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HomeMy WebLinkAboutCCPR-07-09-13 CARMEL/CLAY BOARD OF PARKS AND RECREATION • Tuesday,July 9, 2013,6:00 p.m. Monon Community Center Members Present: Wendy Franklin, Kathie Freed,Joshua Kirsh,Jenn Kristunas, Richard Leirer, Linus Rude, Rich Taylor Members Absent: Donna Cihak Hansen,James Engledow Others Present: Mark Westermeier, Director; Michael Klitzing, Assistant Director; Audrey Kostrzewa, Business Services Manager,;Debra Grisham, Park Board Attorney Roll Call President Franklin asked Mr. Leirer to call the roll. xxj Call to Order& Pledge of Allegiance Vice President Franklin called the meeting to order:and led the Pledge of Allegiance. Public Comments There were none. Staff Reports Assistant Director Klitzing introduced Traci,,Broman,Events Supervisor, who presented the annual report • on CCPR events. At the conclusion of the presentation, there was brief discussion between staff and park board Members. Assistant.Director Klitzing,advised that the standard staff reports were included in the packet. Also included were two quarterly,reports(Parks& Recreation Master Plan Implementation Status and Active Contract Summary Log). Assistant Director Klitzing commended the Monon Community Center Division staff in their management of the MCC, making financially sound decisions to keep expenses at a minimum"du"ring a low revenue stream;resulting from poor weather for The Waterpark. Mr. Kirsh inquired about the number of:ESE waivers, at which Assistant Director Klitzing responded that the increased amount reflects all campers atthe beginning of the season (June) rather than individual monthly numbers. �� �" Committee Reports Personnel Committee e Richard Leiter Mr. Leirer stated that the/Committee has not met as there have been no issues. Finance Committee—Richard F.Taylor III Mr. Taylor announced that the Committee met July 8, 2013 and passed a motion recommending the Park Board approve the budgets as presented. Properties Committee—Wendy Franklin Ms. Franklin stated the Committee plans to meet next Tuesday(July 16, 2013). • Action Items Minutes—June 25, 2013 Park Board Meeting Mr. Leirer made a motion to approve the minutes as presented, seconded by Mr. Kirsh, and passed 6—0 with 1 abstention (Mr.Taylor). CARMEL/CLAY BOARD OF PARKS AND RECREATION Tuesday,July 9, 2013, 6:00 p.m. Monon Community Center Members Present: Wendy Franklin, Kathie Freed,Joshua Kirsh,Jenn Kristunas, Richard Leirer, Linus Rude, Rich Taylor Members Absent: Donna Cihak Hansen,James Engledow Others Present: Mark Westermeier, Director; Michael Klitzing, Assistant Director; Audrey Kostrzewa, Business Services Manager; Debra Grisham, Park Board Attorney Roll Call Vice President Franklin asked Mr. Leirer to call the roll. Call to Order& Pledge of Allegiance Vice President Franklin called the meeting to order and led the Pledge of Allegiance. Public Comments There were none. Staff Reports Assistant Director Klitzing introduced Traci Broman, Events Supervisor, who presented the annual report on CCPR events. At the conclusion of the presentation, there was brief discussion between staff and park board Members. Assistant Director Klitzing advised that the standard staff reports were included in the packet. Also included were two quarterly reports(Parks & Recreation Master Plan Implementation Status and Active Contract Summary Log). Assistant Director Klitzing commended the Monon Community Center Division staff in their management of the MCC, making financially sound decisions to keep expenses at a minimum during a low revenue stream resulting from poor weather for The Waterpark. Mr. Kirsh inquired about the number of ESE waivers, at which Assistant Director Klitzing responded that the increased amount reflects all campers at the beginning of the season (June) rather than individual monthly numbers. Committee Reports Personnel Committee—Richard Leirer Mr. Leirer stated that the Committee has not met as there have been no issues. Finance Committee—Richard F.Taylor III Mr.Taylor announced that the Committee met July 8, 2013 and passed a motion recommending the Park Board approve the budgets as presented. Properties Committee—Wendy Franklin Ms. Franklin stated the Committee plans to meet next Tuesday (July 16, 2013). Action Items Minutes—June 25, 2013 Park Board Meeting Mr. Leirer made a motion to approve the minutes as presented, seconded by Mr. Kirsh, and passed 6—0 with 1 abstention (Mr.Taylor). Carmel/Clay Board of Parks and Recreation Tuesday,July 9,2013 Monon Community Center City of Carmel Financial Report Report was not available at time of Park Board Packet assembly. Clay Township Financial Report Mr.Taylor made a motion to acknowledge receipt of the Clay Township Financial Report for June 2013, seconded by Ms. Kristunas, and unanimously passed 7—0. CCPR P&L Statements Mr.Taylor made a motion to acknowledge receipt of the CCPR P&L Statements for June 2013, seconded by Mr. Kirsh, and unanimously passed 7-0. Claim Sheet July 9, 2013 Mr. Taylor made a motion to approve the Claim Sheet as presented, seconded by Mr. Kirsh, and unanimously passed 7—0. Clay Township Claim Sheet July 9, 2013 Mr.Taylor made a motion to approve the Clay Township Claim Sheet as presented, seconded by Ms. Kristunas, and unanimously passed 7—0. Monetary Gifts,Grants, Partnerships, and Sponsorships—Audrey Kostrzewa Ms. Kostrzewa reported five sponsorships received in June 2013 as follows: 4 Kids Books&Toys- $1,000; Bright House Networks, LLC-$1,000; Bright House Networks, LLC-$500; Extreme Pizza -$50; and Master Yoo's World Class Tae Kwon Do -$250. A motion was made by Mr. Kirsh to acknowledge receipt as presented, seconded by Ms. Kristunas, and unanimously passed 7—0. Consideration of 2014 Parks Budgets—Michael Klitzing Assistant Director Klitzing provided an overview of the budgeting process, which began in March. The process involved all levels of management staff. Guidelines were received from the Mayor's Office related to health insurance premiums. Subsequently, a preliminary presentation was made to the Finance Committee on June 3, 2013, and the proposed budget was submitted to the Mayor's Office on June 10, 2013. Additional information was received from the City(Carmel) to disregard the increased insurance rates, so an amended budget was provided to the Mayor's Office on July 8, 2013. The Finance Committee discussed the proposed 2014 budgets on July 8, 2013 with a recommendation to the Park Board for approval. A Budget Workshop will be held in City Hall (Council Chambers) on July 25, 2013 at 1 p.m. Assistant Director Klitzing stated that the Budget Workshop is a public meeting, and he welcomed Park Board Members to attend. Assistant Director Klitzing advised the Board that a conservative budgeting process was used with cost recovery considered in the "worst case" scenario. Personnel costs total 62%of the operating budgets with 64 staff(an increase of 2 from 2013). An inclusion supervisor was added in the ESE budget. An organizational change at the MCC allowed for the elimination of the Food Services Manager and replacing this position with an Assistant Recreation Manager. The second position added to the MCC budget is the new Assistant Aquatics Manager. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday,July 9, 2013 Monon Community Center 1. Resolution B-2013-001—General Fund (101) Budget Assistant Director Klitzing provided a summary of the General Fund Budget along with highlights. Ms. Freed commended Assistant Director Klitzing on his presentation, at which Ms. Franklin concurred. Previously, a motion was made by Mr. Leirer to waive the reading of Resolution B-2013-001, seconded by Ms. Kristunas, and unanimously passed 7—0. After Assistant Director Klitzing's overview, a motion was made by Mr. Leirer to approve Resolution B-2013-001 as presented, seconded by Mr. Kirsh, and unanimously approved 7—0. 2. Resolution B-2013-002—Extended School Enrichment Fund (108) Budget Assistant Director Klitzing provided a summary of the Extended School Enrichment Fund Budget along with highlights. A motion was made by Mr.Taylor to waive the reading of Resolution B-2013-002, seconded by Mr. Kirsh, and unanimously passed 7—0. Next, a motion was made by Mr.Taylor to approve Resolution B-2013-002 as presented, seconded by Mr. Kirsh, and unanimously approved 7—0. Afterwards,there was a brief discussion. 3. Resolution B-2013-003—Monon Community Center Fund (109) Budget Assistant Director Klitzing provided a summary of the Monon Community Center Fund Budget along with highlights. A motion was made by Mr. Leirer to waive the reading of Resolution B-2013-003, seconded by Mr.Taylor, and unanimously passed 7—0. A motion was made by Mr. Leirer to approve Resolution B-2013-003 as presented, seconded by Mr.Taylor, and after a brief discussion,the motion was unanimously approved 7—0. 4. Resolution B-2013-004—COIT Capital Fund (1215) Budget Assistant Director Klitzing provided a summary of the COIT Capital Fund Budget along with highlights. A motion was made by Mr.Taylor to waive the reading of Resolution B-2013-004, seconded by Mr. Leirer, and unanimously passed 7—0. A motion was made by Mr.Taylor to approve Resolution B-2013-004 as presented, seconded by Ms. Kristunas, and unanimously approved 7—0. 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 items for the Park Board. Attorney's Report Tort Claims Ms. Grisham stated that there were no new or active tort claims at this time. General The Department received notification of changes regarding ProLiance and its ownership. As a result, a third amendment will be required to address these changes. The Founders Park Pavilion Project will be considered a public works project and required to meet certain provisions. Ms. Grisham provided an overview of the bidding process including the Common Construction Wage Committee. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday,July 9, 2013 Monon Community Center Ms. Grisham updated the Park Board on recent changes in reference to the Affordable Care Act. She also attended the Annual Municipal Lawyers Seminar and advised the Park Board of selected new bills in the state of Indiana Director's Report Director Westermeier stated that his report was included in the Park Board Packet. As a follow up to the budget overviews, the Department strives to attract and keep the best available staff. For instance, we conducted a national search for our new Assistant Aquatics Manager. As a result of this national search, we were able to hire the best applicant for the job. In fact, Katherine Page, our new Assistant Aquatics Manager, relocated from North Carolina. Director Westermeier then provided brief updates: drilling of well for water in Founders Park; Hazel Landing Disc Golf Course finished except for signage; Central Park(westside)-overflow parking in use and draining very well, a few punch list items on cabanas; Central Park (eastside)—in discussion with contractor on plant material that did not survive the winter. Discussion Items There were none. Information Items Plan Commission—Joshua A Kirsh Mr. Kirsh stated there was nothing new to report, as the entire Plan Commission has not met recently. Some work continues on the proposed landscaping ordinance, and rezoning is being considered for Atapco Properties. School Board Report—Kathie Freed Ms. Freed stated that they are still looking for a superintendent, and they entered into an agreement with St.Vincent to employ four elementary school nurses. Board Comments There were none. Adjournment There being no further business, Mr. Kirsh made a motion to adjourn, seconded by Ms. Kristunas with no objections. The meeting was adjourned at 7:45 p.m. Approved, Agis �z .�// 3 Signature Date 7- 23 (3 strap; Date Page 4 Carmel/Clay Board of Parks and Recreation Tuesday,July 9, 2013 Monon Community Center 411 City of Carmel Financial Report Report was not available at time of Park Board Packet assembly. Clay Township Financial Report Mr.Taylor made a motion to acknowledge receipt of the Clay Township Financial Report for June 2013, seconded by Ms. Kristunas, and unanimously passed 7—0. CCPR P&L Statements Mr. Taylor made a motion to acknowledge receipt of the CCPR P&L Statements for June 2013, seconded by Mr. Kirsh, and unanimously passed 7—0. ` Claim Sheet July 9, 2013 Mr.Taylor made a motion to approve the Claim Sheet as,presented,seconded by Mr. Kirsh, and • . unanimously passed 7—0. Clay Township Claim Sheet July 9,2013 Mr. Taylor made a motion to approve the Clay TownshiptClaim Sheet as presented, seconded by Ms. Kristunas, and unanimously passed 7—0. Monetary Gifts, Grants, Partnerships, and`Sponsorships—Audrey Kostrzewa Ms. Kostrzewa reported five sponsorships received ,n June 2013 as follows: 4 Kids Books&Toys- $1,000; Bright House Networks, LLC-$1,000;£,Bright House:.Networks, LLC-$500; Extreme Pizza -$50; and Master Yoo's World Class Tae_.Kwon Do-`$2 m 50. A motion was made by Mr. Kirsh to acknowledge receipt as presented, seconded by Ms, Kristunas, and unanimously passed 7—0. Consideration of 2014 Parks Budgets=Michael Klitzmg Assistant Director Klitzing provided an overview of t elbudgeting process,which began in March. The process invoked,, all levels of management'staff < ^its Guidelines':,were received from the Mayor's Office related to health insurance premiums. Subsequently, a preliminaryypresentation was made to the:Finance Committee on June 3, 2013, and the proposed budget was submitted to the Mayor's Office4on June 10, 2013. Additional information was received from the City(Carmel)to disregard the increased insurance rates, so an amended budget was provided to the Mayor's Officeion July 8, 2013Y, The Finance Committee discussed the proposed 2014 budgets on July 8, 2013 with a recommendationkl to the Park Board for approval. A Budget Workshop will be held in City Hall (Council Chambers) on July 25, 2013 at 1 p.m. Assistant Director Klitzing stated that the Budget Workshop is a public meeting, and he welcomed Park Board Members to attend. Assistant Director Klitzing advised the Board that a conservative budgeting process was used with cost recovery considered in the "worst case" scenario. Personnel costs total 62%of the operating budgets with 64 staff(an increase of 2 from 2013). An inclusion supervisor was added in the ESE budget. An organizational change at the MCC allowed for the elimination of the Food Services Manager and replacing this position with an Assistant Recreation Manager. The second position added to the MCC 110 budget is the new Assistant Aquatics Manager. Page 2 Carmel/Clay Board of Parks and Recreation Tuesday,July 9, 2013 Monon Community Center • 1. Resolution B-2013-001—General Fund (101) Budget Assistant Director Klitzing provided a summary of the General Fund Budget along with highlights. Ms. Freed commended Assistant Director Klitzing on his presentation, at which Ms. Franklin concurred. Previously, a motion was made by Mr. Leirer to waive the reading of Resolution B-2013-001, seconded by Ms. Kristunas, and unanimously passed 7—0. After Assistant Director Klitzing's overview, a motion was made by Mr. Leirer to approve Resolution B-2013-001 as presented, seconded by Mr. Kirsh, and unanimously approved 7—0. 2. Resolution B-2013-002—Extended School Enrichment Fund (108)Budget Assistant Director Klitzing provided a summary of the Extended School-Enrichment Fund Budget along with highlights. A motion was made by Mr.Taylor to waive the reading of Resolution B-2013-002, seconded by Mr. Kirsh, and unanimously passed 7—0. Next ya.,motion was made by Mr. Taylor to approve Resolution B-2013-002 as presented, seconded,by Mr. Kirsh;and unanimously approved 7—0. Afterwards, there was a brief discussion. 3. Resolution B-2013-003—Monon Community Center Fund (109) Budget Assistant Director Klitzing provided a summary of th'e!Monon Community Center fund Budget along with highlights. A motion was made by Mr. Leirer to waive the reading of Resolution,B-2013-003, seconded by Mr. Taylor, and unanimously passed 7—0. A motion was made by Mr. Leirer to approve Resolution B-2013-003 as presented, seconded by Mr.Taylor, and after a brief discussion,the motion was unanimously approved 7—0. • a 4. Resolution B-20137004 COIT Capital Fund (1215);Budget Assistant Director Klitzing provided a summary of the COLT Capital.Fund Budget along with highlights. A motion was made by Mr:Taylor to waive the reading of Resolution B=2013-004, seconded by Mr. Leirer, and unanimously passed 7770. A motion was made;by Mr.Taylor to approve Resolution B-2013-004 as presented, seconded by Ms Kristunas,sand unanimously approved 7—0. Consideration of Matters Regarding'Construction'Projects—Mark Westermeier 1. ' Rebid Central Park orainage''and Overflow Parking Project; 2. The;Waterpark Cabanas';Project`.; 3. Founders Park Sports Field,lmpro'vements Project; and 4. Hazel Landing Park Disc Golf Course. Director Westermeierrstated there were no action items for the Park Board. Attorney's Report > 't Tort Claims Ms. Grisham stated that there were no new or active tort claims at this time. General The Department received notification of changes regarding ProLiance and its ownership. As a result, a third amendment will be required to address these changes. The Founders Park Pavilion Project will be considered a public works project and required to meet certain provisions. Ms. Grisham provided an overview of the bidding process including the Common Construction Wage Committee. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday,July 9, 2013 Monon Community Center Ms. Grisham updated the Park Board on recent changes in reference to the Affordable Care Act. She also attended the Annual Municipal Lawyers Seminar and advised the Park Board of selected new bills in the state of Indiana Director's Report Director Westermeier stated that his report was included in the Park Board Packet. As a follow up to the budget overviews, the Department strives to attract and keep the best available staff. For instance, we conducted a national search for our new Assistant Aquatics Manager. As a result of this national search, we were able to hire the best applicant for the job. In fact, Katherine-Page, our new Assistant Aquatics Manager, relocated from North Carolina Director Westermeier then provided brief updates: drilling4,well forwater in Founders Park; Hazel Landing Disc Golf Course finished except for signage; Cent'ral`Park (westside) -overflow parking in use and draining very well a few punch list items on cabanas;Central Parks(eastside)—in discussion with contractor on plant material that did not survive the winter. Discussion Items There were none. Information Items Plan Commission—Joshua A Kirsh Mr. Kirsh stated there was nothing new to report, as the.entire Plan Commission has not met recently. Some work continues on the proposed landscaping ordinance, and rezoning is being considered for Atapco Properties. - School Board Report—Kathie Freed - Ms. Freed stated that they are still looking for a superintendent, and they entered into an agreement with St. Vincent to employ four elementary-school nurses. Board Comments There were none. Adjournment � '~ There being no further:business, MnKirsh made a motion to adjourn, seconded by Ms. Kristunas with no objections. ` `' • The meeting was adjourned4t7;45 p.m. Approved, Signature Date S Signature Date Page 4