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HomeMy WebLinkAbout2024-11-24-Park-Board-Meeting-MinutesCarmel/Clay Board of Parks and Recreation Tuesday, November 12, 2024, 6:00 p.m. John W. Hensel Government Center 10701 North College Avenue Carmel, Indiana 46280 Member(s) Present: Katie Browning, James Garretson, Judith Hagan, Jenn Kristunas, Linus Rude, Mark Westermeier Member(s) Absent: Jonathan Blake, Joshua Kirsh, Lin Zheng Others Present: Michael Klitzing, Department Director/CEO; Kurtis Baumgartner, Department Assistant Director/COO; Eric Mehl, Administration & Planning Director/CAO; Zach Nicely, Park Board Counsel 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 stated that there was a quorum. Board President Hagan 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 stated Staff Reports were included in the Park Board packet. He expressed gratitude for those who attended the CAPRA celebration and banner unveiling. Committee Reports Finance Committee Director Klitzing reported that the Finance Committee did not meet last month. Master Plan Review Committee Ms. Kristunas announced that she believes the Committee has fulfilled its purpose. Strategic Funding Committee Mr. Westermeier reported that the Committee has not met. Minutes October 17, 2024 Park Board Meeting Mr. Rude made a motion to approve the minutes of the Park Board Meeting dated October 17, 2024, seconded by Ms. Kristunas. Motion was passed unanimously 6 – 0. Financial Reports Consolidated Financial Report for September 2024; CCPR P&L Statements for October 2024 Ms. Kristunas made a motion to acknowledge receipt of the Consolidated Financial Report for September 2024 and to acknowledge receipt of the P&L Statements for October 2024, seconded by Mr. Rude. Motion was passed unanimously 6 – 0. Docusign Envelope ID: CE4DD4D5-5DFB-4806-A247-D96D7919A58C Carmel/Clay Board of Parks and Recreation Tuesday November 12, 2024 John W. Hensel Government Center Page 2 Ms. Kristunas asked Assistant Director Baumgartner how he feels the non-reverting fund will end this year. He replied that he expects the fund to end in a very good position. Mr. Garretson asked if the monies in fund 853 (Gift Fund) stay with the department. Assistant Director Baumgartner confirmed that this account is a non-reverting fund and the money stays with CCPR. Mr. Garretson followed up by asking if there is a way to know how much money was spent from the Gift Fund this year and on which project. Assistant Director Baumgartner replied that roughly $18,000. Mr. Mehl explained that money was spent across multiple project lines. Mr. Garretson asked if the Board could receive a report that shows the amount spent on each project line. Mr. Mehl confirmed that he could provide that information moving forward. Claims Claim Sheet November 12, 2024; Clay Township Claim Sheet November 12, 2024; CCPR Payroll for October 4, 2024 and October 18, 2024. Ms. Kristunas made a motion to approve the Claim Sheet dated November 12, 2024; and to approve the Clay Township Claim Sheet dated November 12, 2024; and to approve payroll wages and liabilities for payroll dates October 4, 2024 and October 18, 2024, seconded by Ms. Browning. The motion passed unanimously 6 – 0. Monetary Gifts, Grants, Partnerships, and Sponsorships for October 2024 Mr. Mehl reported $100 was received from an anonymous donor for Staff Appreciation. Mr. Mehl also provided an update on the $25,000 grant that was recently awarded to CCPR. He will have more information once funds are received. Ms. Kristunas made a motion to graciously accept the item as presented, seconded by Mr. Rude, and passed unanimously 6 – 0. New Business Consideration of Agreement for Porter Services at Carmel Clay Parks Facilities Assistant Director Baumgartner gave an overview of the current porter contract and provided details as to why the department obtained quotes from various service providers. Director Klitzing drew attention to a typo within the drafted motion that should have the total contract amount at $445,660 and not $445,600. Mr. Rude asked if management felt the current struggles of finding staff will continue with the new contractor. Assistant Director Baumgartner said there was no mention of this issue when checking references. Board President Hagan asked if the department would be locked into a 3-year contract. Assistant Director Baumgartner explained that the contract would cover the first 2 years with an automatic 1-year renewal. Mr. Rude asked if Jani-King would provide the same manpower as Corvus. Assistant Director Baumgartner explained that the RFQ (Request for Quotes) was very specific on the necessary manpower. Mr. Rude asked if Jani-King’s staff would be identified by uniforms when on CCPR property, which Assistant Director Baumgartner confirmed. Docusign Envelope ID: CE4DD4D5-5DFB-4806-A247-D96D7919A58C Carmel/Clay Board of Parks and Recreation Tuesday November 12, 2024 John W. Hensel Government Center Page 3 Mr. Rude asked who Jani-King’s staff would report to when on duty. Assistant Director Baumgartner explained that Jani-King would have a supervisor on site in addition to working with the department’s maintenance coordinators at the MCC (Monon Community Center). Ms. Kristunas asked if there would be background checks. Assistant Director Baumgartner confirmed that the contract stipulates that Jani-King would conduct background checks on its employees. Mr. Garretson made a motion that the Park Board accept the quote for cleaning services from Jani-King in the amount of $445,660 and authorize the Director, Assistant Director, and Park Board Legal Counsel to complete the contracting process. Motion was seconded by Ms. Kristunas and passed unanimously 6 – 0. Consideration of Resolution P-2024-001 Regarding Director/CEO Compensation Mr. Westermeier offered insight as to why the Personnel Committee addressed this topic. He also provided history as to how the CEO’s compensation was determined in the past. This resolution delivers a more documented and official process of evaluating the performance of the Director/CEO and places that responsibility on a committee rather than solely on the Board President. Ms. Kristunas expressed concern that the timing of the performance appraisal/compensation would be completed after the budgeting process. She felt the director’s compensation should be known during the budgeting process for accuracy. Assistant Director Baumgartner explained that the performance appraisal process does not impact the budgeting process. The performance appraisal would not allow the position to receive more than what was budgeted. Ms. Kristunas asked when performance appraisals are done for the rest of the staff, which Assistant Director Baumgartner explained appraisals are typically completed in late- December and delivered to staff by end of the year. Ms. Kristunas further explained that her concern is solely with the timing of the performance appraisal during the budget process. Mr. Westermeier explained that staff would already be reviewing all of the data needed to present an accurate salary resolution, allowing the Director/CEO to be compensated at the correct amount. If the committee decided the position to be paid outside of that range, a new resolution would come back to the Board for approval. Ms. Kristunas made a motion to approve Resolution P-2024-001 as presented. Motion was seconded by Mr. Garretson and passed unanimously 6 – 0. Consideration of Resolution P-2024-002 Amending and Restating Rules of Park Operations Director Klitzing gave an overview of why the park rules are up for review, which includes meeting the CAPRA standard of a documented periodic review. Additionally, this process will solidify consistency in the City’s Code and allow enforcement by CPD (Carmel Police Department). This is especially important as the Park Resource Officer position comes on board. Mr. Garretson asked about the reduced speed limit on trails from 20 mph to 15 mph. Director Klitzing explained that the speed limit along the Monon Greenway within the Midtown area has been set to 15 mph, so this change would create consistency on all trails. Mr. Garretson asked about enforcement and how CPD would determine speed. Director Klitzing explained that the Engineering Department has experimented with a radar device that has proven to be accurate within 1-2 mph. Docusign Envelope ID: CE4DD4D5-5DFB-4806-A247-D96D7919A58C Carmel/Clay Board of Parks and Recreation Tuesday November 12, 2024 John W. Hensel Government Center Page 4 Director Klitzing emphasized that all proposed changes have been reviewed and have the full support of the Chief of Police. Mr. Rude asked about the addition of “golf carts” to the rule of no motorized vehicles on the trails. He expressed concern for the increased number of golf carts observed on the Monon Greenway, especially in the evening hours and being driven by minors. Director Klitzing explained that golf carts were always part of the motorized vehicle rule and the Department feels it is not necessary to specifically call out golf carts. He also pointed out that the observed traffic must be addressed as an enforcement issue, and he will advise CPD accordingly. Mr. Rude pointed out that there is a rule regulating the use of motorized watercraft on CCPR properties. He asked if this included the use of RC (remote control) boats given the potential high rate of speed they can travel. Director Klitzing explained that RC boats were not thought of when crafting the language, however, he would be inclined to prohibit the use of those boats as well. Mr. Westermeier added that a permit could be issued, but could have a negative impact on the wildlife. Director Klitzing pointed out another major rule change regarding the use of drones within parks. The plan is to mostly regulate any drones flown over The Waterpark, splash pads, and playgrounds in order to help safeguard the public. The rules are also in place to help prevent people from disturbing wildlife. If issues arise, the Department can amend the rules to create a stronger prohibition on drones. Mr. Rude asked about the rule prohibiting equine on the trails and stated that the original intent of the Monon Trail was to allow horses. Director Klitzing stated that the term “equine” was specifically used since it includes horses, donkeys, and mules. Board President Hagan recalled that the original discussion resulted in not allowing them because the greenway was not wide enough to accommodate horses. Mr. Garretson inquired about the additional details placed on spreading human cremains within parks. Director Klitzing explained that the Department has received a growing number of inquiries from local funeral homes and private individuals, particularly those of the Hindu faith which prefers their remains to be placed in flowing waters. This policy was crafted very closely to the one set by the National Park system which mainly requires a permit issued by the Department. Mr. Rude asked if there were any thoughts regarding nonmotorized winter activities like cross-country skiing. Director Klitzing explained that the Department has always allowed activities like cross-country skiing, but due to staff’s quick action in removing snow from the major trails and greenways, this type of activity has not taken place. However, these activities would be allowed on trails that are not managed by our snow removal. Mr. Garretson asked how many miles of trails we have, which Director Klitzing stated he did not have that statistic handy. Mr. Garretson asked if there is snow removal on all trails. Director Klitzing replied that the Department focuses solely on the main greenways and trails that function as thoroughfares. Ms. Browning asked about the sunrise to sunset rule regarding park hours. Director Klitzing replied that the Department has used different terms in the past and felt this phrase was the most clear. He further explained that many parks have facilities with programs after hours. Docusign Envelope ID: CE4DD4D5-5DFB-4806-A247-D96D7919A58C Carmel/Clay Board of Parks and Recreation Tuesday November 12, 2024 John W. Hensel Government Center Page 5 Ms. Browning wanted to add support for public education on the bike speed, such as having technology that allows passing bikes to know how fast they are going in the event they do not have a speedometer on their bike. Cyclists may not realize how fast they are going and how slow 15 mph really is. She also added that the RC boats may need a size restriction placed on them to allow for smaller toy boats. Mr. Garretson made a motion to table this resolution until the next meeting to allow for further review of the presented rules. Motion was seconded by Mr. Rude and passed unanimously 6 – 0. Consideration of the Park Resource Officer Agreement Director Klitzing gave an update on the status of the Park Resource Officer program and the contract with CPD. The contract is being reviewed by City legal. Director Klitzing asked that the Board approve the contract in its draft form, which will allow him and legal counsel to make any necessary changes to complete the agreement with the City. Ms. Browing expressed her excitement and support of the resource officer program, stating that the SRO program is one she is most proud of during her time on the School Board. She asked if the officers will receive any additional training such as relationship building. Director Klitzing explained that the vision is to have these officers go through the exact same training as the SROs. The Department has also investigated training programs provided to state park rangers focusing more on park education. More discussion followed. Mr. Garretson made a motion to grant the Director/CEO authority to negotiate and execute a Park Resource Officer Agreement with the City of Carmel in a form substantially similar to the provided draft with the consent of the Park Board President and legal counsel. Motion was seconded by Mr. Rude and passed unanimously 6 – 0. Old Business There was no old business. Attorney’s Report Mr. Nicely updated the Board on current projects including:  Finalizing an easement agreement with Duke Energy for 111th Street.  Working with staff through bond allocation.  Working with staff on the Third Amendment to the Interlocal. Director’s Report Director Klitzing provided updates on the following:  Thursday, November 14, 2024: Joint meeting to discuss the 2025-2029 Comprehensive Parks and Recreation Master Plan.  Wednesday, November 20, 2024: City’s Land Use and Special Studies Committee will meet to discuss the Third Amendment to the Interlocal.  Monday, December 2, 2024: Expect City Council to take action on the Third Amendment to the Interlocal. Anticipate City Council to consider transferring the READI Grant and Hamilton County Grant funds into CCPR funds 103 and 106.  CCPR recently received the Excellence in Resource Improvement Award from IPRA (Indiana Park and Recreation Association) for River Heritage Park. Docusign Envelope ID: CE4DD4D5-5DFB-4806-A247-D96D7919A58C Carmel/Clay Board of Parks and Recreation Tuesday November 12, 2024 John W. Hensel Government Center Page 6  Within the City Council approved 2025 appropriations is the $1.5m allocation to refresh Founders Park. One improvement is to replace the safety surfacing damaged by sand from the playground. Discussion followed regarding the current playground and suggestions from Board members and the public for consideration. Information Items Plan Commission Nothing to report. School Board Ms. Browning shared that December will mark her retirement from the School Board, which will also remove her from the Park Board. New school board members will be brought on board in January. January will also kick off the district’s strategic planning process lead by the new Superintendent. This will include a city-wide survey outside of just the current families and students. Parks Foundation Regarding the $25,000 grant from the DNR for invasive management, the Foundation had already pledged a matching $20,000 and plans to give an additional $5,000 after their next meeting. Climate Action Plan (CAP) Advisory Committee There was no report. Next meeting is December 4th. Park Board Comments / Discussion Mr. Rude wanted to note that new signs placed along the Monon Greenway are not double sided. Assistant Director Baumgartner explained there have been several issues with installation, including incorrect placement. The Department is working with the contractor to resolve issues. Adjournment Mr. Rude made a motion to adjourn the meeting, seconded by Ms. Kristunas. With no objections, Board President Hagan adjourned the meeting at 7:39 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: CE4DD4D5-5DFB-4806-A247-D96D7919A58C 12/12/2024 12/12/2024