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Home My WebLink AboutCCPR-01-08-13 CARMEL/CLAY BOARD OF PARKS AND RECREATION Tuesday,January 8, 2013,6:00 p.m. Monon Community Center Members Present: James Engledow, Wendy Franklin, Kathie Freed,Joshua Kirsh, Jenn Kristunas, Richard Leirer, Linus Rude, Rich Taylor Member Absent: Donna Cihak Hansen Others Present: Mark Westermeier, Director; Michael Klitzing, Assistant Director; Audrey Kostrzewa, Business Services Manager, Debra Grisham, Park Board Attorney Roll Call Board President Engledow asked Mr. Leirer to call the roll. Call to Order& Pledge of Allegiance Board President Engledow led the Pledge of Allegiance and called the meeting to order at 6:01 p.m. Public Comments Presentation by Gregg Calpino of SEH of Indiana, LLC regarding the Central Park North Master Plan Mr. Calpino provided a brief overview of the final draft of the Central Park North Master Plan. The preferred plan involves five areas as detailed in the report to include the Community Court, Orchard Gateway,The Escape, Central Bark Park, and Carmel Creek Preserve. Additional information includes three phases in which the Master Plan could be developed depending on available funds. Mr. Kirsh commended Mr. Calpino and his staff on a job well done. Assistant Director Klitzing advised that the intent was to provide the Park Board a final draft for review and then bring back to the Board for action at the first meeting in February, at which time the formal acceptance of the Master Plan would take place. Board President Engledow concurred. Staff Reports Assistant Director Klitzing stated that several of the standard monthly reports were included in the Board packets excluding those financial statements that were not available at the time of assembly. Committee Reports Personnel Committee—Richard Leirer Mr. Leirer stated that the Director's goals for 2013 have been assigned. Finance Committee—Richard F. Taylor III Mr. Taylor stated that the committee will meet Monday,January 21, 2013, at 5:30 p.m. Properties Committee—Wendy Franklin Ms. Franklin stated that the Properties Committee will not meet this month. Nominating Committee—James Engledow Board President Engledow advised that the Nominating Committee was unable to meet prior to the Board Meeting. At this time, Ms. Kristunas made a motion to add Action Item A-1 regarding the Annual Meeting, seconded by Mr. Kirsh, and unanimously passed 8-0. Carmel/Clay Board of Parks and Recreation Tuesday,January 8, 2013 Monon Community Center Action Items A-1 (added Action Item) Board President Engledow reviewed the options available of the Park Board. One, suspend the rules and hold the Annual Meeting at the second meeting in January, or two, suspend the rules and take nominations from the floor. Mr. Kirsh made the motion that pursuant to Section 7.2 of the By-Laws, the Park Board suspend the rules contained in the By-Laws to hold the Annual Meeting at the first regular meeting in January and instead, hold the Annual Meeting on January 22, 2013, the second regular meeting January. Ms. Kristunas seconded the motion. Board President Engledow entertained discussion. As there was none, the vote was called and unanimously passed 8—0. Board President Engledow continued by stating that Action Items E, F, and G were removed from the agenda. Also, as Pamela Knowles is no longer on the Park Board, Mr. Taylor was asked to take her place on the Nominating Committee. Minutes—December 11, 2012 Park Board Meeting Mr. Leirer made a motion to approve the minutes as presented, seconded by Mr. Kirsh, and unanimously passed 8—0. Minutes—December 17, 2012 Park Board Meeting Mr. Leirer made a motion to approve the minutes as presented, seconded by Ms. Kristunas, and unanimously passed 8—0. City of Carmel Financial Report Report not available at time of Board packet assembly. Clay Township Financial Report Mr. Taylor made a motion to acknowledge receipt of the Clay Township Financial Report for December 2012, seconded by Ms. Franklin, and unanimously passed 8—0. CCPR P&L Statements Mr. Taylor made a motion to acknowledge receipt of the CCPR P&L Statements for December 2012, seconded by Ms. Kristunas. Board President Engledow commended staff on a job well done. The motion was unanimously passed 8-0. Claim Sheet January 8, 2013 Mr. Taylor made a motion to approve the Claim Sheet as presented, seconded by Ms. Kristunas, and unanimously passed 8—0. Clay Township Claim Sheet January 8, 2013 Mr. Taylor made a motion to approve the Clay Township Claim Sheet as presented, seconded by Mr. Kirsh, and unanimously passed 8—0. Acknowledgment of Monies and In-Kind Donations Received for December—Audrey Kostrzewa Ms. Kostrzewa presented the information, at which time a motion was made by Mr. Kirsh to acknowledge receipt as presented, seconded by Ms. Kristunas, and unanimously passed 8—0. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday,January 8, 2013 Monon Community Center Election of Park Board Officers for 2013—President and/or Nominating Committee Action postponed until January 22, 2013. Park Board Committee Appointments—President Action postponed until January 22, 2013. Park Board Appointment to Plan Commission—President Action postponed until January 22, 2013. Ratification of 2012 General Fund End of Year Budget Line Transfers—Michael Klitzing Assistant Director Klitzing reported that Indiana law requires budget lines to be at zero or above within the General Fund. All unused balances are returned to the respective fiscal bodies. Mr. Taylor made a motion to ratify the 2012 end of year budget line transfers as presented, seconded by Mr. Kirsh, and unanimously passed 8-0. Ratification of 2012 Township End of Year Budget Line Transfers and Encumbrances—Michael Klitzing Assistant Director Klitzing stated that similar action has been taken relative to the Township Fund. Mr. Kirsh made a motion to ratify the 2012 end of year budget line transfers and encumbrances as presented, seconded by Ms. Kristunas, and unanimously passed 8—0. Consideration of Resolution G-2013-001 Ratifying Deferred Compensation Plan for Department Employees—Michael Klitzing Assistant Director Klitzing explained that the City of Carmel changed their Deferred Compensation Plan from four vendors to one. Contracting with the new vendor, American United Life Insurance Company, will result in net savings for all participants. Mr. Taylor made a motion to waive the reading of Resolution G-2013-001, seconded by Mr. Kirsh, and unanimously passed 8—0. Mr. Taylor made a motion to approve Resolution G-2013-0001 as presented, seconded by Mr. Kirsh, and unanimously passed 8—0. Appointment of Common Construction Wage Committee Members—Mark Westermeier Director Westermeier advised that a common construction wage must be set for projects in excess of $350,000.00. The Park Board must appoint two individuals. Staff recommended Roger Smith as the Industry Representative as he has been involved with the Department though the eastside construction project. The recommended individual to serve as Taxpayer is Will Wright as he resides in Hamilton County, which is the funding source. The three projects include the Overflow Parking and Drainage Project; The Waterpark Cabanas Project; and Founders Park Field Improvements Project. Mr.Taylor asked that next time a brief background of each recommended individual be provided to the Park Board. Mr. Taylor made the motion to appoint to the Common Construction Wage Committee for all public works projects that are awarded for or on behalf of the Park Board within three (3) months of the wage rate determination the following people: Roger Smith as the industry representative; and C. William Wright as the taxpayer who pays the tax that will be the funding source for the project and resides in Hamilton County, where the project is located. Ms. Kristunas seconded the motion, and it was unanimously passed 8—0. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday,January 8, 2013 Monon Community Center Attorney's Report Tort Claims Ms. Grisham stated that no new tort claims had been filed, and only one remains active at this time. General Ms. Grisham advised that she was in receipt of a Public Hearing regarding consolidation of drains on West Park property that would result in an increase of our drainage fees by$42.00 a year. Assistant Director Klitzing stated that he had no concerns about this as it relates to the budget. Ms. Grisham advised the Board that Clay Township Trustee, Doug Callahan, has appointed Debbie Spelbring as his Deputy Trustee. Director's Report Director Westermeier stated that his report was included in the Park Board packet. If temperatures allow, there should be significant progress on the 146th Street Pedestrian Bridge. We are waiting on Duke Energy to hook up and test the heated bridge prior to opening to the public. We have received a report from Cardo JFNew stating that the Department has met all requirements for four years regarding the wetland mitigation in Central Park. We must continue to pay for monitoring until the final inspection and release occurs by DNR (Department of Natural Resources). Councilor Ron Carter asked that Director Westermeier relay to the Park Board his desire that a ferry service be established on White River between Hazel Landing Park and Fishers' Heritage Park. Director Westermeier plans to discuss purchase of the Brookshire Pool property with the Clay Township Board in January and the City Council in February. Rick Sharp has agreed to sponsor the required resolution to the City Council. There was a brief discussion in response to questions asked by Park Board Members regarding appraisals and cabanas. Discussion Items Mr. Taylor questioned if funding would be available (assuming approval of the Central Park North Master Plan) for phase one which includes the dog park; Assistant Director Klitzing responded that he is looking into available funds. Mr.Taylor also asked if we knew the dollar amount the Department would receive from 2013 COIT; Assistant Director Klitzing advised that this has not been identified yet. Mr. Kirsh remarked that, while no one else clears snow from their sidewalks, the Parks Department staff does a great job clearing park properties. Mr. Rude concurred. Mr. Leirer asked about an outdoor ice skating rink. A brief discussion followed with Director Westermeier stating that an outdoor ice rink was not practical due to costs involved. Page 4 Carmel/Clay Board of Parks and Recreation Tuesday,January 8,2013 Monon Community Center Information Items Plan Commission—Joshua A Kirsh Mr. Kirsh stated only subcommittees met; Director Westermeier advised that the proposed Ricker's gas station was sent to land use committee. School Board Report—Kathie Freed Ms. Freed stated the School Board has held their organizational meeting and is working toward the Superintendent search. Board Comments Mr. Kirsh commented that he saw a news story from West Park during the snowstorm with people enjoying the sledding hill (Jill's Hill). Board President Engledow stated that he felt the Department had communicated well in regards to the snowstorm, and staff should be commended. Director Westermeier agreed. Board President Engledow reminded Board Members that the next meeting would be on January 22, 2013 and conducted as the Annual Meeting. Adjournment There being no further business, Mr. Kirsh made a motion to adjourn with no objections. The meeting was adjourned at 7:40 p.m. Approved, ee4e," 0 f ;05 Signature Date Signature Date Page 5 Carmel/Clay Board of Parks and Recreation Annual and Regular Park Board Meeting 6:00 p.m. • Tuesday,January 8,2013 Monon Community Center East 1235 Central Park Drive East Carmel, IN 46032 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. Tentative Agenda Roll Call II. Call to Order&Pledge of Allegiance III. Public Comments A. Presentation by Gregg Calpino of SEH of Indiana, LLC regarding the Central Park North Master Plan IV. Staff Reports V. Committee Reports A. Standing Committees 1. Personnel Committee—Richard Leirer 2. Finance Committee—Richard F.Taylor III 3. Properties Committee—Wendy Franklin B. Nominating Committee—James Engledow VI. Action Items A. Minutes—Richard Leirer 1. December 11, 2012 Park Board Meeting;and 2. December 17, 2012 Park Board Meeting. B. Financial Reports—Richard F.Taylor III 1. City of Carmel Financial Report; 2. Clay Township Financial Report;and 3. CCPR P&L Statements. C. Claims—Richard F.Taylor III 1. Claim Sheet January 8, 2013; 2. Clay Township Claim Sheet January 8, 2013. D. Monetary Gifts,Grants, Partnerships, and Sponsorships—Audrey Kostrzewa E. Election of Park Board Officers for 2013—President and/or Nominating Committee F. Park Board Committee Appointments—President G. Park Board Appointment to Plan Commission—President H. Ratification of 2012 General Fund End of Year Budget Line Transfers—Michael Klitzing I. Ratification of 2012 Township End of Year Budget Line Transfers and Encumbrances—Michael Klitzing J. Consideration of Resolution G-2013-001 Ratifying Deferred Compensation Plan for Department Employees—Michael Klitzing K. Appointment of Common Construction Wage Committee Members—Mark Westermeier VII. Attorney's Report A. Tort Claims;and B. General. VIII. Director's Report IX. Discussion Items X. Information Items A. Plan Commission—Joshua A. Kirsh B. School Board Report—Pamela Knowles I. Board Comments II. Adjournment CARMEL/CLAY BOARD OF PARKS AND RECREATION ® Tuesday,January 8, 2013, 6:00 p.m. Monon Community Center Members Present: James Engledow, Wendy Franklin, Kathie Freed,Joshua Kirsh,Jenn Kristunas, Richard Leirer, Linus Rude, Rich Taylor Member Absent: Donna Cihak Hansen Others Present: Mark Westermeier, Director; Michael Klitzing, Assistant Director; Audrey Kostrzewa, Business Services Manager, Debra Grisham, Park Board Attorney y Roll Call ,1,. Board President Engledow asked Mr. Leirer to call the roll k'. $ f Call to Order& Pledge of Allegiance < .-° 4- ., Board President Engledow led the Pledge of Allegianee'and called the meeting to order at 6:01 p.m. Public Comments �, '�` Presentation by Gregg Calpino of SEH of Indiana, LLC regarding the'Central Park North Plan Mr. Calpino provided a brief overview of ftfinal draft of the,Central Park North Master Plan. The preferred plan involves five areas as detailedn^the,report to include the Community Court, Orchard Gateway,The Escape, Central Bark Park, and Carmel Creek Preserve' Additional information includes 0 three phases in which the Master Plan could be deve oped depend ng onravailable funds. Mr. Kirsh commended Mr. Calpino;and�his staff on a jo swell done Assistant Director Klitzing advised that the intent was to provide the'Park Board'a.final draft for review and then bring back to the Board for action at the first meeting in February, at which time thetifori ial acceptance of the Master Plan would take place. Board President Engledow cor)curred \I, f Staff Reports ` : y. .:. '`� 4 ' t \o--.,:., �. Assistant, Director Klitzing stated that several of thestandard monthly reports were included in the Board packets excluding th'ose.financial statements that were not available at the time of assembly. x, '"� Committee Reports � Personnel Committee—Richard Leiser Mr. Leirer stated that Director'goals for 2013 have been assigned. Finance Committee—RichardkF Traylor III Mr.Taylor stated that the committee will meet Monday,January 21, 2013, at 5:30 p.m. Properties Committee—Wendy Franklin Ms. Franklin stated that the Properties Committee will not meet this month. Nominating Committee—James Engledow Board President Engledow advised that the Nominating Committee was unable to meet prior to the Board Meeting. At this time, Ms. Kristunas made a motion to add Action Item A-1 regarding the Annual 0 Meeting, seconded by Mr. Kirsh, and unanimously passed 8-0. Carmel/Clay Board of Parks and Recreation Tuesday,January 8,2013 Monon Community Center • Action Items A-1 (added Action Item) Board President Engledow reviewed the options available of the Park Board. One, suspend the rules and hold the Annual Meeting at the second meeting in January, or two, suspend the rules and take nominations from the floor. Mr. Kirsh made the motion that pursuant to Section 7.2 of the By-Laws,the Park Board suspend the rules contained in the By-Laws to hold the Annual Meeting at the first regular meeting in January and instead, hold the Annual Meeting on January 22, 2013, the second regular meeting January. Ms. Kristunas seconded the motion. Board President Engledow entertained discussion. As there was none, the vote was called and unanimously passed 8—0. Boar1Rresident Engledow continued by stating that Action Items E, F, and G were removed from thegendaa Also,as Pamela Knowles is no longer on the Park Board, Mr.Taylor was asked to take her place on the Nominating Committee. Minutes—December 11,2012 Park Board Meeting , a Mr. Leirer made a motion to approve the minutes,a'sypresented, seconded by Mr.'Kirsh, and unanimously passed 8—0. h Minutes—December 17, 2012 Park Board Meeting Mr. Leirer made a motion to approve the rnrnutes as presented, seconded by Ms. Kristunas, and unanimously passed 8—0. City of Carmel Financial Repor,.t. , Report not available athtimerof Board packet assembly A Clay Township Financ a1'Report r \ Mr. Taylor madea motion tb cknowvledge receipt of the+Clay Township Financial Report for December 2012, seconded bMs y .Franklin; and "nanimouslyppassed'8—0. CCPR P&LStatements Mr.Tayl r'`made a motion to acknowledge±rceceipt of the CCPR P&L Statements for December 2012, seconded by Ms. Kristunas. B and Presiders Engledow commended staff on a job well done. The motion was unanimously passed x x Claim Sheet January 8;'2013 Mr. Taylor made a motion to app ove the Claim Sheet as presented, seconded by Ms. Kristunas, and unanimously passed 8—0t` Clay Township Claim Sheet January 8,2013 Mr.Taylor made a motion to approve the Clay Township Claim Sheet as presented, seconded by Mr. Kirsh,and unanimously passed 8-0. Acknowledgment of Monies and In-Kind Donations Received for December—Audrey Kostrzewa Ms. Kostrzewa presented the information, at which time a motion was made by Mr. Kirsh to 1111 acknowledge receipt as presented, seconded by Ms. Kristunas, and unanimously passed 8—0. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday,January 8, 2013 Monon Community Center • Election of Park Board Officers for 2013-President and/or Nominating Committee Action postponed until January 22, 2013. Park Board Committee Appointments-President Action postponed until January 22, 2013. Park Board Appointment to Plan Commission-President Action postponed until January 22, 2013. Ratification of 2012 General Fund End of Year Budget Line Transfers-Michael Klitzing Assistant Director Klitzing reported that Indiana law requires budget lines to be at zero or above within the General Fund. All unused balances are returned to the respective4iscal bodies. Als Mr.Taylor made a motion to ratify the 2012 end of year budget line transfers as presented, seconded by 4 qY Mr. Kirsh, and unanimously passed 8-0. Ratification of 2012 Township End of Year Budget Line Transfers{and Encumbrances-Michael Klitzing Assistant Director Klitzing stated that similar action has been take relative to the Township Fund. Mr. Kirsh made a motion to ratify the 2012oend of year budget line transfers and encumbrances as presented, seconded by Ms. Kristunas,and unanimously passed'8:7. 0. 111 Consideration of Resolution G-2013-001 Ratifying eferred Compensation Plan for Department Employees-Michael Klitzin ; . Assistant Director Klitzing explained;that the City of Carmel changed their Deferred Compensation Plan from four vendors to one:.Contracting with the new-vendor, American United Life Insurance Company, will result in net savings fo.r:all participants. �� - Ask Mr. Taylor Finade a motionto waive the reading,of Resolution G-2013-001,seconded by Mr. Kirsh, and unanimously passed £3-4.V Mr.Taylor=made a motion_to approve Resolution G-2013-0001 as presented, seconded;by Mr. Kirsh, and unanimouslyipassed 8 0° v.; Appointmentzof;Common Construction Wage Committee Members-Mark Westermeier Director Weste Bier advised thatacommon construction wage must be set for projects in excess of 1ft $350,000.00. The ParkBoard mustjappoint two individuals. Staff recommended Roger Smith as the Industry Representative,,as;he hasbeen involved with the Department though the eastside construction project. The recommendedaindiv:idual to serve as Taxpayer is Will Wright as he resides in Hamilton County, which is the fundingsou'rce. The three projects include the Overflow Parking and Drainage Project; The Waterpark Cabanas Project; and Founders Park Field Improvements Project. Mr. Taylor asked that next time a brief background of each recommended individual be provided to the Park Board. Mr.Taylor made the motion to appoint to the Common Construction Wage Committee for all public works projects that are awarded for or on behalf of the Park Board within three (3) months of the wage rate determination the following people: Roger Smith as the industry representative; and C. William ® Wright as the taxpayer who pays the tax that will be the funding source for the project and resides in Hamilton County, where the project is located. Ms. Kristunas seconded the motion, and it was unanimously passed 8-0. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday,January 8,2013 Monon Community Center S Attorney's Report Tort Claims Ms. Grisham stated that no new tort claims had been filed, and only one remains active at this time. General Ms. Grisham advised that she was in receipt of a Public Hearing regarding consolidation of drains on West Park property that would result in an increase of our drainage fees by$42.00 a year. Assistant Director Klitzing stated that he had no concerns about this as it relates to the budget. Ms. Grisham advised the Board that Clay Township Trustee, Doug Callahan, has appointed Debbie Spelbring as his Deputy Trustee. 140 Director's Report Director Westermeier stated that his report was included in the Park Board packet. to VWE If temperatures allow, there should be significantfprogress on the 146 Street Pedestrian Bridge. We are waiting on Duke Energy to hook up and test the heated bridge prior to opening to the public. We have received a report from Cardo JFNew stating that the Department has met all requirements for four years regarding the wetland mitigation in Central Park xWermust continue to pay for monitoring until the final inspection and release occ sby, DNR(Departaratof Natural Resources). Councilor Ron Carter asked that Director Westermeier r .y elato the Park Board his desire that a ferry • service be established on White River betweennHazel LandingkRark and°Fishers Heritage Park. 4Nr 4'44 Director Westermeierplans to discuss purchase ofheBrookshire Pool property with the Clay Township 1 Board in January and the City,Council iffFebruary. Rick�Sharp has agreed to sponsor the required resolution to the,City Council d<' � Vtiv There wasa�brief discussion in response to questions asked by Park Board Members regarding appraisalsand cabanas. u , 4 ..xy '.Y3T f � Discussion Items `fit . Mr.Taylor questioned if funding would be available (assuming approval of the Central Park North Master Plan)for phone which includes the dog park; Assistant Director Klitzing responded that he is looking into available funds. Mr Taylor also asked if we knew the dollar amount the Department would receive from 2013 COIT;Assistant D ector Klitzing advised that this has not been identified yet. NW Mr. Kirsh remarked that, while no one else clears snow from their sidewalks,the Parks Department staff does a great job clearing park properties. Mr. Rude concurred. Mr. Leirer asked about an outdoor ice skating rink. A brief discussion followed with Director Westermeier stating that an outdoor ice rink was not practical due to costs involved. • Page 4 Carmel/Clay Board of Parks and Recreation Tuesday,January 8,2013 Monon Community Center • Information Items Plan Commission—Joshua A Kirsh Mr. Kirsh stated only subcommittees met; Director Westermeier advised that the proposed Ricker's gas station was sent to land use committee. School Board Report—Kathie Freed Ms. Freed stated the School Board has held their organizational meeting and is working toward the Superintendent search. ; '.. Board Comments f' w Mr. Kirsh commented that he saw a news story from West„Park4during,the snowstorm with people enjoying the sledding hill (Jill's Hill). Board President Engledow stated4thatThe felt the Department had communicated well in regards to the snowstorm, and'staff should be commended. Director Westermeier agreed. -E Board President Engledow reminded Board Members40at the nexbmeeting would be on January 22, 2013 and conducted as the Annual Meeting. A ,T ;?..,:c,?,,- A Adiournment .,'�. i.s, ;; There being no further business, Mr. Kirsh•made'a,motion to adjourn..with no objections. The meeting ® ; k was adjourned at 7:40 p.m. Approved, , k n ?, ry 'Signature r k 1 Date , Q":-,,....:', �J�S \ ti ` Signature );r Date \\ \. / i ,. c • Page 5