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HomeMy WebLinkAbout2020-06-09-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, June 9, 2020, 6:00 p.m. Remote 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. Agenda 1.Roll Call 2.Call to Order & Pledge of Allegiance 3.Public Comments 4.Staff Reports 5.Finance Committee a.Scheduled for July 27, 2020 at 6:00p.m., location TBD 6.Minutes – Jim Engledow a.May 12, 2020 Executive Session b.May 12, 2020 Regular Park Board Meeting 7.Financial Reports – Jenn Kristunas a.Consolidated Financial Report for April 2020 b.CCPR P&L Statements for May 2020 8.Claims – Jenn Kristunas a.Claim Sheet June 9, 2020 b.Clay Township Claim Sheet June 9, 2020 c.CCPR Payroll for May 8, 2020 and May 22, 2020 9.Monetary Gifts, Grants, Partnerships, and Sponsorships for May 2020 – Sara Clark 10.New Business a.Ratification of compressor purchase for Monon Community Center chiller b.Consideration of quotes for Central Park Westermeier Commons City Water connection c.Consideration of Professional Services Agreement with American Structurepoint for replacement of the existing culvert (structure #12) over Carmel Creek 11.Old Business a.Central Park Trailhead & West Receiving Project – Michael Klitzing b.Clay Township Impact Program Updates – Michael Klitzing 12.Attorney’s Report 13.Director’s Report14.Information Items 15.Park Board Comments / Discussion 16.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 June 9, 2020 News articles:  Summer traditions will look different in Carmel parks facilities this year; By Ann Marie Shambaugh YouareCurrent.com, May 11, 2020  What you need to know as public pools reopen; By Mike Sullivan FOX59 Web, May 19, 2020  Carmel Clay Parks & Recreation Shares Reopening Plan for Parks, Programs & Facilities TheTimes24-7.com, May 8, 2020  2020 Finalists Announced for the National Gold Medal Awards in Parks and Recreation ThePilotNews.com, May 27, 2020 Standard monthly reports for May:  Fund 108 – ESE 12-Month Trailing Financial Trending Graph  Fund 109 – Monon Community Center 12-Month Trailing Financial Trending Graph  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 Ann Marie Shambaugh May 11, 2020 Summer traditions will look different in Carmel parksfacilities this year youarecurrent.com/2020/05/11/summer-traditions-will-look-different-in-carmel-parks-facilities-this-year Summer won’t be quite the same in Carmel this year. The COVID-19 pandemic that brought regular life to a halt in March didn’t spare Carmel Clay Parks & Recreation, but glimpses of normalcy are set to return soon. The Waterpark expects to open — late — for the season June 14, but the hundreds of lounge chairs surrounding the water features will be gone. The Monon Community Center is set to reopen May 24, but visits are open to members only and must be scheduled in advance. Summer camps are set to launch June 1, but capacity is slashed and all field trips have been canceled. CCPR released its reopening plan last week. It aligns with the state’s reopening schedule presented May 1 by Gov. Eric Holcomb. Doctors, county health officials and other experts reviewed CCPR’s plan and presented feedback. “Things are going to look different for the foreseeable future with reduced capacity,” CCPR Director Michael Klitzing said. “There are things you’re not going to be able to do this summer, and as much as we’d like to provide those opportunities, all the guidance is saying we need to wait.” See details of CCPR’s reopening plan at carmelclayparks.com. Monon Community Center The Monon Community Center is scheduled to reopen at a significantly reduced capacity May 24, the same day the state is expected to enter Stage 3 of its reopening plan. Initially, the facility will only be open to members, and they must make a reservation in advance. Fitness equipment has been spread throughout the building, including on the walking track, which will not be open for walking or running during the first phase of reopening. 1/4 A reduced schedule of group fitness classes will be offered in the gymnasium rather than the traditional classroom space to promote physical distancing. Employees will be part of crews that will remain separate from each other at all times. “If we lose a crew (because of a COVID-19 infection), we haven’t impacted the entire staff that helps us run the community center,” Klitzing said. The center’s reservation system will also allow MCC staff to know who is in the building at all times, which will make contact tracing easier if someone associated with the facility contracts COVID-19. Playgrounds and splash pads Carmel parks have remained open throughout the pandemic, but playgrounds and restrooms have not. Both are expected to reopen May 24, along with the regularly- scheduled opening of splash pads. The skate park and dog park are also expected to open May 24. Midtown Plaza and the portion of the Monon Trail between Main Street and Gradle Drive remain closed and do not have a reopening date planned. Summer camps CCPR is awaiting official guidance from the Centers for Disease Control and Prevention, but Klitzing said he is fairly confident summer camps will begin June 1, their normal launch date. With school facilities ordered closed through at least June 30, CCPR has lost the use of Carmel’s three public middle schools as camp space. So instead of serving 720 campers per day, CCPR will have space for 300. Klitzing said CCPR developed fixed criteria to determine which campers will get the spots. Priority is given to Carmel residents, those who had signed up for multiple weeks of camp and children of medical workers and first responders. “Our preference would be to serve everyone, but when you’re dealing with a significant reduction in capacity, we’ve tried to create as equitable a system as can be applied as possible,” Klitzing said. CCPR sent out a survey to parents of children registered for camps to gauge interest in light of the pandemic. 2/4 “For every parent who is uncomfortable with (sending a child to camp), there are probably one or two parents — if not more — interested in getting their kids out in a safe manner. I still expect our demand is going to exceed our capacity,” Klitzing said, adding that those wanting to cancel their camp reservation will get a full refund. Instead of offering multiple themed camps, this year all camps will focus on open air activities and being outdoors. All field trips — including to CCPR’s waterpark — have been canceled. Camps will be limited to 30 children in each group, and they will not intermingle with each other. Staff members will remain with the same groups of children. “We’re really focused on minimizing contact between people,” Klitzing said. “That way if someone does come down with COVID-19, it’s confined within a small group.” The Waterpark The Waterpark is scheduled to reopen June 14, when Indiana is set to enter Stage 4 of its reopening plan. State guidelines allow waterparks to open at 50 percent capacity, but Klitzing said the Carmel facility will operate at levels much lower than that. “When you’re got a facility like The Waterpark, you think of it as being busy,” Klitzing said. “We’re purposely trying to make it less busy, which is counter to what we instinctively want to do, but it’s what we need to do given the current circumstances.” Legally, The Waterpark’s capacity is approximately 2,100 people, but several years ago CCPR set its own limit of 1,200 people to reduce crowding and improve the customer experience. When The Waterpark reopens, it will limit capacity to 650 guests at a time. “We’re spreading people out so there’s less people in The Waterpark at any given time,” Klitzing said. “That number is relevant for us, because that’s approximately the number of people we need to break even for the day.” Deck chairs will be removed, because CCPR does not have the capacity to clean each chair between guests. Instead, guests may bring their own chairs into the park. The lazy river will not be open when The Waterpark reopens for the same reason. CCPR does not have the capability to clean each tube between users. Most of the restrictions — such as capacity and lazy river closure — are expected to be lifted when Indiana reaches Stage 5 of its reopening plan, currently set for July 4. Klitzing said The Waterpark capacity may remain at 650 at that time to promote physical distancing. Coronavirus 3/4 By Mike Sullivan May 19, 2020 What you need to know as public pools reopen fox59.com/news/coronavirus/what-you-need-to-know-as-public-pools-re-open INDIANAPOLIS — Signs of summer appear to be peaking through the clouds at the same time that coronavirus restrictions start to fade, particularly at public pools. Some public recreational and fitness centers will be opening this weekend on a limited basis. The Monon Community Center opens their lap pool on Sunday, while the outdoor water park will remain closed until June 14, after Stage 4 of the state’s plan begins “We will have one member per lane, so they can be socially distant from each other,” said Eric Mehl, a recreation and facilities director at Monon Community Center. Chlorine is known to kill viruses, although experts like Purdue Environmental and Ecological Engineering Professor Andrew Whelton say it has not been tested with coronavirus. “The chlorine that’s used in pools is an oxidant, and it’s meant to degrade organic material that is in water,” explained Whelton. “It’s really important to pool owners that they have enough disinfectant in the water to keep the water safe. “Really, the risk to pools during this COVID-19 era is related to surfaces near pools that aren’t cleaned. This would be the hand railings, the lounge chairs, the other types of equipment that you may touch.” The Monon Community Center is not allowing people to use their equipment like kickboards or swim equipment in the lap pool, and they are limiting their lap pool to one member per lane, and people must reserve spaces. “We can also at that point have contact tracing, so you’ll book that time spot so we will know in the future in case somebody were to report back to us that they did test positive for COVID-19,” said Mehl. “We can go back, and we can trace who else may have been at the pool at the same time.” The Monon Community Center is testing their employees before allowing them to return to work. Life guards will utilize bag masks in the event of an emergency. The equipment allows them to deliver resuscitation without having direct mouth-to-mouth contact. The Best Way to Stop a Barking Dog (It's Genius)Honest Dog Reviews Before You Renew Amazon Prime, Read ThisWikibuy Caitlyn Jenner's No Makeup Photo Confirms The Rumors Trivia.com Skip the Doctor and Upgrade to the World's Smartest CPAPEasy Breathe CPAP Company: 1/6 Carmel Clay Parks & Recreation Shares Reopening Plan forParks, Programs + Facilities thetimes24-7.com/Content/News/Local-News/Article/Carmel-Clay-Parks-Recreation-Shares-Reopening-Plan- for-Parks-Programs-Facilities/1/1/65674 Friday, May 8, 2020 4:00 AM With the release of the Governor’s Back on Track Indiana plan, Carmel Clay Parks & Recreation looks forward to providing opportunities for the public to once again explore, engage and connect with our award-winning park system. CCPR has proactively identified and established safety protocols for the phased reopening of our parks, programs, and facilities. Visitors and participants will notice a variety of significant changes to CCPR’s operations, especially during the initial phases of implementation, to best ensure everyone’s wellbeing. "In preparing our resumption of operations plan, CCPR relied on best practices from the Back on Track Indiana plan, Center for Disease Control and Prevention, National Recreation and Park Association, among other sources,” explained Michael Klitzing, Director of Parks and Recreation. “We also want to thank the Hamilton County Health Department and a panel of respected doctors for reviewing and providing valuable feedback on our plan.” The panel was comprised of Dr. Michael Kaufmann, Dr. Tracey Ikerd, and Dr. Timothy Hannon. The most current updates on CCPR’s reopening plan are available at carmelclayparks.com. Monon Community Center The Monon Community Center will reopen on May 24 or when Hamilton County enters Stage 3 of the state’s reopening plan, whichever is later. Initially, the facility will only be open by reservation for existing paid members age 15 and above. No new memberships or day passes will be sold until after July 4. Fitness equipment has been spread throughout the west building, including on the indoor track, and a limited schedule of group fitness classes will be offered in the gymnasium, all to promote physical distancing between visitors. With the Governor encouraging seniors to stay safely at home, SilverSneakers® fitness classes will continue to be available online for members and the general public to enjoy. “As always, the safety of our members and staff is our number one priority. We know there will be a lot of adjustments for everyone as we get back up and running,” said Eric Mehl, 1/2 CCPR Director of Recreation and Facilities. “We appreciate everyone’s patience as we open our doors. We’re all in this together and we are glad to be a resource for our community.” Parks, Playgrounds, Splash Pads + Restrooms Playgrounds, splash pads, and restrooms will open on May 24 in all CCPR parks and along the Monon Greenway, consistent with the state’s guidelines. The skate park and membership-based dog park, both located in Central Park, will also reopen on this date. CCPR will work closely with the City of Carmel to determine the appropriate time to reopen Midtown Plaza and the Monon Greenway between Main Street and Gradle Drive, although this is not anticipated to occur before Memorial Day. Summer Camps CCPR remains hopeful that we will be able to provide summer camps beginning on June 1, pending guidance from the CDC as required by the Back on Track Indiana plan. With many CCPR camps housed in school buildings, which the state has mandated remain closed until at least June 30, it is likely that camp capacity will be significantly reduced. CDC guidance for camps will ultimately determine when and how many children and families we will be able to serve this summer. The Waterpark The Waterpark is expected to open on June 14 at no greater than 50 percent capacity, as required under the state’s reopening plan. Lounge chairs will not be provided by CCPR this summer, but visitors are welcome to bring their own folding chairs. Visitors are encouraged to bring credit cards to minimize the use of cash. 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 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. 2/2 2020 Finalists Announced for the National Gold MedalAwards in Parks and Recreation | thepilotnews.com business.thepilotnews.com/thepilotnews/news/read/39993707/2020_finalists_announced_for_the_national_gold_ medal_awards_in_parks_and_recreation Ashburn, Va., May 27, 2020 (GLOBE NEWSWIRE) -- The American Academy for Park and Recreation Administration (AAPRA), in partnership with the National Recreation and Park Association (NRPA), is pleased to announce the finalists for the 2020 National Gold Medal Awards for Excellence in Park and Recreation Management. Musco Lighting, LLC is proud to continue sponsoring the Gold Medal Awards program as it has for more than 20 years. Founded in 1965, the Gold Medal Awards program honors communities in the United States that demonstrate excellence in parks and recreation through long-range planning, resource management, volunteerism, environmental stewardship, program development, professional development and agency recognition. The 2020 applications are separated into six classes, with five classes based on population and one class for armed forces. If You Wear Glasses, Do This Immediately To "Restore" Vision (It's Genius!) Agencies are judged on their ability to address the needs of those they serve through the collective energies of community members, staff members and elected officials. Four finalists in each class are chosen to compete for grand honors each year. The 2020 Gold Medal finalists are as follows: Class I (population 400,001 and over) Dallas Park and Recreation — Dallas, Texas East Baton Rouge Recreation and Park Commission — Baton Rouge, Louisiana Metroparks Toledo — Toledo, Ohio Mesa Parks, Recreation and Community Facilities — Mesa, Arizona 1/3 Class II (population 150,001 to 400,000) Greensboro Parks and Recreation — Greensboro, North Carolina City of Tampa Parks and Recreation Department — Tampa, Florida City of Henderson Parks and Recreation — Henderson, Nevada Des Moines Parks and Recreation Department — Des Moines, Iowa Class III (population 75,001 to 150,000) Carmel Clay Parks and Recreation — Carmel, Indiana City of New Braunfels Parks and Recreation Department — New Braunfels, Texas City of Thornton Community Services — Thornton, Colorado Arlington Heights Park District — Arlington Heights, Illinois Class IV (population 30,001 to 75,000) Decatur Park District — Decatur, Illinois Coppell Parks and Recreation — Coppell, Texas Centerville-Washington Park District — Centerville, Ohio Evanston Parks, Recreation and Community Services — Evanston, Illinois Class V (population less than 30,000) Green River Parks and Recreation — Green River, Wyoming East Goshen Township Parks and Recreation — West Chester, Pennsylvania Vernon Hills Park District — Vernon Hills, Illinois Valley City Parks and Recreation — Valley City, North Dakota Armed Forces Recreation U.S. Army Garrison Fort Riley — Fort Riley, Kansas U.S. Army Garrison RP Kaiserslautern — Kaiserslautern, Germany U.S. Army Garrison Bavaria — Grafenwoehr, Germany U.S. Army Garrison Fort Knox — Fort Knox, Kentucky “Congratulations to the 2020 Finalists in the National Gold Medal Award Program! AAPRA is proud to administer this national award program which recognizes excellence in park and recreation management,” says Jane Adams, AAPRA executive director. “We thank all the agencies who applied this year, particularly in light of the management demands during the COVID-19 pandemic. Applying during this challenging time speaks to the importance of this award program to the park and recreation profession and professionals.” 2/3 A panel of five park and recreation professionals will review and judge all application materials. Judges are chosen for their considerable experience and knowledge in parks and recreation, on both the local and national levels. This year’s finalists will compete for Grand Plaque Award honors this summer, and the six Grand Plaque recipients will be announced during the 2020 NRPA Conference, which will be held virtually in October. The presentation of both the Finalist and Grand Plaque recipients is being finalized and details will be forthcoming on the virtual conference website. For more information on the Gold Medal Awards, visit www.nrpa.org/GoldMedal or www.aapra.org. # # # The American Academy for Park and Recreation Administration is a nonprofit organization founded to advance knowledge related to the administration of recreation and parks; to encourage scholarly efforts by both practitioners and educators that would enhance the practice of park and recreation administration; to promote broader public understanding of the importance of parks and recreation to the public good; and, to conduct research, publish scholarly papers and sponsor seminars related to the advancement of park and recreation administration. For more information, visit www.aapra.org. The National Recreation and Park Association is a national not-for-profit organization dedicated to ensuring that all people have access to parks and recreation for health, conservation and social equity. Through its network of 60,000 recreation and park professionals and advocates, NRPA encourages the promotion of healthy and active lifestyles, conservation initiatives and equitable access to parks and public space. For more information, visit www.nrpa.org. For digital access to NRPA’s flagship publication, Parks & Recreation, visit www.parksandrecreation.org. Musco Lighting, LLC is a company that has specialized in lighting systems for sports and large areas for more than 30 years. Musco has pioneered dramatic improvements in energy efficiency and affordable ways to control wasted spill light and glare. Permanent and temporary lighting services range from neighborhood fields to NASCAR super speedways. For more information, visit www.musco.com. Suzanne Nathan National Recreation and Park Association 703-858-4748 snathan@nrpa.org 3/3 ($1,000,000) $0 $1,000,000 $2,000,000 $3,000,000 $4,000,000 $5,000,000 DEC-07APR-08AUG-08DEC-08APR-09AUG-09DEC-09APR-10AUG-10DEC-10APR-11AUG-11DEC-11APR-12AUG-12DEC-12APR-13AUG-13DEC-13APR-14AUG-14DEC-14APR-15AUG-15DEC-15APR-16AUG-16DEC-16APR-17AUG-17DEC-17APR-18AUG-18DEC-18APR-19AUG-19DEC-19APR-20FUND 108 -EXTENDED SCHOOL ENRICHMENT 12-MONTH TRAILING FINANCIALS -4/30/2020 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 DEC-08APR-09AUG-09DEC-09APR-10AUG-10DEC-10APR-11AUG-11DEC-11APR-12AUG-12DEC-12APR-13AUG-13DEC-13APR-14AUG-14DEC-14APR-15AUG-15DEC-15APR-16AUG-16DEC-16APR-17AUG-17DEC-17APR-18AUG-18DEC-18APR-19AUG-19DEC-19APR-20FUND 109 -MONON COMMUNITY CENTER 12-MONTH TRAILING FINANCIALS -04/30/2020 Revenues Expenses Net Income 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-2020MAY-2020Active PassesMONON COMMUNITY CENTER ANNUAL, MONTHLY & INSURANCE PASSES AS OF 05/31/2020 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 – May 2020 Full-Time Part-Time Total Period Beginning Totals 69 454 523 New Hires 0 0 0 Re-Hires 0 24 24 Transfers/Promotions 1 0 0 0 Separations 2 0 9 9 Period End Totals 69 469 538 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) Period End Employment Numbers by Division Full-Time Part-Time Total Administration 14 11 25 ESE/Summer Camps 27 144 171 Monon Community Center 20 306 326 Park Maintenance 8 8 16 Department Totals 69 469 538 Furloughed by Division Full-Time Part-Time Total Administration 2 0 2 ESE/Summer Camps 0 90 90 Monon Community Center 0 58 58 Park Maintenance 0 0 0 Department Totals 2 148 150 Monthly Division Report May 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 – May, 2020 (Closure due to COVID-19 until May 24th) Participation Rates/Total Passholders *Due to COVID-19 closure, the MCC did not receive any new pass sales for the month of May. Once door opened May 24th, current members were permitted to make appointments for designated time slots. Under the first phase of reopening, no new membership sales or day passes have been accepted. Members who have been uncomfortable returning to the facility at this time have been given the option to keep their passes suspended until they are ready to come back. In May, we retained 93% of our members after reopening the MCC, with 1,100 of our 15,635 cancelling in May. Total Member Reservations for May 24th – May 31st: Fitness Center: 2,751 Lap Swimming: 284 Group Fitness Classes: 553 Corporate Wellness Package Total Participating Companies 21 Passholders 1,218 Program Highlights *Due to COVID-19 closure, no recreational programs were offered in May. 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): 95 o Total Social Views : 14,913 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 10 $1,836.00 Pass Scholarships Program Scholarships Customers Served Subsidy Value Customers Served Subsidy Value 10 $1,836 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 May, 2020 36 8 0 Total 160 77 9 ADMINISTRATION & PLANNING DIVISION REPORT May 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 $ 11,009.44 $ 11,009.44 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 $ 25,382.65 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 10.80%Total Sends 25-34 26.10%Total Opens 35-44 19.80%Total Clicks 45-54 15.60%Average Sends 55-64 14.30%Average Open Rate 65+13.30%Average Click Rate MARKETING DIVISION REPORT | MAY 2020 Marketing tactics remained digital this month as we work through the Stay at Home order. Some highlights include: • 98 = Number of posted LIVE and On Demand classes via Facebook LIVE and Zoom. • 27,530 = Total views of Facebook videos this month. • 34 = YouTube videos posted that focus on fitness, recreation programming, park stewardship and more. • 386% increase of page views on the website compared to the previous month. • 28 = eNewsletters sent to members, program participants and media to keep our community informed. • 372% increase in social media impressions compared to the previous month. MEDIA CIRCULATIONS (I.E. IMPRESSIONS)SOCIAL MEDIA 474,151 FACEBOOK In May we launched the digital version of Park Conversations. While a digital launch wasn’t the original plan, it was great to see the reception of our stories online. Throughout the week of May 11 we shared a story each day online and promoted them on social media. Here’s a look at how they performed: • The Path to Independence: 2,317 reach across platforms • Reimagining Flowing Well Park: 2,479 reach across platforms • Help our Native Habitats: 1,193 reach across platforms • Teaching Takes a Global Path: 1,801 reach across platforms • Growth through Community: 2,903 reach across platforms $17,281 15,446 $51,842 22 75,704 22,661 213,911 TWITTER 21,034 1 163,502 19,000 STORIES/HITS INSTAGRAM 4 3,212 9 1,136 10 43,266 24 YOUTUBE GOOGLE ANALYTICS FOR WEBSITE 269 286 News & Weather 35% 177,476 3,200 60.3%; 39.7%ENEWSLETTERS 46%Summer Camp 2020 Update for Enrolled Families38.1%, 61.9% Media & Entertainment May Extended School Enrichment (ESE) News & Views Age Range of Users (% of total users) 2,891 1,482 299 288 47% 10% 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 816 Food & Dining/Cooking 680 84% Arts & Entertainment PARKS & NATURAL RESOURCES DIVISION MONTHLY REPORT May 2020 General, Administrative, and Contractor Support • OPENED NEW Monon Central Trailhead at Central Park for Monon Greenway and park users and MCC west receiving parking lot for staff access • PNR managed assets reopened to the public on May 22nd included: Midtown Plaza and Monon Boulevard, Restrooms (limited), Dog Park, Skate Park, Picnic Shelter Reservations staff maintained proper social distancing and initiated new protocols to keep the office and work environment safe from each other • Custodial staff previously furloughed were recalled to work with the reopening of park assets • Irrigation energized for season at Dog Park, Waterpark, Central Park, Founders Park, and JPP • Skate park repairs completed on concrete skate surface • Parking lot repairs to buckled and deteriorated asphalt in MCC east parking lot • Warranty repairs completed at Inlow playground surface • Asphalt parking lot striping at Founders, Inlow, Dog Park, and Hazel Landing • Concrete slab replacements at Monon South Trailhead for bike rack station • Gravel driveway grading and extended gravel parking at Hazel Landing • Project coordination with Monon Boulevard phase 2 development • Project coordination with CTIP projects for Flowing Well, Carey Grove, Meadowlark, West Park, and 111th Street roundabouts. • Project coordination with Hazel Dell property demolition and restoration • Hamilton County Invasive Partnership (HIP) has been introduced as the formal group that came out of the continued organizing and planning of our local Cooperative Invasive Species Management Area (CISMA), spearheaded by HCSW Conservation District. The groups invasive species awareness and participation Volunteer Program • Limited volunteer activities were able to get back on track in May with certain restrictions in place to keep the volunteers and members of the community safe. o Isolated volunteer opportunities initiated in the Adopt-A-Park and citizen scientist realms aiding with our ecological monitoring activities and invasive species. • 53.5 hours of volunteer service this month o 0 volunteer opportunities in Park Stewardship, Adaptive, MCC Programs, and ESE o 3 individual volunteers participated in volunteer opportunities o 1 volunteer program registrations received (Citizen Science-Bluebird Monitoring) o 2 new volunteers added to the database • Adopt-A-Park- o Monon Farms HOA- 49.5 hours- work along the Monon removing honeysuckle and planting trees • Individual Service Project o 2 individual service project hours reported on removal of bush honeysuckle o 4 hours recorded for Citizen Science- Bird Monitoring PARKS & NATURAL RESOURCES DIVISION MONTHLY REPORT • Volunteer Stewardship Projects o All scheduled volunteer projects were cancelled due to COVID-19 program closures  May 2- Weed Wrangle  May 13- Invasive Species Workday  May 16- Central Park BioBlitz o We continued our Virtual Weed Wrangle Event through the month of May, with a total of around 10 participants removing invasive species from their properties and a chance for a contactless tree seedling pick up. Technician Work Order Summary Custodial Park Operation Summary Work Order Total Work Orders Percentage of Work Orders Total Hours Administrative Duties 27 10% 45.5 Custodial Operations 29 11% 43.75 Equipment Service 11 4% 20.25 Facility Service & Repair 28 10% 61.5 Grounds Maintenance 114 41% 231 Playground Service 26 9% 46.5 Trail Maintenance 21 8% 38.5 Tree Care 12 4% 25.5 Fleet Service 7 3% 13 Total 275 100% 525.5 Month Total Trash Bags Total Recycling Bags Total Dog waste station 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 May 892 221 342 - 410.33 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 0 100 200 300 400 500 600 700 800 ALL PARKS Picnickers Fishing Nature enthusiasts Photographers Kite flyers Exercisers Dog walkers Trail users Disc Golfers Frisbee players Soccer players Basketball players Volleyball players Skateboarders Other PARKS & NATURAL RESOURCES DIVISION MONTHLY REPORT 0 2 4 6 8 10 12 14 16 18 Large dog area Small dog area Mulch area Agility course Picnickers Exercisers Other CENTRAL PARK NORTH 0 500 1000 1500 2000 2500 Greyhound Trail Hagan-Burke Greenway Hinshaw Preserve Monon Greenway White River Greenway GREENWAYS Walkers Dog walkers Joggers/runners Bicycling Rollerblading/rollerskating Skateboarding Nature enthusiasts Other Carmel/Clay Board of Parks and Recreation Board Meeting Agenda Item PRESENTER Jim Engledow, Secretary ACTION REQUESTED Approval ITEM/SUBJECT May 12, 2020 Park Board Executive Session Meeting Minutes DOLLAR AMOUNT / FUND N/A MEETING DATE June 9, 2020 SUMMARY: A draft of the minutes for the May 12, 2020 Park Board Executive Session Meeting is provided for comment, corrections, additions, or deletions. STAFF RECOMMENDATION: Approval of the minutes of the Park Board Executive Session Meeting of May 12, 2020. Minutes of the Executive Session called by the Carmel/Clay Board of Parks and Recreation Tuesday, May 12, 2020, 5:00 p.m. Remote Meeting Member(s) Present: Jessica Beer, James Garretson, Rich Taylor, Lin Zheng, James Engledow, Joshua Kirsh, Jenn Kristunas, Nick Plopper, Linus Rude Member(s) Absent: N/A Others Present: Michael Klitzing, Director; Kurtis Baumgartner, Assistant Director; Debra Grisham, Park Board Attorney; Sara Clark Administration & Planning Director; Natalie Weaver, Planning & Records Coordinator An Executive Session was held by the Carmel/Clay Board of Parks and Recreation, pursuant to notice, on Tuesday, May 12, 2020, with Board Members participating electronically by ZOOM call using Meeting ID 965 6921 4478. Board President Taylor called the meeting to order at 5:02 p.m. The purpose of the meeting was held pursuant to Indiana Code Section 5-14-1.5-6.1(b)(2)(D)(i): “For discussion of strategy with respect to the purchase of real property by the governing body prior to the time a contract or option is executed by the parties.” No subject matters were discussed other than the subject matters specified in the public notice. Board President Taylor adjourned the meeting at 5:59 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 May 12, 2020 Park Board Meeting Minutes DOLLAR AMOUNT / FUND N/A MEETING DATE June 9, 2020 SUMMARY: A draft of the minutes for the May 12, 2020 Park Board Meeting is provided for comment, corrections, additions, or deletions. STAFF RECOMMENDATION: Approval of the minutes of the Park Board Meeting of May 12, 2020. Carmel/Clay Board of Parks and Recreation Tuesday, May 12, 2020, 6:00 p.m. Remote Meeting 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 6:02 p.m. Since a flag was unavailable, the Pledge of Allegiance was not recited. Public Comments There were no public comments. Staff Reports Assistant Director Baumgartner said that staff reports are included in the Board packets. Most of the media coverage regarding CCPR was related to COVID-19. Mr. Engledow asked how long it takes staff to compile the reports included in the parcket. Mr. Baumgartner replied it takes a couple of hours to prepare. Finance Committee Ms. Kristunas stated the Finance Committee has not met. Minutes March 10, 2020 Regular Park Board Meeting Mr. Engledow made a motion to approve the minutes as presented, seconded by Mr. Garretson, with Mr. Engledow administering the vote by roll call, and unanimously passed 9 – 0. April 15, 2020 Special Park Board Meeting Mr. Engledow made a motion to approve the minutes as presented, seconded by Ms. Kristunas, with Mr. Engledow administering the vote by roll call, and unanimously passed 9 – 0. Financial Reports Consolidated Financial Report for February and March 2020 Ms. Kristunas made a motion to acknowledge receipt of the Consolidated Financial Report as presented, seconded by Dr. Beer, with Mr. Engledow administering the vote by roll call, and unanimously passed 9 – 0. CCPR P&L Statements for March and April 2020 Carmel/Clay Board of Parks and Recreation Tuesday, May 12, 2020 Remote Meeting Page 2 Mr. Engledow asked if there were any worrisome items on the P&L Statements at this point in the year. Director Klitzing stated ramifications of the COVID-19 related closures in May will begin to show. He said the numbers show CCPR closed down at the correct time and took the right actions to save its reserves. Assistant Director Baumgartner stated there were significant modifications made to the Summer Camp Series programs, and CCPR will be issuing about $600,000 in refunds. He further warned that Extended School Enrichment might be affected as well, depending on the CDC regulations when school begins again. Assistant Baumgartner stated that MCC revenue should not resume until the mid-to-end of June because most memberships were deferred until reopening. Assistant Director Baumgartner also noted that certain regular maintenance projects were completed ahead of time, to take advantage of the MCC closure. He stated that once operations resume, CCPR will be in good shape. Ms. Kristunas made a motion to acknowledge receipt of the P&L Statements as presented, seconded by Dr. Beer, with Mr. Engledow administering the vote by roll call, and unanimously passed 9 – 0. Claims Claim Sheet April 14, 2020 and May 12, 2020 Mr. Engledow asked if the refunds on the Claim Sheets were related to COVID-19. Assistant Director Baumgartner stated the Claim Sheets are reflecting refunds for canceled recreational programs. Director Klitzing further noted that the first refunds issued were for recreational programs, then credits for ESE unless the child will not be ESE age next year or a refund was requested, the next round will be the Summer Camp Series refunds. Ms. Kristunas made a motion to approve the Claim Sheets as presented, seconded by Mr. Rude, with Mr. Engledow administering the vote by roll call, unanimously passed 9 – 0. Clay Township Claim Sheet April 14, 2020 and May 12, 2020 Ms. Kristunas made a motion to ratify the Clay Township Claim Sheet dated April 14, 2020 and approve the Clay Township Claim Sheet dated May 12, 2020 as presented, seconded by Dr. Beer, with Mr. Engledow administering the vote by roll call, and unanimously passed 9 – 0. CCPR Payroll for March 13, 2020, March 27, 2020, April 10, 2020 and April 24, 2020 Ms. Kristunas made a motion to approve payroll wages and liabilities as presented, seconded by Mr. Rude, with Mr. Engledow administering the vote by roll call, and unanimously passed 9 – 0. Monetary Gifts, Grants, Partnerships, and Sponsorships for March and April 2020 – Sara Clark Ms. Clark said there was nothing to report. New Business Central Park – Consideration of Proposals for Tree Trimming and Removal Services at West Park – Kurtis Baumgartner Assistant Director Baumgartner recommended the removal and trimming of dead and declining trees that pose a hazard to those walking trails within the north woods at The Core of West Park. Approximately 102 trees were identified for removal or trimming, most of which are dead ash trees. The tree trimming and removal will not begin until West Park The Core construction starts in mid-August. Because the anticipated cost exceeded $25,000.00, CCPR requested proposals from three qualified tree service contractors with Carmel/Clay Board of Parks and Recreation Tuesday, May 12, 2020 Remote Meeting Page 3 experience in Carmel: 1) Angel Oak Tree Care $50,960.00; 2) Xanderbuilt Tree Care $32,000.00; and 3) SavATree $47,284.65. Staff reviewed all proposals, and while Xanderbuilt Tree Care provided the lowest priced option, they are not willing or able to carry proper insurance per CCPR 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. Mr. Garretson asked regarding the previous approval of a significant tree removal proposal. Assistant Director Baumgartner explained the prior removal at West Park focused on tree in The Groves, not The Core. Director Klitzing shared an aerial view of West Park to illustrate the trees included in each of the proposals. Assistant Director Baumgartner stated there would only be nine trees removed to the stump, and the remaining forty-three would be trimmed at varying degrees. Discussion followed. Mr. Rude asked when the work would start. Assistant Director Baumgartner replied work would begin in congruence with the Clay Township Impact Program project in the fall of 2020. Discussion followed regarding timing projects during planned park closures. Mr. Engledow made a motion to accept the proposal from, and award and contract in the amount of $47,284.75 to SavATree for the tree trimming and dead tree removal services in West Park as presented, seconded by Ms. Kristunas, with Mr. Engledow administering the vote by roll call, and unanimously passed 9 – 0. Central Park – Consideration of Proposals for Demolition at 11299 Hazel Dell Parkway – Kurtis Baumgartner Assistant Director Baumgartner recapped the history of the acquisition of 11299 Hazel Dell Parkway, with the intent of creating a trailhead for the White River Greenway. There is currently a home on site that has no future value to CCPR and won’t contribute to future development. The proposal consists of demolishing the house and preparing the site for a fall prairie planting, which will be conducted separately from this project. While this demolition is not considered a Public Work, Assistant Director Baumgartner explained the Department approached it as such and sent Invitations to Quote to seven contractors with demolition experience in the Carmel area. A public quote opening was held on March 13, 2020, and Casey-Bertram was the only responding bidder at $38,500.00. Upon review of the Casey-Bertram quote with President Taylor, who has experience in the construction industry, it was noted that the quote seemed high. Since the demolition is considered a service, the Department went out on the open market to acquire additional quotes. CCPR received two additional quotes from 1) Denney Excavating $27,658.00; and 2) Renascent $28,795.00. After reviewing the additional quotes, it was determined that Denney Excavating’s quote did not include all the required specifications. Assistant Director Baumgartner asked them to provide an updated quote that followed specifications, but none was received. Renascent’s quote, which followed all the necessary specifications, was the lowest responsive and responsible. Staff recommends accepting Renascent’s quote and awarding a contract in the amount of $28,795.00. Mr. Garretson commented that CCPR saved $10,000.00 and thanked Mr. Taylor. Mr. Engledow asked if there were environmental concerns with the building. Assistant Director Baumgartner replied that the contractor would perform asbestos testing, but there are no suspected environmental issues. Discussion followed. Mr. Rude asked where Renascent is located. Assistant Director Baumgartner responded Renascent is located in Indianapolis and will not be subcontracting the work. President Taylor informed Mr. Rude that Renascent is an expert in the demolition field. Discussion followed. Carmel/Clay Board of Parks and Recreation Tuesday, May 12, 2020 Remote Meeting Page 4 Mr. Plopper made a motion to accept the quote from Renascent and award a contract to Renascent in the amount of $28,795.00 for demolition services as presented; and to authorize the Park Department Director or Assistant Director to execute a demolition contract with Renascent 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, seconded by Mr. Garretson, with Mr. Engledow administering the vote by roll call, and unanimously passed 9 – 0. Old Business Central Park Trailhead & West Receiving Project Updates – Michael Klitzing Director Klitzing stated there is no action for the Park Board to take at this time. The project is nearing wrap up. Turf in front of the restroom facility was installed, and the decorative concrete fence placed. Slip- resistant epoxy flooring still needs to be done, but the main building fixtures have already been installed. The project should wrap up by Memorial Day, the beginning of Waterpark season. Flowing Well – The Core Project Updates – Michael Klitzing Director Klitzing stated the project contract was awarded to Scenic Construction, who has done work for the Department before. The bid came in roughly $400,000 below budget, and any remaining money will be spent in Flowing Well. All add alternates in the bid were accepted. Add-ons eing considered to spend the extra funding include installation of roll-down gates on the well house, replacement of bridge deck boards, invasive mitigation, and installation of new people counters in congruence with the fiber optic project. The park is closed and minor demolition work is underway, but no major work can occur until permitting is completed. Anticipated reopening of the park should occur in fall 2020. Carey Grove Park Improvements Updates – Michael Klitzing Director Klitzing stated CCPR received eight bids, three of which came in under budget for the base bid. The add alternate that will be included is the second shelter. The fitness equipment along the trail will not be included, but most other aspects will be. Tree removal has occurred. Gilliatte was the lowest bidder, and Clay Township is in the process of finalizing the contract. A project kickoff meeting is scheduled for May 18, 2020, and work will begin once permitting is finished. West Park The Core Improvements Updates – Michael Klitzing Director Klitzing reported that plans are in the final stages of preparation, and more updates will be provided soon. Meadowlark Park Improvements Updates – Michael Klitzing Director Klitzing reported that plans are in the final stages of preparation, and more updates will be provided soon. Roundabouts at Westfield and Central Park – Michael Klitzing Director Klitzing reported that the pre-bid meeting is set for May 12, 2020. Mr. Garretson asked regarding access during the shutdown of intersections. Director Klitzing explained that a temporary access drive will be installed. Discussion followed. Attorney’s Report Carmel/Clay Board of Parks and Recreation Tuesday, May 12, 2020 Remote Meeting Page 5 Ms. Grisham stated there isn’t much to report, except discussions have occurred regarding the acquisition of property. Director’s Report Director Klitzing stated there would be no written report, and his verbal report would focus on the Reigniting Parks Plan for reopening. Parks and playgrounds are currently closed, and some highly used play structures are fenced off. Director Klitzing highlighted the impact so far of COVID-19 on CCPR: 1) 471 employees furloughed; 2) $24,467 unbudgeted COVID-19 expenses; 3) $797,834 lost income for April; 4) $1.45 million projected lost income for June if the MCC remains closed. Some unbudgeted expenses may be reimbursed as part of CCPR’s application for the FEMA Public Assistance Grant. Director Klitzing shared the reopening plan as it currently stands, using the infographic CCPR created. He stated that Summer Camps are planning to open June 1st, but plans are still evolving based on the CDC guidelines. The camps will be very different in order to comply with CDC recommendations regarding social distancing and camp size. The typical camps have been reorganized into CampFIRE (which stands for Fun, Innovation, Responsibility and Education). The focus will be on outside activities in camp groups of thirty kids. Each group of campers and staff will remain independent and separate from the others. There will also be no field trips during summer camp this year. Mr. Garretson asked regarding the testing of staff. Director Klitzing stated that all staff would be tested before working with children, and staff that has already been tested are in the process of retesting. Staff working with children will be required to submit to reoccurring testing. Children will not be required to be tested, but medical checks and protocols will be followed. President Taylor asked if CCPR employees will be receiving the antibody testing. Director Klitzing stated CCPR testing is contracted under the City, and the City is working on including antibody testing. President Taylor shared news from Ohio regarding medical tracking of COVID-19 back to January and encouraged CCPR to consider antibody testing. Discussion followed. Mr. Garretson asked if CCPR planned to purchase thermometers. Director Klitzing answered that many had been ordered, with some already received. Resources used to create the plan were the CDC, Indiana State Department Health, Federal Reopening America Plan, NRPA, IPRA, American Camp Association, and the After School Alliance. Also, a panel of three medical doctors reviewed the plan including Dr. Tracey Ikerd of Ascension St. Vincent, an infectious disease specialist, Dr. Michael Kaufmann of Ascension St. Vincent, the medical doctor of record for Carmel Fire Department, Indiana’s EMT medical doctor and who works closely with the Indiana Department of Homeland Security, and Dr. Tim Hannon, a member of City Council. All of the medical doctors approved of the plan and stated CCPR’s approach was thorough and adequate to protect Carmel citizens. The Hamilton County Health Department also reviewed and approved the plan. Mr. Garretson asked who would be responsible for cleaning fitness equipment in the fitness center. Director Klitzing stated that members would be responsible for some cleaning, and staff will do a deep cleaning and disinfectant fogging each afternoon and nightly. Mr. Garretson asked if members will be tested. Director Klitzing answered that CCPR could not require members to be tested or take their temperature to access the MCC. He outlined some of the precautions and measures being taken, including spreading out fitness equipment, providing handwashing stations and propping doors open when able. Carmel/Clay Board of Parks and Recreation Tuesday, May 12, 2020 Remote Meeting Page 6 Ms. Zheng asked if an increase in staff would be required, and how staff in higher-risk categories are being recalled. Director Klitzing stated that all employees would be recalled in a phased manner, but those in the high-risk groups can choose to remain on furlough. Mr. Garretson asked regarding how many furloughed employees receive unemployment benefits. Director Klitzing answered that information was not available. Discussion followed. Dr. Beer asked if MCC membership will be automatically reinstated. Director Klitzing answered that members could choose to continue their account suspension or reactivate it. Discussion followed. Ms. Kristunas asked if CCPR was planning on opening the showers. She referred to other fitness centers opening, but without showers. Assistant Director Baumgartner stated he would look for CDC recommendations regarding showers. Mr. Garretson congratulated the team on a job well done. Mr. Rude also commended staff on the detail and research put into assembling the reopening plan. Information Items Plan Commission: Mr. Kirsh stated the Plan Commission is working through the last corner of Jackson’s Grand. He further noted that any member of the Board who desires more information should call him. A plan for 136th and Keystone is coming up for approval for the third time. This plan, by a different developer than Old Town, is less appealing than any of the other plans. Old Town gave up their option and are letting someone else step in. These are two contentious items that Carmel residents might bring up. School Board: Ms. Zheng said the School Board is considering a change to the school day. The School Board will vote on the plan. Elementary schools will move to come to school earlier at 8:00 a.m., with secondary schools to run from 8:45 a.m.-3:45 p.m. Before school daycare for middle school students may be something CCPR can consider providing. Parks Foundation: Mr. Rude said there had been no meeting held and none are scheduled. Park Board Comments / Discussion Mr. Kirsh stated that all detour plans for the Township roundabout projects are being carefully considered. Ms. Kristunas stated that Mr. Kirsh is available to assist Ms. Clark with monetary gifts. Adjournment There being no further business, Mr. Rude made a motion to adjourn the meeting, seconded by Mr. Engledow, with Mr. Engledow administering the vote by roll call, and unanimously passed 9 – 0. Board President Taylor adjourned the meeting at 7:46 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 April 2020 DOLLAR AMOUNT / FUND N/A MEETING DATE June 9, 2020 SUMMARY: Provided is the Consolidated Financial Report for April 2020. STAFF RECOMMENDATION: Acknowledgement of the Consolidated Financial Report for April 2020. CARMEL CLAY PARKS & RECREATION 2020 YEAR-TO-DATE CONSOLIDATED FINANCIAL REPORT Month: April 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 $944,624.00 $944,624.00 Impact Fees $0.00 $0.00 $261,536.00 $0.00 $0.00 $0.00 $0.00 $0.00 $261,536.00 User Fees, Interest & Other Earned Income $0.00 $372.42 $10,360.05 $1,882,972.82 $1,379,845.72 $19,975.03 $107.43 $73,681.06 $3,367,314.53 Total Revenues (a)$3,747,565.00 $525,372.42 $271,896.05 $1,882,972.82 $1,379,845.72 $19,975.03 $107.43 $1,018,305.06 $8,846,039.53 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 $650.95 $0.00 $0.00 $0.00 $650.95 Total Other Financing Sources $70,257.17 $102,756.85 $2,663,185.21 $2,836,069.73 $4,180,698.48 $137,348.75 $30,413.04 $2,564,716.23 $12,585,445.46 Total Revenues & Other Financing Sources (b)$3,817,822.17 $628,129.27 $2,935,081.26 $4,719,042.55 $5,560,544.20 $157,323.78 $30,520.47 $3,583,021.29 $21,431,484.99 OPERATING EXPENSES Personal Services $852,614.83 $0.00 $0.00 $909,644.98 $933,061.34 $0.00 $0.00 $0.00 $2,695,321.15 Supplies $27,506.03 $0.00 $0.00 $83,189.01 $81,566.05 $562.50 $0.00 $0.00 $192,823.59 Other Services & Charges $311,088.74 $0.00 $0.00 $167,314.78 $877,043.75 $36,687.12 $0.00 $0.00 $1,392,134.39 Capital Outlay $0.00 $0.00 $0.00 $65,224.52 $124,916.08 $0.00 $0.00 $0.00 $190,140.60 Total Operating Expenses (c)$1,191,209.60 $0.00 $0.00 $1,225,373.29 $2,016,587.22 $37,249.62 $0.00 $0.00 $4,470,419.73 DEVELOPMENT & OTHER EXPENSES Capital Development & Maintenance $0.00 $6,257.77 $161,333.88 $206,041.75 $0.00 $0.00 $5,137.82 $600,834.38 $979,605.60 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 $161,333.88 $206,041.75 $1,740.00 $0.00 $5,137.82 $600,834.38 $981,345.60 Total Expenses (d)$1,191,209.60 $6,257.77 $161,333.88 $1,431,415.04 $2,018,327.22 $37,249.62 $5,137.82 $600,834.38 $5,451,765.33 ENCUMBRANCES & RESERVES Encumbrances & Dedicated Funds $0.00 $621,871.50 $2,773,747.38 $0.00 $0.00 $0.00 $0.00 $1,482,186.91 $4,877,805.79 Designated Gifts $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $10,643.21 $0.00 $10,643.21 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 $2,212,627.51 $1,000,000.00 $0.00 $0.00 $0.00 $3,212,627.51 Capital Maintenance Reserve $0.00 $0.00 $0.00 $0.00 $942,216.98 $95,074.16 $0.00 $1,500,000.00 $2,537,291.14 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 $621,871.50 $2,773,747.38 $3,287,627.51 $3,542,216.98 $120,074.16 $10,643.21 $2,982,186.91 $13,338,367.65 Total Expenses, Encumbrances & Reserves (e)$1,191,209.60 $628,129.27 $2,935,081.26 $4,719,042.55 $5,560,544.20 $157,323.78 $15,781.03 $3,583,021.29 $18,790,132.98 Net Income (a - c)n/a n/a n/a $657,599.53 ($636,741.50)($17,274.59)n/a n/a n/a Cost Recovery (a ÷ c)154%68%54% Current Cash Balance & Investments (b - d)n/a $621,871.50 $2,773,747.38 $3,287,627.51 $3,542,216.98 $120,074.16 $25,382.65 $2,982,186.91 $13,353,107.09 Unencumbered or Undedicated Funds (b - e)$2,626,612.57 $0.00 $0.00 $0.00 $0.00 $0.00 $14,739.44 $0.00 $2,641,352.01 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 May 2020 DOLLAR AMOUNT/FUND N/A MEETING DATE June 9, 2020 SUMMARY: Provided for your review are May 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 Controller. RECOMMENDED MOTION: “I move to acknowledge receipt of the P&L Statements for May 2020.” Carmel/Clay Board of Parks and Recreation Board Meeting Agenda Item PRESENTER Jenn Kristunas, Treasurer ACTION REQUESTED Approval ITEM/SUBJECT Claim Sheet dated June 9, 2020 DOLLAR AMOUNT / FUND N/A MEETING DATE June 9, 2020 SUMMARY: Claim Sheet dated June 9, 2020 are included for comment, corrections, additions, or deletions. 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N -B di ruOo rOqtr <3 voc =o0 o = >oQ:oo oq zI m 9 toN a O. -,m o"Prs IoON!5coI N Ioo @Ioo N 9o !ogao No -{ m > > r) -i --l -{ --t --r -r --r --l9d?qs99999999t- = - - - t- t- t- t- t- t- t- t-oaP!3Jr!!!zmEEc:r +*o "tlBd=BI=iSsrA.GG=zGG3r11=eSg;iEssEEiln*;i:EgEEErD=X!-rrF-z-DDQn, o 6TgT=E!!,q= oo-rile *=E==z=831i HoEZissfro v' rri <== =Dnf-* ?iz-vstz.OU(oPo00 oq) 3o od TDoC- ar or 5 iiao 5'o(gr +- (,EN=ot9o atssao)a.noo oq,:to 5\\ N) OJ OJ xrxrbOOaNJN<-Oolv oN'o r.(' -D(,!l.(^J.S=j, so llJvln_+si5P to !NtoorrrFFI.oO!lrorip!9g'999Pgg!r9F9*Q9NOOSO0o(ooo!!ooNJoOOO(ONtrroto N c)w!'@ Ctl aa=o)co -0ogao N Carmel/Clay Board of Parks and Recreation Board Meeting Agenda Item PRESENTER Jenn Kristunas, Treasurer ACTION REQUESTED Approval ITEM/SUBJECT Clay Township Claim Sheet dated June 9, 2020 DOLLAR AMOUNT / FUND N/A MEETING DATE June 9, 2020 SUMMARY: The Clay Township Claim Sheet dated June 9, 2020 is included for comment, corrections, additions, or deletions. STAFF RECOMMENDATION: I move to approve the Clay Township Claim Sheet dated June 9, 2020. Carmel/Clay Board of Parks and Recreation Claim sheet for Clay Township of Hamilton County June 9, 2020 Name Amount Account Number Memo Academy Awning, Inc.28,850.00 1215 4BS - 2019 Encumbered Capital Maintenance 19633 4/28/2020 Capital Maintenance Replacement Cabana Tops 2020 - PO # 54279 F Global Asphalt Paving Co. Inc.8,500.00 1215 4BS - 2019 Encumbered Capital Maintenance C200951 5/21/2020 Hazel Landing Park Stone Grading and Additional Gravel - PO # 54398 F Grisham, Debra M, Attorney at Law, LLC 16.80 1215 4BX - COVID-19 420 5/5/2020 Legal Services Apr'20 Hunger Skateparks 12,700.00 1215 4BR - 2019 Encumbered Central Park 4/22/2020 4/22/2020 Skate Park Renovation Repairs 2020 - PO # 54321 F Kiley Digero LLC 14,650.00 1215 4BS - 2019 Encumbered Capital Maintenance 120030101 5/15/2020 Capital Maintenance Carey Grove Park Tree Clearing - PO # 54375 F Mr. B's Lawn Maintenance, Inc. 357.00 1215 4BS - 2019 Encumbered Capital Maintenance 8246 4/30/2020 Capital Maintenance Inlow Turf Restoration - PO # 53820 F Presidio Networked Solutions Group, LLC 2,473.74 1215 4BR - 2019 Encumbered Central Park 6013520008590 5/11/2020 Door and Camera Central Park Trailhead Restroom - PO # 54363 p Presidio Networked Solutions Group, LLC 2,547.72 1215 4BR - 2019 Encumbered Central Park 6013520008825 5/14/2020 Door and Camera Central Park Trailhead Restroom - PO # 54363 p Schneider Geomatics 427.50 1215 4BW - White River Corridor 181061 5/5/2020 Demolition Project at 11299 Hazel Dell Parkway - PO # 53997 p Schneider Geomatics 864.00 1215 4BS - 2019 Encumbered Capital Maintenance 180162 5/5/2020 Capital Maintenance Westermeier Commons Water Line Project - PO # 54141 p Schneider Geomatics 1,875.91 1215 4BR - 2019 Encumbered Central Park 181064 5/5/2020 Central Park Trailhead and West Receiving Project - PO # 54331 p TOTAL CLAIM SHEET 73,262.67 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 Approval ITEM/SUBJECT CCPR Payroll dates May 8, 2020, and May 22, 2020 DOLLAR AMOUNT/FUND N/A MEETING DATE June 9, 2020 SUMMARY: Provided for your review are payroll wages and liabilities for payroll dates May 8, 2020, and May 22, 2020. RECOMMENDED MOTION: “I move to approve payroll wages and liabilities for the payroll dates May 8, 2020, and May 22, 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 May 2020 DOLLAR AMOUNT / FUND N/A MEETING DATE June 9, 2020 No items were received during the month of May. 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 Ratification of replacement of compressor for chiller #2 at the Monon Community Center BUDGET APPROPRIATION $49,876 (1215) MEETING DATE June 9, 2020 SUMMARY: On May 21, 2020, Governor Holcomb issued Executive Order 20-28 authorizing Hamilton County to proceed to Stage 3 of the Back on Track Indiana reopening Plan as a means by which to allow some economic relief from the impact of measures taken to address the COVID-19 pandemic. Accordingly, a portion of the Monon Community Center (“MCC”) opened on Sunday, May 24, 2020, to current members by reservation only, and pursuant to CCPR’s resumption of operations plan. The MCC is cooled by two Carrier chillers, original to the Facility. Each chiller operates with two compressors, two of which have been replaced over the last several years. Each chiller has a life expectancy of 25-30 years, however, if maintained properly they can last well beyond 30 years. Compressors have a shorter life expectancy of 12-15 years. On May 26, 2020, two days after reopening a portion of the MCC, CCPR staff identified a faulty compressor on Chiller #2 that is instrumental in cooling the MCC West Building. Waiting for Park Board approval at the June 9, 2020 meeting, meant risking complete failure of the compressor, resulting in damage to the Chiller and subsequent expenses, as well as adverse impact to the temperature in the areas critical to the current support of the MCC memberships. To avoid additional issues and cost, and maintain any Carrier warranty that still exists from previously replaced compressors, the Director immediately notified and received agreement from the Park Board President to request ratification from the Park Board for the compressor replacement at a cost of $49,876, despite his $25,000 purchasing authority. After notifying all Park Board members of his decision, and receiving no objections, the Director took steps to schedule Carrier to replace the faulty compressor. Carrier has notified CCPR that it intends to replace the faulty compressor sometime during the week of June 8-12th, 2020. Its life expectancy is 12-15 years. RECOMMENDED MOTION: “I move that the Park Board (a) determine that the actions of Director Klitzing to engage Carrier to replace the compressor on chiller #2 at the Monon Community Center for $49,876, was necessary to avoid damage to chiller #2 and subsequent resulting repair expenses, adverse impacts to the use of the MCC West, and to protect the current Carrier warranties, all of which were essential cost saving measures, and (b) ratify such actions.” Carmel/Clay Board of Parks and Recreation Board Meeting Agenda Item PRESENTER Kurtis Baumgartner, Assistant Director of Parks and Recreation ACTION REQUESTED Recommended Motions ITEM/SUBJECT Consideration to convert the water source serving Central Park Westermeier Commons from well water to Carmel Utilities-supplied water BUDGET APPROPRIATION TBD (1215) MEETING DATE June 9, 2020 SUMMARY: Central Park Westermeier Commons currently utilizes well water for the splashpad, restroom and drinking fountains. As constructed, it was believed that the well water system would provide long-term savings as it pertains to the cost to provide Carmel Utilities-supplied water to such amenities. What was not anticipated was the high costs, increased maintenance, and long-term impact that the well water would have on operations because of the poor quality of the water source. High iron and mineral content in the well water leaves splashpad fixtures, equipment, and concrete constantly covered in a rust stain and algae build-up which staff work to mitigate multiple times weekly by power washing. Additionally, because of the poor water quality, the splashpad surface is painted every two years at a cost of approximately $24,000 to cover up the constant staining. In contrast, the West Park and Inlow Park Splash pad surfaces that use Carmel Utilities-supplied water do not require the same or any staff mitigation efforts. Additionally, since the well water is considered potable (drinkable), and is a natural, untreated source, the Indiana Department of Environmental Management requires specifically trained CCPR staff to manage the well, and complete weekly testing both in-house and through an independent lab. If the test indicates that the well water is contaminated, the well must be shut down until clear results can be obtained, closing the splashpad, the restrooms and the drinking fountains. Currently, staff spends 15-20 hours a week managing the well and the aggregate cost of their time, treatment, and equipment is approximately $15,000 per season. Over the last year, staff explored multiple avenues to mitigate the water quality issues. Ultimately, a conversion of the water source to Carmel Utilities-supplied water is the most cost effective and efficient long-term solution. By switching to Carmel Utilities-supplied water, IDEM would no longer require management or testing. Carmel Utilities-supplied water is safe, treated and would increase the overall life expectancy of the splash pad assets and general plumbing fixtures on site as well as prevent the staining issues on all the equipment and surfaces, eliminating the frequent power washing and painting maintenance. Pursuant to Indiana Code 36-1-12-2, a "public work" project is the construction, reconstruction, alteration, or renovation of a public building, airport facility, or other structure that is paid for out of a public fund or out of a special assessment. Expecting the Work to cost less than $50,000, CCPR complied with Indiana Code 36-1-12-5, and mailed invitations to quote to four (4) contractors with experience in water line installation services to connect Westermeier Commons to Carmel Utilities-supplied Water. On Friday, May 29th, at 2:00 p.m., a public meeting was held pursuant to notice at the CCPR Administrative Offices. No quotes were received. IC 36-1-12-5 applies whenever a public work project is estimated to cost less than fifty thousand dollars ($50,000). Subsection (b)(3) allows for the rejection of all quotes submitted. Subsection (b)(4) provides that If the board rejects all quotes under subdivision (3), the board may negotiate and enter into agreements for the work in the open market without inviting or receiving quotes if the board establishes in writing the reasons for rejecting the quotes. While there are no quotes to reject, the result is the same because there are no responsive and responsible quote to accept for the public work. At the time of assembly of the Park Board meeting packet, the Department had not completed the process of obtaining a price on the open market for the work. The price will be provided with a recommendation at the Park Board meeting. RECOMMENDED MOTIONS: 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 (Quote Amount) for conversion of Central Park Westermeier Commons from well service to City Water provided by Carmel Utilities. Motion #2: “I move to authorize the Park Department Director or Assistant Director to execute a 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.” 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 Professional Services Agreement with American Structurepoint, Inc. for Structure #12 Replacement Project BUDGET APPROPRIATION $93,000 (103 Fund) MEETING DATE June 9, 2020 SUMMARY: The City of Carmel Engineering Department undertook and completed inspections of infrastructure along the Monon Greenway and Hagan Burke trails to determine needed improvements. It issued the “Structure Inventory and Appraisals Report”. The report highlights needed improvements, and prioritizes them based on those items needing the most immediate attention. The City of Carmel Engineering Department has requested that the CCPR, as the contractual Manager of the Monon Greenway, assist with recommended improvements to 9 structures over a 3 year period (2020 through 2022), starting with replacement of the existing three-sided limestone culvert that carries Carmel Creek under the Monon Trail, the identified top priority, otherwise known as structure #12. Just north of 116th Street, Structure #12 is located on the attached map. The replacement of Structure #12 must be designed by a professional engineering firm. As American Structurepoint has worked with the City of Carmel on similar projects, CCPR requested a proposal from American Structurepoint to design the replacement of Structure #12. The scope assumes a replacement structure of similar size with minimal work along the trail and includes a topographic survey, wetland delineation & environmental permitting, culvert plans & bid documents, geotechnical engineering, asbestos survey, drainage permit, utility coordination, bidding and construction support. The funding source for the design and construction of the Structure #12 Replacement Project will be the 103 (Park Capital) Fund. CCPR’s 2020 budget includes this Project for which the City of Carmel added funds to the Park Capital Fund. The City of Carmel Engineering Department will be assisting CCPR with oversight of this Project. RECOMMENDED MOTIONS: Motion #1: “I move that the Park Board authorize the CCPR Director, Assistant Director, the Park Board President and the Park Board Attorney to negotiate a Professional Services Agreement with American Structurepoint, Inc. for the design and construction management services in the proposed scope to replace Structure #12 as presented, for an amount not to exceed $93,000 and authorize the Park Board President to execute the same.” Motion #2: “I move to authorize the CCPR Director, the Assistant Director, and the Park Board Attorney to take all steps necessary and appropriate to issue bids for the replacement of Structure #12 for consideration by the Board.”