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HomeMy WebLinkAbout2020-06-20-Park-Board-Meeting-MinutesCarmel/Clay Board of Parks and Recreation Tuesday, June 9, 2020, 6:00 p.m. Remote Meeting Member(s) Present: Jessica Beer, Jim Engledow, James Garretson, Joshua Kirsh, Nick Plopper, Linus Rude, Rich Taylor, Lin Zheng Member(s) Absent: Jenn Kristunas 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 President Taylor welcomed everyone to the Park Board Meeting and asked Mr. Engledow to call the roll. After Mr. Engledow took the roll and stated there was a quorum, 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 centered on reopening plans. All reopening processes are running smoothly. Assistant Director Baumgartner stated he was proud of CCPR staff and the hard work they are doing to keep the community safe. Director Klitzing related that CCPR is one of four finalists in Class III for the NRPA National Gold Medal Award. CCPR previously won the award in 2014 and was then considered ineligible for next five years. Other finalists in Class III include New Braunfels, Texas; Thornton, Colorado; and Arlington Heights, Illinois. Director Klitzing stated he was thrilled CCPR is a finalist for this honor again. He said it speaks to the Park Board and other elected officials’ commitment to providing CCPR the resources to have high- quality parks. National Gold Medal Award winners are usually announced at the NRPA annual conference in September or October. However, the conference was canceled this year due to COVID-19. NRPA will likely announce winners during a virtual conference, but no date has been identified yet. Director Klitzing will notify the Board once details are known. He stated that he is very proud of the CCPR team for achieving this accomplishment. Mr. Rude asked if the other Class III finalists had been finalists or winners previously. Director Klitzing answered that New Braunfels, Texas is a new finalist; Thorntown, Colorado was a 2019 finalist; and Arlington Heights, Illinois last won in 2001 and was a finalist in 2016 and 2017. President Taylor stated CCPR is doing a fantastic job, and the Board is very proud. He said he is honored to be a part of the team. Mr. Kirsh joined the meeting during the conclusion of staff report discussions. DocuSign Envelope ID: 673F1483-1BA4-4116-B107-273826B7B8E4 Carmel/Clay Board of Parks and Recreation Tuesday, June 9, 2020 Remote Meeting Finance Committee Assistant Director Baumgartner stated the next Finance Committee meeting would be held on July 27, 2020, at CCPR Administrative Offices to discuss the 2021 budget. Minutes May 12, 2020 Park Board Executive Session 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 8 – 0. May 12, 2020 Regular Park Board Meeting Mr. Engledow made a motion to approve the minutes as presented, seconded by Mr. Rude, with Mr. Engledow administering the vote by roll call, and unanimously passed 8 – 0. Financial Reports Consolidated Financial Report for April 2020 and CCPR P&L Statements for May 2020 Mr. Engledow made a motion to acknowledge receipt of the Consolidated Financial Report for April 2020 and CCPR P&L Statements for May 2020 as presented, seconded by Dr. Beer, with Mr. Engledow administering the vote by roll call, and unanimously passed 8 – 0. President Taylor asked if any Board members had questions for Assistant Director Baumgartner. President Taylor asked why the synopsis cover sheet was missing. Additionally, Mr. Engledow asked regarding the ESE Fund 108 on the Consolidated Report showing $3.3 Million and whether that number reflected any refunds. Assistant Director Baumgartner answered that most refunds are not reflected in the P&L Statements, only about half are accounted for. There will be additional refunds in June. ESE/SCS is currently operating at less than 100% cost recovery by about $80,000. Assistant Director Baumgartner further stated that if the 2020-2021 school year is successful, the difference can be recuperated. He does not believe that tapping into ESE reserves will be necessary. Ms. Zheng stated that the school board met the previous night. At the end of the week, the school board will send communications to families regarding the plan for the 2020-2021 school year. At the end of June, families will receive a questionnaire about their preference between in-person or e-learning. The school district plans to visit CCPR summer camps to see how social distancing is being used. Assistant Director Baumgartner stated he would welcome their visits, and building a relationship to learn from each other. He said he is very comfortable with the protocols CCPR has in place. President Taylor asked if the state or CDC issued guidance for school reopening in the fall. Ms. Zheng answered the state Department of Education issued guidelines for school reopening last Friday. Dr. Beer asked if the guidelines provided any information on doing hybrid virtual/in-person classes. Ms. Zheng answered that the school board has not decided how to do the combination of in-person/virtual. Each level will do their learning differently based on their different classes and requirements. Ms. Zheng stated that the new school day for middle school students would go into effect in the fall, opening the opportunity to provide ESE services in the morning for middle school students. DocuSign Envelope ID: 673F1483-1BA4-4116-B107-273826B7B8E4 Carmel/Clay Board of Parks and Recreation Tuesday, June 9, 2020 Remote Meeting Assistant Director Baumgartner stated regarding the P&L Statement cover sheet that they are no longer preparing them because there is no year-to-year comparison. President Taylor said the years are impossible to compare due to current events, and there is no need for the coversheets going forward. Claims Claim Sheet June 9, 2020 Mr. Engledow made a motion to approve the Claim Sheet as presented, seconded by Mr. Plopper, with Mr. Engledow administering the vote by roll call, unanimously passed 8 – 0. Clay Township Claim Sheet June 9, 2020 Mr. Engledow made a motion to approve the Clay Township Claim Sheet as presented, seconded by Mr. Garretson, with Mr. Engledow administering the vote by roll call, and unanimously passed 8 – 0. CCPR Payroll for May 8 and May 22, 2020 Mr. Engledow made a motion to approve payroll wages and liabilities as presented, seconded by Mr. Plopper, with Mr. Engledow administering the vote by roll call, and unanimously passed 8 – 0. Monetary Gifts, Grants, Partnerships, and Sponsorships for February 2020 – Sara Clark Ms. Clark said there was nothing to report. New Business Ratification of Replacement of Compressor for Chiller #2 at the Monon Community Center – Kurtis Baumgartner Assistant Director Baumgartner stated that 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 would risk the compressor’s failure, resulting in damage to the chiller and subsequent repair expenses and possibly voiding the Carrier warranty on other compressors. This failure would have been detrimental, especially after the prolonged closure due to the pandemic. As such, Director Klitzing reached out to President Taylor to notify and received agreement to request ratification of the purchase. The new compressor should be installed next week. Mr. Engledow asked if Carrier Commercial is located in Indianapolis. Assistant Director Baumgartner answered that is correct. Director Klitzing advised the Board that he consulted with President Taylor before moving forward, and the Board also received an email notifying them of the special circumstances before Director Klitzing completed the purchase. Mr. Plopper made a motion to 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, were 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 ratify such actions as presented, seconded by Mr. Rude, with Mr. Engledow administering the vote by roll call, and unanimously passed 8 – 0. Mr. Rude asked if a warranty was included with the purchase. Assistant Director Baumgartner answered a one-year warranty is included. Mr. Rude asked if an extended warranty was an option with the DocuSign Envelope ID: 673F1483-1BA4-4116-B107-273826B7B8E4 Carmel/Clay Board of Parks and Recreation Tuesday, June 9, 2020 Remote Meeting purchase. Assistant Director Baumgartner answered the cost was extremely prohibitive for the extended warranty. CCPR is currently under a preventative maintenance agreement, which could be modified to incorporate the replacement of components in the future. Consideration of Quotes to Convert the Water Source Serving Central Park Westermeier Commons from Well Water to Carmel Utilities-Supplied Water – Kurtis Baumgartner Assistant Director Baumgartner stated that Central Park Westermeier Commons currently utilizes well water for the splash pad, restroom, and drinking fountains. It was believed that using well water would provide long-term savings compared to using Carmel Utilities-supplied water. However, over time, the high iron and mineral content in the well water has caused rust and algae build-up that require staff to power wash the equipment multiple times weekly. Over the last year, CCPR staff explored various options to mitigate the water quality issues. However, it was eventually determined that the best course of action was to convert to Carmel Utilities-supplied water. Assistant Director Baumgartner stated that this item would be deferred to the July Park Board meeting because the quotes received were higher than $50,000, and CCPR must re-issue the request for quotes under Section 4.7. President Taylor asked how Schneider was so off on its estimate. Assistant Director Baumgartner answered that other vendors presented alternative means, but they would not reduce the cost under $50,000. Mr. Plopper asked where the connection point to Carmel Utilities water will be. Assistant Director Baumgartner answered we could reconnect and utilize part of the well line and then connect with the help of the City. Discussion followed regarding the previous decision to use well water at Westermeier Commons. Assistant Director Baumgartner stated he would have recommendations for the Park Board at July’s meeting. Mr. Garretson asked if any other parks use well water. Director Klitzing answered that well water is currently employed at Central Park north, and Founders Park for irrigation of the sports fields. Assistant Director Baumgartner stated that West Park and Inlow splash pads are connected to City water, and operationally City water works better. Mr. Garretson asked if CCPR pays for sewer service for the water purchased from the City. Director Klitzing answered that it depends on the water’s specific use. In Westermeier Commons, water used for the splash pad does not go into the sewer system, and CCPR will not be charged for it. If the water goes into the sewer system, then CCPR will be charged for it. Mr. Garretson asked how long the well water was used. Assistant Director Baumgartner stated the Westermeier Commons splash pad opened in 2015-2016. Consideration of Professional Services Agreement with American Structurepoint, Inc. for Structure #12 Replacement Project Assistant Director Baumgartner explained the history of the “Structure Inventory and Appraisals Report” provided by the City of Carmel, which identified needed Monon Trail structure improvements in priority order. The City requested that CCPR assist with recommended improvements to nine Monon Trail structures over a three-year period (2020 through 2022). The referenced report identified as top priority replacement of the exiting three-sided limestone culvert that carries Carmel Creek under the Monon Trail, which design requires a professional engineering firm’s services. CCPR requested a proposal from American Structurepoint, Inc. and recommends working with them as they have worked with the City on similar projects. Director Klitzing stated that funding for this project would come from the 103 (Park DocuSign Envelope ID: 673F1483-1BA4-4116-B107-273826B7B8E4 Carmel/Clay Board of Parks and Recreation Tuesday, June 9, 2020 Remote Meeting Capital) Fund, for which the City of Carmel added the funds necessary for this project. He further stated that as local income tax sunsets, CCPR would need to re-engage Fund 103. This process focuses on bridges within the trail network that are on City-owned property under CCPR management. This project and other similar projects will be under CCPR management, but in close cooperation with Chris Ogg and the City of Carmel Engineering Department. Mr. Engledow asked if this culvert replacement will close the Monon Greenway at Carmel Drive and 116th. Director Klitzing answered that once plans are created, CCPR will work with David Littlejohn to post a designated detour route. Mr. Rude asked for an estimated project length. Assistant Director Baumgartner answered the original schedule took the project into 2021 for final plans and bidding. He hopes that we can expedite the schedule, but construction won’t start in 2020. The high-end goal would be to bid in spring and be ready for construction next summer or fall. Mr. Rude asked if this area of the Monon Trail had already been rehabbed. Director Klitzing answered the area had been resurfaced, but this will only affect a small portion of the previously resurfaced trail. Assistant Director Baumgartner stated that the projects’ timing wasn’t perfect, but it has to be done. Mr. Engledow made a motion to authorize the CCPR Director, Assistant Director, Park Board President and 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, seconded by Mr. Rude, with Mr. Engledow administering the vote by roll call, and unanimously passed 8 – 0. Mr. Garretson commented that the contract amount seemed high. Assistant Director Baumgartner stated CCPR obtained two proposals, and ASI’s was the lower. Each firm considered has a great relationship with the City of Carmel. CCPR is currently working with ASI on the roundabout projects surrounding Central Park and is pleased by their work product thus far. Mr. Garretson asked if the City of Carmel is paying for the project. Assistant Director Baumgartner answered yes. Mr. Engledow explained that this project would be expensive as the location is a complicated place to work. The grade is steep and extended out, in addition to being in the middle of Mouse Creek. Dr. Beer stated the Board packet references nine structures and asked what the other structures are like and if they will be paid for by the same funding method. Director Klitzing answered the goal would be to fund each project out of Fund 103 using City proceeds. Some projects are smaller and will cost between $5-15,000 to repair. Structure #12 and #7, located north of Smokey Row with Little Cool Creek flowing under, will be of similar cost, scope and challenge. Mr. Rude asked if there is a current structural integrity issue. Director Klitzing answered the report does not suggest a risk factor, but repairs should be done before the situation is critical. President Taylor explained that vehicular bridges generally decrease in load rating by poundage until eventually the bridge is deemed unusable. For pedestrian bridges, the same process could apply. He further stated that Fund 103 is the original capital projects fund established before the Interlocal Agreement. Projects previous to the Interlocal Agreement were funded through 103, but there hasn’t been much activity until recently. Director Klitzing advised this is the first year it has been funded since 2004. DocuSign Envelope ID: 673F1483-1BA4-4116-B107-273826B7B8E4 Carmel/Clay Board of Parks and Recreation Tuesday, June 9, 2020 Remote Meeting Mr. Engledow made a motion to authorize the CCPR Director, Assistant Director, and Park Board Attorney to take all steps necessary and appropriate to issue bids for the replacement of Structure #12 for consideration by the Board, seconded by Mr. Rude, with Mr. Engledow administering the vote by roll call, and unanimously passed 8 – 0. Discussion of Emergency Purchase Procedures President Taylor stated that he would like to discuss emergency purchasing procedures for situations similar to the chiller compressor replacement discussed earlier in the meeting. The Park Board currently has no emergency purchasing provisions in place, and he would like to evaluate how to address emergency purchases in the future. He asked if Ms. Kristunas should notice and schedule a Finance Committee Meeting to discuss emergency procedures. Director Klitzing answered that CCPR doesn’t have many emergencies, but there is a need to have a more formalized process. He stated that a Finance Committee Meeting in late June would be ideal. Mr. Kirsh asked what the current process for emergency purchases is. Ms. Grisham answered the Board President could call an emergency meeting, but that has to meet the emergency meeting standard of health, safety, and welfare to the public. These concerns are more for cost recovery and maintenance. Mr. Kirsh asked what the Director’s purchasing power is currently. Ms. Grisham answered it was initially $5,000 before the MCC opened, increased to $10,000, then $25,000 for specifically the MCC, and then the limit was increased to $25,000 for the rest of the parks in 2010. Assistant Director Baumgartner stated comparing $25,000 in 2010 dollars to 2020 dollars is quite a difference. Ms. Grisham said most recent limit increase was based on the City of Carmel in congruence with revision of its purchase rules. Director Klitzing stated that he will research what other communities’ limits are. Mr. Kirsh suggested a way to give the Board President the ability to take emergency action without calling the entire Park Board. Ms. Grisham will present the Finance Committee with all legal options. Old Business Central Park Trailhead & West Receiving Project Updates – Michael Klitzing Director Klitzing reported the project is mostly complete, but not quite substantially complete. While the restroom is open to the public, punch list items remain to be remedied. CCPR needs to do a final walkthrough before issuing the certificate of substantial completion. Director Klitzing stated there would be no ribbon-cutting ceremony. Clay Township Impact Program Updates – Michael Klitzing Consideration of Second Amendment of SmithGroup Design Agreement with Clay Township Director Klitzing stated that when the SmithGroup contract was signed, the CTIP funding amount was not finalized, and a lower number was plugged in as a placeholder. Now that the CTIP funding amount has been decided, we need to adjust the fixed fee set percentage amount. Clay Township and SmithGroup allocated the design fees to the Township portion. Thus the fee adjustment has no bearing on the Park Board. However, due to the way the agreements are worded, consent by the Park Board is required for any amendments. Director Klitzing asked the Park Board to approve the Second Amendment and authorize the Park Board President to execute the same. Mr. Engledow made a motion to approve the Second Amendment to the SmithGroup design agreement and authorize the Park Board President to execute the same, seconded by Mr. Garretson, with Mr. Engledow administering the vote by roll call, and unanimously passed 8 – 0. DocuSign Envelope ID: 673F1483-1BA4-4116-B107-273826B7B8E4 Carmel/Clay Board of Parks and Recreation Tuesday, June 9, 2020 Remote Meeting Attorney’s Report Ms. Grisham stated that there is nothing to report. Director’s Report Director Klitzing stated there would be no written report, and his verbal report briefly updated the Board on Clay Township Impact Program Projects and the Reigniting Parks plan. Flowing Well Park and Carey Grove Park are progressing well and should break ground soon. The 90% design plans for West Park – The Core will be ready for review soon, with bidding occurring late July or early August. Reopening processes have gone smoothly, and CCPR staff deserve kudos for the extra care they are putting forth for the Carmel community. Information Items Plan Commission: Mr. Kirsh stated that any Board member with questions is more than welcome to reach him by phone to discuss current Plan Commission matters. School Board: Ms. Zheng stated that next year the school day for elementary schools would change 30 minutes, and middle school would move back to 8:45 a.m. – 3:45 p.m. Parks Foundation: Mr. Rude said there had been no meeting held, and none are scheduled. Park Board Comments / Discussion Mr. Kirsh stated his son was attending summer camp at MCC and enjoyed the focus on outdoor activities like fishing and creek stomping. Adjournment There being no further business, Mr. Rude made a motion to adjourn the meeting, seconded by Mr. Engledow, and passed without objection. Board President Taylor adjourned the meeting at 8:07 p.m. Approved, Signature Date Signature Date DocuSign Envelope ID: 673F1483-1BA4-4116-B107-273826B7B8E4 7/14/2020 7/14/2020