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HomeMy WebLinkAbout2020-01-14-Park-Board-Packet Carmel/Clay Board of Parks and Recreation Tuesday, December 10, 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: 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 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 staff reports were included in the Board packets. Ms. Zheng asked about Insurance-Paid Membership Passes. Assistant Director Baumgartner explained the Medicare reimbursement programs. Committees Finance Committee Ms. Kristunas said she had no updates. Nominating Committee Dr. Beer said all three members (Mr. Kirsh, Dr. Beer, Ms. Zheng) met at City Hall last Tuesday to discuss their recommendations. Ms. Zheng stated that Mr. Kirsh, Committee Chair, would present their nominations at the January meeting. Minutes November 12, 2019 Park Board Meeting Mr. Engledow made a motion to approve the minutes as presented, seconded by Ms. Kristunas, and unanimously passed 8 – 0. Financial Reports Consolidated Financial Report for October 2019 Ms. Kristunas made a motion to acknowledge receipt of the Consolidated Financial Report for October 2019, seconded by Mr. Engledow, and unanimously passed 8 – 0. CCPR P&L Statements for November 2019 Ms. Kristunas made a motion to acknowledge receipt of the P&L Statements for November 2019, seconded by Mr. Engledow. Mr. Rude asked for a clarification on the number of invoices for Food & Beverage in the 108 Fund. Assistant Director Baumgartner clarified that there were nine invoices. Board President Taylor called for the vote and the motion was unanimously passed 8 – 0. Carmel/Clay Board of Parks and Recreation Tuesday, December 10, 2019 Monon Community Center Page 2 Claims Claim Sheet December 10, 2019 Ms. Kristunas made a motion to approve the Claim Sheet as presented, seconded by Ms. Zheng, and unanimously passed 8 – 0. Clay Township Claim Sheet December 10, 2019 Ms. Kristunas made a motion to approve the Clay Township Claim Sheet as presented, seconded by Ms. Zheng. Mr. Engledow asked about the trailer service. Director Klitzing confirmed that a trailer was purchased for various opportunities and services including, but not limited to, public input for future park improvements, volunteer services, and environmental programs. The trailer will also be used as a mobile classroom. Board President Taylor called for the vote and the motion was unanimously passed 8 – 0. CCPR Payroll for November 8, 2019 and November 22, 2019 Ms. Kristunas made a motion to approve payroll wages and liabilities as presented, seconded by Dr. Beer, and unanimously passed 8 – 0. Monetary Gifts, Grants, Partnerships, and Sponsorships for November 2019 – Sara Clark Ms. Clark presented one donation in the amount of $3,566.70 from Hamilton County Soil & Water for interpretive signage. Mr. Garretson made a motion to accept this item as presented, seconded by Mr. Plopper, and unanimously passed 8 – 0. New Business Consideration of Resolution G-2019-007 to Adopt the 2020-2024 Comprehensive Parks and Recreation Master Plan – Michael Klitzing Director Klitzing requested formal adoption of the new five-year parks and recreation master plan. Mr. Engledow made a motion to waive the reading of Resolution G-2019-007 and enter it into action, seconded by Ms. Kristunas, and unanimously passed 8 – 0. Mr. Engledow made a motion to approve Resolution G-2019-007, seconded by Ms. Kristunas, and unanimously passed 8 – 0. Consideration of Resolution G-2019-008 to Adopt the Schematic Design Drawings for Flowing Well Park Improvements – Michael Klitzing As guided by the new master plan, the Department intends to reimagine existing parks. Thanks to the funding of the Clay Township Impact Program, one of the projects is Flowing Well Park. Director Klitzing introduced Allen Jacobsen with Schmidt Associates. A presentation followed with questions and answers. Ms. Kristunas made a motion to waive the reading of Resolution G-2019-008 and enter it into action, seconded by Ms. Zheng, and unanimously passed 8 – 0. Ms. Kristunas made a motion to approve Resolution G-2019-008, seconded by Ms. Zheng, and unanimously passed 8 – 0. Carmel/Clay Board of Parks and Recreation Tuesday, December 10, 2019 Monon Community Center Page 3 Consideration of Resolution G-2019-009 to Adopt the Schematic Design Drawings for Carey Grove Park Improvements – Michael Klitzing Director Klitzing stated that Carey Grove Park is another project funded by the Clay Township Impact Program. Director Klitzing introduced Christi Jackson with Schneider Geomatics. A presentation followed with questions and answers. Dr. Beer made a motion to waive the reading of Resolution G-2019-009 and enter it into action, seconded by Ms. Kristunas, and unanimously passed 8 – 0. Dr. Beer made a motion to approve Resolution G-2019-009, seconded by Mr. Rude, and unanimously passed 8 – 0. Consideration of Resolution G-2019-010 to Adopt the Schematic Design Drawings for Meadowlark Park Improvements – Michael Klitzing Director Klitzing said this resolution pertains to Meadowlark Park improvements that will be funded by the Clay Township Impact Program. Director Klitzing invited Ms. Jackson back to the podium for another presentation followed by questions and answers. Ms. Kristunas made a motion to waive the reading of Resolution G-2019-010 and enter it into action, seconded by Mr. Engledow, and unanimously passed 8 – 0. Ms. Kristunas made a motion to approve Resolution G-2019-010, seconded by Mr. Rude, and unanimously passed 8 – 0. Consideration of Quote for Administrative Office Renovation – Kurtis Baumgartner Assistant Director Baumgartner asked that the Board approve a quote that was received for renovation at the Administrative Offices. Specific information followed. Mr. Engledow made a motion to accept the quote from Scenic Construction Services and award a contract to Scenic Construction Services in the amount of forty-one thousand, eight hundred and eighty-five dollars ($41,885) for the Administrative Office Renovation, seconded by Dr. Beer, and unanimously passed 8 – 0. Mr. Plopper made a motion to authorize the Park Department Director or Assistant Director to execute a construction contract with Scenic Construction Services 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. The motion was seconded by Mr. Engledow and unanimously passed 8 – 0. Old Business Central Park Trailhead & West Receiving Project – Kurtis Baumgartner Approval of Monroe Construction Group, LLC Change Order No. Four (4) Assistant Director Baumgartner spoke about the need for this change order due to delays in obtaining the necessary City permits, both stormwater and building, which were issued November 11. This delayed the contractor’s ability to complete the project as stipulated in the original contract. Mr. Engledow made a motion to approve Change Order No. Four (4) as presented and authorize the President and another officer to execute it, seconded by Mr. Garretson, and unanimously passed 8 – 0. Carmel/Clay Board of Parks and Recreation Tuesday, December 10, 2019 Monon Community Center Page 4 Updates (Central Park Trailhead & West Receiving Project) There were no further updates. West Park – Michael Klitzing The Core Consideration of Amendment of the SmithGroup, Inc. Design Agreement with Clay Township Director Klitzing provided background information on the proposed amendment related to the Clay Township Impact Program and anticipated improvements within the Core Area in West Park. The 2016 West Park Master Plan incorporated the undeveloped areas of the park (Perelman homestead and Riley homestead) in addition to the major renovations within the original 75 acres of the park. While the Township’s funding opportunity for West Park is generous, the goals of the Master Plan Core Area exceeds the available funding provided by the Township. Through discussions with Brian Bosma, the Township Attorney, and Ms. Grisham, the Park Board Attorney, there came an opportunity to piggyback off the Clay Township Impact Program by contributing additional funds available to the Park Board by amending the existing contract. By integrating new amenities and renovating existing structures, the Department is able to maximize the design and construction administration services provided by SmithGroup. Discussion followed. Ms. Kristunas made a motion to approve the expansion of West Park – The Core Project as presented, such expansion to be funded by available Park Board Funds estimated to be approximately $2.5 Million and pursuant to the Amendment between SmithGroup, Inc. and Clay Township as presented, seconded by Mr. Rude, and unanimously passed 8 – 0. Ms. Kristunas made a motion to pay SmithGroup, Inc. $245,000 to expand the design of The Core as presented, plus reimbursable cash charges estimated to be $15,000 with a $15,000 budget for permitting, all as set forth in the SmithGroup Proposal dated October 30, 2019, seconded by Mr. Garretson, and unanimously passed 8 – 0. Ms. Kristunas made a motion to approve the Amendment between SmithGroup, Inc. and Clay Township as presented or, if not executed, in a form that is substantially and materially similar thereto, excluding any changes discussed here tonight, and the President or Vice President is authorized to sign the same. In the event there are changes in addition to what has been presented tonight that the Board Committee determines are substantially and materially changed from the presented amendment but with no negative impact on the Park Board, then the President is authorized to notify the Township that the same has been approved and if requested by the Township, will be ratified by the Park Board at its next regular meeting, seconded by Mr. Rude, and unanimously passed 8 – 0. Updates (The Core) There were no further updates. The Groves Rebid Project Consideration and ratification of Gibraltar Construction Corp. Change Orders No. 062 through and including Change Order No. 73 Director Klitzing said he was pleased to announce that these are the final change orders as this project is finished. Director Klitzing provided specific information relative to each change order. Carmel/Clay Board of Parks and Recreation Tuesday, December 10, 2019 Monon Community Center Page 5 Dr. Beer made a motion with regard to Change Order No. 062, that the Park Board accept the Architect/Engineer’s opinion that the above normal precipitation at the Project Site that resulted in additional required testing services was not reasonably foreseeable due to the above normal precipitation, and accordingly find that the additional work identified to be accomplished for a Contract Price increase pursuant to Change Order No. 062, as presented, was not reasonably foreseeable, seconded by Ms. Kristunas, and unanimously passed 8 – 0. Mr. Engledow made a motion with regard to Change Order No. 066, that the Park Board accept the Architect/Engineer’s opinion that the above normal precipitation and resulting wet condition of the soil at the Project Site and within Carmel, Indiana, resulted in the need to import soil from Fort Wayne, Indiana to be incorporated into the planting mix as required by the Specifications, the work and cost of which was not reasonably foreseeable, and find that the additional work and cost identified for a Contract Price increase pursuant to Change Order No. 066, as presented, was not reasonably foreseeable, seconded by Ms. Kristunas, and unanimously passed 8 – 0. Ms. Kristunas made a motion to ratify Director Klitzing’s approval of All Twelve (12) Change Orders – No. 062 through No. 073 – for West Park – The Groves Rebid Project, as presented, seconded by Mr. Rude, and unanimously passed 8 – 0. Ms. Kristunas made a motion to add to the agenda Resolution G-2019-012, seconded by Ms. Zheng, and unanimously passed 8 – 0. Adoption of Resolution G-2019-011 regarding approval of Gibraltar Construction Corp. Change Order No. 074 for West Park – the Groves Rebid Project Director Klitzing stated that this resolution in conjunction with Change Order No. 074 officially closes out the project. Ms. Kristunas made a motion to waive the reading of Resolution G-2019-011, seconded by Ms. Zheng, and unanimously passed 8 – 0. Ms. Kristunas made a motion to adopt Resolution G-2019-011 as presented, seconded by Ms. Zheng, and unanimously passed 8 – 0. At this time, Director Klitzing referenced the Change Order Assessment (included in the Board packet) which breaks down the foreseeable and unforeseeable change orders for The Groves Rebid Project in comparison to other projects. He pointed out that it is not necessarily the number of change orders that is as important as the percentage of change orders. Updates (The Groves Rebid Project) There were no further updates. Adoption of Resolution G-2019-012 regarding the Purchase of Property – Michael Klitzing Director Klitzing announced that this resolution was drafted just prior to the meeting regarding acquisition of the JAVCA property located at 11299 Hazel Dell Parkway. The property owned by the Steckley family will ultimately become part of the White River Corridor. The owner requested the “Steckley” name be part of the naming rights commitment. Discussion followed. Carmel/Clay Board of Parks and Recreation Tuesday, December 10, 2019 Monon Community Center Page 6 Mr. Garretson made a motion to waive the reading of Resolution G-2019-012, seconded by Mr. Engledow, and unanimously passed 8 – 0. Ms. Kristunas made a motion to approve Resolution G-2019-012 as presented, seconded by Mr. Plopper, and unanimously passed 8 – 0. Attorney’s Report Ms. Grisham presented six CRC (Carmel Redevelopment Commission) notices referencing upcoming public hearings. Director’s Report Director Klitzing stated that his report was included in the Board packet. Director Klitzing added that he would be attending the City Council Meeting on Monday regarding a resolution to transfer $75,000 of unspent dollars from Personal Services into Other Services. These line transfers will be ratified by the Park Board at its January meeting. Information Items School Board: Ms. Zheng stated that the school district winter break starts December 23. Teachers return to work on January 6, and classes will resume January 7. Parks Foundation: Mr. Rude said there are no meetings scheduled. Plan Commission: There was no report. Park Board Comments / Discussion Mr. Rude said his relatives from Chicago were in town over Thanksgiving. His nephew and wife utilized the fitness center in the Monon Community Center. Both were extremely impressed with the building, equipment, and amenities! Adjournment There being no further business and without objection, the meeting was adjourned at 8:50 p.m. Approved, Signature Date Signature Date 1 Director’s Report | January 14, 2020 1) Capital Projects a) Central Park i) Prairie Trail Drainage Improvements: No change from last report. SmithGroup is continuing to refine plans, although this project will be deferred as Carmel Utilities develops plans for a new water tower that will be fed from the main located under Prairie Trail, disrupting any planned drainage improvements. ii) Trailhead & West Receiving: Frame of new restroom building completed with decorative stone masonry currently being laid. Asphalt binder was completed on new parking lot before end of December. Final paving will be completed once asphalt plants reopen in the spring. Substantial completion is currently projected for end of February 2020. iii) West Roundabout Enhancement and Parking Lot Resurfacing: No change from last report. Project is being closely coordinated with the three 111th Street Roundabouts funded through Clay Township Impact Program. Next project meeting scheduled for 2/28/2020, at which proposed timelines and schematic design drafts will be reviewed. b) Monon Boulevard: Work continues on construction of Monon Boulevard with the primary work occurring south of Elm Street. As previously reported, the Monon Greenway, new playground, and spray plaza are anticipated to be completed and open to the public in May 2020 with remaining landscaping installed by summer 2020. The trail will continue to be routed on the southbound lane of Monon Boulevard through the winter. Recommending installation of synthetic turf due to heavy use and wear on sod. c) Monon Community Center i) ESE Offices: Construction on renovation of the former catering kitchen continues, with predominately painting and flooring outstanding. After some delays, now hope to complete construction by end of January. ii) Fitness Equipment: The new selectorized fitness equipment was delivered and installed on 12/17/2019, replacing the last of the remaining original equipment purchased in 2007. iii) Indoor Playground: Kickoff meeting scheduled with Williams Architects on 1/15/2020 for project to convert Multipurpose Room West into an indoor playground. While the construction timeline remains very tentative until plans are completed, we are shooting for a late-2020 opening for the indoor playground. iv) Program & Party Room Flooring: Requesting Park Board approval on 1/14/2020 to replace flooring in Program Rooms A-C and Party Rooms A-B. The same rubber athletic flooring recently installed in the Fitness Center, Monon Oasis, and East Studio A-B will be used to allow for maximum program flexibility. Working with vendor on date for installation. d) West Park – The Groves: All construction completed. We are in the process of reviewing documentation necessary to process final payment, which will close out the project. e) Other Facilities i) Administrative Offices: Construction anticipated by end of month to create a small conference room and two additional offices out of existing space. 2 ii) Wilfong Pavilion: New athletic rubber flooring is scheduled to be installed the week of 1/27/2020. 2) Clay Township Impact Program (CTIP) Projects a) Carey Grove Park: Schematic design drawings were approved by Park Board on 12/10/2019. Schneider Geomatics is currently finalizing construction documents. The project is anticipated to be bid in February/March 2020, with construction beginning as soon as April 2020. While under construction, the park will be closed to the public. b) Flowing Well Park: Schematic design drawings were approved by Park Board on 12/10/2019. Schmidt Associates is currently finalizing construction documents. The project is anticipated to be bid in February/March 2020, with construction beginning as soon as April 2020. While under construction, the park will be closed to the public. c) Meadowlark Park: Schematic design drawings were approved by Park Board on 12/10/2019. Schneider Geomatics is currently finalizing construction documents. Construction is not anticipated to begin until fall 2020 and will likely extend into mid-2021. While under construction, the park will be closed to the public. d) West Park – The Core: SmithGroup has prepared a Schematic Designs Report, which will be presented to the Park Board on 1/14/2020. The project was originally anticipated to be bid in February/March 2020, with construction beginning as soon as April 2020. There have been delays in receiving survey and geotechnical reports, which has impacted SmithGroup’s progress on developing construction documents and may result in adjustments to the schedule. While under construction, the original section of the park, including the main parking lot, original playground and splashpad, will be closed to the public. The Groves section of the park will remain open. As long as we are able to maintain safe trail access, we will also try to keep the back trails behind Jill’s Hill open for public use e) 111th Street Roundabouts: No update since last report. Preliminary drafts for the new roundabout at College Avenue have been completed. This project is being closely coordinated with the West Roundabout project within Central Park. Next project meeting scheduled for 2/28/2020, at which proposed timelines and schematic design drafts will be reviewed. f) Fiber Loop: No updates from City IT to report. Once final budget numbers are available, City IT will oversee completion of a government fiber loop within the City, which will provide connectivity to Founders Park, West Park, Meadowlark Park and Inlow Park, as well as redundancy for Central Park. Installation of the fiber loop is expected to occur in 2020. g) Japanese Garden Expansion: No updates from Township to report. This project will provide stormwater management for the City and result in the expansion of the existing Japanese Garden. The City Engineer and Township are leading this project in close coordination with CCPR. Upon completion, it is anticipated CCPR will assume maintenance responsibilities for what will effectively become a park once the expansion is completed. h) Monon Greenway (Carmel Drive to City Center Drive): No updates from Township to report. In conjunction with the Japanese Garden Expansion meeting, improvements will be made to the Monon Greenway from the Carmel Drive bridge to City Center Drive. The City Engineer and Township are leading this project in close coordination with CCPR. 3) Parks and Recreation Master Plan a) Master Plan Adoption: The 2020-2024 Comprehensive Parks and Recreation Master Plan was formally adopted by the Park Board on 12/10/2019. 3 b) Long-Term Funding Strategies: Brian Bosma is currently working on a summary of funding mechanisms available under Indiana law, which will be distributed to the Park Board and elected officials upon completion. Once we understand the options, it may be advisable to create a special committee with City and Township representation to formulate a plan for replacing the Local Income Tax CCPR currently receives from the Township. This funding source will cease after 2026 based on the current terms of the Interlocal Cooperation Agreement. 4) White River Corridor a) White River Greenway North Extension: SJCA completed a feasibility study to extend the existing White River Greenway from its current northern terminus (across from Tall Timber Run) to 146th Street. The study also identified the cost for a trail that crosses White River and connects into Fishers’ trail network. The findings of the feasibility study will be presented to the Park Board on 2/11/2020. b) White River Greenway South Extension: Closed on the JAVCA property at 11299 Hazel Dell Parkway on 12/23/2019. This approximately 13.5 acre parcel will serve as the site for a future trailhead once the White River Greenway is constructed south of 116th Street. Currently reaching out to Becky Riskin to inquire about the purchase of her property, which is the missing link along White River between Hazel Landing Park and property owned by the City at the location of the former Northern Beach. c) White River Vision Plan/River Road South District: Hamilton County Tourism is funding a study to help coordinate existing and pending planning efforts of CCPR, the City of Carmel, and Conner Prairie (among others) along White River between 116th Street and 146th Street and develop a unified brand for this section of the river. Participated in a project kickoff meeting on 12/18/2019. Next meeting is 2/5/2020. d) Conner Prairie River Education Center Feasibility Study: CCPR has been invited as a key stakeholder in a pending feasibility study commissioned by Conner Prairie. This center is envisioned to be located in Carmel adjacent to the proposed north extension of the White River Greenway. There is great potential for the center to be a joint facility between Conner Prairie, CCPR, and possibly other partners. e) Martin Marietta Quarry: Engaged SmithGroup to begin the initial phase of preparing a concept plan to guide Martin Marietta in the decommissioning of the quarry located north of 106th Street and west of Hazel Dell Parkway. This approximately 196 acre property is anticipated to be donated to the City in 2024 for use as a park and/or nature preserve. 5) Other Acquisitions a) Monon Lake Trail: No change from last report. Waiting since 11/20/2019 for M/I Homes to respond on the status of outstanding items needing to be resolved before CCPR will consider accepting the parcel. b) Vera J. Hinshaw Park: No change from last report. Old Town Design Group (OTDG) anticipates donation of the 1.98 acre park by June 2020. Development of the park by OTDG is mostly complete, with the exception of a large pergola/shelter to be constructed in spring 2020. 6) Other Updates a) Volunteer Appreciation: CCPR will recognize its volunteers at a special appreciation event on 1/15/2020 at 5 pm in the Monon Community Center. Park Board members are welcome to attend.