HomeMy WebLinkAbout2025-04-08-Park-Board-PacketCarmel/Clay Board of Parks and Recreation
Tuesday, April 8, 2025, 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.Public Comments4.Staff Reports
5.Committees
a.Finance Committee
b.The Strategic Funding Committee
6.Minutes – Secretary
a.March 11, 2025, Park Board Meeting
7.Financial Reports – Treasurer
a.Consolidated Financial Report for March 2025
b.CCPR P&L Statements for March 2025
8.Claims – Treasurer
a.Claim Sheet March 11, 2025
b.CCPR Payroll for March 7, 2025, and March 21, 2025
9.Monetary Gifts, Grants, Partnerships, and Sponsorships for March 2025 – Eric
Mehl
10.New Business
11.Old Business
12.Attorney’s Report
13.Director’s Report
14.Information Items
a.Plan Commission
b.School Board
c.Climate Action Plan Advisory Committee
d.Parks Foundation
15.Park Board Comments / Discussion
16.Adjournment
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 April 8, 2025
Selected news articles:
Carmel Fitness Instructor
Standard monthly reports for February 2025:
▪Fund 108 – ESE 12-Month Trailing Financial Trending Graph
▪Fund 109 – Monon Community Center 12-Month Trailing Financial Trending Graph
Standard monthly reports for March 2025:
▪Monon Community Center Pass Report
o Membership Passes Trending Graph
▪Employment Report
▪Monthly Division Reports
o Extended School Enrichment/Summer Camp Series
o Recreation & Facilities
o Administration & Planning
o Marketing & Communications
o Parks & Natural Resources
▪Financial Assistance (MCC and ESE)
Carmel fitness instructor credits healthy I ifestyle for quick stroke Qo
recovery
RY ANN M�RIF �HAlvtRO.t J<'�H ON MARCH ?4 ?0-?C. C"'ARMF C'OMMl !NI-Y
01:l,l,ff: Mu:,1: 'NCbti'l i11l1:11::::lt'd i11 ftlru::,:, (01 rrtu:,I uf 111:1 lifl:'. Bul cf(li:r r1:c:11.lil1i:; e, Uook 111�01 ly 20y1:cu ::iago
that in soi red her to exolorethe outdoors. she became a hiker. runner and grouo fitness instru:tor.
It's a deci sion th�t may have saved her life.
In March 2015, eight years after she began leading group workout clas!.es at the Monon Comrnuni:y Center,
�he suffered a stroke as she emotied the dishwasher on a Sunday morning in her Carme home.
"I was fine, and literally one second later, my room w;is upsida down; Muse said, "So, inst�ntly sat down,
and then I thought, Oh, my gosh, I'm going to fall over from sitting. So, then I aid down, and fortunately I had
family rnembers in inyhome, so I was able to call out for them:
Muse, then 48, doesn't remember much of what happened next. But she was rushed to a hospitol, where
doctors were able to treat her before much dama3e was done. She went home se,v.;,ral days late,r.
"The ernazing thing is that I did not need enykind of physical or speech therapy, and that's because I was in
good shaoe to begin with." she said.
While her fitness level eased her recovery. Muse's athletic endeavors also likety led to the stroke. Shes.id
the d� before it occurred. she �rticipated in a yoga workshop th.t 'ncluded .n e,<tended period in fish
p� She b<!lieves the PQSe. which involves leaning the head back on the floor white extending the chest
upward, dissected her right vertebral arte,y. The resulting bfod<age broke free the next day. resulting in the
stroke.
($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
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FUND 108 -EXTENDED SCHOOL ENRICHMENT
12-MONTH TRAILING FINANCIALS -2/28/25
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
$9,000,000
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FUND 109 -MONON COMMUNITY CENTER
12-MONTH TRAILING FINANCIALS -2/28/2025
Revenues Expenses Net Income
MONON COMMUNITY CENTER PASS REPORT
ANNUAL MONTHLY OTHER TOTAL %¹PREV. MONTH PREV. YEAR
MCC MEMBERSHIP PASSES
Youth 6 335 341 4 (17)
Adult 45 2,883 2,928 14 (29)
Senior 13 463 476 5 110
Senior (Legacy Pricing)9 62 71 (3)(7)
Military 0 16 16 2 (5)
Household 12 1,305 1,317 13 112
MCC Passes 85 5,064 5,149 35 164
Add'l HH Members 4,853 47 342
MCC Members 10,002 63%82 506
CORPORATE MEMBERSHIP PASSES
Youth 0 6 6 (1)(1)
Adult 8 270 278 11 (11)
Senior 2 31 33 (1)12
Senior (Legacy Pricing)0 0 0 0 0
Household 2 146 148 8 26
Corporate Passes 12 453 465 17 26
Add'l HH Members 526 23 85
Corporate Members 991 6%40 111
INSURANCE-PAID MEMBERSHIP PASSES
Prime 1,085 1,085 55 (197)
SilverSneakers 1,149 1,149 55 29
Active&Fit 1,091 1,091 48 (14)
Silver&Fit 260 260 13 (3)
Optum-Renew Active 1,390 1,390 64 29
Insurance Passes/Members 4,975 4,975 31%235 (156)
TOTAL PASSES 97 5,517 4,975 10,589 287 34
Percent of Total Passes 1%52%47%
TOTAL MEMBERS 15,968 357 461
¹ Percent of Total Members
CARMEL CLAY TRACK PASSES
Track Passes 1,819 29 253
Carmel Clay Track Passes 1,819 29 253
MARCH 2025 - NET CHANGE -
0
2,000
4,000
6,000
8,000
10,000
12,000
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MONON COMMUNITY CENTER
ANNUAL, MONTHLY & INSURANCE PASSES AS OF 3/31/2025
TOTAL
Membership
Insurance
Corporate
Created: 04/01/2025 Employment Report |March 2025
EMPLOYMENT REPORT |MARCH 2025
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 10 3 13
Extended School Enrichment/SCS 27 131 158
Marketing + Communications 4 0 4
Parks + Natural Resources 17 11 28
Recreation + Facilities 17 312 329
Period Ending Totals 78 457 535
Employee Demographics
0%10%20%30%40%50%60%70%80%90%100%
Full-Time
Part-Time
0
1
0
20
4
28
7
30
2
32
1
14
64
332
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 78 719 797
Leaves of Absenceii 0 262 262
Period Ending Totals 78 457 535
Created: 04/01/2025 Employment Report |March 2025
Employee Demographics Full-Time Part-Time
American Indian or Alaska Native 0 1
Asian 0 20
Black or African American 4 28
Hispanic or Latino 7 30
No Data 2 32
Two or More Races (Not Hispanic or Latino) 1 14
White 64 332
Total: 78 457
Created: 3/25/2025 Extended School Enrichment Report | Mar 2025
EXTENDED SCHOOL ENRICHMENT | March 2025
ESE is founded on the belief that each and every student is capable of being successful. We are committed to creating a
safe environment and assuring the development of a strong foundation in basic life skills.
After School Program
Program Highlights
During the 23/24 school year, ESE brought back optional, fee-based programs called Enrichment Specials for students
attending the afterschool program. These programs were specifically requested on numerous parent/guardian surveys
and by our Parent Advisory Council. ESE participants at Clay Center recently enjoyed a chess program offering.
Participation Rates
Total Registered Students (as of 3/25/25) 1,773
Comparison from Mar 2024 to Mar 2025 +133 (Mar 2024: 1,640)
Average Daily Attendance per School in Mar 92 participants (Mar 2024: 84)
Carmel Clay Schools (CCS) Employee Discounts (Fee Waivers)
Total Number of CCS Employees Receiving ESE Discounted Rates 118
Total Value of CCS Employee Discount Fee Waivers for Mar 2025 $22,630.50
ESE March 2025 Staff Star
Carmel Ruby Greeley
Cherry Tree Quinn Jones
Clay Center Delilah Albano
College Wood Hannah Velpel
Forest Dale Nyein Curtis
Mohawk Trails Olivia Weaver
Prairie Trace Michelle Yerkeson
Smoky Row Emma Stark
Towne Meadow Makenzie Burns
West Clay Alynne Edmonds
Woodbrook Kayden Dierks
Created: 04/01/2025 Recreation & Facilities Report | MAR 2025
RECREATION & FACILITIES REPORT | March 2025
MONON COMMUNITY CENTER / THE WATERPARK
•We welcomed a new full-time Member Services Supervisor. Bailee Pulley joined the team in
March!
Annual/Monthly Memberships Sold/Rejoined
Day/Punch Pass Visits
MAR 2025 Previous Month Previous Year
2,223 2,059 2,569
Total Member Visits
MAR 2025 Previous Month Previous Year
56,588 54,245 50,907
Group Fitness Class Participation
MAR 2025 Previous Month Previous Year
13,658 12,889 12,566
Corporate Wellness Package
Total
Participating Companies 13
Passholders 991
RECREATION PROGRAMMING
•We offered 86 general recreation programs and served 1,366 participants.
•Total served including Group Fitness classes was 15,024 participants.
MAR 2025 Previous Month Previous Year
572 638 499
Beginning Current Month Current Month Ending
Cash Balance Revenues Expenses Cash Balance
Bear Creek Park 22,749.11$ -$ -$ 22,749.11$
Interpretive Signage 13,309.71$ -$ -$ 13,309.71$
Invasive Species Mgmt/Restoration 45,000.00$ -$ -$ 45,000.00$
Central Park North Woods 2,200.00$ -$ -$ 2,200.00$
Pedal & Park 5,917.92$ -$ -$ 5,917.92$
Staff Appreciation 108.03$ 100.00$ -$ 208.03$
Staff Professional Development 10,180.00$ -$ -$ 10,180.00$
Volunteer Program 90.52$ -$ -$ 90.52$
West Park -$ -$ -$ -$
James Engledow Memorial 2,750.00$ -$ -$ 2,750.00$
Monon Greenway Dog Pots 3,000.00$ -$ -$ 3,000.00$
Recreation Programming 6,914.00$ 6,850.00$ -$ 13,764.00$
WR Greenway North Extension 10,000.00$ -$ -$ 10,000.00$
Undesignated (General)15,487.40$ -$ -$ 15,487.40$
144,656.69$
Administration & Planning Division
Month End Cash Balance
Gift Fund 853 Report
March 2025
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: B8FD775E-F38B-46CB-AB72-A4E1C47417A7
Created: 04/01/2025 Marketing & Communications Report | March 2025 | 1
MARKETING & COMMUNICATIONS REPORT | March 2025
TEAM HIGHLIGHTS
•The 2024 Annual Report was successfully completed and distributed
•Promotions were launched for all Summer Recreational Programs
•The Spring edition of Park Conversations Magazine has been finalized and sent for printing
•Started promotions for the inaugural Summer Fun Run series as a fundraiser for Carmel Clay Parks Foundation
SOCIAL MEDIA This month, these were our top posts across all platforms.
Top Facebook Post Top Instagram Post Top LinkedIn Post Top TikTok Post
Invasive for
Native Tree Swap
Summer Camp
Registration
Developmental
Disability
Awareness Month
Summer Fun
Run/Walk
171 Engagements
32,803 Impressions
47 Engagements
4,795 Impressions
10 Engagements
195 Impressions
3 Engagements
171 Impressions
WEBSITE This month, the website had the following page views from the user demographics listed below.
TOTAL PAGE VIEWS 120,049
TOP WEB PAGES PAGE VIEWS % OF TOTAL
MCC 18,785 16%
Home Page 9,361 8%
Active-Membership 3,786 3%
Active-Home 3,444 3%
Group Fitness 5,825 5%
18-24 25-34 35-44 45-54 55-64 65+
0
500
1,000
1,500
2,000
AGE
Westfield
Atlanta
Zionsville
Chicago
Fishers
Ashburn
Indianapolis
Carmel
0 1,000 2,000 3,000 4,000 5,000
LOCATION
New Users
33,000
Returning
Users
8,400
NEW VS. RETURNING USERS
Created: 04/01/2025 Marketing & Communications Report | March 2025 | 2
EARNED MEDIA
•Carmel Newsletter | Celebrate National Disability Awareness Month with these events and resources
•Hamilton County Reporter | Meet man behind success of Rotary Club of Carmel’s Leadership Connection’s
•World Atlas | 11 Best Places To Live In The United States In 2025
•Current Publishing | New east-west trail, Palladiscope frustrations discussed at Carmel councilors’ town hall
meeting
•X | The Monon Center lake is beautiful as always
•Current Publishing | Carmel fitness instructor credits healthy lifestyle for quick stroke recovery
•IndyStar | This Carmel ordinance could expand golf cart use. What it would mean for the Monon.
•Current Publishing | Review finds Promote Carmel used donated funds for garden to bail out JazzFest
Parks & Natural Resources Report | March 2025
PARKS & NATURAL RESOURCES REPORT | March 2025
NATURE PROGRAM PARTICIPATION
DATE PROGRAM ATTENDANCE/REGISTERED
3/4 Citizen Science 7/7
3/6, 3/13, 3/20,
3/27 Indiana Master Naturalist 22/24
3/7, 3/14, 3/21,
3/28 Knee High Naturalist: Birds 12/12
3/18 Citizen Science: Invasive Plants 11/11
3/22 Brownie – Hiker 8/8
3/25 Citizen Science – Frog Watch 5/6
March 65/68
VOLUNTEER SERVICE PARTICIPATION
PROGRAM CATEGORY HOURS PARTICIPANTS
Adaptive 3 1
Adopt-A-Park 15 10
Park Stewardship (Independent Service, Group Projects,
Public Volunteer Projects) 82.5 3
Citizen Science 73.9 48
TOTALS 174.4 62
PARK OPERATIONS
•Invasive species management at Central Park, Flowing Well, and West Park both internally and with contractors focusing on
early season targets such as bush honeysuckle, lesser celandine, and multiflora rose.
•Zip line cable guide repairs completed to get both zip lines back in service at River Heritage.
•Managing heaving concrete at Inlow including gate adjustments and initiating PO for contractors to replace panels around
building.
•New shade structure installed at Dog Park in small dog area.
•Replaced old light fixtures in West Park restroom building with new LEDs.
•New overhead lighting installed outside of the Monon tunnel (north and south ends) at 116th St. Ground lights demo TBD.
•Multiple staff completed certification training for use of herbicide/pesticide Category 6 through state of Indiana and also
completed continuing education credits for these certifications.
•Multiple staff completed Internal training with chainsaw operation and fire extinguisher operation.
•Hosted Hamilton County Soil and Water Conservation District pond maintenance/operation workshop at JPP with multiple
staff in attendance.
•Deep clean this month – litter clean up around Central Park parking lots after seasonal mowing of natural areas.
•Monthly park traffic notes:
o Westermeier Commons saw a 4,043 car increase in traffic in March compared to February. This increase of traffic
is also reflected in the staff recorded supplies and labor costs for March.
o Monon North Trailhead saw a hug spike +9,000 from February to March with the infrared trail counter.
Financial Assistance
January - March 2025
Month
Customers Served Value Customers Served Value Number of Students Value
January 12 622.50 1 75.00 52 13,400.15
February 12 622.50 0 0.00 51 14,136.05
March 12 622.50 0 0.00 49 15,584.34
April
May
June
July
August
September
October
November
December
Total 1,867.50$ 75.00$ 43,120.54$
MCC Passes 1,867.50$
MCC Programs 75.00$
ESE & Summer Camps 43,120.54$
Total Financial Assistance 45,063.04$
MCC Passes MCC Programs ESE & Summer Camps
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER Katie Mueller, Secretary
ACTION REQUESTED
Approval
ITEM/SUBJECT
March 11, 2025 Park Board Meeting Minutes
DOLLAR AMOUNT / FUND N/A MEETING DATE April 8, 2025
SUMMARY:
A draft of the minutes for the March 11, 2025 Park Board Meeting is provided for additions or
corrections.
STAFF RECOMMENDATION:
“I move to approve the minutes of the Park Board Meeting on March 11, 2025.”
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER
Mark Westermeier, Treasurer
ACTION REQUESTED
Acknowledgement
ITEM/SUBJECT Consolidated Financial Report for February 2025
DOLLAR AMOUNT / FUND N/A MEETING DATE April 8, 2025
SUMMARY:
Provided is the Consolidated Financial Report for February 2025.
STAFF RECOMMENDATION:
“I move to acknowledge receipt of the Consolidated Financial Report for February 2025.”
CARMEL CLAY PARKS & RECREATION
2025 YEAR-TO-DATE CONSOLIDATED FINANCIAL REPORT
Month: February 2025
(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 $6,415,719.00 $264,000.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $6,679,719.00
Clay Township $0.00 $0.00 $1,965,037.53 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $1,965,037.53
Impact Fees $0.00 $0.00 $0.00 $123,279.00 $0.00 $0.00 $0.00 $0.00 $0.00 $123,279.00
User Fees, Interest & Other Earned Income $0.00 $8,595.75 $48,518.38 $808,422.92 $887,692.82 $931,403.55 $26,741.87 $26,946.27 $0.00 $2,738,321.56
Total Revenues (a)$6,415,719.00 $272,595.75 $2,013,555.91 $931,701.92 $887,692.82 $931,403.55 $26,741.87 $26,946.27 $0.00 $11,506,357.09
OTHER FINANCING SOURCES
Cash Reserves as of 12/31/2022 $0.00 $1,654,932.78 $6,587,215.11 $3,777,142.68 $4,496,413.62 $4,799,474.87 $375,442.77 $123,617.39 $6,530.20 $21,820,769.42
Previous Year Encumbrances $463,876.76 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $463,876.76
Reimbursements $0.00 $0.00 $0.00 $0.00 ($116.64)$140.56 $0.00 $0.00 $0.00 $23.92
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 $463,876.76 $1,654,932.78 $6,587,215.11 $3,777,142.68 $4,496,296.98 $4,799,615.43 $375,442.77 $123,617.39 $6,530.20 $22,284,670.10
Total Revenues & Other Financing Sources (b)$6,879,595.76 $1,927,528.53 $8,600,771.02 $4,708,844.60 $5,383,989.80 $5,731,018.98 $402,184.64 $150,563.66 $6,530.20 $33,791,027.19
OPERATING EXPENSES
Transfer Out $264,000.00
Personal Services $593,012.76 $0.00 $0.00 $0.00 $505,396.48 $500,090.21 $0.00 $0.00 $0.00 $1,598,499.45
Supplies $37,643.83 $0.00 $0.00 $0.00 $44,837.73 $57,272.95 $6,668.79 $0.00 $0.00 $146,423.30
Other Services & Charges $395,906.86 $0.00 $0.00 $0.00 $103,858.35 $607,998.99 $54,875.40 $0.00 $0.00 $1,162,639.60
Capital Outlay $9,561.73 $0.00 $0.00 $0.00 $27,350.05 $637.18 $0.00 $0.00 $0.00 $37,548.96
Total Operating Expenses (c)$1,300,125.18 $0.00 $0.00 $0.00 $681,442.61 $1,165,999.33 $61,544.19 $0.00 $0.00 $2,945,111.31
DEVELOPMENT & OTHER EXPENSES
Capital Development & Maintenance $0.00 $288,840.06 $311,877.56 $690,640.54 $0.00 $703,730.75 $0.00 $12,856.87 $0.00 $2,007,945.78
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 $1,170.00 $0.00 $0.00 $0.00 $1,170.00
Total Development & Other Expenses $0.00 $288,840.06 $311,877.56 $690,640.54 $0.00 $704,900.75 $0.00 $12,856.87 $0.00 $2,009,115.78
Total Expenses (d)$1,300,125.18 $288,840.06 $311,877.56 $690,640.54 $681,442.61 $1,870,900.08 $61,544.19 $12,856.87 $0.00 $4,954,227.09
ENCUMBRANCES & RESERVES
Encumbrances & Dedicated Funds $0.00 $1,638,688.47 $8,288,893.46 $4,018,204.06 $0.00 $0.00 $0.00 $0.00 $6,530.20 $13,952,316.19
Designated Gifts $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $122,219.29 $0.00 $122,219.29
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 $3,252,547.19 $1,000,000.00 $0.00 $0.00 $0.00 $4,252,547.19
Capital Maintenance Reserve $0.00 $0.00 $0.00 $0.00 $0.00 $1,060,118.90 $290,640.45 $0.00 $0.00 $1,350,759.35
Cash Flow Reserve $0.00 $0.00 $0.00 $0.00 $1,450,000.00 $1,800,000.00 $50,000.00 $0.00 $0.00 $3,300,000.00
Total Encumbrances & Reserves $0.00 $1,638,688.47 $8,288,893.46 $4,018,204.06 $4,702,547.19 $3,860,118.90 $340,640.45 $122,219.29 $6,530.20 $22,977,842.02
Total Expenses, Encumbrances & Reserves (e)$1,300,125.18 $1,927,528.53 $8,600,771.02 $4,708,844.60 $5,383,989.80 $5,731,018.98 $402,184.64 $135,076.16 $6,530.20 $27,932,069.11
Net Income (a - c)n/a n/a n/a n/a $206,250.21 ($234,595.78)($34,802.32)n/a n/a n/a
Cost Recovery (a ÷ c)130%80%43%
Current Cash Balance & Investments (b - d)n/a $1,638,688.47 $8,288,893.46 $4,018,204.06 $4,702,547.19 $3,860,118.90 $340,640.45 $137,706.79 $6,530.20 $22,993,329.52
Unencumbered or Undedicated Funds (b - e)$5,579,470.58 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $15,487.50 $0.00 $5,594,958.08
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 March 2025
DOLLAR AMOUNT/FUND N/A MEETING DATE April 8, 2025
SUMMARY:
Provided for your review are March 2025 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 March 2025.”
Carmel/Clay Board of Parks and Recreation
Board Meeting Additional Information
PRESENTER
Kurtis Baumgartner, Assistant Director of Parks and Recreation/COO
ITEM/SUBJECT
Extended School Enrichment (108 Fund) P&L – Additional Information
MEETING DATE April 8, 2025
SUMMARY:
Provided for reference is additional information pertaining to disparity between the 2024 P/L Statement
totals compared to 2025.
Income:
0345040 – Park Department Fees: Increased revenue in 2025 can be attributed to several items, first and
foremost, overall increase in participation (students attending the program more frequently), and also
running Enrichment Specials earlier in the semester rather than later (January of 2025 vs. March of 2024),
which was recommended by the ESE Parent Advisory Committee.
Expense:
4230200 – Office Supplies: Increase in expenses in 2025 attributed to two-way radio repairs, and office
supplies needed once ESE fully moved their office from the MCC to the John Hensel Government Center.
4340800 – Program Contractors: Fees associated with Enrichment Specials, running them earlier in the
semester. Fees associated with contractors are offset by revenue generated by participants.
4341999 – Other Professional Fees: Timing related discrepancy related to credit card processing fees for
December of 2024, which were invoiced and paid in 2025.
4344100 – Cellular Phone Fees: While it appears that cellular phone fees have increased dramatically, the
discrepancy is timing related. Invoice for iPad data plans for the months of November and December of
was not received until later in 2024 and paid in January of 2025.
4353099 – Other Rental & Leases: Increase in rental fees is attributed to Extended School Enrichment
having its own dedicated office space at the John Hensel Government Center.
4359000 – Special Projects: Acquired onboarding materials for new hires, split between 108 and 109
fund.
4463000 – Furniture & Fixtures: As noted at a prior Park Board meeting, Quickbooks does not have a
mechanism which allows improvements like the furniture purchased for the new ESE office space to be
shown as Capital Development items which utilize cash reserves to cover expenditures, instead it groups
these items into Capital Outlay on the report. Most of the improvements shown in this line item are
attributed to ESE’s move to the John Hensel Government Center.
Carmel/Clay Board of Parks and Recreation
Board Meeting Additional Information
PRESENTER
Kurtis Baumgartner, Assistant Director of Parks and Recreation/COO
ITEM/SUBJECT
Monon Community Center (109 Fund) P&L – Additional Information
MEETING DATE April 8, 2025
SUMMARY:
Provided for reference is additional information pertaining to disparity between the 2024 P/L Statement totals
compared to 2025.
Income:
Overall revenue was substantially similar to 2024 levels; monitoring day pass revenue (346140) very closely;
believe that it’s feasible that individuals who previously purchased day passes could have acquired monthly
passes (revenue is up from 2024) due to cost savings factor.
Expense:
4239039 – General Program Supplies: Discrepancy attributed to group fitness replacement equipment (yoga
mats, steps, etc.) order. Over several years the equipment becomes dilapidated and needs to be refreshened.
Also beginning to purchase equipment, such as tubes for the Waterpark, earlier this year so that we have them
in time for Memorial Day weekend.
4341999 – Other Professional Fees: Increase due to UKG quarterly fees (Quarter 4 of 2024) being invoiced
towards the latter part of December 2024 and being paid in January of 2025.
4347500 – General Insurance: Nominal increase for insurance coverage of the Monon Community Center, and
vehicle insurance for 2025.
4349000 – Gas: Fees paid in January 2025 are due to the Artic temperatures experienced by Indiana at the
beginning of December; First half of December was also 1-6 degrees Fahrenheit below normal across the
Midwest.
4350100 – Building Repairs & Maintenance: While mechanical systems are in good shape, the facility is over
18 years old and it’s not out of the ordinary for components of these systems to need repairs. In February there
were several items that were addressed that were costly including, AHU-13 controllers and freeze stat, Chiller
Secondary Pumps - control valve (recommended replacement by Ameresco – not included as part of the
Guaranteed Energy Savings contract), and AHU-10 damper actuators that needed to be replaced.
4350400 – Grounds Maintenance: Landscape improvements at the Waterpark made in the fall of 2024 after it
had closed for the season were not invoiced until February 2025.
4353099 – Other Rentals & Leases: Discrepancy from 2024 to 2025 is attributed to lift rentals for various
improvement projects (cleaning, hanging banners, etc.) around the MCC, as well as, for the installation of the
Luckey Climber within Monon Station.
4462000 – Structure Improvements: As noted at a prior Park Board meeting, Quickbooks does not have a
mechanism which allows improvements like the indoor playground to be shown as Capital Development items
which utilize cash reserves to cover expenditures, instead it groups these items into Capital Outlay on the
report.
Carmel/Clay Board of Parks and Recreation
Board Meeting Additional Information
PRESENTER
Kurtis Baumgartner, Assistant Director of Parks and Recreation/COO
ITEM/SUBJECT
Parks and Facilities (110 Fund) P&L – Additional Information
MEETING DATE April 8, 2025
SUMMARY:
Provided for reference is additional information pertaining to disparity between the 2024 P/L Statement
totals compared to 2025.
Revenue:
Summer camp use of Wilfong Pavilion in 2023 was not invoiced until 2024, making 2024 facility rental
revenue appear quite a bit higher than 2025. Additionally, R&F has not invoiced ESE for Winter Break
camps in 2025, which is forthcoming.
Expense:
4237000 – Repair Parts: Replaced LED fixtures throughout Wilfong Pavilion to provide a more energy-
efficient solution, and better lighting.
4347500 – General Insurance: As has become somewhat typical, the cost for insurance increased in 2025.
Facilities covered by 110 funds include Wilfong and Perelman Pavilions, the dog park, and several
vehicles that are used to predominantly service these sites.
4348000 – Electricity: Timing issue, invoice from Duke Energy for Wilfong Pavilion not paid until
January 2025.
4350100 – Building Repairs & Maintenance: Discrepancy attributed to replacement of Dog Park restroom
sewage pump; Other expenses are attributed to preventative maintenance contracts, fire inspection
services, and minor repairs.
4463000 – Furniture & Fixtures: Installed new LED lighting at Central Bark Park in the mulch area
providing users with an improved experience. As noted at a prior Park Board meeting, Quickbooks does
not have a mechanism which allows improvements like this to be shown as Capital Development items
which utilize cash reserves to cover expenditures, instead it groups these items into Capital Outlay on the
report.
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER Mark Westermeier, Treasurer ACTION REQUESTED
Approval
ITEM/SUBJECT
Claim Sheet March 11, 2025
DOLLAR AMOUNT / FUND N/A MEETING DATE April 8, 2025
SUMMARY:
Claim Sheet March 11, 2025 is included for additions or
corrections.
STAFF RECOMMENDATION:
“I move to approve the Claim Sheet dated March 11, 2025.”
Docusign Envelope ID: 0DA679B4-9294-4CC8-BA0E-0E6DBE27BA47
Docusign Envelope ID: 0DA679B4-9294-4CC8-BA0E-0E6DBE27BA47
Docusign Envelope ID: 0DA679B4-9294-4CC8-BA0E-0E6DBE27BA47
Docusign Envelope ID: 0DA679B4-9294-4CC8-BA0E-0E6DBE27BA47
Docusign Envelope ID: 0DA679B4-9294-4CC8-BA0E-0E6DBE27BA47
Docusign Envelope ID: 0DA679B4-9294-4CC8-BA0E-0E6DBE27BA47
Docusign Envelope ID: 0DA679B4-9294-4CC8-BA0E-0E6DBE27BA47
Docusign Envelope ID: 0DA679B4-9294-4CC8-BA0E-0E6DBE27BA47
Docusign Envelope ID: 0DA679B4-9294-4CC8-BA0E-0E6DBE27BA47
Docusign Envelope ID: 0DA679B4-9294-4CC8-BA0E-0E6DBE27BA47
Docusign Envelope ID: 0DA679B4-9294-4CC8-BA0E-0E6DBE27BA47
Docusign Envelope ID: 0DA679B4-9294-4CC8-BA0E-0E6DBE27BA47
Docusign Envelope ID: 0DA679B4-9294-4CC8-BA0E-0E6DBE27BA47
Docusign Envelope ID: 0DA679B4-9294-4CC8-BA0E-0E6DBE27BA47
Docusign Envelope ID: 0DA679B4-9294-4CC8-BA0E-0E6DBE27BA47
Docusign Envelope ID: 0DA679B4-9294-4CC8-BA0E-0E6DBE27BA47
Docusign Envelope ID: 0DA679B4-9294-4CC8-BA0E-0E6DBE27BA47
4/2/2025
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 March 7, 2025 and March 21, 2025
DOLLAR AMOUNT/FUND N/A MEETING DATE April 8, 2025
SUMMARY:
Provided for your approval are payroll wages and liabilities for payroll dates March 7, 2025 and March
21, 2025.
RECOMMENDED MOTION:
“I move to approve payroll wages and liabilities for payroll dates March 7, 2025 and March 21, 2025.
Carmel/Clay Board of Parks and Recreation
Payroll Claims Form
Total Gross Wages for Regular Payroll dated 03/07/2025 $296,230.96
Total Payroll Liabilities for Regular Payroll dated 03/07/2025 $109,656.73
Total Gross Wages for Regular Payroll dated 03/21/2025 $294,775.80
Total Payroll Liabilities for Regular Payroll dated 03/21/2025 $107,974.39
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 $808,637.88, and such payroll is
in compliance with Resolution No. 8-13-02-02.
Park Board President Date
Docusign Envelope ID: 879C03F7-ED45-4544-B47C-453CBDF77148
4/1/2025
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 March 2025
DOLLAR AMOUNT / FUND
N/A
MEETING DATE
April 8, 2025
RECEIVED
AS
DATE AMOUNT DONOR DESIGNATION GL/FUND
Sponsorship 3/4/2025 $1,500.00 Grand Appliance
& TV
Waterpark
Cabanas
853 (Gift Fund)
Sponsorship 3/18/2025 $1250.00 Indiana University
Health
Family Nature
Walk
853 (Gift Fund)
Sponsorship 3/18/2025 $1,000.00 Centier Bank Monon Mixer 853 (Gift Fund)
Sponsorship 3/20/2025 $3,100.00 Merrifield
Exteriors
Lunch & Learn
Waterpark Cabana
853 (Gift Fund)
Donation 3/31/2025 $100.00 Anonymous Staff Appreciation 853 (Gift Fund)
TOTAL RECEIPTS: $6,950.00
STAFF RECOMMENDATION:
Accept monies as received.