HomeMy WebLinkAbout2024-05-14-Park-Board-PacketCarmel/Clay Board of Parks and Recreation
Tuesday, May 14, 2024, 6:00 p.m.
John W. Hensel Government Center
10701 North College Avenue
Carmel, Indiana 46280
The Carmel/Clay Board of Parks and Recreation will govern in a proactive manner as it applies to providing safe and
well-maintained parks, recreation facilities and programs in a fiduciary and responsible manner. The Board is a
policy governing board, fulfilling its duties as mandated by state statute, putting the welfare of the citizens of
Carmel and Clay Township first, and enabling staff to manage the park and recreation system in a manner that
reflects the vision and mission. Our promise to our citizens is that we will leave the parks and recreation system
better than we found it.
Agenda
1.Roll Call
2.Call to Order & Pledge of Allegiance
3.Agenda Approval
4.Public Comments
5.Staff Reports
6.Finance Committee
7.Consent Agenda
a.Minutes
i.April 9, 2024 Park Board Meeting Minutes
b.Financial Reports
i.Consolidated Financial Report for March 2024
ii.CCPR P&L Statements for April 2024
c.Claims
i.Claim Sheet May 14, 2024
ii.Clay Township Claim Sheet May 14, 2024
iii.CCPR Payroll for April 5, 2024 and April 19, 2024
d.Monetary Gifts, Grants, Partnerships, and Sponsorships for April 2022
8.New Business
a.Indoor Aquatics Waterslide Staircase Refurbishing Proposal – Kurtis Baumgartner
b.Bids for the Monon Community Center Indoor Playground – Kurtis Baumgartner
c.Direct Purchase of Luckey Climber for Monon Community Center Indoor Playground – Kurtis
Baumgartner
d.Direct Purchase of Indoor Playground Slides – Kurtis Baumgartner
9.Old Business
10.Attorney’s Report
11.Director’s Report
12.Information Items
13.Park Board Comments / Discussion /
14.Workshop
15.Adjournment
~~~~~~ THIS PAGE INTENTIONALLY LEFT BLANK ~~~~~~
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER
Kurtis Baumgartner, Assistant Director of Parks and
Recreation/COO
ACTION REQUESTED
No Action Required
ITEM/SUBJECT
Staff Reports
DOLLAR AMOUNT/FUND
N/A
MEETING DATE
May 14, 2024
Selected news articles:
▪CCPR’s annual Adaptive 5K set for May 18
The Hamilton County Reporter, April 24, 2024
▪Remove invasive species, get free trees
The Hamilton County Reporter, April 6, 2024
▪The Waterpark in Carmel Will Open Memorial Day Weekend
Indy’s Child, April 25, 2024
Standard monthly reports for March 2024:
▪Fund 108 – ESE 12-Month Trailing Financial Trending Graph
▪Fund 109 – Monon Community Center 12-Month Trailing Financial Trending Graph
Standard monthly reports for April 2024:
▪Monon Community Center Pass Report
o Membership Passes Trending Graph
▪Employment Report
▪Monthly Division Reports
o Extended School Enrichment
o Recreation & Facilities
o Administration & Planning
o Marketing & Communications
o Parks & Natural Resources
▪Financial Assistance (MCC and ESE)
~~~~~~ THIS PAGE INTENTIONALLY LEFT BLANK ~~~~~~
($3,000,000)
($2,000,000)
($1,000,000)
$0
$1,000,000
$2,000,000
$3,000,000
$4,000,000
$5,000,000
$6,000,000
$7,000,000
MAR-08JUL-08NOV-08MAR-09JUL-09NOV-09MAR-10JUL-10NOV-10MAR-11JUL-11NOV-11MAR-12JUL-12NOV-12MAR-13JUL-13NOV-13MAR-14JUL-14NOV-14MAR-15JUL-15NOV-15MAR-16JUL-16NOV-16MAR-17JUL-17NOV-17MAR-18JUL-18NOV-18MAR-19JUL-19NOV-19MAR-20JUL-20NOV-20MAR-21JUL-21NOV-21MAR-22JUL-22NOV-22MAR-23JUL-23NOV-23MAR-24FUND 108 -EXTENDED SCHOOL ENRICHMENT
12-MONTH TRAILING FINANCIALS -03/31/24
Revenues Expenses Net Income
($3,000,000)
($2,000,000)
($1,000,000)
$0
$1,000,000
$2,000,000
$3,000,000
$4,000,000
$5,000,000
$6,000,000
$7,000,000
$8,000,000
JUN-12SEP-12DEC-12MAR-13JUN-13SEP-13DEC-13MAR-14JUN-14SEP-14DEC-14MAR-15JUN-15SEP-15DEC-15MAR-16JUN-16SEP-16DEC-16MAR-17JUN-17SEP-17DEC-17MAR-18JUN-18SEP-18DEC-18MAR-19JUN-19SEP-19DEC-19MAR-20JUN-20SEP-20DEC-20MAR-21JUN-21SEP-21DEC-21MAR-22JUN-22SEP-22DEC-22MAR-23JUN-23SEP-23DEC-23MAR-24FUND 109 -MONON COMMUNITY CENTER
12-MONTH TRAILING FINANCIALS -03/31/2024
Revenues Expenses Net Income
MONON COMMUNITY CENTER PASS REPORT
ANNUAL MONTHLY OTHER TOTAL %¹PREV. MONTH PREV. YEAR
MCC MEMBERSHIP PASSES
Youth 5 352 357 (1)40
Adult 39 2,919 2,958 1 63
Senior 13 360 373 7 31
Senior (Legacy Pricing)9 70 79 1 (17)
Military 0 22 22 1 (9)
Household 11 1,209 1,220 15 92
MCC Passes 77 4,932 5,009 24 200
Add'l HH Members 4,560 49 328
MCC Members 9,569 65%73 528
CORPORATE MEMBERSHIP PASSES
Youth 0 8 8 1 2
Adult 5 282 287 (2)19
Senior 0 21 21 0 (4)
Senior (Legacy Pricing)0 0 0 0 0
Household 5 121 126 4 (4)
Corporate Passes 10 432 442 3 13
Add'l HH Members 452 11 (19)
Corporate Members 894 6%14 (6)
INSURANCE-PAID MEMBERSHIP PASSES
Prime 989 989 (293)(148)
SilverSneakers 949 949 (171)4
Active&Fit 957 957 (148)138
Silver&Fit 204 204 (59)10
Optum-Renew Active 1,187 1,187 (174)40
Insurance Passes/Members 4,286 4,286 29%(845)44
TOTAL PASSES 87 5,364 4,286 9,737 (818)257
Percent of Total Passes 1%55%44%
TOTAL MEMBERS 14,749 (758)566
¹ Percent of Total Members
CARMEL CLAY TRACK PASSES
Track Passes 1,573 7 247
Carmel Clay Track Passes 1,573 7 247
APRIL 2024 - NET CHANGE -
0
2,000
4,000
6,000
8,000
10,000
12,000
OCT-2017DEC-2017FEB-2018APR-2018JUN-2018AUG-2018OCT-2018DEC-2018FEB-2019APR-2019JUN-2019AUG-2019OCT-2019DEC-2019FEB-2020APR-2020JUN-2020AUG-2020OCT-2020DEC-2020FEB-2021APR-2021JUN-2021AUG-2021OCT-2021DEC-2021FEB-2022APR-2022JUN-2022AUG-2022OCT-2022DEC-2022FEB-2023APR-2023JUN-2023AUG-2023OCT-2023DEC-2023FEB-2024APR-2024Active PassesMONON COMMUNITY CENTER
ANNUAL, MONTHLY & INSURANCE PASSES AS OF 4/30/2024
TOTAL
Membership
Insurance
Corporate
Created: 05/02/2024 Employment Report | April 2024
EMPLOYMENT REPORT | APRIL 2024
i Includes employees in “Active” and “Leave” status.
ii “Leaves of Absence” count includes seasonal employees.
Employment by Division Full-Time Part-Time Subtotal
Executive 3 0 3
Administration + Planning 9 3 12
Extended School Enrichment/SCS 23 217 240
Marketing + Communications 5 0 5
Parks + Natural Resources 18 11 29
Recreation + Facilities 17 384 401
Period Ending Totals 75 615 690
Employee Demographics
0%10%20%30%40%50%60%70%80%90%100%
Full-Time
Part-Time
1
2
0
20
4
37
6
33
2
41
1
8
61
474
Employee Demographics
American Indian or Alaska Native Asian
Black or African American Hispanic or Latino
No Data Two or More Races (Not Hispanic or Latino)
White
Employee by Status Full-Time Part-Time Subtotal
All Employeesi 75 680 755
Leaves of Absenceii 0 65 65
Period Ending Totals 75 615 690
Created: 05/02/2024 Employment Report | April 2024 | 2
Employee Demographics Full-Time Part-Time
American Indian or Alaska Native 1 2
Asian 0 20
Black or African American 4 37
Hispanic or Latino 6 33
No Data 2 41
Two or More Races (Not Hispanic or Latino) 1 8
White 61 474
Total: 75 615
Created: 4/30/2024 Extended School Enrichment Report | Apr 2024
EXTENDED SCHOOL ENRICHMENT | April 2024
ESE is founded on the belief that each and every student is capable of being successful. We are committed to setting high
expectations and assuring the development of a strong foundation in basic life skills.
After School Program
Program Highlights
On Fri, Apr 19, we celebrated Artists Alley! Throughout the 23/24 school year, student artwork created at the
afterschool program has been displayed at the MCC East building. At this event, we exhibited all the collected
artwork from this school year and invited the student artists and their families to come celebrate with us!
Participation Rates
Total Registered Students (as of 4/30/24) 1,634
Comparison from Apr 2023 to Apr 2024 -244 (Apr 2023: 1,878)
Average Daily Attendance per School in Apr 85 participants (Apr 2023: 82)
Carmel Clay Schools (CCS) Employee Discounts (Fee Waivers)
Total Number of CCS Employees Receiving ESE Discounted Rates 126
Total Value of CCS Employee Discount Fee Waivers for Apr 2024 $15,996.50
ESE April 2024 Staff Star
Carmel Zoey Lafollette
Cherry Tree Jasonna Rogers
Clay Center Marsha White
College Wood Kennedy Curry
Forest Dale Molly McGeehan
Mohawk Trails Chloe Harger
Prairie Trace Michelle Yerkeson
Smoky Row Luke Falin
Towne Meadow Makenzie Burns
West Clay Xavon Breland
Woodbrook Violet Niemiec
Created: 05/01/2024 Recreation & Facilities Report | APR 2024
RECREATION & FACILITIES REPORT | April 2024
MONON COMMUNITY CENTER / THE WATERPARK
Annual/Monthly Memberships Sold/Rejoined
Day/Punch Pass Visits
MAR 2024 Previous Month Previous Year
2,496 2,569 2,095
Total Member Visits
MAR 2024 Previous Month Previous Year
45,860 50,907 42,087
Group Fitness Class Participation
MAR 2024 Previous Month Previous Year
12,124 12,566 9,912
Corporate Wellness Package
Total
Participating Companies 15
Passholders 894
RECREATION PROGRAMMING
•We offered 42 general recreation programs and served 1,063 participants.
•Total served including Group Fitness classes was 13,187 participants.
MAR 2024 Previous Month Previous Year
513 499 418
Beginning Current Month Current Month Ending
Cash Balance Revenues Expenses Cash Balance
Bear Creek Park 68,015.11$ -$ -$ 68,015.11$
Interpretive Signage 13,309.71$ -$ -$ 13,309.71$
Invasive Species Mgmt/Restoration -$ -$ -$ -$
Central Park North Woods 2,000.00$ -$ -$ 2,000.00$
Pedal & Park 5,917.92$ -$ -$ 5,917.92$
Staff Appreciation 1,249.24$ 200.00$ 179.40$ 1,269.84$
Staff Professional Development 10,000.00$ -$ -$ 10,000.00$
Volunteer Program 90.52$ -$ -$ 90.52$
West Park 2,160.00$ -$ -$ 2,160.00$
James Engledow Memorial 2,750.00$ -$ -$ 2,750.00$
Monon Greenway Dog Pots 1,000.00$ 500.00$ -$ 1,500.00$
Recreation Programming 1,250.00$ 4,200.00$ -$ 5,450.00$
Undesignated (General)13,109.63$ -$ -$ 13,109.63$
125,572.73$
Administration & Planning Division
Month End Cash Balance
Gift Fund 853 Report
April 2024
I hereby certify that the amounts listed above are true and correct and that I have audited the same in accordance
with IC 5-13-6-1, et seq.
Administration & Planning Director
Designated For
DocuSign Envelope ID: AAA79892-545B-4E1F-8970-248F2489B57F
Created: 05/01/2024 Marketing & Communications Report | April 2024 | 1
MARKETING & COMMUNICATIONS REPORT | April 2024
TEAM HIGHLIGHTS
•This year we are working closely with local influencer Keeping Up in Carmel. Most recently we partnered to share an
Instagram reel spotlighting our playgrounds. This video has 300,000 views and counting!
SOCIAL MEDIA This month, these were our top posts across all platforms.
Top Facebook Post Top Instagram Post Top LinkedIn Post Top X Post
Invasive for Native
Tree Swap
Behind the Scenes at
The Waterpark
Foundation Kroger
Partnership
Adaptive 5K
766 Engagements
12,474 Impressions
74 Engagements
1,619 Impressions
12 Engagements
272 Impressions
5 Engagements
311 Impressions
WEBSITE This month, the website had the following page views from the user demographics listed below.
TOTAL PAGE VIEWS 121,475
TOP WEB PAGES PAGE VIEWS % OF TOTAL
MCC 13,083 10.77%
Active-Home 12,293 10.12%
Home Page 6,842 5.63%
The Waterpark 6,389 5.26%
Active-Membership 4,664 3.84% 18-24 25-34 35-44 45-54 55-64 65+
0
200
400
600
800
1,000
1,200
1,400
AGE
Zionsville
Westfield
Atlanta
Fishers
Chicago
Carmel
Indianapolis
0 1,000 2,000 3,000 4,000 5,000 6,000
LOCATION
New Users
31,715
Returning
Users
6,000
NEW VS. RETURNING USERS
Created: 05/01/2024 Marketing & Communications Report | April 2024 | 2
EARNED MEDIA
•IndyStar | Hike in new home fees to pay for Carmel parks could mean higher prices for home buyers
•Current in Carmel | Carmel considering 61 percent increase in park impact fee
•The Hamilton County Reporter | Remove invasive species, get free native trees
•Carmel Clay Public Library | StoryWalk® at West Park
•Town Planner | World Tai Chi and Qigong Day
•Current in Carmel | Carmel in Brief: Westermeier Commons closed
•99.5 WKDQ | Adult-Only Nights at Another Indiana Waterpark Return in 2024
•Current in Carmel | Carmel in Brief: Rising Star winners
•Town Planner | Parks Beautification Month
•Indy’s Child | The Waterpark in Carmel will Open Memorial Day Weekend
•INDYtoday | Where to play pickleball around Indy
•Good Day Carmel 04/05/2024 | Pull those weeds! (Park Beautification Month)
•Good Day Carmel 04/01/2024 | Parks Beautification Month
Parks & Natural Resources Report | April. 2024
PARKS & NATURAL RESOURCES REPORT | April 2024
NATURE PROGRAM PARTICIPATION
DATE PROGRAM ATTENDANCE/REGISTERED
4/8 The Eclipse 2/2
4/9 ESE Afterschool Nature Class (2 Classes) – Prairie Trace 5/5
4/10 ESE Afterschool Nature Class (2 Classes) – Towne
Meadow 11/11
4/9 Citizen Science – Birding 3/4
4/11 Indiana Master Naturalist (3 Classes) 25/25
4/17 My Park Series – Founders 8/8
4/20 Cadet Scouts – Archery Badge 12/14
4/18 Daisy Scouts – Earth Day Petal 20/20
April Total Registrations 86/89
VOLUNTEER SERVICE PARTICIPATION
PROGRAM CATEGORY HOURS TIME SHEETS
Adopt-A-Park 111 10
Park Stewardship (Independent Service, Group Projects,
Public Volunteer Projects) 114 8
Citizen Science 59.5 20
TOTALS 284.5 38
PARK OPERATIONS
•Capital maintenance project resurfacing Westermeier Commons playground and site improvements.
•Seasonal energizing of various assets including drinking fountains, umbrellas and restrooms.
•Capital maintenance with concrete service provider included converting failing pavers at Flowing Well to
stamped concrete, expanding service area for equipment access at Founders, and repairing sidewalk panels.
•Power washing various assets to be ready for summer season.
•Executed Total Solar Eclipse operations plan that included implementing additional staffing in parks from all
divisions. Capacity reached or very close at West Park, Carey Grove, Meadowlark, Midtown Plaza, Flowing Well,
and Westermeier Commons.
•Invasive species mitigation occurring across many locations including River Heritage, West Park, Flowing Well,
Inlow, TMNP, Founders, and Central Park.
Financial Assistance
January - April 2024
Month
Customers Served Value Customers Served Value Number of Students Value
January 9 575.00 0 0.00 51 11,395.70
February 9 572.00 0 0.00 51 12,814.20
March 9 572.00 0 0.00 51 13,907.10
April 9 572.00 0 51 10,325.00
May
June
July
August
September
October
November
December
Total 2,291.00$ -$ 48,442.00$
MCC Passes 2,291.00$
MCC Programs -$
ESE & Summer Camps 48,442.00$
Total Financial Assistance 50,733.00$
MCC Passes MCC Programs ESE & Summer Camps
~~~~~~ THIS PAGE INTENTIONALLY LEFT BLANK ~~~~~~
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER
Linus Rude, Secretary
ACTION REQUESTED
Approval
ITEM/SUBJECT
April 9, 2024 Park Board Meeting Minutes
DOLLAR AMOUNT / FUND N/A MEETING DATE May 14, 2024
SUMMARY:
A draft of the minutes for the April 9, 2024 Park Board Meeting is provided for additions or corrections.
STAFF RECOMMENDATION:
“I move to approve the minutes of the Park Board Meeting on April 9, 2024.”
~~~~~~ THIS PAGE INTENTIONALLY LEFT BLANK ~~~~~~
Carmel/Clay Board of Parks and Recreation
Tuesday, April 9, 2024, 7:00 p.m.
John W. Hensel Government Center
10701 North College Avenue
Carmel, Indiana 46280
Member(s) Present: Jonathan Blake, Katie Browning, James Garretson, Judith Hagan, Joshua Kirsh, Jenn
Kristunas, Linus Rude, Mark Westermeier, Lin Zheng
Member(s) Absent: N/A
Others Present: Michael Klitzing, Department Director/CEO; Kurtis Baumgartner, Department
Assistant Director/COO; Eric Mehl, Administration & Planning Director/CAO;
Brian Bosma, Park Board Attorney
Roll Call; Call to Order & Pledge of Allegiance
Board President Hagan welcomed everyone to the meeting and asked Mr. Rude to call the role. Mr. Rude
announced there was a quorum. Board President Hagan called the meeting to order at 7:23 p.m. followed
by the Pledge of Allegiance.
Public Comments
There were no public comments.
Staff Reports
Assistant Director Baumgartner noted that Staff Reports were included in the Park Board packet.
Ms. Browning asked about the decrease in ESE enrollment for the month of March and if that was normal.
Assistant Director Baumgartner explained that the Department has implemented caps within most of the
schools due to workforce shortages and that most school sites have waitlists for the program. ESE staff is
currently working to accommodate some of the families on the waitlists.
Assistant Director Baumgartner pointed out that the Department is well prepared for the total solar eclipse.
Board President Hagan asked about the release of $500k reflected in the budget updates. Director Klitzing
explained why the City held off on approval of the original $2m budget request within the 103 account and
has now approved $500k to use on smaller projects, which will delay funding to start the Chinese Garden.
Board President Hagan asked if this money was appropriated by the City or are these Township LIT
contributions passing through the City account. Director Klitzing clarified that this is money provided directly
from the City.
Finance Committee
Ms. Zheng stated that the Finance Committee did not meet last month.
Minutes
March 12, 2024 Park Board Meeting
Mr. Rude made a motion to approve the minutes of the Park Board Meeting dated March 12, 2024,
seconded by Mr. Garretson. The motion passed unanimously 9 – 0.
Carmel/Clay Board of Parks and Recreation
Tuesday, April 9, 2024
John W. Hensel Government Center
Page 2
Financial Reports
Consolidated Financial Report for February 2024; CCPR P&L Statements for March 2024
Ms. Zheng made a motion to acknowledge receipt of the Consolidated Financial Report for February 2024
and to acknowledge receipt of the P&L Statements for March 2024, seconded by Ms. Kristunas. The motion
passed unanimously 9 – 0.
Claims
Claim Sheet April 9, 2024; Clay Township Claim Sheet April 9, 2024; CCPR Payroll for March 8, 2024 and
March 22, 2024
Ms. Zheng made a motion to approve the Claim Sheet dated April 9, 2024; and to approve the Clay
Township Claim Sheet dated April 9, 2024; and to approve payroll wages and liabilities for payroll dates
March 8, 2024 and March 22, 2024, seconded by Ms. Kristunas. The motion passed unanimously 9 – 0.
Mr. Westermeier asked which months will have additional payroll. Assistant Director Baumgartner replied
that there will be three payrolls in May and August of this year.
Monetary Gifts, Grants, Partnerships, and Sponsorships for March 2024
Mr. Mehl reported there were no monetary contributions for March.
New Business
2024-2029 Zone Improvement Plan (ZIP) Presentation
Director Klitzing gave a detailed overview of the proposed ZIP.
Board President Hagan emphasized her position that the impact fees are meant to be used to help with the
“impact” of the development and not as a tool to encourage development.
Mr. Kirsh explained his position as a member of the Plan Commission. He further explained that the Plan
Commission expressed concern regarding how this impacts affordable housing within Carmel given this fee
remains the same whether you are building a $1m house or a $200k house. The people trying to build a $200k
house pay a higher percentage of their overall cost of the home towards impact fees. He pointed out that with
less development potential within Carmel in the near future, as stated by Trustee Hensel, the goal should be to
capitalize on the remaining development by maximizing the fees.
Mr. Kirsh added that he received questions from other Plan Commission members asking if this will be the
answer for future funding needs of the park system, to which he quickly replied “No.”
Ms. Zheng asked where the estimated future housing units are sourced from, adding that the Mayor has assigned
a committee to analyze the housing market and wondering how that might be reflected in the final numbers.
Director Klitzing explained that the future projections are based off reports from the Department of Community
Services which included traditional housing and multi-family housing. A lot was based on projects they know are
in development or in the pipeline to start within this timeframe. He does not believe the housing taskforce has
had enough time or conversation to yield much change in the reported numbers quite yet. He further expressed
that he has been listening to those meetings and conversations and is sensitive to the concerns over affordable
housing, which helped to influence the decision to propose the phased-in approach to the impact fee increases.
Additionally, with this being a political tool, he expressed his feelings that this approach would yield the best
support from all parties.
Carmel/Clay Board of Parks and Recreation
Tuesday, April 9, 2024
John W. Hensel Government Center
Page 3
Mr. Westermeier asked Director Klitzing if he was able to get feedback from the Mayor. Director Klitzing replied
he did have those conversations and her preference is the phased in approach.
Mr. Westermeier asked if the Central Core has any projected projects in mind or if it is just a placeholder in case
something becomes available. Director Klitzing replied that we do have a couple of items identified to expand
current park properties, developing the Japanese and Chinese Gardens, as well as, knowing there is a need for
additional dog park spaces. That being said, this is a broader placeholder to allow for flexibility in determining
when and where appropriate to spend the money.
Mr. Westermeier suggested in future presentations to include other examples of how high impact fees could be if
being used for other development projects like roads and bridges, and show what those other communities are
charging in totality and not just the park impact fees. This may illustrate that the surrounding communities are
actually charging more than Carmel since Carmel does not charge impact fees to support anything other than
parks. Director Klitzing agreed with this point and further explained what communities can elect to use impact
fees toward.
Board President Hagan pointed out that a number of Board members attended the Plan Commission meeting
along with Trustee Hensel, and she appreciated the participation.
Mr. Rude asked if any of the other comparable cities are accredited and award winning like CCPR. Director
Klitzing replied that the most recent Indiana agencies that are accredited and Gold Medal winning within the past
10 years, none are in Hamilton County besides us.
Conflict of Interest Disclosure for Kroger, Gardis & Regis, LLC
Mr. Bosma provided an overview stating the need for this disclosure should KGR be hired to represent the City of
Carmel’s Common Council. He explained that there is understanding that Board President Hagan had some initial
reservations, and he understands that if there is any reason for pause, they will revoke the letter.
Board President Hagan spoke about her conversation with Ted (Nolting) and felt it cleared up any issues. She
feels comfortable moving forward with the proposed letter.
Mr. Blake made a motion to consent to the representation of the Carmel Common Council by Kroger, Gardis &
Regas, LLC, seconded by Mr. Kirsh. Motion passed unanimously 9 – 0.
Old Business
There was no Old Business to address.
Attorney’s Report
Mr. Bosma gave a brief update on projects:
•The lawsuit has been dismissed voluntarily which means without prejudice and can be raised again if
needed.
•Finalized the previously approved bus transportation for summer camps.
•Finalizing the contracts for the White River North Extension and Westermeier Commons playground
renovation projects.
•Finalized the Conner Prairie easement agreement.
•One of the partners has been helping to guide on some employee matters.
Carmel/Clay Board of Parks and Recreation
Tuesday, April 9, 2024
John W. Hensel Government Center
Page 4
Director’s Report
Director Klitzing provided an update on current projects including pointing out the quarterly contract log to
be sure board members review for potential conflicts of interest. He noted that there may be a future item
for the board to consider at an upcoming meeting regarding a donation of land bordering Meadowlark Park
due to a childcare facility development. This area is already identified as an easement to Parks for the trail
through it.
Information Items
Plan Commission
Mr. Kirsh said he had no additional information.
School Board
Ms. Browning reported CCS recognized nine students who received perfect ACT scores. CCS has also recently
been ranked #1 out of 46 school districts in Hamilton County; #2 of 290 in Indiana, and #81 of 10,932 in the
nation.
Park Board Comments / Discussion
Mr. Kirsh reported he gave a tour to students from the University of Illinois around Midtown Plaza and were
blown away by the city and our park system. Additionally, he was recently on an early morning walk with a
group who took note of the extra effort a CCPR staff member took to stop their truck along the trail to pick
up a hair-tie off the trail before moving on.
Ms. Kristunas asked if there are any updates on the red-tailed hawk sculpture for 106th and College.
Mr. Kirsh gave an update on the information he currently has.
Ms. Kristunas asked for an update on the bison statue, to which Director Klitzing replied that we do not have
a shipment date yet, but are working on the foundations needed for the placement once it arrives. Mr. Rude
followed up asking if these sculptures are meant to be interactive or will they be roped off. Director Klitzing
explained that the intention is for them to be interactive, but not meeting playground safety standards there
will be signage placed.
Adjournment
Mr. Kirsh made a motion to adjourn the meeting, seconded by Mr. Blake, and without objection. Board
President Hagan adjourned the meeting at 8:38 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/.
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER
Lin Zheng, Treasurer
ACTION REQUESTED
Acknowledgement
ITEM/SUBJECT
Consolidated Financial Report for March 2024
DOLLAR AMOUNT / FUND N/A MEETING DATE May 14, 2024
SUMMARY:
Provided is the Consolidated Financial Report for March 2024.
STAFF RECOMMENDATION:
“I move to acknowledge receipt of the Consolidated Financial Report for March 2024.”
~~~~~~ THIS PAGE INTENTIONALLY LEFT BLANK ~~~~~~
CARMEL CLAY PARKS & RECREATION
2024 YEAR-TO-DATE CONSOLIDATED FINANCIAL REPORT
Month: March 2024
(101)
General
(103-CITY)
Capital
(103-LIT)
Capital
(106)
Impact Fee
(108)
ESE
(109)
MCC
(110)
Rec Facilities
(853)
Gift
(Twp 1215)
LIT Capital
CONSOLIDATED
TOTAL
REVENUES
City of Carmel $8,047,425.92 $519,000.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $8,566,425.92
Clay Township $0.00 $0.00 $841,582.26 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $841,582.26
Impact Fees $0.00 $0.00 $0.00 $204,728.00 $0.00 $0.00 $0.00 $0.00 $0.00 $204,728.00
User Fees, Interest & Other Earned Income $0.00 $3,396.87 $40,542.82 $38,942.82 $1,551,172.60 $1,434,759.46 $41,806.29 $3,035.13 $17,392.93 $3,131,048.92
Total Revenues (a)$8,047,425.92 $522,396.87 $243,670.82 $1,551,172.60 $1,434,759.46 $41,806.29 $3,035.13 $17,392.93 $12,743,785.10
OTHER FINANCING SOURCES
Cash Reserves as of 12/31/2022 $0.00 $116,300.13 $4,710,609.86 $4,262,667.44 $3,690,718.01 $4,650,483.52 $315,021.17 $119,280.78 $1,549,047.34 $19,414,128.25
Previous Year Encumbrances $181,018.18 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $181,018.18
Reimbursements $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Transfers from Cash Change Fund $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Gift Card Sales & Customer Overpayments $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Total Other Financing Sources $181,018.18 $116,300.13 $4,710,609.86 $4,262,667.44 $3,690,718.01 $4,650,483.52 $315,021.17 $119,280.78 $1,549,047.34 $19,595,146.43
Total Revenues & Other Financing Sources (b)$8,228,444.10 $638,697.00 $5,592,734.94 $4,506,338.26 $5,241,890.61 $6,085,242.98 $356,827.46 $122,315.91 $1,566,440.27 $32,338,931.53
OPERATING EXPENSES
Transfer Out $519,000.00
Personal Services $826,170.96 $0.00 $0.00 $0.00 $660,248.29 $677,591.80 $0.00 $0.00 $0.00 $2,164,011.05
Supplies $47,817.10 $0.00 $0.00 $0.00 $73,207.30 $100,690.39 $5,990.91 $0.00 $0.00 $227,705.70
Other Services & Charges $354,090.96 $0.00 $0.00 $0.00 $126,546.65 $676,809.08 $59,714.71 $0.00 $0.00 $1,217,161.40
Capital Outlay $1,182.24 $0.00 $0.00 $0.00 $0.00 $5,747.87 $0.00 $0.00 $0.00 $6,930.11
Total Operating Expenses (c)$1,748,261.26 $0.00 $0.00 $0.00 $860,002.24 $1,460,839.14 $65,705.62 $0.00 $0.00 $3,615,808.26
DEVELOPMENT & OTHER EXPENSES
Capital Development & Maintenance $0.00 $1,731.00 $1,520,970.00 $93,632.03 $0.00 $89,600.07 $0.00 $1,463.78 $235,763.82 $1,943,160.70
Transfers to Cash Change Fund $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Gift Card & Customer Credit Transfers $0.00 $0.00 $0.00 $0.00 $0.00 $572.00 $0.00 $0.00 $0.00 $572.00
Total Development & Other Expenses $0.00 $1,731.00 $1,520,970.00 $93,632.03 $0.00 $90,172.07 $0.00 $1,463.78 $235,763.82 $1,943,732.70
Total Expenses (d)$1,748,261.26 $1,731.00 $1,520,970.00 $93,632.03 $860,002.24 $1,551,011.21 $65,705.62 $1,463.78 $235,763.82 $5,559,540.96
ENCUMBRANCES & RESERVES
Encumbrances & Dedicated Funds $0.00 $636,966.00 $4,071,764.94 $4,412,706.23 $0.00 $0.00 $0.00 $0.00 $1,330,676.45 $10,452,113.62
Designated Gifts $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $107,742.50 $0.00 $107,742.50
Outstanding Liabilities $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Non-Reverting Operations Reserve $0.00 $0.00 $0.00 $0.00 $3,081,888.37 $1,000,000.00 $0.00 $0.00 $0.00 $4,081,888.37
Capital Maintenance Reserve $0.00 $0.00 $0.00 $0.00 $0.00 $1,884,231.77 $241,121.84 $0.00 $0.00 $2,125,353.61
Cash Flow Reserve $0.00 $0.00 $0.00 $0.00 $1,300,000.00 $1,650,000.00 $50,000.00 $0.00 $0.00 $3,000,000.00
Total Encumbrances & Reserves $0.00 $636,966.00 $4,071,764.94 $4,412,706.23 $4,381,888.37 $4,534,231.77 $291,121.84 $107,742.50 $1,330,676.45 $19,767,098.10
Total Expenses, Encumbrances & Reserves (e)$1,748,261.26 $638,697.00 $5,592,734.94 $4,506,338.26 $5,241,890.61 $6,085,242.98 $356,827.46 $109,206.28 $1,566,440.27 $25,326,639.06
Net Income (a - c)n/a n/a n/a n/a $691,170.36 ($26,079.68)($23,899.33)n/a n/a n/a
Cost Recovery (a ÷ c)180%98%64%
Current Cash Balance & Investments (b - d)n/a $636,966.00 $4,071,764.94 $4,412,706.23 $4,381,888.37 $4,534,231.77 $291,121.84 $120,852.13 $1,330,676.45 $19,780,207.73
Unencumbered or Undedicated Funds (b - e)$6,480,182.84 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $13,109.63 $0.00 $6,493,292.47
~~~~~~ THIS PAGE INTENTIONALLY LEFT BLANK ~~~~~~
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER
Kurtis Baumgartner, Assistant Director of Parks
and Recreation/COO
ACTION REQUESTED
Acknowledgement
ITEM/SUBJECT
CCPR P&L Statements for April 2024
DOLLAR AMOUNT/FUND N/A MEETING DATE May 14, 2024
SUMMARY:
Provided for your review are April 2024 P&L statements for ESE (Fund 108), Monon Community Center
(Fund 109), and Parks & Rec Facilities (Fund 110) as generated by the Department’s QuickBooks
software. These reports are used as a management tool to help identify and track the financial
performance of the Department’s retail-oriented operations. The P&L statements are supplemental
information and do not replace the official financial records maintained by the Controller.
RECOMMENDED MOTION:
“I move to acknowledge receipt of the P&L Statements for April 2024.”
~~~~~~ THIS PAGE INTENTIONALLY LEFT BLANK ~~~~~~
Jan - Apr 24 Jan - Apr 23 $ Change
Ordinary Income/Expense
Income
0300000 · REVENUES
0345040 · Park Department Fees 1,848,005.35 1,565,071.13 282,934.22
0361030 · Interest on Sweep 35,432.65 40,247.68 -4,815.03
Total 0300000 · REVENUES 1,883,438.00 1,605,318.81 278,119.19
Total Income 1,883,438.00 1,605,318.81 278,119.19
Gross Profit 1,883,438.00 1,605,318.81 278,119.19
Expense
4100000 · PERSONAL SERVICES
4110000 · Full Time Regular 393,064.64 311,647.71 81,416.93
4111000 · Part Time 248,920.93 231,659.04 17,261.89
4112000 · Overtime 1,843.62 5,594.38 -3,750.76
4120000 · Deferred Compensation 8,572.68 12,645.89 -4,073.21
4121000 · Employer's Share of FICA 37,874.57 32,253.62 5,620.95
4122000 · Employer's Share of H-Ins 133,299.14 110,241.52 23,057.62
4122100 · Disabliity Insurance 815.82 624.42 191.40
4122200 · Life Insurance 370.00 288.60 81.40
4123002 · Civilian PERF 52,027.21 43,208.02 8,819.19
4124000 · Employer's Share of Medicare 8,857.86 7,543.22 1,314.64
Total 4100000 · PERSONAL SERVICES 885,646.47 755,706.42 129,940.05
4200000 · SUPPLIES
4230100 · Stationary & Printing Materials 977.50 952.50 25.00
4230200 · Office Supplies 3,289.92 2,210.32 1,079.60
4239012 · Safety Supplies 5,565.00 0.00 5,565.00
4239039 · General Program Supplies 41,486.52 37,687.80 3,798.72
4239040 · Food & Beverages 46,779.73 44,477.86 2,301.87
4239099 · Other Miscellaneous 5,933.25 9,077.28 -3,144.03
Total 4200000 · SUPPLIES 104,031.92 94,405.76 9,626.16
4300000 · OTHER SERVICES & CHARGES
4340000 · Legal Expense 3,508.75 2,145.00 1,363.75
4340700 · Medical Fees (Drug Tests)200.00 108.00 92.00
4340800 · Program Contractors 5,407.42 7,206.25 -1,798.83
4341955 · Info Sys Maint/Contracts 9,243.45 8,609.24 634.21
4341990 · Criminal Background Checks 795.50 647.50 148.00
4341991 · Marketing & Promotions 2,857.67 17,311.63 -14,453.96
4341999 · Other Professional Fees 63,529.56 54,133.39 9,396.17
4343000 · Travel Fees & Expenses 2,860.01 1,518.31 1,341.70
4343006 · Bus Trips 2,700.88 812.33 1,888.55
4343007 · Field Trips 10,503.73 6,447.29 4,056.44
4344100 · Cellular Phone Fees 7,452.31 6,216.82 1,235.49
4345000 · Printing (Not Office Supplies)0.00 408.00 -408.00
4346000 · Classified Advertising 11,360.34 3,838.15 7,522.19
4350000 · Equipment Repairs & Maint.5,064.42 9,084.36 -4,019.94
4350900 · Other Cont. Services 15,480.30 830.60 14,649.70
4353004 · Copier 658.17 791.61 -133.44
4355200 · Subscriptions 1,156.40 863.40 293.00
4355300 · Organization & Membership Dues 3,381.00 900.00 2,481.00
4356004 · Staff Clothing 4,788.10 42,905.75 -38,117.65
4357003 · Internal Instruction Fees 3,524.25 99.00 3,425.25
4357004 · External Instructional Fees 11,564.44 5,915.04 5,649.40
4358400 · Refunds, Awards & Indemnities 1,838.00 2,352.80 -514.80
4359000 · Special Projects 976.70 83.70 893.00
Total 4300000 · OTHER SERVICES & CHARGES 168,851.40 173,228.17 -4,376.77
Total Expense 1,158,529.79 1,023,340.35 135,189.44
Net Ordinary Income 724,908.21 581,978.46 142,929.75
11:26 AM Extended School Enrichment - Carmel Clay Parks & Recreation
05/09/24 108 ESE Profit & Loss Prev Year Comparison
Accrual Basis January through April 2024
Page 1
Jan - Apr 24 Jan - Apr 23 $ Change
Other Income/Expense
Other Expense
4460000 · CAPITAL OUTLAY
4463200 · Computer Equipment 3,842.22 0.00 3,842.22
4463202 · Software 0.00 2,638.68 -2,638.68
Total 4460000 · CAPITAL OUTLAY 3,842.22 2,638.68 1,203.54
Total Other Expense 3,842.22 2,638.68 1,203.54
Net Other Income -3,842.22 -2,638.68 -1,203.54
Net Income 721,065.99 579,339.78 141,726.21
11:26 AM Extended School Enrichment - Carmel Clay Parks & Recreation
05/09/24 108 ESE Profit & Loss Prev Year Comparison
Accrual Basis January through April 2024
Page 2
Jan - Apr 24 Jan - Apr 23 $ Change
Ordinary Income/Expense
Income
0300000 · REVENUES
313000 · Sales Tax Collected 2,345.89 2,355.65 -9.76
345040 · Park Department Fees 44,381.50 40,879.75 3,501.75
346020 · Facility Rentals 2,350.00 7,875.00 -5,525.00
346025 · Shelter Rentals 14,004.61 9,644.83 4,359.78
346040 · Aquatics Programs 55,486.00 55,242.74 243.26
346050 · Fitness Programs 95,405.00 81,479.00 13,926.00
346110 · Therapeutic Rec Programs 27,108.75 29,316.00 -2,207.25
346115 · Annual Passes 15,323.84 14,838.00 485.84
346116 · GS Corp Annual Passes 4,841.00 4,707.00 134.00
346120 · Season Passes 4,536.00 2,832.00 1,704.00
346125 · Monthly Passes 1,442,617.95 1,334,589.06 108,028.89
346130 · GS Corp Monthly Passes 68,189.95 67,686.27 503.68
346135 · Value Passes 14,513.00 14,411.30 101.70
346140 · Daily Passes 136,257.00 127,704.00 8,553.00
346145 · Contractor Commissions 7,286.73 5,668.28 1,618.45
346150 · Merchandise Sales 85.00 85.00 0.00
360010 · Miscellaneous Revenues 3,395.70 2,682.61 713.09
361030 · Interest on Sweep 40,784.56 52,068.25 -11,283.69
367000 · Contributions & Gifts 45.14 73.90 -28.76
Total 0300000 · REVENUES 1,978,957.62 1,854,138.64 124,818.98
Total Income 1,978,957.62 1,854,138.64 124,818.98
Gross Profit 1,978,957.62 1,854,138.64 124,818.98
Expense
4100000 · PERSONAL SERVICES
4110000 · Full Time Regular 277,112.78 256,917.26 20,195.52
4111000 · Part Time 438,957.23 372,783.66 66,173.57
4112000 · Overtime 635.93 502.94 132.99
4120000 · Deferred Compensation 19,051.54 16,670.14 2,381.40
4121000 · Employer's Share of FICA 43,142.53 37,890.04 5,252.49
4122000 · Employer's Share of H-Ins 84,356.86 75,176.43 9,180.43
4122100 · Disabliity Insurance 575.96 528.24 47.72
4122200 · Life Insurance 229.40 225.70 3.70
4123002 · Civilian PERF 38,927.51 36,003.57 2,923.94
4124000 · Employer's Share of Medicare 10,089.74 8,861.46 1,228.28
Total 4100000 · PERSONAL SERVICES 913,079.48 805,559.44 107,520.04
4200000 · SUPPLIES
4230100 · Stationary & Printing Materials 200.00 455.00 -255.00
4230200 · Office Supplies 1,278.81 3,585.37 -2,306.56
4235000 · Building Materials 26,385.29 2,614.45 23,770.84
4237000 · Repair Parts 23,628.24 7,147.74 16,480.50
4238000 · Small Tools & Minor Equipment 3,159.19 13.98 3,145.21
4238900 · Cleaning & Maint. Supplies 46,272.88 50,051.75 -3,778.87
4239012 · Safety Supplies 2,849.59 4,349.01 -1,499.42
4239039 · General Program Supplies 18,908.68 34,476.66 -15,567.98
4239040 · Food & Beverages 0.00 582.95 -582.95
4239045 · Retail Goods 876.00 1,862.00 -986.00
4239099 · Other Miscellaneous 3,583.88 6,680.11 -3,096.23
Total 4200000 · SUPPLIES 127,142.56 111,819.02 15,323.54
11:29 AM Monon Community Center - Carmel Clay Parks & Recreation
05/09/24 109 MCC Profit & Loss Prev Year Comparison
Accrual Basis January through April 2024
Page 1
Jan - Apr 24 Jan - Apr 23 $ Change
4300000 · OTHER SERVICES & CHARGES
4340000 · Legal Fees 2,208.00 7,714.50 -5,506.50
4340400 · Consulting Fees 1,560.00 0.00 1,560.00
4340700 · Medical Fees (Drug Tests)579.00 193.00 386.00
4340800 · Program Contractors 30,913.00 6,232.00 24,681.00
4341955 · Info Sys Maint/Contracts 27,943.25 27,120.64 822.61
4341990 · Criminal Background Checks 1,091.50 906.50 185.00
4341991 · Marketing & Promotions 62,996.61 60,796.42 2,200.19
4341999 · Other Professional Fees 82,986.22 82,627.05 359.17
4343000 · Travel Fees & Expenses 236.04 383.37 -147.33
4344000 · Telephone Line Charges 674.85 4,870.16 -4,195.31
4344100 · Cellular Phone Fees 880.16 780.16 100.00
4345000 · Printing (Not Office Supplies)5,990.00 5,180.00 810.00
4346000 · Classified Advertising 10,547.09 3,624.28 6,922.81
4347500 · General Insurance 182,054.00 148,437.57 33,616.43
4348000 · Electricity 107,195.28 157,218.08 -50,022.80
4348500 · Water & Sewer 19,589.09 22,193.44 -2,604.35
4349000 · Gas 31,876.12 47,202.92 -15,326.80
4349500 · Cable Service 986.21 1,045.96 -59.75
4350000 · Equipment Repairs & Maint.48,065.83 26,473.40 21,592.43
4350100 · Building Repairs & Maint.97,190.24 42,599.19 54,591.05
4350101 · Trash Collection 7,132.28 4,342.31 2,789.97
4350400 · Grounds Maintenance 14,364.00 16,931.75 -2,567.75
4350600 · Cleaning Services 123,819.85 117,850.00 5,969.85
4350900 · Other Cont. Services 32,062.09 15,350.87 16,711.22
4351000 · Auto Repairs & Maintenance 1,497.25 0.00 1,497.25
4353004 · Copier 720.11 841.41 -121.30
4353099 · Other Rental & Leases 4,220.10 3,345.40 874.70
4355200 · Subscriptions 1,221.68 8,433.18 -7,211.50
4355300 · Organization & Membership Dues 1,280.00 760.00 520.00
4356004 · Staff Clothing 12,917.83 10,500.01 2,417.82
4357004 · External Instructional Fees 11,527.66 11,174.04 353.62
4358300 · Other Fees & Licenses 5,126.00 6,158.00 -1,032.00
4358400 · Refunds, Awards & Indemnities 3,346.48 683.00 2,663.48
4359000 · Special Projects 981.94 1,373.70 -391.76
Total 4300000 · OTHER SERVICES & CHARGES 935,779.76 843,342.31 92,437.45
Total Expense 1,976,001.80 1,760,720.77 215,281.03
Net Ordinary Income 2,955.82 93,417.87 -90,462.05
Other Income/Expense
Other Expense
4460000 · CAPITAL OUTLAY
4462000 · Parks MC Admin,Structure Impmnt 113,397.37 0.00 113,397.37
4463200 · Computer Equipment 10,154.26 8,871.01 1,283.25
4463202 · Software 5,747.87 4,405.63 1,342.24
4463600 · Parks Equipment 0.00 3,160.00 -3,160.00
Total 4460000 · CAPITAL OUTLAY 129,299.50 16,436.64 112,862.86
Total Other Expense 129,299.50 16,436.64 112,862.86
Net Other Income -129,299.50 -16,436.64 -112,862.86
Net Income -126,343.68 76,981.23 -203,324.91
11:29 AM Monon Community Center - Carmel Clay Parks & Recreation
05/09/24 109 MCC Profit & Loss Prev Year Comparison
Accrual Basis January through April 2024
Page 2
~~~~~~ THIS PAGE INTENTIONALLY LEFT BLANK ~~~~~~
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER
Lin Zheng, Treasurer
ACTION REQUESTED
Approval
ITEM/SUBJECT
Claim Sheet May 14, 2024
DOLLAR AMOUNT / FUND N/A MEETING DATE May 14, 2024
SUMMARY:
Claim Sheet May 14, 2024 is included for additions or corrections.
STAFF RECOMMENDATION:
“I move to approve the Claim Sheet dated May 14, 2024.”
~~~~~~ THIS PAGE INTENTIONALLY LEFT BLANK ~~~~~~
DocuSign Envelope ID: C669355C-299D-4737-8A23-9FC86988C8D9
DocuSign Envelope ID: C669355C-299D-4737-8A23-9FC86988C8D9
DocuSign Envelope ID: C669355C-299D-4737-8A23-9FC86988C8D9
DocuSign Envelope ID: C669355C-299D-4737-8A23-9FC86988C8D9
DocuSign Envelope ID: C669355C-299D-4737-8A23-9FC86988C8D9
DocuSign Envelope ID: C669355C-299D-4737-8A23-9FC86988C8D9
DocuSign Envelope ID: C669355C-299D-4737-8A23-9FC86988C8D9
DocuSign Envelope ID: C669355C-299D-4737-8A23-9FC86988C8D9
DocuSign Envelope ID: C669355C-299D-4737-8A23-9FC86988C8D9
DocuSign Envelope ID: C669355C-299D-4737-8A23-9FC86988C8D9
DocuSign Envelope ID: C669355C-299D-4737-8A23-9FC86988C8D9
DocuSign Envelope ID: C669355C-299D-4737-8A23-9FC86988C8D9
DocuSign Envelope ID: C669355C-299D-4737-8A23-9FC86988C8D9
DocuSign Envelope ID: C669355C-299D-4737-8A23-9FC86988C8D9
DocuSign Envelope ID: C669355C-299D-4737-8A23-9FC86988C8D9
DocuSign Envelope ID: C669355C-299D-4737-8A23-9FC86988C8D9
DocuSign Envelope ID: C669355C-299D-4737-8A23-9FC86988C8D9
DocuSign Envelope ID: C669355C-299D-4737-8A23-9FC86988C8D95/8/2024
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER
Lin Zheng, Treasurer
ACTION REQUESTED
Approval
ITEM/SUBJECT
Clay Township Claim Sheet May 14, 2024
DOLLAR AMOUNT / FUND N/A MEETING DATE May 14, 2024
SUMMARY:
The Clay Township Claim Sheet dated May 14, 2024 is included for additions or corrections.
STAFF RECOMMENDATION:
“I move to approve the Clay Township Claim Sheet dated May 14, 2024.”
~~~~~~ THIS PAGE INTENTIONALLY LEFT BLANK ~~~~~~
DocuSign Envelope ID: 37A91DF0-3B24-4879-9C77-D7DA331E16A0
DocuSign Envelope ID: 37A91DF0-3B24-4879-9C77-D7DA331E16A05/8/2024
sjy
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER
Kurtis Baumgartner, Assistant Director of Parks
and Recreation/COO
ACTION REQUESTED
Approval
ITEM/SUBJECT
CCPR Payroll for April 5, 2024 and April 19, 2024
DOLLAR AMOUNT/FUND N/A MEETING DATE May 14, 2024
SUMMARY:
Provided for your approval are payroll wages and liabilities for payroll dates April 9, 2024 and April 19,
2024.
RECOMMENDED MOTION:
“I move to approve payroll wages and liabilities for payroll dates April 5, 2024 and April 19, 2024.”
~~~~~~ THIS PAGE INTENTIONALLY LEFT BLANK ~~~~~~
Carmel/Clay Board of Parks and Recreation
Payroll Claims Form
Total Gross Wages for Regular Payroll dated 04/05/2024 $271,987.19
Total Payroll Liabilities for Regular Payroll dated 04/05/2024 $98,881.03
Total Gross Wages for Regular Payroll dated 04/19/2024 $267,573.53
Total Payroll Liabilities for Regular Payroll dated 04/19/2021 $97,453.74
I hereby certify that payroll amounts listed above are true and correct and I have audited the same in
accordance with IC 5-11-9-2.
Administration & Planning Director Date
We have examined the foregoing payroll charges in the total amount of $735,895.49, and such payroll is
in compliance with Resolution No. 8-13-02-02.
Park Board President Date
DocuSign Envelope ID: C6099EC3-34FD-4399-B19C-F0B82088AC67
5/2/2024
~~~~~~ THIS PAGE INTENTIONALLY LEFT BLANK ~~~~~~
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER
Eric Mehl, Administration & Planning Director/CAO
ACTION REQUESTED
Acceptance
ITEM/SUBJECT
Monetary Gifts, Grants, Partnerships, and Sponsorships for April 2024
DOLLAR AMOUNT / FUND
N/A
MEETING DATE
May 14, 2024
RECEIVED
AS
DATE AMOUNT DONOR DESIGNATION GL/FUND
Donation 04/01/24 $100.00 Anonymous Staff Appreciation 853 (Gift Fund)
Grant 04/01/24 $4,200.00 CCPF (Duke
Energy
Foundation)
Adaptive Theatre
Programs
853 (Gift Fund)
Sponsorship 04/10/24 $500.00 Scenthound
Indiana
Monon Greenway 853 (Gift Fund)
Donation 04/23/24 $100.00 Anonymous Staff Appreciation 853 (Gift Fund)
TOTAL RECEIPTS: $4,900.00
STAFF RECOMMENDATION:
Accept monies as received.
~~~~~~ THIS PAGE INTENTIONALLY LEFT BLANK ~~~~~~
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER
Kurtis Baumgartner, Assistant Director of Parks
and Recreation/COO
ACTION REQUESTED
Recommended Motions
ITEM/SUBJECT
Consideration to Refurbish Indoor Aquatics Waterslide Staircase
DOLLAR AMOUNT/FUND $130,000 (Fund 103B – Clay Township) MEETING DATE May 14, 2024
SUMMARY:
The waterslide staircase at the Monon Community Center (MCC) is in need of refurbishing in order to
bring it to its original luster, which is affected by the harsh corrosive environment of the indoor aquatics
area. Over the last several years staff have been searching for a long-term solution to the deteriorating
staircase, that ensures safety, enhances functionality, and extends the lifespan of the amenity.
The current waterslide tower has been subject to multiple repaints over its lifespan. Despite these efforts,
the structure continually exhibits signs of rust and degradation shortly after each treatment due to the
persistent moisture and chemical exposure inherent of the indoor aquatics setting. Rust is more prominent
in locations where water can collect due to ineffective water drainage, particularly around the stair treads
and landings (see attached photos).
After consulting with multiple service providers, the department determined that PlayPros provided the
best solution to adequately address the identified issues. Their proposal entails:
•Complete removal of the slide tower, aside from structural supports, so that it can be refinished
off-site and out of the corrosive aquatic’s environment.
•Sand-blasting and sealing of the steel framework to remove rust and paint and seal the metal to
prevent future corrosion.
•Application of a marine grade epoxy paint, providing a robust barrier against moisture and
chemical exposure.
•Custom fabrication of fiberglass stair treads and landings will replace the current steel fixtures to
allow optimal water drainage, reduce maintenance needs, and improve corrosive pinch points.
PlayPros quote: $130,000
The refurbishment project represents a strategic investment in the safety and sustainability of the Monon
Community Center and its respective amenities. If approved, it is anticipated that work will begin and
finish during the Waterpark season while the indoor activity pool is closed to the general public. PlayPros
also indicated that they will warranty their work for craftmanship for one-year.
RECOMMENDED MOTIONS:
“I move to authorize the refurbishing of the indoor aquatics waterslide staircase at the Monon Community
Center and accept the quote provided by PlayPros in the amount of $130,000.”
Page 2
Indoor Aquatics Waterslide Staircase – Current Status
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER
Kurtis Baumgartner, Assistant Director of Parks and
Recreation/COO
ACTION REQUESTED
Recommended Motion
ITEM/SUBJECT
Consideration of Bids for Construction of the Indoor Playground at the Monon
Community Center
BUDGET APPROPRIATION
$1,286,000 ($500,000 - 103B Fund; $786,000 - 109
Fund)
MEETING DATE
May 14, 2024
SUMMARY:
The proposed construction of an indoor playground at the Monon Community Center (“MCC”) is intended to
provide a new and appealing amenity for families and young children, significantly improving the
attractiveness and functionality of the facility, while enhancing long-term cost recovery capabilities. Over the
last several months, Carmel Clay Parks & Recreation (“CCPR”) has been working diligently to refine plans
with Williams Architects in order to prepare the project for bid.
It is important to note that bids for this project covers only specific construction and remodeling components,
including but not limited to (Attachment A):
Complete demolition of the space.
Remodeling which includes installation of required footers for new play structure, painting, updated
flooring, construction of new entry desk, restroom and storage expansion, lighting, electrical/AV.
The following elements are not included and will be managed independently via direct purchase by CCPR:
The main play structure to be provided by Luckey Climber LLC
Slides that will be attached to the main play structure.
Additional play pieces incorporated into the space.
Accordingly, CCPR solicited bids for demolition and remodeling and on Tuesday, April 30, 2024, at 11:30
a.m., bids were received and opened at the Administrative Offices located at 1411 E. 116th Street, Carmel.
Bids were received from the following contractors:
Ferguson Construction $1,168,800
RL Turner $1,286,000
Upon review, Ferguson Construction submitted the lowest bid, offering a savings of $117,200 compared to
the bid from RL Turner. However, Ferguson Construction did not comply with several mandatory
requirements outlined in the bid documents, which include:
Failure to attend the mandatory pre-bid meeting.
Failure to submit the required post-bid documentation to the CCPR within the 24-hour deadline
following the bid opening.
In response to these irregularities, the park board’s legal counsel, Kroger, Gardis & Regas LLP, has prepared
the detailed opinion letter (Attachment B). This letter addresses the compliance issues in relation to Indiana
Code (I.C.) 36-1-12-4(b)(10)(B) and provides guidance on the legal implications of these findings.
Given the non-compliance of Ferguson Construction with the bidding requirements, it is recommended that
the park board reject the bid from Ferguson Construction under the premise of being non-responsive and
award the bid to RL Turner.
If approved, demolition would begin no earlier than August 12th in order to allow Extended School
Enrichment (“ESE”) usage of the East Building for summer camps and allowing the MCC to transition the
Kidzone to the East Building following the conclusion of the same camps. It is anticipated that substantial
completion of the project would be February 12, 2024.
RECOMMENDED MOTIONS:
Motion #1
“I move to authorize the bid from and award a contract to RL Turner in the amount of $1,286,000 for
demolition and construction services of the Indoor Playground at the Monon Community Center, and
authorize the Director, the Assistant Director, and the Park Board Legal Counsel to take all actions necessary
to complete the contracting process.
Motion #2
“I move that the Park Board delegate to the Director and Assistant Director the authority to determine, in
conjunction with the Engineer, whether it is in the best interest of the Board and the Department to add or
change an item or items in the contract with RL Turner and to approve each change order in an amount not to
exceed his purchasing authority and in accordance with applicable Indiana Law regarding change orders with
a report to and ratification by the Park Board at a subsequent meeting.”
Attachment A
Attachment B
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER
Kurtis Baumgartner, Assistant Director of Parks and
Recreation/COO
ACTION REQUESTED
Recommended Motion
ITEM/SUBJECT
Consideration of Direct Purchase of Luckey Climber for Monon Community Center
Indoor Playground
BUDGET APPROPRIATION
$972,000 – (109 Fund)
MEETING DATE
May 14, 2024
SUMMARY:
The proposed construction of an indoor playground at the Monon Community Center (“MCC”) is intended to
provide a new and appealing amenity for families and young children, significantly improving the
attractiveness and functionality of the facility, while enhancing long-term cost recovery capabilities. As part
of this initiative Carmel Clay Parks & Recreation (“CCPR”) has partnered with Luckey Climber, LLC to
design a unique and engaging climbing structure (Attachment A) as the main attraction for the space.
Luckey Climber, LLC’s proposed scope of services includes fabrication and manufacturing of the Luckey
Climber, onsite installation including setup and finishing, and reimbursable expenses for travel and meals (not
to exceed “NTE” $25,000).
The following elements are not included and will be managed independently via direct purchase or
coordination by CCPR:
•Shipping expenses
•Slides that will be attached to the main play structure.
•Additional play pieces incorporated into the space.
Luckey Climber, LLC’s proposal is broken down into the following payment schedule:
• Begin Fabrication Total due: $ 315,000
• Substantial Completion Total due: $ 315,000
• Shipping “load on” Fee 1 Total due: $ 317,000
•Reimbursable Expenses (NTE) Total due:$ 25,000
Total: $ 972,000
Luckey Climber, LLC warranties all work, materials, and equipment, including component parts provided as
part of the project, for one-year.
RECOMMENDED MOTIONS:
Motion:
“I move to authorize the direct purchase of an indoor climbing structure feature from Luckey Climber LLC in
the amount not to exceed $972,000 and authorize the Director, the Assistant Director, and the Park Board
Legal Counsel to take all actions necessary to complete the contracting process.
1 Must be received prior to load on
Attachment A
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER
Kurtis Baumgartner, Assistant Director of Parks and
Recreation/COO
ACTION REQUESTED
Recommended Motion
ITEM/SUBJECT
Consideration of Direct Purchase of Slides for Monon Community Center Indoor
Playground
BUDGET APPROPRIATION
$197,133 – (109 Fund)
MEETING DATE
May 14, 2024
SUMMARY:
As outlined in the previous agenda item, Carmel Clay Parks & Recreation (“CCPR”) has partnered with
Luckey Climber, LLC to design a unique and engaging climbing structure as the main attraction for the
indoor playground space. As an added request, CCPR challenged Luckey Climber to integrate slides into their
design. Since Luckey Climber does not design and manufacture slide components in their scope of services,
CCPR engaged with Natural Structures for this component.
Natural Structures worked directly with Luckey Climber to create a truly one-of-a-kind integrated play
experience. Integrating one playground amenity directly into another caused issues with other slide
manufacturers we approached for this project. Natural Structures came recommended by Midstates
Recreation, who we have worked with previously. Natural Structures is also the only US based manufacturer
we approached who was willing to take on this project.
The proposed scope of services provided by Natural Structures includes fabrication and manufacturing of the
two enclosed flume stainless steel slides, shipping expenses, onsite installation including setup and finishing,
and final integration with the Luckey Climber.
Natural Structures’ proposal requires a 50% deposit to start fabrication with the remaining balance due 30
days from date of shipment.
RECOMMENDED MOTIONS:
Motion:
“I move to authorize the direct purchase of two stainless steel slides from Natural Structures in the amount not
to exceed $197,133 and authorize the Director, the Assistant Director, and the Park Board Legal Counsel to
take all actions necessary to complete the contracting process.
Attachment A