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HomeMy WebLinkAbout2018-07-10-Park-Board-Meeting-MinutesCarmel/Clay Board of Parks and Recreation Tuesday, July 10, 2018, 6:00 p.m. Monon Community Center Member(s) Present: Katie Browning, Wendy Franklin, James Garretson, Jenn Kristunas, Linus Rude, Rich Taylor Member(s) Absent: James Engledow, Joshua Kirsh, Nick Plopper Others Present: Mark Westermeier, Director; Michael Klitzing, Chief Operating Officer (C00); Audrey Kostrzewa, Business Services Director; Kurtis Baumgartner, Monon Community Center (MCC) 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 6:00 p.m. followed by the Pledge of Allegiance. Public Comments There were no public comments. Staff Reports Board President Taylor announced that Michael Klitzing, COO of Carmel Clay Parks & Recreation, was awarded the National Distinguished Professional Award, one of the highest awards presented by NRPA (National Recreation and Park Association). Information about the award can be found in the Hamilton County Reporter article included in the Board packet. The awards ceremony will take place during the national conference in Indianapolis, September 25 — 27. Board President Taylor congratulated C00 Klitzing and thanked him for all he has done for the Department. COO Klitzing responded that he was very humbled to receive the award. He thanked Director Westermeier and staff for their support. He also thanked the Park Board Members, past and present, and the City and Township leaders for supporting parks and recreation. COO Klitzing said the staff reports were included in the Board packets, in addition to the Quarterly Contract Log. He asked that the Members review it for any possible conflicts of interest. Each Board Member received an invitation to the upcoming open houses on the White River Vision Plan. COO Klitzing spoke briefly about his participation. This joint venture between Visit Hamilton County and the City of Indianapolis will bring everyone together to hear and develop a cohesive vision and development along the river. Finance Committee Report Ms. Kristunas announced that the Finance Committee will meet on Monday, July 16, at 6 p.m. in the Administrative Offices. The proposed budget has been distributed to the Committee Members. Minutes June 12, 2018 Park Board Meeting Ms. Kristunas made a motion to approve the minutes as presented, seconded by Ms. Franklin, and unanimously passed 6 — 0. Carmel/Clay Board of Parks and Recreation Tuesday, July 10, 2018 Monon Community Center Financial Reports Consolidated Financial Report for May 2018 Ms. Kristunas made a motion to acknowledge receipt of the Consolidated Financial Report for May 2018, seconded by Mr. Rude, and unanimously passed 6-0. CCPR P&L Statements for June 2018 Ms. Kristunas made a motion to acknowledge receipt of the P&L Statements for June 2018, seconded by Mr. Garretson. Ms. Kristunas asked about differences in the 109 fund. COO Klitzing explained the numbers related to revenues and expenses between 2017 and 2018. Board President Taylor called for the vote and the motion was unanimously passed 6 — 0. Claims Claim Sheet July 10, 2018 Ms. Kristunas made a motion to approve the Claim Sheet as presented, seconded by Ms. Franklin, and unanimously passed 6 — 0. Clay Township Claim Sheet July 10, 2018 Ms. Kristunas made a motion to approve the Clay Township Claim Sheet as presented, seconded by Mr. Rude, and unanimously passed 6 — 0. Monetary Gifts, Grants, Partnerships, and Sponsorships for June 2018 — Audrey Kostrzewa Ms. Kostrzewa requested that the Board accept monies as follows: $308 — Kona Ice for scholarships; $300 — Allegion for Adaptive Programs; and $2,000 — The Children's Museum of Indianapolis for stage promotion signage at The Waterpark. A motion was made by Ms. Kristunas, seconded by Mr. Rude. Ms. Browning asked for a clarification on the promotion signage. COO Klitzing explained that there is space on each side of The Waterpark stage to accommodate banner ads that may be purchased by outside organizations. Board President Taylor called for the vote and the motion was unanimously passed 6 — 0. New Business There was no New Business. Old Business West Park — The Groves Rebid Project — Mark Westermeler Consideration of Change Orders No. 001-A, Change Order No. 002, Change Order No. 003 and Change Order No. 004 Director Westermeier described the four change orders. Ms. Kristunas made a motion to ratify the approval of Change Order No. 001-A, Change Order No. 002, Change Order No. 003 and Change Order No. 004 for West Park —The Groves Rebid Project, seconded by Mr. Garretson. Mr. Rude asked for clarification on Change Order No. 004. Director Westermeier said that relocating the steel column would provide more room for the mechanical equipment. Mr. Rude asked if the relationship with Gibraltar had changed. Director Westermeier responded that the situation had improved substantially. Discussion followed. Board President Taylor called for the vote and the motion unanimously passed 6 —0. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday, July 10, 2018 Monon Community Center Updates Director Westermeier stated that COO Klitzing met with the neighbors. The location is staked for the playground, which is going to work out to everyone's advantage. All of the tree work has been completed. Steel and columns were being placed today. The curbing of the parking lots is done, and the underground infrastructure is in place and ready to go. The site looks good and the project is progressing well. Attorney's Report Ms. Grisham stated that there have been no new tort claims. All of the current tort claims are still under investigation. Director's Report Director Westermeier stated that his report was included in the Board packet. Keeping busy with The Groves (West Park) and the playground project that started today at Inlow. Board President Taylor said that Lindsay (Labas) and team do a great job on Facebook and communication. He saw the information that was posted on Facebook regarding Inlow. Information Items School Board: Ms. Browning said that Dr. (Michael) Beresford started July 2"d (2018). Also, they announced the new principal for Mohawk Trails Elementary. Details followed. Parks Foundation: Mr. Rude said there was nothing new to report. Park Board Comments 1 Discussion Mr. Garretson asked about the cost of vandalism (at West Commons) and if insurance would cover it. CO0 Klitzing responded that the repairs were in the ballpark of $2500 to $5000, which would be below our deductible. Mr. Garretson asked if the cameras were working, and COO Klitzing said that the cameras are all functional. Mr. Garretson requested an update on the misting fans and benches. COO Klitzing said that the misting fans were very well received by the public waiting in line for admission to The Waterpark. Mr. Baumgartner added that the fans have been put out every day due to the recent heat. The Department has three fans and plans to add three more. As for benches, COO Klitzing is waiting for staffs recommendation on locations; however, the wall does provide seating along the curb and sidewalk. Board President Taylor said he recently visited The Waterpark and was very impressed with the new features and commended the staff for doing a great job. Mr. Garretson asked how long people had to wait when the one in/one out was put into effect, C00 Klitzing said upwards to 40 minutes, but generally a shorter amount of time. He stated that the usual timeframe for the one in/one out procedure is between 12:30 p.m. and 1 p.m., with the restriction lifted between 2 p.m. and 3 p.m. Mr. Garretson asked if the Department had any data to identify the length of stay. C00 Klitzing said that type of information would require a survey. Director Westermeier added that there have been only five days when the one in/one out procedure had been used. He added that based upon the collected information, an average of 9.1 people per minute are admitted to The Waterpark, so staff knows in advance what time the one in/one out procedure is necessary. Discussion followed. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday, July 10, 2018 Monon Community Center Mr. Rude asked about the new concrete pad north of Main Street and on the west side of the Monon adjacent to Bub's. COO Klitzing said he did not know but would look into this. Mr. Rude wanted to know what to expect from Sun King up to Main Street regarding the Monon. COO Klitzing described the City's plan for the Monon Boulevard project. Mr. Garretson said he had read that scooters were banned on the Monon in Marion County. Director Westermeier responded that the ultimate decision will come from the City. The current rules state that no motorized vehicles are allowed. Mr. Garretson asked if the Department had stop signs at 3`d Street and 4th Street at the Monon. He was concerned about the safety of bicyclists in this area, especially with construction and detour routes. Mr. Rude asked who was going to be responsible for the Monon Boulevard. COO Klitzing replied that the City will determine who will take care of this area. It could be our Department or a City Department. The City asked CCPR to put together a proposed budget to include the Monon Boulevard, which will be presented to the Finance Committee. Discussion followed. Board President Taylor said he was pleased that COO Klitzing was engaged in the White River Vision Plan. COO Klitzing added that he credited Visit Hamilton County in identifying the partners, and he looks forward to being a part of this discussion. Board President Taylor asked Ms. Grisham if she was prepared to address the requested information at the last Park Board Meeting regarding the process and cost if the Department needed to cancel a contract. Ms. Grisham stated that each Board Member would receive a confidential memo after the meeting. Board President Taylor advised the Members to keep the information confidential and if discussion was necessary, an Executive Session would be called accordingly. In the meantime, Board Members should address questions to Ms. Grisham. Adiournment There being no further business, a motion was made by Mr. Rude, seconded by Ms. Kristunas, and unanimously passed 6 — 0 to adjourn the meeting at 6:51 p.m. Approved, • C S' nature LIXZ- Signature Date Date . 14 .109 Page 4