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.
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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.
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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.
STAFF RECOMMENDATION:
Approval of Claim Sheet dated June 9, 2020.
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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.”