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HomeMy WebLinkAbout2019-07-09-Park-Board-Meeting-MinutesCarmel/Clay Board of Parks and Recreation Tuesday, July 9, 2019, 6:00 p.m. Monon Community Center Member(s) Present: Jessica Beer, James Garretson, Joshua Kirsh, Jenn Kristunas, Linus Rude, Rich Taylor, Lin Zheng Member(s) Absent: James Engledow; Nick Plopper 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 Ms. Kristunas to call the roll. After Ms. Kristunas stated there was a quorum, Board President Taylor called the meeting to order at 6:07 p.m. followed by the Pledge of Allegiance. Public Comments Board President Taylor welcomed Matt Snyder, Township Board Member, and thanked him for his work. Mr. Snyder said that the Clay Township government body is embarking on a monumental initiative, approximately $60 million impact program. The money will be divided in two - about half for community service and fire safety with the other half for the parks and recreation department of Carmel Clay. After many meetings, the Township selected several projects from the master plan to inject financial assistance to keep the parks department number one. The first three parks to receive assistance are Meadowlark, Carey Grove, and West. The next three parks are Flowing Well, River Heritage, and Inlow. A list of projects are listed on the website: claytownshipimpact.org. Director Klitzing added that other projects include the Monon Greenway and expansion of the Japanese Garden, which will evolve into more of an Asian garden recognizing Japan and China. Mr. Snyder said that the City of Carmel has two sister cities, one in Japan and one in China. Director Klitzing said the fiber loop will benefit parks as well. Mr. Snyder spoke about the installation of the dedicated fiber line for use by parks, government entities, school system, and fire department, This secure line will be for public emergencies and allow all entities to communicate with each other without interruption. Mr. Garretson stated that the outcome of all of this demonstrates the value of maintaining the Township Board. Board President Taylor thanked the (Clay) Township, especially Mr. Snyder, for putting this together. Mr. Snyder thanked the Park Board, Director Klitzing, and Assistant Director Baumgartner for their support along the road. He also thanked Ms. Grisham, Park Board Attorney, for all she has done. Discussion followed. Dan Dutcher, President of the Carmel/Clay Parks Foundation, addressed the Board after distributing a handout. Mr. Dutcher acknowledged Judy Hagan, former Clay Township Trustee and former member of the Park Board, in the audience. Mr. Dutcher stated he, too, was formerly on the Board and served two terms. Carmel/Clay Board of Parks and Recreation Tuesday, July 9, 2019 Monon Community Center Mr. Dutcher said he is really proud of everything the Parks Foundation has accomplished since 2011. The Foundation's mission statement is, "To enhance the recreational and cultural life of the community by supporting Carmel Clay Parks and Recreation with projects not funded through taxpayer dollars." It is a special time for the Parks Department, especially after hearing the announcement about the Clay Township Impact Program, which is building on all the great things already established and represented by the Gold Medal. The Parks Foundation is a 501-3-c nonprofit. The membership roster includes several former members of the Parks Board. Funding primarily comes from a legacy from the Greenspace Endowment of about $200,000, supplemented by another $200,000, and an additional Endowment of about $30,000. Money is housed and managed by what used to be the Legacy Fund, which is now CICF and is subject to some restrictions and agreements. Primary revenue sources are annual board dues, Pedal and Park, and community donations. Past focuses have been on controlling invasives and contributing toward scholarships. The Parks Foundation has yet to determine its proper role. In the meantime, the Foundation may receive requests and gifts not able to by the Department, as well as focus on advocacy. Consider the Foundation as a tool in your toolbox, at this point. The Foundation looks forward to working with the Park Board. Ms. Hagan provided a detailed background of the endowments in the Legacy Fund. The $30,000 is basically the interest that has accumulated since the 90s. Discussion followed regarding access to endowment funds. Greenspace does take a distribution from time to time for the invasive species. Ms. Hagan added that she and former Park Board Members are very proud of the Department. In conclusion, Mr. Dutcher thanked Mr. Rude who serves on the Board for his commitment. Mr. Dutcher advised that under the Foundation's agreement with the Legacy Fund, the dollar amount cannot go below $400,000. Mr. Dutcher thanked the Board for its time. Staff Reports Assistant Director Baumgartner said the standard staff reports were included in the Board packets. In May and June, the Department received some great coverage on everything from The Waterpark to the upgrades planned as part of the Clay Township Impact Program. Next month's packet will include a copy of the feature cover story written by Eric Mehl featured in the July edition of PRB (Parks & Rec Business) magazine. The article is about how The Waterpark has evolved over time. It provides great detail and a sneak peek on how we make decisions. Assistant Director Baumgartner said Mr. Mehl did a phenomenal job, and he is extremely proud of him. Mr. Garretson asked if The Waterpark was open today (July 9th). Director Klitzing responded that all features were open except the Activity Pool. Ms. Zheng asked if there were separate reports for The Waterpark revenue. Director Klitzing said that The Waterpark and the MCC are operated as a joint facility so it is not a standalone operation. Brief discussion followed. Finance Committee Ms. Kristunas said that the Finance Committee has not met. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday, July 9, 2019 Monon Community Center Minutes June 11, 2019 Park Board Workshop Ms. Kristunas made a motion to approve the minutes as presented, seconded by Mr. Kirsh and unanimously passed 7 — 0. June 11, 2019 Park Board Meeting Ms. Kristunas made a motion to approve the minutes as presented, seconded by Mr. Kirsh, and unanimously passed 7 — 0. Financial Reports Consolidated Financial Report for May 2019 Ms. Kristunas made a motion to acknowledge receipt of the Consolidated Financial Report for May 2019, seconded by Mr. Garretson. Ms. Zheng asked about the cost of the bus trips listed in the ESE 108 P&L January through June. Assistant Director Baumgartner explained that this increase was due to the new pavilion at West Park and the necessary transportation to and from camp locations to the Waterpark and other field trip locations within Indiana. Ms. Zheng asked about the equipment repairs. Assistant Director Baumgartner said he would research this and respond accordingly. Board President Taylor called for the vote and the motion was unanimously passed 7 — 0. CCPR P&L Statements for June 2019 Ms. Kristunas made a motion to acknowledge receipt of the P&L Statements for June 2019, seconded by Mr. Kirsh, and unanimously passed 7 — 0. CCPR Payroll for January 4, 2019 through June 7, 2019 Director Klitzing explained the next two action items. The Department recently concluded the annual audit with the State Board of Accounts that requested that the Park Board approve our payroll. More information followed. Ms. Kristunas made a motion to approve the payroll wages and liabilities for the payroll dates beginning January 4, 2019 through June 7, 2019, seconded by Mr. Rude, and unanimously 7 — 0. CCPR Payroll for June 21, 2019 and July 5, 2019 Ms. Kristunas made a motion to approve payroll wages and liabilities for the payroll dates June 21, 2019 and July 5, 2019, seconded by Mr. Rude, and unanimously passed 7 —0. Claims Claim Sheet July 9, 2019 Ms. Kristunas made a motion to approve the Claim Sheet as presented, seconded by Mr. Garretson, and unanimously passed 7 — 0. Clay Township Claim Sheet July 9, 2019 Ms. Kristunas made a motion to approve the Clay Township Claim Sheet as presented, seconded by Mr. Garretson, and unanimously passed 8-0. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday, July 9, 2019 Monon Community Center Monetary Gifts, Grants, Partnerships, and Sponsorships for June 2019 — Sara Clark Ms. Clark stated there was nothing to report. New Business Consideration of Resolution G-2019-004 regarding an Interest in the Purchase of Real Estate — Michael Klitzing Director Klitzing explained that under Indiana law, when a unit of government is interested in purchasing property, such a resolution is required to be passed. This is not a commitment to purchase real estate. The recommended resolution concerns 13.56 acres located at 11299 Hazel Dell Parkway. More information followed. Mr. Kirsh made a motion to waive the reading of Resolution G-2019-004 and enter it into business, seconded by seconded by Ms. Kristunas, and unanimously approved 7-0. Mr. Kirsh made a motion to adopt Resolution G-2019-004 as presented, seconded by Mr. Rude, Mr. Rude asked about the appraised value. Director Klitzing said there would be two appraisals. Discussion followed. Board President Taylor called for the vote and the motion was unanimously passed 7 — 0. Consideration of Resolution G-2019-005 regarding Project Agreement with Clay Township and Appointment of Board Designees — Michael Klitzing Director Klitzing said that much of the information has already been by Mr. Snyder earlier in the meeting. We are very fortunate that Clay Township has taken actions to embark on the Impact Program that will have a great impact on parks. The proposed resolution formally adopts the agreement between the Park Board and Clay Township, which gives the Township authority to construct the projects that are either owned or managed by the Park Board. One of the key provisions in the agreement is that the Park Board does retain design control effectively over these projects. Discussion followed. Director Klitzing added that the Clay Township Board has already approved this agreement. Ms. Kristunas made a motion to waive the reading of Resolution G-2019-005 and enter it into business, seconded by Mr. Garretson, and unanimously passed 7 — 0. Ms. Kristunas made a motion to adopt Resolution G-2019-005 as presented, seconded by Mr. Rude, and unanimously passed 7 — 0. Consideration of Professional Services Agreement with American Structurepoint, Inc. for Central Park West Roundabout Enhancement and Parking Lot Resurfacing project— Michael Klitzing Director Klitzing asked that the Board approve the professional services agreement for upcoming interior projects within Central Park on the west side. More details followed. Ms. Kristunas made a motion to approve a Professional Services Agreement with American Structurepoint, Inc. for the design and project management of the Central Park West Roundabout Enhancement and Parking Lot resurfacing Project in an amount not to exceed $146,200 and authorize the Park Board President to execute the same and change orders not to exceed their purchasing limit by the Director and Assistant Director with ratification to the Board, seconded by Mr. Kirsh, and unanimously passed 7 —0. Page 4 Carmel/Clay Board of Parks and Recreation Tuesday, July 9, 2019 Monon Community Center Consideration of Quote for Aquatics Duct Sock Replacement at Monon Community Center — Kurtis Baumgartner Assistant Director Baumgartner requested that the Park Board consider quotes to purchase a new duct sock in the indoor aquatics area. This large fabric sock delivers conditioned air within the indoor aquatics area, The current duct sock is original to the facility and has had many repairs. It was also discovered that the duct sock is undersized and cannot actually handle the large volume of air it currently receives. The requested quotes will correct that issue. Discussion followed. Ms. Kristunas made a motion to accept the lowest responsive and responsible quote from, and award a contract to, Ellis Mechanical, Inc. and authorize the Assistant Director to execute a purchase order in the amount of $38,141 for the duct sock replacement at the Monon Community Center, seconded by Ms. Zhen, and unanimously passed 7-0. Consideration of Quotes for Monon Community Center Catering Kitchen Renovation Project — Kurtis Baumgartner Assistant Director Baumgartner said that the east building of the Monon Community Center has evolved over the last several years from a space for weddings/events to a revenue generating area. The catering kitchen has changed into a storage area. Several ideas were explored and the decision was made to convert this area into office space, especially due to the addition of six full-time staff with minimal workspace available. The new office space will accommodate ESE staff, which will be close to camps, and a reception area. Discussion followed. Mr. Kirsh made a motion to accept the quote from Boyle Construction Management, Inc. ("BCMI") and award a contract to BCMI in the amount of Sixty Eight Thousand Twenty Nine Dollars ($68,-29.00) for the MCC Catering Kitchen Renovation, seconded by Ms. Zhen, and unanimously passed 7 — 0. Mr. Kirsh made a motion to authorize the Park Department Director or Assistant Director to execute a construction contract with BCMI and take all steps necessary and appropriate to facilitate the Project, including approval of change orders not to exceed twenty percent (20%) of the Contract Price, with a report to, and ratification from, the Board, seconded by Ms. Kristunas, and unanimously passed 7 — 0. Old Business Central Park Trailhead & West Receiving Project Updates — Michael Klitzing There is no progress to report, as construction will start after Labor Day. The kickoff meeting with the design team and contractor was held on July 24tn West Park — The Groves Rebid Project— Michael Klitzing Consideration of Change Orders Director Klitzing provided past information in reference to the bidding process for The Groves Project. Funding is now available for installation of parking lot lights, and there was an add alternate when the original contract was issued to Gibraltar. The Department put out a request for quotes for exterior lighting. After review of quotes, the Department requested Change Order No. 038 from Gibraltar saving over $5,000. Discussion followed. Mr. Kristunas made a motion to approve Change Order No. 038 for West Park —The Groves Rebid Project as presented, seconded by Mr. Kirsh, and unanimously passed 7 — 0. Page 5 Carmel/Clay Board of Parks and Recreation Tuesday, July 9, 2019 Monon Community Center Updates Director Klitzing added that another change order will be brought to the Board for demolition of the Perelman House and existing structures, which will enhance the aesthetics and safety of the site. The contractor is working on exterior items on the punch list including landscaping. The building is working wonderfully, and camps have been thrilled with this new location. Consideration of Quote for West Park —The Groves Exterior Lighting Project— Kurtis Baumgartner No action was required. Attorney's Report Ms. Grisham said she received a notice of public hearing for July 161h at the Carmel Plan Commission for a development of townhomes on Rohrer Road. Discussion followed. Director's Report Director Klitzing stated that his report was included in the packet. He added that he is still working with the consultant on identifying a date for the Master Plan presentation at the joint (Park Board, City Council, Clay Township Board) meeting. Director Klitzing extended his gratitude and sincere thanks to Assistant Director Baumgartner in his recent efforts to lead the Department through its reaccreditation. The Department is accredited through the Commission for Accreditation of Parks and Recreation Agencies (CAPRA) and received its initial accreditation in 2014 with a five-year accreditation cycle. A few weeks ago, the visit team reviewed our compliance with 151 standards that the Commission has established as best practices for parks and recreation. Director Klitzing said he was pleased to report that we passed 100% of the standards. The visit team will submit their recommendation to the Commission for final determination. We anticipate our reaccreditation at the September conference of the National Recreation and Park Association. Assistant Director Baumgartner did an excellent job taking the reins of coordinating that effort and working with the entire Department as it is a full team effort. His leadership in helping ensure that we remain an accredited parks system was truly exemplary. Director Klitzing said he wanted to thank him and recognize him for that work. Board President Taylor commended Assistant Director Baumgartner and mentioned that he appreciated other community leaders' participation. Chief of Police (James) Barlow, and Chief (David) Haboush of the Carmel Fire Department were in attendance along with other Council Members and Township Board Members, throughout the week. It was nice that everyone was there to welcome the visitors to the community. Director Klitzing added that we certainly appreciate support from the City and the Township. It was an honor to have both chiefs attend so we could recognize their departments as the other two accredited departments within the City. Information Items Plan Commission: Mr. Kirsh said this development (Rohrer Road Townhomes) fits in line with planning. It is close to our urban core. It is close in proximity to the Monon Trail, and it does not compete with other products around it. Parks Foundation: There was no report. Page 6 Carmel/Clay Board of Parks and Recreation Tuesday, July 9, 2019 Monon Community Center School Board: There was no report. Park Board Comments/ Discussion Mr. Garretson said he was very appreciative of Judy (Hagan) and Dan (Dutcher) attending the Board meeting, providing him a better understanding of the Parks Foundation. Mr. Kirsh said that the Monon Mixer was awesome. Mr. Rude referenced the employment report and full-time separations and asked about filling the open positions. Director Klitzing said when a vacancy occurs; staff conduct an evaluation of what is best for the Department moving forward. He stated he anticipates the positions to be filled relatively soon. Adjournment There being no further business, a motion was made by Mr. Rude, seconded by Ms. Kristunas, and unanimously passed 7 — 0 to adjourn the meeting at 7:48 p.m. Approved, Signature Signa r k 13 461g Date /� �1 Date Page 7