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Home My WebLink About2022-11-09-Park-Board-Meeting-Minutes Carmel/Clay Board of Parks and Recreation Wednesday, November 9, 2022, 6:00 p.m. John W. Hensel Government Center 10701 North College Avenue Carmel, Indiana 46280 Member(s) Present: Jessica Beer, James Garretson, Jenn Kristunas, Linus Rude, Rich Taylor, Mark Westermeier, Lin Zheng Member(s) Absent: Louise Jackson, Joshua Kirsh Others Present: Michael Klitzing, Department Director/CEO; Kurtis Baumgartner, Department Assistant Director/COO; Doug Kowalski, Kroger, Gardis & Regis, LLP 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 announced that there was a quorum. Board President Taylor called the meeting to order at 6:07 p.m. followed by the Pledge of Allegiance. Presentation: Carmel Redevelopment Commission Update – Henry Mestetsky, Director Board President Taylor introduced Henry Mestetsky, Director of the Carmel Redevelopment Commission. Mr. Mestetsky presented (via PowerPoint) information regarding their current projects. Public Comments There were no public comments. Staff Reports Assistant Director Baumgartner stated that Staff Reports were included in the Park Board packet. Finance Committee Ms. Zheng stated the Finance Committee did not meet last month (October). Minutes October 11, 2022 Park Board Meeting Mr. Rude made a motion to approve the minutes of the Park Board Meeting dated October 11, 2022, seconded by Ms. Kristunas, and unanimously passed 7 – 0. Financial Reports Consolidated Financial Report for September 2022; CCPR P&L Statements for October 2022 Ms. Zheng made a motion to acknowledge receipt of the Consolidated Financial Report for September 2022 and to acknowledge receipt of the P&L Statements for October 2022, seconded by Ms. Kristunas, and unanimously passed 7 – 0. DocuSign Envelope ID: B04970C3-77EB-4752-912A-65648776E0E7 Carmel/Clay Board of Parks and Recreation Wednesday, November 9, 2022 John W. Hensel Government Center Page 2 Claims Claim Sheet November 9, 2022; Clay Township Claim Sheet November 9, 2022; CCPR Payroll for October 7, 2022 and October 21, 2022 Ms. Zheng made a motion to approve the Claim Sheet dated November 9, 2022 and Clay Township Claim Sheet dated November 9, 2022, and to approve the Payroll Wages and Liabilities for the Payroll dates October 7, 2022 and October 21, 2022, seconded by Ms. Kristunas, and unanimously passed 7 – 0. Monetary Gifts, Grants, Partnerships, and Sponsorships for October There were no donations for the month of October. New Business Consideration of Contribution toward Artwork within the Roundabout at 106th Street and College Avenue Director Klitzing presented information regarding a request from the Clay Township Trustee Doug Callahan to contribute $100,000 toward the artwork for the 106th Street and College Avenue roundabout. An illustration was shown depicting the proposed artwork. Discussion followed. Mr. Garretson made a motion to authorize a contribution of $100,000 toward the artwork installation for the 106th Street and College Avenue Roundabout, and to authorize the Director or Assistant Director, in consultation with the Park Board Attorney, to take all necessary actions to execute this expenditure, seconded by Ms. Kristunas, and unanimously passed 7 – 0. Presentation of Monon Community Center Indoor Playground Concept Plan Director Klitzing presented (via PowerPoint) background and visuals on the current KidZone and Multipurpose Room West, and the proposed Reimagining KidZone that will incorporate both areas into an indoor playground. Discussion followed with questions addressed by Director Klitzing and Eric Mehl, Recreation & Facilities Director. Presentation of The Waterpark Next Big Splash Plan Director Klitzing presented (via PowerPoint) The Next Big Splash Plan. Discussion followed with questions addressed by Director Klitzing and Mr. Mehl. Consideration of Professional Services Agreement with Weihe Engineers for Planning Documents for the Main Street and River Road Park Project Director Klitzing spoke about his conversations with Carmel Clay Schools regarding the feasibility of using school property located at the southwest corner of Main Street and River Road for a dog park. Director Klitzing presented an overview (via PowerPoint) of the proposed project including a visual and description of the property. Director Klitzing addressed questions by the Board. Ms. Kristunas made a motion to accept the proposal from Weihe Engineers for the Main Street and River Road Park Project and authorize the Director or Assistant Director to sign a Professional Services Agreement in an amount not to exceed $59,800, seconded by Mr. Rude, and unanimously passed 7 – 0. DocuSign Envelope ID: B04970C3-77EB-4752-912A-65648776E0E7 Carmel/Clay Board of Parks and Recreation Wednesday, November 9, 2022 John W. Hensel Government Center Page 3 Consideration of Professional Services Agreement with Weihe Engineers for the River Heritage Park Perimeter Trail Project Director Klitzing spoke about the collaboration with the City of Carmel and Citizens Energy Group to design and develop a perimeter trail along River Road connecting the newly renovated River Heritage Park to the City’s existing perimeter trail. Director Klitzing provided a visual (via PowerPoint) of the proposed project. Discussion followed. Ms. Kristunas made a motion to accept the proposal from Weihe Engineers for the River Heritage Park Perimeter Trail Project and authorize the Director or Assistant Director to sign a Professional Services Agreement in an amount not to exceed $48,800, seconded by Mr. Rude, and unanimously passed 7 – 0. Consideration of Estimate for Reimbursable Utility (Fiber) Assistant Director Baumgartner explained in detail why the AT&T fiber transmission line under the Monon Greenway had to be moved to complete work on the culvert identified as Structure #12 over Carmel Creek. The only viable option was to lower in place the existing line. JMC provided an estimate of $161,043; however, the actual project must go out to bid which could change the final amount. Therefore, Assistant Director Baumgartner requested that the Park Board approve an amount not to exceed $200,000. This is a reimbursable utility as AT&T has the easement requiring the Department to reimburse them for the expenses incurred. Mr. Westermeier said based on past experiences with AT&T, he recommended increasing the maximum dollar amount. Board President Taylor supported Mr. Westemeier’s suggestion. Discussion followed. Mr. Garretson made a motion to accept the estimate provided by AT&T from JMC Engineering to relocate the existing fiber transmission line under the Monon Greenway and approve reimbursing the utility relocation expenses for an amount not to exceed $250,000 and to authorize the Director, the Assistant Director, and the Park Board Attorney to take all action necessary to complete the reimbursement process and authorize the Director or Assistant Director to sign a reimbursement agreement with AT&T upon completion of the Park Board Attorney’s review. The motion was seconded by Ms. Kristunas and unanimously passed 7 – 0. Old Business White River Greenway North Extension Consideration of Grant Agreement with Central Indiana Regional Development Authority Director Klitzing requested authorization to enter into a grant agreement with the Central Indiana Redevelopment Authority for the White River Greenway North Extension. The Department is the recipient of a $4 million READI Grant from the Indiana Economic Development Corporation as part of the White River Regional Opportunity Initiative. This grant agreement is a necessary step to receive the $4 million. The agreement is with the Regional Development Authority, which is the actual grant recipient on behalf of the region. Director Klitzing continued with specific details on the White River Greenway North Extension. DocuSign Envelope ID: B04970C3-77EB-4752-912A-65648776E0E7 Carmel/Clay Board of Parks and Recreation Wednesday, November 9, 2022 John W. Hensel Government Center Page 4 Ms. Kristunas made a motion to authorize the Director, in consultation with the Park Board Attorney, to negotiate and execute a Grant Agreement with the Central Indiana Redevelopment Authority for the White River Greenway North Extension, seconded by Mr. Garretson, and unanimously passed 7 – 0. Consideration of Professional Services Agreement with SJCA Since SJCA previously prepared the schematic plans and design for the north extension, Director Klitzing said they are best suited to prepare the construction documents, assist with construction administration, and identify specifically the language needed for the easements that will be secured from Conner Prairie. Ms. Kristunas made a motion to accept the proposal from SJCA for the White River Greenway North Extension and authorize the Director to sign a Professional Services Agreement in an amount not to exceed $249,000 and to authorize the Director or Assistant Director to authorize amendments in an amount not to exceed collectively more than 10% of the original agreement to be presented to the Park Board for ratification at a subsequent regular meeting, seconded by Mr. Garretson, and unanimously passed 7 – 0. Clay Township Impact Program Updates Director Klitzing announced all parks that benefitted from the Clay Township Impact Program are open and available for the public to use! Meadowlark and River Heritage Parks are substantially complete while there are outstanding items that need to be addressed at West Park. Director Klitzing said he is very thankful to Clay Township for the $20 million investment in helping the Department reimagine our parks. Attorney’s Report Mr. Kowalski said that they are continuing to work toward a consensus with the members of the Building Corporation in reference to the easement for The Corner. Director’s Report Park Board Workshop; 6 p.m., Tuesday, January 17, 2023; Jill Perelman Pavilion Director Klitzing stated that the Director’s Report was emailed to the Park Board members yesterday (November 8, 2022), and hard copies were provided prior to the Board meeting. Director Klitzing announced that Carmel Clay Parks & Recreation and Myers Construction Management, Inc. (general contractor) received the Award of Excellence for the Lawrence W. Inlow Park Phase II Improvements project presented by the Associated Builders and Contractors of Indiana/Kentucky. Information Items Parks Foundation There was no report. DocuSign Envelope ID: B04970C3-77EB-4752-912A-65648776E0E7 Carmel/Clay Board of Parks and Recreation Wednesday, November 9, 2022 John W. Hensel Government Center Page 5 School Board There was no report. Plan Commission There was no report. Park Board Comments / Discussion Park Board Purchasing Rules After providing some history on previous discussions and receiving input from Mr. Westermeier and Ms. Kristunas, Board President Taylor asked the Finance Committee to evaluate the current purchasing authority level of the Director and Assistant Director with a recommendation to the Park Board on possible increases moving forward. Adjournment Mr. Rude made a motion to adjourn the meeting, seconded by Ms. Kristunas. Board President Taylor adjourned the meeting at 8:30 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: B04970C3-77EB-4752-912A-65648776E0E7 12/14/2022 12/14/2022