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HomeMy WebLinkAbout2025-02-11-PB-Meeting-Minutes Carmel/Clay Board of Parks and Recreation Park Board Meeting Tuesday, February 11, 2025, 6:00 p.m. John W. Hensel Government Center 10701 North College Avenue Carmel, Indiana 46280 Member(s) Present: James Garretson, Jenn Kristunas, Katie Mueller, Jon Shapiro, Riddhi Shukla, Mark Westermeier, Lin Zheng Member(s) Absent: Jonathan Blake, Judith Hagan 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 Vice President Kristunas welcomed everyone to the meeting, called the meeting to order at 6:00 p.m., and asked Mr. Westermeier to call the role. Mr. Westermeier stated that there was a quorum. Ms. Kristunas welcomed the two new board members followed by the Pledge of Allegiance. Public Comments There were no public comments. Staff Reports Ms. Kristunas requested that Kurtis provide information on the FOURward Focus outlined in the Master Plan, the brail and tactile signs placed at River Heritage Park, and the Birdithon Grant CCPR received. Assistant Director Baumgartner stated Staff Reports were included in the Park Board packet. He also pointed out that the Strategic Implementation Status Report was included which outlines the accomplishments of the department over the last year as they relate to the current Comprehensive Master Plan. Assistant Director Baumgartner provided information on, and history of the additional signage placed at River Heritage. Director Klitzing provided the board with an overview on the requirements and reasons behind the Comprehensive Master Plan. Within this plan, the Department outlines four main areas of focus that are set as priorities of the Department and Director Klitzing provided an overview of the current designated focuses. Director Klitzing then provided a statement regarding a fulltime CCPR employee’s recent passing. Assistant Director Baumgartner added that Jerry was also instrumental in helping acquire a grant from the Audubon Society for our birding programs. 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. Docusign Envelope ID: FAEA542A-92E9-47D9-9F8D-A4E2108BF515 Carmel/Clay Board of Parks and Recreation February 11, 2025 John W. Hensel Government Center Page 2 Minutes January 14, 2025 Park Board Meeting Mr. Westermeier made a motion to approve the minutes of the Park Board Meeting dated January 14, 2025. Motion was seconded by Mr. Garretson and passed unanimously 7 – 0. Financial Reports Consolidated Financial Report for December 2024; CCPR P&L Statements for January 2025 Ms. Zheng made a motion to acknowledge receipt of the Consolidated Financial Report for December 2024 and to acknowledge receipt of the P&L Statements for January 2025. Motion was seconded by Mr. Shapiro and passed unanimously 7-0. Claims Claim Sheet February 11, 2025; CCPR Payroll for January 10, 2025 and January 24, 2025 Ms. Zheng made a motion to approve the Claim Sheet dated February 11, 2025; and to approve payroll wages and liabilities for payroll dates January 10, 2025 and January 24, 2025. Motion was seconded by Mr. Garretson and passed unanimously 7 – 0. Assistant Director Baumgartner pointed out the addition of individual cover sheets for each P&L statement for each fund. He explained that these are being added back in as a way to provide some additional insight into key factors that might be affecting these funds. Monetary Gifts, Grants, Partnerships, and Sponsorships for December 2024 Mr. Mehl reported $450 was received in January: $100 donation from the Carmel Clay Parks Board members towards Staff Appreciation; $250 sponsorship from Enterprise Fleet Management, Inc for the Lunch’n Learn program; and a $100 donation from an anonymous donor towards Staff Appreciation. Mr. Westermeier made a motion to accept the items as presented. Motion was seconded by Ms. Shukla and passed unanimously 7 – 0. New Business Consideration to Purchase A-Mazing Airways Play Equipment for the Monon Community Center Indoor Playground Mr. Mehl provide an overview of the proposed play equipment and its integration into the overall playground space. He explained this designed is custom and from a single source provider. Ms. Mueller asked how many children are able to interact with the piece. Mr. Mehl explained that this design includes three blowers, so 3 entry points, and around 6 valves. So at least 6 kids, but more when you consider the spread out exit points requiring the kids to run around the space to catch the falling objects. Mr. Westermeier asked if there is the potential for objects to cross paths and collide with each other inside the tubes. Mr. Mehl explained that each blower is attached to its own pathway, so while they overlap, they will not intersect internally. Ms. Shukla asked if there would be hand sanitizing stations throughout the space. Director Klitzing responded that they would be putting in some hand sanitizing stations. Mr. Mehl added that there will be other levels of sanitizing with the number of interactive elements within the space. Mr. Westermeier made a motion to approve Resolution B-2025-001 authorizing the purchase of the A- Mazing Airways product for the new Indoor Playground from MindSplash, LLC in the amount of $122,500 Docusign Envelope ID: FAEA542A-92E9-47D9-9F8D-A4E2108BF515 Carmel/Clay Board of Parks and Recreation February 11, 2025 John W. Hensel Government Center Page 3 using special purchasing provisions permitted by Indiana Code Sections 5-22-10-12. Motion was seconded by Ms. Mueller and passed unanimously 7-0. Consideration of Resolution G-2025-002 Accepting the Transfer of Fixed Assets Director Klitzing gave an overview of how various CCPR assets have been managed and inventoried as directed through the interlocal cooperative agreement. He explained that this resolution will formally transfer all park assets being inventoried under Clay Township over to the Park Board. Mr. Westermeier to adopt Resolution G-2025-002 as presented. Motion was seconded by Mr. Garretson and passed unanimously 7-0. Consideration of Resolution G-2025-003 Regarding the Interest in and Authorizing the Purchase of Real Estate Director Klitzing provided information on a property that has been offered to CCPR to be purchased which boarders River Heritage Park. This property includes a house that is the oldest house in Carmel, and was constructed 198 years ago by the Moffit family. He provided a history of the property and the intended uses for the property by CCPR programs and camps. He also provided a preliminary assessment of maintenance and improvements items that will need to be completed on the property. Mr. Garretson asked if the board would have a chance to vote on final approval of purchasing the property once knowing the purchase amount. Director Klitzing explained there would be no other vote after this resolution. Mr. Bosma iterated that the resolution limits the purchase price to the average of two appraisals. Mr. Garretson followed up asking the intended use for the building, which Director Klitzing reiterated the intention to use it for summer camps and potentially other recreational programs which is all to be determined. Mr. Garretson followed up with a question about the utilities and roof conditions, which Director Klitzing explained that we have not done a full building inspection, but initial assessments indicate that the property has been well maintained. Mr. Westermeier provided some additional information on the history of the property and the department’s attempts to urge the previous board to purchase this property and others around River Heritage year ago. He expressed the importance of this property as it relates to fulfilling the original vision for River Heritage Park. Director Klitzing reinforced some of Westermeier’s key points and added that considerations have made in the past as to not disrupt the residents of that property. He also indicated that he has had conversations with Board President Hagan, Mayor Finkam, Trustee Hensel, and Councilor Aasen who have all voiced support in acquiring this property. Ms. Mueller asked what due diligence looks like other than a building inspection. Mr. Bosma indicated that a survey of the property, environmental assessment, title work would be completed to help protect the board. Ms. Kristunas asked how the house will be brought to ADA compliance being a nearly 200-year-old house. Director Klitzing explained the initial plans for making the main level as accessible as possible, but also constructing new restrooms on the back side of the house and plans for an auxiliary building for the camps. Director Klitzing and Assistant Director Baumgartner expressed that between the 108 (ESE) and 106 (Park Impact Fees), the Department would have sufficient funding to both acquire the property and make the necessary improvements. Docusign Envelope ID: FAEA542A-92E9-47D9-9F8D-A4E2108BF515 Carmel/Clay Board of Parks and Recreation February 11, 2025 John W. Hensel Government Center Page 4 Mr. Garretson asked if the Department would be attempting to restore the house to historical accuracy. Director Klitzing explained that the department intents to keep the house as historically accurate as possible while also maintaining it as a public building. The department does not intend to make this property into a museum and return it to original condition but will be respectful of the history. Mr. Westermeier asked Assistant Director Baumgartner if he was ever able to fly the drone over the silo to confirm if any old barn wood remained inside that could potentially be used in the construction of any new buildings. Baumgartner confirmed that no original wood remains in the silo, but Director Klitzing explained that there are other out buildings that may be able to be repurposed. Ms. Shukla asked if there has been a summer camp needs assessment by area and any indication of a need to have camps at that location. Klitzing explained that we do not have any data specific for this location, but know that as a whole, the one challenge we have with fulfilling the needs of the community is having enough spaces to offer camps around the community. Additionally, some of the camps are currently offered within the Monon Community Center and take over space that is traditionally used by other programs the rest of the year. This space will allow us to potentially relocate some of those programs to free that space for our fitness programs. Mr. Westermeier made a motion to adopt Resolution G-2025-003 as presented. Motion was seconded by Mr. Shapiro and passed unanimously 7-0. Consideration of Professional Services Agreement with SmithGroup for Bear Creek Park – Phase One Design Development Director Klitzing provided an overview of the status of the design work for Phase One development of Bear Creek Park and the process used in selecting SmithGroup as the lead design team for this project. Mr. Garretson made a motion that the Park Board approve the Professional Services Agreement with SmithGroup for Bear Creek Park in the sum of $378,000 and authorize the Director/CEO or Assistant Director/COO to execute the same and moved that the Park Board delegate to the Director/CEO and the Assistant Director/COO the authority to determine whether it is in the best interest of the Board and Department to add or change an item or items in the contract with SmithGroup and to approve each amendment up to an amount not to exceed his purchasing authority and in accordance with applicable Indiana law, with a report to the Park Board at a subsequent Park Board meeting. Motion was seconded by Ms. Zheng. Mr. Shapiro asked what was included in the $33,000 allocation for public engagement. Director Klitzing explained that the department intends to go the kids in the surrounding schools as they did during the master planning process to obtain feedback on some of the planned play elements. This park is also surrounded by neighbors, so there will be opportunities for those neighbors to provide feedback. There will also be plans to create another steering committee including elected officials, much like the master planning process. Mr. Westermeier mentioned the original feedback regarding the tower element was to make sure it was not intrusive on the neighbors and giving views into their properties. Director Klitzing confirmed that is still the vision for this feature. Motion passed unanimously, 7-0. Docusign Envelope ID: FAEA542A-92E9-47D9-9F8D-A4E2108BF515 Carmel/Clay Board of Parks and Recreation February 11, 2025 John W. Hensel Government Center Page 5 Old Business Consideration of Second Amendment to the Phase II Agreement with SJCA Director Klitzing gave an overview of the status of the White River Greenway North Extension project and the relationship between CCPR and Connor Prairie. He explained the need for additional services from SJCA to work through some trail alignment and archaeological work. Mr. Westermeier made a motion to approve the Second Amendment to the Phase II Agreement with SJCA for the White River Greenway North Extension as presented. He further moved to authorize the Director of Parks and Recreation to execute the amendment as prepared by the Board’s legal counsel. Motion was seconded by Mr. Garretson and passed unanimously 7-0. Attorney’s Report Mr. Bosma updated the Park Board on current projects: • Recorded official ownership transfer of Central Park from the Building Corporation to the Park Board. • Recorded and circulated the third amendment to the interlocal agreement between the township and the city. • Coordinated a few real estate appraisals for potential property acquisitions. Director’s Report Director Klitzing provided updates on the following: • Department is working closely with the City on developing a business plan for Brookshire Golf Course. • Director has been involved in several conversations and meetings regarding the proposed central core greenways that are planed within the $110m lease rental bonds. • Director mentioned that the April meeting falls during spring break, so may need to look at alternative dates. Mr. Garretson asked for clarification on the Smokey Row Swim Club property and role parks will play in that project. Director Klitzing explained that the City has designated funding from the $110m bonds to convert that property into a roundabout and small park space. Information Items Mr. Shapiro reported the school board recently held a workshop meeting where they were led through exercises on reading. This was led by some 3rd graders from Cherry Tree and their teacher. Mr. Mehl reported there was no new information to provide on the Climate Action Advisory Committee, but wanted to report that the Carmel Clay Parks Foundation provided a $25k contribution that will act as the matching funds for a grant received through the DNR for an invasive species project. Park Board Comments / Discussion Ms. Kristunas opened the floor to the new board members to provide some information background. Docusign Envelope ID: FAEA542A-92E9-47D9-9F8D-A4E2108BF515 Carmel/Clay Board of Parks and Recreation February 11, 2025 John W. Hensel Government Center Page 6 Adjournment Mr. Westermeier made a motion to adjourn the meeting, seconded by Mr. Shapiro. With no objections, Board Vice President Kristunas adjourned the meeting at 7:30 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: FAEA542A-92E9-47D9-9F8D-A4E2108BF515 3/12/2025 4/14/2025