HomeMy WebLinkAbout2020-05-12-Park-Board-PacketFor media related questions, please contact Lindsay Labas, Marketing Director, at 317.573.4020 or
llabas@carmelclayparks.com.
Carmel/Clay Board of Parks and Recreation
Tuesday, May 12, 2020, 6:00 p.m.
Virtual Meeting
The Carmel/Clay Board of Parks and Recreation will govern in a proactive manner as it applies to providing safe
and well maintained parks, recreation facilities and programs in a fiduciary and responsible manner. The Board
is a policy governing board, fulfilling its duties as mandated by state statute, putting the welfare of the citizens
of Carmel and Clay Township first, and enabling staff to manage the park and recreation system in a manner
that reflects the vision and mission. Our promise to our citizens is that we will leave the parks and recreation
system better than we found it.
Tentative Agenda
1. Roll Call
2. Call to Order & Pledge of Allegiance
3. Public Comments
4. Staff Reports
5. Finance Committee
6. Minutes – Jim Engledow
a. March 10, 2020 Regular Park Board Meeting
b. April 15, 2020 Special Park Board Meeting
7. Financial Reports – Jenn Kristunas
a. Consolidated Financial Report for February 2020 and March 2020
b. CCPR P&L Statements for March 2020 and April 2020
9. Claims – Jenn Kristunas
a. Claim Sheet April 14, 2020 and May 12, 2020
b. Clay Township Claim Sheet April 14, 2020 and May 12, 2020
c. CCPR Payroll for March 13, 2020, March 27, 2020, April 10, 2020 and April 24, 2020
10. Monetary Gifts, Grants, Partnerships, and Sponsorships for March 2020 and April 2020 – Sara Clark
11. New Business
a. Consideration of Proposals for Tree trimming and removal services at West Park – Kurtis
Baumgartner
b. Consideration of Proposals for Demolition at 11299 Hazel Dell Parkway – Kurtis Baumgartner
12. Old Business
a. Central Park Trailhead & West Receiving Project – Michael Klitzing
b. Clay Township Impact Program Updates – Michael Klitzing
13. Attorney’s Report
14. Director’s Report
15. Information Items
16. Park Board Comments / Discussion 17. Adjournment
Carmel/Clay Board of Parks and Recreation Board Meeting Agenda Item
PRESENTER Kurtis Baumgartner, Assistant Director of Parks and Recreation
ACTION REQUESTED No Action Required
ITEM/SUBJECT Staff Reports
DOLLAR AMOUNT/FUND N/A MEETING DATE May 12, 2020
News articles:
Work (Out) From Home…Carmel Clay Parks & Recreation ‘Zoom’ in to help you get moving… Good Day Carmel, April 13, 2020
Rules force some basketball courts to close; By Ethan May
The Indianapolis Star, April 2, 2020
Cities try to keep public from playing; By Jeff Zillgitt The Indianapolis Star, April 3, 2020
How you can enjoy this beautiful weather; By Matthew VanTryon The Indianapolis Star, April 3, 2020
Carey Grove Park to Close in Mid-May for Planned Improvements
TheTimes24-7.com, April 21, 2020
Carmel Clay Parks & Rec to furlough hundreds of employees
FOX59 Web, April 16, 2020 Standard monthly reports for March:
Fund 108 – ESE 12-Month Trailing Financial Trending Graph
Fund 109 – Monon Community Center 12-Month Trailing Financial Trending Graph
Employment Report
Monthly Division Reports
o ESE o Monon Community Center o Administration & Planning
o Marketing o Parks & Natural Resources
Standard monthly reports for April:
Monon Community Center Pass Report o Membership Passes Trending Graph
Employment Report
Monthly Division Reports o ESE
o Monon Community Center o Administration & Planning o Marketing
o Parks & Natural Resources
Thursday, April 16, 2020 at 09:46:08 Eastern Daylight Time
Page 1 of 6
Subject:Let's get this week started off right ...
Date:Monday, April 13, 2020 at 8:29:11 AM Eastern Daylight Time
From:Good Day Carmel
To:Lindsay Labas
Join the #CarmelCares Group on FB (click above)
Work (Out) From Home...
Carmel Clay Parks & Recreation 'Zoom' in to help
you get moving...
Carmel Clay Parks & Recreation is excited to help you get
moving on Zoom! They're launching online group fitness
beginning today, April 13. Over the coming weeks they will
continue to add a variety of classes and times to the
schedule. For this first week, here’s what to expect:
BRINGING YOU A
SMILE WITH OUR
DAILY DOSE OF
GOOD NEWS!
Click below to
subscribe to Good Day
Carmel!
GOOD MORNING!
Today is Monday, April
13. Today is Scrabble
Day! In 1933, New York
City architect Alfred
Mosher Butts created an
early version of the game
we know as Scrabble. To
determine how many tiles
there should be and how
many points each letter
should be worth, he
calculated letter
frequency on the front
page of The New York
Times. So, for example,
Q is a letter that occurs
least often in English text,
so it should be a letter
that there is only one tile
of, and that tile should be
worth 10 points. Butts
named his game Lexico,
then changed the name
Page 2 of 6
If this is your first time using Zoom, no worries – it’s easy!
Use this link to access each workout, it will remain the
same: https://zoom.us/j/8614862054.
Things to note:
>Each class will be roughly 30-35 minutes, due to Zoom's
40-minute time limit.
>Classes are first-come, first served. The first 100 people to
join will be let into the class. Others should try a
different class date and time later in the week.
>If you experience spotty connections, this is most likely
due to your internet connection.
>When you join, please mute your microphone and disable
your video. Brittany will remind you to do this before the
class gets started.
If you need any help navigating Zoom, you can find more
information by clicking here.
Meet CCPR Fitness Supervisor Brittany Ignas on Zoom
Fitness!
Doing all we can...
Mayor Brainard, Apex Medical join forces to send
COVID-19 test kits to New York City
to Criss-Cross Words.
His friend came up with
the name Scrabble in the
late 1930s. Fun
fact, when players use all
seven of
their Scrabble tiles to
make a word, it’s called a
bingo. Yell it out to
confuse your opponent!
WEATHER
Cloudy, high 52
CARMEL MONTHLY
HELPING CYAP ...
Our story on how we
need to support the
Carmel Youth
Assistance Program!
IN BLOOM...
Flowers play an important
role in the reproduction of
plants, but they have a
number of important uses
for humans as well. Since
prehistoric times, humans
have used flowers, stems
and other plant parts for
a variety of different
purposes, from simple
decorations to matters of
survival. As you plan this
spring's garden, think
about plants that will look
pretty on a plate and
make your dishes taste
delectable. Some
common plants you can
eat are nasturtiums,
Page 3 of 6
Mayor Jim Brainard, working with Carmel-based Apex
Medical, Zak Khan and Aria Diagnostics, has arranged for
the donation of 50,000 CDC-approved COVID-19 test kits to
be shipped to New York. It will take about two weeks to get
the kits made and ready to send east. Apex Medical is a
new company established just this week with a mission to
meet the national shortage of federally approved test
kits. New York has become one of the hardest-hit epicenters
of the global pandemic and Carmel is proud to be able to
lend a hand, thanks to the work being done by our high-
tech, medical firms who have answered the call to help.
“We must be able to look back on this moment in time
and know that we did all we could to help fight the battle
against this historic and deadly virus,” said Mayor Brainard.
“Countries that have tested widely have seen more success
with leveling the curve and reducing the number of people
catching the virus because they are able to quarantine
those who test positive. They are able to determine if the
virus exists in someone even though they may not be
symptomatic before testing.”
Vipin Adhlakha, who co-founded Apex Medical, said the
new firm is able to produce about 12,000 kits per day,
running two shifts. The firm has enough materials on hand
to make 250,000 to 500,000 kits. Several orders for kits
have already been received from labs located in North
Carolina, Ohio, Kentucky and Maryland. The donation
planned for New York will not impact local testing efforts.
Adhlakha said he plans to send 50,000 kits to New York City
and keep a supply of 50,000 for local testing.
“I have been assured by our labs and health care
facilities locally that making this donation will not jeopardize
the health and safety of our frontline workers or our
community,” said Brainard. “There are enough kits to test all
who want to be tested here and now. We can offer our
assistance to those who cannot produce enough kits to
keep up with demand. I have reached out to my colleagues
in New York to begin coordinating this effort. The reduction
in outbreaks that widespread testing can provide will help
give our healthcare and scientific fields time to better
prepare. We are very determined to do all we can to help.”
marigolds, pansies and
honeysuckle. There are
so many others you can
use to flavor your food.
Check out a list of edible
flowers, including the
taste they will add to your
dishes.
THIS DAY IN HISTORY...
On this day in 1943,
President Franklin D.
Roosevelt dedicated the
Jefferson Memorial in
Washington, D.C. on the
200th anniversary of the
third American
president’s birth.
Although this monument
is not as prominent in
popular culture as other
buildings and monuments
in Washington, D.C.,
possibly due to its
location due to its
location well removed
from the National Mall,
each year it plays host to
various ceremonies,
including annual Easter
Sunrise Services and the
ever-popular Cherry
Blossom
Festival. The neoclassical
Memorial building was
designed by John Russell
Pope and drew its
inspiration from
the Pantheon in Rome as
well as the Rotunda at
the University of Virginia,
which Jefferson himself
designed. Sadly, by the
time the cornerstone was
laid, Pope had passed
away, but his surviving
partners, Daniel P.
Higgins and Otto R.
Eggers, took over
Page 4 of 6
Perfect Harmony...
Keeping the music at the forefront of people's
lives
Perfect Harmony is a group music program for older adults
living with dementia offered by the Great American
Songbook Foundation. In partnership with the Greater
Indiana Chapter of the Alzheimer’s Association and
sponsored by American Senior Communities, Perfect
Harmony offers a unique opportunity for social and musical
engagement, and promotes holistic well-being through
music.
Check out more info here.
construction of the
memorial. The Memorial
is open to the public
24/7.
WORD OF THE DAY
EXCANDENSCE: This
word is not well known,
but it is very appropriate
for the season. Easter
was on Sunday, of
course, but for many
devout Catholics and
many Christians, this is
just the beginning of a
joyous season of
Pentecost. Today's word,
excandensce, is defined
as ... an act of suddenly
glowing or producing
light. That is what we
figure the apostles of
Jesus were feeling about
this time ...
Facebook
TwiGer
Twitter
YouTube
Page 5 of 6
Seeking help to feed
families...
The Carmel Interfaith Alliance, Merciful Help Center
and the Carmel Youth Assistance Program are seeking
help to feed families. Since the schools closed in
March, breakfasts and lunches have been packed and
distributed to 500 families in the Carmel School
District. There are 784 children registered to receive
these meals! Even in times of less strife, three
churches - Orchard Park Presbyterian, St. Christopher
Episcopalian, and Our Lady of Mt. Carmel’s Merciful
HELP Center - along with school counselors and
students service directors, ensure each child who
needs it gets a 2-day back sack and food on
weekends. Being a normal practice when the corona
virus hit, the need grew exponentially! Now we must
embark on helping the Carmel School system help
families in this difficult time, when many food service
workers and hourly employees are furloughed or laid
off. This leaves an opportunity for the community to
pitch in and provide some dinners for these families.
The effort is providing $25 gift cards to every family to
use at Meijer along with an envelope of coupons from
local restaurants. Congregations of every religion
across Carmel are contributing to this endeavor. Many
restaurants have donated already. If you would like to
donate to the gift cards please follow this link: (under
Page 6 of 6
"fund" ... select “MH Food Assistance”) You can also
text: "GIVEOPPC Mercy $xx" to 73256 (where xx
equals amount you want to give).
If your restaurant would like to be included in the
packet, please contact Jayne Slaton at:
slatonj@olmc1.org or call 317-902-6434. We can come
and pick up gift certificates or coupons you would like
to share! Please send a copy of your logo to her so
that we can put it on the inclusive label showing each
person in need that their community cares deeply
about them!
This email was sent to llabas@carmelclayparks.com
why did I get this? unsubscribe from this list update subscription preferences
Good Day Carmel · 12550 scottish bend · Carmel, IN 46033 · USA
Another staple of Hoosier life must
change in the face of coronavirus as
basketball hoops at more than 90 courts
are being blocked off by Indy Parks to
prevent group play and help maintain
social distancing guidelines. Courts in
Hamilton County have been closed, as
well.
“The patterns of use we are seeing in
our parks concerns me greatly,” Linda
Broadfoot, the director of Indy Parks
and Recreation, said in a Tuesday after-
noon news release that announced the
closures.
“Our team wholeheartedly supports
fitness and recreational activities,”
Broadfoot said in the release, “but at
this time we need the public’s help to
practice social distancing, take health
precautions, and avoid gathering in
groups.”
The closures come after many recre-
ational leagues had already been sus-
pended or canceled in the basketball-
loving state.
“It hits different here,” said Ryan Ab-
bott, whose league played only one
week before being delayed.
Abbott, a revenue forecaster for the
Indiana Department of Transportation
by day, helps run the Game Time Bas-
ketball Association, which he said has
played 23 seasons over the course of
about 10 years. He said he hasn’t seen
anything like this before.
“It’s impossible to predict what will
happen moving forward,” Abbott said.
In the meantime, the league isn’t go-
ing completely dormant. It has been
replicated online, where they’ve used
NBA 2K20 to re-create the rosters and
even the jerseys. Teams duke it out in
the game and stream the action for oth-
ers to watch.
“We’ve kind of adapted to make peo-
ple retain interest in the league,” he said.
Basketball video games are helping
other Hoosiers who can’t play.
“That’s my little fix for sports right
now,” said John Sonntag, whose league
with CCA Sports has been postponed.
“It’s definitely tough,” he said. “It’s
definitely upsetting.”
Sonntag, a 25-year-old who works
for a pharmaceutical company, said it’s
not as much fun to play without others.
Still, he understands why the courts
were closed.
Troy Williams, a 29-year-old student
who has played for several different
leagues in the area, agreed.
“When I saw the videos of 15 to 20
people outside playing basketball, I can
understand why they made that move,”
Williams said.
The closures have thrown off his rou-
tine.
“It’s something I look forward to do-
ing every week to break up the monoto-
ny of the work week,” Williams said.
‘Sacrificing basketball in Indiana’
The closures may be a first. Nobody
on Indy Parks staff could remember
closing the courts like this, spokesper-
son Ronnetta Spalding told IndyStar.
It’s not known how many people will
be affected by the closures. Spalding
said Indy Parks does not track atten-
dance on its outdoor courts.
Carmel Clay Parks & Recreation has
closed its two courts and removed rims
from hoops.
Michael Klitzing, the director of
parks and recreation, said the courts
were being used despite social distanc-
ing guidelines.
“If we want to get back to normal any-
time soon, we all need to temporarily
stop acting like normal,” Klitzing said.
“This even includes sacrificing basket-
ball in Indiana, which is certainly a
meaningful statement given the sport’s
strong connection with many Hoosiers.”
Hamilton County Parks and Recrea-
tion has also closed its basketball court
in Cool Creek Park in the Carmel/West-
field area.
“Of course all (Hamilton County
Parks and Recreation) staff look forward
to the day when our park visitors won’t
think twice about enjoying a friendly
pick-up game of b-ball and a little bit of
Hoosier Hysteria for themselves in Cool
Creek Park,” spokesperson Don Nicholls
said.
While Hoosiers look forward to hav-
ing basketball back, Ryan Abbott still
thinks closing the courts was the right
thing to do.
“It was something that had to hap-
pen,” Abbott said. “It’s not the popular
decision, but it’s the correct decision.”
Email IndyStar digital producer Eth-
an May at emay@indystar.com. Follow
him on Twitter @EthanMayJ.
Rules force some basketball courts to close
Ethan May
Indianapolis Star
USA TODAY NETWORK
Basketball hoops are closed at Bertha Ross Park in Indianapolis on Wednesday during the COVID-19 pandemic.
MICHELLE PEMBERTON/INDYSTAR
Apr
02 2020 Page
A006
Clip
resized
37%
The Indianapolis Star
Property of Indiana News Tracker and members of the Hoosier State Press Association.
2B ❚FRIDAY, APRIL 3, 2020 ❚PALLADIUM-ITEM
No shooting on New York City play-
ground basketball courts. No 3-on-3 or
5-on-5 on Indiana public courts.
Basketball never stops – unless a
novel coronavirus pandemic brings the
shooting, dribbling and passing to a
halt.
Across the United States, parks and
recreation departments have shut down
courts amid the COVID-19 outbreak,
and they are going to extraordinary
lengths to mandate social distancing
protocols. Parks and rec departments
have removed rims, tied the nets to rims
and placed wood over rims.
It’s the ultimate block. This is parks
and rec departments giving ballers the
Dikembe Mutombo finger wag.
In New York City, 138 courts were dis-
abled by removing the rims from baskets.
“New York City is a proud basketball
town, and we would never remove
hoops unless absolutely necessary,”
NYC Parks Commissioner Mitchell Sil-
ver told USA TODAY Sports in a state-
ment. “Responsive to the State’s ban on
gatherings and group play, the City
urged New Yorkers to use their common
sense and mandated social distancing.
As people continued to disregard guide-
lines, we have strategically removed
hoops at 138 sites across the city and will
continue to do so as needed.”
These stories are replicated across
the country. Tied-up nets in Arlington,
Virginia; rims were removed in Fort
Worth, Texas; courts in San Diego and
New Orleans are on literal lockdown –
nets were chained and bolted to the rim.
Bleacher Report’s Howard Beck has
retweeted photos of blocked baskets
with the hashtag #hoopocalypse, and
Pelicans guard J.J. Redick tweeted,
“Where I’m at they literally REMOVED
the rims from the backboard.”
Louisiana and New Orleans have
seen a growing number of COVID-19
cases. On March 16, New Orleans had 94
positive tests, and on March 30, it had
increased to 1,480 positive tests with 86
deaths.
The city’s parks and recreation de-
partment closed its 11 indoor courts on
March 16 and its 66 outdoor courts on
March 23, Larry Barabino Jr., CEO of the
city’s recreation division, told USA TO-
DAY Sports. His staff removed rims and
used two-by-fours and chains to block
rims.
In Chicago, most courts are open ex-
cept the courts at lakefront parks,
which are closed under Mayor Lori
Lightfoot’s order.
“All other CPD parks and outdoor
courts are currently open,” Chicago
Parks District communications director
Michele Lemons wrote in an email to
USA TODAY Sports. “We have not re-
moved any rims. The District is con-
stantly monitoring activity in our parks
and would take such action to help en-
force social distancing if necessary.”
Basketball courts at Venice Beach
were also closed – after photos and
videos showed players ignoring social
distancing mandates.
“All indoor and outdoor sport ameni-
ties are closed. This includes all skate
parks, tennis courts, playgrounds,
baseball fields, turf and natural soccer
fields, and basketball courts,” the Los
Angeles Parks website said.
In Indiana, Carmel-Clay parks and
recreation director Michael W. Klitzing
said hoops were removed from outdoor
courts.
“During these unprecedented times,
especially as residents are cooped up at
home, people are rediscovering the val-
ue of parks and looking for opportuni-
ties to exercise and breathe fresh air,”
Klitzing wrote in an email to USA TO-
DAY Sports. “If we want to get back to
normal anytime soon, we all need to
stop acting like normal.”
Klitzing said in a conference call with
parks and recreation officials across the
state, “the removal of hoops has been
fairly common and the most effective
means to prevent people from using the
courts.”
Cities try to keep public from playing
Jeff Zillgitt
USA TODAY
St. Louis has locked all courts and roped off playgrounds. USA TODAY NETWORK
Apr
03 2020 Page
B02
Clip
resized
39%
Palladium-Item (Richmond)
Property of Indiana News Tracker and members of the Hoosier State Press Association.
INDYSTAR.COM ❚FRIDAY, APRIL 3, 2020 ❚7A
It’s really nice out, and it should be all
weekend! Here are some things you can
safely do outdoors in light of Indiana
Gov. Eric Holcomb’s “stay at home” or-
der until April 7.
1. You can go for a walk, or a run, or
for a bike ride.Make sure to practice so-
cial distancing. Keep 6 feet between you
and those around you. Keep hand san-
itizer on you.
Last week, Carmel Clay Parks &
Recreation announced the closure of a
section of the Monon Greenway be-
tween Main Street and Gradle Drive.
“When the trail is crowded, looking
similar to the recent photos of people on
the beaches in Florida and California
during spring break, we have no option
but to close the trail for the sake of pub-
lic health,” Director of Parks and Recrea-
tion Michael Klitzing wrote in an email
to IndyStar.
Consider exploring a new trail or
stretch of road you don’t normally take
to avoid crowds.
2. You can go to a park.State and In-
dianapolis city parks remain open.
However, playgrounds are closed “be-
cause they pose a high risk of increasing
spreading the virus,” according to the
governor’s “stay at home” FAQ sheet.
Again, stay at least 6 feet away from
others. Avoid grouping together.
3. You can NOT play basketball or
other games on public courts.Indy
Parks and Recreation has closed down
its basketball courts, while Carmel Clay
Parks & Recreation has closed its two
courts and removed rims from hoops.
“If we want to get back to normal any-
time soon, we all need to temporarily
stop acting like normal,” Michael Klitz-
ing, Carmel’s director of parks and rec-
reation, said. “This even includes sacri-
ficing basketball in Indiana, which is
certainly a meaningful statement given
the sport’s strong connection with
many Hoosiers.”
4. You can walk your dog.Fido
needs exercise, too.
5. You can’t golf in Marion County.
Indianapolis mayor Joe Hogsett extend-
ed the county’s stay at home order
through May 1 and ordered all golf
courses to be closed.
6. Your kids can draw on the side-
walk with chalk.You can even do it,
too. We won’t tell. Hoosiers are already
doing it, and it’s awesome.
7. You can sit on your patio and read
a book, listen to music or take a nap.
Even in the midst of all the craziness,
you should enjoy spring.
Follow IndyStar reporter Matthew
VanTryon on Twitter @MVanTryon and
email him story ideas at matthew.
vantryon@indystar.com.
How you can enjoy this beautiful weather
Matthew VanTryon
Indianapolis Star
USA TODAY NETWORK
Dog walking in Ellenberger Park on the Indianapolis’ east side on Saturday.
ROBERT SCHEER/INDYSTAR
Consider exploring a
new trail or stretch
of road you don’t
normally take to
avoid crowds.
Apr
03 2020 Page
A007
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resized
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The Indianapolis Star
Property of Indiana News Tracker and members of the Hoosier State Press Association.
Carey Grove Park to Close in Mid-May for PlannedImprovements
thetimes24-7.com/Content/News/Local-News/Article/Carey-Grove-Park-to-Close-in-Mid-May-for-Planned-
Improvements-/1/1/65475
Tuesday, April 21, 2020 4:00 AM
Park Updates Part of Clay Township Impact Program Investment
In mid-May Carey Grove Park will close to undergo planned improvements as part of Carmel
Clay Parks & Recreation’s Reimagining Parks initiative. CCPR is working to update and
enhance existing parks in order to make them more accessible, safer and available year-
round.
Upgrades are set to include a new and improved playground, a restroom facility, parking lot
expansion and trail network. The park will reopen after construction is completed in
December.
The Clay Township Impact Program is funding six park improvements for CCPR over the
next three years. With a focus on parks and public safety, benefits will be provided for all
township residents, schools and businesses, and make our community a better place to live,
work and play.
To learn more about all the parks being reimagined, visit carmelclayparks.com/reimagining-
parks.
If you visit the park before its closure, please continue using social distancing while utilizing
the trails.
About Carmel Clay Parks & Recreation
Carmel Clay Parks & Recreation (CCPR) holds the Gold Medal Award for Excellence in Park
and Recreation Management by the American Academy for Park and Recreation
Administration (AAPRA) in partnership with the National Recreation and Park Association
(NRPA) for parks serving populations of 75,001 to 150,000. As an accredited agency, the
department serves the recreation, fitness and nature needs of the community, manages
and develops existing spaces and resources and creates a sustainable future for parks and
recreation programs through a financially viable and environmentally conscious parks
system. CCPR manages and maintains more than 500 park acres and numerous recreation
1/2
facilities, including the Monon Community Center and The Waterpark. In addition, CCPR has
partnered with Carmel Clay Schools to establish Extended School Enrichment (ESE), a before
and after-school care program for K-6 students located at all eleven Carmel elementary
schools. The Summer Camp Series is a component of ESE that offers 12 different summer
camps accommodating children ages 5-15. For more information, visit carmelclayparks.com.
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By FOX59 Web April 16,
2020
Carmel Clay Parks & Rec to furlough hundreds ofemployees
fox59.com/news/coronavirus/carmel-clay-parks-rec-to-furlough-hundreds-of-employees
CARMEL, Ind. — Carmel Clay Parks & Recreation announced Wednesday it will furlough 471
employees because the COVID-19 pandemic has put a halt to incoming revenue.
The furlough is effective April 18, according to CCPR, and will include 24 full-time positions
and nearly all part-time positions. CCPR says it will continue to pay regular contributions
toward health insurance for full-time staff.
“The realities we face during these unprecedented times require us to make some very
difficult decisions. Decisions I sincerely wish we did not have to make. It is our hope, and we
remain optimistic, that the furlough is temporary and we can bring our people back as soon
as possible,” said Michael Klitzing, director of parks and recreation. “While I cannot predict
when things will get back to normal, or what the new normal will look like, I do know we will
get through this. When we do, the programs and services Carmel Clay Parks & Recreation
provides will be even more important for our community.”
CCPR says since March 12, most programs and services have been mandated by an
executive order from the governor to temporarily cease operations.
Resources such as access to an Employee Assistance Program and guidance for staff to file
for unemployment compensation will be provided to employees, CCPR added, and its goal is
to bring every person back on the payroll as soon as financial conditions allow.
1/4
2/4
3/4
4/4
($1,000,000)
$0
$1,000,000
$2,000,000
$3,000,000
$4,000,000
$5,000,000
NOV-07MAR-08JUL-08NOV-08MAR-09JUL-09NOV-09MAR-10JUL-10NOV-10MAR-11JUL-11NOV-11MAR-12JUL-12NOV-12MAR-13JUL-13NOV-13MAR-14JUL-14NOV-14MAR-15JUL-15NOV-15MAR-16JUL-16NOV-16MAR-17JUL-17NOV-17MAR-18JUL-18NOV-18MAR-19JUL-19NOV-19MAR-20FUND 108 -EXTENDED SCHOOL ENRICHMENT
12-MONTH TRAILING FINANCIALS -3/31/2020
Revenues
Expenses
Net Income
($2,000,000)
($1,000,000)
$0
$1,000,000
$2,000,000
$3,000,000
$4,000,000
$5,000,000
$6,000,000
$7,000,000
$8,000,000
NOV-08MAR-09JUL-09NOV-09MAR-10JUL-10NOV-10MAR-11JUL-11NOV-11MAR-12JUL-12NOV-12MAR-13JUL-13NOV-13MAR-14JUL-14NOV-14MAR-15JUL-15NOV-15MAR-16JUL-16NOV-16MAR-17JUL-17NOV-17MAR-18JUL-18NOV-18MAR-19JUL-19NOV-19MAR-20FUND 109 -MONON COMMUNITY CENTER
12-MONTH TRAILING FINANCIALS -03/31/2020
Revenues
Expenses
Net Income
MONON COMMUNITY CENTER PASS REPORT
ANNUAL MONTHLY OTHER TOTAL %¹PREV. MONTH PREV. YEAR
MCC MEMBERSHIP PASSES
Youth 5 256 261 (4)48
Adult 54 2,860 2,914 (18)33
Senior 12 404 416 0 (6)
Senior (Legacy Pricing)20 174 194 0 (34)
Military 1 34 35 0 (4)
Household 23 1,197 1,220 (7)74
MCC Passes 115 4,925 5,040 (29)111
Add'l HH Members 4,770 (32)239
MCC Members 9,810 63%(61)350
CORPORATE MEMBERSHIP PASSES
Youth 0 6 6 0 2
Adult 8 430 438 (1)27
Senior 1 25 26 0 3
Senior (Legacy Pricing)0 2 2 0 (3)
Household 11 177 188 0 10
Corporate Passes 20 640 660 (1)39
Add'l HH Members 685 0 45
Corporate Members 1,345 9%(1)84
INSURANCE-PAID MEMBERSHIP PASSES
Prime 1,852 1,852 (1)(322)
SilverSneakers 1,232 1,232 0 (353)
Active&Fit 449 449 0 186
Silver&Fit 74 74 0 (4)
Optum-Renew Active 873 873 0 494
Insurance Passes/Members 4,480 4,480 29%(1)1
TOTAL PASSES 135 5,565 4,480 10,180 (31)151
Percent of Total Passes 1%55%44%
TOTAL MEMBERS 15,635 (63)435
¹ Percent of Total Members
CARMEL CLAY TRACK PASSES
Track Passes 2,418 2,418 0 2,418
Carmel Clay Track Passes 2,418 2,418 0 2,418
APRIL 2020 - NET CHANGE -
0
2,000
4,000
6,000
8,000
10,000
12,000
JUL-2008JAN-2009MAY-2009SEP-2009JAN-2010MAY-2010SEP-2010JAN-2011MAY-2011SEP-2011JAN-2012MAY-2012SEP-2012JAN-2013MAY-2013SEP-2013JAN-2014MAY-2014SEP-2014JAN-2015MAY-2015SEP-2015JAN-2016MAY-2016SEP-2016JAN-2017MAY-2017SEP-2017JAN-2018MAY-2018SEP-2018JAN-2019MAY-2019SEP-2019JAN-2020Active PassesMONON COMMUNITY CENTER
ANNUAL, MONTHLY & INSURANCE PASSES AS OF 04/30/2020
TOTAL
Membership
Insurance¹
Corporate
Fitness²
Aquatic/Gym²
¹ Insurance Passes not
used in last 90 days
were last purged
11/30/19 to ensure
#'s reflect active
passes
² Pass eliminated and
converted to
Membership Passes
on 12/31/14
Employment Report – March 2020
Full-Time Part-Time Total
Period Beginning Totals 69 439 508
New Hires 0 10 10
Re-Hires 0 16 16
Transfers/Promotions 1 1 1 1 Separations 2 0 8 8
Period End Totals 70 456 526
1-Transfers/promotions within same employment status (i.e., FT to FT) will not impact period end totals
2-Separations of employment may be voluntary or involuntary Full-Time New Hires Full-Time Transfers/Promotions Patrick Hurley, Assistant Site Supervisor, from Head Counselor, ESE
Full-Time Separations (voluntary and/or involuntary) Period End Employment Numbers by Division
Full-Time Part-Time Total
Administration 14 11 25
ESE/Summer Camps 27 151 178 Monon Community Center 20 283 303
Park Maintenance 9 11 20
Department Totals 70 456 526
Employment Report – April 2020
Full-Time Part-Time Total
Period Beginning Totals 70 456 526
New Hires 0 0 0
Re-Hires 0 0 0
Transfers/Promotions 1 0 0 0 Separations 2 1 2 8
Period End Totals 69 454 523
1-Transfers/promotions within same employment status (i.e., FT to FT) will not impact period end totals
2-Separations of employment may be voluntary or involuntary Full-Time New Hires Full-Time Transfers/Promotions
Full-Time Separations (voluntary and/or involuntary)
Brittany McAdams, Natural Resources Coordinator, PNR, Voluntary Period End Employment Numbers by Division
Full-Time Part-Time Total
Administration 14 11 25 ESE/Summer Camps 27 150 177 Monon Community Center 20 283 303
Park Maintenance 8 10 18
Department Totals 69 454 523
Furloughed by Division
Full-Time Part-Time Total
Administration 2 0 2
ESE/Summer Camps 10 150 160 Monon Community Center 12 283 295
Park Maintenance 0 9 9
Department Totals 24 442 466
Monthly Division Report
March 2020
Note: March ESE Program Only Ran From 3/2/20 thru 3/13/20 due to COVID-19 Closure
Participation Rates
Before & After School Program
Total Registered Students (as of 3/13): 2473
Comparison from Mar 2019 to Mar 2020: +68 (Mar 2019: 2405)
Average Daily Attendance per School in March
Before School: 19 (February: 20)
After School: 89 (February: 98)
Scholarships/Waivers
Total Students Receiving Scholarships/Waivers for March: 76
Value of Scholarships/Waivers for March: $18,894.75
Program Highlights
Attendance at Site-Specific ESE Special Events in March:
March 13th ESE Parent’s Night Out at Mohawk Trails: 55 attendees
March 13th ESE Site Celebration at Prairie Trace: 50 attendees
Monthly Division Report
April 2020
Note: No programs due to COVID-19 Closure
1235 Central Park Drive East, Carmel, IN 46032 | 317.848.7275 | InTrac: 711 | carmelclayparks.com
Monthly Division Report – March, 2020
Participation Rates/Total Passholders
Annual/Monthly Passes Renewed and New Punch Passes Sold Day Passes Purchased *Total Attendance for Month
Escape Pass 202 22 1113 16,508
Military Dis. Pass 0 Included Above
Insurance Programs 76 13,032
Total 278 22 1,113 29,540
*Total Attendance for Month includes annual, punch, and daily passes.
Corporate Wellness Package
Total
Participating Companies 21
Passholders 1,346
Program Highlights
Active Classes* Cancelled Classes* Cancellation
Rate-Month*
Cancellation
Rate-Year* Participants**
Nature 10 3 23.1% 19.2% 25
Aquatics 52 10 13.9% 19.5% 7
Sports 20 1 4.8% 11.9% 660
Creative Arts 1 0 0% 20% 0
Enrichment 5 12 70.6% 40% 54
Science & Technology 3 3 50% 42.9% 0
Home School 4 2 33.3% 15.4% 0
At School (Enrichment
Spec.) Starting in Fall
Adaptive 26 2 7.1% 5% 50
Senior 2 0 0% 25% 0
Wellness 13 2 13.3% 15.8% 190
Rec. Program Total 136 35 19.3% 19.2% 986
Group Fitness 133 0 0% .5% 4,692
All Programs Total 269 35 11.1% 11.4% 5,678
*Based on classes started before the COVID-19 program cancellations. Cancelled classes indicates classes cancelled due to
low enrollment prior to the COVID-19 program cancellations. 136 classes were cancelled due to COVID-19 precautions.
**Based on participants who were able to finish their class or session prior to the COVID-19 program cancellations.
1235 Central Park Drive East, Carmel, IN 46032 | 317.848.7275 | InTrac: 711 | carmelclayparks.com
Rentals Scholarships
Work Orders
Amenity # of Rentals
Shelters 0
Pavilion Rentals 2
Room Rentals 17
Birthday Parties 5
Aquatics 0
Cabanas 0
Total Scholarships
Customers Served Subsidy Value
0 $0.00
Pass Scholarships Program Scholarships
Customers Served Subsidy Value Customers Served Subsidy Value
0 $0.00 0 $0.00
Total Work Orders Filed Total Hours Total Service Calls
January, 2020 60 37 2
February, 2020 44 18 5
March, 2020 20 14 2
Total 124 69 9
1235 Central Park Drive East, Carmel, IN 46032 | 317.848.7275 | InTrac: 711 | carmelclayparks.com
Monthly Division Report – April, 2020 (Full Month Closure due to COVID-19)
Participation Rates/Total Passholders
*Due to COVID-19 closure, the MCC did not receive any new pass sales for the month of April. Memberships since the closer
have been extended for time lost and billing was suspended. Members were however permitted to cancel their passes during
the closure and we had staff ready to process those cancellations. In April, we have retained 99.99% of our members awaiting
their return to the MCC, with only 63 of our 15,698 cancelling in April.
Corporate Wellness Package
Total
Participating Companies 21
Passholders 1,346
Program Highlights
*Due to COVID-19 closure, no recreational programs were offered in April. However, recreational staff worked hard with the
Marketing team to keep a presence online and our community engaged.
• Online Group Fitness Classes (Facebook Live, ZOOM and on demand content): 42
o Total Social Views : 21,956
• Programming and Fitness Videos posted to YouTube: 42
o Total Views: 1,905
Rentals Scholarships
Work Orders
Amenity # of Rentals
Shelters 0
Pavilion Rentals 0
Room Rentals 0
Birthday Parties 0
Aquatics 0
Cabanas 0
Total Scholarships
Customers Served Subsidy Value
0 $0.00
Pass Scholarships Program Scholarships
Customers Served Subsidy Value Customers Served Subsidy Value
0 $0.00 0 $0.00
Total Work Orders Filed Total Hours Total Service Calls
January, 2020 60 37 2
February, 2020 44 18 5
March, 2020 20 14 2
April, 2020 0 0 0
Total 124 69 9
ADMINISTRATION & PLANNING DIVISION REPORT
March 2020
GIFT FUND 853 DETAIL REPORT
Designated For
Prior Month-End
Cash Balance
Current Month
Revenue
Current Month
Expenses Cash Balance
General $ 16,110.82 $ 20.65 $ 1,407.82 $ 14,723.65
Interpretive Signage-Founders Park $ 6,295.29 $ 6,295.29
Pedal & Park $ 5,917.92 $ 5,917.92
West Park $ 2,160.00 $ 2,160.00
Cash Balance $ 29,096.86
ADMINISTRATION & PLANNING DIVISION REPORT
April 2020
GIFT FUND 853 DETAIL REPORT
Interest not yet posted
Designated For
Prior Month-End
Cash Balance
Current Month
Revenue
Current Month
Expenses Cash Balance
General $ 10,993.65 $ 3,730.00 $ 10,993.65
Interpretive Signage-Founders Park $ 6,295.29 $ 6,295.29
Pedal & Park $ 5,917.92 $ 5,917.92
West Park $ 2,160.00 $ 2,160.00
Cash Balance $ 25,366.86
Circulation/Impressions
Media Value Followers
Publicity Value Actions from Page
Print Post Reach
Broadcast
Internet New Followers
Social Media Impressions
Print Followers
Broadcast Likes/Comments
Internet Impressions
Social Media
Subscribers
Page Views Total Monthly Views
%New Users; %Returning Users
% of Carmel Resident Users
%Male; %Female
Total Sends
Opens
Open Rate
Clicks
Click Rate
18-24 9.90%Total Sends
25-34 26.90%Total Opens
35-44 21.60%Total Clicks
45-54 14.80%Average Sends
55-64 14.80%Average Open Rate
65+12.00%Average Click Rate
MARKETING DIVISION REPORT | MARCH 2020
In March, marketing launched a new eNewsletter design to better communicate both park and membership news to our
residents and members.
March was full of press releases, emails and website updates due to the COVID-19 closures. Our Coronavirus Information page
on the website has received over 5,400 views, making it an instrumental resource for our users during this time. The support
and understanding that the Carmel community and our members have shown has been heartwarming and encouraging.
After the MCC closed, all teams worked closely together to offer our community engaging, informative content in new,
accessible ways – especially social media. Marketing worked closely with Brittany Ignas to share our first Facebook Live
workout on March 18, just two days after the MCC closed its doors! The workout had an amazing reception from our
community receiving 4,800 views and reaching 9,353 people. We have continued to share Facebook Live workouts every
Wednesday. Similarly, marketing worked closely with Brittany McAdams to share a Facebook Live video answering our
community’s nature questions. This video was viewed 1,700 times and reached 3,350 people. All teams – recreation, fitness,
parks + natural resources - are working hard to provide content virtually to our community!
MEDIA CIRCULATIONS (I.E. IMPRESSIONS)SOCIAL MEDIA
327,195 FACEBOOK
$53,474 15,030
$160,423 8
192,087 76,912
61,600 TWITTER
45,493 45
28,015 46,200
STORIES/HITS INSTAGRAM
4 2,989
4 830
20 25,780
32 YOUTUBE
GOOGLE ANALYTICS FOR WEBSITE 128
85,826 1,100
65%; 35%ENEWSLETTERS
42%Summer Program Registration Postponed (Sent
to Past Participants)37%; 63%
Sessions & Goal Conversion Rate by In-
Market Segments and Affinity
Categories (Reach)
Affinity Audiences and In-Market
Audiences both take into account a
user’s search history, social activity,
and content consumption patterns,
among other signals.
Shoppers/Value Shoppers 4,175
Food & Dining/Cooking 2,009
49%
Travel Buffs
Age Range of Users (% of total users)
2,714
1,275
96
270
54%
3%
56
Technology 1%
Media & Entertainment March Extended School Enrichment (ESE) News
& Views
Circulation/Impressions
Media Value Followers
Publicity Value Actions from Page
Print Post Reach
Broadcast
Internet New Followers
Social Media Impressions
Print Followers
Broadcast Likes/Comments
Internet Impressions
Social Media
Subscribers
Page Views Total Monthly Views
%New Users; %Returning Users
% of Carmel Resident Users
%Male; %Female
Total Sends
Opens
Open Rate
Clicks
Click Rate
18-24 12.33%Total Sends
25-34 28.74%Total Opens
35-44 18.33%Total Clicks
45-54 15.06%Average Sends
55-64 13.47%Average Open Rate
65+12.07%Average Click Rate
46%
6%
Marketing tactics went all digital this month as we work through the Stay at Home order and what that means for all of our
offerings. Some highlights include:
- 42 = Number of posted LIVE and On Demand classes via Facebook LIVE and Zoom, as well as our other social platforms.
- 21,956 = Total Social Views of LIVE Videos (unfortunately Zoom did not provide participant numbers)
- 42 = YouTube videos posted that focused on fitness workouts, recreation programming, park stewardship, adaptive and more.
- 1,905 = Total number of views of our posted videos
- Doubled the number of subscribers on YouTube from last month
- 18 = eNewsletters sent to our members and program participants to help retain our customers
- 4 = News Releases sent to media regarding changes to programs and staffing due to COVID-19
- More than tripled the likes/comments/views on Instagram from last month
312
News & Weather 3%
Media & Entertainment April Extended School Enrichment (ESE) News &
Views
Age Range of Users (% of total users)
2,897
1,427
185
289
30%Member "We Miss You" eNewsletter (Sent to current
members)41.4%; 58.6%
36,511 1,905
71.8%; 28.2%ENEWSLETTERS
Sessions & Goal Conversion Rate by In-
Market Segments and Affinity
Categories (Reach)
Affinity Audiences and In-Market
Audiences both take into account a
user’s search history, social activity, and
content consumption patterns, among
other signals.
Shoppers/Value Shoppers 10,887
Food & Dining/Cooking 5,338
51%
Arts & Entertainment
5 67,917
15 YOUTUBE
GOOGLE ANALYTICS FOR WEBSITE 238
STORIES/HITS INSTAGRAM
9 3,099
0 4,833
0 TWITTER
9,817 20
34,629 17.5K
$56,583 14,803
$169,750 7
443,293 20,221
MARKETING DIVISION REPORT | APRIL 2020
MEDIA CIRCULATIONS (I.E. IMPRESSIONS)SOCIAL MEDIA
487,739 FACEBOOK
PARKS & NATURAL RESOURCES DIVISION MONTHLY REPORT
March 2020
General, Administrative, and Contractor Support
• Implemented multiple service closures including restrooms, playgrounds, dog park, and skate park in
response to preventative measures to curb the spread of global pandemic COVID-19
• Continued support with organizing, planning, and general contributions to formation of our local
Cooperative Invasive Species Management Area (CISMA), spearheaded by HCSW Conservation District
• Snow and ice management and oversight for various weather events throughout the month
• Coordinated multiple contracted services including: Monon Greenway bollard replacements; new
property acquisition structure demo and site planting; Flowing Well re-development; Invasive species
management at Founders, Central Park, and West Park; Skate park concrete restoration; Sidewalk repairs
• PNR staff training on utility vehicle safe operations 3/4
Natural Resource Stewardship and Advocacy
• Citizen Science
• Outreach and Education
o 3/23 Facebook Live – “Ask a Naturalist”
o 3/28 What’s Blooming Bingo
o 3/30 Monon Greenway history video
Volunteer Program
• 63 hours of volunteer service this month
o 15 volunteer opportunities in Park Stewardship, Adaptive, MCC Programs, and ESE
o 14 individual volunteers participated in volunteer opportunities
o 38 volunteer program registrations received
o 10 new volunteers added to the database
• Park Stewardship projects
o March 20th Vernal Equinox tree planting on Monon due to COVID-19 protocols
o March 25th UHS invasive species work day was cancelled to due to COVID-19
• Adopt-A-Park activity
o Blue Horseshoe initiated their service work with 2 hours of trash clean up on the Monon
Greenway from 116th Street north to City Center Drive on March 2nd before the hiatus
on our volunteer programming due to COVID-19.
Monitor Category
# Active Volunteers
Hours
Total # Species Observed
Bird Monitor 3 6.5 24 – Cancelled
Native Plant Monitor n/a n/a n/a – cancelled
Invasive Species Monitor n/a n/a n/a – cancelled
Nest Box Monitor 1 5.5 n/a – cancelled
Water Quality Monitor 0 0 n/a – cancelled
Totals 4 12 Activity before cancellations
PARKS & NATURAL RESOURCES DIVISION MONTHLY REPORT
Technician Work Order Summary
Custodial Park Operation Summary
Work Order
Total Work
Orders
Percentage of
Work Orders
Total
Hours
Administrative 20 10% 26.75
Custodial 11 6% 11.5
Equipment Maintenance 11 6% 18.5
Facilities Maintenance 20 10% 24.5
Grounds Maintenance 93 48% 192
Playground 18 9% 32.75
Trail Maintenance 12 6% 24
Tree Work 7 4% 24
Vehicle Maintenance 3 1% 4
Total 195 100% 358
Month
Total
Trash
Bags
Total
Recycling
Bags
Total Hours
Cleaning
Restrooms
Total Hours
Cleaning
Parks
February 517 55 94.5 361.25
March 765 84 111 416.5
April 938 90 95 396.5
May 1493 348 124.25 467.5
June 2286 628 140.75 535.25
July 2135 591 126 494
August 1798 494 102 490
September 1635 455 103 498
October 1096 295 95 495
November 628 98 95 470
December 593 75 84.5 447
January 560 79 97.75 398
February 535 81 79 413.5
March 687 119 68 403.5
PARKS & NATURAL RESOURCES DIVISION MONTHLY REPORT
What activities were popular in the parks this month?
*Not all activities we look for are listed below, just the ones with people participating this month
0
50
100
150
200
250
300
350
400
Parks
(Playground users) (Picnickers) (Water jug filling) (Fishing) (Nature enthusiasts (bird watchers, etc.)) (Photographers) (Kite flyers) (Exercisers (Walkers, joggers, bikers, etc.)) (Dog walkers) (Trail users) (Disc Golfers) (Frisbee players) (Soccer players) (Basketball players)
0 100 200 300 400 500 600 700 800
Greyhound Trail
Hagan-Burke Greenway
Monon Greenway
White River Greenway
Greenways
(Walkers) (Dog walkers)
(Joggers/runners) (Bicycling)
Monon Plaza (Ping pong)
(Billiards)
(Fire pit)
(TV
watching)
Central Park North
(Large dog area)
(Small dog area)
(Mulch area)
(Exercisers (Walkers,
joggers, bikers, etc.)) (Other)
PARKS & NATURAL RESOURCES DIVISION MONTHLY REPORT
April 2020
General, Administrative, and Contractor Support
• Continued support with organizing, planning, and general contributions to formation of our local
Cooperative Invasive Species Management Area (CISMA), spearheaded by HCSW Conservation District to
adapt to changing circumstances and participate in a Virtual Weed Wrangle to continue invasive species
awareness and participation
• Custodial staff were furloughed and technician staff initiated custodial operations in entirety of services
still open while also completing work orders to keep the parks well maintained and safe
• PNR staff maintained proper social distancing and initiated new protocols to keep the office and work
environment safe from each other
• Natural Resource Coordinator Brittany McAdams resigned for another opportunity in Natural Resource
Management closer to her family and we wish her well and thank her for her service
Natural Resource Stewardship and Advocacy
• Citizen Science – no activity was authorized for the month April
Volunteer Program
• All programs and volunteer activities were cancelled beginning in March and through April
o Beginning in May isolated volunteer opportunities will be allowed to resume on
specifically communicated individual citizen science ecological monitoring activities
This includes bird monitors, plant monitors, and invasive monitors as well as
water quality monitors through the Hoosier Riverwatch program
Adopt-a-Park participants will also be allowed to resume under specific
guidance related to health and safe practices outlined in the reopening plan and
communicated to the volunteers – including no more than 2 participants at a
time on any given site
• For Volunteer Appreciation week (April 19-25) free tree seedlings were offered to all volunteers
through a contactless pick up at the PNR office
Technician Work Order Summary
Work Order
Total Work
Orders
Percentage of
Work Orders
Total
Hours
Administrative 31 16% 29
Custodial 4 2% 4.75
Equipment Maintenance 8 4% 13.5
Facilities Maintenance 13 6% 17.75
Grounds Maintenance 88 45% 111.5
Playground 18 10% 36.25
Trail Maintenance 22 11% 36.75
Tree Work 8 4% 15.5
Vehicle Maintenance 4 2% 11.25
Total 196 100% 276.25
PARKS & NATURAL RESOURCES DIVISION MONTHLY REPORT
Custodial Park Operation Summary
Month
Total
Trash
Bags
Total
Recycling
Bags
Total Hours
Cleaning
Restrooms
Total Hours
Cleaning
Parks
March 765 84 111 416.5
April 938 90 95 396.5
May 1493 348 124.25 467.5
June 2286 628 140.75 535.25
July 2135 591 126 494
August 1798 494 102 490
September 1635 455 103 498
October 1096 295 95 495
November 628 98 95 470
December 593 75 84.5 447
January 560 79 97.75 398
February 535 81 79 413.5
March 687 119 68 403.5
April 942 120 0 317.75
PARKS & NATURAL RESOURCES DIVISION MONTHLY REPORT
What activities were popular in the parks this month?
*Not all activities we look for are listed below, just the ones with people participating this month
0
50
100
150
200
250
300
ALL PARKS
(Playground users)(Picnickers)(Fishing)(Nature enthusiasts (bird watchers, etc.))(Photographers)(Kite flyers)(Exercisers (Walkers, joggers, bikers, etc.))(Dog walkers)(Trail users)(Disc Golfers)(Frisbee players)(Soccer players)
PARKS & NATURAL RESOURCES DIVISION MONTHLY REPORT
0 1 2 3 4 5 6
(Large dog area)
(Small dog area)
(Mulch area)
(Agility course)
(Picnickers)
(Exercisers (Walkers, joggers, bikers, etc.))
(Other)
CENTRAL PARK NORTH
0 200 400 600 800 1000 1200
Greyhound Trail
Hagan-BurkeGreenway
Monon Greenway
White River
Greenway
GREENWAYS
(Walkers) (Dog walkers) (Joggers/runners) (Bicycling) (Rollerblading/rollerskating) (Skateboarding)
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER Jim Engledow, Secretary ACTION REQUESTED Approval
ITEM/SUBJECT March 10, 2020 Park Board Meeting Minutes
DOLLAR AMOUNT / FUND N/A MEETING DATE May 12, 2020
SUMMARY: A draft of the minutes for the March 10, 2020 Park Board Meeting is provided for comment, corrections, additions, or deletions. STAFF RECOMMENDATION:
Approval of the minutes of the Park Board Meeting of March 10, 2020.
Carmel/Clay Board of Parks and Recreation
Tuesday, March 10, 2020, 6:00 p.m.
Monon Community Center
Member(s) Present: Jessica Beer, Jim Engledow, James Garretson, Joshua Kirsh, Jenn Kristunas,
Nick Plopper, Linus Rude, Rich Taylor, Lin Zheng
Member(s) Absent: None
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. Engledow to call the
roll. After Mr. Engledow stated there was a quorum, Board President Taylor called the meeting to order at
6:01 p.m., followed by the Pledge of Allegiance.
Agenda Amendment
Director Klitzing recommended an amendment to the Agenda, adding Item D under new business
“Consideration of P-2020-001 regarding COVID-19 Measures.” Ms. Kristunas made a motion to add Item D
to the Agenda, seconded by Mr. Engledow, and unanimously passed 9 – 0.
Public Comments
There were no public comments.
Staff Reports
Assistant Director Baumgartner said that staff reports are included in the Board packets. Also included
within the packet was the Strategic Implementation Status Report, which is required by CAPRA and tracks
CCPR’s 2015-2019 Master Plan accomplishments. Other items worth noting include Director Klitzing’s
presentations in South Carolina and Indiana on trends in parks and recreation and park project news
coverage in the Current in Carmel.
Ms. Zheng asked several questions for clarification of information in the Strategic Implementation Status
Report. Director Klitzing and Assistant Director Baumgartner explained that it is expected for CCPR to
continue investing in Park infrastructure at a similar rate as in previous years. The increased percentage of
senior memberships in 2015 was caused by rolling out the Silver Sneakers reimbursement program. A 5%
annual senior membership increase is not a goal for the 2020-2024 Master Plan. Regarding the goal
requiring 100% cost recovery for ESE, Ms. Zheng asked why the percentage has decreased over the years.
Assistant Director Baumgartner explained that it is essential for ESE to operate at cost-neutral. President
Taylor stated a reason for the reduced percentage relates to reinvesting in the program; for example,
investing some Summer Camp program revenue into the Perelman pavilion. Director Klitzing stated that
some degree of variation is to be expected, and explained that the numbers are also affected by the new
benefits rolled out for ESE part-time employees. Pricing adjustments are evaluated every other year, taking
into account cost recovery percentages and other factors. Ms. Kristunas asked what benefits are offered to
Carmel/Clay Board of Parks and Recreation
Tuesday, March 10, 2020
Monon Community Center
Page 2
part-time employees. Director Klitzing explains part-time employees can earn paid time off, eligibility for
457(b) retirement program, a discounted MCC membership, and bi-annual pay evaluations, with the
potential to earn two pay increases a year. Assistant Director Baumgartner stated the addition of these
benefits was based on employee feedback and helped CCPR maintain employees.
Mr. Engledow asked to make a statement regarding a comment made to the Indianapolis Business Journal
following an article regarding the Carmel Hotel. A Carmel resident posed the question of whether or not a
profit had ever been made at the Monon Community Center. This statement is incorrect, and the
referenced report states that the MCC made a profit every year except for the first operating year.
Finance Committee
Ms. Kristunas stated the Finance Committee has not met and the next meeting is July 27, 2020.
Minutes
February 11, 2020 Regular Park Board Meeting
Mr. Engledow made a motion to approve the minutes as presented, seconded by Ms. Kristunas, and
unanimously passed 9 – 0.
February 19, 2020 Park Board Executive Session
Mr. Engledow made a motion to approve the minutes as presented, seconded by Ms. Kristunas, and
unanimously passed 9 – 0.
February 19, 2020 Special Park Board Meeting
Mr. Engledow made a motion to approve the minutes as presented, seconded by Ms. Kristunas, and
unanimously passed 9 – 0.
Financial Reports
Consolidated Financial Report for January 2020
Ms. Kristunas made a motion to acknowledge receipt of the Consolidated Financial Report as presented,
seconded by Mr. Kirsh, and unanimously passed 9 – 0.
CCPR P&L Statements for February 2020
At the request of Ms. Kristunas, Assistant Director Baumgartner explained certain expenses from Fund 109.
He reminded the Park Board that 2020 has 27 pay periods, and to be mindful that at the date CCPR has paid
an additional payroll compared to this date the previous year. Other significant changes include an
estimated increase of $53,000 in general insurance costs due to increase valuation and the MCC
contribution of $111,000 for equipment purchase. Discussion followed.
Ms. Kristunas made a motion to acknowledge receipt of the P&L Statements as presented, seconded by
Mr. Kirsch, and unanimously passed 9 – 0.
Claims
Claim Sheet March 10, 2020
Ms. Kristunas made a motion to approve the Claim Sheet as presented, seconded by Mr. Kirsh, and
unanimously passed 9 – 0.
Carmel/Clay Board of Parks and Recreation
Tuesday, March 10, 2020
Monon Community Center
Page 3
Clay Township Claim Sheet March 10, 2020
Ms. Kristunas made a motion to approve the Clay Township Claim Sheet as presented, seconded by
Mr. Kirsh, and unanimously passed 9 – 0.
CCPR Payroll for February 14, 2020 and February 28, 2020
Ms. Kristunas made a motion to approve payroll wages and liabilities as presented, seconded by Mr. Kirsh,
and unanimously passed 9 – 0.
Monetary Gifts, Grants, Partnerships, and Sponsorships for February 2020 – Sara Clark
Ms. Clark said there was nothing to report.
New Business
Central Park – Consideration to Purchase Replacement Cabana Tops at The Waterpark – Kurtis
Baumgartner
Assistant Director Baumgartner recommended the purchase of 14 replacement cabana tops at The
Waterpark. The cabanas are a popular rental amenity at The Waterpark and have generated $333,000 in
revenue since being built. Despite regular maintenance following manufacturer guidelines, the cabana
fabric is sun-faded and worn. The new tops can only be purchased from the manufacturer, Academy
Incorporated, which requires the use of a special purchase method citing compatibility of replacement parts.
Academy Incorporated provided a quote of $27,200.00, which includes a 2-year warranty on seams and a 5-
year warranty on the fabric. Assistant Director Baumgartner recommended approval of the quote received
and that installation occur before The Waterpark opening day.
Ms. Kristunas asked what color the new cabana tops would be. Assistant Director Baumgartner answered
they would be dark blue, the same color as the current cabana tops. Mr. Rude referred to the provided
pictures and asked what the build-up on the cabana tops was. Assistant Director Baumgartner answered the
build-up was moss, algae or bird droppings, which must be scrubbed to remove. Mr. Rude asked if the
application of an algaecide to the fabric during manufacturing could lessen the required routine
maintenance. Assistant Director Baumgartner responded that had been considered, Academy is likely
unable, but he is researching other options.
Mr. Rude asked if staff remove the cabana tops during the winter. Assistant Director Baumgartner stated
that was not possible. Discussion followed. Mr. Rude asked where Academy Inc. was located. Assistant
Director Baumgartner said he didn’t know, but would find an answer. Discussion followed. President Taylor
asked if, with the high demand, CCPR was considering adding additional cabanas for rental. Assistant
Director Baumgartner stated that it is a possibility. Discussion followed.
Mr. Kirsch made a motion to authorize the purchase of replacement cabana tops from Academy Inc. for
$27,200.00 using special purchasing provisions permitted by Section 8(1)(e) of the Park Rules as authorized
by Indiana Code Sections 5-22-10-8, seconded by Ms. Kristunas, and unanimously passed 9 – 0.
Central Park – Consideration to Contract Waterpark Slides Restoration – Kurtis Baumgartner
Assistant Director Baumgartner recommended the restoration of 3 main exterior slides at The Waterpark.
Despite maintenance efforts, the current slides are sun damaged and require restoration. Pictures were
included in the Park Board packet. Replacement of the slide would be expensive, in the range of $250,000.
Instead, it is recommended to complete a full restoration, which entails cleaning and recoating the interior
Carmel/Clay Board of Parks and Recreation
Tuesday, March 10, 2020
Monon Community Center
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and exterior of the slide with a gel coat and repairing any damaged fiberglass. Requests for Quotes were
sent to four slide restoration companies in the Carmel area, and Slide Experts provided the low quote at
$74,900.00, which includes all labor, materials, and a 5-year warranty. Assistant Director Baumgartner
recommends accepting Slide Experts quote and that work be completed by The Waterpark opening day,
Memorial Day weekend.
Mr. Rude asked if CCPR had done business with any of the four bidders previously. Assistant Director
Baumgartner does not believe CCPR has worked with these contractors before. To determine potential
companies, CCPR reached out to the slide manufacturer to find recommended vendors in the Carmel area.
Director Klitzing stated this process had not been done since the installation of the exterior slides.
Discussion regarding the condition of interior slides followed. Mr. Taylor asked if the interior slides could be
restored in congruence with the exterior slides. Director Klitzing answered those interior slides are closed
during certain time periods, and this would fall outside those periods.
Mr. Kirsch made a motion to accept the response from Slide Experts and authorize the Assistant Director of
Parks and Recreation to execute a purchase order in the amount of $74.900.00 to complete The Waterpark
Slide Restoration, seconded by Ms. Kristunas, and unanimously passed 9 – 0.
Consideration of Quotes for Program Guides and Accompanying Postcards – Kurtis Baumgartner
Assistant Director Baumgartner asked the Park Board to consider quotes for the seasonal program guides
and accompany postcards. Program guides are sent three times per year: Summer, Fall, and Winter/Spring.
Over the last year, quality control issues mandated pursuing other vendor options, and CCPR requested
quotes from printer vendors in the Carmel area. CCPR received quotes from five vendors, with the low
quote from EPI Marketing Services in the amount of $26,200.00 per season, totaling $78,600.00 for the year.
Assistant Director Baumgartner pointed out CCPR has $90,000.00 currently budgeted for these printing
services. Staff reviewed sample products and feel confident in the vendor. Assistant Director Baumgartner
recommends acceptance of the EPI Marketing Quote.
Mr. Rude asked where EPI Marketing is located. Assistant Director Baumgartner answered EPI is located in
Indianapolis. President Taylor asked Ms. Grisham what the statutory requirement is for procuring services
in this amount. Ms. Grisham replied the statutory requirement for the purchasing of services in this amount
is the same as the state law, meaning CCPR can go directly to the vendor of choice. While the statute does
not require it, CCPR’s standard practice is to send requests to multiple vendors for a competitive quote.
Mr. Garretson asked about cancellation terms of the contract. It was answered the contract could be
canceled after the first year, or during any successive contract renewal period. Postage is not included in
the quote, due to the ever-changing cost of postage. Director Klitzing stated CCPR has considered phasing
out the paper program guides, but based on public input, the paper program guide is preferred and most
effective. Discussion followed.
Mr. Garretson made a motion to accept the quote from EPI Marketing Services in the amount of $78,600.00
for Summer 2020, Fall 2020 and Winter/Spring 2021 Program Guides and accompanying postcards no
including postage, the actual sum of which CCPR will pay, and authorize the CCPR Director or Assistant
Director to enter into and execute a Printing Services Agreement for an initial one (1) year term with
successive automatic one (1) year extension terms and an annual escalation clause consistent with Indiana
law, seconded by Dr. Beer, and unanimously passed 9 – 0.
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Tuesday, March 10, 2020
Monon Community Center
Page 5
Mr. Garretson made a motion to authorize the CCPR Director or the Assistant Director to execute any annual
amendment to Printing Services Agreement that increases the annual sum by an amount not to exceed their
positions’ current purchasing authority, seconded by Dr. Beer, and unanimously passed 9 – 0.
Conflict of Interest Disclosure – Debra Grisham
Ms. Grisham, Park Board Attorney, advised the Board that anyone with an interest involved in a contract
approved by the Park Board and who is an elected official, must disclose information about any potential
conflicts of interest. Mark Snyder is a Township Board Member, lives in the Clay Township and works for DB
Engineering Inc. Mr. Snyder provides a Conflict of Interest Disclosure on an annual basis and asks the Park
Board to accept the provided COI Disclosure, which has already been accepted by the Township.
Mr. Engledow made a motion to accept the Annual Conflict of Interest Disclosure Statement submitted by
Matthew J. Snyder as presented, seconded by Ms. Kristunas, and unanimously passed 9 – 0.
Consideration of Resolution P-2020-001 Regarding COVID-19 Measures – Michael Klitzing
Director Klitzing reviewed the current status of events surrounding the coronavirus. As an employer, CCPR
must take all necessary measures to protect its employees. CCPR is following all CDC guidelines and moving
forward with an abundance of caution in accordance with state law and local units of government. The Park
Board Attorney believes some of these actions will require Park Board approval. However, with the
constantly changing situation and the current regular schedule of monthly Park Board meetings, this may
hamper decision-making abilities and make it necessary to establish a succession of decision-makers.
Director Klitzing recommended approval of Resolution P-2020-001 authorizing the Finance Committee to act
on Director Klitzing’s recommendations on behalf of the Park Board. In the alternative, should the situation
become more severe and the Finance Committee cannot meet, to authorize the Park Board President and
Director to make those decisions on behalf of the Park Board. The Park Board Attorney will also provide her
recommendations. In the event President Taylor and Director Klitzing are unavailable, the power reverts to
Nick Plopper as Park Board Vice President and Kurtis Baumgartner as CCPR Assistant Director. In the event
Deb is unavailable as Park Board Attorney, CCPR would hire outside legal counsel approved by the Park
Board.
President Taylor advised that this is in line with the actions being taken by the City. Mr. Garretson asked if
the intended decision-making ability included closure of the Monon Community Center. Director Klitzing
explained that decision-making ability lies with the CDC and the county health department. If the MCC is
closed, the Park Board will be kept apprised of the developing situation. Discussion followed. Director
Klitzing stated that the City of Carmel, Clay Township, and the rest of Hamilton County are striving to work
together through this and keep the response consistent. Mr. Garretson thanked Director Klitzing for the
updates he sends as new information is learned.
President Taylor asked whether 48-hour notice requirement still applies in this situation. Ms. Grisham
stated that the Park Board or President could call an emergency meeting based on the health and welfare of
the public, and meet without the 48-hour notice. The same notice provided to Park Board members must
be provided to any newspaper or other news media who has asked for notices to be given to them.
Director Klitzing explained the purpose of the resolution is to provide a decision-making mechanism and
process that needs to be followed. He expressed the importance of the Park Board being involved in these
decisions, through the Finance Committee, in those decisions related to their fiduciary duty. Mr. Plopper
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Tuesday, March 10, 2020
Monon Community Center
Page 6
asked whether the term “unavailable” is being interpreted very broadly. Ms. Grisham answered all efforts
would be made to give 48-hour notice and ensure that the three required members of the Finance
Committee meet, which includes President Taylor and Director Klitzing as ex officio members by virtue of
their positions. Discussion followed.
Ms. Kristunas made a motion to waive the reading of Resolution P-2020-001, seconded by Mr. Engledow,
and unanimously passed 9 – 0.
Ms. Kristunas made a motion to approve Resolution P-2020-001, seconded by Mr. Kirsch, and unanimously
passed 9 – 0.
Old Business
Central Park Trailhead & West Receiving Project Updates – Michael Klitzing
Authorize Second Amendment to the Professional Services Agreement with The Schneider Corporation
Director Klitzing said that due to permitting delays, the length of this project has been longer than
estimated. Schneider continues to provide project oversight services and have expended their funds for the
oversight and requested an Amendment to the Agreement of $6,000.00. This request increases its total
services fee to $91,426.75. Director Klitzing recommended approving the Second Amendment.
Mr. Engledow made a motion to authorize the Park Board Attorney to prepare and the Director to execute
an Amendment to the Professional Services Agreement with The Schneider Corporation for the Central Park
Trailhead & West Receiving Project to increase the Services Fee by $6,000.00 for a total sum of $91,426.75
and otherwise confirm and ratify said Agreement, seconded by Ms. Kristunas, and unanimously passed 9 – 0.
Project update: Director Klitzing stated the project was progressing and substantial is expected by the end of
March, depending on favorable dry weather conditions for pouring concrete.
West Park – The Core Project Updates – Michael Klitzing
Director Klitzing stated that no action is required from the Park Board tonight, and there will be more
information available after an upcoming meeting with SmithGroup. The geotechnical report showed poor
soil conditions and recommended surcharging the site to compress the soil. These reports made the
previously discussed project timeline impossible. Construction is now expected to begin in August 2020 and
end by June 2021.
Carey Grove Park Improvements Updates – Michael Klitzing
Director Klitzing explained the wooden play structure featured in the Park Board approved schematic design
was ultimately more costly than expected. It was also determined specific improvements would occur
during the first phase, and which could eventually be added easily in the future. In addition to these
changes, the City of Carmel mandated the addition of a stormwater retention area in the southern grassy
area. Director Klitzing showed visual representations of the play structure area and gave an overview to the
Park Board. Construction is anticipated to begin in a couple of months.
President Taylor stated he was aware of a few Marion County projects that had zero bid respondents. He
drew awareness that there might be additional value engineering needed to meet the budget. Director
Klitzing acknowledged the uncertainty of the current bidding environment and added that the purpose of
getting this project to bid this spring is to avoid that uncertainty if possible.
Carmel/Clay Board of Parks and Recreation
Tuesday, March 10, 2020
Monon Community Center
Page 7
Mr. Garretson asked if the Carey Grove project was Township led. Director Klitzing confirmed and stated
the agreement is set up so that the Park Board approved the schematic designs and the project moves
forward following those designs. However, if a significant change is required, then further Park Board or
Park Board designee action will be needed. Mr. Garretson asked regarding the longevity of wood versus
metal playground equipment. Director Klitzing stated the typical life cycle is around 15-20 for playground
equipment, regardless of their material. CCPR has found that equipment with metal and/or plastic
components generally lasts closer to 20 years, while wood equipment lasts closer to 15 years.
Attorney’s Report
Ms. Grisham stated there isn’t much to report. Currently, her focus is getting the Township projects ready
to bid.
Director’s Report
Director Klitzing stated his report was previously emailed to the Park Board Members as part of the Park
Board packet.
Director Klitzing reported that paper copies of the 2019 Annual Report were available for the public at the
MCC, and will also be available at Carmel City Hall and Township offices. A digital copy is available at
carmelclayparks.com. Brian Bosma, CCPR outside counsel, recently provided a memorandum regarding
future park funding sources. Once the Central Park Bond is paid off in 2026, that local income tax will no
longer be a funding source available to CCPR. As such, CCPR is looking at options to replace the $2-3 Million
of income that will be lost in order to fund capital repairs and replacements. Director Klitzing stated he
would send the funding sources memo to the Park Board at a future date for use in conversations with
elected officials. As CCPR moves forward, examination and revision of the current Interlocal Agreement will
be necessary. Under the current Interlocal Agreement, the local income tax attributed to the Central Park
bond expires, and Clay Township no longer is fiscal responsibility for the park system. However, as shown by
the Clay Township support of the Impact Program and Reimagining Parks project, the Township is keen on
remaining a key supporter of CCPR.
Director Klitzing further stated that included in the report is further information on meetings with Conner
Prairie regarding the river ecology center and funding strategies. There have also been discussions with
Martin Marietta, who is asking for a 2-3 year temporary easement across the top of Hazel Landing Park to
install a pipe to drain the quarry across from the park. After this reclamation process, Martin Marietta
intends to donate the quarry to the City, and it will fall under CCPR’s management. Also, discussions with
the Carmel Public Library have occurred regarding a potential partnership to assist with program locations
during its two-year expansion project.
Assistant Director Baumgartner reviewed CCPR’s additional COVID-19 measures including a reprieve in
disciplinary action against employees for calling in sick, educating employees on CDC recommended hygiene
measures, increase cleaning and disinfecting in high traffic areas like restroom facilities.
Information Items
School Board: Ms. Zheng said the School Board continues to monitor the COVID-19 situation and sent two
communications to the community. A third communication is being prepared to address community
concerns, in addition to launching a website to include more updated information.
Carmel/Clay Board of Parks and Recreation
Tuesday, March 10, 2020
Monon Community Center
Page 8
Parks Foundation: Mr. Rude said there are no meetings scheduled.
Park Board Comments / Discussion
Mr. Engledow thanked Director Klitzing and his team for the Annual Report, including Assistant Director
Baumgartner and the marketing department. He asked if 2021 will have 25 pay periods because 2020 has
27. Director Klitzing answered that was unfortunately not the case.
Mr. Rude asked regarding the two flooring projects mentioned in the Director’s Report, noting the status of
products and shipping. Director Klitzing answered the flooring for Wilfong Pavilion was ordered and
received before COVID-19, but when the product was later ordered for the MCC, manufacturing delays in
China caused a backorder. The decision regarding synthetic turf at Midtown Plaza has not been made.
Dr. Beer asked regarding the distribution of the 2019 Annual Report. Director Klitzing answered the Annual
Report is not sent to every household, but printed copies are kept at MCC, City Hall, and Township offices
for the public. All CCPR Annual Reports are also available under the Publications section on the website and
release regarding availability on social media.
Mr. Rude commented that he enjoys hearing the NPR ad during his drive to work in the morning. Thousands
of people must be hearing the advertisement along with him.
President Taylor commented that he did not see 100% cost recovery mentioned in the Annual Report. He
suggested those numbers might be considered for inclusion as an essential educational piece for the public.
Director Klitzing agreed and stated those numbers are included in the Master Plan annual summary.
Adjournment
There being no further business, Mr. Rude made a motion to adjourn the meeting, seconded by Ms. Kristunas,
and unanimously passed 9 – 0. Board President Taylor adjourned the meeting at 7:43 p.m.
Approved,
Signature Date
Signature Date
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER Jim Engledow, Secretary ACTION REQUESTED Approval
ITEM/SUBJECT April 15, 2020 Special Park Board Meeting Minutes
DOLLAR AMOUNT / FUND N/A MEETING DATE May 12, 2020
SUMMARY: A draft of the minutes for the April 15, 2020 Special Park Board Meeting is provided for comment, corrections, additions, or deletions. STAFF RECOMMENDATION:
Approval of the minutes of the Special Park Board Meeting of April 15, 2020.
Minutes of the Special Meeting called by the
Carmel/Clay Board of Parks and Recreation
Wednesday, April 15, 2020, 6:00 p.m. Carmel Clay Parks & Recreation Administrative Offices
Remote Meeting
Member(s) Present Remotely: Jessica Beer, James Engledow, James Garretson, Joshua Kirsh, Jenn Kristunas, Linus
Rude, Rich Taylor, Lin Zheng
Member(s) Absent: Nick Plopper
Others Present Remotely: Michael Klitzing, Director; Kurtis Baumgartner, Assistant Director; Natalie Weaver, Planning & Records Coordinator; Debra Grisham, Park Board
Attorney
Roll Call and Call to Order
With a majority of Board Members participating electronically by ZOOM call using Meeting ID 967 9722 1886, Director
Michael Klitzing confirmed the meeting was being recorded. Board President Taylor welcomed everyone to the Park
Board Meeting and asked Mr. Engledow to call the roll. After Mr. Engledow stated there was a quorum, Board
President Taylor called the meeting to order at 6:01 p.m.
New Business
Consideration of Resolution G-2020-002 regarding an Interest in the Purchase of Real Estate – Michael Klitzing
Director Klitzing explained the reason for this special Park Board meeting was to introduce Resolution G-2020-002
regarding an Interest in the Purchase of Real Estate. The 2020-2025 Master Plan identified many objectives and goals,
including the acquisition of additional park land in the underserved northwest side of Carmel. Currently, CCPR only has
one park west of Meridian Street, West Park, in addition to one other public park, Hamilton County’s Coxhill Gardens.
Director Klitzing explained the process and history of identifying potential properties and the status of certain
opportunities. Director Klitzing received communication from Jay O’Neil, who functioned as the Park Board broker for
acquisition of the JAVCA property, that about 33 acres of property was listed for sale at 146th Street and Shelborne.
There is a large home on the property, but the owners are willing to reorganize the parcels to sell the property
excluding that area. Director Klitzing stated that another entity is interested in the property, submitted a proposal that
was rejected and is expected to submit another proposal. If the Park Board decides it is interested, Director Klitzing
stated it would be best to present an offer soon because of the other interested party.
Director Klitzing directed the Board to Park Board packet, previously delivered electronically to the Board and others
present, and described the topography and natural features of the property. President Taylor shared his screen with
the GIS General Viewer illustrate the described creek, bluff, and improvements, along with the neighboring properties
and upcoming development. Mr. Engledow asked regarding park access. President Taylor outlined the blacktop access
drive running east to west off of Shelborne Road using the shared GIS General Viewer. Mr. Garretson asked about the owners, David and Beth Bidgood, and provided history on the Bidgood family. Director Klitzing provided a summary of
property’s potential for a park.
Director Klitzing proposed paying for the acquisition using Park Impact Fees, which can only be used for acquisition and
new development of properties identified in the Zone Improvement Plan. Using Park Impact Fees will require
reorganization of funding for other planned projects and deferring some development along the White River unless we
can find grant funding opportunities. President Taylor asked if the acquisition would delay development of the north
trail along the White River. Director Klitzing stated the funds are available to do the design work, but not the
development. Discussion followed. Mr. Garretson asked about the amount of money in the Park Impact Fee budget.
Director Klitzing answered there are a little over $2.8 Million. Discussion followed. Mr. Garretson asked about the
possibility of purchasing a portion and receiving a donation of the rest. Director Klitzing stated that possibility would be
discussed with the owners, along with the potential for naming rights. Mr. Garretson asked about the restrictions on
Park Impact Fees and Director Klitzing gave a detailed explanation. Mr. Garretson suggested planning and preparing for
Carmel/Clay Board of Parks and Recreation
Special Park Board Meeting
Wednesday, April 15, 2020
Remote Participation
Page 2
questions from the public regarding making this purchase so close to furloughing so many employees. Discussion
followed.
Mr. Kirsch stated we should make contact with the owner of property connected to Meadowlark to confirm that we
remain interested in purchasing that property. Discussion followed. Mr. Engledow asked if Hamilton County would be
open to integrating their easement into the park. Director Klitzing answered he believed there would be opportunities
to work together with Hamilton County. Discussion followed. Mr. Garretson asked if the Bidgoods were in a hurry to
sell. Director Klitzing answered he thinks they are motivated to sell, but also apprehensive to sell in the current state of events. Discussion followed.
Mr. Kirsch made a motion to waive the reading of Resolution G-2020-002 and enter it into action, seconded by Ms.
Kristunas. President Taylor asked if there were any comments or questions about the motion. Mr. Engledow took the
roll call vote, which passed unanimously 7 – 0.
Aye: X Nay: Richard F. Taylor III, President
Aye: Nay: Nicholas Plopper, Vice President
Aye: X Nay: James L. Engledow, Secretary
Aye: X Nay: Jenn Kristunas, Treasurer
Aye: X Nay: Dr. Jessica Beer
Aye: X Nay: James D. Garretson
Aye: X Nay: Joshua A. Kirsch
Aye: Nay: Linus Rude
Aye: X Nay: Lin Zheng
Mr. Kirsch made a motion to adopt Resolution G-2020-002 as presented, seconded by Ms. Kristunas. President Taylor
asked if there were any comments or questions. President Taylor commented the decision to make this acquisition
after furloughing employees has been difficult. However, opportunities to acquire property on the west side of Carmel
are limited and quickly disappearing. Mr. Engledow took the roll call vote, which passed unanimously 7 – 0.
Aye: X Nay: Richard F. Taylor III, President
Aye: Nay: Nicholas Plopper, Vice President
Aye: X Nay: James L. Engledow, Secretary
Aye: X Nay: Jenn Kristunas, Treasurer
Aye: X Nay: Dr. Jessica Beer
Aye: X Nay: James D. Garretson
Aye: X Nay: Joshua A. Kirsch
Aye: Nay: Linus Rude
Aye: X Nay: Lin Zheng
Director Klitzing stated that he would work with Park Board attorney, President Taylor, Jay O’Neil to prepare an offer.
As necessary, Director Klitzing will consult with Brian Bosma. Mr. Rude joined the meeting at 6:43 p.m., directly
following completion of the vote.
Director’s Report
Director Klitzing stated that employees were notified regarding furloughs and detailed the notification methods. He
explained there might be a decrease in revenue once business resumes. Lengthy discussion of furloughs followed. Ms.
Kristunas asked about health insurance for furloughed employees. Director Klitzing stated health insurance premiums will continue to be paid for all full-time employees who are currently on CCPR provided insurance. Employees remain
responsible for their share of premiums, but those payments will be coordinated after returning to work. Director
Klitzing explained that the only relief available to CCPR is through the reimbursement of unemployment benefits under
the CARES Act. President Taylor explained the unemployment benefits and their comparison to current employee
wages.
Park Board Comments / Discussion
Ms. Kristunas asked the status of claims. Director Klitzing explained that claims are being paid, ratification will occur at
the next Park Regular Board Meeting, the second week of May.
Ms. Zheng left the meeting at 6:59 p.m.
Mr. Garretson asked if CCPR is making refunds. Director Klitzing explained the handling of credits and refunds.
Carmel/Clay Board of Parks and Recreation
Special Park Board Meeting
Wednesday, April 15, 2020
Remote Participation
Page 3
Mr. Kirsch asked what is being done to take advantage of the down time. Director Klitzing described different projects
that are being done during closures. Mr. Kirsch stated we should notify the public of what work is being done during
the shutdown.
Mr. Kirsch thanked Director Klitzing and Assistant Director Baumgartner for their handling of these difficult times.
President Taylor also thanked Direction Klitzing and Assistant Director Baumgartner.
Adjournment
There being no further business, a motion was made by Mr. Kirsch, seconded by Ms. Kristunas, to adjourn the meeting at
7:14 p.m.
Approved,
Signature Date
Signature Date
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER Jenn Kristunas, Treasurer ACTION REQUESTED Acknowledgement
ITEM/SUBJECT Consolidated Financial Report for February 2020 and March 2020
DOLLAR AMOUNT / FUND N/A MEETING DATE May 12, 2020
SUMMARY:
Provided is the Consolidated Financial Report for February 2020 and March 2020. STAFF RECOMMENDATION:
Acknowledgement of the Consolidated Financial Report for February 2020 and March 2020.
CARMEL CLAY PARKS & RECREATION
2020 YEAR-TO-DATE CONSOLIDATED FINANCIAL REPORT
Month: February 2020
(101)
General
(103)
Capital
(106)
Impact Fee
(108)
ESE
(109)
MCC
(110)
Rec Facilities
(853)
Gift
(Twp 1215)
LIT Capital
CONSOLIDATED
TOTAL
REVENUES
City of Carmel $3,747,565.00 $525,000.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $4,272,565.00
Clay Township $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $472,312.00 $472,312.00
Impact Fees $0.00 $0.00 $106,992.00 $0.00 $0.00 $0.00 $0.00 $0.00 $106,992.00
User Fees, Interest & Other Earned Income $0.00 $233.35 $6,348.85 $1,133,106.73 $990,590.00 $13,215.83 $70.99 $72,238.22 $2,215,803.97
Total Revenues (a)$3,747,565.00 $525,233.35 $113,340.85 $1,133,106.73 $990,590.00 $13,215.83 $70.99 $544,550.22 $7,067,672.97
OTHER FINANCING SOURCES
Cash Reserves as of 12/31/2018 $0.00 $102,756.85 $2,663,185.21 $2,836,069.73 $4,180,047.53 $137,348.75 $30,413.04 $2,564,716.23 $12,514,537.34
Previous Year Encumbrances $70,257.17 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $70,257.17
Reimbursements $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Transfers from Cash Change Fund $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Gift Card Sales & Customer Overpayments $0.00 $0.00 $0.00 $0.00 $1,445.75 $0.00 $0.00 $0.00 $1,445.75
Total Other Financing Sources $70,257.17 $102,756.85 $2,663,185.21 $2,836,069.73 $4,181,493.28 $137,348.75 $30,413.04 $2,564,716.23 $12,586,240.26
Total Revenues & Other Financing Sources (b)$3,817,822.17 $627,990.20 $2,776,526.06 $3,969,176.46 $5,172,083.28 $150,564.58 $30,484.03 $3,109,266.45 $19,653,913.23
OPERATING EXPENSES
Personal Services $473,872.80 $0.00 $0.00 $504,950.26 $514,508.85 $0.00 $0.00 $0.00 $1,493,331.91
Supplies $10,893.16 $0.00 $0.00 $44,608.35 $46,211.25 $562.50 $0.00 $0.00 $102,275.26
Other Services & Charges $124,299.67 $0.00 $0.00 $64,186.69 $457,667.67 $22,125.24 $0.00 $0.00 $668,279.27
Capital Outlay $0.00 $0.00 $0.00 $45,659.82 $119,564.75 $0.00 $0.00 $0.00 $165,224.57
Total Operating Expenses (c)$609,065.63 $0.00 $0.00 $659,405.12 $1,137,952.52 $22,687.74 $0.00 $0.00 $2,429,111.01
DEVELOPMENT & OTHER EXPENSES
Capital Development & Maintenance $0.00 $6,120.64 $57,188.63 $206,041.75 $0.00 $0.00 $0.00 $326,569.90 $595,920.92
Transfers to Cash Change Fund $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Gift Card & Customer Credit Transfers $0.00 $0.00 $0.00 $0.00 $1,740.00 $0.00 $0.00 $0.00 $1,740.00
Total Development & Other Expenses $0.00 $6,120.64 $57,188.63 $206,041.75 $1,740.00 $0.00 $0.00 $326,569.90 $597,660.92
Total Expenses (d)$609,065.63 $6,120.64 $57,188.63 $865,446.87 $1,139,692.52 $22,687.74 $0.00 $326,569.90 $3,026,771.93
ENCUMBRANCES & RESERVES
Encumbrances & Dedicated Funds $0.00 $621,869.56 $2,719,337.43 $12,807.50 $0.00 $0.00 $0.00 $1,282,696.55 $4,636,711.04
Designated Gifts $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $14,373.21 $0.00 $14,373.21
Outstanding Liabilities $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Non-Reverting Operations Reserve $0.00 $0.00 $0.00 $2,015,922.09 $1,000,000.00 $0.00 $0.00 $0.00 $3,015,922.09
Capital Maintenance Reserve $0.00 $0.00 $0.00 $0.00 $1,432,390.76 $102,876.84 $0.00 $1,500,000.00 $3,035,267.60
Cash Flow Reserve $0.00 $0.00 $0.00 $1,075,000.00 $1,600,000.00 $25,000.00 $0.00 $0.00 $2,700,000.00
Total Encumbrances & Reserves $0.00 $621,869.56 $2,719,337.43 $3,103,729.59 $4,032,390.76 $127,876.84 $14,373.21 $2,782,696.55 $13,402,273.94
Total Expenses, Encumbrances & Reserves (e)$609,065.63 $627,990.20 $2,776,526.06 $3,969,176.46 $5,172,083.28 $150,564.58 $14,373.21 $3,109,266.45 $16,429,045.87
Net Income (a - c)n/a n/a n/a $473,701.61 ($147,362.52)($9,471.91)n/a n/a n/a
Cost Recovery (a ÷ c)172%87%58%
Current Cash Balance & Investments (b - d)n/a $621,869.56 $2,719,337.43 $3,103,729.59 $4,032,390.76 $127,876.84 $30,484.03 $2,782,696.55 $13,418,384.76
Unencumbered or Undedicated Funds (b - e)$3,208,756.54 $0.00 $0.00 $0.00 $0.00 $0.00 $16,110.82 $0.00 $3,224,867.36
CARMEL CLAY PARKS & RECREATION
2020 YEAR-TO-DATE CONSOLIDATED FINANCIAL REPORT
Month: March 2020
(101)
General
(103)
Capital
(106)
Impact Fee
(108)
ESE
(109)
MCC
(110)
Rec Facilities
(853)
Gift
(Twp 1215)
LIT Capital
CONSOLIDATED
TOTAL
REVENUES
City of Carmel $3,747,565.00 $525,000.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $4,272,565.00
Clay Township $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $708,468.00 $708,468.00
Impact Fees $0.00 $0.00 $172,376.00 $0.00 $0.00 $0.00 $0.00 $0.00 $172,376.00
User Fees, Interest & Other Earned Income $0.00 $312.17 $8,634.84 $1,400,843.98 $1,332,923.75 $20,260.35 $91.64 $72,934.45 $2,836,001.18
Total Revenues (a)$3,747,565.00 $525,312.17 $181,010.84 $1,400,843.98 $1,332,923.75 $20,260.35 $91.64 $781,402.45 $7,989,410.18
OTHER FINANCING SOURCES
Cash Reserves as of 12/31/2018 $0.00 $102,756.85 $2,663,185.21 $2,836,069.73 $4,180,047.53 $137,348.75 $30,413.04 $2,564,716.23 $12,514,537.34
Previous Year Encumbrances $70,257.17 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $70,257.17
Reimbursements $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Transfers from Cash Change Fund $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Gift Card Sales & Customer Overpayments $0.00 $0.00 $0.00 $0.00 $1,445.75 $0.00 $0.00 $0.00 $1,445.75
Total Other Financing Sources $70,257.17 $102,756.85 $2,663,185.21 $2,836,069.73 $4,181,493.28 $137,348.75 $30,413.04 $2,564,716.23 $12,586,240.26
Total Revenues & Other Financing Sources (b)$3,817,822.17 $628,069.02 $2,844,196.05 $4,236,913.71 $5,514,417.03 $157,609.10 $30,504.68 $3,346,118.68 $20,575,650.44
OPERATING EXPENSES
Personal Services $666,062.76 $0.00 $0.00 $715,676.93 $720,778.73 $0.00 $0.00 $0.00 $2,102,518.42
Supplies $22,736.32 $0.00 $0.00 $68,629.74 $67,271.45 $562.50 $0.00 $0.00 $159,200.01
Other Services & Charges $161,511.09 $0.00 $0.00 $121,548.26 $620,648.73 $30,004.01 $0.00 $0.00 $933,712.09
Capital Outlay $0.00 $0.00 $0.00 $62,091.48 $123,668.58 $0.00 $0.00 $0.00 $185,760.06
Total Operating Expenses (c)$850,310.17 $0.00 $0.00 $967,946.41 $1,532,367.49 $30,566.51 $0.00 $0.00 $3,381,190.58
DEVELOPMENT & OTHER EXPENSES
Capital Development & Maintenance $0.00 $6,257.77 $57,188.63 $206,041.75 $0.00 $0.00 $1,407.82 $444,589.77 $715,485.74
Transfers to Cash Change Fund $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Gift Card & Customer Credit Transfers $0.00 $0.00 $0.00 $0.00 $1,740.00 $0.00 $0.00 $0.00 $1,740.00
Total Development & Other Expenses $0.00 $6,257.77 $57,188.63 $206,041.75 $1,740.00 $0.00 $1,407.82 $444,589.77 $717,225.74
Total Expenses (d)$850,310.17 $6,257.77 $57,188.63 $1,173,988.16 $1,534,107.49 $30,566.51 $1,407.82 $444,589.77 $4,098,416.32
ENCUMBRANCES & RESERVES
Encumbrances & Dedicated Funds $0.00 $621,811.25 $2,787,007.42 $0.00 $0.00 $0.00 $0.00 $1,401,528.91 $4,810,347.58
Designated Gifts $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $14,373.21 $0.00 $14,373.21
Outstanding Liabilities $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Non-Reverting Operations Reserve $0.00 $0.00 $0.00 $1,987,925.55 $1,000,000.00 $0.00 $0.00 $0.00 $2,987,925.55
Capital Maintenance Reserve $0.00 $0.00 $0.00 $0.00 $1,380,309.54 $102,042.59 $0.00 $1,500,000.00 $2,982,352.13
Cash Flow Reserve $0.00 $0.00 $0.00 $1,075,000.00 $1,600,000.00 $25,000.00 $0.00 $0.00 $2,700,000.00
Total Encumbrances & Reserves $0.00 $621,811.25 $2,787,007.42 $3,062,925.55 $3,980,309.54 $127,042.59 $14,373.21 $2,901,528.91 $13,494,998.47
Total Expenses, Encumbrances & Reserves (e)$850,310.17 $628,069.02 $2,844,196.05 $4,236,913.71 $5,514,417.03 $157,609.10 $15,781.03 $3,346,118.68 $17,593,414.79
Net Income (a - c)n/a n/a n/a $432,897.57 ($199,443.74)($10,306.16)n/a n/a n/a
Cost Recovery (a ÷ c)145%87%66%
Current Cash Balance & Investments (b - d)n/a $621,811.25 $2,787,007.42 $3,062,925.55 $3,980,309.54 $127,042.59 $29,096.86 $2,901,528.91 $13,509,722.12
Unencumbered or Undedicated Funds (b - e)$2,967,512.00 $0.00 $0.00 $0.00 $0.00 $0.00 $14,723.65 $0.00 $2,982,235.65
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER Kurtis Baumgartner, Assistant Director of Parks and Recreation
ACTION REQUESTED Acknowledgement
ITEM/SUBJECT CCPR P&L Statements for March 2020 and April 2020
DOLLAR AMOUNT/FUND N/A MEETING DATE May 12, 2020
SUMMARY: Provided for your review are March 2020 and April 2020 P&L statements for ESE (Fund 108), Monon Community Center (Fund 109), and Parks & Rec Facilities (Fund 110) as generated by the Department’s QuickBooks software. These reports are used as a management tool to help identify and track the financial performance of the Department’s retail-oriented operations. The P&L statements are supplemental information and do not replace the official financial records maintained by the Clerk-
Treasurer. RECOMMENDED MOTION: “I move to acknowledge receipt of the P&L Statements for March 2020 and April 2020.”
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER Jenn Kristunas, Treasurer ACTION REQUESTED Approval
ITEM/SUBJECT Claim Sheets dated April 14, 2020 and May 12, 2020
DOLLAR AMOUNT / FUND N/A MEETING DATE May 12, 2020
SUMMARY: Claim Sheets dated April 14, 2020 and May 12, 2020 are included for comment, corrections, additions, or deletions.
STAFF RECOMMENDATION: Approval of Claim Sheets dated April 14, 2020 and May 12, 2020.
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER Jenn Kristunas, Treasurer ACTION REQUESTED Approval
ITEM/SUBJECT Clay Township Claim Sheets dated April 14, 2020 and May 12, 2020
DOLLAR AMOUNT / FUND N/A MEETING DATE May 12, 2020
SUMMARY:
The Clay Township Claim Sheet dated April 14, 2020 is included for review and consideration of ratification. Director Klitzing approved the Clay Township Claim Sheet dated April 14, 2020 for payment due to the cancellation of the April 14, 2020 regular Park Board meeting due to COVID-19.
The Clay Township Claim Sheet dated May 12, 2020 is included for comment, corrections, additions, or deletions.
STAFF RECOMMENDATION:
I move to ratify the Clay Township Claim Sheet dated April 14, 2020 and approve the Clay Township Claim Sheet dated May 12, 2020.
Carmel/Clay Board of Parks and Recreation
Claim sheet for
Clay Township of Hamilton County
May 12, 2020
Name Amount Account Number Memo
American Clean & Seal 23,522.00 1215 4BR - 2019 Encumbered Central
Park 168 4/2/20 Central Park Westermeier Commons Splash Pad Painting
2020 - PO # 54285 F
American Structurepoint Inc.21,780.00 1215 4BR - 2019 Encumbered Central
Park 127115
5/4/20 111th Street Entrance Roundabout Modifications and
MCC Parking Lot Resurfacing Project - PO # 53426 p
Cardno, Inc. 7,067.19 1215 4BW - White River Corridor 289989
4/2/20 Prairie Installation for Property at 11299 Hazel Dell
Parkway - PO # 54218 p
Cardno, Inc. 1,199.00 1215 4BS - 2019 Encumbered Capital
Maintenance 29001
4/2/20 Capital Maintenance Invasive Species Management
Founders Park 2019 - PO # 53344 p
Grisham, Debra M, Attorney at Law, LLC 672.00 1215 4BR - 2019 Encumbered Central
Park 320 4/20/20 Legal Services Mar'20
Jack Laurie Group 44,000.00 1215 4BS - 2019 Encumbered Capital
Maintenance 2773 4/28/20 Capital Maintenance Wilfong Pavilion at Founders Park
Flooring Project - PO # 53702 F
Monroe Construction Group, LLC 59,825.56 1215 4BR - 2019 Encumbered Central
Park Pay App # 5 4/23/20 Central Park Trailhead & West Receiving Project - PO #
53294 p
Oracle Elevator Holdco, Inc. 1,075.00 1215 4BX - COVID -19 1317078 4/30/20 Parts & Labor to install Oil Heater in Both Elevator Oil
Tanks - PO # 54299 F
Otto's Parking Marking Company 14,934.00 1215 4BS - 2019 Encumbered Capital
Maintenance 477767IN 3/31/20 Capital Maintenance Monon Greenway Custom Bollards
- PO # 54124 F
Otto's Parking Marking Company 5,966.00 1215 4BS - 2019 Encumbered Capital
Maintenance 477850IN 4/7/20 Capital Maintenance Monon Greenway Stop Signs and
Stop Bars Asphalt Striping - PO # 54058 F
Precision Concrete, Inc.7,216.88 1215 4BS - 2019 Encumbered Capital
Maintenance 200402
4/23/20 Capital Maintenance Sidewalk Trip Hazard Elimination
2020 - PO # 54313 p
Richeson Contracting, Inc. 11,610.00 1215 4BV - Monon Community Center 2003091 3/31/20 Cabinets for MCC - PO # 54104 F
Scenic Construction Services 18,885.00 1215 4BS - 2019 Encumbered Capital
Maintenance 20007
4/8/20 Capital Maintenance Administration Renovation 2020 -
PO # 53885 p
Schneider Geomatics 3,097.95 1215 4BR - 2019 Encumbered Central
Park 180845
4/6/20 Central Park Trailhead and West Receiving Project - 2nd
Amendment - PO # 54331 p
Schneider Geomatics 1,833.98 1215 4BW - White River Corridor 180842
4/6/20 Demolition Project 11299 Hazel Dell Parkway - PO #
53997 p
Schneider Geomatics 702.00 1215 4BS - 2019 Encumbered Capital
Maintenance 180843 4/6/20 Capital Maintenance Westermeier Commons Water Line Project - PO # 54141 p
SJCA P.C.9,956.00 1215 4BW - White River Corridor 11995 1/31/20 Conner Prairie Trails Feasibility Study - PO # 53626 F
SmithGroup, Inc. 17,344.07 1215 4BW - White River Corridor 146398 4/8/20 Martin Marietta Quarry Park Concept Plan - PO # 54054 p
SmithGroup, Inc. 890.00 1215 4BR - 2019 Encumbered Central Park 146847 4/23/20 Central Park Prairie Trail Drainage Analysis and Improvements - PO # 53075 p
Staples 1,718.72 1215 4BS - 2019 Encumbered Capital Maintenance 3445426567 4/20/20 Capital Maintenance Chairs for Conference Room
CCPR Director's Office - PO # 54318 F
Carmel/Clay Board of Parks and Recreation
Claim sheet for
Clay Township of Hamilton County
May 12, 2020
Williams Associates Architects, Ltd 7,352.06 1215 4BV - Monon Community Center 19854
4/16/20 Architectural Services for KidZone & Adjacent Program
Room - PO # 53996 p
Zogics 660.00 1215 4BR - 2019 Encumbered Central
Park 139934 3/24/20 Hand Dryers for New CP Trailhead Restrooms - PO # 54291 F
TOTAL CLAIM SHEET 261,307.41
Date
Signature Date
Signature
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER Kurtis Baumgartner, Assistant Director of Parks and Recreation
ACTION REQUESTED Acknowledgement
ITEM/SUBJECT CCPR Payroll dates March 13, 2020, March 27, 2020, April 10, 2020, and April 24, 2020
DOLLAR AMOUNT/FUND N/A MEETING DATE May 12, 2020
SUMMARY: Provided for your review are payroll wages and liabilities for payroll dates March 13, 2020, March 27, 2020, April 10, 2020, and April 24, 2020. RECOMMENDED MOTION:
“I move to acknowledge receipt of the payroll wages and liabilities for the payroll dates March 13, 2020, March 27, 2020, April 10, 2020, and April 24, 2020.”
Carmel/Clay Board of Parks and Recreation Board Meeting Agenda Item
PRESENTER Sara Clark, Administration & Planning Director ACTION REQUESTED Acceptance
ITEM/SUBJECT Monetary Gifts, Grants, Partnerships, and Sponsorships for March 2020 and April 2020
DOLLAR AMOUNT / FUND N/A MEETING DATE May 12, 2020
No items were received during the month of March and April.
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER Kurtis Baumgartner, Assistant Director of Parks and Recreation
ACTION REQUESTED Recommended Motion
ITEM/SUBJECT Consideration of Proposals for Tree trimming and removal services at West Park
BUDGET APPROPRIATION $47,284.65 (1215) MEETING DATE May 12, 2020
SUMMARY:
West Park north woods is due for mitigation of dead ash and other tree species and other potential hazards from dead overhanging branches near the trail network. This project will be scheduled in conjunction with the closure timeline of the unrelated capital development West Park – The Core
Improvements, to take advantage of the reduced public access during the summer and ultimately improve overall safety. CCPR will work closely with the tree trimming and removal contractor to ensure that the park will be re-opened with these added safety measures already in place to
enhance the safety of the trail user. Pursuant to the Park Board’s Purchasing Rules Manual (“Manual”), the Director, as the Purchasing Agent, has the authority to approve a purchase of services up to $25,000 using any purchasing procedure deemed appropriate. The Purchasing Handbook is consistent with the Manual. While CCPR could have recommended the hiring of a qualified tree service contractor without requesting proposals, it was decided that the prudent process in this case was to prepare specifications and request proposals from 3 qualified tree service contractors with experience in Carmel. The Services primarily include managing tree trimming and removal as outlined by CCPR’s staff
arborist according to the provided specifications. Proposals received from all each of the 3 contractors are listed below:
• Angel Oak Tree Care: $50,960.00
• Xanderbuilt Tree Care: $32,000.00
• SavATree (formerly Pings and Vine & Branch): $47,284.65
Staff reviewed all proposals, and while Xanderbuilt Tree Care provided the lowest price option, they are not willing or able to carry proper insurance per CCPR service requirements. Therefore, SavATree is the lowest responsive and responsible option, and staff recommends acceptance of its proposal and award of a contract in the total amount of $47,284.65 RECOMMENDED MOTION: “I move that the Park Board accept the proposal from, and award a contract in the amount of Forty-Seven Thousand Two Hundred and Eighty-Four Dollars and Sixty-Five Cents ($47,284.65) to, SavATree for the tree trimming and dead tree removal services in West Park as specified and presented.”
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER Kurtis Baumgartner, Assistant Director of Parks and Recreation
ACTION REQUESTED Recommended Motion
ITEM/SUBJECT Consideration of Proposals for Demolition of services at 11299 Hazel Dell Parkway
BUDGET APPROPRIATION (1215) MEETING DATE May 12, 2020
SUMMARY:
11299 Hazel Dell Parkway is a strategic property acquisition that Carmel Clay Parks & Recreation was able to complete to compliment the property inventory which may allow for future expansion and development of the White River Greenway as well as future potential access to recreational pursuits on
the White River. The property has a small house that has no value to the potential CCPR future development and will be raised in order to eliminate unnecessary property maintenance of the structure and keep costs down until a master plan for the site is developed.
The Department is still in the process of obtaining quotes for services, consistent with the Park Board Purchasing Rules, which will be received by Friday, May 8, 2020. A summary of the quotes and a recommendation will be provided at the Park Board meeting. RECOMMENDED MOTION: Motion #1: “I move that the Park Board accept the quote from [Contractor Name] and award a contract to [Contractor Name] in the amount of [to be announced at meeting] for demolition services as presented. Motion #2: “I move to authorize the Park Department Director or Assistant Director to execute a demolition contract with [Contractor Name] 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.”