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HomeMy WebLinkAbout2019-01-08-Annual-and-Regular-Park-Board-Meeting-MinutesCarmel/Clay Board of Parks and Recreation Annual and Regular Park Board Meeting Tuesday, January 8, 2019, 6:00 p.m. Monon Community Center Member(s) Present: Katie Browning, James Engledow, James Garretson, Joshua Kirsh, Jenn Kristunas, Nick Plopper, Linus Rude, Rich Taylor Member(s) Absent: Wendy Franklin Others Present: Michael Klitzing, Interim Director; Kurtis Baumgartner, Assistant 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 6:02 p.m. followed by the Pledge of Allegiance. Public Comments There were no public comments. Staff Reports Interim Director Klitzing said that the standard staff reports were included in the packet. He added that Kurtis Baumgartner and Shauna Lewallen, former CCPR employee, wrote a very nice article published in Parks & Rec Business magazine that really spotlights the various park and maintenance components that we have in place at the Monon Community Center and throughout the park system. Also included in the packet was the quarterly Contract Log for review to insure no Park Board Member has interest in any of the current contractors without filing the appropriate conflict of interest. Committee Reports Finance Committee Ms. Kristunas said that their recommendation would be addressed later in the meeting. Nominating Committee Mr. Engledow said that the Nominating Committee met on December 18, 2018. All Committee Members, Mr. Kirsh, Mr. Garretson, and Mr. Engledow, were present, and a slate of officers will be presented in New Business. Minutes December 11, 2018 Park Board Meeting Mr. Plopper made a motion to approve the minutes as presented, seconded by Mr. Garretson, and unanimously passed 8 — 0. October 23, 2018 Park Board Meeting Mr. Plopper made a motion to approve the minutes as presented, seconded by Mr. Garretson, and unanimously passed 8 — 0. Carmel/Clay Board of Parks and Recreation Tuesday, January 8, 2019 Monon Community Center Financial Reports Consolidated Financial Report for November 2018 Ms. Kristunas made a motion to acknowledge receipt of the Consolidated Financial Report for November 2018, seconded by Mr. Kirsh, and unanimously passed 8 — 0. CCPR P&L Statements for December 2018 Ms. Kristunas made a motion to acknowledge receipt of the P&L Statements for December 2018, seconded by Mr. Kirsh. Discussion followed regarding cost recovery, current staffing levels, and the newly approved PTO policy for part-time staff. Board President Taylor called for the vote and the motion was unanimously passed 8 — 0. Claims Claim Sheet January 8, 2019 Ms. Kristunas made a motion to approve the Claim Sheet as presented, seconded by Mr. Kirsh, and unanimously passed 8 — 0. Clay Township Claim Sheet January 8, 2019 Ms. Kristunas made a motion to approve the Clay Township Claim Sheet as presented, seconded by Mr. Kirsh, and unanimously passed 8 —0. Monetary Gifts, Grants, Partnerships, and Sponsorships for November 2018 — Audrey Kostrzewa Ms. Kostrzewa stated that there was nothing to report. New Business Election of Park Board Officers for 2019 — Board President and/or Nominating Committee Mr. Engledow,.Chair of the Nominating Committee, said a meeting was held on December 18, 2018. The Members felt that given Mark's (Westermeier) departure, it would be best not to make changes and maintain stability this year. Mr. Engledow said the Members were unanimous in the proposed slate of officers that he asked the Board to accept. Rich Taylor— President Jim Engledow —Vice President Jenn Kristunas —Treasurer Nick Plopper— Secretary The motion was seconded by Mr. Garretson. Mr. Rude said he endorsed the slate as presented. Board President Taylor thanked the Nominating Committee for their important role in this process and thanked them for the vote of confidence for the existing executive group. Board President Taylor called for the vote and the motion was unanimously passed 8 — 0. Park Board Finance Committee Appointments — Board President Board President Taylor advised that according to the bylaws, the Treasurer services as Chair of the Finance Committee. Mr. Kirsh made a motion to appoint Ms. Kristunas as Chair of the Finance Committee, seconded by Mr. Engledow, and unanimously passed 8-0. He continued to say that he recommended no changes at this time unless otherwise advised. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday, January 8, 2019 Monon Community Center Board President Taylor made a motion to appoint Mr. Garretson and Mr. Engledow as Members of the Finance Committee. Mr. Garretson said he did not understand why a motion was necessary, as these were presidential appointments. Discussion followed. It was decided that this process would allow the Board Members to place a vote of confidence in the President's appointments. Mr. Kirsh made motion to accept the President's appointments of Mr. Garretson and Mr. Engledow as Members of the Finance Committee, seconded by Ms. Kristunas, and unanimously passed 8-0. Park Board Appointment to Plan Commission — Board President Board President Taylor appointed Mr. Kirsh to the Plan Commission. Mr. Garretson made a motion to ratify this appointment, seconded by Mr. Plopper, and unanimously passed 8 —0. Park Board Appointment to Parks Foundation — Board President Board President Taylor appointed Mr. Rude to the Parks Foundation. Mr. Kirsh made a motion to ratify this appointment, seconded by Mr. Kirsh, and unanimously passed 8 — 0. Discussion followed. Ratification of 2018 General Fund End of Year Budget Line Transfers — Michael Klitzing Interim Director Klitzing said that state law and the State Board of Accounts mandate all general fund budget lines be at zero or a positive number. Staff worked with the Clerk -Treasurer's Office to make minor line transfers. The Department returned $98,673.51 in general fund operations to the City of Carmel. Since 2003, when the City became the fiscal agent for the Park Board, the Department has returned $2,013,683.41. Mr. Engledow made a motion to ratify the 2018 end of year budget line transfers as presented, seconded by Ms. Kristunas, and unanimously passed 8 — 0. Mr. Engledow added that returning monies to the fiscal bodies is a keystone of a well -run organization. He congratulated Interim Director Klitzing and his entire staff. Discussion followed. Consideration of Resolution P-2019-001 Regarding the Naming Policy for Parks, Facilities, and Components — Michael Klitzing Interim Director Klitzing referenced the minutes of the October 23rd (2018) meeting when the Park Board authorized the renaming of West Commons in Central Park to Westermeier Commons in recognition of former director Mark Westermeier and his 15 years of service. As previously discussed, this resolution would formalize and better document this naming exception. Additional changes in regard to the naming policy addressed replacing 'Chief Operating Officer' to 'Assistant Director/ reflecting the current position titles. Discussion followed. Ms. Kristunas made a motion to waive the reading of Resolution P-2019-001 and enter it into action, seconded by Mr. Engledow, and unanimously passed 8 — 0. Ms. Kristunas made a motion to approve Resolution P-2019-001 as presented, seconded by Mr. Engledow, and unanimously passed 8-0. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday, January 8, 2019 Monon Community Center Consideration of Resolution G-2019-001 Adopting the Position Description for the Director of Parks & Recreation — Michael Klitzing Interim Director Klitzing stated that as an accredited agency, one of the requirements of the Commission for Accreditation of Park and Recreation Agencies (CAPRA) is that we routinely review job descriptions, ensure they remain accurate, and properly document that the necessary review and approval have transpired. All of the positions within the Department fall under the discretion of the Director and are reviewed through staff processes. However, the Director is the sole employee of the Park Board. It is appropriate for the Park Board to periodically review the Director's job description and insure that it continues to meet the needs of the Park Board and to formally approve it so we have documentation for CAPRA. The Department is up for reaccreditation this year with our visit this summer, making this action very timely. Discussion followed. Mr. Engledow made a motion to waive the reading of Resolution G-2019-001 and enter it into action, seconded by Ms. Browning, and unanimously passed 8 —0. Mr. Engledow made a motion to approve Resolution G-2019-001 as presented, seconded by Mr. Rude, and unanimously passed 8 — 0. Consideration of Resolution G-2019-002 Approving the Appointment of the Department Director — Board President Board President Taylor cited an article in the Board packet printed in the National Recreation and Park Association's (NRPA) magazine featuring Michael Klitzing as the recipient of the National Distinguished Professional Award. He stated the Board recognizes that Klitzing was named the top park professional in the nation at NRPA's annual conference in September. He said that the Department is very blessed to have a dynamic leader like Klitzing to take over the official role as parks Director with the Board's vote of confidence. Ms. Kristunas added that both the Mayor and the Township Trustee unanimously approved of this resolution. Mr. Kirsh made a motion to waive the reading of Resolution G-2019-002 and enter it into action, seconded by Ms. Kristunas, and unanimously passed 8 — 0. Mr. Kirsh made a motion to move to approve Resolution G-2019-002 as presented, seconded by Ms. Kristunas, and unanimously passed 8-0. (At this time, the Park Board applauded Michael Klitzing, the newly appointed Director of Parks and Recreation.) Old Business West Park —The Groves Rebid Project: Updates— Michael Klitzing Director Klitzing stated that the contractor is continuing to make progress. We are still on target to have the facility ready for summer camps. Inlow Park Playground Redevelopment Project: Updates — Michael Klitzing Director Klitzing said Inlow was a similar situation. Through the end of December, final pieces of the playground equipment were being installed. Work also continues on the safety surfacing. Mr. Garretson asked if the site was roped off. Director Klitzing said it is completely fenced off. The construction team has done a very good job in securing the area with periodic checks on the site. Page 4 Carmel/Clay Board of Parks and Recreation Tuesday, January 8, 2019 Monon Community Center Attorney's Report Ms. Grisham announced there were no new tort claims. There has been some activity on the M/I Homes, which is the Bonbar site. Trustee Doug Callahan has named Debbie Spelbring as Deputy Trustee effective January 15t of this year. Director's Report Director Klitzing stated that his report was included in the Board packet. He spoke briefly about an upcoming workshop with the Park Board and Leon Younger, consultant for the parks and recreation master plan, to present a general overview and key recommendations. The workshop will be held prior to a joint meeting of the City Council, Township Board, and Park Board to more fully discuss the recommendations and priorities for the next five years. Discussion followed. Director Klitzing congratulated Mr. Garretson as Trustee Callahan advised that he reappointed Mr. Garretson to the Park Board. Director Klitzing expressed his gratitude and sincere thanks to the Board for their confidence in him as the Director. He said he looks forward to working with the Board in continuing the great work of the Park Board, Mark Westermeier, and the staff. He added that he hopes to continue growing the park system and continue to make it a shining example for other park systems while serving a wonderful community. Information Items Plan Commission: The Residential Subcommittee meeting was postponed until January 15, 2019, the same day as the next Plan Commission Meeting. School Board: Ms. Browning spoke about the recent explosion at Carmel High School, which is referred to as the Miracle on Main. The clean up and work that followed was incredible. The Carmel Clay School Board will have its reorganization meeting on January 14, 2019. Ms. Browning said she had enjoyed her two years on the Park Board. Board President Taylor thanked Ms. Browning for her service to parks. He said she had been an engaged and informed Park Board Member who added value to the meetings. (Applause followed.) Parks Foundation: Mr. Rude stated that the Parks Foundation had a meeting last month. Director Klitzing was present at the meeting and shared the master plan with the Foundation. Park Board Comments 1 Discussion Mr. Kirsh said the explosion at the Carmel High School shook his house. Mr. Kirsh spoke about an annual snowboard trip with his 6-year-old son. They visited a facility in Grand Haven, Michigan, which is run by the Rotary Club and the parks system. Mr. Kirsh announced the Engineering Department has finalized the construction schedule for 2019. Information is on the internet and will be distributed with utility bills. Page 5 Carmel/Clay Board of Parks and Recreation Tuesday, January 8, 2019 Monon Community Center Mr. Garretson asked if Mr. Baumgartner had been promoted. Director Klitzing said that Mr. Baumgartner had officially been promoted to Assistant Director several months ago. (Applause followed.) Adiournment There being no further business, a motion was made by Mr. Rude, seconded by Ms. Kristunas, and unanimously passed 8 — 0 to adjourn the meeting at 7:04 p.m. Approved, Signature y Qx nature o?i 1�2/70 Cf Date Z «4rs Date Page 6