Loading...
HomeMy WebLinkAbout2022-12-13-Park-Board-Meeting-MinutesCarmel/Clay Board of Parks and Recreation Tuesday, December 13, 2022, 6:00 p.m. John W. Hensel Government Center 10701 North College Avenue Carmel, Indiana 46280 Member(s) Present: Jessica Beer, James Garretson, Joshua Kirsh (left meeting at 6:17 p.m.), Jenn Kristunas, Linus Rude, Rich Taylor, Mark Westermeier, Lin Zheng Member(s) Absent: Louise Jackson Others Present: Michael Klitzing, Department Director/CEO; Kurtis Baumgartner, Department Assistant Director/COO; Jonathan Blake, Administration & Planning Director; 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 there was a quorum. Board President Taylor called the meeting to order at 6:03 p.m. followed by the Pledge of Allegiance. Public Comments There were no public comments. Staff Reports Assistant Director Baumgartner said Staff Reports were included in the Park Board packet. Ms. Zheng commented that ESE (Extended School Enrichment) and MCC (Monon Community Center) are almost at a historical high level. Assistant Director Baumgartner added both are doing extremely well. Committees Finance Committee Ms. Zheng stated the Finance Committee met in November to discuss possible purchasing changes, which she would present later in the meeting. Nominating Committee Board President Taylor stated that each year the Nominating Committee presents a slate of officers to the Board at its annual meeting. He asked that the Committee meet prior to the January 2023 meeting. Board President Taylor announced that the Nominating Committee would include Ms. Kristunas, Mr. Rude, and Mr. Garretson, as chair. Minutes November 9, 2022 Park Board Meeting Mr. Rude made a motion to approve the minutes of the Park Board Meeting dated November 9, 2022, seconded by Ms. Kristunas, and unanimously passed 8 – 0. DocuSign Envelope ID: 367A84D4-4C0D-43E3-AAA5-7EE78841522B Carmel/Clay Board of Parks and Recreation Tuesday, December 10, 2022 John W. Hensel Government Center Page 2 Financial Reports Consolidated Financial Report for October 2022; CCPR P&L Statements for November 2022 Ms. Zheng made a motion to acknowledge receipt of the Consolidated Financial Report for October 2022 and to acknowledge receipt of the P&L Statements for November 2022, seconded by Ms. Kristunas, and unanimously passed 8 – 0. Claims Claim Sheet December 13, 2022; Clay Township Claim Sheet December 13, 2022; CCPR Payroll for November 4, 2022 and November 18, 2022 Ms. Zheng made a motion to approve the Claim Sheet dated December 13, 2022; and to approve the Clay Township Claim Sheet dated December 13, 2022; and to approve Payroll Wages and Liabilities for Payroll dates November 4, 2022 and November 18, 2022, seconded by Ms. Kristunas, and unanimously passed 8 – 0. Monetary Gifts, Grants, Partnerships, and Sponsorships for November Mr. Blake said he was happy to inform the Board that in November the Department received $13,795 in gifts, grants, and partnerships: $200 for staff appreciation; $12,000 from Pepsi as part of their ongoing contract, and designated for MCC administrative support and scholarships; and just under $1,600 ($1,595) from Dr. Timothy and Denise Hannon for the AED program. Mr. Kirsh said he took the liberty of sending Dr. Hannon and his wife (Denise) a quick message thanking them for their donation. Mr. Kirsh made a motion to accept the items as presented, seconded by Ms. Kristunas. Ms. Zheng asked for clarification regarding the scholarships funded by Pepsi’s contribution. Board President Taylor replied that since the Pepsi contract was for the vending machines at the Monon Community Center, it was appropriate to put the proceeds toward the MCC scholarships. Board President Taylor thanked Dr. Hannon and his wife, Denise, for their contribution toward the AED program, which is saving lives. Board President Taylor called for the vote, and the motion was unanimously passed 8 – 0. New Business Consideration to Purchase Cabanas for The Waterpark Assistant Director Baumgartner stated that since the original 14 cabanas were installed in 2013, the Department has generated approximately $500,000 in revenue for The Waterpark. As there is always a high demand for the cabanas, staff propose an additional 10 cabanas for 2023. Assistant Director Baumgartner requested approval to purchase the cabanas directly from the manufacturer to allow enough lead time for installation in the spring. Dr. Beer made a motion to authorize the purchase of cabanas from Academy, Inc. in the amount of $141,000 using special purchasing provisions as authorized by Indiana Code Section 5-22-10-8, seconded by Ms. Kristunas, and unanimously passed 8 – 0. DocuSign Envelope ID: 367A84D4-4C0D-43E3-AAA5-7EE78841522B Carmel/Clay Board of Parks and Recreation Tuesday, December 10, 2022 John W. Hensel Government Center Page 3 (Mr. Kirsh left the meeting at this time.) Consideration of Quote for Central Park Connector Trail Director Klitzing said the Department received three quotes for the Central Park Connector Trail. After reviewing the quotes, Weihe Engineers and Department staff recommend Baumgartner Asphalt. Once the loop is finished, the trail will be approximately 1.4 miles. Discussion followed. Ms. Kristunas made a motion to accept the quote from Baumgartner Asphalt and authorize the Director or Assistant Director to execute a purchase order in the amount of $139,146 to complete the Central Park Connector Trail, seconded by Mr. Rude, and unanimously passed 7 – 0. Old Business Replacement of the Existing Culvert (Structure #12) over Carmel Creek Consideration of Second Amendment to Professional Services Agreement with American Structurepoint Assistant Director Baumgartner provided background and explained the need to compensate American Structurepoint for additional coordination efforts to complete this project. Ms. Kristunas made a motion to approve the Second Amendment to the Professional Services Agreement with American Structurepoint in the amount of $7,000 for additional services provided and authorize the Director or Assistant Director to execute the same, seconded by Dr. Beer, and unanimously passed 7 – 0. Consideration of Change Order #4 for White Construction, LLC Assistant Director Baumgartner provided information relative to Change Order #4 for dewatering of the project site. Discussion followed. Ms. Kristunas made a motion to approve Change Order #4 as presented, seconded by Dr. Beer. Director Klitzing spoke about the upcoming Council meeting at which time he will ask for a major line transfer to cover the change orders. Since this is a City related project and the Monon Greenway is owned by the City and managed by the Parks Board, the Department is able to use City funds to cover the change orders. The Department is not seeking new money. Board President Taylor called for the vote, and the motion was unanimously passed 7 – 0. Consideration of Resolution P-2022-001 Rescinding the Purchasing Rules Manual and Establishing a Purchasing Policy Ms. Zheng reported on behalf of the Finance Committee and presented changes that were incorporated into the proposed Carmel/Clay Board of Parks and Recreation Purchasing Policy, which was provided in the Board packet. A lengthy discussion followed. DocuSign Envelope ID: 367A84D4-4C0D-43E3-AAA5-7EE78841522B Carmel/Clay Board of Parks and Recreation Tuesday, December 10, 2022 John W. Hensel Government Center Page 4 Dr. Beer made a motion to approve Resolution P-2022-001, to rescind the Purchasing Rules Manual and adopt the Carmel/Clay Board of Parks and Recreation Purchasing Policy, as presented, and that said policy shall become effective on January 1, 2023, seconded by Mr. Garretson, and unanimously passed 7 – 0. Clay Township Impact Program Updates Director Klitzing said his report was the same as last month. Parks are open and available for public use. Director Klitzing added that the main playground at West Park is temporarily closed as part of a routine inspection. Due to temperature changes, some panels had too much movement. Staff is working closely with the manufacturer to add panel clamps and will perform a new inspection to meet safety standards. Attorney’s Report Mr. Kowalski stated they are working through contracts with the Department. The asset management contract has been finalized. Also, working on the tuition reimbursement policy. Director’s Report Park Board Workshop; 6 p.m., Tuesday, January 17, 2023; Jill Perelman Pavilion Director Klitzing said the Director’s Report was included in the Board packet. Director Klitzing noted that the regular and annual meeting of the Park Board will be on January 10th. On Tuesday, January 17th, the Park Board workshop will be held at the Jill Perelman Pavilion in West Park. A consultant will facilitate discussion regarding board roles and responsibilities. Ms. Zheng asked about the Chinese Garden. Director Klitzing said the $50,000 cash donation was received by Promote Carmel, Inc., which is a 501(c)(3) that works very closely with the City. The intent is to purchase specific plants. Discussion continued about the proposed location and how it was selected. Information Items Parks Foundation Mr. Garretson said he had nothing to report. School Board There was no report. Plan Commission There was no report. DocuSign Envelope ID: 367A84D4-4C0D-43E3-AAA5-7EE78841522B Carmel/Clay Board of Parks and Recreation Tuesday, December 10, 2022 John W. Hensel Government Center Page 5 Park Board Comments / Discussion Director Klitzing announced that Mr. Blake submitted his letter of resignation to explore and pursue an incredible opportunity to work with V3, a very reputable consulting firm. Director Klitzing expressed his sincere thanks for Mr. Blake’s contributions to the Department. Board President Taylor thanked Mr. Blake for all of his hard work. Adjournment Mr. Rude made a motion to adjourn the meeting, seconded by Ms. Kristunas. Board President Taylor adjourned the meeting at 6:57 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: 367A84D4-4C0D-43E3-AAA5-7EE78841522B 1/11/2023 1/11/2023