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HomeMy WebLinkAbout2019-03-12-Park-Board-Meeting-MinutesCarmel/Clay Board of Parks and Recreation Tuesday, March 12, 2019, 6:00 p.m. Monon Community Center Member(s) Present: James Engledow, James Garretson, Jenn Kristunas, Nick Plopper, Linus Rude, Rich Taylor Member(s) Absent: Wendy Franklin, Joshua Kirsh, Lin Zheng Others Present: Michael Klitzing, Director; 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 Mr. Plopper to call the roll. After Mr. Plopper stated there was a quorum, Board President Taylor called the meeting to order at 6:19 p.m. followed by the Pledge of Allegiance. Public Comments There were no public comments. Staff Reports Director Klitzing requested that Ben Johnson join him at the podium and announced that Mr. Johnson was leaving for the warmer climate of the Houston area. Director Klitzing said he wanted to thank Mr. Johnson for his years of service to Carmel Clay Parks & Recreation and to the Carmel Clay Schools through the Extended School Enrichment program. Mr. Johnson came to the Department in 2006 and has been the one and only Director of Extended School Enrichment (ESE) and summer camps. Mr. Johnson's impact on the community is just phenomenal. When the Department took over the before and after school program, we were averaging about 1200 kids. Now we serve over 2500 in Extended School Enrichment. Mr. Johnson also took summer camps to a much higher level. He tripled the Summer Camp Series, which served over 4800 kids last year. Mr. Johnson implemented a culture of excellence within Extended School Enrichment. He always strived to do better, looking for input from the public, and making adjustments so programs could excel. Fortunately for the Department, Mr. Johnson put us on a very solid foundation and has built an incredible team to carry on his legacy. We give him our thanks and appreciation for a job well done. At this time, Director Klitzing presented Mr. Johnson with a framed collage featuring covers of the Summer Camps Series brochures during his tenure and supplemented with photos from Extended School Enrichment and summer camps. Director Klitzing cited the engraved plate, 'Ben Johnson, Carmel Clay Parks & Recreation, 2006 — 2019.' (At this time, Mr. Johnson received a standing ovation.) Board President Taylor and Mr. Engledow thanked Mr. Johnson and commended him for his great success. Director Klitzing stated that the standard reports were included in the packet. Finance Committee Ms. Kristunas said that the Finance Committee would meet on Monday, March 18, 2019, at 6 p.m. in the Administrative Offices. Mr. Engledow, Mr. Garretson, and Mr. Taylor will be attending. Carmel/Clay Board of Parks and Recreation Tuesday, March 12, 2019 Monon Community Center Minutes February 12, 2019 Park Board Meeting Mr. Garretson made a motion to approve the minutes as presented, seconded by Ms. Kristunas, and unanimously passed 6 — 0. Financial Reports Consolidated Financial Report for January 2019 Ms. Kristunas made a motion to acknowledge receipt of the Consolidated Financial Report for January 2019, seconded by Mr. Engledow. Mr. Garretson asked what was included in the $94,000 within 'Other Services & Charges' on the Consolidated Financial Report. Director Klitzing said this includes utilities, legal fees, and everything but supplies and personnel. Board President Taylor called for the vote and the motion was unanimously passed 6 — 0. CCPR P&L Statements for February 2019 Ms. Kristunas made a motion to acknowledge receipt of the P&L Statements for February 2019, seconded by Mr. Rude. Ms. Kristunas asked about the $420,000 difference in net income (108 Fund) from last year. Director Klitzing said that ESE contributed $374,269 toward the new building in West Park, which will house camps. Board President Taylor called for the vote and the motion was unanimously passed 6 — 0. Claims Claim Sheet February 12, 2019 Ms. Kristunas made a motion to approve the Claim Sheet as presented, seconded by Mr. Engledow, and unanimously passed 6 — 0. Clay Township Claim Sheet March 12, 2019 Ms. Kristunas made a motion to approve the Clay Township Claim Sheet as presented, seconded by Mr. Rude. Mr. Rude asked about Kompan, Inc. Director Klitzing stated that the scope for Inlow did not include the standard signage for all new playgrounds. The manufacturer signage identifies the recommended ages for use of the playground equipment. Instead of adding it into the scope of the project, the Department purchased the signs, eliminating any markup in cost. In addition to the manufacturer's sign, CCPR has its own standard sign that is placed in each park. Board President Taylor called for the vote and the motion was unanimously passed 6 — 0. Monetary Gifts, Grants, Partnerships, and Sponsorships for February 2019 — Audrey Kostrzewa Ms. Kostrzewa requested that the Board accept a $150 sponsorship from Hi Ho Vacations for the Royal Celebration program. A motion was made by Mr. Plopper to accept the item as presented, seconded by Ms. Kristunas, and unanimously passed 6-0. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday, March 12, 2019 Monon Community Center New Business Consideration of Authority regarding Mediation in Cause No. 29D01-1709-CT-008646 — Debra Grisham Ms. Grisham advised the Park Board of the requirement to comply with alternative dispute resolution rules for mediation that has been requested by plaintiffs Debra and Steve Leyndyke. Mr. Garretson made a motion to authorize Michael Klitzing, Director of the Park Department and Debra Grisham, the Park Board Attorney, to represent the Carmel/Clay Board of Parks and Recreation at the Mediation in Cause No. 29D01-1709-CT-008646 with the authority to negotiate a settlement consistent with the Park Board's litigation strategy as discussed in its duly noticed Executive Session on March 12, 2019 and present a report and recommendation if any, for approval, at a subsequent Park Board meeting. The motion was seconded by Ms. Kristunas and unanimously passed 6 — 0. Mr. Garretson made a motion to appoint Park Board Member Nicholas Plopper to serve as an authorized representative of the Park Board at the Mediation Hearing in the event that either the Director or the Park Board attorney is unable to represent the Park Board. The motion was seconded by Ms. Kristunas and unanimously passed 6 — 0. Old Business West Park — The Groves Rebid Project Updates — Michael Klitzing The project is continuing to progress. The contractor is working diligently in hopes of meeting the early substantial completion deadline, which would result in a superior performance pay. This beautiful building will be completed in time for summer camps. Inlow Park Playground Redevelopment Project Updates — Michael Klitzing Director Klitzing said this contractor is also working diligently to complete its project in hopes of having it done within the next couple of weeks. The playground should be open this spring. Attorne 's Report Ms. Grisham said that the new Park Board Member, who is an elected official of the school corporation, reported that the School Board handles attorney reports differently than the Park Board, especially with regard to tort claims and litigation. Ms. Grisham will look into this and make a recommendation to the President with a report to the Board at its next meeting. Ms. Grisham has been reviewing title documents, surveys, covenants and restrictions from M/I Homes prior to the donation. Director's Re ort Director Klitzing stated that his report was included in the packet. Mr. Garretson asked about the Township Board's recently passed bond of $54 to $56 million, and funds designated to the Department. Director Klitzing replied that the Department expects to receive $18 to $20 million. He will provide a general overview at the Finance Committee Meeting on Monday with more information to the Park Board at a subsequent meeting. Director Klitzing stated that the Township is proposing to do these projects a little differently as the Township will execute all of the construction contracts. Should the Park Board wish to accept the monies, it will require a Memorandum of Understanding (MOU) or some type of agreement between the Park Board and the Township Board that outlines how that process is going to work. The Township attorney is working on the proposed MOU. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday, March 12, 2019 Monon Community Center Mr. Garretson stated he wanted to be more informed prior to the joint meeting with the City Council and Township Board. Discussion followed. Mr. Engledow asked about other city departments and their use of director's discretion for certain dollar amounts for capital projects. Director Klitzing replied that we have been trying to get that information from the city to better understand their purchasing guidelines and processes, but have not received anything yet. Ms. Kristunas asked about the dog park turf with all the rain and additional dogs. Director Klitzing advised that the Department has reactivated the waiting list. Once the new entry area is open, the dogs will be able to enter onto the mulched, expansion area, allowing the turf area to improve. Discussion followed. Information Items School Board: There was no report. Plan Commission: There was no report. Parks Foundation: Mr. Rude had nothing to report. Park Board Comments / Discussion Mr. Garretson asked if there are any telephone or light poles in the parks not owned by the Department. Director Klitzing said none to his knowledge. Mr. Garretson continued to speak about Verizon and AT&T regarding their 5G antennas. Ms. Kristunas said that Carmel hosted a nice event at the fire station to welcome Home Place residents to the city. Adjournment There being no further business, a motion was made by Mr. Rude, seconded by Mr. Engledow, and unanimously passed 6 — 0 to adjourn the meeting at 6:57 p.m. Approved, r Sig ture Datb ..22 S n ure 1 v1 Date Page 4