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HomeMy WebLinkAbout2024-05-14-Park-Board-Meeting-MinutesCarmel/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 Member(s) Present: James Garretson, Judith Hagan, Joshua Kirsh, Jenn Kristunas, Linus Rude, Mark Westermeier, Lin Zheng Member(s) Absent: Jonathan Blake, Katie Browning 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 6:04 p.m. followed by the Pledge of Allegiance. Agenda Approval Ms. Kristunas made a motion to approve the agenda, seconded by Mr. Rude, and passed unanimously 7 – 0. Public Comments There were no public comments. Staff Reports Assistant Director Baumgartner noted that Staff Reports were included in the Park Board packet. Ms. Kristunas asked if the Adaptive 5K was still scheduled for this weekend, to which Assistant Director Baumgartner responded yes and added that he hoped for good weather. Mr. Westermeier asked if there are any issues in opening The Waterpark. Assistant Director Baumgartner replied that there are some minor issues with the Lazy River. Mr. Westermeier asked about staffing. Assistant Director Baumgartner reported that all seasonal staffing looks very good for the start of summer, and staff will continue to evaluate as the season progresses. Finance Committee Ms. Zheng stated that the Finance Committee did not meet last month. Assistant Director Baumgartner indicated that he and Director Klitzing had a good meeting with the new CFO for the City. Assistant Director Baumgartner plans to have a Committee meeting in July to discuss 2025 budget proposals. Consent Agenda Discussion occurred regarding the Consent Agenda with guidance provided by Mr. Bosma. Ms. Kristunas made a motion to approve the Consent Agenda with the exception of Monetary Gifts, Grants, Partnerships, and Sponsorships, seconded by Mr. Kirsh, and passed unanimously 7 – 0. DocuSign Envelope ID: D096B8C2-EA35-4FD6-B224-40C7B24AFD2E Carmel/Clay Board of Parks and Recreation Tuesday, May 14, 2024 John W. Hensel Government Center Page 2 Consent Agenda (continued) Minutes April 9, 2024 Park Board Meeting Minutes Financial Reports Consolidated Financial Report for March 2024 CCPR P&L Statements for April 2024 Claims Claim Sheet May 14, 2024 Clay Township Claim Sheet May 14, 2024 CCPR Payroll for April 5, 2024 and April 19, 2024 Monetary Gifts, Grants, Partnerships, and Sponsorships for May 2024 Mr. Mehl reported four monetary contributions: two donations of $100 each from an anonymous donor for staff appreciation; one grant of $4,200 from the Carmel Clay Parks Foundation (originally received from Duke Energy Foundation); and one sponsorship of $500 from Scenthound Indiana for dog pot stations along the Monon Greenway. Mr. Kirsh made a motion to accept the items as presented, seconded by Mr. Rude, and passed unanimously 7 – 0. New Business Indoor Aquatics Waterslide Staircase Refurbishing Proposal Assistant Director Baumgartner gave a detailed overview of the proposed plans to refurbish the indoor aquatics waterslide staircase. Ms. Kristunas made a motion 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, through Special Purchasing under IC 5-22, seconded by Mr. Kirsh, and passed unanimously 7 – 0. Bids for the Monon Community Center Indoor Playground Assistant Director Baumgartner gave a detailed overview of the two bids received for the indoor playground construction. The lower bidder did not meet the bid requirements and was deemed “non-responsive.” Therefore, staff recommended the contract be awarded to the next bidder. Mr. Kirsh made a motion 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. Mr. Kirsh continued with a second motion to 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. The motions were seconded by Ms. Kristunas and passed unanimously 7 – 0. DocuSign Envelope ID: D096B8C2-EA35-4FD6-B224-40C7B24AFD2E Carmel/Clay Board of Parks and Recreation Tuesday, May 14, 2024 John W. Hensel Government Center Page 3 Direct Purchase of Luckey Climber for Monon Community Center Indoor Playground Assistant Director Baumgartner gave a detailed overview of the proposed playground structure from Luckey Climber. Ms. Kristunas asked staff to confirm that the slides and playground structures were going to connect without issues. Mr. Mehl stated that they are confident there will be no issues. He explained that both companies have been working together throughout the design process and will be coordinating their teams for the installation. Discussion followed. Mr. Kirsh made a motion 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 through Special Purchasing IC 5-22-10-13, seconded by Ms. Kristunas, and passed unanimously 7 – 0. Direct Purchase of Indoor Playground Slides Assistant Director Baumgartner gave a detailed overview of the proposed playground slides from Natural Structures. Ms. Kristunas asked if there was any concern about the temperature of indoor stainless-steel slides. Director Klitzing explained that studies have shown that fully enclosed stainless-steel slides are actually cooler than most plastic ones when outdoors. Mr. Kirsh made a motion under IC 5-22-10-13 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, seconded by Ms. Kristunas, and passed unanimously 7 – 0. Old Business There was no Old Business. Attorney’s Report Mr. Bosma indicated he had nothing of significance to report. Director’s Report Director Klitzing provided an update on current projects including discussions with Clay Township regarding leasing office space for ESE. Director Klitzing spoke about the Impact Fee ordinance meeting on May 20, 2024. The City Council will review the proposed Zone Improvement Plan on June 2, 2024. If approved, the Impact Fee amount will be increased. Director Klitzing announced that he will be heading to Germany on May 17, 2024; this will be the first overseas CAPRA visitation. Information Items Plan Commission Mr. Kirsh said he had nothing to report. DocuSign Envelope ID: D096B8C2-EA35-4FD6-B224-40C7B24AFD2E Carmel/Clay Board of Parks and Recreation Tuesday, May 14, 2024 John W. Hensel Government Center Page 4 School Board There was no School Board report in Ms. Browning’s absence. Park Foundation The Foundation is expecting a $10,000 grant from the Indiana Greenways for the White River Greenway projects. Climate Action Plan Advisory Committee Mr. Mehl reported that the Committee was impressed with the Guaranteed Energy Savings Contract for the Monon Community Center and would like to see more City buildings do the same. Park Board Comments / Discussion There were no comments or additional discussion. Workshop The Park Boad meeting was recessed at 6:42 p.m. for a five-minute break prior to the start of the Park Board Workshop. Board President Hagan stated that the live feed and video recording would be stopped, but the public could remain in attendance. Discussion during the Workshop included a detailed look at possible future strategic funding processes as well as becoming a Special Taxing District for bonding and/or seeking Special Legislation from the State. Director Klitzing provided a history of the Department’s previous capital funding. He also reported on the two main potential solutions, along with opinion reports from outside consultants. The Park Board expressed support of Department staff to continue exploring these potential solutions. Adjournment Ms. Kristunas made a motion to adjourn the meeting, seconded by Mr. Rude, and without objections Board President Hagan adjourned the meeting at 8:00 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: D096B8C2-EA35-4FD6-B224-40C7B24AFD2E 6/17/2024 6/20/2024