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Home My WebLink AboutCCPR-06-11-13 Carmel/Clay Board of Parks and Recreation Park Board Meeting 6:00 p.m. ® Tuesday,June 11,2013 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 I. Roll Call II. Call to Order&Pledge of Allegiance III. Public Comments 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 VI. Action Items A. Minutes—Richard Leirer 1. May 28, 2013 Park Board Meeting SB. 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 June 11, 2013;and 2. Clay Township Claim Sheet June 11,2013. D. Monetary Gifts, Grants, Partnerships,and Sponsorships—Audrey Kostrzewa E. Consideration of Matters Regarding Construction Projects—Mark Westermeier 1. Rebid Central Park Drainage and Overflow Parking Project; 2. The Waterpark Cabanas Project; 3. Founders Park Sports Field Improvements Project;and 4. Hazel Landing Park Disc Golf Course. 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—Kathie Freed XI. Board Comments XII. Adjournment ® CARMEL/CLAY BOARD OF PARKS AND RECREATION Tuesday,June 11, 2013,6:00 p.m. Monon Community Center Members Present: Donna Cihak Hansen,James Engledow, Wendy Franklin,Joshua Kirsh, Richard Leirer, Linus Rude, Rich Taylor Members Absent: Kathie Freed,Jenn Kristunas Others Present: Mark Westermeier, Director; Michael Klitzing, Assistant Director; Audrey Kostrzewa, Business Services Manage,rDebra Grisham, Park Board Attorney rys Roll Call 4L Board President Engledow asked Mr. Leirer to call the roll. ' /.'''' '10,, ,fir Call to Order& Pledge of Allegiance 'f-, Board President Engledow called the meeting to a at 6:01 p.m. and led th'e,Rled a of Allegiance. g g dtt�� p' �� ,g g� Public Comments There were none. 4r �, s Staff Reports ® Assistant Director Klitzing introduced John Gates, Park Maintenance'Diwision Manager, who presented a -- --„s.. .S't's ," 't PowerPoint presentation,�complete with statistics, photos,and supplemental information relative to the --. � k Division's services A `1 H Assistant Director Klitzingsadvised the`Park Board that:the standard financial reports for the month of May are very strong even withrthe three2pay periods and the less favorable weather this year He attributedAthis}to the�Monon Community Center s,manag ment. .!:;. AssistantOirector Klitzing justj.eceived copy of World Waterpark(June 2013), a magazine with The Waterparkapminently feature\Lindsay L"abas, Marking Manager, did an outstanding job in writing this article. Assistant Director Klitzing stathe would direct staff to forward copies of the article to the a.Y Park Board Members .A . 3 This Saturday,June 15\x'2013, at 9m., is the Visioning Workshop at the Administrative Offices, which should last no longer than hae erhours. As a coincidence, Assistant Director Klitzing received a copy of the second video from WFYI '-The first video was about the history of the parks over the past 20 years. Our second video, Tending the Garden— Your Role Within the Board of Carmel Clay Parks& Recreation, premiers this evening and focuses on the Park Board, its role, guidance, and oversight of the park system. The timing of this video is most appropriate as we go into the planned workshop this Saturday to discuss the five-year comprehensive master plan,which is the guiding tool for the park system. At this time, the Park Board watched Tending the Garden— Your Role Within the Board of Carmel Clay Parks& Recreation. 0 CARMEL/CLAY BOARD OF PARKS AND RECREATION Tuesday,June 11, 2013,6:00 p.m. Monon Community Center Members Present: Donna Cihak Hansen,James Engledow, Wendy Franklin,Joshua Kirsh, Richard Leirer, Linus Rude, Rich Taylor Members Absent: Kathie Freed,Jenn Kristunas Others Present: Mark Westermeier, Director; Michael Klitzing, Assistant Director; Audrey Kostrzewa, Business Services Manager; Debra Grisham, Park Board Attorney 4 Roll Call ��\+:,:z, Board President Engledow asked Mr. Leirer to call the roll.�� f�Ky � Ali$ As, Call to Order&Pledge of Allegiance Board President Engledow called the meeting to order at 6:01 p.m. and led the Pledge of Allegiance. Public Comments , Ate - } '"x� vw._ t' There were none. ' Staff Reports �� ti 'tt 0 Assistant Director Klitzing introduced John Gates, Park Maintenancee Division Manager, who presented a y PowerPoint presentation complete with statistics, photos, andtsupplemental information relative to the Division's services. *A � '�� Assistant Director Klitzing advised the:Park Board thatthe standard financial reports for the month of May are very strong even with;the three Lpaayperiods and the less favorable weather this year. He to htunCen e Ni-e,„attributedh e Mnon Comiy sman ment.�t „v,•;,„, eitw,Assistant Director Klitzing just receiveda�copy of World Waterpark(June 2013), a magazine with The Waterpark prominently featured Lindsay.Labas, Marking Manager, did an outstanding job in writing ',,„„w4.,., lit, this article. Assstant Director Klitzing stateh'e would direct staff to forward copies of the article to the Park Board Members. This Saturday,June 15"2013, at 9 aam., is the Visioning Workshop at the Administrative Offices, which should last no longer thanhreehours. As a coincidence,Assistant Director Klitzing received a copy of the second video from WFYI. The first video was about the history of the parks over the past 20 years. Our second video, Tending the Garden— Your Role Within the Board of Carmel Clay Parks& Recreation, premiers this evening and focuses on the Park Board, its role, guidance, and oversight of the park system. The timing of this video is most appropriate as we go into the planned workshop this Saturday to discuss the five-year comprehensive master plan,which is the guiding tool for the park system. At this time, the Park Board watched Tending the Garden— Your Role Within the Board of Carmel Clay Parks& Recreation. 0 Carmel/Clay Board of Parks and Recreation Tuesday,June 11, 2013 Monon Community Center • Assistant Director Klitzing thanked WFYI for their assistance in putting together the second part of our video series. These videos are envisioned as orientation tools as new Park Board Members come on board. The first video focused on our history, and the second, talks about the roles and responsibilities of Park Board Members.The video will be on our website in the next few days for viewing by Board Members and the general public. We are in the process of shooting the third video, which includes elements of the park system focusing on different aspects, e.g., environment, design principals, program s,and operating systems for buildings and parks,that are mindful of the planet and minimize our foot pfint;Board President Engledow said he thought WFYI had done a fantastic job with the videos. ,. Committee Reports ,, Personnel Committee—Richard Leirer a , � Mr. Leirer stated there have been no agenda items sothe Committee has nottmet. (-- .."."9- ''''''‘ Finance Committee—Richard F.Taylor 111 Mr.Taylor announced that the Committee met on June 3 2013gadiscussed the preliminary budget for 2014. The next Committee meeting isuly 8, 2013 at 5"pmThe Committee will review the final proposed 2014 budget and a possible recommendation to theBoard at its meeting on July 9, 2013. Properties Committee—Wendy Franklin t �g *11:- 0 Ms. Franklin stated that twoCCommittee members were unable to meetinJune at its regularly scheduled meeting. There is no Jun eeting scheduled at this time. = , Action Items Minutes—May 28,2013 Park Board Meeting kli Mr. Leirer madeza motion to approve-the minutes as preseanted, seconded by Ms. Cihak Hansen, and passed 6—0,.with 1 abstention (Mr Taylor). °tAl� City of Carmel Financial Report L =f,,1:>„ AtO Mr.Taylor made motion to acknowledgeeceipt of the City of Carmel Financial Report for May 2013, seconded by Mr Kirrsh, and unanimously passed 7—0. 3 Clay Township Financia Report Mr.Taylor made a motiio=acknowledge receipt of the Clay Township Financial Report for May 2013, seconded by Mr. Kirsh, and unanimously passed 7-0. CCPR P&L Statements Mr. Taylor made a motion to acknowledge receipt of the CCPR P&L Statements for May 2013, seconded by Mr. Kirsh, and unanimously passed 7—0. Claim Sheet June 11, 2013 Mr.Taylor made a motion to approve the Claim Sheet as presented, seconded by Mr. Kirsh, and III unanimously passed 7—0. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday,June 11,2013 illMonon Community Center Clay Township Claim Sheet June 11,2013 Mr.Taylor made a motion to approve the Clay Township Claim Sheet as presented, seconded by Ms. Kirsh, and unanimously passed 7—0. Monetary Gifts, Grants, Partnerships, and Sponsorships—Audrey Kostrzewa Ms. Kostrzewa reported two sponsorships. The first was$250 from Once Upon a Child for the Kids Koncerts, and the second was$13,000 from the Bottling Group, LLC (aka Pepsi). A motion was made by Mr. Kirsh to acknowledge receipt as presented, seconded by Ms. Cihak Hansen, and unanimously passed 7—0. 4#:4 P Consideration of Matters Regarding Construction Projects- Mark Westermeier 1. Rebid Central Park Drainage and Overflow Parking Project; 2. The Waterpark Cabanas Project; 3. Founders Park Sports Field Improvements"Project;and 4. Hazel Landing Park Disc Golf Course. Director Westermeier stated there were no action t ms for the Park Board. Attorney's Report ��r W <- Tort Claims � . III Ms. Grisham announced that there were no new tort claims filedsince the last report. The last tort claim brought to the Board was deniedo . �� '`, General - `' , ffo; Ms. Grisham reportedEthat she has been focusingN`onthe Patient Protection and Affordable Care Act vim, �� implementation. Ms. Gnsham and staff are working:wth Jim Hamilton, a tax attorney with Bose . McKinney& Evans, to make sure compliance is in place so we can avoid any penalties. DirectorstReport "--' `max" ..A,�� X44 DirectorrWestermeier stated that his�report was included in the Park Board Packet. One observation worth noting is the increased&at endance at Ihe Kids Koncerts. The numbers have greatly increased with 700+at the first concert and 900 4at the second one. It appears that our social media has played a major role in thencreased numbs as no other marketing efforts have changed since last year. Ms. Cihak Hansen nquired about the residency of our attendees. Lindsay Labas, Marketing Manager, responded that basedkupon information collected at the first concert, about fifty percent was from Carmel and the rest from rrou_i d g areas. Ms. Labas also stressed the social media factor that quickly answers questions, etc. from he p blic. Mr. Kirsh commended Ms. Labas for the continued success in her marketing efforts. Discussion Items Mr. Kirsh commented that the park (Central Park) looked great, and a friendly, smiling staff person greeted him. He was also pleased that the park was extremely busy with a number of users enjoying the various aspects of the park. Mr. Kirsh said he had heard a number of positive comments about The S Waterpark. He continued with general concerns about the lack of shade and the possibility of cabanas being overpriced. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday,June 11,2013 Monon Community Center • Information Items Plan Commission—Joshua A. Kirsh Mr. Kirsh explained that the landscaping package previously announced has not been approved, but he expects it to be ratified in the near future with the inclusion of innovative ideas. School Board Report—Kathie Freed There was no School Board Report in Ms. Freed's absence. Board Comments Mr.Taylor congratulated Ms. Labas on graduating from the Hamilton County Leadership Academy. Board President Engledow announced that he was at West last Saturday with his granddaughter. The park looked great and has matured over the years;there is a lot of"potential for development. Board President Engledow reminded everyone of the Visioning Workshop scheduled for 9 a.m. on Saturday at the Administrative Offices. v" z ,a Adjournment tIf v ,-. There being no further business, Mr. Kirshhymade a motion to adjourn, seconded by Ms. Cihak Hansen with no objections. �": � ' >-C**. ,,,,,,„ ill The meeting was adjourned at 6:54 p.m. 4a, I k , "Approved, a p v ay+y A e#�3"ate � ;�eL�aFs �a',�'� Signature • `; -.4,,, , Date Signature 44 A A Date N ID Page 4