Loading...
HomeMy WebLinkAbout2021-03-09-Park-Board-Meeting-MinutesCarmel/Clay Board of Parks and Recreation Tuesday, March 9, 2021, 6:00 p.m. Virtual Meeting Member(s) Present: Jessica Beer, James Garretson, Louise Jackson, Joshua Kirsh, Jenn Kristunas, Linus Rude, Rich Taylor, Mark Westermeier, Lin Zheng Member(s) Absent: None Others Present: Michael Klitzing, Department Director/CEO; Kurtis Baumgartner, Department Assistant Director/COO; Brian Bosma, Kroger, Gardis & Regas, LLP Roll Call & Call to Order Board President Taylor welcomed everyone to the meeting, and asked Mr. Rude to call the role. After roll call, Board President Taylor called the meeting to order (6:02 p.m.). Public Comments There were no public comments. Staff Reports Assistant Director Baumgartner said that staff reports were included in the Park Board packet. In February, the Department hosted a virtual celebration for volunteers who continue to make an impact for CCPR even in the midst of a pandemic. In 2020, volunteers donated 1,315 hours of their time to parks and programs. Assistant Director Baumgartner thanked our volunteers for their dedication. Assistant Director Baumgartner thanked the Indiana Governor’s Council for People with Disabilities and Legacy Insurance Enterprises for sponsoring the Department’s Barrier Free Theatre Show, “A Hero’s Heart.” The Governor’s Council contributed funds which allowed the Department to offer the show at no cost to the community. The Council also covered the cost to provide an American Sign Language Interpreter. Assistant Director Baumgartner said that camp registration began March 1st with almost 4,200 campers registered so far for camps that begin June 1st and conclude July 30th. Assistant Director Baumgartner announced that in February, the Department experienced a net gain in overall memberships at the Monon Community Center, which is very encouraging. Mr. Rude applauded the volunteers for their service. Board President Taylor added that in the past, the volunteer hours were translated into dollars showing the cost benefit to the Department. Board President Taylor said he had looked at membership levels in prior years and asked if the progression might be similar to the earlier years of the MCC. Director Klitzing said it would be difficult to compare as the drop in membership was a direct result of a pandemic. Assistant Director Baumgartner added that operational changes were made in December, otherwise, the net loss would have been much worse. More information followed. DocuSign Envelope ID: 46399955-B1DC-4F19-BEA4-04E4E4FBEB8C Carmel/Clay Board of Parks and Recreation Tuesday, March 9, 2021 Virtual Meeting Page 2 Ms. Jackson inquired about camps. Assistant Director Baumgartner replied that the goal is to have all 12 camps filled to capacity with 700 campers for each of the nine weeks. The total number of campers is lower than previous years to retain effective contact tracing and social distancing measures. Director Klitzing said that there are 600 available spaces remaining. The minimum numbers have already been met to cover expenses. Discussion followed. Mr. Rude said he was pleased with the numbers, especially with the amount of competition he has seen in newspapers. Dr. Beer asked if the new park developments would expand camps. Director Klitzing replied that new facilities along the White River could offer camps with different experiences. Staff is always tweaking camps to deliver experiences that are in high demand. Director Klitzing added that the new (Mark Badger Memorial Park) Fieldhouse, funded through the Clay Township Impact Program, is another future location to offer more camps as stipulated in the agreement between the Township and Carmel Dads’ Club. The Department is also thankful to Carmel Clay Schools for use of their facilities. Mr. Kirsh commented about ESE and camps operating at 100 percent cost recovery. He also spoke about the parent’s perspective as his child participates in ESE and summer camps. He said that his son enjoys ESE and camp, and in many ways, the children ‘grow up’ with the counselors. It creates a very friendly and familiar experience. He is grateful to the staff and raves about the high-quality program. Finance Committee Ms. Zheng stated that the Finance Committee did not meet last month. Minutes February 9, 2021 Park Board Meeting Mr. Rude made a motion to approve the Minutes as presented. The motion was seconded by Ms. Kristunas. Mr. Rude administered the roll call vote, and the motion was unanimously passed 9 – 0. Financial Reports Consolidated Financial Report for January 2021; CCPR P&L Statements for February 2021 Ms. Zheng made a motion to acknowledge receipt of the Financial Reports as presented. The motion was seconded by Ms. Kristunas. Mr. Rude administered the roll call vote, and the motion was unanimously passed 9 – 0. Claims Claim Sheet March 9, 2021; Clay Township Claim Sheet March 9, 2021; CCPR Payroll for February 12, 2021 and February 26, 2021 Ms. Zheng made a motion to approve the Claim Sheets and Payroll as presented. Assistant Director Baumgartner advised that there was a typo on Payroll as the total amount should be $451,295.82; a revised form was prepared for signature. Board President Taylor requested that the motion be amended. Ms. Zheng approved the amended motion, which was then seconded by Mr. Kirsh. Mr. Rude administered the roll call vote, and the motion was unanimously passed 9 – 0. DocuSign Envelope ID: 46399955-B1DC-4F19-BEA4-04E4E4FBEB8C Carmel/Clay Board of Parks and Recreation Tuesday, March 9, 2021 Virtual Meeting Page 3 Dr. Beer asked about the Clay Township Claim Sheet charge for PlayPros for Carey Grove Playground Equipment. Assistant Director Baumgartner stated that an ADA accessible swing was ordered and installed. Dr. Beer said she remembered hearing the community had requested one. Assistant Director Baumgartner added that PlayPros responded quickly to take care of this need. Monetary Gifts, Grants, Partnerships, and Sponsorships for February 2021 – Kurtis Baumgartner Assistant Director Baumgartner presented two anonymous donations totaling $200 ($100 each) for Staff Appreciation. Mr. Kirsh made a motion to accept the donations as presented. The motion was seconded by Ms. Kristunas. Mr. Rude administered the role call vote, and the motion was unanimously passed 9 – 0. New Business Consideration of Resolution G-2021-003 Authorizing the Disposal of Property – Michael Klitzing Director Klitzing said, thanks to the Clay Township Impact Program, renovations are getting ready to start in Meadowlark Park. The existing playground, based on CCPR’s standards, is approaching end of life. Typically, playgrounds are replaced anywhere between 15 to 20 years. This playground is probably close to 18 years old right now and needs to be replaced. Since the playground still has some functional integrity, it can be considered for future use. The Department has several opportunities to donate the equipment as opposed to going into the landfill. This would allow areas to benefit from this playground until it needs to be replaced. Director Klitzing worked with Mr. Bosma, legal counsel, to review the process, which resulted in the proposed resolution that allows for disposal of the playground equipment. One of the two interested entities is the Lake Lemon Conservancy District (LLCD). Director Klitzing advised that he serves on the LLCD Board, of which he receives no financial incentives or per diem. His only interest is that this political subdivision is managed effectively and efficiently. Mr. Bosma advised there were no potential conflicts as well. Kids Around The World was the second interested entity. This not-for-profit organization basically recycles playground equipment for reuse in communities in Africa. Although both entities have expressed interest, there is no guarantee that they can make it happen. Either way, the proposed resolution allows them or any other interested political subdivision or entity to secure the playground equipment before it ultimately has to be removed. Mr. Bosma added that the resolution gives the Assistant Director the authority to dispose of the equipment. The bill of sale, including a release, must be executed before any party dismantles or takes the equipment away. Director Klitzing stated that if no qualified organization takes the equipment, it will be disposed of by the contractor as stipulated within the bid for Meadowlark Park. Ms. Kristunas made a motion to waive the reading of Resolution G-2021-003 and enter it into business. The motion was seconded by Mr. Rude. Mr. Rude administered the roll call vote, and the motion was unanimously passed 9 – 0. DocuSign Envelope ID: 46399955-B1DC-4F19-BEA4-04E4E4FBEB8C Carmel/Clay Board of Parks and Recreation Tuesday, March 9, 2021 Virtual Meeting Page 4 Ms. Kristunas made a motion to adopt Resolution G-2021-003 as presented. The motion was seconded by Mr. Garretson. Mr. Rude administered the roll call vote, and the motion was unanimously passed 9 – 0. Old Business Clay Township Impact Program Updates Carey Grove Park: Park is open and quite popular. Flowing Well Park: Park is closed. Bank stabilization work is completed. Hope to reopen by the end of April. Parking lot needs to be repaved prior to opening. West Park: Park remains closed and will be reopened by the end of the year. Construction will start up again in late March or early April. Inlow Park: Park is closed due to the safety surfacing that will be repaired under warranty. Staff met with the contractors last week and repairs should take place soon. The park will remain closed for renovations of the splash pad and restroom facilities. All work will be finished by the end of the year. Meadowlark Park: Park will be closing soon. Removal of the playground equipment will take place this month. Construction starting in April and completed by the end of the year. River Heritage Park: Working to finalize bids. Anticipate construction to start in May or June with construction completed by the end of the year. At this time, Director Klitzing referenced the Director’s Report that was included in the Board packet (excerpt below). After further discussions with Citizens Energy Group, we received consent on proposed improvements on 2/18/2021 as required under the terms of our existing lease agreement. Other than a request to eliminate the northern loop of the trail system, all elements of the plan previously presented to the Park Board were permitted by Citizens. The originally planned north overlook was relocated to the south trail loop, allowing us to retain two overlooks. To balance out some of the river views lost by eliminating the northern loop, the southern loop was slightly repositioned to bring trail users closer to the river. Since the revisions required by Citizens did not fundamentally alter the design-intent of the approved schematic drawings, no action is required by the Park Board. Citizens will provide a new license agreement for review by our legal counsel to replace the existing lease agreement. Director Klitzing provided a brief overview of River Heritage Park with PowerPoint slides. Discussion followed. Director Klitzing provided updates on Flowing Well Park with PowerPoint slides of the Cool Creek bank stabilization. Dr. Beer said the improvements look amazing, and she said parents and children will have many new opportunities for play. DocuSign Envelope ID: 46399955-B1DC-4F19-BEA4-04E4E4FBEB8C Carmel/Clay Board of Parks and Recreation Tuesday, March 9, 2021 Virtual Meeting Page 5 Attorney’s Report Mr. Bosma stated he had nothing to add to the previous remarks. Director’s Report Director Klitzing said he wanted to highlight a couple of items within the written Director’s Report included in the Board packet, specifically areas impacted within Central Park. (Except below from the Director’s Report.) CCPR is in discussions with Kite Realty Group, Buckingham Properties, and the Carmel Redevelopment Commission regarding the proposed multiuse development at 116th Street and Westfield Boulevard referred to as The Corner. The developers are seeking two connections to the Interurban Trail, one connecting to an apartment building that will front the trail to the west and Carmel Creek to the south. The second trail connection will connect to the building fronting 116th Street and the lower-level businesses. Additionally, the developer is requesting an easement to construct a dining deck for a future restaurant that will extend west from the building onto park property. All three components would require an easement granted by the Park Board, Carmel Clay Park Building Corporation, and Township. Director Klitzing provided visuals of The Corner followed by a lengthy discussion with numerous questions and concerns raised by the Park Board Members. Director Klitzing provided visuals resulting from a request from Vectren to relocate an existing gas main. (Excerpt from the Director’s Report follows.) As reported last month, the City will be installing a new culvert over Carmel Creek for Westfield Boulevard. This project is anticipated to begin on or after 7/4/2021, after completion of the Westfield Boulevard and 111th Street Roundabout. To accommodate the project, Vectren needs to relocate an existing gas main. The City has inquired about routing the main through Central Park on the west side of the Interurban Trail to just north of Carmel Creek. CCPR is meeting with Vectren to discuss the proposed route and its potential impacts on the park, should a utility easement ultimately be granted. This easement will require approval of the Park Board, Carmel Clay Park Building Corporation, and Township. As of this writing, CCPR is not in a position to make a recommendation until more information is gathered. After Director Klitzing, Mr. Kirsh and his colleagues met with Vectren onsite, it appears that Vectren is inclined to look at other routes. Mr. Garretson asked questions about the proposed water tower in Central Park. Mr. Westermeier said there have been many discussions with John Duffy, Carmel Utilities, in the past about how the water tower could be beneficial to the city and the park. Discussion followed. Dr. Beer asked for clarification on the perimeter trail along 116th Street near West Park. Director Klitzing responded and added that University High School had also committed to adding a trail along their property. DocuSign Envelope ID: 46399955-B1DC-4F19-BEA4-04E4E4FBEB8C Carmel/Clay Board of Parks and Recreation Tuesday, March 9, 2021 Virtual Meeting Page 6 Information Items Plan Commission: Mr. Kirsh said that the Asherwood property (former Simon estate and private golf course) is coming under redevelopment and assigned to the Residential Committee on which he currently serves. Old business, Jackson’s Grant, at the corner of 116th & Spring Mill, will be coming back under final consideration. School Board: Ms. Jackson said that the School Board is in the process of accessing what it would look like to bring the students back full time. She added that substitute teachers are needed. Dr. Beer said she took advantage of this great opportunity to be with the students. Parks Foundation: Mr. Garretson had nothing to report. Director Klitzing has spoken with Dan Dutcher and Sue Dillon on available funding from their Greenspace Endowment for invasive species and environmental stewardship projects that would be contractually completed this spring. Board President Taylor asked if this was part of the 10,000 tree initiative. Director Klitzing responded that Parks & Natural Resources is involved with this initiative. Michael Allen, Park & Natural Resources Director, provides updates within his monthly reports when appropriate. Park Board Comments / Discussion There were no additional comments or discussion. Adjournment There being no further business, Mr. Garretson made a motion to adjourn the meeting, seconded by Ms. Kristunas, at which time Board President Taylor adjourned the meeting at 7:56 p.m. Approved, Signature Date Signature Date DocuSign Envelope ID: 46399955-B1DC-4F19-BEA4-04E4E4FBEB8C 4/14/2021 4/13/2021