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HomeMy WebLinkAbout2018-08-14-Park-Board-Meeting-MinutesCarmel/Clay Board of Parks and Recreation Tuesday, August 14, 2018, 6:00 p.m. Monon Community Center Member(s) Present: Katie Browning, James Engledow, Wendy Franklin, James Garretson, Joshua Kirsh, Jenn Kristunas, Nick Plopper, Linus Rude, Rich Taylor Member(s) Absent: None Others Present: Mark Westermeier, Director; Michael Klitzing, Chief Operating Officer (COO); 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 Mr. Plopper to call the roll. After Mr. Plopper 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. Presentation: Comprehensive Master Plan Update — PROS Consulting Inc. COO Klitzing stated that Leon Younger of PROS Consulting would begin the presentation with additional input from SmithGroup and Williams Architects representatives (Gregg Calpino and Frank Parisi, respectively). The Master Plan Update consisted of 1) Where we are in the process; 2) Survey result findings; 3) Park and facility asset review findings; and 4) Emerging themes. At the conclusion, COO Klitzing stated that there would be a joint meeting in late fall or early winter with the Park Board, City Council, and Township Board. Discussion followed. Staff Reports COO Klitzing said the standard staff reports were included in the Board packets. Finance Committee Report Ms. Kristunas said that the Finance Committee met and discussed the budgets and salary resolution, was recommended to the full Board and would be presented later in the meeting by COO Klitzing. Minutes July 10, 2018 Park Board Meeting Mr. Plopper made a motion to approve the minutes as presented, seconded by Mr. Kirsh, and unanimously passed 9 — 0. Financial Reports Consolidated Financial Report for June 2018 Ms. Kristunas made a motion to acknowledge receipt of the Consolidated Financial Report for June 2018, seconded by Mr. Garretson, and unanimously passed 9-0. CCPR P&L Statements for July 2018 Ms. Kristunas made a motion to acknowledge receipt of the P&L Statements for July 2018, seconded by Mr. Kirsh. Board President Taylor thanked staff for providing supplemental information on the variances based on questions from the last meeting. Board President Taylor called for the vote and the motion was unanimously passed 9 — 0. Carmel/Clay Board of Parks and Recreation Tuesday, August 14, 2018 Monon Community Center Claims Claim Sheet August 14, 2018 Ms. Kristunas made a motion to approve the Claim Sheet as presented, seconded by Mr. Engledow, and unanimously passed 9 — 0. Clay Township Claim Sheet August 14, 2018 Ms. Kristunas made a motion to approve the Clay Township Claim Sheet as presented, seconded by Mr. Garretson, and unanimously passed 9-0. Monetary Gifts, Grants, Partnerships, and Sponsorships for July 2018 — Audrey Kostrzewa Ms. Kostrzewa requested that the Board accept the following: $660 from Kona Ice for scholarships; $195.30 from Hamilton County Iron & Metal; and $13,000 from Pepsi Bottling Group for programs and scholarships. A motion was made by Mr. Kirsh to accept the items are presented, seconded by Mr. Plopper, and unanimously passed 9 — 0. New Business Consideration of 2019 Operating Budgets — Michael Klitzing Resolution B-2018-002 — Adopting the Proposed 2019 General Fund (101) Budget C00 Klitzing provided an in-depth overview of the proposed 2019 operating budgets. Ms. Kristunas made a motion to waive the reading of Resolution B-2018-002 and enter it into action, seconded by Mr. Engledow, and unanimously passed 9 — 0. Ms. Kristunas made a motion to approve Resolution B-2018-002, seconded by Mr. Garretson, and unanimously passed 9 — 0. Resolution B-2018-003 — Adopting the 2019 Non -Reverting Operating Budgets and User Fees C00 Klitzing presented the non -reverting operating budgets and user fees. User fees and other earned income are the sole source of revenue. A brief discussion followed the presentation. Ms. Kristunas made a motion to waive the reading of Resolution B-2018-003 and enter it into action, seconded by Mr. Kirsh, and unanimously passed 9-0. Ms. Kristunas made a motion to approve Resolution B-2018-003, seconded by Mr. Garretson, and unanimously passed 9 — 0. Consideration of Resolution B-2018-004 Establishing Salaries and Wages for 2019 — Michael Klitzing C00 Klitzing explained that the Park Board must annually pass a resolution establishing the maximum compensation for all positions. He noted, however, that the maximum salary is not what the employee is actually paid. Mr. Plopper made a motion to waive the reading of Resolution B-2018-004 and enter it into action, seconded by Ms. Kristunas, and unanimously passed 9 — 0. Mr. Plopper made a motion to approve Resolution B-2018-004, seconded by Ms. Kristunas, and unanimously passed 9 — 0. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday, August 14, 2018 Monon Community Center Consideration of First Amendment to Agreement for Latchkey Program Services with Carmel Clay Schools —Michael Klitzing COO Klitzing said that the Latchkey Program is the technical name for CCPR's Extended School Enrichment program that provides before and after school care at 11 Carmel Clay elementary schools. Staff worked with the school administration to revise the existing agreement to include changing the staff to child ratio and correcting some typos. The school corporation has signed the agreement. Staff requests approval of the Park Board to finish executing the agreement. Discussion followed. Ms. Kristunas made a motion to approve the First Amendment to the Agreement for Latchkey Program Services as presented and authorize the CCPR Director or the COO to execute the same, seconded by Mr. Kirsh, and unanimously passed 9 — 0. Consideration to Pursue the Purchase of Natural Gas for Carmel Clay Park Facilities — Mark Westermeier Director Westermeier spoke about an agreement to purchase natural gas several years ago that provided substantial savings of about $78,000 (approximately $13,000 a year) to the Department. The company went through mergers and sales resulting in the Department ending the agreement. Staff is talking with a new company, Kinetrix, which may result up to $30,000 a year savings. This agreement will be different in that the company can consolidate all of our properties to save even more monies. Mr. Kirsh made a motion that the Park Department Director, the Chief Operating Officer, the Park Board President and the Park Board Attorney are hereby authorized and directed to take all steps necessary and appropriate to pursue the purchase of natural gas to serve as many park facilities as it makes financial sense to include, and that such authorization and direction include negotiation, preparation and execution of any and all documents necessary and appropriate to effect such purchase, seconded by Mr. Plopper. Discussion followed. Board President Taylor called for the vote and the motion was unanimously passed 9 — 0. Old Business West Park — The Groves Rebid Project — Mark Westermeier Consideration of Change Order No. 005 and Change Order No. 006 Director Westermeier described the two change orders and asked that the Board ratify accordingly. Ms. Kristunas made a motion that the Park Board ratify the approval of Change Order No. 005 and Change Order No. 006 for West Park —The Groves Rebid Project as presented, seconded by Mr. Kirsh, and unanimously passed 9 — 0. Updates Director Westermeier stated that the project is going smoothly with virtually no issues. Although the project is difficult to see from 116th Street, much work is taking place. The roof is expected to be completed in September. Attorney's Report Ms. Grisham stated that no new tort claims have been filed. The claim that was filed against the city for the four year old who slipped and fell at the outdoor splash area at West Commons was denied. In regard to the Leyndyke lawsuit, depositions have been scheduled for the plaintiff and her husband on October 10. The plaintiff wants to depose three CCPR staff —two current staff and one who has left the Department. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday, August 14, 2018 Monon Community Center With respect to the lawsuit with the woman who fell at the MCC, the insurance company received a demand that was shared today with the Department. After adequate review, we anticipate the claim to be denied. Working to finish paperwork on Central Park West Commons Phase II Project and the MCC Entrance and Fitness Expansion Project. Director's Report Director Westermeier stated that his report was included in the Board packet. Information Items Plan Commission: Mr. Kirsh provided updates on City Engineering projects. Things have been very slow at the Plan Commission. Old Town Design is coming through with another project at 136th & Keystone. There is preliminary conversation on some projects on the west side near University High School and West Park. School Board: Ms. Browning said that today was the first day of school and, about 16,500 kids went to school, most on a school bus. Ms. Browning announced that the School Board hired the district's new Director of Student Services, David Woodward. Mr. Woodward will oversee school safety and mental health initiatives. Ms. Browning provided additional background about Mr. Woodard. Parks Foundation: Mr. Rude said that the Foundation was meeting this evening, and he will provide a report next month. Park Board Comments / Discussion Mr. Garretson asked about the concrete pad by Bub's. COO Klitzing replied that it appears this pad will accommodate rental bikes from Zagster. Mr. Kirsh added comments. Mr. Garretson asked about the stop signs on the Monon at 3rd & 4th Streets. Discussion followed about the height of the temporary stop signs that are the responsibility of the contractor. After discussion, Mr. Kirsh said he would get them lowered. Adiournment There being no further business, a motion was made by Mr. Rude, seconded by Ms. Kristunas, and unanimously passed 9 —0 to adjourn the meeting at 8:09 p.m. Approved, xl� Signature S' nat e VV Date fI �, r h � Date Page 4