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HomeMy WebLinkAbout2019-10-08-Park-Board-Meeting-MinutesCarmel/Clay Board of Parks and Recreation Tuesday, October 8, 2019, 6:00 p.m. Monon Community Center Member(s) Present: Jessica Beer, Jim Engledow, James Garretson, Jenn Kristunas, Nick Plopper, Linus Rude, Rich Taylor, Lin Zheng Member(s) Absent: Joshua Kirsh Others Present: Kurtis Baumgartner, Department 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 Assistant Director Baumgartner said the standard staff reports were included in the Board packets. He added that once again, CCPR was featured in several publications over the last several weeks including some positive press on the updated master plan and reaccreditation. The Department received its official reaccreditation at the National Conference last week and will be celebrating that accomplishment on October 22"d at 11 a.m. when a new banner is unveiled in the gymnasium. Park Board Members are invited to attend. Assistant Director Baumgartner provided a 3rd quarter budget update with comparisons to 2017 and 2018. Finance Committee Ms. Kristunas stated the Finance Committee will meet October 291h at 6 p.m. at the Administration Building. Minutes September 10, 2019 Park Board Meeting Mr. Garretson made a motion to approve the minutes as presented, seconded by Mr. Engledow, and unanimously passed 8-0. Financial Retorts Consolidated Financial Report for August 2019 Ms. Kristunas made a motion to acknowledge receipt of the Consolidated Financial Report for August 2019, seconded by Mr. Garretson, and unanimously passed 8 —0. CCPR P&L Statements for September 2019 Ms. Kristunas made a motion to acknowledge receipt of the P&L Statements for September 2019, seconded by Mr. Garretson, and unanimously passed 8-0. Carmel/Clay Board of Parks and Recreation Tuesday, October 8, 2019 Monon Community Center Claims Claim Sheet October 8, 2019 Ms. Kristunas made a motion to approve the Claim Sheet as presented, seconded by Mr. Engledow, and unanimously passed 8 — 0. Clay Township Claim Sheet October 8, 2019 Ms. Kristunas made a motion to approve the Clay Township Claim Sheet as presented, seconded by Mr. Plopper, and unanimously passed 8 — 0. CCPR Payroll for September 13, 2019 and September 27, 2019 Ms. Kristunas made a motion to approve payroll wages and liabilities for the payroll dates September 13, 2019 and September 27, 2019, seconded by Mr. Engledow, and unanimously passed 8-0. Monetary Gifts, Grants, Partnerships, and Sponsorships for September 2019 — Sara Clark Ms. Clark presented one partnership donation in the amount of $250.00 from Carmel Health & Living. Ms. Kristunas made a motion to accept this item as presented, seconded by Mr. Garretson, and unanimously passed 8 — 0. New Business Consideration of Resolution No. G-2019-006 regarding an Interest in the Purchase of Real Estate — Michael Klitzing Assistant Director Baumgartner requested that the Board consider the resolution regarding an interest to purchase real estate. Mr. Engledow made a motion to waive the reading of Resolution No. G-2019-006 and enter it into business, seconded by Ms. Kristunas, and unanimously passed 8 — 0. Mr. Plopper made a motion to adopt Resolution No. G-2019-006 as presented, seconded by Ms. Kristunas, and unanimously passed 8 — 0. Ms. Kristunas made a motion to authorize the Director to seek from both the City of Carmel Common Council and the Clay Township Board, ratification of all actions taken by the Park Board and on its behalf, consistent with Park Board Resolution G-2019-004, wherein the Park Board expressed an interest in the purchase of the JAVCA, LLC Property as described therein, seconded by Mr. Engledow, and unanimously passed 8 — 0. Consideration of quote for Wilfong Pavilion at Founders Park Flooring Project — Kurtis Baumgartner Assistant Director Baumgartner requested that the Board approve the quote received to replace the flooring at Wilfong Pavilion. The new flooring will help diversify the types of programs offered as the concrete is not conducive to aerobic type activities. The existing flooring was installed when the building was originally built. Staff recommends that Wilfong have similar flooring to the MCC and the Jill Perelman Pavilion, which is easy to clean and maintain. The Department has an outstanding relationship with Jack Laurie Group, the only company that submitted a quote. Mr. Garretson asked if this flooring came in squares. Assistant Director Baumgartner said the rubber the product comes in squares and can easily be swapped out. The installers will have leftovers, which will provide an adequate stock of material for replacements. Mr. Engledow asked about the age of the facility. Assistant Director Baumgartner said construction of Wilfong was in 2014. Discussion followed. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday, October 8, 2019 Monon Community Center Ms. Kristunas made a motion to accept the quote from Jack Laurie Group and award a contract to Jack Laurie Group in the amount of Forty Eight Thousand Five Hundred Dollars ($48,500) for the Wilfong Pavilion Flooring Project, seconded by Mr. Garretson, and unanimously passed 8-0. Old Business Central Park Trailhead & West Receiving Project Updates — Kurtis Baumgartner Assistant Director Baumgartner said that Monroe Construction is on site, and they have been doing an outstanding job. The curbs are in and the area is ready for construction of the building once city permits are received. West Park —The Groves Rebid Project Updates— Kurtis Baumgartner Assistant Director Baumgartner said that demolition of the former Perelman house and outbuildings has started. The parking lot lights are expected to be installed soon. Demolition and parking lot lights should be completed by the October 25t" deadline. Mr. Garretson asked if staff had addressed the project's change orders with the contractor. Board President Taylor spoke briefly about the history of this project and reminded the Board that staff kept them informed. Assistant Director Baumgartner added that SmithGroup and Williams Architects were very understanding of the Park Board's concerns. Discussion followed. Attornev's Report Ms. Grisham presented the notice of public hearing distributed to each Board Member. The applicant is requesting a zone change from the Carmel Plan Commission for a townhome project close to the trailhead at Rohrer Road. Mr. Engledow questioned the dedicated connection to the Monon. Ms. Grisham said she would bring it to Director Klitzing's attention. Director's Report The Director's report was included in the Board packet. Assistant Director Baumgartner added that DNR (Department of Natural Resources) is reviewing the draft master plan, which will be presented to the Park Board next month. Mr. Garretson asked if the dead fish at Meadowlark Park was caused by spraying for mosquitos due to the positive tests for the West Nile virus. Assistant Director Baumgartner replied this was the first he had heard of this issue, and he would ask staff to check. Board President Taylor added that the health department takes care of monitoring and spraying mosquitos. Mr. Engledow asked about the kickoff meeting for Flowing Well Park. Assistant Director Baumgartner said this kickoff was to discuss the scope of the project. Dr. Beer asked about the focus groups involving ESE kids. Assistant Director Baumgartner stated that the first ESE focus group in 2016 during development of the West Park Master Plan went really well so this was done again this year. The consultants and staff visited a couple of elementary schools and gathered conceptual feedback from the kids on their interests. Information Items School Board: Ms. Zhen said she had no report. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday, October 8, 2019 Monon Community Center Park Board Comments / Discussion Mr. Garretson asked if the Department had been approached about putting 5G towers in parks. He stated that the Carmel Cable and Telecommunications Commission sent a memo to the Council asking them to put a pause on this due to health concerns. Assistant Director Baumgartner stated there have been no requests for such towers. Mr. Garretson provided a brief update on the Library's $42 million project. Ms. Kristunas thanked Assistant Director Baumgartner for the finance presentation and asked that he provide these on a quarterly basis. Mr. Engledow congratulated Assistant Director Baumgartner and staff on reaccreditation. He added that this is a big deal, which took a tremendous amount of effort. Assistant Director Baumgartner said staff worked as a team. The Department received 100% and met each of the 151 standards. Adjournment There being no further business, a motion was made by Ms. Kristunas, seconded by Mr. Engledow, and unanimously passed to adjourn the meeting (6:56 p.m.) Approved, C-, Signature Sig ature Date Date 11 / .1--zI;dz9 Page 4