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HomeMy WebLinkAbout2021-11-09-Park-Board-Meeting-MinutesCarmel/Clay Board of Parks and Recreation Tuesday, November 9, 2021, 6:00 p.m. John W. Hensel Government Center 10701 North College Avenue Carmel, Indiana 46280 Member(s) Present: James Garretson, Louise Jackson, Joshua Kirsh, Jenn Kristunas, Linus Rude, Rich Taylor, Mark Westermeier, Lin Zheng Member(s) Absent: Jessica Beer Others Present: 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 (6:08 p.m.) and asked Mr. Rude to call the role. Mr. Rude stated that there was a quorum. Board President Taylor asked everyone to stand for the Pledge of Allegiance. Public Comments Mr. Yegerlehner addressed the Park Board regarding access to the Monon Greenway from his recently purchased home at 104th & Ethel. • Jeffrey Yegerlehner, Carmel, IN Assistant Director Baumgartner advised that staff will contact Mr. Yegerlehner. Staff Reports Assistant Director Baumgartner said that staff reports were included in the Park Board packet. Assistant Director Baumgartner announced that the Department received the Clark Ketchum Conservation Award at this year’s Indiana Park and Recreation Association State Conference. He thanked the Parks & Natural Resources staff and 38 volunteers for their work with Pollinator Partnership’s Project Wingspan Initiative. CCPR used its robust native habitat to collect and sort native seeds over the course of 14 seed collection events. Project Wingspan disseminates the seed for habitat restoration across the Midwest. Assistant Director Baumgartner introduced CCPR staff in the audience: Claudine Sutton, Human Resources Director; Kelvin Solares, Inclusion Supervisor; and Jylian Riches, Marketing and Communications Director. Ms. Riches announced an exciting website update which was introduced by Mr. Solares. The update features a new user accessibility widget that was implemented on CCPR’s website that basically allows web users who have visual impairments or visual disabilities to better navigate the website. Mr. Solares spoke about the different functions while Ms. Riches assisted with the demonstration. Assistant Director Baumgartner stated that this is just another example of our Department going above and beyond making our website more inclusive and user friendly. Discussion followed. DocuSign Envelope ID: D59C3FAE-7113-4E2A-9710-57154BA9A012 Carmel/Clay Board of Parks and Recreation Tuesday, November 9, 2021 John W. Hensel Government Center Page 2 Finance Committee Ms. Zheng stated that the Finance Committee did not meet last month. Minutes October 19, 2021 Park Board Meeting Mr. Rude made a motion to approve the minutes as presented, seconded by Mr. Garretson, and unanimously passed 7 – 0. Financial Reports Consolidated Financial Report for September 2021; CCPR P&L Statements for October 2021 Ms. Zheng made a motion to acknowledge receipt of the Consolidated Financial Report for September 2021, and the receipt of the P&L Statements for October 2021. The motion was seconded by Ms. Kristunas. Assistant Director Baumgartner provided a high-level synopsis of the P&L Statements. The 108 (ESE) Consolidated Financial Report showed remaining cash reserves at $1,568,533.83, and he projected the cash reserves to grow in October. Regarding the MCC, Fund 109, the Consolidated Financials Report showed $2,820,599.16. October was not the best month for the MCC. Even though he anticipates the cash reserves to decrease, he said the Department is on the path to recovery. However, with three payroll periods in December, it is highly unlikely that the MCC will finish the year at cost recovery. Discussion followed. Board President Taylor called for the vote, and the motion was unanimously passed 7 – 0. Claims Claim Sheet November 9, 2021; Clay Township Claim Sheet November 9, 2021; CCPR Payroll for October 8, 2021 and October 22, 2021 Ms. Zheng made a motion to approve the Claim Sheet dated November 9, 2021, to approve the Clay Township Claim Sheet dated November 9, 2021, and to approve the Payroll Wages and Liabilities for payroll dates October 8, 2021 and October 22, 2021. The motion was seconded by Mr. Kirsh. Mr. Garretson asked questions related to ‘other professional fees’ within the P&L Statement for Fund 109, Monon Community Center, and electricity costs. A lengthy discussion followed regarding energy costs and savings. Board President Taylor called for the vote, and the motion unanimously passed 7 – 0. Monetary Gifts, Grants, Partnerships, and Sponsorships for October 2021 – Jonathan Blake Mr. Blake said he was happy to report that in the month of October the Department received a total of $60,200 toward the Gift Fund: $200 from an anonymous donor for Staff Appreciation; and $60,000 from Lamb Property Developer for the easement necessary for their development close to Bear Creek Park. Mr. Kirsh made a motion to accept the items as presented, seconded by Ms. Kristunas. DocuSign Envelope ID: D59C3FAE-7113-4E2A-9710-57154BA9A012 Carmel/Clay Board of Parks and Recreation Tuesday, November 9, 2021 John W. Hensel Government Center Page 3 Mr. Kirsh asked about the $60,000 donation from the Lamb Property Developer. Mr. Blake replied that the monies were placed in the Gift Fund for use at Bear Creek Park, and it is not marked for any specific purpose. It could be used for the master plan, construction, programming, etc. Ms. Kristunas asked about the use of funds designated for staff appreciation. Mr. Blake said he has tasked Ms. Sutton to work on an employee appreciation program. Staff and Board Members offered input during the discussion that followed. Board President Taylor called for the vote, and the motion unanimously passed 7 – 0. New Business Consideration of 2022 Fleet Lease Vehicles – Kurtis Baumgartner Assistant Director Baumgartner requested approval to move forward with Enterprise on 2022 vehicular needs as part of the 2022 budget appropriation approved by the City of Carmel. Discussion followed. Mr. Kirsh made a motion to authorize the Director and Assistant Director, and each of them individually, to lease three (3) additional vehicles from Enterprise for an amount not to exceed $2,000 per month for lease and maintenance program payments. Mr. Kirsh made a motion to authorize the Director and Assistant Director, and each of them individually, to disburse a one-time amount not to exceed $12,000 for vehicle add-on items for the three (3) additional leased vehicles. Mr. Kirsh made a motion to approve the trade-in of the 2016 Toyota Forerunner, 2017 Toyota Tacoma, 2017 Ford F-250 on such terms as approved by the Director and Assistant Director, and each of them individually. The motions were seconded by Ms. Kristunas and unanimously passed 7 – 0. Old Business Bear Creek Park Master Plan Update Assistant Director Baumgartner announced that SmithGroup will conduct the second public input meeting for Bear Creek Park master plan on Saturday, November 13th, at 2:30 p.m. at the Jill Perelman Pavilion. Assistant Director Baumgartner invited all Park Board Members to attend and provide their input to help with development of the future park. Focus group meetings will be held on Friday and Saturday (November 12th & 13th) including Creekside Middle School, Carmel Clay Public Library Teen Council, Islamic Life Center, Steering Committee, and park neighbors. During these meetings SmithGroup will present a synopsis of their findings thus far and obtain additional feedback. SmithGroup will return at a later date this winter to provide an update on the Bear Creek Park Master Plan. Clay Township Impact Program Updates Assistant Director Baumgartner provided updates as follows: • Meadowlark Park: Good progress continues to be made aside from the main centerpiece structure on the playground. Most of the equipment and safety surfacing is complete. Still waiting on costs to install the steel pylons so that the bridge and embankments can be finished. DocuSign Envelope ID: D59C3FAE-7113-4E2A-9710-57154BA9A012 Carmel/Clay Board of Parks and Recreation Tuesday, November 9, 2021 John W. Hensel Government Center Page 4 • West Park: Installation of the splash pad and canyon pathway should begin this week. Work continues on curbs and trail stone base. Hope to have asphalt installed this year, however, this is weather dependent. • Inlow Park: Asphalt for the pickleball courts has been installed. Work on the restroom building has started. Foundations for the picnic and shade structures are currently being laid out. Installation of permeable paver parking lot should start soon. • River Heritage Park: No update. Attorney’s Report Mr. Bosma announced that closing on the Thomas Marcuccilli Nature Park was expected today (November 9th). Also, an agreement with MKSK has been executed for the master plan at Thomas Marcuccilli Nature Park. Regarding ‘The Corner,’ the design agreement with SmithGroup and inspection contract with Lochmueller have been next fully executed. Both documents are on hold until the project agreement with Kite Realty has been finalized. Mr. Bosma said he will conduct a final review of the drafted impact fee credit agreement regarding the Albany (Village) donation. Mr. Bosma added that an amendment to the Structurepoint contract for the Monon Structure 12 has been issued. He reviewed and approved the bid notice earlier in the day so that project should be underway soon. Lastly, Mr. Bosma said he has been unsuccessful in securing an executed resolution from the Building Corporation for ‘The Corner.’ Director’s Report Assistant Director Baumgartner said there was no Director’s Report. Information Items Parks Foundation Mr. Garretson said he had nothing to report. Plan Commission Mr. Kirsh spoke briefly about the comprehensive plan (Carmel). School Board Ms. Jackson said she did not have any updates. Park Board Comments / Discussion Ms. Jackson asked about the status of the diversity supplier. Mr. Blake replied that staff have discussed this and are researching to determine the best direction to move forward on diversity with regard to suppliers and vendors. Discussion followed with additional input from Ms. Jackson, Mr. Kirsh, and Board President Taylor. DocuSign Envelope ID: D59C3FAE-7113-4E2A-9710-57154BA9A012 Carmel/Clay Board of Parks and Recreation Tuesday, November 9, 2021 John W. Hensel Government Center Page 5 Mr. Kirsh asked if the Department was prepared for snow removal on the Monon Greenway and trails. Assistant Director Baumgartner answered that staff is ready to get the trails cleared as in previous years. Adjournment There being no further business, Mr. Kirsh made a motion to adjourn the meeting, seconded by Ms. Kristunas, and unanimously passed, at which time Board President Taylor adjourned the meeting (7:15 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: D59C3FAE-7113-4E2A-9710-57154BA9A012 12/15/2021 12/17/2021