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HomeMy WebLinkAboutB-2025-003-2026-General-Fund-101-and-Park-Capital-Fund-103-1101-BudgetsRESOLUTION B-2025-003 A RESOLUTION OF THE CARMEL/CLAY BOARD OF PARKS AND RECREATION ADOPTING THE PROPOSED 2026 GENERAL FUND (101) AND PARK CAPITAL FUND (103-1101) BUDGETS FOR CONSIDERATION BY ITS FISCAL BODIES WHEREAS, the Carmel/Clay Board of Parks and Recreation (the “Park Board”) is a political subdivision 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 Park Board, pursuant to the Interlocal Cooperation Agreement, is required to prepare and submit an annual budget to the Common Council of the City of Carmel and Clay Township Board; and WHEREAS, the Park Board’s Finance Committee has reviewed the proposed budget to ensure that it adequately meets the financial needs of the Department and recommends its approval. NOW, THEREFORE, BE IT RESOLVED that the Carmel/Clay Board of Parks and Recreation hereby adopts the proposed 2026 General Fund (101) and the 2026 Park Capital Fund (103-1101) Budgets as set forth in Exhibits A and B attached hereto and incorporated herein by this reference for consideration by the Common Council of the City of Carmel. APPROVED AND ADOPTED by the Carmel/Clay Board of Parks and Recreation this 12th day of August 2025, by a vote of 7 ayes and 0 nays. CARMEL/CLAY BOARD OF PARKS AND RECREATION Judith F. Hagan, President Aye Nay Absent Jenn Kristunas, Vice-President Aye Nay Absent Mark Westermeier, Treasurer Aye Nay Absent Katie Muller, Secretary Aye Nay Absent Jonathan Blake Aye Nay Absent James D. Garretson Aye Nay Absent Josh Orahood Aye Nay Absent Jon Shapiro Aye Nay Absent Riddhi Shukla Aye Nay Absent X X X X X X X X X Docusign Envelope ID: B6FE91FD-9F5E-4E22-B610-D036B7EC049E Resolution B-2025-003 Page 2 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 August 12, 2025. Jenn Kristunas, Vice President Docusign Envelope ID: B6FE91FD-9F5E-4E22-B610-D036B7EC049E CARMEL CLAY PARKS & RECREATION 2026 BUDGET 101: GENERAL FUND (1125-PARKS) ACCOUNT TITLE 2024 ACTUAL 2025 BUDGET 2026 BUDGET CHANGE FROM 2025 BUDGET JUSTIFICATION FOR INCREASE PERSONAL SERVICES 4110000 Full Time Regular $2,237,687.27 $2,398,723.00 $2,448,099.00 $49,376.00 2%Supports 34 full-time positions (no change from 2025). Assumes a maximum pay increase of up to 4%, contingent upon performance evaluations. 4111000 Part Time $368,424.94 $373,837.00 $325,837.00 ($48,000.00)-13%Supports 11 year-round part-time positions (a decrease of 2 from 2025) and 6 seasonal part-time positions. 4112000 Overtime $6,749.17 $15,530.00 $15,530.00 $0.00 0%No change from 2025. 4120000 Deferred Compensation $48,140.59 $89,160.00 $79,300.00 ($9,860.00)-11%Calculated based on current participation levels (19 employees), with employer match amounts adjusted according to years of service. 4121000 Employer's Share of FICA $152,610.40 $173,205.00 $173,227.00 $22.00 0%6.2% of FT, PT & OT. 4122000 Employer's Share of H-Ins $612,844.21 $648,868.00 $681,470.00 $32,602.00 5%Based on current enrollment (Increase of 2 from 2025); Takes into account health insurance rate increases provided by City of Carmel. 4122100 Disability Insurance $4,131.03 $10,117.00 $10,302.00 $185.00 2%Calculated using the formula provided by City HR, assuming no rate increase from the 2025 levels. 4122200 Life Insurance $1,450.40 $3,060.00 $3,468.00 $408.00 13%34 FT employees @ $102 each. 4122300 Employer's Share of Dental $0.00 $0.00 $33,819.00 $33,819.00 #DIV/0! 4123002 Civilian PERF $305,450.64 $352,910.00 $333,719.00 ($19,191.00)-5%14.2% of FT & OT (11.2% pension + 3% annuity); rate established by INPRS; assuming no rate increase from 2025. 4124000 Employer's Share of Medicare $35,981.11 $40,509.00 $40,521.00 $12.00 0%1.45% of FT, PT & OT. 4128000 Tuition Reimbursement $0.00 $10,000.00 $0.00 ($10,000.00)#DIV/0! TOTAL PERSONAL SERVICES $3,773,469.76 $4,115,919.00 $4,145,292.00 $29,373.00 1% SUPPLIES 4230100 Stationary & Printed Materials $232.62 $2,000.00 $1,000.00 ($1,000.00)-50% 4230200 Office Supplies $8,131.48 $12,075.00 $10,575.00 ($1,500.00)-12% 4231300 Diesel Fuel $5,692.29 $9,900.00 $9,900.00 $0.00 0%Fuel for UTV's along Greenways/Trails. 4231400 Gasoline $27,848.89 $43,000.00 $43,000.00 $0.00 0%Reflects increased fuel costs, acknowledging that the mild winter in 2024 kept previous expenditures unusually low. 4232100 Garage & Motor Supplies $3,156.45 $4,000.00 $4,000.00 $0.00 0% 4235000 Building Materials $9,235.33 $9,500.00 $10,000.00 $500.00 5%Includes funding for parking lot cold patching, boardwalk and fence repairs, graffiti removal, and plumbing parts. Budgeting is aligned more closely with 2025 trends, which have included multiple emergency drain repairs at Flowing Well Park and within the Central Core. Resolution B-2025-003 Exhibit A Fund 101 - Summary Docusign Envelope ID: B6FE91FD-9F5E-4E22-B610-D036B7EC049E CARMEL CLAY PARKS & RECREATION 2026 BUDGET ACCOUNT TITLE 2024 ACTUAL 2025 BUDGET 2026 BUDGET CHANGE FROM 2025 BUDGET JUSTIFICATION FOR INCREASE 4236000 Gravel $1,557.71 $3,000.00 $3,000.00 $0.00 0% 4236500 Salt & Calcium $4,095.34 $4,200.00 $6,400.00 $2,200.00 52%Reflects a $2,200 increase over the 2025 budget to account for expanded snow removal and salting responsibilities within the Central Core, specifically for the porcelain pavers along the Greenway near Carter Green and Monon Boulevard Phase III. 4237000 Repair Parts $10,505.15 $15,500.00 $22,000.00 $6,500.00 42%Includes additional funding to support irrigation, backflow prevention, and aeration systems related to Monon Boulevard Phase III and the Japanese Garden. Also provides funds for minor playground equipment repairs, including those needed for the new playground opening as part of Monon Boulevard Phase III. 4238000 Small Tools & Minor Equip.$12,327.90 $20,900.00 $16,700.00 ($4,200.00)-20% 4238900 Other Maintenance Supplies $49,578.88 $62,525.00 $68,975.00 $6,450.00 10%Line item includes supplies for dog waste stations, park and restroom cleaning, and restroom restocking. It also covers replenishment of recreational supplies for table tennis, billiards, bocce, and shuffleboard. The total increase includes $3,250 to support the restocking of supplies related to the Japanese Garden and Monon Boulevard Phase III expansion, $2,200 for restocking needs at the new White River Greenway trailhead, and $1,000 for dog waste station refills along the 106th Trail and Bear Creek Greenway. 4239000 Landscape Supplies $11,503.48 $12,300.00 $15,000.00 $2,700.00 22%Aligned more closely with 2025 spending trends. Includes funding for turf and natural area repair (including overseeding), playground safety mulch at JPP and West Park, trail mulch for TMNP and Woodland Gardens, and herbicide applications. 4239012 Safety Supplies $3,455.31 $3,975.00 $3,975.00 $0.00 0% 4239031 Street Signs $5,129.88 $5,000.00 $5,000.00 $0.00 0% 4239032 Posts & Hardware $521.10 $1,100.00 $1,100.00 $0.00 0% 4239039 General Program Supplies $6,489.65 $13,795.00 $13,795.00 $0.00 0% 4239099 Other Miscellaneous $627.95 $0.00 $0.00 $0.00 #DIV/0! TOTAL SUPPLIES $160,089.41 $222,770.00 $234,420.00 $11,650.00 5% OTHER SERVICES & CHARGES Resolution B-2025-003 Exhibit A Fund 101 - Summary Docusign Envelope ID: B6FE91FD-9F5E-4E22-B610-D036B7EC049E CARMEL CLAY PARKS & RECREATION 2026 BUDGET ACCOUNT TITLE 2024 ACTUAL 2025 BUDGET 2026 BUDGET CHANGE FROM 2025 BUDGET JUSTIFICATION FOR INCREASE 4340000 Legal Fees $149,595.83 $125,000.00 $150,000.00 $25,000.00 20%The budget is aligned with 2024 actual expenditures and projected 2025 trends, and also accounts for legal fees related to bond projects. 4340400 Consulting Fees $7,055.32 $5,000.00 $5,000.00 $0.00 0% 4340700 Medical Fees (Drug Tests)$342.00 $2,000.00 $1,000.00 ($1,000.00)-50% 4341990 Criminal Background Checks $1,554.55 $2,070.00 $2,070.00 $0.00 0% 4341999 Other Professional Fees $10,147.57 $15,000.00 $15,000.00 $0.00 0% 4342100 Postage $36.80 $500.00 $500.00 $0.00 0% 4343000 Travel Fees & Expenses $22,190.98 $24,000.00 $24,000.00 $0.00 0%Supports professional development opportunities for certified staff, including attendance at industry conferences such as NRPA and SHRM. CCPR currently has 11 General Fund- supported employees with professional certifications: three at the executive level (Certified Park and Recreation Executives), four at the management level (three Certified Park and Recreation Professionals and one SHRM Senior Certified Professional), one at the support level (SHRM Certified Professional), and three in operations (Certified Playground Safety Inspectors). 4344000 Telephone Line Charges $2,798.51 $7,000.00 $5,000.00 ($2,000.00)-29% 4344100 Cellular Phone Fees $19,811.21 $20,200.00 $21,200.00 $1,000.00 5%Budget aligns more closely with 2024 actuals and 2025 spending trends. Includes cellular reimbursement for full-time support staff and cellular service for Parks & Natural Resources team members. 4345000 Printing (Not Office Supplies)$1,720.25 $10,000.00 $5,000.00 ($5,000.00)-50% 4345500 Publication of Legal Ads $115.50 $500.00 $500.00 $0.00 0% 4346000 Classified Advertising $1,085.01 $2,000.00 $2,000.00 $0.00 0% 4347500 General Insurance $50,163.73 $75,000.00 $100,000.00 $25,000.00 33%Based on the 2025 insurance invoice, premiums include $35,240 for Property/Inland Marine (Chubb); $48,592 for General Liability, Public Management, Employment Practices Liability, Auto, and Umbrella (Travelers); and $2,437.98 for additional coverage (Westchester), with a projected 5% increase. To fully cover the 2025 premium, CCPR allocated approximately $6,000 from Fund 110. This also accounts for new amenities that will contribute to the overall increase, including the Wilkinson-Moffitt Trailhead, White River Pedestrian Bridge, Monon Boulevard Phase III Playground, Japanese Garden expansion, and the White River Greenway extension. 4348000 Electricity $47,920.19 $81,650.00 $81,650.00 $0.00 0% Resolution B-2025-003 Exhibit A Fund 101 - Summary Docusign Envelope ID: B6FE91FD-9F5E-4E22-B610-D036B7EC049E CARMEL CLAY PARKS & RECREATION 2026 BUDGET ACCOUNT TITLE 2024 ACTUAL 2025 BUDGET 2026 BUDGET CHANGE FROM 2025 BUDGET JUSTIFICATION FOR INCREASE 4348500 Water & Sewer $187,627.46 $184,200.00 $233,200.00 $49,000.00 27%Budget aligns more closely with 2024 actual expenditures and accounts for anticipated rate increases. Includes funding to support the addition of the Wilkinson Moffitt trailhead and the conversion of the Monon Boulevard splashpad to a non- recirculating system. 4349000 Gas $3,996.96 $6,500.00 $6,500.00 $0.00 0% 4349500 Cable Service $1,924.90 $1,500.00 $2,500.00 $1,000.00 67%Includes the addition of Metronet services at Carey Grove Park to support security infrastructure. 4350000 Equipment Repairs & Maint.$14,720.86 $20,950.00 $24,950.00 $4,000.00 19%Includes an additional $2,000 to support splashpad repairs at West Park, Inlow Park, Westermeier Commons, and Monon Boulevard, as well as $2,000 for servicing the aerator and pumps (waterfall) at the Japanese Garden expansion. 4350100 Building Repairs & Maint.$34,866.75 $34,850.00 $36,700.00 $1,850.00 5%Budget aligned more closely with 2024 actuals and 2025 spending trends; includes additional funds for projected repairs at the Wilkinson Moffitt Trailhead and the Japanese Garden pergola. 4350101 Trash Collection $20,009.66 $20,830.00 $27,400.00 $6,570.00 32%Total reflects 2025 trends and includes a 4.5% service rate increase per the provider agreement. It also accounts for additional trash collection needs resulting from the Wilkinson Moffitt Trailhead, White River Greenway North Expansion, White River Pedestrian Bridge (which will increase traffic to Hazel Landing Park), Japanese Garden Expansion, and Monon Boulevard Phase III. 4350400 Grounds Maintenance $594,866.25 $687,188.00 $828,188.00 $141,000.00 21%Covers park landscaping, mowing, fertilizing, seeding, edging services, pond maintenance, and snow removal. The budget reflects anticipated service cost increases and expanded maintenance needs, including an additional $20,000 for landscaping and mowing associated with the White River Greenway North Expansion and the Wilkinson Moffitt Trailhead. It also includes increased support for Monon Boulevard Phase III, with $8,000 allocated for mowing and edging, and $75,000 for landscape maintenance, including mulching and plant pruning. Additionally, the budget accounts for expanded services at the Japanese Garden, with $30,000 for annual landscape maintenance, $6,000 for mowing, edging, and fertilization, and $2,000 for irrigation system servicing. Resolution B-2025-003 Exhibit A Fund 101 - Summary Docusign Envelope ID: B6FE91FD-9F5E-4E22-B610-D036B7EC049E CARMEL CLAY PARKS & RECREATION 2026 BUDGET ACCOUNT TITLE 2024 ACTUAL 2025 BUDGET 2026 BUDGET CHANGE FROM 2025 BUDGET JUSTIFICATION FOR INCREASE 4350600 Cleaning Services $27,335.25 $28,000.00 $95,000.00 $67,000.00 239%Reflects increased costs associated with the transition to a new cleaning vendor, Jani-King, including $3,500 for the PNR Office, $5,500 for the Administrative Office, $25,000 for Westermeier Commons, and $1,000 for miscellaneous needs. Provides the option to engage a contracted cleaning provider to support CCPR staff at Midtown Boulevard ($35,000) and the Carmichael Restroom ($25,000) from April through October. Following the implementation of the Designated Outdoor Refreshment Area and the conclusion of major events (e.g., watch parties and other special programs), CCPR has experienced increased litter in these spaces, necessitating additional cleaning resources. 4350900 Other Cont. Services $55,278.19 $404,475.00 $331,015.00 ($73,460.00)-18%Includes two contracted Resource Officers to enhance safety at the Monon Community Center, Waterpark, and high-traffic parks, particularly during the busy summer season. Cost savings are anticipated due to the purchase of vehicles in 2025, reducing overall expenses associated with program. 4351000 Auto Repair & Maintenance $10,384.92 $10,225.00 $18,225.00 $8,000.00 78%Increase to support extended use of vehicles beyond 10 years, necessitating brake and tire replacements. The City of Carmel’s discontinuation of participation in the Enterprise fleet lease program means the department can no longer cycle vehicles every 5 years, resulting in increased routine maintenance and wear part replacements. 4353003 Postage Meter $389.88 $600.00 $600.00 $0.00 0% 4353004 Copier $1,587.29 $4,000.00 $4,000.00 $0.00 0% 4353099 Other Rental & Leases $118,252.88 $144,792.00 $179,923.00 $35,131.00 24%Includes the lease of 14 existing fleet vehicles, acquisition of 2 technical service vehicles, and replacement of a vehicle totaled in an incident for which CCPR was not at fault. New vehicle purchases will be financed through the capital lease program. This line item also covers expenses for wood chip rentals, porta- potty rentals, and other maintenance-related needs. 4355200 Subscriptions $6,557.59 $11,000.00 $11,000.00 $0.00 0% 4355300 Organization & Membership Dues $9,012.50 $6,500.00 $6,500.00 $0.00 0%Covers annual membership dues for professional organizations, including NRPA (National Recreation and Park Association), IndySHRM (Society for Human Resource Management – Indianapolis Chapter), AAPRA (American Academy for Park and Recreation Administration), and INPRA (Indiana Park and Recreation Association). Resolution B-2025-003 Exhibit A Fund 101 - Summary Docusign Envelope ID: B6FE91FD-9F5E-4E22-B610-D036B7EC049E CARMEL CLAY PARKS & RECREATION 2026 BUDGET ACCOUNT TITLE 2024 ACTUAL 2025 BUDGET 2026 BUDGET CHANGE FROM 2025 BUDGET JUSTIFICATION FOR INCREASE 4355600 Subscription Software $69,166.81 $80,000.00 $85,700.00 $5,700.00 7%Includes ongoing support for key systems such as the Learning Management System, Cloud Backup Services, Asset Management System, Volunteer Management System, NetMotion remote access licenses, QuickBooks, PlacerAI, PowerDMS (Accreditation), and UKG (Payroll). Budget also accounts for anticipated minor rate increases in 2026. 4356004 Staff Clothing $5,823.23 $5,300.00 $6,800.00 $1,500.00 28%Aligned more closely with 2024 actuals and 2025 spending trends; includes funding for uniform replacements for both full- time and part-time staff, as well as uniforms for new full-time, part-time, and seasonal employees. Also accounts for the impact of inflation on uniform costs. 4357004 External Instructional Fees $38,392.60 $30,000.00 $30,000.00 $0.00 0%Covers external training needs including NRPA, SHRM, INPRA, and the Hamilton County Leadership Academy, as well as professional development opportunities for CCPR staff through a local training provider. CCPR currently has 11 General Fund- supported employees with professional certifications: three at the executive level (Certified Park and Recreation Executives), four at the management level (three Certified Park and Recreation Professionals and one SHRM Senior Certified Professional), one at the support level (SHRM Certified Professional), and three in operations (Certified Playground Safety Inspectors). 4358000 Assessment Fees $3,423.54 $5,000.00 $3,500.00 ($1,500.00)-30% 4358300 Other Fees & Licenses $1,616.90 $1,700.00 $1,700.00 $0.00 0% 4359000 Special Projects $7,558.04 $7,000.00 $7,000.00 $0.00 0% TOTAL OTHERS SERVICES & CHARGES $1,527,542.57 $2,064,530.00 $2,353,321.00 $288,791.00 14% CAPITAL OUTLAY 4463200 Computer Equipment $15,271.10 $10,000.00 $7,000.00 ($3,000.00)-30%Computer needs based on information provided by City ICS 4463202 Software $0.00 $2,500.00 $0.00 ($2,500.00)-100% TOTAL CAPITAL OUTLAY $15,271.10 $12,500.00 $7,000.00 ($5,500.00)-44% TOTAL EXPENSES $5,476,372.84 $6,415,719.00 $6,740,033.00 $324,314.00 5% ¹ Includes Year-End Encumbrances Resolution B-2025-003 Exhibit A Fund 101 - Summary Docusign Envelope ID: B6FE91FD-9F5E-4E22-B610-D036B7EC049E CARMEL CLAY PARKS & RECREATION 2026 BUDGET 103-1101: Park Capital Fund ACCOUNT TITLE 2025 BUDGET 2026 BUDGET CHANGE FROM 2025 BUDGET NOTES CAPITAL OUTLAY 4460703 Monon Greenway $0.00 $90,880.00 $90,880.00 #DIV/0! a) Gravel Shoulder $50,000.00 North of Midtown to 146th Street and South of the Central Core to 96th Street. b) Solar Stop Signs $3,600.00 Install three signs: one north of Main Street to face southbound traffic, and one on each side of the 1st Street Northwest intersection. c) Monon and 116th Street Tunnel Asphalt Repairs $16,240.00 Quote provided by Globe Asphalt; repair priorities were determined using data from StreetScan's comprehensive assessment of all trails managed by CCPR. d) Monon and W. Main Street to 3rd Ave.$7,650.00 Quote provided by Globe Asphalt; repair priorities were determined using data from StreetScan's comprehensive assessment of all trails managed by CCPR. e) Monon near Rohrer Rd. and Grace Dr.$13,390.00 Quote provided by Globe Asphalt; repair priorities were determined using data from StreetScan's comprehensive assessment of all trails managed by CCPR. 4460706 Central Park $0.00 $1,120,000.00 $1,120,000.00 #DIV/0! a) Entry Road Asphalt Repairs $1,120,000.00 Estimated cost to complete repairs to the East Entry Drive at Central Park, including undercutting, subgrade preparation, drainage improvements, and pavement replacement, as well as associated engineering fees, construction administration, final inspection, and testing. 4462000 Other Structure Improvements $195,000.00 $228,310.00 $33,310.00 17% a) Hazard Tree Removals (Park System Wide)$100,000.00 $75,000.00 b) Invasive Species Management (Park System Wide)$50,000.00 $25,000.00 c) Misc. Concrete Repairs (Park System Wide)$20,000.00 $20,000.00 d) Parking Lot Striping $25,000.00 $12,000.00 Repaint parking lot striping at Central Park, as well as at other parks where markings have faded due to wear and snow removal. e) Hagan-Burke Trail - From Carmel Woods apartment to trail crossing under Keystone Parkway $12,100.00 Quote provided by Globe Asphalt; repair priorities were determined using data from StreetScan's comprehensive assessment of all trails managed by CCPR. f) Hagan-Burke Trail - Near Water Tower, south of 146th Street $15,960.00 Quote provided by Globe Asphalt; repair priorities were determined using data from StreetScan's comprehensive assessment of all trails managed by CCPR. g) Trail Counters (Park System Wide)$17,500.00 Approved in the 2025 budget through a capital lease; however, acquisition has been delayed due to the February 13, 2025, email from CFO Zac Jackson regarding "Temporary Spending Changes." If the purchase occurs after July 1, the department would be responsible for a single payment in 2026 of approximately $17,500, based on a 5-year loan of $150,000 at an estimated interest rate of 5.15%. Resolution B-2025-003 Exhibit B Fund 103-1101 - Summary Docusign Envelope ID: B6FE91FD-9F5E-4E22-B610-D036B7EC049E CARMEL CLAY PARKS & RECREATION 2026 BUDGET h) Monon Greenway Phase II Signage Replacements $20,500.00 The original plan was to include signage replacements in the infrastructure bonds approved by the City of Carmel; however, they were subsequently removed. We are now requesting to proceed with acquisition through a capital lease. If the purchase occurs after July 1, the department would be responsible for a single payment in 2026 of approximately $20,500, based on a 5- year loan of $175,000 at an estimated interest rate of 5.15%. i) Central Park Security Infrastructure Upgrades $30,250.00 This purchase was approved in the 2025 budget through a capital lease; however, acquisition has been delayed following the February 13, 2025, directive from CFO Zac Jackson regarding "Temporary Spending Changes." If the purchase is made after July 1, the department would be responsible for a single payment of approximately $30,250 in 2026, based on a 5-year loan of $250,000 at an estimated interest rate of 5.15%. 4463000 Furniture & Fixtures $69,000.00 $19,000.00 ($50,000.00)-72%Refurbishment of bocce ball, shuffleboard, and Monon Blvd. playground signs. TOTAL CAPITAL OUTLAY $264,000.00 $1,458,190.00 - TOTAL EXPENSES $264,000.00 $1,458,190.00 $1,194,190.00 452% Resolution B-2025-003 Exhibit B Fund 103-1101 - Summary Docusign Envelope ID: B6FE91FD-9F5E-4E22-B610-D036B7EC049E