Loading...
HomeMy WebLinkAbout2021-08-10-Park-Board-Meeting-MinutesCarmel/Clay Board of Parks and Recreation Tuesday, August 10, 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 (arrived after roll call), Jenn Kristunas, Linus Rude, Mark Westermeier, Lin Zheng Member(s) Absent: Joshua Kirsh; Rich Taylor 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 Vice President Kristunas welcomed everyone to the meeting and asked Mr. Rude to call the role. Mr. Rude stated that there was a quorum, and Vice President Kristunas asked everyone to rise for the Pledge of Allegiance. Public Comments The following individuals voiced concerns regarding maintenance and improvements of the fitness center within the Monon Community Center. • Alex Hall, Carmel, IN • John Johantges, Carmel, IN Staff Reports Assistant Director Baumgartner said that staff reports were included in the Park Board packet. Vice President Kristunas remarked about the volunteer and adopt-a-park programs. She asked if staff could share some highlights at the next Park Board meeting. Director Klitzing said he was happy to do so. Finance Committee Ms. Zheng stated that the Finance Committee met on July 20th. Discussion included the amended salary schedule for 2021, the budget for 2022, and the salary schedule for 2022 with a favorable recommendation to the Park Board. Minutes July 13, 2021 Park Board Meeting Mr. Rude made a motion to approve the minutes as presented, seconded by Mr. Garretson, and unanimously passed 7 – 0. July 13, 2021 Park Board Executive Session Mr. Rude made a motion to approve the minutes as presented, seconded by Mr. Garretson, and unanimously passed 7 – 0. DocuSign Envelope ID: C1C2A4E0-279B-4E3F-A7E5-1EF7D226B274 Carmel/Clay Board of Parks and Recreation Tuesday, August 10, 2021 John W. Hensel Government Center Page 2 Financial Reports; Claims Consolidated Financial Report for June 2021; CCPR P&L Statements for July 2021; Claim Sheet August 10, 2021; Clay Township Claim Sheet August 10, 2021; and CCPR Payroll for July 2, 2021, July 16, 2021, and July 30, 2021 Ms. Zheng made a motion to acknowledge receipt of the Consolidated Financial Report for June 2021; acknowledge receipt of the CCPR P&L Statements for July 2021; approval of Claim Sheet dated August 10, 2021; approval of Clay Township Claim Sheet dated August 10, 2021; and approval of CCPR Payroll for July 2, 2021, July 16, 2021, and July 30, 2021. The motion was seconded by Dr. Beer and unanimously passed 7 – 0. Monetary Gifts, Grants, Partnerships, and Sponsorships for July 2021 – Jonathan Blake Mr. Blake presented the following: $100 donation from an anonymous donor for Staff Appreciation; $1,000 donation from Dr. and Mrs. Timothy Hannon for the Monon/City Center Drive Tunnel Mural; $13,000 sponsorship from PepsiCo; and another $100 donation from an anonymous donor for Staff Appreciation. Dr. Beer made a motion to accept the donations as presented, seconded by Ms. Zheng, and unanimously passed 7 – 0. New Business Consideration of Resolution B-2021-003 Amending Established Salaries and Wages for 2021 – Kurtis Baumgartner Assistant Director Baumgartner stated that the amended 2021 salary resolution was discussed at the July 20th Finance Committee Meeting. The amended resolution takes into account operational changes to the ESE program that transpired during the 2020-2021 school year. The amended resolution includes the addition of two new positions: Extended School Enrichment Coordinator and Inclusion & Engagement Supervisor. Both positions will be filled by existing staff resulting in internal promotions. Jennifer Brown, ESE & Summer Camp Series Director, provided detailed information related to the proposed positions. Assistant Director Baumgartner stated that a retention bonus was added to the resolution. The retention bonus provides the Department with additional latitude to retain employees in a challenging market. The incentive would be used to provide targeted payments or rewards to staff outside of their regular salary compensation. Mr. Garretson requested clarification, asking about the employees who were laid off. Assistant Director Baumgartner replied that the Department is not in a position to rehire those individuals right now. The newly created positions would allow the Department to internally promote two individuals to fill the positions. Mr. Garretson asked if the Department has any employees receiving minimum wage. Assistant Director Baumgartner said no. Ms. Jackson said she was excited that the Department is promoting staff, which helps retain talent. DocuSign Envelope ID: C1C2A4E0-279B-4E3F-A7E5-1EF7D226B274 Carmel/Clay Board of Parks and Recreation Tuesday, August 10, 2021 John W. Hensel Government Center Page 3 Dr. Beer questioned what the children will do between arrival and bell time for start of school. Ms. Jackson replied that the children will be supervised while they engage and interact with each other; there will be no programming. Doors open at 7:15 a.m. with bell time at 7:50 a.m. Director Klitzing said that the Department will continue to provide before school care for late-start days. Ms. Jackson added that this is a working partnership between the Department and Carmel Clay Schools. Ms. Zheng made a motion to waive the reading of Resolution B-2021-003 and enter it into action, seconded by Dr. Beer, and unanimously passed 7 – 0. Ms. Zheng made a motion to approve Resolution B-2021-003, seconded by Mr. Rude, and unanimously passed 7 – 0. Consideration of 2022 Operating Budgets – Kurtis Baumgartner Assistant Director Baumgartner acknowledged the Division Directors in attendance: Jennifer Brown, ESE Director; Michael Allen, Parks & Natural Resources Director; and Eric Mehl, Recreation & Facilities Director. These individuals were present to assist with the budget presentation and answer any questions. Assistant Director Baumgartner said that the proposed 2022 budget was presented to the Finance Committee. The detailed budget presentation was two and a half hours. The Park Board would receive a synopsis of that lengthy presentation. If approved, the MCC, ESE, and Parks and Recreation budgets are each projected to finish the year at over 100 percent cost recovery. Resolution B-2021-004 – Adopting the Proposed 2022 General Fund (101) and Park Capital Fund (103) Budgets Assistant Director Baumgartner presented the General Fund (101) proposed budget. Mr. Garretson about the source of funding for the (Hotel) Carmichael (public restrooms), Monon Central Core, and Japanese Garden. Assistant Director Baumgartner replied that the 101 and 103 funds are received from the City. Mr. Garretson asked about money to address concerns voiced earlier in the meeting during Public Comments about maintenance and improvements of the fitness center. A lengthy discussion followed. Assistant Director Baumgartner presented the Park Capital Fund (103) proposed budget. Vice President Kristunas asked for a brief description of each fund. Assistant Director Baumgartner replied as follows: 101 and 103 are tax generated funds – received from the City of Carmel for park operations; 108, 109, and 110 are self-sufficient funds – fees from memberships and services (revenue) with each fund operating at 100 percent cost recovery; and 1215 – funds received from the Township Board, approved and available for park capital projects. Dr. Beer made a motion to waive the reading of Resolution B-2021-004 and enter it into action, seconded by Ms. Zheng, and unanimously passed 7 – 0. Dr. Beer made a motion to approve Resolution B-2021-004, seconded Ms. Zheng. DocuSign Envelope ID: C1C2A4E0-279B-4E3F-A7E5-1EF7D226B274 Carmel/Clay Board of Parks and Recreation Tuesday, August 10, 2021 John W. Hensel Government Center Page 4 Mr. Garretson asked about funds used to address the big money makers like the MCC and The Waterpark. Director Klitzing advised that the Park Board does not vote on the 1215 fund. Mr. Bosma provided clarification on the 1215 fund. The 1215 fund is not a fund of the Park Board or the City (Carmel); it is a fund of the (Clay) Township. The fund has deposits of local income taxes generated from the Monon Center bond issue entered into in 2005, about three million dollars for capital projects for the Park Board and in most years, used for capital projects. CCPR staff makes a request to the Township Board that appropriates the funds and approves distribution solely for the Park Board use for capital projects. As an additional note, those funds go away in about 2025 when the Monon Center park bond issue is paid off using a declining formula. Director Klitzing added that the expenditure of all capital budgets is driven by the capital improvement plan from the Parks and Recreation Master Plan. Vice President Kristunas called for the vote, and the motion was unanimously passed 7 – 0. Resolution B-2021-005 – Adopting the 2022 Non-Reverting Operating Budgets and User Fees Ms. Brown presented the Extended School Enrichment Fund (108) proposed budget. Mr. Mehl presented the Monon Community Center Fund (109) proposed budget. Ms. Jackson asked about rate comparisons. Mr. Mehl explained that the monthly memberships and recurring membership base are very competitive with the JCC (Jewish Community Center), YMCA, and Lifetime Fitness. The day pass rate, specifically The Waterpark, was aligned with other attractions that provide day-long experiences. The day pass is more significantly increased based on the market and in 2022 will include a discount for Carmel residents. Discussion followed. Mr. Mehl presented the Parks and Recreation Facilities Fund (110) proposed budget. This budget includes shelters, pavilions (Wilfong and Perelman), MCC room rentals, and dog park. The dog park currently has about 700 members with no proposed increase. The increased rental rates for shelters, pavilions, and room rentals are competitive with similar services. Dr. Beer made a motion to waive the reading of Resolution B-2021-005 and enter it into action, seconded by Ms. Zheng, and unanimously passed 7 – 0. Dr Beer made a motion to approve Resolution B-2021-005, seconded by Ms. Zheng, and unanimously passed 7 – 0. Assistant Director Baumgartner announced that the budget hearing has been confirmed for September 17th, and Park Board Members are invited to attend. The general fund must be approved by the City Council by or before November 1st, which is a state mandate. DocuSign Envelope ID: C1C2A4E0-279B-4E3F-A7E5-1EF7D226B274 Carmel/Clay Board of Parks and Recreation Tuesday, August 10, 2021 John W. Hensel Government Center Page 5 Consideration of Resolution B-2021-006 Establishing Salaries and Wages for 2022 – Kurtis Baumgartner Assistant Director Baumgartner provided an overview of the salary resolution, which establishes the maximum salary for each position. It should be noted that maximum salary does not represent what the employee is actually paid. Part of the process included a compensation analysis, which is generally completed every three years; however, this was delayed one year due to Covid. Assistant Director Baumgartner explained the results of the compensation study, including the Consumer Price Index (CPI) for All Urban Consumers. Specific information followed regarding proposed changes in titles and compensation. Dr. Beer made a motion to waive the reading of Resolution B-2021-006 and enter it into action, seconded by Mr. Garretson, and unanimously passed 7 – 0. Dr. Beer made a motion to approve Resolution B-2021-006, seconded by Mr. Garretson, and unanimously passed 7 – 0. Consideration of Quotes to Rehabilitate the Monon Greenway from Main Street to 146th Street – Kurtis Baumgartner Assistant Director Baumgartner provided details about the project, including staff research of alternative methods to repair the Monon Greenway. Mr. Garretson made a motion to accept the quote from Lazer Lines Pavement Services and authorize the Director of Parks and Recreation/CEO or Assistant Director of Parks and Recreation/COO to execute a purchase order in the amount of $57,413 to rehabilitate the Monon Greenway from Main Street to 146th Street. The motion was seconded by Mr. Rude. Vice President Kristunas asked about the recommended contractor. Assistant Director Baumgartner answered that Lazer Lines was the same contractor that completed the job in Westfield. He assured the Board that the end result will look good. Vice President Kristunas called for the vote, and the motion was unanimously passed 7 – 0. Old Business Clay Township Impact Program Updates Director Klitzing said he had no action items. Attorney’s Report Mr. Bosma said he is currently working on a professional services agreement for step one of the guaranteed savings agreement. Mr. Bosma is working to set up a meeting with the Carmel Clay Parks Building Corp. to consider the license/easement(s) that were approved at the last Park Board meeting. DocuSign Envelope ID: C1C2A4E0-279B-4E3F-A7E5-1EF7D226B274 Carmel/Clay Board of Parks and Recreation Tuesday, August 10, 2021 John W. Hensel Government Center Page 6 Director’s Report Director Klitzing informed the Board that earlier in the month he provided a quarterly update to the City Council. He spoke in detail about the past and present state of the Department. Clay Township Impact Program • Carey Grove Park – Open • Flowing Well Park – Open Three parks currently closed and under development with expected openings in spring 2022: Lawrence W. Inlow; Meadowlark; and West (core area only) • River Heritage Park – Bids opened recently with the apparent low bidder coming in under budget; expect construction to start in September or October. • Inlow Park – pictures of new amenities and site preparation; Director Klitzing gave kudos to Myers Construction. On their own initiative, the contractor repurposed or recycled various items to minimize demolition materials going into the landfill. • Meadowlark Park – great fishing hole as it is well stocked; pictures of plans • West Park – being reimagined; pictures followed • River Heritage Park – construction starting soon; will feature trail access to White River Ms. Jackson asked if there was a target date on the diversity vendor proposal. Director Klitzing said he expects to bring a proposal to the Park Board in a couple of months. Information Items Plan Commission: There was no report. Parks Foundation: Mr. Garretson said three people have been added to the Foundation. School Board: Ms. Jackson stated that ribbon cuttings for the two new elementary schools (Clay Center and Carmel Elementary) have been postponed. In response to Dr. Beer’s earlier question, Ms. Jackson said the schools are providing food to the children in the morning (early drop-off), while the children have the opportunity to socialize in the respective gym or cafeteria. Park Board Comments / Discussion Dr. Beer thanked staff for the awesome ribbon cutting at Flowing Well. She was happy to see Parks & Natural Resources staff who provided insight during tours of the park, pointing out bank stabilization and expertise that goes into sustaining the park and creek. Mr. Rude said the park’s history was incredibly interesting, and he would enjoy that at other parks if deemed appropriate. He said he had a new appreciation for the park. Director Klitzing stated that August 20, 1991 was the official creation date for Carmel Clay Parks & Recreation. On August 17th at 10 a.m. in the MCC gymnasium, there will be a celebration to commemorate the 30th anniversary and raise the banner for the 2020 Gold Medal Award. DocuSign Envelope ID: C1C2A4E0-279B-4E3F-A7E5-1EF7D226B274 Carmel/Clay Board of Parks and Recreation Tuesday, August 10, 2021 John W. Hensel Government Center Page 7 Ms. Zheng thanked staff for including her in the Bear Creek Park Master Plan Steering Committee. She was very glad to hear about the innovative master planning processes and learn how the public will be engaged. Adjournment There being no further business, Mr. Rude made a motion to adjourn the meeting, seconded by Dr. Beer, at which time Vice President Kristunas adjourned the meeting at 8:08 p.m. Approved, Signature Date Signature Date Meetings of the Carmel/Clay Board of Parks and Recreation are recorded and may be viewed at https://vimeo.com/channels/parkboardmeetings or see the archive of meeting recordings at https://www.carmelclayparks.com/about-us/park-board/. DocuSign Envelope ID: C1C2A4E0-279B-4E3F-A7E5-1EF7D226B274 11/1/2021 10/20/2021