HomeMy WebLinkAbout2025-05-13-Park-Board-PacketCarmel/Clay Board of Parks and Recreation
Tuesday, May 13, 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 Comments
4.Staff Reports
5.Committees
a.Finance Committee
b.Strategic Funding Committee
6.Minutes – Secretary
a.April 8, 2025, Park Board Meeting
7.Financial Reports – Treasurer
a.Consolidated Financial Report for March 2025
b.CCPR P&L Statements for April 2025
8.Claims – Treasurer
a.Claim Sheet May 13, 2025
b.CCPR Payroll for April 4, 2025, and April 18, 2025
9.Monetary Gifts, Grants, Partnerships, and Sponsorships for April 2025 – Eric Mehl
10.New Business
a.Consideration of Resolution G-2025-005 Naming Jerry’s Native Tree Walk – Michael Klitzing
b.Consideration of Resolution P-2025-001 Adopting Indiana Code §5-23 (authorizing use of Public-
Private Agreements for capital projects) – Michael Klitzing
c.City of Carmel Infrastructure Bond Projects
i.Consideration of Master Services Agreement with CTI – Michael Klitzing
ii.Consideration of Resolution P-2025-002 Authorizing Release of a Request for Proposals
for Bear Creek Phase 1 Under Indiana Code §5-23 and Establishing an Evaluation
Committee to Prepare RFP and Make Recommendations – Michael Klitzing
11.Old Business
a.White River Greenway North Extension
i.Consideration of Amendment #1 to contract with Morphey Construction – Michael
Klitzing
ii.Consideration of Amendment #2 to Professional Services Agreement with CTI
Construction, Inc. for construction management services – Michael Klitzing
b.Bear Creek Park
i.Statement of Intent to Apply for Land and Water Conservation Fund (LWCF) Grant – Eric
Mehl
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 May 13, 2025
Selected news articles:
▪ Designed for all
▪ Invasive Species Removal and Swap
Standard monthly reports for March 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 April 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)
($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 -3/31/25
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 -3/31/2025
Revenues Expenses Net Income
MONON COMMUNITY CENTER PASS REPORT
ANNUAL MONTHLY OTHER TOTAL %¹PREV. MONTH PREV. YEAR
MCC MEMBERSHIP PASSES
Youth 7 299 306 (35)(51)
Adult 43 2,817 2,860 (68)(98)
Senior 14 451 465 (11)92
Senior (Legacy Pricing)9 62 71 0 (8)
Military 0 16 16 0 (6)
Household 13 1,282 1,295 (22)75
MCC Passes 86 4,927 5,013 (136)4
Add'l HH Members 4,733 (120)173
MCC Members 9,746 61%(256)177
CORPORATE MEMBERSHIP PASSES
Youth 0 4 4 (2)(4)
Adult 8 277 285 7 (2)
Senior 2 31 33 0 12
Senior (Legacy Pricing)0 0 0 0 0
Household 2 152 154 6 28
Corporate Passes 12 464 476 11 34
Add'l HH Members 542 16 90
Corporate Members 1,018 6%27 124
INSURANCE-PAID MEMBERSHIP PASSES
Prime 1,115 1,115 30 126
SilverSneakers 1,198 1,198 49 249
Active&Fit 1,120 1,120 29 163
Silver&Fit 263 263 3 59
Optum-Renew Active 1,445 1,445 55 258
Insurance Passes/Members 5,141 5,141 32%166 855
TOTAL PASSES 98 5,391 5,141 10,630 41 893
Percent of Total Passes 1%51%48%
TOTAL MEMBERS 15,905 (63)1,156
¹ Percent of Total Members
CARMEL CLAY TRACK PASSES
Track Passes 1,844 25 271
Carmel Clay Track Passes 1,844 25 271
APRIL 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 4/30/2025
TOTAL
Membership
Insurance
Corporate
Created: 05/05/2025 Employment Report |April 2025
EMPLOYMENT REPORT |APRIL 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 4 14
Extended School Enrichment/SCS 27 183 210
Marketing + Communications 4 0 4
Parks + Natural Resources 18 13 31
Recreation + Facilities 17 345 362
Period Ending Totals 79 545 624
Employee Demographics
0%10%20%30%40%50%60%70%80%90%100%
Full-Time
Part-Time
0
1
0
26
4
33
7
36
2
38
1
16
65
395
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 79 764 843
Leaves of Absenceii 0 219 219
Period Ending Totals 79 545 624
Created: 05/05/2025 Employment Report |April 2025
Employee Demographics Full-Time Part-Time
American Indian or Alaska Native 0 1
Asian 0 26
Black or African American 4 33
Hispanic or Latino 7 36
No Data 2 38
Two or More Races (Not Hispanic or Latino) 1 16
White 65 395
Total: 79 545
Created: 4/28/2025 Extended School Enrichment Report | Apr 2025
EXTENDED SCHOOL ENRICHMENT | April 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
ESE participants celebrated Earth Day on April 22nd as our last awareness activity for the 24/25 school
year. The students learned what Earth Day is all about and created a flower project using paper straws and
cupcake liners.
Participation Rates
Total Registered Students (as of 4/28/25) 1,734
Comparison from Apr 2024 to Apr 2025 +100 (Apr 2024: 1,634)
Average Daily Attendance per School in Apr 89 participants (Apr 2024: 85)
Carmel Clay Schools (CCS) Employee Discounts (Fee Waivers)
Total Number of CCS Employees Receiving ESE Discounted Rates 119
Total Value of CCS Employee Discount Fee Waivers for Apr 2025 $17,328.00
ESE April 2025 Staff Star
Carmel May Murad
Cherry Tree Montgomery Sutton
Clay Center Bob Wittig
College Wood Nicole Ambrogi
Forest Dale Barb Page
Mohawk Trails Kory Lamb
Prairie Trace Sutton Arnold
Smoky Row Allison Anderson
Towne Meadow Jordan Calhoun
West Clay Aiden Wilson
Woodbrook Violet Terry
Created: 05/01/2025 Recreation & Facilities Report | APR 2025
RECREATION & FACILITIES REPORT | April 2025
MONON COMMUNITY CENTER / THE WATERPARK
Annual/Monthly Memberships Sold/Rejoined
Day/Punch Pass Visits
APR 2025 Previous Month Previous Year
1,882 2,223 2,496
Total Member Visits
APR 2025 Previous Month Previous Year
47,322 56,588 45,860
Group Fitness Class Participation
APR 2025 Previous Month Previous Year
12,731 13,658 12,124
Corporate Wellness Package
Total
Participating Companies 13
Passholders 1,018
RECREATION PROGRAMMING
• We offered 65 general recreation programs and served 1,112 participants.
• Total served including Group Fitness classes was 13,843 participants.
APR 2025 Previous Month Previous Year
425 572 513
Beginning Current Month Current Month Ending
Cash Balance Revenues Expenses Cash Balance
Bear Creek Park 22,749.11$ -$ -$ 22,749.11$
Interpretive Signage 13,309.71$ -$ -$ 13,309.71$
Invasive Species Mgmt/Restoration 45,000.00$ -$ 12,954.00$ 32,046.00$
Central Park North Woods 2,200.00$ -$ -$ 2,200.00$
Pedal & Park 5,917.92$ -$ -$ 5,917.92$
Staff Appreciation 208.03$ 100.00$ 68.59$ 239.44$
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 13,764.00$ 3,500.00$ -$ 17,264.00$
WR Greenway North Extension 10,000.00$ -$ -$ 10,000.00$
Undesignated (General)15,880.99$ -$ -$ 15,880.99$
135,627.69$
Administration & Planning Division
Month End Cash Balance
Gift Fund 853 Report
April 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: E8D6AD98-EA47-4EA7-8E95-75828489D8D4
Created: 05/01/2025 Marketing & Communications Report | April 2025 | 1
MARKETING & COMMUNICATIONS REPORT | April 2025
TEAM HIGHLIGHTS
• Heston designed and finalized the Monon Station logo and all signage for the area. Additionally, he finalized the Jerry’s
Native Trail Walk interpretive signage.
• Ingrid worked on optimizing SEO and keywords on blogs and website pages to improve search engine visibility and
ranking. She also worked on social media content creation for summer programming
• Grace drafted the email quarterly report for Q1 of 2025 and edited the 2025 fall recreation program guide class
descriptions
• The marketing team has been preparing for the opening of The Waterpark in May with signage updates, social media
content, website updates and other communications that will go out to the community
SOCIAL MEDIA This month, these were our top posts across all platforms.
Top Facebook Post Top Instagram Post Top LinkedIn Post Top TikTok Post
Spring Break
Indoor Pool
Outdoor Pools
Being Filled
Hiring Program
Supervisor
Run/Walk Season
90 Engagements
54,916 Impressions 145 Engagements
3,281 Impressions
36 Engagements
386 Impressions
84 Engagements
1,900 Impressions
Created: 05/01/2025 Marketing & Communications Report | April 2025 | 2
WEBSITE This month, the website had the following page views from the user demographics listed below.
EARNED MEDIA
• Town Planner| Birding 101
• WIBC | The Waterpark in Carmel to Host 21+ Monon Mixer Events This Summer
• RL Turner | Video: Monon Community Center Playground
• Town Planner| Central Park Clean Sweep
• WTLC | The Waterpark in Carmel to Host 21+ Monon Mixer Events This Summer
• The Times of Noblesville | Carmel Parks Encourages Invasive Species Removal
• Hamilton County Reporter | Carmel Clay Parks & Recreation encourages invasive species removal with annual
Invasive for Native Tree Swap
• WISH TV | Carmel Clay Parks & Recreation again offering Invasive for Native Tree Swap
• WKDQ | Best of Indiana: 13 Water Parks to Make a Splash This Summer
• WISH TV X | Invasive for Native Tree Swap
• Shrub Removal Carmel | Bradford Pear Tree Removal in Hamilton County, Indiana – Join the Invasive Species
Trade In Movement
• Current in Carmel | Report reveals Christkindlmarkt concerns as some question review process
• Indy Star | Carmel committee probes Christkindlmarkt salaries, pushes for less reliance on city dollars
• Current in Carmel | Veterans Park proposed near Carmel VFW
• Current in Carmel | Carmel in brief — April 22, 2025
• Current in Carmel | Carmel reworking plans for proposed food hall along Monon
• Current in Carmel | Free native tree giveaway in Carmel through Arbor Day
• Travel Indiana | Designed for All
TOTAL PAGE VIEWS 139,539
TOP WEB PAGES PAGE VIEWS % OF TOTAL
MCC 18,650 13%
Home Page 8,821 6%
Active-Membership 3,792 3%
Active-Home 4,273 3%
Group Fitness 5,288 4%
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
Greenfield
Indianapolis
Carmel
0 1,000 2,000 3,000 4,000 5,000 6,000 7,000
LOCATION
New Users
35,000
Returning
Users
9,000
NEW VS. RETURNING USERS
Created: 05/01/2025 Marketing & Communications Report | April 2025 | 3
• City of Carmel Newsletter | City of Carmel Newsletter 4-25-2025
• Hamilton County Reporter | Carmel Clay Parks & Recreation receives $1,000 grant from Duke Energy
Foundation
Parks & Natural Resources Report | March 2025
PARKS & NATURAL RESOURCES REPORT | April 2025
NATURE PROGRAM PARTICIPATION
DATE PROGRAM ATTENDANCE/REGISTERED
4/10, 4/17 Indiana Master Naturalist 15/24 + 20/24
4/17 My Park Series: Flowing Well wildflowers 2/5
April 37/53
VOLUNTEER SERVICE PARTICIPATION
PROGRAM CATEGORY HOURS PARTICIPANTS
Adopt-A-Park 32 8
Citizen Science 69.9 58
Park Stewardship (Independent Service, Group Projects,
Public Volunteer Projects) 174 118
TOTALS 275.9 184
PARK OPERATIONS
• Welcome new Park Operations Manager – Natural Resources, Sean Sluyter.
• Invasive species management at Central Park, Flowing Well, Founders, TMNP, Inlow, Prairie Meadow, River Heritage, and
West Park with staff, contractors, and volunteers focusing on targets such as callery pear, white mulberry, poison hemlock,
bush honeysuckle, lesser celandine, garlic mustard and multiflora rose.
• Drumstick cables replaced at Carey Grove.
• Hazard trees mitigated from Central Park north woods to reduce risk around dog park, shelters, and trails.
• Fresh asphalt restriping on Monon Greenway center line and stop bars and crack fill at Flowing Well with new striping.
• Installed new soil and seed at Founders to restore gravel/impacted area near utility access point at drop off loop.
• Repaired shade structure at Westermeier Commons to prepare for splash pad season.
• Energized seasonal fixtures – drinking fountains, River Heritage restroom, and umbrellas.
• Final mulch installations occurring with contracted support of landscape beds.
• Contracted hazard mitigation from tornado damage at Cherry Tree Park.
• Managed multiple responses to multiple properties to remove limbs, building debris, and trees as a result of tornado.
• New concrete at Inlow around restroom building and at pickleball entry to mitigate challenges from frost heaves.
• Deep clean this month – Carey Grove restroom and litter clean up at TMNP from construction debris blowing over.
o
Financial Assistance
April 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 10 562.50 0 0.00 52 12,163.62
May
June
July
August
September
October
November
December
Total 2,430.00$ 75.00$ 55,284.16$
MCC Passes 2,430.00$
MCC Programs
ESE & Summer Camps 55,284.16$
Total Financial Assistance 57,714.16$
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
April 8, 2025 Park Board Meeting Minutes
DOLLAR AMOUNT / FUND N/A MEETING DATE May 13, 2025
SUMMARY:
A draft of the minutes for the April 8, 2025 Park Board Meeting is provided for additions or corrections.
STAFF RECOMMENDATION:
“I move to approve the minutes of the Park Board Meeting on April 8, 2025.”
Carmel/Clay Board of Parks and Recreation
Park Board Meeting
Tuesday, April 8, 2025, 6:00 p.m.
John W. Hensel Government Center
10701 North College Avenue
Carmel, Indiana 46280
Member(s) Present: Jonathan Blake, Jenn Kristunas, Katie Mueller, James Garretson, Jon Shapiro,
Mark Westermeier (virtual)
Member(s) Absent: Judith Hagan, Josh Orahood, Riddhi Shukla
Others Present: Michael Klitzing, Department Director/CEO; Zach Nicely, Park Board Counsel
Roll Call, Call to Order & Pledge of Allegiance
Board Vice President Kristunas welcomed everyone to the meeting, and asked Ms. Mueller to call the role.
Ms. Mueller stated that there was a quorum, and Ms. Kristunas called the meeting to order at 6:07 p.m.,
followed by the Pledge of Allegiance.
Public Comments
Director Klitzing welcomed and introduced Clay Township Trustee Paul Hensel, who was in attendance for the
meeting.
Staff Reports
Director Klitzing stated Staff Reports were included in the Park Board packet. No questions were asked by
the board.
Committee Reports
Finance Committee
Mr. Westermeier reported that the Finance Committee did not meet last month.
Strategic Funding Committee
Mr. Westermeier reported that the Strategic Funding Committee did not meet last month.
Minutes
March 11, 2025, Park Board Meeting Minutes
Ms. Mueller made a motion to approve the minutes of the Park Board Meeting dated March 11, 2025.
Motion was seconded by Mr. Garretson and passed unanimously 6 – 0 by a roll call vote.
Carmel/Clay Board of Parks and Recreation
April 8, 2025 John W.
Hensel Government Center
Page 2
Financial Reports
Consolidated Financial Report for February 2025; CCPR P&L Statements for March 2025
Mr. Blake made a motion to acknowledge receipt of the Consolidated Financial Report for February 2025
and to acknowledge receipt of the P&L Statements for March 2025. Motion was seconded by Mr. Shapiro and
passed unanimously 6 – 0 by a roll call vote.
Claims
Claim Sheet April 8, 2025; CCPR Payroll for March 7, 2025, and March 21, 2025
Mr. Blake made a motion to approve the Claim Sheet dated April 8, 2025; and to approve payroll wages and
liabilities for payroll dates March 7, 2025, and March 21, 2025. Motion was seconded by Ms. Mueller and
passed unanimously 6 – 0 by a roll call vote.
Monetary Gifts, Grants, Partnerships, and Sponsorships for March 2025
Director Klitzing reported that in March of 2025 the department received five sponsorships. Grand
Appliance & TV contributed a $1,500 sponsorship for the Waterpark cabanas; IU Health $1,250 for Family
Nature Walks; Centier Bank $1,000 for Monon Mixer events; Merrifield Exterior $3,100 for Lunch & Learn
programs and Waterpark cabanas; and a $100 donation from an anonymous donor towards staff
appreciation.
Mr. Garretson made a motion to accept the items as presented. Motion was seconded by Ms. Mueller and
passed unanimously 6 – 0 by a roll call vote.
Ms. Kristunas expressed her appreciation to everyone for their generous sponsorships and donations. She
inquired whether this was the first time cabanas had been sponsored. Director Klitzing clarified that cabana
sponsorships began last year and that the program is continuing, with efforts underway to secure
additional sponsorships not only for cabanas, but also for other park amenities.
New Business
No new business.
Old Business
No old business.
Attorney’s Report
Mr. Nicely updated the Park Board on current projects:
• Finalizing the closing documents on the purchase of Lawhead property located along River Rd.
Survey should be completed by, April 16, 2025. Closing within week thereafter.
• Working on MOU with City of Carmel related to the infrastructure bond projects, for projects
specific to parks.
• Continuing to work on an Employee Claim through the Indiana Civil Rights Commission; update should
be forthcoming at the next meeting.
Carmel/Clay Board of Parks and Recreation
April 8, 2025 John W.
Hensel Government Center
Page 3
Director’s Report
Director Klitzing provided updates on the following:
• Cherry Tree Park sustained significant storm damage from the EF-1 tornado that impacted Carmel. The
tornado’s path affected two undeveloped park properties, with Cherry Tree Park experiencing the most
damage. Numerous trees had been uprooted, and large limbs had become entangled in the canopy. The
estimated cost of the damage was approximately $32,000. Due to the complexity of the cleanup, the
work had been contracted out and was scheduled to begin on April 25.
• Storm damage along the Monon Greenway south of City Hall and between the Japanese Garden was
shared, noting that limbs and insulation from nearby tornado damage were cleaned up, including debris
from the ditch, which was connected to the stormwater management system for Central Carmel.
• Members, visitors, and staff at the MCC sheltered in place following protocol until it was safe. No major
damage occurred, highlighting the importance of emergency procedures.
• With Spring Break in Carmel, many families and staff are out of town or out of the office, resulting in a
relatively slow week.
Mr. Garretson asked Director Klitzing about the tornado damage and potential insurance reimbursement. In
response, Director Klitzing explained that he is working with the city to explore possible reimbursement from
the State. Following the Mayor's emergency declaration, there may be funding opportunities available. The Fire
Chief is assisting the city, utilizing his prior experience with Indiana Homeland Security to identify resources that
could help cover expenses.
Mr. Garretson inquired about replacing the trees at Cherry Tree Park. Director Klitzing explained that the trees
were large, and the team is considering suitable replacement species while also discussing the best use of the
park. Given its proximity to Inlow Park, Director Klitzing noted the value of retaining Cherry Tree Park for its
open space.
Information Items
Mr. Blake reported the Plan Commission discussed amendments to the primary plat for North End, which is
located on Smoky Row west of the Monon Greenway. Mr. Blake requested the developer to reach out to Director
Klitzing since the project is adjacent to the Monon Greenway. Director Klitzing confirmed Old Town, the
developer, had contacted him and a meeting has been scheduled. This project received a Park and Recreation
Impact Fee Credit approved by the Board of Public Works, which requires the extension of the Hagan-Burke Trail
through the development.
Mr. Shapiro reported Carmel Clay Schools was fortunate with the storms last week, and that no school buildings
were damaged. There were volleyball matches going on at the high school and was fortunate that everyone was
safe. Mr. Shapiro also noted the School Board and Administration are waiting to see what happens with the state
legislature and the impact on school funding.
Director Klitzing reported there were no updates for the Climate Action Committee.
Director Klitzing reported the Parks Foundation had not met.
Park Board Comments / Discussion
Ms. Kristunas emphasized that safety is the top priority in emergency situations and expressed gratitude to the
staff for ensuring the safety of members and guests.
Carmel/Clay Board of Parks and Recreation
April 8, 2025 John W.
Hensel Government Center
Page 4
Adjournment
Mr. Garretson made a motion to adjourn the meeting, seconded by Mr. Blake. With no objections, Ms. Kristunas
adjourned the meeting at 6:32 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://
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER
Mark Westermeier, Treasurer
ACTION REQUESTED
Acknowledgement
ITEM/SUBJECT
Consolidated Financial Report for March 2025
DOLLAR AMOUNT / FUND N/A MEETING DATE May 13, 2025
SUMMARY:
Provided is the Consolidated Financial Report for March 2025.
STAFF RECOMMENDATION:
“I move to acknowledge receipt of the Consolidated Financial Report for March 2025.”
CARMEL CLAY PARKS & RECREATION
2025 YEAR-TO-DATE CONSOLIDATED FINANCIAL REPORT
Month: March 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 $204,106.00 $0.00 $0.00 $0.00 $0.00 $0.00 $204,106.00
User Fees, Interest & Other Earned Income $0.00 $12,518.10 $71,004.65 $818,813.90 $1,705,897.00 $1,419,535.72 $39,994.69 $34,289.86 $0.00 $4,102,053.92
Total Revenues (a)$6,415,719.00 $276,518.10 $2,036,042.18 $1,022,919.90 $1,705,897.00 $1,419,535.72 $39,994.69 $34,289.86 $0.00 $12,950,916.45
OTHER FINANCING SOURCES
Cash Reserves as of 12/31/2024 $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 $1,931,450.88 $8,623,257.29 $4,800,062.58 $6,202,193.98 $6,219,151.15 $415,437.46 $157,907.25 $6,530.20 $35,235,586.55
OPERATING EXPENSES
Transfer Out $264,000.00
Personal Services $887,515.66 $0.00 $0.00 $0.00 $761,959.86 $756,163.33 $0.00 $0.00 $0.00 $2,405,638.85
Supplies $49,956.60 $0.00 $0.00 $0.00 $77,319.77 $80,916.26 $6,949.57 $0.00 $0.00 $215,142.20
Other Services & Charges $446,728.09 $0.00 $0.00 $0.00 $167,279.08 $799,159.69 $68,945.69 $0.00 $0.00 $1,482,112.55
Capital Outlay $10,100.38 $0.00 $0.00 $0.00 $27,350.05 $10,993.24 $0.00 $0.00 $0.00 $48,443.67
Total Operating Expenses (c)$1,658,300.73 $0.00 $0.00 $0.00 $1,033,908.76 $1,647,232.52 $75,895.26 $0.00 $0.00 $4,151,337.27
DEVELOPMENT & OTHER EXPENSES
Capital Development & Maintenance $0.00 $477,160.60 $345,243.60 $970,700.94 $167,600.38 $1,717,169.57 $27,096.00 $12,856.87 $0.00 $3,717,827.96
Transfers to Cash Change Fund $0.00 $0.00 $0.00 $0.00 $0.00 $15,400.00 $0.00 $0.00 $0.00 $15,400.00
Gift Card & Customer Credit Transfers $0.00 $0.00 $0.00 $0.00 $0.00 $1,341.00 $0.00 $0.00 $0.00 $1,341.00
Total Development & Other Expenses $0.00 $477,160.60 $345,243.60 $970,700.94 $167,600.38 $1,733,910.57 $27,096.00 $12,856.87 $0.00 $3,734,568.96
Total Expenses (d)$1,658,300.73 $477,160.60 $345,243.60 $970,700.94 $1,201,509.14 $3,381,143.09 $102,991.26 $12,856.87 $0.00 $7,885,906.23
ENCUMBRANCES & RESERVES
Encumbrances & Dedicated Funds $0.00 $1,454,290.28 $8,278,013.69 $3,829,361.64 $0.00 $0.00 $0.00 $0.00 $6,530.20 $13,568,195.81
Designated Gifts $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $129,169.29 $0.00 $129,169.29
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 $3,550,684.84 $1,000,000.00 $0.00 $0.00 $0.00 $4,550,684.84
Capital Maintenance Reserve $0.00 $0.00 $0.00 $0.00 $0.00 $38,008.06 $262,446.20 $0.00 $0.00 $300,454.26
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 $1,454,290.28 $8,278,013.69 $3,829,361.64 $5,000,684.84 $2,838,008.06 $312,446.20 $129,169.29 $6,530.20 $21,848,504.20
Total Expenses, Encumbrances & Reserves (e)$1,658,300.73 $1,931,450.88 $8,623,257.29 $4,800,062.58 $6,202,193.98 $6,219,151.15 $415,437.46 $142,026.16 $6,530.20 $29,734,410.43
Net Income (a - c)n/a n/a n/a n/a $671,988.24 ($227,696.80)($35,900.57)n/a n/a n/a
Cost Recovery (a ÷ c)165%86%53%
Current Cash Balance & Investments (b - d)n/a $1,454,290.28 $8,278,013.69 $3,829,361.64 $5,000,684.84 $2,838,008.06 $312,446.20 $145,050.38 $6,530.20 $21,864,385.29
Unencumbered or Undedicated Funds (b - e)$5,221,295.03 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $15,881.09 $0.00 $5,237,176.12
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 April 2025
DOLLAR AMOUNT/FUND N/A MEETING DATE May 13, 2025
SUMMARY:
Provided for your review are April 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 April 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 May 13, 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 overall increase in
participation (students attending the program more frequently).
Expense:
4230200 – Office Supplies: Increase in office supplies attributed to repair and replacement of two-way
radios as staff prepares for the upcoming summer camp season.
4341999 – Other Professional Fees: Timing related discrepancy related to credit card processing fees for
December of 2024, which were invoiced and paid in 2025. Additionally, as revenue generated from
programs and services offered by ESE/SCS increases, so do the amount of credit card fees paid by the
division.
4343000 – Travel Fees & Expenses: Travel arrangements for ESE staff that attended the National
Afterschool Association Conference in 2025, which was held in Nashville, TN and also the Boost
Conference which was held in Palm Springs, Florida. Due to staffing, this is the first school year CCPR
has been able to send staff to the conference since before the Covid-19 pandemic.
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.
4357004 – External Instructor Fees: Discrepancy between 2024 and 2025 is due to two prevailing items,
summer camp accreditation through the American Camp Association (every three years), and also 2025
conference registrations taking place earlier (registrations occurred in March of 2024).
4463000 – Furniture & Fixtures: As noted at January 2025 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 May 13, 2025
SUMMARY:
Provided for reference is additional information pertaining to disparity between the 2024 P/L Statement totals
compared to 2025.
Income:
Overall revenue is 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 has become 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.
4340800 – Program Contractors: Timing related attributed to several contractors whose programs finished in
late 2024 not submitting invoices to CCPR until end of March of 2025. CCPR has requested that moving
forward invoices be submitted in a timelier manner.
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. This line item also includes fees
for credit card processing, which means that typically when revenue for services and programs offered at the
MCC increases, so do the amount of fees we have to pay.
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.
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 May 13, 2025
SUMMARY:
Provided for reference is additional information pertaining to disparity between the 2024 P/L Statement
totals compared to 2025.
Revenue:
Trending slightly ahead of 2024; CCPR facilitated a dog park registration event in April, adding
approximately 100 additional furry friends from the waitlist.
Expense:
4237000 – Repair Parts: Replacing 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 the 110 fund include the 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.
4350400 – Grounds Maintenance: Most of the expenses year to date are predominantly attributed to snow
and ice management of the dog park, Founders, and Wilfong Pavilions.
4463000 – Furniture & Fixtures: As noted at a prior Park Board meeting, Quickbooks does not have a
mechanism which allows improvements to be shown as Capital Development items which utilize cash
reserves to cover expenditures, instead grouping these items into Capital Outlay. For the 110 fund, these
expenses are attributed to adding additional LED lighting in the mulch area of the dog park, additionally
added a new shade structure in the small dog area.
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER
Mark Westermeier, Treasurer
ACTION REQUESTED
Approval
ITEM/SUBJECT
Claim Sheet May 13, 2025
DOLLAR AMOUNT / FUND N/A MEETING DATE May 13, 2025
SUMMARY:
Claim Sheet May 13, 2025 is included for additions or corrections.
STAFF RECOMMENDATION:
“I move to approve the Claim Sheet dated May 13, 2025.”
Docusign Envelope ID: DEB6A485-660F-4493-B38D-4751266C7E4A
Docusign Envelope ID: DEB6A485-660F-4493-B38D-4751266C7E4A
Docusign Envelope ID: DEB6A485-660F-4493-B38D-4751266C7E4A
Docusign Envelope ID: DEB6A485-660F-4493-B38D-4751266C7E4A
Docusign Envelope ID: DEB6A485-660F-4493-B38D-4751266C7E4A
Docusign Envelope ID: DEB6A485-660F-4493-B38D-4751266C7E4A
Docusign Envelope ID: DEB6A485-660F-4493-B38D-4751266C7E4A
Docusign Envelope ID: DEB6A485-660F-4493-B38D-4751266C7E4A
Docusign Envelope ID: DEB6A485-660F-4493-B38D-4751266C7E4A
Docusign Envelope ID: DEB6A485-660F-4493-B38D-4751266C7E4A
Docusign Envelope ID: DEB6A485-660F-4493-B38D-4751266C7E4A
Docusign Envelope ID: DEB6A485-660F-4493-B38D-4751266C7E4A
Docusign Envelope ID: DEB6A485-660F-4493-B38D-4751266C7E4A
Docusign Envelope ID: DEB6A485-660F-4493-B38D-4751266C7E4A
Docusign Envelope ID: DEB6A485-660F-4493-B38D-4751266C7E4A
Docusign Envelope ID: DEB6A485-660F-4493-B38D-4751266C7E4A
Docusign Envelope ID: DEB6A485-660F-4493-B38D-4751266C7E4A
Docusign Envelope ID: DEB6A485-660F-4493-B38D-4751266C7E4A
Docusign Envelope ID: DEB6A485-660F-4493-B38D-4751266C7E4A
Docusign Envelope ID: DEB6A485-660F-4493-B38D-4751266C7E4A
5/6/2025
sjy
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER
Eric Mehl, Administration & Planning
Director/CAO
ACTION REQUESTED
Approval
ITEM/SUBJECT
CCPR Payroll for April 4, 2025, and April 18, 2025
DOLLAR AMOUNT/FUND N/A MEETING DATE May 13, 2025
SUMMARY:
Provided for your approval are payroll wages and liabilities for payroll dates April 4, 2025, and April
18, 2025.
RECOMMENDED MOTION:
“I move to approve payroll wages and liabilities for payroll dates April 4, 2025, and April 18, 2025.
Carmel/Clay Board of Parks and Recreation
Payroll Claims Form
Total Gross Wages for Regular Payroll dated 04/04/2025 $301,988.42
Total Payroll Liabilities for Regular Payroll dated 04/04/2025
$109,038.12
Total Gross Wages for Regular Payroll dated 04/18/2025 $287,386.60
Total Payroll Liabilities for Regular Payroll dated 04/18/2025 $106,529.07
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 $804,942.21, and such payroll is
in compliance with Resolution No. 8-13-02-02.
Park Board President Date
Docusign Envelope ID: 92563274-8077-4C24-9560-2F9F3BC07387
5/6/2025
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 April 2025
DOLLAR AMOUNT / FUND
N/A
MEETING DATE
May 13, 2025
RECEIVED
AS
DATE AMOUNT DONOR DESIGNATION GL/FUND
Grant 4/15/2025 $1,000.00 Duke Energy Adaptive Programs 853 (Gift Fund)
Donation 4/16/2025 $2,500.00 Anna Kozlansky Nature Programs 853 (Gift Fund)
Donation 4/21/2025 $100.00 Anonymous Staff Appreciation 853 (Gift Fund)
TOTAL RECEIPTS: $3,600.00
STAFF RECOMMENDATION:
Accept monies as received.
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER
Michael W. Klitzing, Director/CEO
ACTION REQUESTED
Recommended Motion
ITEM/SUBJECT
Consideration of Resolution G-2025-005 Naming the Native Tree Walk at Carey Grove
Park
DOLLAR AMOUNT/FUND N/A MEETING DATE May 13, 2025
SUMMARY:
As was shared during the February Park Board meeting, we were saddened to report that Jerry Kozlansky,
Park Operations Manager – Natural Resources, passed away at his home on February 9, 2025.
Jerry was a dedicated steward of the natural environment and a valued member of the Carmel Clay Parks
& Recreation (CCPR) team. His responsibilities included overseeing nature programming, volunteer
management, and natural resource operations. Jerry held a master’s degree from Marywood University in
Scranton, PA, and a bachelor’s degree in outdoor recreation from Syracuse University. He had a deep
love for educating others and a lifelong passion for hunting and angling.
During his time with CCPR, Jerry made a lasting impact. He revitalized the department’s half-day
summer camp nature programs, expanded outreach efforts with scouts through badge initiatives, and
consistently brought enthusiasm and positivity to the Parks and Natural Resources team.
One of Jerry’s final projects was the development of a Native Tree Walk at Carey Grove Park. This walk,
located along the park’s quarter-mile trail, offers both recreational and educational value by highlighting
native tree species. It is designed to help park visitors explore the diversity, beauty, and ecological
benefits of our region’s native trees while learning to identify them and understand their role in the local
ecosystem. Attachment A includes a sample of the signage that would be installed to honor Jerry.
Given Jerry’s dedication and leadership on this initiative, CCPR recommends naming the tree walk in his
honor. “Jerry’s Native Tree Walk” would serve as a meaningful tribute to his legacy and his unwavering
commitment to nature education and conservation.
RECOMMENDED MOTION:
“I move to approve Resolution G-2025-005.”
Pa
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.
RESOLUTION G-2025-005
A RESOLUTION OF THE CARMEL/CLAY BOARD OF PARKS AND RECREATION
NAMING THE NATIVE TREE WALK AT CAREY GROVE PARK AFTER JERRY KOZLANSKY
WHEREAS, the Carmel/Clay Board of Parks and Recreation (the “Park Board”) is a unit of
government created and authorized to administer the Carmel/Clay Department of Parks and Recreation
(the “Department”) pursuant to that certain agreement entitled “Interlocal Cooperation Agreement” signed
by the respective authorized officials of Clay Township, Hamilton County, Indiana and City of Carmel,
Indiana on July 30, 2002 and effective January 1, 2003, as amended from time to time; and
WHEREAS, the Naming Policy for Parks, Facilities, and Components, approved by the Park Board
through Resolution P-2016-002 on September 13, 2016, as amended from time to time, permits parks,
facilities, and components to be named in honor of a deceased individual who has made significant
contributions to the community; and
WHEREAS, Carmel Clay Parks & Recreation hired Jerry Kozlansky on May 15, 2023, to serve as the
departments Park Operations Manager – Natural Resources; and
WHEREAS, Mr. Kozlansky was a dedicated steward of the natural environment and a valued
member of the Carmel Clay Parks & Recreation team; and
WHEREAS, under Mr. Kozlansky’s leadership, Carmel Clay Parks & Recreation experienced
significant growth with half-day summer camp nature programs, outreach efforts with scouts through
badge initiatives; and
WHEREAS, one of Mr. Kozlansky’s final projects was the development of a Native Tree Walk at
Carey Grove Park; and
WHEREAS, the Park Board wishes to publicly recognize and honor Mr. Kozlansky for his tremendous
leadership and impact on Carmel Clay Parks & Recreation.
NOW, THEREFORE, BE IT RESOLVED that the Carmel/Clay Board of Parks and Recreation hereby
names the Native Tree Walk at Carey Grove Park (14001 Carey Road, Carmel, IN), Jerry’s Native Tree Walk
in honor of Jerry Kozlansky.
APPROVED AND ADOPTED by the Carmel/Clay Board of Parks and Recreation this 13th day of May
2025 by a vote of ____ ayes and ____ nays.
CARMEL/CLAY BOARD OF PARKS AND RECREATION
Judith F. Hagan, President
Aye Nay
Jenn Kristunas, Vice-President
Aye Nay
Mark Westermeier, Treasurer
Aye Nay
Katie Mueller, Secretary
Aye Nay
Jonathan Blake
Aye Nay
James D. Garretson
Aye Nay
Josh Orahood
Aye Nay
Jon Shapiro
Aye Nay
Riddhi Shukla
Aye Nay
CERTIFICATION
I certify under the penalties of perjury that the foregoing members of the Carmel/Clay Board of Parks and
Recreation voted as indicated above at a public meeting on May 13th 2025.
Judith F. Hagan, President
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER
Michael W. Klitzing, Director/CEO
ACTION REQUESTED
Recommended Motion
ITEM/SUBJECT
Consideration of Resolution P-2025-001 Adopting Indiana Code §5-23 (authorizing use
of Public-Private Agreements for capital projects)
DOLLAR AMOUNT/FUND N/A MEETING DATE May 13, 2025
SUMMARY:
Under the Park Board’s Purchase Policy, last approved by Resolution P-2022-001 on December 13, 2022,
the process for procuring public works contracts is restricted to the provisions identified in Indiana Code
§36-1-12. For projects with a cost of $150,000 or more, this requires procurement through a competitive
sealed bid with award to the lowest responsive and responsible bidder. Commonly referred to as Design-
Bid-Build, the Park Board is responsible for hiring the designers, which prepares the bid documents in
coordination with the Park Board Attorney and staff, issuance of bids, and awarding of contract. The
contractor builds the public works project based on the bid specifications with associated costs for any
deviations from the plans (documented through change orders) typically the sole responsibility of the Park
Board.
In addition to the traditional Design-Bid-Build process, state statute allows political subdivisions to use
Public-Private Agreements, frequently referred to as Build-Operate-Transfer (BOT) Agreements, to
contract for capital projects. The BOT statute allows the Park Board to select a developer based on the
“most advantageous” offer received through a Request for Proposals (RFP) process instead of being
required to select the lowest responsive and responsible bidder, which does not necessarily equate to the
most qualified contractor. Through this process, the winning developer is responsible for the design and
construction of the project, providing a guaranteed cost to prevent (or at least minimize) additional costs
to the political subdivision, shifting risk from the political subdivision to the developer. With BOT
projects, ownership of the property is transferred to the contractor at least during construction. Often,
upon completion of construction, the improved property is transferred back to the political subdivision,
although sometimes the contractor retains responsibility to operate and maintain the improvement for a
specified timeframe after development is completed. The specifics of the arrangement are outlined within
the RFP and contract.
In order to use the BOT process, a political subdivision must pass a resolution (or ordinance in the case of
towns, cities, and counties) to adopt the provisions of Indiana Code §§5-23 et seq. Adoption of the
proposed Resolution P-2025-001 does not bound the Park Board to use BOT, but does allow this
procurement process to be used if the Park Board deems it beneficial to do so. Prior authorization from
the Park Board will be required to use BOT for any specific project.
The proposed resolution was prepared by Park Board Attorney Bosma.
RECOMMENDED MOTION:
“I move to approve Resolution P-2025-001.”
RESOLUTION NO. P– 2025 –001
RESOLUTION OF THE CARMEL/CLAY BOARD OF PARKS AND RECREATION
ADOPTING INDIANA CODE §5-23
The Carmel/Clay Board of Parks and Recreation (the “Board”) met at a duly called and
authorized meeting of the Board held on the date set forth below, such meeting being called
pursuant to a notice stating the time, place and purpose of the meeting received by all of the
Board Members, and the following Resolutions were made, seconded and adopted by a majority
of those present at the meeting, which constituted a legal quorum of the Board.
WHEREAS, the Board desires to adopt the provisions of Ind. Code §§5-23 et seq. (the
“Act”) in accordance with the provisions of Ind. Code §5-23-1-1; and
WHEREAS, prior to utilizing the provisions of the Act for a given project the Board shall
be required to adopt a Resolution directing the use of the Act for the project
NOW, THEREFORE, BE IT RESOLVED BY THE CARMEL/CLAY BOARD OF PARKS AND
RECREATION AS FOLLOWS:
Section 1. The foregoing Recitals are incorporated herein by this reference.
Section 2. The Board hereby adopts the provisions of the Act.
Section 3. This Resolution shall take effect immediately upon its adoption.
APPROVED AND ADOPTED by the Carmel/Clay Board of Parks and Recreation on this 13th
day of May, 2025, by a vote of ___ ayes and ___ nays.
CARMEL/CLAY BOARD OF PARKS AND RECREATION
Judith F. Hagan, President
Aye Nay
Jenn Kristunas, Vice-President
Aye Nay
Mark Westermeier, Treasurer
Aye Nay
Katie Mueller, Secretary
Aye Nay
Jonathan Blake
Aye Nay
James D. Garretson
Aye Nay
Joshua Orahood
Aye Nay
Jon Shapiro
Aye Nay
Riddhi Shukla
Aye Nay
CERTIFICATION
I certify under the penalties of perjury that the foregoing members of the Carmel/Clay Board of Parks
and Recreation voted as indicated above at a public meeting on May 13th, 2025.
Judith F. Hagan, President
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER
Michael Klitzing, Director of Parks and
Recreation/CEO
ACTION REQUESTED
Recommended Motion
ITEM/SUBJECT
Consideration of Master Services Agreement with CTI Construction, LLC (for City of
Carmel Infrastructure Bond Projects)
DOLLAR AMOUNT/FUND
TBD
MEETING DATE
May 13, 2025
SUMMARY:
Carmel City Council approved Ordinance D-2727-24 on October 7, 2024, authorizing the issuance of a
$110 million infrastructure bond to fund various projects throughout the community, including the
following Parks projects:
• Bear Creek Park (Level 1 Priority Project #7)
• Autumn Greenway Trail and related improvements (Level 1 Priority Project #5)
• Memorial Greenway Trail and related improvements (Level 1 Priority Project #6)
• Adjacent public park (“Ironwood Park”) for roundabout at the 136th Street and Ironwood Rive
intersection (Level 1 Priority Project #1)
• Streetscaping improvements and enhancements (“White River Streetscape Improvements”) along
River Road between Haverton Way and 146th Street (Level 1 Priority Project #18)
CCPR has found it beneficial to have a third party to serve as our owner’s representative and provide
construction inspection services, especially for larger projects and/or when multiple projects are occurring
concurrently. Based on our positive experience working with CTI Construction on the White River
Greenway North Extension and the various Clay Township Impact Program projects, CCPR requested a
proposal from CTI to assist with the above identified projects to be funded by the 2024 City of Carmel
Infrastructure Bond (“24-CIB”).
A master agreement has been drafted by Park Board Attorney Brian Bosma, through which CCPR may
contract with CTI to provide owner’s representative and inspection services for the 24-CIB projects. The
provided proposal letter from CTI outlines the potential costs to provide services for the various bond-
funded projects. CCPR is not bound to use CTI for any of the identified services and retains the right to
cancel the master services agreement at any time without cause.
RECOMMENDED MOTION:
“I move the Park Board authorize the Director of Parks and Recreation, in coordination with legal
counsel, to execute a Master Services Agreement with CTI Construction, LLC.”
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER
Michael W. Klitzing, Director/CEO
ACTION REQUESTED
Recommended Motion
ITEM/SUBJECT
Consideration of Resolution P-2025-002 Authorizing Release of a Request for Proposals
for Bear Creek Park Phase 1 Under Indiana Code §5-23 and Establishing an Evaluation
Committee
DOLLAR AMOUNT/FUND
N/A
MEETING DATE
May 13, 2025
SUMMARY:
Carmel City Council approved Ordinance D-2727-24 on October 7, 2024, authorizing issuance of a $110
million infrastructure bond to fund various projects throughout the community. One of the projects
identified as a Level 1 priority within the ordinance was phase 1 development of Bear Creek Park. With
this funding, CCPR will be able to achieve one of the top priorities identified in the Comprehensive Parks
and Recreation Master Plan.
The City has encouraged CCPR to use the Build-Operate-Transfer (BOT) model to develop the new park,
subject to Park Board approval of proposed Resolution P-2025-001 authorizing use of this process.
Unlike the traditional Design-Bid-Build model historically used by the Park Board, the BOT statute
allows the CCPR to select a qualified developer based on the “most advantageous” offer received through
a Request for Proposal (RFP) process instead of being required to select the lowest, responsive and
responsible bidder, which does not necessarily equate to the most qualified contractor.
The proposed Resolution P-2025-002 does the following:
1. Establishes an RFP Evaluation committee tasked with preparing an RFP, assessing RFP
responses, and making a recommendation to the Park Board, which retains final approval
authority.
• The designated voting members are Park Board Treasurer Mark Westermeier, City
Councilors Rich Taylor and Matt Snyder, Carmel Chief Infrastructure Officer Jeremy
Kashman, and CCPR Parks and Recreation Director Michael Klitzing, with Park Board
Attorney Brian Bosma and CTI Construction President Dave Ford serving as advisors to
the committee.
2. Authorizes issuance of an RFP using the BOT model for phase 1 development of Bear Creek
Park.
3. Delegates authority to the Director to take administrative actions necessary to implement the
terms of the resolution.
The proposed resolution was prepared by Park Board Attorney Brian Bosma
RECOMMENDED MOTION:
“I move to approve Resolution P-2025-002.”
RESOLUTION NO. P– 2025 – 002
RESOLUTION OF THE CARMEL/CLAY BOARD OF PARKS AND RECREATION
AUTHORIZING RELEASE OF A REQUEST FOR PROPOSALS FOR BEAR CREEK PARK PHASE 1
UNDER INDIANA CODE §5-23 AND TAKING CERTAIN OTHER ACTIONS RELATED THERETO
The Carmel/Clay Board of Parks and Recreation (the “Board”) met at a duly called and
authorized meeting of the Board held on the date set forth below, such meeting being called
pursuant to a notice stating the time, place and purpose of the meeting received by all of the
Board Members, and the following Resolutions were made, seconded and adopted by a majority
of those present at the meeting, which constituted a legal quorum of the Board.
WHEREAS, the Board has adopted Resolution No. P-2025-001 adopting the provisions of
Ind. Code §§5-23 et seq. (the “Act”); and
WHEREAS, the Board desires to issue a request for proposals (the “RFP”) under the Act
for the development, construction, financing, operation, and/or transfer of certain park
improvements to be installed at Bear Creek Park located at 14330 Shelbourne Road, Carmel
Indiana (the “Project”); and
WHEREAS, for the purpose of developing and constructing the Project, the Board desires
to enter into a Public-Private Agreement (the “Agreement”) with a developer to be selected
under the terms of the Act; and
WHEREAS, for the purpose of issuing and evaluating responses to the RFP the Board
desires to appoint an RFP Evaluation Committee (the “Committee”) to prepare the RFP, solicit
responses, evaluate responses and make a recommendation to the Board regarding the selection
of a developer for the Project.
NOW, THEREFORE, BE IT RESOLVED BY THE CARMEL/CLAY BOARD OF PARKS AND
RECREATION AS FOLLOWS:
Section 1. The foregoing Recitals are incorporated herein by this reference.
Section 2. The Board hereby appoints an RFP Evaluation Committee (the “Committee”),
comprised of Carmel Councilors Rich Taylor and Matt Snyder, Board Member Mark Westermeier,
Carmel Chief Infrastructure Officer Jeremy Kashman and Parks Director Michael Klitzing (the
“Director”) as voting members with Board Attorney Brian Bosma and CTI Construction President
David Ford serving as advisors to the Committee. The Committee shall remain established until
the conclusion of the RFP process, whether by recommending a proposal for acceptance by the
Board or by the Board terminating the RFP process.
Section 3. The Board hereby authorizes the Committee to issue a Request for Proposals
under the Act for the development, construction, financing, operation, and/or transfer of the
Project and to make a recommendation to the Board, as it deems appropriate, to enter into an
Agreement with a developer selected under the terms of the Act.
Section 4. The Director is hereby authorized, empowered and directed to take all action
necessary to implement the terms of this Resolution.
Section 5. This Resolution shall take effect immediately upon its adoption.
APPROVED AND ADOPTED by the Carmel/Clay Board of Parks and Recreation on this 13th
day of May, 2025, by a vote of ___ ayes and ___ nays.
CARMEL/CLAY BOARD OF PARKS AND RECREATION
Judith F. Hagan, President
Aye Nay
Jenn Kristunas, Vice-President
Aye Nay
Mark Westermeier, Treasurer
Aye Nay
Katie Mueller, Secretary
Aye Nay
Jonathan Blake
Aye Nay
James D. Garretson
Aye Nay
Joshua Orahood
Aye Nay
Jon Shapiro
Aye Nay
Riddhi Shukla
Aye Nay
CERTIFICATION
I certify under the penalties of perjury that the foregoing members of the Carmel/Clay Board of Parks
and Recreation voted as indicated above at a public meeting on May 13th, 2025.
Judith F. Hagan, President
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER
Michael W. Klitzing, Director/CEO
ACTION REQUESTED
Recommended Motion
ITEM/SUBJECT
Consideration of Amendment #1 to contract with Morphey Construction for White
River Greenway North Extension
DOLLAR AMOUNT/FUND $777,214 (NR Park Capital Fund 103) MEETING DATE May 13, 2025
SUMMARY:
At its meeting on February 13, 2024, the Park Board awarded a contract to Morphey Construction for
development of the White River Greenway North Extension, which will extend the existing multipurpose trail
from its current northern terminus across from Tall Timber Run to 146th Street. Construction of the trail is
being funded by a $4 million READI Grant from the Indiana Economic Development Corporation (IEDC)
received though the Central Indiana Regional Development Authority (CIRDA).
Portions of the new section of the White River Greenway traverse through Conner Prairie’s Conservation
Campus. This campus, located in Carmel south of 146th Street between the White River and River Road, will
ultimately include a new museum experience, education and ecology center, eco-lodging, and innovation
center. Conner Prairie’s development plans are part of a Planned Unit Development (PUD) approved by
Carmel City Council on October 24, 2023.
While working with other governmental entities in Central Indiana to prepare the region’s $50 million grant
proposal to IEDC, Hamilton County committed to provide a $1 million matching grant to each Hamilton
County project that secured a READI Grant. For Carmel, our project was the Hamilton County South River
District, which was defined to encompass Conner Prairie’s Conservation Campus and CCPR development
plans within the White River corridor. Our hope was to secure over $8.3 million to fund phase 1 development
of the education and ecology center envisioned to be jointly operated by CCPR and Conner Prairie.
When IEDC ultimately awarded CIRDA $20 million (instead of the $50 million requested), the amount of
funding available for a project within the South River District was more than cut in half. This resulted in the
decision to use the $4 million READI Grant to develop the north extension of the White River Greenway.
The proposed amendment will fund construction of a new entry drive into Conner Prairie’s Conservation
Campus, ensuring this roadway is constructed concurrent with the White River Greenway. With construction
of the entry drive slightly past the greenway, this will mitigate the potential for damage, conflicts or closures to
the trail during the construction process. The change order will be funded with the $1 million matching grant
received from Hamilton County. This is consistent with Hamilton County’s goal for the funds to benefit both
CCPR and Conner Prairie. The remaining funds from the Hamilton County grant will remain available for
CCPR project(s) within the White River corridor. A copy of the plans are provided for reference.
RECOMMENDED MOTION:
“I move to approve Amendment #1 to the contract with Morphey Construction in the amount of $777,214.”
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER
Michael Klitzing, Director of Parks and
Recreation/CEO
ACTION REQUESTED
Recommended Motion
ITEM/SUBJECT
Consideration of Amendment #2 to Construction Manager Agreement with CTI
Construction, LLC for Inspection Services
DOLLAR AMOUNT/FUND
$28,800 (NR Parks Capital Fund 103)
MEETING DATE
May 13, 2025
SUMMARY:
At its meeting on May 11, 2021, the Park Board originally authorized an agreement with CTI
Construction, LLC to serve as the construction manager (CM) for the White River Greenway North
Extension project. After awarding the construction contract to Morphey Construction, the Park Board
approved the first amendment to the CTI agreement on March 12, 2024, adding inspection services during
construction to CTI’s scope of services.
Since the existing agreement with CTI did not anticipate inspection services for the Conner Prairie entry
drive, which will require more hours to complete, this amendment ensures we will have sufficient funds
to cover this added scope. The costs attributed to this amendment will be paid from the proceeds of the $1
million grant from Hamilton County.
RECOMMENDED MOTION:
“I move to authorize the Director of Parks and Recreation, in coordination with legal counsel, to execute
Amendment #2 to the existing Construction Manager Agreement with CTI Construction, LLC in the
amount of $28,800.”
Carmel/Clay Board of Parks and Recreation
Board Meeting Agenda Item
PRESENTER
Eric Mehl, Administration & Planning Director
ACTION REQUESTED
Acknowledgement
ITEM/SUBJECT
Statement of Intent to Apply for Land and Water Conservation Fund (LWCF) Grant
DOLLAR AMOUNT / FUND N/A MEETING DATE May 13, 2025
SUMMARY:
Carmel Clay Parks & Recreation is planning to seek federal funding through the means of applying for a
Land and Water Conservation Fund (LWCF) grant to assist in construction of Bear Creek Park. This grant
will require the minimum of an equal match in funds, which will be requested as part of the budget.
Requested funding will be dependent on the IN DNR’s available funding and application maximums once
they are made public.
As a part of the requirements to apply for this grant, the department is required to give notice to the public
of our intention to apply for federal funding and invite any public comment on this matter in subsequent
public meetings before the application is submitted.
This grant application will be submitted in late-2025.
STAFF RECOMMENDATION:
“I move to acknowledge receipt of CCPR’s intent to apply for federal funding to assist with construction
of Bear Creek Park.”