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HomeMy WebLinkAbout05-13-25 PB Meeting MinutesCarmel/Clay Board of Parks and Recreation May 13, 2025 John W. Hencel Centerl Government Center Page 5 Carmel/Clay Board of Parks and Recreation Park Board Meeting Tuesday, May 13, 2025, 6:00 p.m. John W. Hensel Government Center 10701 North College Avenue Carmel, Indiana 46280 Member(s) Present: Jonathan Blake, James Garretson, Judith Hagan, Jenn Kristunas, Josh Orahood, Jon Shapiro, Mark Westermeier, Riddhi Shukla Member(s) Absent: Katie Mueller Others Present: Michael Klitzing, Department Director/CEO; Kurtis Baumgartner, Assistant Director/COO; Eric Mehl, Administration and Planning Director/CAO; Zach Nicely, Park Board Counsel Roll Call, Call to Order & Pledge of Allegiance Board President Hagan welcomed everyone to the meeting, and asked Ms. Kristunas to call the role. Ms. Kristunas stated that there was a quorum, and Board President Hagan called the meeting to order at 6:03 p.m., followed by the Pledge of Allegiance. Public Comments Board President Hagan welcomed two Carmel residents to the meeting. Introducing Chad Trenshaw, a Wilson Village resident, who expressed strong opposition to the Autumn Greenway, citing a lack of communication regarding the project. Mark Stevens, who lives at the Cottages in Carmel and backs up to the Autumn Pathway project, shared similar concerns. He attended a community input meeting where CEO Michael Klitzing presented plans for the greenway to the community. He opposed the removal of trees and reduction of green space and wanted it on record that he and his neighbors were unhappy. Staff Reports Assistant Director Baumgartner stated Staff Reports were included in the Park Board packet. Board President Hagan asked about the progress of the invasive tree trade-out. Michael Allen, who was in attendance, said it was going well, and all the available trees were disseminated to participants. Board President Hagan also noted that RL Turner created a time-lapse video of the indoor Monon Station construction and encouraged everyone to watch it. Assistant Director Baumgartner mentioned that he will send the link, and the only improvement would be better background music. Committee Reports Finance Committee Mr. Westermeier reported that the Finance Committee has not met. Strategic Funding Committee Board Director Hagan disbanded the Strategic Funding Committee she had appointed, stating it was no longer needed due to the active Finance Committee. Minutes April 8, 2025, Park Board Meeting Minutes Ms. Kristunas made a motion to approve the minutes of the Park Board Meeting dated April 8, 2025. Motion was Docusign Envelope ID: 788027CC-C3EC-42DD-98FB-21093F22713E Carmel/Clay Board of Parks and Recreation May 13, 2025 John W. Hencel Centerl Government Center Page 5 seconded by Mr. Blake and passed unanimously 7-0. Financial Reports Consolidated Financial Report for March 2025; CCPR P&L Statements for April 2025 Mr. Westermeier made a motion to acknowledge receipt of the Consolidated Financial Report for March 2025, to acknowledge receipt of the P&L Statements for April 2025. Motion was seconded by Mr. Blake and passed unanimously 7-0. Claims Claim Sheet May 13, 2025; CCPR Payroll for April 4, 2025, and April 18, 2025 Mr. Westermeier made a motion to approve the Claim Sheet dated May 13, 2025; and to approve payroll wages and liabilities for payroll dates April 4, 2025, and April 18, 2025. Motion was seconded by Ms. Kristunas and passed unanimously 7-0. Mr. Garretson raised a question about recent budget discussions, referencing earlier comments that the City of Carmel is considering a 7% to 10% cut to the CCPR budget. Director Klitzing confirmed this, stating that he had attended a meeting with the City's Chief Financial Officer (CFO) and other department heads, where the target reduction was identified as "at least 7% to 10%" of the current (2025) budget. Departments are expected to use zero-based budgeting again for the 2026 cycle. Director Klitzing noted that specific budget guidelines from the CFO would be provided the following day. Mr. Garretson also inquired about whether the same cuts would apply to other departments. Klitzing responded that, based on the meeting, yes, the reduction target is city-wide. The conversation then shifted to Senate Bill 1 (SB 1), which grants authority for cities of 5,000+ residents to impose a local income tax (LIT) of up to 1.2%, effective as early as 2028 if passed. Klitzing clarified the following:  The City of Carmel currently has no municipal LIT rate, though Hamilton County does, with distributions to local government units by formula.  The park board does not directly receive LIT, and past LIT allocated for Central Park bond payments (via Clay Township) ended when the bond was paid off in January 2025.  If Carmel City Council chose to pursue a local LIT, the earliest vote would be October 2027, during a municipal election year.  The decision would rest solely with the City Council and does not require outside approval.  The council could choose any rate from 0% up to 1.2%. Monetary Gifts, Grants, Partnerships, and Sponsorships for April 2025 Mr. Mehl reported that in April of 2025, the department received three sponsorships totaling $3600. Duke Energy contributed $1000 grant for Adaptive programming; Anna Kozlansky donated $2,500 for Nature Programs; and a $100 donation from an anonymous donor towards staff appreciation. Ms. Kristunas made a motion to accept the items as presented. Motion was seconded by Mr. Blake and passed unanimously 7-0. Ms. Kristunas expressed her appreciation to each of the donors for their generosity. New Business Consideration of Resolution G-2025-005 Naming Jerry’s Native Tree Walk Docusign Envelope ID: 788027CC-C3EC-42DD-98FB-21093F22713E Carmel/Clay Board of Parks and Recreation May 13, 2025 John W. Hencel Centerl Government Center Page 5 Director Klitzing presented Resolution G-2025-005, naming the Native Tree Walk at Carey Grove Park, and read the accompanying cover sheet requesting the board to approve the walk after Jerry Kozlansky. Michael Allen, Parks and Natural Resources Director, was asked to come to the podium to support the resolution and say a few words about Mr. Kozlansky, noted the acknowledgement was a perfect way to share nature's stories with children and adults while recognizing the late Mr. Kozlansky for his efforts with regards to the project. Ms. Kristunas made a motion to approve Resolution G-2025-005. Motion was seconded by Mr. Shapiro and passed unanimously 7-0. Board President Hagan was excited to see that the tree walk at Carey Grove Park was being re-activated and that Jerry had played a role in facilitating the project helping fulfill its original purpose. Consideration of Resolution P-2025-001 Adopting Indiana Code §5-23 (authorizing use of Public-Private Agreements for capital projects) Director Klitzing introduced Resolution P-2025-001, which would authorize the Park Board to use the Build- Operate-Transfer (BOT) procurement method if deemed beneficial. Under the Park Board’s current Purchase Policy, public works projects costing $150,000 or more must follow Indiana Code §36-1-12, requiring competitive sealed bidding and awarding contracts to the lowest responsive and responsible bidder. This traditional Design-Bid-Build process involves the Park Board managing design, bidding, and contracting, with the Board typically responsible for the cost of any project changes. BOT agreements, allowed under Indiana law, let the Park Board select a developer through a Request for Proposals (RFP) based on the most advantageous offer, shifting design, construction, and cost overrun risks to the developer. While adoption of Resolution P-2025-001 does not commit the Board to use BOT, it enables the option, with each project still requiring prior approval from the Park Board. Mr. Westermeier stated that this option was not previously available without the City’s authorization and asked if this was something new. Director Klitzing clarified that the City Council has also authorized the use of 5-23, which opens the door for the board adopt the process. Mr. Westermeier inquired about the potential risks or downsides of using this method, especially in relation to bid bonds and insurance protections that are part of the traditional bidding process. Park Board Legal Counsel clarified that while this is an alternative tool, it offers more flexibility and creativity in selecting proposals, and all standard risk protections remain applicable unless modified through the RFP structure. Mr. Westermeier asked whether a labor rate review committee would still be required. Director Klitzing responded that the state legislature removed the requirement to review labor rates several years ago. This applies to all projects and is no longer necessary under either procurement method. Mr. Westermeier asked whether adopting this method would give staff the authority to proceed with projects directly. Staff clarified that each project must still return to the Park Board for approval. Additionally, each project must have a review committee to help assemble the RFP and evaluate proposals. The Park Board retains final authority to approve, modify, or reject recommendations. Mr. Westermeier asked if this approach could result in faster project delivery. Staff confirmed that, depending on the nature of the project and selected proposal, the design-build method could accelerate timelines compared to the traditional bid process. It may also provide an alternative financing mechanism, where the selected proposer funds the project upfront and is reimbursed over time. However, staff noted that public bonds typically offer lower interest rates, and would remain the preferred funding method for most projects. Docusign Envelope ID: 788027CC-C3EC-42DD-98FB-21093F22713E Carmel/Clay Board of Parks and Recreation May 13, 2025 John W. Hencel Centerl Government Center Page 5 Mr. Westermeier asked whether funding must be secured before initiating the design-build process. Staff explained that while cash-on-hand is not required upfront, there must be a reliable revenue stream identified to repay costs over time. Mr. Blake added that one of the advantages of using a design-build approach, such as the BOT (Build-Operate- Transfer) model, is that it typically comes with a guaranteed maximum price. This allows the Board to understand the full project cost upfront. Any cost increases would only occur if the Board makes scope changes during the project. He emphasized this as a strength of the model. Director Klitzing noted that under this model, the developer takes on most of the construction risk. In contrast, under the traditional bidding process, the City acts as the developer and bears responsibility for all cost overruns. The design-build process transfers much of that risk to the private partner. Mr. Westermeier asked whether this model helps address unforeseen construction issues, such as problematic soil conditions, which have historically been a challenge for park projects. Director Klitzing responded that the answer is both yes and no. The design-build process does help mitigate risks associated with unforeseen construction conditions, as the developer assumes more of the liability. However, not all risk is eliminated. For example, in the case of problematic soils, which the Department has encountered in the past, the private partner may still seek to renegotiate certain terms if major geotechnical issues arise. That said, the process substantially reduces risk exposure compared to traditional public bidding methods. Director Klitzing concluded that while there is always some level of risk inherent in any capital project, especially when the Department remains the ultimate owner, the design-build process is structured specifically to reduce financial and construction risk to public entities. Riddhi Shukla arrived at meeting during discussion at 6:29pm. Mr. Blake made a motion to approve Resolution P-2025-001. Motion was seconded by Ms. Kristunas and passed unanimously 8-0. CEO/Director Klitzing introduced a proposal for a Master Services Agreement with CTI to support several parks projects funded by the 2024 City of Carmel Infrastructure Bond. The Carmel City Council approve Ordinance D-2727-24 on October 7, 2024, authorizing the issuance of a $110 million bond to fund infrastructure improvements, including five high-priority parks projects. Given the scope and scale of the work, CCPR determined it would be beneficial to engage a third party to serve as the owner’s representative and provide construction inspection services. Citing prior successful collaborations, CCPR requested a proposal from CTI Construction to assist with the identified bond-funded projects. The agreement, drafted by Park Board Attorney Brian Bosma, allows CCPR to engage CTI for services as needed and includes a provision permitting termination without cause. Board President Hagan inquired about the labeling of projects as "Level 1 Priority" and the meaning of the associated numbers (e.g., #5, #6, #7). Director Klitzing explained that the ordinance authorizing the $110 million city bond divided projects into three priority levels:  Level 1 projects are considered the highest priority and most likely to be funded.  If funds remain after completion or dismissal of Level 1 projects, Level 2 projects will be evaluated.  Each Level 1 project is numbered for reference and tracking purposes in the ordinance. These numbers were used in the staff report to maintain consistency with the ordinance language. Docusign Envelope ID: 788027CC-C3EC-42DD-98FB-21093F22713E Carmel/Clay Board of Parks and Recreation May 13, 2025 John W. Hencel Centerl Government Center Page 5 Klitzing clarified that the Parks and Recreation Department is involved in five of the city bond-funded projects, and, should all proceed, between $24 million and $30 million could benefit park-related improvements. While this may vary depending on final costs, this represents the anticipated share of the $110 million bond for park purposes. Mr. Westermeier asked whether all of the projects were initiated by the Parks Department. Director Klitzing clarified that Bear Creek Park was the only project directly initiated by Carmel Clay Parks & Recreation. It was ranked as a top priority in the department’s 2022 Comprehensive Master Plan and had undergone a robust public input process, including feedback from schools and community outreach. The other park-related projects were initiated by City Councilors, and the department was asked to provide technical support and oversight. During discussion, Director Klitzing confirmed that CTI Construction will provide owner’s representative services, overseeing projects on behalf of the department. This includes inspection services and construction oversight to ensure materials and workmanship (e.g., concrete, asphalt, structural elements) meet project specifications. It was noted that this contract does not authorize construction, but ensures the necessary preparations and oversight are in place should construction proceed. Klitzing also clarified that funding for this agreement will come from bond proceeds, not the CCPR operating budget. The scope includes oversight of Bear Creek Park and other bond-funded projects. Ms. Kristunas made a motion that 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. Motion was seconded by Mr. Blake and passed unanimously 8-0. 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 CEO/Director Michael Klitzing introduced Resolution P-2025-002, authorizing Build Operate Transfer for Bear Creek Park to facilitate phase 1 development funded by the $110 million infrastructure bond approved by Carmel City Council through Ordinance D-2727-24. This project addresses a top priority in the Comprehensive Parks and Recreation Master Plan and represents a shift from the traditional Design-Bid-Build model. The BOT model allows CCPR to select the most advantageous proposal through an RFP process rather than being bound to the lowest bidder. Resolution P-2025-002 establishes an RFP Evaluation Committee, authorizes issuance of the RFP, and delegates administrative authority to the Director to carry out the resolution's provisions. Board President Hagan inquired whether the project oversight committee meetings would be publicly noticed. Director Klitzing confirmed that these are public meetings, and therefore, residents are welcome to attend and observe. Park Board members not serving on the committee may also attend, as the meetings are open to the public under Indiana Open Door Law. When asked whether the committee elects a chairperson, Board Legal Counsel stated that to their knowledge, the committee does not elect a formal chair. Operationally, Michael serves as the de facto chair, due to his position and signature authority on behalf of the department. Board President Hagan asked whether claims (invoices, payments, and related expenditures) associated with these projects would come before the Park Board or go directly to the City. Director Klitzing explained that this is still being determined. According to the ordinance that authorized the projects, Carmel Clay Parks & Recreation was given the authority to coordinate all park-related bond projects. However, contracting authority was delegated to the City’s Board of Public Works (BPW). Docusign Envelope ID: 788027CC-C3EC-42DD-98FB-21093F22713E Carmel/Clay Board of Parks and Recreation May 13, 2025 John W. Hencel Centerl Government Center Page 5 Klitzing noted that this division of responsibilities has led to confusion and miscommunication, citing the Autumn Greenway project as an example. Survey contracts were issued through BPW without notification to CCPR, which prevented the department from conducting its customary public engagement and notification processes. Because Bear Creek Park is owned by the Park Board, BPW does not have authority to approve contracts that involve the park property, especially under Build-Operate-Transfer (BOT) frameworks that may involve temporary property transfer. Therefore, a resolution was brought forward to ensure proper authorization by the Park Board. Staff is currently working with both CCPR legal counsel and the City’s legal department to clarify roles and recommend a more consistent and transparent process. The goal is to consolidate contracting authority under the Park Board for all park-specific bond projects to enhance efficiency, oversight, and public accountability. Board President Hagan asked where the two items of neighborhood concern discussed earlier in the meeting fit into this process. Staff responded that contracts for surveying and trail design have already been awarded by the Department of Public Works. Survey work is nearly complete, and results are expected within a few weeks. These surveys will guide the feasibility analysis of the proposed trail route and determine whether the alignment envisioned by City Council is actually viable. Mr. Garretson asked whether the proposed trail route is a fait accompli or whether there is still flexibility in the decision-making process. Director Klitzing confirmed that the project is still in a state of flexibility, as the feasibility of the proposed east-west route along Autumn Drive remains uncertain until the survey results are received. These results will determine whether the physical layout and available space can accommodate the proposed greenway. Director Klitzing emphasized that public feedback will also be considered in determining the appropriateness of the route. He stated that he intends to follow up directly with neighborhood residents who expressed concern at the meeting and confirmed he already has contact information for two of the three attendees, and will work to obtain the third. Mr. Westermeier clarified that Bear Creek Park is the only project currently being proposed in this resolution. Other projects associated with the bond were initiated and contracted by the City without the department’s prior involvement. Director Klitzing confirmed and reiterated that if contracting authority is transferred to the Park Board, the department would then have the ability to more fully oversee these projects and integrate community feedback. Ms. Kristunas inquired about the composition of the project advisory committee. Director Klitzing explained that the members were recommended by City Council. The use of Build-Operate-Transfer (BOT) for this project was also recommended by the City, and the committee structure was specific to the Bear Creek project. Should other BOT projects be pursued in the future, new advisory committees would be formed and identified in their respective authorizing resolutions. At the request of the Board, Director Klitzing provided a brief synopsis of his meeting with neighbors at the Timber Creek townhomes. He acknowledged resident frustration over the lack of advance notice, especially the surprise appearance of survey stakes on their properties. While the public meeting was heated, he noted that individual conversations during a site walk afterward were respectful and constructive. Most feedback was in opposition to the proposed alignment, but there were a few residents who expressed support for the greenway Docusign Envelope ID: 788027CC-C3EC-42DD-98FB-21093F22713E Carmel/Clay Board of Parks and Recreation May 13, 2025 John W. Hencel Centerl Government Center Page 5 concept. The board discussed how to help the public better understand the process moving forward. Director Klitzing stated that once the survey data is available, CCPR would host additional public meetings to share the findings and gather feedback on the potential trail route. He stressed that transparency and early public engagement are core principles of CCPR’s planning efforts and that increased authority from the Park Board would help reinforce this approach. The public was encouraged to continue contacting City Council representatives for updates and concerns. Councilor Worrell was identified as at-large member, with Councilwoman Theresa Ayers representing the specific district. Director Klitzing invited residents to also contact him directly with questions or feedback. Mr. Westermeier asked about the origination of the greenway proposal. Director Klitzing explained that the alignment idea was originally proposed by two residents, not by the park department or city council. The idea was presented via a well-made video to the City Council and gained support as a potential east-west greenway route connecting the Monon Trail to Old Meridian. The current survey work is meant to evaluate the viability of that concept, but no specific trail path has been finalized. Director Klitzing confirmed that the topographical and land survey does not define a fixed alignment, but assesses the general area. He emphasized that the process is not yet determined, and there is still time for meaningful public involvement. Mr. Blake expressed support for using the BOT model, citing professional experience with it. However, he suggested amending the evaluation committee to include an additional Park Board member for improved balance, noting the current committee includes two city councilors, one city staff member, one park board member, and one staff member from CCPR. Director Klitzing stated he did not object to that adjustment if it was the board’s preference. He noted that if Mr. Blake had no conflicts of interest—given his company does not directly perform BOT work—his experience and his current service on the Plan Commission would make him a valuable addition. Mr. Blake confirmed that his company does not perform BOT work, though they have worked with BOT contractors, and he does not anticipate any conflict of interest. Board President Hagan asked for clarification on whether the composition of the evaluation committee had a required minimum or maximum number of members. Board Legal Counsel said he would check into it but believed there were no such requirements. Mr. Blake and Director Klitzing confirmed that, to their knowledge, state statute IC 5-23 does not prescribe a specific number of committee members and that the size is often based on the nature of the project and size of the community. Mr. Garretson asked if the Autum Greenway is a priority of the Department. Director Klitzing iterated that “trail connectivity” is identified as a priority in the department’s Comprehensive Parks and Recreation Master Plan, but stated that Autum Greenway is not identified as a specific project, unlike Bear Creek Park. Ms. Kristunas made a motion to approve P-2025-002 amending to include Mr. Blake to the committee. Motion was second by Mr. Shapiro passed unanimously 8-0. Old Business Consideration of Amendment #1 to contract with Morphey Construction for White River Greenway North Docusign Envelope ID: 788027CC-C3EC-42DD-98FB-21093F22713E Carmel/Clay Board of Parks and Recreation May 13, 2025 John W. Hencel Centerl Government Center Page 5 Extension CEO/Director Michael Klitzing discussed Amendment #1 with Morphey Construction for the White River Greenway North Extension, which is being funded by a $4 million READI Grant from the Indiana Economic Development Corporation. The amendment includes construction of a new entry drive into Conner Prairie’s Conservation Campus to ensure it is built concurrently with the trail, minimizing future disruption. Hamilton County, Indiana provided a $1 million matching grant for the project, of which $777,214 will be used to fund the entry drive. The remaining portion of the grant will be available for future CCPR projects within the White River corridor. Ms. Kristunas asked for clarification regarding the graphic provided and which sections this allocation is funding. Director Klitzing clarified that the scope of funding in question pertains to the entire area highlighted in yellow on the provided map. He also noted that the road has already been constructed and the trail has already been funded—through the READI 1 grant—the current funding supports the remaining associated infrastructure in that corridor. Mr. Blake asked to clarify that this trail project was funded through READI 1, which Director Klitzing confirmed. Mr. Blake followed up, asked whether Carmel Clay Parks & Recreation had submitted any projects for READI 2. Director Klitzing responded that CCPR did not submit a project under READI 2, but the City of Carmel did. The City's application included proposed funding for a food hall along the Monon Greenway, although the amount awarded—$4 million—was not sufficient to fully fund the envisioned project. CCPR was not included in the city's grant submission. Mr. Blake made a motion to approve Amendment #1 to the contract with Morphey Construction in the amount of $777,214. Motion was seconded by Ms. Kristunas passed unanimously 8-0. Consideration of Amendment #2 to Professional Services Agreement with CTI Construction, Inc. for construction management services CEO/Director Michael Klitzing discussed a second amendment to the agreement with CTI Construction, LLC for the White River Greenway North Extension project. Originally authorized as construction manager in 2021, CTI’s role was expanded in March 2024 to include inspection services. This latest amendment adds inspection services for the Conner Prairie entry drive, which was not included in the original scope and requires additional hours. The added costs will be covered by the $1 million grant provided by Hamilton County. Ms. Kristunas made a motion 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. Motion was second by Mr. Blake passed unanimously 8-0. Statement of Intent to Apply for Land and Water Conservation Fund (LWCF) Grant Mr. Mehl presented a statement of intent to apply for a Land and Water Conservation Fund (LWCF) grant to support the construction of Bear Creek Park. The grant requires a minimum one-to-one match in funding, which will be included in the department's budget request. Final funding amounts will depend on the Indiana DNR’s announced limits. As part of the grant process, the department will notify the public and invite comments at upcoming public meetings prior to submitting the application in late 2025. Ms. Kristunas made a to acknowledge receipt of CCPR’s intent to apply for federal funding to assist with construction of Bear Creek Park. Motion was second by Mr. Blake passed unanimously 8-0. Attorney’s Report Mr. Nicely updated the Park Board on current projects: Docusign Envelope ID: 788027CC-C3EC-42DD-98FB-21093F22713E Carmel/Clay Board of Parks and Recreation May 13, 2025 John W. Hencel Centerl Government Center Page 5  Discussion of resolution from today’s meeting.  Mr. Pettigrove, Employment Practices, working with staff on the ICRC complaint.  Proposed a minor change to Park Board Rules on ice skating, as noted by Director Klitzing.  Beginning a comprehensive review of all park waivers. Director’s Report Director Klitzing forwarded a five-page report but highlighted a few key points:  Carmel Police continue their education-focused partnership with the park system.  2025 marks the 19th Waterpark season.  With all Lifeguard positions filled this will enable weekend operations through Labor Day.  Summer camp begins Tuesday May 27, 2025  Monon Station ribbon-cutting is set for Friday, June 13, 2025.  Business plan is in development for Brookshire Golf Community.  Feedback from a survey reflecting MCC clientele and Brookshire Community sent to members of both communities. Mr. Garretson asked if the golf course is operating at full cost-recovery. Director Klitzing shared that while it is not definitively known whether the golf course has lost money over the past two to three years, it appears they have been close to cost recovery but have not fully achieved it. However, the course does not utilize an enterprise or non-reverting fund similar to the Monon Community Center or Extended School Enrichment, so it is unclear what all is factored into their budget. The City’s consultant is currently reviewing the financials to determine whether the operation is truly self-sufficient. Mr. Garretson asked about the clubhouse operations and future intent if transferred to Parks. Director Klitzing explained that the clubhouse was recently rebuilt and now includes a banquet facility, which is operated by a third-party vendor. The facility also includes a pro shop, snack bar, driving range, and two golf simulators. If Carmel Clay Parks & Recreation were to take over management of the course, existing contracts—such as the banquet facility agreement—would remain in place for the duration of their term. The City intentionally kept the most recent renewal of that contract short to maintain flexibility, depending on the final recommendation of the business plan. In response to a question from a Mr. Garretson, Michael clarified that the mayor or the City cannot unilaterally transfer management of the course to Carmel Clay Parks & Recreation. Any transition would require the Park Board’s consent via a management agreement. That said, he noted that given the City is a significant funder of the department’s general fund, the Board would likely feel strong pressure to align with the City’s wishes should that be their recommendation. Mr. Westermeier questioned whether the North End development might face issues with people parking at the site to access the trail network, potentially raising concerns among future residents. Director Klitzing responded that he does not anticipate significant demand for trailhead parking in that area. He explained that the trail connectivity at North End functions as an extension of the Hagan-Burke Trail, which currently has no designated trailhead. The design intention is to improve access for residents in the surrounding area and for those already using the trail network. As such, staff does not expect the location to become a trailhead destination. Mr. Westermeier noted this topic had come up during a recent Plan Commission meeting and he wanted to ensure alignment with the Department’s assessment. Klitzing reiterated his belief that demand for parking would be minimal. He also confirmed he has been working closely with developer Justin Moffitt and his team on design elements, particularly regarding the plaza area and pathway connections from North End down to Docusign Envelope ID: 788027CC-C3EC-42DD-98FB-21093F22713E Carmel/Clay Board of Parks and Recreation May 13, 2025 John W. Hencel Centerl Government Center Page 5 Old Meridian and Smoky Row. Director Klitzing expressed optimism about the partnership, citing past positive experiences with Moffitt on other projects. He stated that, similar to Vera J. Henshaw Park and Nature Preserve, the current plan includes the transfer of approximately 0.78 acres of land—envisioned as a triangular area for the plaza and trail connections—to the Park Board. The development team will retain responsibility for capital repairs and replacement of the infrastructure within that space. Mr. Blake raised a concern about enforcement regarding unauthorized motorbike use on the Monon Greenway. He shared a recent observation where individuals on motocross-style bikes zipped by while he was walking, noting they were not battery-assisted but more akin to gas-powered dirt bikes. He inquired about enforcement efforts and whether any individuals had been apprehended. Director Klitzing responded that he had not yet debriefed with the resource officers, especially with park activity increasing in the warmer months, but noted a need to schedule a follow-up to get updates. Assistant Director Baumgartner added that he also had not received any recent reports, but staff would follow up and report back. Mr. Blake also asked whether the City Council was considering increasing penalties, not necessarily enforcement presence, but raising fines for violations. Director Klitzing explained that the City has been examining micromobility regulations—a broader term encompassing various alternative transportation devices. As part of the recent update to park rules approved by the Park Board and codified by City Council, fines were implemented for the first time, including exceeding the 15 MPH trail speed limit. Klitzing acknowledged the difficulty of enforcing speed limits unless officers are riding alongside violators but emphasized that reckless use provisions are easier to enforce. He cited an incident where an officer did stop an individual for inappropriate use, though they were issued a warning rather than a citation. Board President Hagan expressed current focus remains on public education. The officers have been active on social media, posting educational materials that have received largely positive responses despite some negative comments. Director Klitzing reiterated that the intent is to focus on awareness and behavior correction before moving into stricter enforcement through fines. In response to Mr. Garretson, Director Klitzing provided an update on the remaining timeline related to the interlocal agreement between the City and Township, which is set to dissolve in less than two years unless extended by negotiations between the two parties. He noted that efforts to secure new legislation to provide a dedicated capital funding source were not successful in the most recent legislative session, as lawmakers prioritized revenue reductions. Looking ahead, CCPR will regroup with lobbyists to determine whether further discussions with local legislative leadership are viable. Director Klitzing also shared that legal counsel is reviewing recent legislation, particularly Senate Bill 1, to assess whether existing mechanisms—like a special benefits tax—could be leveraged to maintain Township participation and fund future capital needs. In further response to questions from Mr. Garretson, Director Klitzing confirmed that the Township’s approximately $30 million investment in prior projects, including park renovations and the White River Bridge, remains their financial responsibility under the current interlocal. He explained that while the Township no longer has taxing authority due to annexation, the City could, in theory, grant it back—though that would require mutual agreement. Continued collaboration could take different forms, including possible changes to board representation or funding arrangements. Director Klitzing emphasized that the Mayor, Township Trustee, and key City Council leaders—including Council Members Snyder and Taylor—would all Docusign Envelope ID: 788027CC-C3EC-42DD-98FB-21093F22713E Carmel/Clay Board of Parks and Recreation May 13, 2025 John W. Hencel Centerl Government Center Page 5 need to be involved in shaping a path forward. He noted the urgency of resolving these matters within the next year. Information Items School Board Mr. Shapiro noted school would be out in seven days and high school students would enjoy working at the Waterpark and begin summer vacation. Climate Action Plan (CAP) Advisory Committee Mr. Mehl stated he became Chair of the Advisory Committee after the March meeting. In April, he led the meeting and asked the committee to review SB1 policy closely, recommending capital investments for long- term environmental benefits and reprioritization. Parks Foundation President Hagan shared that citizen naturalist graduates are now working in Woodland Gardens, which look great. With volunteer help, they’ll be ready by June 1, 2025. The invasive species grant is invoicing for phase one removal, with phase two planting next in the fall. The first fundraiser run/walk—rotating through parks weekly—is launching, and flyers are going out; she encouraged Park Board members to register and attend. Park Board Comments/Discussion Director Klitzing shared that the biannual Park Conversation publication is now available, both in print and online. This issue features Mark Varnau and his family, longtime park advocates. Adjournment With no other questions, President Hagan adjourned the meeting at 8 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:// Docusign Envelope ID: 788027CC-C3EC-42DD-98FB-21093F22713E 6/12/2025 6/14/2025