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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 Clip resized 44% 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. Submit a comment * indicates a required field * Submit 2/2 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 Page 4 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. Carmel/Clay Board of Parks and Recreation 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 Carmel/Clay Board of Parks and Recreation 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.”