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HomeMy WebLinkAbout2019-06-11-Park-Board-Meeting-MinutesCarmel/Clay Board of Parks and Recreation Tuesday, June 11, 2019, 6:00 p.m. Monon Community Center Member(s) Present: Jessica Beer, James Engledow, James Garretson, Jenn Kristunas, Nick Plopper, Linus Rude, Rich Taylor, Lin Zheng Member(s) Absent: Joshua Kirsh Others Present: Michael Klitzing, Director; Kurtis Baumgartner, Assistant Director; Sara Clark, Administration & Planning 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 6:01 p.m. followed by the Pledge of Allegiance. Public Comments There were no public comments. Staff Reports Director Klitzing announced it was bittersweet to be losing a staff member, but it is also a time of celebration as Audrey Kostrzewa retires from the Department on June 211(2019). Over the years, Ms. Kostrzewa has served very capably as the Business Services Director. Director Klitzing said it has been an honor to work with her. When Ms. Kostrzewa arrived, the park system was much different as the parkland had few amenities. She was the 'go to' person, as well as the 'jack of all trades.' Director Klitzing presented Ms. Kostrzewa with a framed photo of herself surrounded by pictures of wild flowers and butterflies. He thanked Ms. Kostrzewa for her work and noted how much the Department appreciated her services. Director Klitzing read aloud the engraved plate, "Audrey Kostrzewa; Certified Park and Recreation Professional; Carmel Clay Parks & Recreation; 2004 — 2019." (applause) Ms. Kostrzewa thanked the Park Board for all of their support and said she was leaving them in good hands (Sara Clark). (more applause) Board President Taylor thanked Ms. Kostrzewa for all she has done. He said that he really appreciated the opportunity to serve with her over the years. Finance Committee Ms. Kristunas said that the Finance Committee has not met. Minutes May 14, 2019 Park Board Executive Session 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, June 11, 2019 Monon Community Center May 14, 2019 Park Board Meeting Mr. Plopper introduced the action item. Mr. Garretson stated that in his four and half years on the Board, three individuals have filed conflict of interest statements. He asked if these items could be rejected or acknowledged. Ms. Grisham responded that according to statute, the Board may accept or reject. Discussion followed. Mr. Plopper made a motion to approve the minutes as presented, seconded by Ms. Kristunas, and unanimously passed 8-0. Financial Reports Consolidated Financial Report for April 2019 Ms. Kristunas made a motion to acknowledge receipt of the Consolidated Financial Report for April 2019, seconded by Mr. Rude, and unanimously passed 8-0. CCPR P&L Statements for May 2019 Ms. Kristunas made a motion to acknowledge receipt of the P&L Statements for May. Board President Taylor said the MCC looked like it was doing really well especially with the colder weather. Assistant Director Baumgartner said it has been an extremely wet spring. Day pass sales are down from last year, but if Mother Nature cooperates, staff is confident that cost recovery will be met. Discussion followed. Mr. Engledow seconded the motion. Mr. Garretson asked if the pages with refunds had to be included in the Board packet. Director Klitzing said the larger reason is so the Park Board is aware of all expenditures. Director Klitzing and Assistant Director Baumgartner followed with background information. Board President Taylor called for the vote and the motion was unanimously passed 8 — 0. Claims Claim Sheet June 11, 2019 Ms. Kristunas made a motion to approve the Claim Sheet as presented, seconded by Ms. Zheng. Mr. Plopper asked about damage from the May 17t' storm. Director Klitzing responded that there was an extensive amount of storm damage, predominately along the Monon Greenway and the Hagan -Burke Trail. There will be future claims for tree removal from Ping's. Additional expenses were included in payroll as staff worked on clearing up fallen trees and debris, especially with Bike to Work the next day. Board President Taylor said staff did an amazing job and should be applauded. Board President Taylor called for the vote and the motion was unanimously passed 8-0. Clay Township Claim Sheet June 11, 2019 Ms. Kristunas made a motion to approve the Clay Township Claim Sheet as presented, seconded by Mr. Engledow. Mr. Garretson asked about Belmont Graphics. Director Klitzing said Belmont Graphics makes signs for The Waterpark. Dr. Beer asked about the typical lifespan of signage. Director Klitzing said it varies, but usually the signage in The Waterpark is about five years. Board President Taylor called for the vote and the motion was unanimously passed 8 — 0. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday, June 11, 2019 Monon Community Center Monetary Gifts, Grants, Partnerships, and Sponsorships for April 2019 — Sara Clark Ms. Clark presented the following items for acceptance: • Sponsorship, $500.00, Podiatry Associates of Indianapolis; • Donation, $97.20, Hamilton County Iron & Metal LLC; • Partnership, $518.40, Kona Ice; • Sponsorship, $350.00, College Nannies+Tutor+Sitters; and • Sponsorship; $350.00; Citizens State Bank. A motion was made by Mr. Garretson to accept the items as presented, seconded by Mr. Rude, and unanimously passed 8 — 0. New Business Consideration of Quotes to Purchase Vehicles — Kurtis Baumgartner Assistant Director Baumgartner requested the purchase of three fleet vehicles. He added that a few years ago, CCPR put together a comprehensive fleet management plan that identified replacement schedules and maintenance needs of all fleet vehicles. One additional vehicle was added for work on the Monon Boulevard. Discussion followed. Mr. Plopper made a motion to accept the quotes from Pearson Ford and authorize the Assistant Director of Parks & Recreation to execute a purchase order in the amount of $63,277.00 to purchase the identified vehicles, seconded by Mr. Engledow, and unanimously passed 8 — 0. Old Business Central Park Trailhead & West Receiving Project — Michael Klitzing Consideration of Bids Director Klitzing requested the Park Board consider the bids received for this project providing a new restroom facility immediately north of the Monon Community Center, serving the Monon Greenway and general Central Park users. This plaza will also host the bike -sharing program within the new trailhead and connect the new trails along the back service drive of The Waterpark to enhance safety. The added parking spaces behind the west building in the service area will be used by staff. Bids were reviewed by The Schneider Corporation and the Park Board Attorney. Discussion followed. Mr. Plopper made a motion to accept the bid from, and award a contract to, Monroe Construction Group LLC in the amount of $766,970 for Central Park Trailhead and West Receiving Project and authorize the Architect, Schneider Corporation, the Park Department Director, the Park Department Assistant Director and the Park Board Attorney to take all action necessary to complete the contracting process including the initiation of a limited notice to proceed with approval of submittals and shop drawings facilitating order of long lead time items, authorizing the expenditure of funds, not to exceed $25,000 unless otherwise considered reasonable and appropriate by the Architect, Park Department Director and/or Park Department Assistant Director and the Park Board President, to be incurred during the finalization of the contract, and authorize the President or Vice President of the Park Board to sign a contract with the Bidder upon completion of the Park Board Attorney's review. The motion was seconded by Ms. Kristunas and unanimously passed 8 — 0. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday, June 11, 2019 Monon Community Center Mr. Plopper made a motion to delegate to the Director and the Assistant Director the authority to determine, in conjunction with the Architect, whether it is in the best interest of the Board and the Park Department to add or change an item or items in the contract with Monroe Construction Group LLC and to approve each such change order up to an amount not to exceed his purchasing authority and in accordance with applicable Indiana law regarding change orders, with a report to the Park Board and a request for ratification at a subsequent Park Board meeting. The motion was seconded by Ms. Kristunas and unanimously passed 8-0. Updates There were no other updates. Inlow Park Playground Redevelopment Project — Michael Klitzing Consideration of Myers Construction Management, Inc. Change Order #1 and Change Order #2 Director Klitzing requested approval after a brief description of each change order. Mr. Garretson made a motion to ratify the actions of Park Director Directors for approvals made during the course of constructions of, and approve Change Order #1 and #2 for, the Inlow Park Playground Redevelopment Project, as presented, seconded by Dr. Beer, and unanimously passed 8 — 0. Updates There were no other updates. West Park —The Groves Rebid Project — Michael Klitzing Ratification of Gibraltar Construction Corp. Change Order No. 36 and Change Order No. 37 Director Klitzing requested the Board ratify the change orders after he provided a brief description of both. Ms. Kristunas made a motion to ratify Director Klitzing's approval of Change Order No. 036 and Change Order No. 037 for West Park — the Groves Rebid Project as presented, seconded by Mr. Rude, and unanimously passed 8 — 0. Updates There were no other updates. Attorney's Report Ms. Grisham said she has been working with the management team on a variety of projects, most of which are included in the Director's Report. She will be attending the annual municipal lawyers seminar next week and will forward a report on what has changed in the law that affects the Park Board. Director's Report Director Klitzing stated that his report was included in the packet. Ms. Zheng asked if the re -accreditation visiting team would be meeting with the Park Board. Director Klitzing said that typically the accreditation team spends most of their time reviewing documentation and visiting selected sites. Page 4 Carmel/Clay Board of Parks and Recreation Tuesday, June 11, 2019 Monon Community Center Mr. Garretson asked questions related to the Clay Township Bonds. Director Klitzing said that the exact dollar amount for each project will not be known until the actual bonds are sold. Brief discussion followed. Information Items Parks Foundation: Mr. Rude said no meeting is scheduled at this time. Discussion followed. School Board: Ms. Zheng commended the Department for providing summer camps for the students. Plan Commission: There was no report. Park Board Comments Discussion Mr. Garretson asked if the explosion at the (Carmel) high school affected any of our programs. Director Klitzing said Carmel Clay Schools had to relocate some of their programs from the high school to the middle schools resulting in CCPR's summer camps moving to two different elementary schools. AdIournment There being no further business, a motion was made by Mr. Engledow, seconded by Ms. Kristunas, and unanimously passed 8 — 0 to adjourn the meeting at 6:59 p.m. Approved, Signa re Signature a9(c Date Date Page 5