Loading...
HomeMy WebLinkAbout2019-11-12-Park-Board-Meeting-MinutesCarmel/Clay Board of Parks and Recreation Tuesday, November 12, 2019, 6:00 p.m. Monon Community Center Member(s) Present: Jessica Beer, Jim Engledow, James Garretson, Joshua Kirsh, Nick Plopper, Linus Rude, Rich Taylor, Lin Zheng Member(s) Absent: Jenn Kristunas Others Present: Michael Klitzing, Department Director; Kurtis Baumgartner, Department Assistant Director; Sara Clark, Administration & Planning Director; Debra Grisham, Park Board Attorney Roll Call Call to Order & Pled a of Alle iance 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 6:03 p.m. followed by the Pledge of Allegiance. Presentation: 2020 — 2024 Com rehensive Parks and Recreation Master Plan Director Klitzing said that the Department has been working almost two years in preparing the new five-year master plan as required by the IDNR (Indiana Department of Natural Resources). Today's presentation provides another opportunity for public input. The Department will bring the Master Plan to the Park Board for final adoption in December. (At this time, Director Klitzing provided a PowerPoint presentation along with a high-level summary of the Master Plan.) Director Klitzing concluded by stating that the full document may be found at carmelclayparks.com/master- plans. At this time, Board Members engaged in discussion regarding various aspects of the Master Plan. Public Comments There were no public comments. Staff Reports Assistant Director Baumgartner said the standard staff reports were included in the Board packets. He also thanked the Board Members who attended the CAPRA banner unveiling. Board President Taylor asked that there be more advance notice on special meetings and ceremonies. Assistant Director Baumgartner added that the Department plans to start videotaping meetings and ceremonies. Committees Finance Committee Mr. Engledow stated that the Finance Committee met on October 29, 2019. They spent much time going through different funding options so that the Finance Committee is aware of the various funds, how they can be used, and how Director Klitzing anticipates those coming in and going out over the next five years. There are no further meetings scheduled right now. Carmel/Clay Board of Parks and Recreation Tuesday, November 12, 2019 Monon Community Center Nominating Committee Board President Taylor appointed Mr. Kirsh as Chair of the Nominating Committee with additional members Ms. Zhen and Dr. Beer. Mr. Kirsh will follow up with the appropriate meeting to discuss nominations for 2020. Minutes October 8, 2019 Park Board Executive Session Mr. Kirsh made a motion to approve the minutes as presented, seconded by Mr. Garretson, and unanimously passed 8-0. October 8, 2019 Park Board Meeting Mr. Kirsh made a motion to approve the minutes as presented, seconded by Mr. Garretson, and unanimously passed 8-0. Financial Report Consolidated Financial Report for September 2019 Mr. Engledow made a motion to acknowledge receipt of the Consolidated Financial Report for September 2019, seconded by Mr. Kirsh. Mr. Engledow asked about cost recovery. Director Klitzing said cost recovery looks good for MCC and ESE; however, we will need to do year-end line transfers from personnel to services. These line transfers are due to the cost of contract labor for quick clean-up of downed trees after major summer storms and a water leak at the splash pad within West Park. Board President Taylor called for a vote and the motion was unanimously passed 8 — 0. CCPR P&L Statements for October 2019 Mr. Engledow made a motion to acknowledge receipt of the P&L Statements for October 2019, seconded by Dr. Beer, and unanimously passed 8-0. Claims Claim Sheet November 12, 2019 Mr. Engledow made a motion to approve the Claim Sheet as presented, seconded by Mr. Kirsh, and unanimously passed 8 — 0. Clay Township Claim Sheet November 12, 2019 Mr. Engledow made a motion to approve the Clay Township Claim Sheet as presented, seconded by Dr. Beer, and unanimously passed 8-0. CCPR Payroll for October 11, 2019 and October 25, 2019 Mr. Engledow made a motion to approve payroll wages and liabilities as presented, seconded by Ms. Zheng, and unanimously passed 8 —0. Monetary Gifts, Grants, Partnerships, and Sponsorships for October 2019 — Sara Clark Ms. Clark presented one grant in the amount of $628.00 from the Indiana Audubon Society for a Citizen Science Program. Mr. Kirsh made a motion to accept this item as presented, seconded by Mr. Rude, and unanimously passed 8 — 0. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday, November 12, 2019 Monon Community Center New Business Consideration to Purchase Fitness Equipment for the Monon Community Center— Kurtis Baumgartner Assistant Director Baumgartner requested that the Board consider a quote to replace the selectorized strength equipment circuit. The current equipment is original to the facility and has outlived its life expectancy of 8 to 10 years. This is the last of the strength equipment that needs to be replaced at the MCC. After research, staff indicated that Matrix offers a very similar circuit and is the best option. Discussion followed. Mr. Plopper made a motion to authorize the purchase of new fitness equipment from BGI in the amount of $111,240.00 using special purchasing provisions permitted by Indiana Code Sections 5-22-10-12, seconded by Ms. Zheng, and unanimously passed 8 —0. Consideration to Purchase Furniture for the new Extended School Enrichment Office Space in the Monon Community Center — Kurtis Baumgartner Assistant Director Baumgartner stated the need for office furniture to accommodate the new ESE office after the catering kitchen conversion. A request for quotes was sent to three dealers and received only one quote from Commercial Office Environment. Discussion followed. Mr. Plopper made a motion to authorize the purchase of office furniture for the new Extended School Enrichment Office Space from Commercial Office Environments in the amount of $43,399.07 using special purchasing provisions permitted by Indiana Code Sections 5-22-10-12, seconded by Ms. Zheng, and unanimously passed 8 — 0. Old Business Central Park Trailhead & West Receiving Project Ratification of Monroe Construction Group, LLC Change Order No.1, Change Order No. 2 and Change Order No. 3 Director Klitzing asked that the Board ratify the change orders. The original contract price will not change as these three change orders are funded through the contingency fund. Descriptions of each change order followed. Mr. Engledow made a motion to ratify Director Klitzing's approval of Change Order No. 1, Change Order No. 2 and Change Order No. 3 for Central Park Trailhead and West Receiving Project, as presented, seconded by Ms. Zhen, and unanimously passed 8 — 0. Updates Director Klitzing stated that he provided updates within the Director's Report. He continued that lack of activity on the job site (Central Park Trailhead and West Receiving Project) has not been due to the contractor, but time waiting on a permit that was just received. More information followed. West Park —The Groves Rebid Project Updates — Michael Klitzing Director Klitzing said there was a walkthrough with the landscape architect and general contractor last week. There are still a couple of items including clean-up of the demolition site. Change orders will be presented in December, which will be the last for this project. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday, November 12, 2019 Monon Community Center Attorne 's Re ort Ms. Grisham provided an update on the JAVCA, LLC property on the White River corridor. The offer to purchase has been signed, and we are in a 45-day inspection period that concludes December 16, 2019. Director's Report Director Klitzing stated that an extensive Director's report was included in the Board packet. Director Klitzing said he was happy to present to the Park Board the commemorative recognition that the Department received from the Commission for Accreditation of Park and Recreation Agencies and the National Recreation and Park Association for being one of only 161 park and recreation systems in the country that is nationally accredited. The actual recognition letter was included in Staff Reports. Director Klitzing recognized Assistant Director Baumgartner for his outstanding leadership in helping CCPR achieve this reaccreditation. He did an incredible job. It was a team effort and every team has a great leader. Assistant Director Baumgartner helped keep us organized, gather all the information, and worked very closely with the Commission and the Visit Team to ensure they had everything to assess our park system. At the end, the Department met all 151 standards for a perfect score card on our reaccreditation. Director Klitzing said it was an honor to accept the commemorative recognition with Assistant Director Baumgartner on behalf of Carmel Clay Parks & Recreation at the national conference in September. Director Klitzing spoke about some of the big projects coming up. One'fOURward Focus' is reimagining existing parks. While we upgrade many of our parks within the park system, you will hear and see the branding of'Reimagining Parks.' These upgrades are made possible almost exclusively by Clay Township through the Clay Township Impact Program. We are very thankful to our elected officials at the Township for making this possible. The next two years (2020 and 2021) are going to be very disruptive with an aggressive construction schedule in many of our parks. In fact, parks will be closed when under construction due to safety issues. More information followed with discussion afterwards. Mr. Kirsh said the Department may want to consider using Carmel Link and utility bills to share information with the public. Dr. Beer said thank you for including the kids' voices. This sets Carmel Clay Parks & Recreation apart from other spaces. It is exciting that kids can see that their input really matters. Information Items Plan Commission: Mr. Kirsh said their Subcommittee Meeting was on Thursday due to Election Day. The full Plan Commission will meet on Tuesday. If anyone has questions, just let him know. School Board: Ms. Zhen announced that that the Carmel Clay Schools Safety Referendum was approved by 68.5 percent of Carmel voters. As a result, Carmel Clay Schools will receive, through increased property tax, up to $5 million annually for the next eight years. The funding will be used mostly to hire and train School Resource Officers at all schools including 11 elementary schools and improving access to mental health resources for students. Page 4 Carmel/Clay Board of Parks and Recreation Tuesday, November 12, 2019 Monon Community Center Parks Foundation: Mr. Rude said all but two Foundation Members attended the September 17th meeting. There was discussion about approval of the amended bylaws and the role of the Foundation. Park Board Comments / Discussion Mr. Garretson spoke about the bad road conditions in Hazel Landing Park. Director Klitzing said the drive is on Martin Marietta property. The city has an easement for the water utility operation, and it is the only means to access the park. The gravel road is graded annually after the spring flooding. Discussion followed. Mr. Kirsh announced that he was honored to take part in Clay Middle School's project based learning, which starts in the spring. More information to follow. On a more personal note, Mr. Kirsh spoke about his cousin and her love of the Monon Trail. In honor of his cousin, the next time you are on the Monon Trail just enjoy it, realize life is short, and be thankful for the facilities that we have here. Mr. Engledow said his grandkids love the zip line at West Park. It is awesome, and he hopes that more will be installed throughout the park system. Board President Taylor thanked the volunteers who contributed almost 300 hours in October. This is amazing and he advised that others keep an eye on the Parks & Natural Resources report. Board President Taylor thanked ESE staff for their participation in the Darkness to Light training, a prevention program for adults to understand, identify, and report signs of abuse. Since 2011, ESE has received the important designation of Darkness to Light Partner. He applauds the Department and the ESE program in taking these steps to protect our youth. Assistant Director Baumgartner added that all staff are required to go through this program now. Adjournment There being no further business, a motion was made by Mr. Rude, seconded by Mr. Engledow, and unanimously passed to adjourn the meeting at 7:57 p.m. Approved, Signature C / "/,//,au/ Signature la �c �19 Date Date l 21--fD '1i Page 5