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HomeMy WebLinkAbout2018-10-09-Park-Board-Meeting-MinutesCarmel/Clay Board of Parks and Recreation Tuesday, October 9, 2018, 6:00 p.m. Monon Community Center Member(s) Present: Katie Browning, lames Engledow, Wendy Franklin, lames 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 6:06 p.m. followed by the Pledge of Allegiance. Public Comments There were no public comments. Staff Reports COO Klitzing said the standard staff reports were included in the Board packets. COO Klitzing provided details of the recent 2018 National Recreation and Park Association (NRPA) Annual Conference. (Some details are listed below.) • Conference: September 23 — 27, 2018 at the Indiana Convention Center • 8,054 participants (broke the numbers from recent years averaging 7,300) • 268 education and speed sessions — More than one out of every ten featured at least one presenter from Indiana — Mayor Brainard and South Bend Mayor spoke of the value of parks and recreation from a Mayor's perspective • Four CCPR Staff Presented at the Conference — Lindsay Labas, Marketing Director, session focused on customer service efforts, including HappiFeet and staff training — Terese McAninch, Recreation Services Manager, spoke about career advancement opportunities for aquatic professionals — Matt Whirley, Assistant Recreation Services Manager, presentation featured dog parks — Karen LaMere, Naturalist, "Wow!" This nature stuff is more fun than my video game (session title was actual quote from one of her participants) Best of the Best Ceremony recognized CPRP (Certified Park and Recreation Professional) certifications — Audrey Cooper, ESE Site Supervisor — Stacey Lee, MCC Member Services Supervisor — Terese McAninch, MCC Recreation Services Manager COO Klitzing referenced the article written by Brittany McAdams, Natural Resources Coordinator, that was included in Staff Reports. The article highlights the department's efforts to engage more people in nature including our free environmental education programs; citizen science programs; and park stewardship opportunities like adopt -a -park. Carmel/Clay Board of Parks and Recreation Tuesday, October 9, 2018 Monon Community Center COO Klitzing also addressed the recent West Park BioBlitz, jointly staffed by Ms. McAdams and Rachael Fleck, Volunteer Coordinator. This collaborative effort between CCPR and University High School identified 182 different species by 73 volunteers. The plan is to conduct a bio -blitz twice a year and possibly expand to additional parks. COO Klitzing announced the upcoming Park Board Workshop on October 23rd. The workshop will provide an opportunity to discuss preliminary recommendations and funding needs with the consultants regarding the Parks and Recreation Master Plan. Lastly, COO Klitzing said that the Department was hosting a White River Pubic Input Session at the Wilfong Pavilion on October 23rd. This is only one of a series of meetings conducted throughout Hamilton and Marion Counties regarding the White River Vision Plan being led by Visit Hamilton County, Visit Indy, and the Indianapolis Department of Metropolitan Development. CCPR and the City of Carmel have representation on various committees supporting this plan. COO Klitzing advised that he serves on both the Stakeholders Committee and the Hamilton County Local Organizing Committee. Board President Taylor stated that he attended the Best of the Best Ceremony and was honored to be there when COO Klitzing received the National Distinguished Professional Award. He said the entire CCPR team played a huge leadership role in the conference. While attending, he saw the interaction with staff showing they really are the best in the business. As a community, we are very blessed to have CCPR. Finance Committee Report Ms. Kristunas said there has been no meeting. COO Klitzing stated he expected to have a meeting in November. Minutes September 11, 2018 Park Board Meeting Mr. Plopper made a motion to approve the minutes as presented, seconded by Mr. Garretson, and unanimously passed 9-0. Financial Reports Consolidated Financial Report for August 2018 Ms. Kristunas made a motion to acknowledge receipt of the Consolidated Financial Report for August 2018, seconded by Mr. Kirsh, and unanimously passed 9 —0. CCPR P&L Statements for September 2018 Ms. Kristunas made a motion to acknowledge receipt of the P&L Statements for September 2018, seconded by Ms. Franklin, and unanimously passed 9-0. Claims Claim Sheet October 9, 2018 Ms. Kristunas made a motion to approve the Claim Sheet as presented, seconded by Mr. Engledow, and unanimously passed 9 — 0. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday, October 9, 2018 Monon Community Center Clay Township Claim Sheet October 9, 2018 Ms. Kristunas made a motion to approve the Clay Township Claim Sheet as presented, seconded by Mr. Kirsh. Mr. Engledow asked about the Telamon payment. COO Klitzing replied that this was an upgrade of light fixtures to LEDs in the gymnasium, indoor aquatics, and parking lots. Board President Taylor called for the vote and the motion was unanimously passed 9 — 0. Monetary Gifts, Grants, Partnerships, and Sponsorships for September 2018 — Audrey Kostrzewa Ms. Kostrzewa requested that the Board accept the following items: $360 from Kona Ice for scholarships; and $800 from Carpon & Associates for the Lunch 'n Learn Fitness Programs. Mr. Engledow mentioned that the Kona Ice report requested at the last Board meeting was included in Staff Reports. A motion was made by Mr. Kirsh to accept the items as presented, seconded by Ms. Kristunas, and unanimously passed 9-0. New Business Consideration of the Purchase of Fitness Equipment for the Monon Community Center — Kurtis Baumgartner Mr. Baumgartner requested that the Board approve the purchase of new fitness equipment for the Monon Community Center. He provided details on the various types of equipment and the popularity of the different items. Ms. Kristunas asked if staff was comfortable with the price as only one company responded. Mr. Baumgartner said the quote was acceptable, and it was not unusual to just receive one quote. Mr. Kirsh made a motion to accept the quote from Bicycle Garage Indy, the lowest responsible and responsive vendor, and authorize the Chief Operating Officer to execute a purchase order in the amount of $73,660 to purchase the strength and cardio equipment as presented, seconded by Mr. Plopper, and unanimously passed 9 — 0. Consideration of Resolution B-2018-005 Amending Established Salaries and Wages for 2918 — Michael Klitzing COO Klitzing requested the Board consider amending the 2018 salary resolution. If approved, the amendment would allow the Department to recreate the position of Assistant Director of Parks and Recreation, which was last used in 2014. COO Klitzing stated that this was his title prior to becoming the Chief Operating Officer. The Department is in the process of implementing a transition plan to prepare for the anticipated retirements in senior management in the next few months. COO Klitzing advised that Mr. Baumgartner had been brought into the Administrative Offices to prepare him for succeeding into the Assistant Director position. Mr. Engledow made a motion to waive the reading of Resolution B-2018-005 and enter it into action, seconded by Mr. Kirsh, and unanimously passed 9 —0. Mr. Engledow made a motion to approve Resolution B-2018-005, seconded by Mr. Kirsh. COO Klitzing added that while Mr. Baumgartner has been moved to the Administrative Offices, he has been pulling double duty resulting in reduced staffing at the MCC. With this amendment, it allows the succession of MCC management to move up accordingly. Board President Taylor added that Director Westermeier and his team have handled the succession planning very effectively. Ms. Browning offered her congratulations. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday, October 9, 2018 Monon Community Center 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 Updates Director Westermeier announced that the roof is virtually on, and crews are working to enclose the building. Site work continues and hook up of utilities is the next big step. Expect focus on the inside of the building very soon, in addition to landscape. Playground installation should begin before the weather turns bad. Mr. Kirsh asked about the status of Inlow (Inlow Park Playground Redevelopment Project). COO Klitzing said he would have an update later this week after the progress meeting. It appears that this project will be done in the spring. Attorney's Report Ms. Grisham provided the following updates. One person has notified the City and Park Board that this past spring he tripped and fell on wooden posts that he claims were cut down and blended in with the ground located adjacent to Bub's Burgers on each side of the Monon Trail resulting in a partially torn bicep and torn rotator cuff. Investigation is proceeding. Another person earlier this spring notified us that after leaving the indoor pool and going into the men's locker room he fell and cut his foot on the metal doorframe. This, too, is being investigated. The tort claim that was reported at the last meeting regarding the slide incident at West Commons playground has been denied. Depositions for the Leyndyke lawsuit are scheduled. Ms. Grisham is working with litigation counsel to schedule the depositions for the CCPR maintenance team that has been requested for deposition. Ms. Grisham is in the process of reviewing and negotiating the proposals submitted for the natural gas supply and service. Director's Report Director Westermeier stated that his report was included in the Board packet. Information Items Plan Commission: Mr. Kirsh stated that 136th & Keystone is back in the conversation with some changes. The Plan Commission expects a reconfigured roundabout as a result of the current plan referencing a 30 - acre parcel. Mr. Kirsh mentioned that the subdivision once referred to as the Parks on Towne has converted their name to The Estates of Town. Page 4 Carmel/Clay Board of Parks and Recreation Tuesday, October 9, 2018 Monon Community Center Mr. Kirsh spoke about University High School (UHS) and their obligation to install a trail, which was never built, along their northern property boundary along 116th Street. COO Klitzing advised that he attended a meeting at UHS involving their master plan. There was discussion regarding the trail, as well as trail connectivity from the new subdivision to the perimeter trail. Mr. Kirsh referred to the area as an educational easement. COO Klitzing added that UHS is placing an environmental and education focus on their campus, basically an extension of the West Park environmental learning opportunities. School Board: Ms. Browning announced that David Woodward, Director of Student Services, is starting a parent school safety academy. Everyone is excited about this pilot program. Parks Foundation: There was no report. Park Board Comments 1 Discussion Mr. Garretson said he wanted the Board to take note of today's passing of Jack Badger. Mr. Kirsh said road construction continues throughout the city of Carmel; updates followed. He also stated that the White River cleanup has been rescheduled to October 27. He added that the Mayor's State of the City is tomorrow (October 10, 2018). Ms. Franklin announced her two -person art show opening Saturday at the Hoosier Salon during the Gallery Walk. She spoke briefly about an artist in Muncie featuring a 'message in a bottle' exhibit and other things that have been found during river cleanups. Adiournment There being no further business, a motion was made by Mr. Kirsh, seconded by Mr. Engledow, and unanimously passed 9 — 0 to adjourn the meeting at 6:50 p.m. Approved, Signature 'gnat re Date I-L�bywg Date Page 5