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HomeMy WebLinkAbout2025-01-14 PB Meeting Minutes Carmel/Clay Board of Parks and Recreation Annual and Regular Park Board Meeting Tuesday, January 14, 2025, 6:00 p.m. John W. Hensel Government Center 10701 North College Avenue Carmel, Indiana 46280 Member(s) Present: Jonathan Blake, James Garretson (arrived at 6:13 p.m.), Judith Hagan, Jenn Kristunas, Katie Mueller, Mark Westermeier (virtual), Lin Zheng Member(s) Absent: Jon Shapiro Others Present: Michael Klitzing, Department Director/CEO; Kurtis Baumgartner, Department Assistant Director/COO; Eric Mehl, Administration & Planning Director/CAO; Brian Bosma, Park Board Counsel Roll Call; Call to Order & Pledge of Allegiance Board President Hagan welcomed everyone to the meeting and asked Ms. Kristunas to call the role. Ms. Kristunas stated that there was a quorum. Board President Hagan called the meeting to order at 6:06 p.m. followed by the Pledge of Allegiance. Public Comments There were no public comments. Election of Park Board Officers for 2025 Ms. Kristunas reported that the Nominating Committee met and recommended the following slate of officers: Ms. Hagan, President; Ms. Kristunas, Vice President; Ms. Zheng, Treasurer; and Mr. Westermeier, Secretary. Board President Hagan opened the floor for additional nominations and closed as there were no others. Mr. Blake seconded the recommended slate of officers. Director Klitzing took a roll call vote. (Note: A roll- call vote was used for action items during the meeting due to the virtual attendee.)  Judith F. Hagan, President Aye  Jenn Kristunas, Vice President Aye  Lin Zheng, Treasurer Aye  Mark Westermeier, Secretary Aye  Jonathan Blake Aye  Katie Mueller Aye The motion was passed unanimously 6 – 0. Staff Reports Assistant Director Baumgartner stated Staff Reports were included in the Park Board packet. He also pointed out that the quarterly Active Contract Log was included. He advised Park Board members to notify the Department of any conflicts of interest. Board President Hagan brought attention to the recent article in Rails to Trails that focused on the Monon Greenway. Docusign Envelope ID: 2AF1AE33-D8FC-4A2E-9384-E04E08D37126 Carmel/Clay Board of Parks and Recreation January 14, 2025 John W. Hensel Government Center Page 2 Board President Hagan asked about the (Hotel) Carmichael restroom maintenance, specifically due to the high traffic of the Christkindlmarkt. Assistant Director Baumgartner explained that the City funds park operations through the General Fund. Director Klitzing further explained that any overages to the contracted amount between the City and the Carmichael are reported through the City. Board President Hagan asked about the Inclusive Vendors report. Assistant Director Baumgartner stated that the Park Board passed an Inclusive Procurement and Contracting Policy which requires the Department to track and annually report qualifying XBE vendors to the Board. Committee Reports Finance Committee Ms. Zheng reported that the Finance Committee did not meet last month. Strategic Funding Committee Mr. Westermeier reported that the Committee has not met. Mr. Garretson arrived at 6:13 p.m. He mentioned that Councilor (Matthew) Snyder was attending the meeting shortly and would like to speak when appropriate. Minutes December 10, 2024 Park Board Meeting Ms. Kristunas made a motion to approve the minutes of the Park Board Meeting dated December 10, 2024, seconded by Mr. Blake. Director Klitzing took a roll-call vote:  Judith F. Hagan, President Aye  Jenn Kristunas, Vice President Aye  Lin Zheng, Treasurer Aye  Mark Westermeier, Secretary Aye  Jonathan Blake Aye  James D. Garretson Aye  Katie Mueller Aye The motion was passed unanimously 7 – 0. Financial Reports Consolidated Financial Report for November 2024; CCPR P&L Statements for December 2024 Ms. Zheng made a motion to acknowledge receipt of the Consolidated Financial Report for November 2024 and to acknowledge receipt of the P&L Statements for December 2024, seconded by Ms. Kristunas. Director Klitzing took a roll-call vote:  Judith F. Hagan, President Aye  Jenn Kristunas, Vice President Aye  Lin Zheng, Treasurer Aye  Mark Westermeier, Secretary Aye  Jonathan Blake Aye  James D. Garretson Aye  Katie Mueller Aye Docusign Envelope ID: 2AF1AE33-D8FC-4A2E-9384-E04E08D37126 Carmel/Clay Board of Parks and Recreation January 14, 2025 John W. Hensel Government Center Page 3 Motion was passed unanimously 7 – 0. Ms. Kristunas asked Assistant Director Baumgartner how he felt about the financial end of the year to which he replied that the Department will end at over 100% cost recovery for all non-reverting funds. He explained, for the benefit of new Park Board members, the difference between the Consolidated Financial Report and the P&L Statements. Also, even with the 109 (MCC) fund contributing to more of the capital expenses this year, staff was still able to operate at 100% cost recovery. Mr. Blake expressed his appreciation and congratulated the staff for their hard work and accomplishing another banner year. Claims Claim Sheet January 14, 2025; CCPR Payroll for December 13, 2024 and December 27, 2024 Ms. Zheng made a motion to approve the Claim Sheet dated January 14, 2025; and to approve payroll wages and liabilities for payroll dates December 13, 2024 and December 27, 2024, seconded by Mr. Blake. Ms. Kristunas asked about the absence of the Clay Township Claim Sheet. Director Klitzing explained that the Township is in the process of transferring all remaining funds from the 1215 Fund to the City controlled 103 Fund, so claims will no longer be sent to the Township for payment. Director Klitzing took a roll-call vote:  Judith F. Hagan, President Aye  Jenn Kristunas, Vice President Aye  Lin Zheng, Treasurer Aye  Mark Westermeier, Secretary Aye  Jonathan Blake Aye  James D. Garretson Aye  Katie Mueller Aye Motion was passed unanimously 7 – 0. Additional Public Comments Board President Hagan reopened the floor for public comments allowing City Councilor (Matthew) Snyder to speak. City Councilor Snyder remarked on Ms. Mueller’s appointment to the Park Board. He spoke about growing up together with Ms. Mueller’s family and their longstanding relationship. He added that he was excited and proud to see Ms. Mueller take up this role (Park Board member) and serve her community. Mr. Garretson said he was grateful for City Councilor Snyder and his contributions to the parks system, including his efforts to secure the $3M in bonds that helped renovate seven parks. Monetary Gifts, Grants, Partnerships, and Sponsorships for December 2024 Mr. Mehl reported $10,580 was received in December: $180 grant from Hamilton Soil & Water Conservation for staff to attend an Invasive Species Conference; $300 sponsorship from Tikal Homes for Sensory Friendly Trick or Treat; $10,000 grant from the Greenways Foundation which was originally for the White River Greenway south extension, but reassigned to the North Extension project; and a $100 donation from an anonymous donor towards Staff Appreciation. Docusign Envelope ID: 2AF1AE33-D8FC-4A2E-9384-E04E08D37126 Carmel/Clay Board of Parks and Recreation January 14, 2025 John W. Hensel Government Center Page 4 Mr. Garretson made a motion to accept the items as presented, seconded by Ms. Kristunas. Director Klitzing took a roll-call vote:  Judith F. Hagan, President Aye  Jenn Kristunas, Vice President Aye  Lin Zheng, Treasurer Aye  Mark Westermeier, Secretary Aye  Jonathan Blake Aye  James D. Garretson Aye  Katie Mueller Aye The motion was passed unanimously 7 – 0. New Business Park Board Finance Committee Appointments Board President Hagan appointed Ms. Zheng as chair serving with Mr. Westermeier and Ms. Mueller. Carmel Plan Commission Appointment Board President Hagan appointed Mr. Blake. Carmel Clay Parks Foundation Liaison Appointment Board President Hagan appointed Director Klitzing Park Board Nominating Committee Appointments Board President Hagan appointed Mr. Westermeier, Ms. Kristunas, and Mr. Blake. Park Board Strategic Funding Committee Appointments Board President Hagan appointed Mr. Westermeier as chair serving with Mr. Garretson and Ms. Mueller. Ratification of 2024 General Fund End of Year Budget Line Transfers Assistant Director Baumgartner said that the State Board of Accounts mandates that all general fund budget lines be at zero or finish in the positive. He reported that the Department was again under budget and returned approximately $158,000 to the City. He further reported that since 2003, the Department has returned a total of $3,018,472.82 (an average of $137,203.31 annually). Ms. Kristunas made a motion to ratify the 2024 end of year budget line transfers as presented, seconded by Mr. Blake. Director Klitzing took a roll-call vote:  Judith F. Hagan, President Aye  Jenn Kristunas, Vice President Aye  Lin Zheng, Treasurer Aye  Mark Westermeier, Secretary Aye  Jonathan Blake Aye  James D. Garretson Aye  Katie Mueller Aye Motion was passed unanimously 7 – 0. Docusign Envelope ID: 2AF1AE33-D8FC-4A2E-9384-E04E08D37126 Carmel/Clay Board of Parks and Recreation January 14, 2025 John W. Hensel Government Center Page 5 Consideration of Resolution G-2025-001 Accepting the Transfer of Central Park Mr. Bosma gave an overview of the history behind the Central Park bond, the roles played by the Township, Carmel Clay Parks Building Corporation, and the Park Board, and the necessity for this resolution to finalize the arrangement with the final payment toward the bond being paid January 15, 2025. He further explained how this action would formally transfer ownership of Central Park to the Park Board. Mr. Garretson asked if any of the original members were still serving on the Parks Building Corporation Board. Mr. Bosma responded that Ms. Hagan replaced one original member, the other two, Dan Dutcher and Nick Kesner, are still serving. Mr. Bosma explained the connection between the original bond agreement and the Interlocal Cooperation Agreement with the Township and the City. Ms. Kristunas made a motion to approve Resolution G-2025-001, seconded by Mr. Blake. Director Klitzing took a roll-call vote:  Judith F. Hagan, President Aye  Jenn Kristunas, Vice President Aye  Lin Zheng, Treasurer Aye  Mark Westermeier, Secretary Aye  Jonathan Blake Aye  James D. Garretson Aye  Katie Mueller Aye The motion was passed unanimously 7 – 0. Old Business There was no old business Attorney’s Report Mr. Bosma updated the Park Board on current projects:  Advising and assisting with real estate potentials; and  Reviewing park rules prior to presenting to the City Council. Director Klitzing explained that after the City Council formally adopts the park rules, he will bring the park rules back to the Board for a final look. So far, all changes have been minor wording or City Code citations. Director’s Report Director Klitzing provided updates on the following:  City Council will review the Park Rules on February 3. At this meeting, Director Klitzing will provide his quarterly report and respond to funding appropriations tied to the READI Grant.  The City has rolled out new processes for line item transfers and appropriations to help streamline the overall process and make things easier at the end of the year.  The City is putting together an online dashboard for staff to track and report monthly financial projections. Docusign Envelope ID: 2AF1AE33-D8FC-4A2E-9384-E04E08D37126 Carmel/Clay Board of Parks and Recreation January 14, 2025 John W. Hensel Government Center Page 6  Continuing discussions with the City regarding Brookshire Golf Course. Mayor Finkam has expressed interest in the Department absorbing the golf course operations. The Department is working with the City to obtain a business plan. Once completed, Director Klitzing will come back to the Park Board with recommendations. No commitments have been made. Discussion followed.  Director Klitzing has had conversations with the City’s Economic Development Director regarding the Conseco/CNO property and possibly involve the Department in efforts to solicit public input.  Conversations have started with the President of the Carmel Dads’ Club regarding property at 136th Street just west of Spring Mill Drive. The adjoining property is owned by an HOA that previously approached the Dads’ Club to join the properties and create a nature preserve. Those conversations fell through due to several factors. The Mayor (Finkam) supports this conversation which may result in a management agreement with the Department, and the City contributing funds to develop the area.  A new DNR (Department of Natural Resources) Director has been appointed with the new gubernatorial administration. Director Klitzing has reached out to arrange a meeting with Alan Morrison. Park Board Comments / Discussion Board President Hagan spoke about the golf course and her concerns about cost recovery. Director Klitzing explained that cost recovery is the expectation of the City Council and the Mayor. Board President Hagan asked about the clubhouse and the pool. Director Klitzing replied that it is his understanding that the clubhouse was financed through a bond which is still outstanding, and the new pool was constructed and donated to the 501(c)(3) that operates it. The City contributes no funding. Board President Hagan announced that the City has sponsored a survey regarding the Route 31 Corridor plans. Board President Hagan asked who initiated the conversations regarding the Dads’ Club property. Director Klitzing explained that the HOA initiated this dialogue with support from the Mayor who brought in the Department. The Dads’ Club has no fields at this location and is simply maintaining the property in its current state. Board President Hagan brought attention to the notes in the Director’s Report regarding the Moffit/Haverstick family naming rights of the White River Greenway North Trailhead honoring the women of the family and their contributions to the community. Mr. Bosma mentioned that staff will prepare a resolution for the February meeting to transfer all park assets purchased by the Township to the Park Board. This will remove these assets from the Township and allow easier tracking of assets owned by the Department. Board President Hagan spoke about a Letter to the Editor in Current in Carmel thanking the Department for their efforts. Board President Hagan said that she joined the Department’s senior management staff recently on a tour of the new Carmel Historical Society, which is now open to the public. Docusign Envelope ID: 2AF1AE33-D8FC-4A2E-9384-E04E08D37126 Carmel/Clay Board of Parks and Recreation January 14, 2025 John W. Hensel Government Center Page 7 Adjournment Mr. Blake made a motion to adjourn the meeting, seconded by Ms. Kristunas. With no objections, Board President Hagan adjourned the meeting at 7:25 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: 2AF1AE33-D8FC-4A2E-9384-E04E08D37126 2/13/2025 2/12/2025