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HomeMy WebLinkAbout2020-01-14-Annual-and-Regular-Park-Board-Meeting-MinutesCarmel/Clay Board of Parks and Recreation Annual and Regular Park Board Meeting Minutes Tuesday, January 14, 2020, 6:00 p.m. Monon Community Center Member(s) Present: Jessica Beer, James Garretson, Joshua Kirsh, Jenn Kristunas, Nick Plopper, Linus Rude, Rich Taylor, Lin Zheng Member(s) Absent: Jim Engledow 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 & Pledge of Alle ig ance 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. Assistant Director Baumgartner introduced Michelle Yadon, Inclusion Program Supervisor. Ms. Yadon has been in her role with the Department for nearly six years. She is a certified therapeutic recreation specialist and a certified drama therapist. Through Ms. Yadon's efforts, the Department has touched the lives of thousands of participants. In 2014, which was her first year with the Department, we served 1,093 individuals in our adaptive programs, and in 2019, we served 2,950 participants. Through Ms. Yadon's efforts, the Department has also experienced tremendous growth in the diversity of our program offerings. She is an outstanding individual who is passionate about her work. We are quite blessed to have her as a member of the CCPR family. On November 8th, Ms. Yadon received the 2019 Performance Award presented to her by the North America Drama Therapy Association at its 401h Annual Conference in Philadelphia. This award is given to an individual who best utilizes live or recorded performances to facilitate individual or collective awareness and transformation. Assistant Director Baumgartner thanked Ms. Yadon for her efforts and continued patronage to the community. (Applause) Director Klitzing added that CCPR is tremendously blessed to have Ms. Yadon as part of the Carmel Clay Parks & Recreation team. She has brought much to the Department with her commitment in working with and working for people with disabilities and helping insure that we, as a parks system, place a great value in serving the underserved needs of the community. She has raised the awareness of people with disabilities throughout the organization and helped ingrain this ethic into our parks system. Director Klitzing added that he could not think of anyone else who was more deserving of this special award. Ms. Yadon, thanked everyone and said she is lucky to work for Carmel Clay Parks & Recreation. She added that many therapists around the country do not have the resources or support that she enjoys, allowing her to do her job and make a change. Carmel/Clay Board of Parks and Recreation Tuesday,, January 14. 2020 Monon Community Center Mr. Kirsh spoke of Ms. Yadon's work. He said he sees her quite often and she is great at what she does. She is one of those special people who embodies what we want from all MCC employees — always smiling and gracious. Keep up the good work. Board President Taylor thanked Ms. Yadon for all she has done for the parks system. He stated that through her efforts, the Department was recognized a few year ago by NRPA (National Recreation and Park Association) for the amazing playback troupe. Director Klitzing confirmed that CCPR was the 2016 recipient of the National Inclusion Award with Ms. Yadon's contributions and the playback troupe definitely was one of the key factors. Board President Taylor said that because of her efforts, CCPR was able to serve those kids that might not otherwise be able to participate in our programs. Committees Finance Committee Ms. Kristunas said we have not had a meeting. Nominating Committee Mr. Kirsh said the Committee met last year. Mr. Kirsh made a motion to nominate the following slate of officers: Rich Taylor as President; Nick Plopper as Vice President; Jenn Kristunas as Treasurer; and Jim Engledow as Secretary. The Committee requests that Mr. Engledow continue to mentor both Mr. Taylor and Mr. Plopper. The motion was seconded by Mr. Garretson, and unanimously passed 8 — 0. Minutes December 10, 2019 Park Board Meeting Mr. Plopper made a motion to approve the minutes as presented, seconded by Mr. Kirsh, and unanimously passed 8 — 0. Financial Reports Consolidated Financial Report for November 2019 Ms. Kristunas made a motion to acknowledge receipt of the Consolidated Financial Report for November 2019, seconded by Mr. Kirsh, and unanimously passed 8 —0. CCPR P&L Statements for December 2019 Ms. Kristunas made a motion to acknowledge receipt of the P&L Statements for December 2019, seconded by Mr. Kirsh. Assistant Director Baumgartner reviewed specific information on Funds 108 and 109. Director Klitzing added comments regarding the ESE program as a cost neutral program. The Department provides excellent service by delivering strong summer camp programs, generating revenues and investing in facilities such as the Jill Perelman Pavilion. Very few park systems are able to do that. Board President Taylor said the program also provided fee waivers and financial assistance of $172,000. Assistant Director Baumgartner added information relevant to Fund 109 which shows staffs ability to delivery improved programmatic opportunities. He concluded that staff did an excellent job in monitoring their budgets. Board President Taylor called for the vote and the motion was unanimously passed 8 — 0. Claims Claim Sheet January 14, 2020 Ms. Kristunas made a motion to approve the Claim Sheet as presented, seconded by Mr. Garretson, and unanimously passed 8 — 0. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday, January 14, 2020 Monon Community Center Clay Township Claim Sheet January 14, 2020 Ms. Kristunas made a motion to approve the Clay Township Claim Sheet as presented, seconded by Mr. Kirsh, and unanimously passed 8 —0. CCPR Payroll for December 6, 2019, December 20, 2019, and January 3, 2020 Ms. Kristunas made a motion to approve payroll wages and liabilities as presented, seconded by Mr. Kirsh, and unanimously passed 8 — 0. Board President Taylor advised Board Members to review the contract log provided in the Board packet to insure no conflicts of interest. Monetary Gifts Grants Partnerships, and Sponsorships for November 2019 — Sara Clark Ms. Clark presented one partnership in the amount of $250.00 from Carmel Health & Living for internal programs. Mr. Kirsh made a motion to accept this item as presented, seconded by Mr. Rude. Board President Taylor thanked Carmel Health & Living for their contribution. The vote was called and the motion was unanimously passed 8 — 0. New Business - Election of Park Board Officers for 2020 This action item was addressed earlier in the meeting. Park Board Appointments to the Park Board Finance Committee Board President stated that as Treasurer, Ms. Kristunas, will serve on the Finance Committee. He recommended that Mr. Engledow and Dr. Beer be appointed to the Finance Committee. Mr. Plopper made a motion to appoint Mr. Engledow and Dr. Beer to serve on the Park Board Finance Committee, seconded by Ms. Kristunas, and unanimously passed 8-0. Park Board Appointment to the Carmel Plan Commission Board President recommended that Mr. Kirsh continue to serve as the appointee to the Plan Commission. Mr. Plopper made a motion to appoint Mr. Kirsh to the Carmel Plan Commission, seconded by Ms. Kristunas, and unanimously passed 8 — 0. Park Board Appointment of Liaison to the Carmel Clay Parks Foundation Board President recommended that Mr. Rude continue as liaison to the Parks Foundation. Mr. Plopper made a motion to appoint Mr. Rude as liaison to the Carmel Clay Parks Foundation, seconded by Ms. Kristunas, and unanimously passed 8 — 0. Consideration of Resolution G-2020-001 to Adopt the Schematic Design Drawings for The Core in West Park —Michael Klitzing Director Klitzing introduced Gregg Calpino with SmithGroup. Before the presentation, Director Klitzing said the Department is fortunate to receive a significant amount of funding from Clay Township through the Clay Township Impact Program and as previously approved by the Park Board, will supplement funding to better implement more of the 2016 West Park Master Plan. At this time, Mr. Calpino presented a detailed overview of the schematic designs for West Park — The Core. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday, January 14, 2020 Monon Community Center After a lengthy discussion, Mr. Garretson made a motion to waive the reading of Resolution G-2020-001 and enter it into action, seconded by Mr. Kirsh, and unanimously passed 8-0. Mr. Garretson made a motion to approve Resolution G-2020-001, seconded by Mr. Rude, and unanimously passed 8 — 0. Director Klitzing formally introduced Frank Parisi with Williams Architects. Both SmithGroup and Williams Architects worked on the designs. Mr. Parisi was the architect for the Monon Community Center, as well as the Jill Perelman Pavilion. Ratification of 2019 General Fund End of Year Budget Line Transfers — Kurtis Baumgartner Assistant Director Baumgartner said that state law and the State Board of Accounts mandate that all general fund budget lines be at zero or finish in the positive. A summary of the line transfers were included in the Board packet. Ms. Kristunas made a motion to ratify the 2019 end of year budget line transfers as presented, seconded by Mr. Rude, and unanimously passed 8 — 0. Consideration of Quotes for the Monon Community Center East and West Program Rooms Flooring Project — Kurtis Baumgartner Assistant Director Baumgartner presented the quote received for the flooring of five rooms —two in the west building and three in the east. Mr. Plopper made a motion to accept the quote from Jack Laurie Group and award a contract to Jack Laurie Group in the amount of Fifty Eight Thousand Five Hundred Dollars ($58,500) for the Monon Community Center East and West Program Rooms Flooring Project, seconded by Ms. Kristunas, and unanimously passed 8-0. Old Business Central Park Trailhead & West Receiving Project Updates — Michael Klitzing Director Klitzing said the project is coming along with a progress meeting scheduled Thursday (January 16, 2020) morning. West Park —The Core Project Updates— Michael Klitzing Director Klitzing mentioned the schematic designs approved earlier in the meeting. Attorney's Report Ms. Grisham stated she had been busy with the acquisition of the Steckley property. The closing was on the (December) 23rd Director's Report Director Klitzing stated that his report was included in the Board packet. Director Klitzing concluded that at the February 11th Board Meeting, the consultant will present the findings of the feasibility study for the White River Greenway North Extension. Also, Brenda Myers with Visit Hamilton County, will present an overview of the White River Vision Plan. Page 4 Carmel/Clay Board of Parks and Recreation Tuesday, January 14, 2020 Monon Community Center Finally, Director Klitzing thanked the Park Board for their support in 2019. His first year as Director of Carmel Clay Parks & Recreation has been rewarding and what was accomplished as a parks system could not have been possible without the Park Board as well as CCPR's tremendous staff. Information Items School Board: Ms. Zheng said that the second half of the school year started January 7th. Also, the School Board approved the name of the new elementary school, Clay Center Elementary. Kindergarten registration is underway with a March 6th deadline. Children age 5 by September 1, 2020 are eligible for kindergarten in Carmel Clay Schools. Plan Commission: Mr. Kirsh stated that the first meeting of the year was tabled due to no items. Mr. Kirsh spoke about the recent death of Tom Kegley, who was a tremendous asset to the Plan Commission. Parks Foundation: Mr. Rude said there are no meetings scheduled. Park Board Comments / Discussion Mr. Kirsh spoke about the registration process of summer camps. He was quite surprised that most of the great camps sold out so quickly. Assistant Director Baumgartner said that the demand was exceptionally high with some camps sold out within seven minutes. He added that there are other camps still available. Ms. Kristunas thanked the Board for her appointment as Treasurer. She also thanked the Clay Township Board and Trustee for her reappointment of four more years. Mr. Plopper thanked the Board Members for their faith and trust in him to serve as Vice President. Board President Taylor thanked SmithGroup and Williams Architects for incorporating accessibility components into the schematic design ( West Park — The Core). Board President Taylor said it was an honor to serve as President. He takes this position very seriously and appreciates their continued confidence. Adiournment There being no further business, Ms. Kristunas made a motion to adjourn the meeting, seconded by Mr. Rude, and unanimously passed 8 — 0. Board President Taylor adjourned the meeting at 7:09 p.m. Approved, nature Signature .zlit zoZ0 Date x- o2.Cl . -; -7 Date Page 5