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HomeMy WebLinkAbout2021-07-13-Park-Board-Meeting-MinutesCarmel/Clay Board of Parks and Recreation Tuesday, July 13, 2021, 6:00 p.m. John W. Hensel Government Center 10701 North College Avenue Carmel, Indiana 46280 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; Jonathan Blake, Administration & Planning Director; Brian Bosma, Park Board Attorney Roll Call; Call to Order & Pledge of Allegiance Board President Taylor welcomed everyone to the meeting and asked Mr. Rude to call the role. Mr. Rude stated that all members were present providing the necessary quorum. Board President Taylor called the meeting to order at 6:34 p.m. and asked that everyone rise for the Pledge of Allegiance. Public Comments There were no public comments. Staff Reports Assistant Director Baumgartner said that staff reports were included in the Park Board packet. He stated that the quarterly Active Contract Summary Log was also included for review by the Park Board members. Director Klitzing reminded the Board that it was important to review this document to ensure no member had a conflict of interest. If a conflict of interest is indicated, the member is to advise either Director Klitzing or Assistant Director Baumgartner, who will work with Mr. Bosma to file the appropriate disclosure. Finance Committee Ms. Zheng stated that the Finance Committee is scheduled to meet on July 20th to discuss the budget. Minutes June 8, 2021 Park Board Meeting Mr. Rude made a motion to approve the minutes as presented, seconded by Ms. Kristunas, and unanimously passed 9 – 0. Financial Reports; Claims Consolidated Financial Report for May 2021; CCPR P&L Statements for June 2021; Claim Sheet July 13, 2021; Clay Township Claim Sheet July 13, 2021; and CCPR Payroll for June 4, 2021 and June 18, 2021 Ms. Zheng made a motion to acknowledge receipt of the Consolidated Financial Report for May 2021; receipt of the CCPR P&L Statements for June 2021; approval of Claim Sheet dated July 13, 2021; approval of Clay Township Claim Sheet dated July 13, 2021; and approval of CCPR Payroll for June 4, 2021 and June 18, 2021. The motion was seconded by Mr. Rude. DocuSign Envelope ID: 22EC532C-8D56-4A6F-86F5-3A3131B80436 Carmel/Clay Board of Parks and Recreation Tuesday, July 13, 2021 John W. Hensel Government Center Page 2 Board President Taylor stated that the Department has worked hard to maintain the proper staffing levels in order to have the capacity at The Waterpark to provide a safe environment plus being able to accommodate as many people as possible, which has led to a profitable June and now a year in the black. He commended the staff for doing such a great job. He has heard nothing but good reports and loves The Waterpark updates. He appreciates the good work. Ms. Jackson said she was excited about the Department’s (Monon) Mixer at The Waterpark. Board President Taylor called for the vote, and the motion was unanimously passed 9 – 0. Monetary Gifts, Grants, Partnerships, and Sponsorships for June 2021 – Jonathan Blake Mr. Blake presented the following donations: $100.00 for Staff Appreciation from an anonymous source; and $12,500.00 from the Clay Township Trustee and $2,500.00 from the Carmel-Clay Education Foundation for the Monon City Center Drive Tunnel Mural. Mr. Kirsh made a motion to accept the items as presented, seconded by Dr. Beer, and unanimously passed 9 – 0. New Business Consideration of Resolution G-2021-006 Selecting Guaranteed Savings Contract Provider – Kurtis Baumgartner Assistant Director Baumgartner presented background information relative to this flexible funding alternative to address replacement needs without paying up-front capital as projects are financed and repaid with guaranteed energy savings as related to the Life Cycle Asset Plan. If the guaranteed savings are not achieved, the selected provider would have to reimburse CCPR for the difference between the guaranteed savings and actual cost savings. The Department solicited proposals and received three out of the 10 vendors. Staff reviewed the proposals with the help of Park Board counsel and recommends Ameresco. Ms. Jackson asked if there was a diversity program in place when selecting companies. Discussion followed. Dr. Beer questioned the meaning of ‘nearing end of life’ as used within the asset management plan. Assistant Director Baumgartner responded that the general interpretation would be within the next three to five years. Discussion followed. Ms. Kristunas made a motion to waive the reading of Resolution G-2021-006 and enter it into business. The motion was seconded by Dr. Beer and unanimously passed 9 – 0. Ms. Kristunas made a motion to adopt Resolution G-2021-006 as presented. The motion was seconded by Dr. Beer. Mr. Rude asked if the Department had received any testimonials about this provider. Assistant Director Baumgartner stated references were part of the RFP, and the proposal was vetted. The local office is located on Castle Creek Parkway. Discussion followed. Board President Taylor called for the vote, and the motion was unanimously passed 9 – 0. DocuSign Envelope ID: 22EC532C-8D56-4A6F-86F5-3A3131B80436 Carmel/Clay Board of Parks and Recreation Tuesday, July 13, 2021 John W. Hensel Government Center Page 3 Consideration of Resolution G-2021-007 Granting TriCo Regional Sewer Utility Easement through Bear Creek Park – Michael Klitzing Director Klitzing provided information regarding the proposed easement which is similar to the easement that was granted to Highlands Latin School. The easement is requested by the Lamb Property Developer, LLC, developer of the Albany Village subdivision. More information followed. Ms. Kristunas made a motion to waive the reading of Resolution G-2021-007 (corrected number inserted) and enter it into business. The motion was seconded by Mr. Kirsh and unanimously passed 9 – 0. At the request of Mr. Bosma, Board President Taylor asked for the Board’s consensus to insert the correct number in the motion, which was granted. Ms. Kristunas made a motion to approve Resolution G-2021-007 as presented, seconded by Mr. Rude, and unanimously passed 9 – 0. Consideration of Requests from Kite Realty Group for The Corner – Michael Klitzing Director Klitzing said this item was basically a continuation of discussions in the Executive (Session) Committee regarding a proposed easement request from Kite Realty for the development at the corner of 116th Street and Rangeline Road. He continued by asking for direction from the Park Board as to how staff should proceed with this request. Ms. Kristunas made a motion to approve a temporary easement or license for development of the above improvements. The temporary easement will be solely for the sidewalk and/or trail connection and not for any other construction related to the buildings or site. Based on the advice of the Park Board’s legal counsel, no action is required by the Building Corp. The motion was seconded by Mr. Garretson and unanimously passed 9 – 0. Ms. Kristunas made a motion to approve an easement for development of a sidewalk connection along the western side of their building, subject to the approval of the Building Corp. If approved, all costs associated with the design and construction of the sidewalk will be Kite’s responsibility. Kite or its successors will be responsible in perpetuity for maintaining the sidewalk and providing a certificate of insurance naming the Park Board, Building Corp, City of Carmel, and Clay Township as additional insureds. The motion was seconded by Mr. Kirsh and unanimously passed 9 – 0. Ms. Kristunas made a motion to approve an easement for development of an ADA accessible trail connection between The Corner and the Interurban Trail, subject to the approval of the Building Corp. If an easement is provided by the Building Corp, Kite or its successors will be responsible in perpetuity for maintaining the trail connection and providing a certificate of insurance naming the Park Board, Building Corp, City of Carmel, and Clay Township as additional insureds. Kite will be responsible for all costs for the design, development, and inspection of the trail connection. Under the terms of the easement or license, Kite will also be responsible for paying for the design, construction, and inspection of improvements to the Interurban Trailhead at 116th Street, designed by the engineer/landscape architect selected by the Park Board. DocuSign Envelope ID: 22EC532C-8D56-4A6F-86F5-3A3131B80436 Carmel/Clay Board of Parks and Recreation Tuesday, July 13, 2021 John W. Hensel Government Center Page 4 Should the Building Corp choose not to grant an easement, all maintenance and liability will be assumed by the Park Board. Additionally, the Park Board will grant a license to Kite for construction of the trail connection consistent with the Park Board’s authority to make improvements to Central Park under the sublease agreement between Clay Township, the Building Corp, and the Park Board. Under both scenarios, the project will be designed and inspected by an engineer/landscape architect and construction inspector of the Park Board’s choice. Plans for the trail connection must be approved by the Park Board. The motion was seconded by Mr. Kirsh and unanimously passed 9 – 0. Old Business Clay Township Impact Program Updates Director Klitzing provided the following updates: • Carey Grove and Flowing Well Parks are substantially complete. • Construction is in progress for Meadowlark Park and West Park. • Construction started (demolition) this week at Inlow Park. • Bids will open later this month for River Heritage Park. • Working with designers on the future pedestrian bridge (126th Street). Director Klitzing stated he received word that there have been some challenges with various budgets for the Clay Township Impact Program. Interest projections for the projects have not been quite as high as originally projected so there could be some potential shortfalls. The Department has sufficient funds to cover any shortfalls roughly estimated at $125,000 to $250,000. Discussion followed. Mr. Bosma added that the original projections in November 2019 were significantly different than anticipated with a difference of $343,000. Attorney’s Report Mr. Bosma said he had nothing further to report. Director’s Report Director Klitzing advised that the Director’s Report was included within the Board packet. Director Klitzing said he was fortunate to work with the City of Carmel and Mike Hollibaugh, primary lead for the City, on the READI (Regional Economic Acceleration + Development Initiative) grant application through the Indiana Economic Development Commission. The grant will be submitted from the White River Regional Opportunity Initiative (WR-ROI). The City of Carmel and CCPR will advocate for the White River South River District, a collaborative with Hamilton County Parks, Hamilton County Tourism, Conner Prairie, and CCPR. Specifically, the group is looking at opportunities on the westside of White River between 116th Street and 146th Street including the White River Ecology Center in addition to other components. Discussion followed. Mr. Kirsh passed along an invitation to participate in the White River Clean Up on Friday, August 13th, from 9 a.m. to 4 p.m. DocuSign Envelope ID: 22EC532C-8D56-4A6F-86F5-3A3131B80436 Carmel/Clay Board of Parks and Recreation Tuesday, July 13, 2021 John W. Hensel Government Center Page 5 Information Items Plan Commission: Mr. Kirsh had nothing to report. School Board: Ms. Jackson announced the upcoming ribbon cutting ceremonies and open houses for both Clay Center and Carmel Elementary Schools. She welcomed the public, as well as other Park Board members, to attend. Clay Center Elementary – August 10th – 3 to 5 p.m. Carmel Elementary – August 11th – 3 to 5 p.m. Ms. Jackson announced that August 12th is the first day of school. Parks Foundation: Mr. Garretson had nothing to report. Park Board Comments / Discussion Mr. Rude asked about the kiosks that were at Mohawk Plaza. He stated moving them to CCPR property would be best for security purposes. Discussion followed. Board President Taylor stated his son loves (CCPR) camp. Adjournment There being no further business, Mr. Rude made a motion to adjourn the meeting, seconded by Ms. Kristunas, at which time Board President Taylor adjourned the meeting 7:44 p.m. Approved, Signature Date Signature Date DocuSign Envelope ID: 22EC532C-8D56-4A6F-86F5-3A3131B80436 8/10/2021 8/24/2021