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2018-04-10-Park-Board-Meeting-MinutesCarmel/Clay Board of Parks and Recreation Tuesday, April 10, 2018, 6:00 p.m. Monon Community Center Member(s) Present: Katie Browning, Wendy Franklin, James Garretson, Joshua Kirsh, Jenn Kristunas, Linus Rude, Rich Taylor Member(s) Absent: James Engledow, Nick Plopper 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 Taylor welcomed everyone to the Park Board Meeting and asked Ms. Kristunas to call the roll. After Ms. Kristunas stated there was a quorum, Board President Taylor called the meeting to order at 6:04 p.m. followed by the Pledge of Allegiance. Public Comments The following individual addressed the Park Board regarding West Park: • Michael Stikeleather, 3476 Homestretch Drive, Carmel, Indiana 46032 Staff Reports COO Klitzing stated that the standard staff reports were included in the Board packet, and he reminded Board Members to review the Contract Log. COO Klitzing referenced an email that he sent to the Park Board Members inviting them to participate in the stakeholder interviews regarding the five-year comprehensive master plan. Representatives from PROS Consulting will be doing 15 to 20 minute phone interviews with key stakeholders within the community, in addition to each Park Board Member. Committee Report COO Klitzing advised that he anticipates the next Finance Committee meeting in May or June. Minutes March 13, 2018 Park Board Meeting Ms. Kristunas made a motion to approve the minutes as presented, seconded by Mr. Garretson, and unanimously passed 7 — 0. Financial Reports Consolidated Financial Report for February 2018 Ms. Kristunas made a motion to acknowledge receipt of the Consolidated Financial Report for February 2018, seconded by Mr. Kirsh, and unanimously passed 7 — 0. CCPR P&L Statements for March 2018 Ms. Kristunas made a motion to acknowledge receipt of the P&L Statements for March 2018, seconded by Ms. Franklin. Board President Taylor asked about the large variance in net (Fund 109) over year to year related to revenue. COO Klitzing responded that some credits were posted into the wrong areas so a one- time adjustment was made at the beginning of the year, which skews the revenue numbers. Brief discussion followed. Board President Taylor called for the vote and the motion was unanimously passed 7 — 0. Carmel/Clay Board of Parks and Recreation Tuesday, April 10, 2018 Monon Community Center Claims Claim Sheet April 10, 2018 Ms. Kristunas made a motion to approve the Claim Sheet as presented, seconded by Mr. Garretson, and unanimously passed 7-0. Clay Township Claim Sheet April 10, 2018 Ms. Kristunas made a motion to approve the Clay Township Claim Sheet as presented, seconded by Ms. Franklin, and unanimously passed 7 — 0. Monetary Gifts, Grants, Partnerships, and Sponsorships for March 2018 — Audrey Kostrzewa There was nothing to report. New Business Consideration of entering into a Transportation Services Agreement with Safe Passage Transportation Services, Inc. — Michael Klitzing COO Klitzing stated that the proposed transportation services were needed for the field trips provided during summer camps. The Department has been using Safe Passage since 2008. Safe Passage, located in Westfield, is able to provide ADA assessable buses as needed and meets the federal transportation safety requirements regarding busses and drivers. Summer camp fees cover the cost of transportation. Mr. Garretson made a motion to accept the proposal from Safe Passage Transportation Services, Inc. for 2018 summer camp transportation and authorize the CCPR Director or Chief Operating Officer to sign a Transportation Services Agreement in an amount not to exceed $108,000, and that the Board delegate to the Director and the COO the authority to execute any amendment to this agreement up to an amount not to exceed his purchasing authority, seconded by Ms. Kristunas. Board President Taylor asked about the variance from year to year. COO Klitzing replied that the increases have been nominal. Ms. Browning said the field trips are a great draw for the children who attend summer camp. Board President Taylor called for the vote and the motion was unanimously passed 7 — 0. Consideration of Tree Removal Services for the Monon Greenway — Michael Klitzing COO Klitzing provided an overview of the tree removal services along the Monon Greenway between 96th Street and 106th Street. Mr. Garretson asked if there was any value in the cherry or walnut trees. COO Klitzing replied that the cherry trees along the trail are hollowed out, and he was unaware of any value for the one walnut tree listed for removal. Discussion followed. Ms. Kristunas made a motion to accept the lowest responsive and responsible quote from Vine & Branch, Inc. and authorize the Chief Operating Officer to execute a purchase order in the amount of $88,560 for tree removal services along the Monon Greenway, seconded by Mr. Kirsh. Mr. Kirsh asked when the work would start. Director Westermeier stated the tree work would start after the repaving was completed. Board President Taylor asked if the Department would notify the public. COO Klitzing stated that advisories will be sent out after definitive information is received from the contractor. Board President Taylor called for the vote and the motion was unanimously passed 7 — 0. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday, April 10, 2018 Monon Community Center Consideration of Quotes to Purchase Vehicles — Michael Klitzing COO Klitzing presented an overview of the fleet and spoke briefly about the changing needs of Park Maintenance. Mr. Garretson asked if staff considered leasing. COO Klitzing stated that it was more cost effective to purchase vehicles. A brief discussion followed. Mr. Garretson made a motion to accept the quotes from Bill Estes Chevrolet and authorize the Chief Operating Officer to execute a purchase order in the amount of $70,643.40 to purchase the identified pickup trucks, seconded by Ms. Browning. Ms. Browning commended staff on securing discounts. COO Klitzing said he credits Ms. Kostrzewa and her team on the negotiations, in addition to Michael Allen, Park Maintenance Director, for his contributions. Board President Taylor called for the vote and the motion was unanimously passed 7 — 0. Consideration of Quote to Purchase Maintenance Equipment — Michael Klitzing COO Klitzing explained the need for a mini skid steer to better maintain park trails, especially those with soft surface trails like the ones in the Central Park East Woods. Mr. Garretson asked if current staff could perform routine maintenance on this type of equipment. Mr. Rude followed up with a question on transporting the new equipment. COO Klitzing advised that Park Maintenance employees will be able to perform basic maintenance on the mini skid steer and no additional trailers would be required. He informed the Board that Vermeer Midwest provided the Department with a demo and staff gained experience onsite. Mr. Taylor spoke briefly about the changes in park maintenance over the last few years. He added that it was appropriate for the Department to right size its fleet and reduce costs. Mr. Rude made a motion to accept the quote from Vermeer Midwest and authorize the Chief Operating Officer to execute a purchase order in the amount of $28,560 to acquire the Vermeer S450TX (mini skid steer) using special purchasing provisions permitted under Indiana Code Section 5-22-10-5, seconded by Ms. Kristunas, and unanimously passed 7-0. Consideration of Carmel Police Services Agreement — Michael Klitzing COO Klitzing reported that the Department is in the process of finalizing negotiations with the City of Carmel so that the Police Department will provide security services during the summer season when The Waterpark is open. Previous attempts to work directly with the Police Department were unsuccessful so staff pursued a contract with the City. COO Klitzing said he was asking the Board to authorize the Department's continued efforts to negotiate an acceptable agreement with the Police Department and the City of Carmel. Mr. Garretson asked if the Department might be able to use the (Carmel Clay Schools) School Resource Officers (SROs). COO Klitzing said that was not an option. Ms. Browning responded that SROs use the summer months for training and vacation. Mr. Garretson expressed that the (Carmel Clay Public Library) Library has successfully used individuals who receive training to work with kids as they possess a greater sensitivity and empathy with younger people. Ms. Franklin asked about the nature of the agreement and voiced her concerns about police officers interacting with the guests. COO Klitzing said that one of the issues at this time was related to insurance requirements and indemnification for all parties involved. He also spoke about trying to tighten the scope of services and pin down the actual employment costs of those individuals on duty. Ms. Franklin added that generally speaking, there is apprehension across the country and in Carmel in regards to the overreach with minors as it pertains to police departments and schools. She added that the agreement should state the proper procedures to be followed. COO Klitzing said that staff would speak to the assigned officers to ensure they are comfortable with our customers. Discussion followed. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday, April 10, 2018 Monon Community Center Ms. Browning made a motion to authorize the Chief Operating Officer to execute an Agreement with the City of Carmel to provide Police Services as presented and after review by the Park Board Attorney, seconded by Mr. Kirsh. Mr. Rude asked for clarification on the actual cost. Discussion followed. Board President Taylor called for the vote and the motion was unanimously passed 7 — 0. Conflict of Interest Disclosure — Debra Grisham Board President Taylor stated that this action item was not ready for discussion and will be presented in May. Old Business There was no Old Business. Attorney's Report Ms. Grisham stated that there have been no new tort claims filed against the Park Board. As far as the Webb appeal, we are waiting for the court of appeals to make a decision. With regard to other matters, Ms. Grisham stated she was busy with a lot of projects. Director's Report Director Westermeier presented the Park Board Members with the Department's 2017 Annual Report, which he considers very exceptional this year. Director Westermeier provided an update on The Groves in West Park as the number of trees that were cut down was more than anticipated. Director Westermeier announced that the Monon repave project would start tomorrow (April 11, 2018). A detailed report followed. Information Items Plan Commission: Mr. Kirsh spoke about the proposed health facility at 96th and Spring Mill which is a heavily contested matter with a large number of letters from remonstrators. On a personal note, Mr. Kirsh said he was asked to speak on behalf of the Mayor's Advisory Commission on Human Relations on Friday, April 13, 2018, at the Holocaust Remembrance Ceremony. Parks Foundation Mr. Rude had nothing to report. School Board: Ms. Browning said that Kindergarten registration is now open for the class of 2031. The School Board is in the middle of an elementary evaluation, including school start times. The Board is also in the middle of a superintendent search. Surveys were sent to employees, parents, and community members to compile a profile for the new superintendent. The School Board Members would be discussing Carmel Elementary and Orchard Park at their scheduled workshop (April 11, 2018), as each school needs major renovations. Board President Taylor asked about the Carmel Clay Schools Expedition program. Discussion followed. Page 4 Carmel/Clay Board of Parks and Recreation Tuesday, April 10, 2018 Monon Community Center Park Board Comments / Discussion Mr. Garretson said that the Library was probably going to purchase property at the Village of West Clay for their first branch. He also indicated that that they need more programming space at the main library, which is due for some major renovations. Board President Taylor spoke about the 2018 NRPA Agency Performance Review and referenced the information cited in the report about cost recovery. He commended the staff and pointed out the success of our park system. Ms. Franklin announced that the annual Stutz artist open house will be held on April 27tH & 28tH Adjournment There being no further business, a motion was made by Mr. Kirsh, seconded by Mr. Rude, and unanimously passed 7 — 0 to adjourn the meeting at 7:15 p.m. Approved, Signature Q / Z, Sign ure Date �'Lg Date Page 5