Community Center Attorney's Report Ms. Grisham stated that there were no new tort claims or lawsuits filed since her last report. Regarding the accident at 111th and Monon Greenway involving a Monon Greenway pedestrian and a car, the claim has been denied with regard to any negligence that the Park Board might have had. With regard to the Webb appeal, the transcript was provided to the court and the appellant's brief was delivered prior to January 5, 2018. Director's Report In addition to his report included in the Board packet, Director Westermeier added two noteworthy items. One, the men's restroom at the West Commons playground was vandalized. Two, someone damaged the bicycle racks with their car at the same location. Discussion followed. Information Items School Board: Ms. Browning has been reappointed (by the School Board) to the Park Board for 2018. She announced that she is now Secretary of the School Board and will be fulfilling those duties. Plan Commission: Mr. Kirsh said he had a scheduling conflict between the Plan Commission and the upcoming Park Board Meeting on January 30, 2018. Board President Taylor advised Mr. Kirsh to attend the Park Board Meeting. Parks Foundation: Ms. Franklin had nothing to report. Park Board Comments Discussion Ms. Browning registered her children for seven weeks of summer camp. She experienced a slight problem, but staff was very helpful and resolved the issue for which she was very thankful. Mr. Plopper said the east entry (to the Monon community Center) looks great! Mr. Taylor reiterated what Ms. Kristunas said earlier. He thanked the Park Board Members for serving the community, and he said a special thank you to Mr. Kirsh as he has served on the executive committee for several years. Adjournment There being no further business, a motion was made by Mr. Rude, seconded by Mr. Engledow, and without objection, Board President Taylor adjourned the meeting at 6:33 p.m. Approved, Si&ature Signature Date 13 Date Page 4