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Home My WebLink AboutCCPR-09-10-13 Carmel/Clay Board of Parks and Recreation Park Board Meeting 6:00 p.m. Tuesday,September 10,2013 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 A. Extended School Enrichment—Ben Johnson 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. August 27, 2013 Park Board Meeting B. Financial Reports—Richard F.Taylor Ill 1. City of Carmel Financial Report; 2. Clay Township Financial Report;and 3. CCPR P&L Statements. C. Claims—Richard F.Taylor Ill 1. Claim Sheet September 10, 2013;and 2. Clay Township Claim Sheet September 10, 2013. D. Monetary Gifts, Grants, Partnerships,and Sponsorships—Audrey Kostrzewa E. Consideration of Fall Food Festival& Benefit in Central Park on October 12,2013—Michael Klitzing F. Authorization to Bid the Central Park North Campus East Bundle—Michael Klitzing 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—Kathie Freed C. Parks Foundation—Wendy Franklin XI. Board Comments XII. Adjournment CARMEL/CLAY BOARD OF PARKS AND RECREATION 0 Tuesday, September 10, 2013, 6:00 p.m. Monon Community Center Members Present: Donna Cihak Hansen,James Engledow, Wendy Franklin, Kathie Freed,Joshua Kirsh, Jenn Kristunas, Richard Leirer Members Absent: Linus Rude, Rich Taylor Others Present: Mark Westermeier, Director; Michael Klitzing, Assistant Director; Audrey Kostrzewa, Business Services Manager; Deebra¢Grisham, Park Board Attorney Roll Call,Call to Order& Pledge of Allegiance After Mr. Leirer called the roll, Board President Engledow called the meeting to order at 6:05 p.m. followed by the Pledge of Allegiance. „e‘n . Public Comments `�� ` .. There were no public comments. Staff Reports 1 Extended School Enrichment—Ben Johnson;.” . t Z 1 'x74, Ben Johnson provided a brief overview of the:Extended School Enrichment Program, also known as the iA before and after school program. This is the eighth year�of=the program`that continues to grow. Highlights Wit W $. of the PowerPoint presentation,included enrollment numbersAo`m.Fall 2006:,through Fall 2013, results from the parent/guardian surveys,and staff There waskrief discussion after the presentation. Assistant Director Klitzing stated that work continues on the Brookshire Golf Course Feasibility Study. Next week the consultant will meet with the stakeholders The<study should be completed by the end of October and a presentation will be madgatte ParkVBoard. . \lik On September 3, 2013, FlowingiWell was closed after routine, monthly testing showed positive for coliform and E. coli` The Department is trying to determine the source of contamination. \31:*„ Assistant DirectorfKli.tzing reported�that the Monon Community Center was featured in Midwest Living. We continue to get national, regional, andrlocal recognition from various news sources. Committee Reports ,, �O r Personnel Committee—Richard Leirer Mr. Leirer stated that the Committee has not met. Finance Committee—Richard F.Taylor III In Mr.Taylor's absence, Assistant Director Klitzing stated that the next Finance Committee will probably meet in October, or November at the latest, to discuss rates and the findings from the Brookshire Golf Course Feasibility Study. 0 Properties Committee—Wendy Franklin Ms. Franklin stated that the Properties Committee will meet next Tuesday(September 17, 2013). I CARMEL/CLAY BOARD OF PARKS AND RECREATION Tuesday, September 10, 2013, 6:00 p.m. tZvar Monon Community Center Members Present: Donna Cihak Hansen,James Engledow, Wendy Franklin, Kathie Freed,Joshua Kirsh, Jenn Kristunas, Richard Leirer Members Absent: Linus Rude, Rich Taylor Others Present: Mark Westermeier, Director; Michael Klitzing, Assistant Director; Ail Audrey Kostrzewa, Business Services Manager; D a Grisham, Park Board Attorney "mil, Roll Call,Call to Order& Pledge of Allegiance ,, After Mr. Leirer called the roll, Board President Engledow'called the meet ng,to order at 6:05 p.m. followed by the Pledge of Allegiance. . ' . .. Public Comments There were no public comments. . Staff Reports ' Extended School Enrichment—Ben Johnson\ ; ' s. Ben Johnson provided a brief overview of thezExtehded School Enrichment Program, also known as the before and after school program. This is the eighth year'of the progra that continues to grow. Highlights of the PowerPoint presentation included enrollment numbers from,Fall\--006`:through Fall 2013, results from the parent/guardian surveys;and staff training. There was brief'discussion after the presentation. vex *1 . � r Assistant Director Klitzing stated that work continues onthe Brookshire Golf Course Feasibility Study. Next week the consultant will m et_with the stakeholders The study should be completed by the end of October and a presentation will be made�to the ParkBoard�_ \ •'�' .( N . \..:. On September 3, 2013, Flowing Well was•closed after routine, monthly testing showed positive for coliform and E. cola::°'The Department is trying to`determine the source of contamination. 1Ass istant Directoitzing reported*that the Monon Community Center was featured in Midwest Living. We continue to get n tional, regional, and local recognition from various news sources. Committee Reports >,7 r Personnel Committee—R hard{eirer Mr. Leirer stated that the Committee has not met. Finance Committee—Richard F.Taylor III In Mr. Taylor's absence, Assistant Director Klitzing stated that the next Finance Committee will probably meet in October, or November at the latest,to discuss rates and the findings from the Brookshire Golf Course Feasibility Study. Properties Committee—Wendy Franklin .-' Ms. Franklin stated that the Properties Committee will meet next Tuesday(September 17, 2013). Carmel/Clay Board of Parks and Recreation Tuesday, September 10, 2013 Monon Community Center Action Items Minutes—August 27, 2013 Park Board Meeting Mr. Leirer made a motion to approve the minutes as presented, seconded by Mr. Kirsh, and unanimously . passed 7—0. City of Carmel Financial Report Ms. Franklin made a motion to acknowledge receipt of the City of Carmel Financial Report for August 2013, seconded by Mr. Kirsh, and unanimously passed 7-0. 44', Clay Township Financial Report Ms. Franklin made a motion to acknowledge receipt of the CIay'Township Financial Report for August 2013, seconded by Ms. Kristunas, and unanimously passed 7—0. CCPR P&L Statements t Ms. Franklin made a motion to acknowledge receipt of the CCPR P&L Statements:for August 2013, seconded by Ms. Kristunas, and unanimously passed 7-0. NZ-1:1 Claim Sheet September 10, 2013 ` "` f Ms. Franklin made a motion to approve tfe Claim Sheet as presented, seconded by Ms. Kristunas, and unanimously passed 7—0. � Clay Township Claim Sheet September 10, 2013. r n. Ms. Franklin made a motion to approve the Clay Township`Claim Sheet as presented, seconded by Mr. Kirsh, and unanimously passed 7-0: Monetary Gifts,Grants, Partnerships,arid Sponsorships,—Audrey Kostrzewa Ms. Kostrzewa provided an overview of donations and sponsorships that were received in August. A motion was made by'Mr,yKirsh-to acknowledge receipt as�presented, seconded by Ms. Cihak Hansen, and unanimously passed 7- ;0 F \ 3 . Consideration of Fall Food Festival & Benefit in Central Park on October 12, 2013—Michael Klitzing tom% } Assistant Director Klitzing explained,that thisisra procedural matter. The Department is hosting its second annual event in the East Woods of Central Park'on the same day as the annual SK8 Night. Vendors will offer a variety of foods anda selection off�alcoholic beverages. Under park rules,the Department must obtain Park Board approval allow the ser-wing of alcohol. This request is consistent with historical practices of previous requests for vent's,such astle Adult Egg Hunt (Carmel Rotary Club), Devotion to Wildlife Concert (Indiana Wildlife Federation),.asnd Foundation Fantasia (Carmel Clay Parks Foundation). Last year this event raised $1,300 for scholarships `' Mr. Leirer made a motion that the Park Board authorize the sale and consumption of alcohol for the Department's Fall Food Festival & Benefit to be held on October 12, 2013. The motion was seconded by Mr. Kirsh and unanimously passed 7-0. Authorization to Bid the Central Park North Campus East Bundle—Michael Klitzing Assistant Director Klitzing presented information related to the North Campus East Bundle, or more commonly known as the dog park phase. (An illustration was provided in the Park Board packets.) Page 2 Carmel/Clay Board of Parks and Recreation Tuesday,September 10,2013 Monon Community Center Primary highlights include a parking lot, as well as the dog park itself. There will be two shelters, one in the north meadow and a smaller shelter within the large dog park area. Both shelters will reflect the same structures as those in the East Woods. The restroom facility will reflect the exterior facade of the East Woods latrine, but will have running water and flushing toilets. Fencing will be very similar to the decorative fencing in front of The Waterpark except a lower height (48") and will include decorative posts. One item is pending final approval from the City(Carmel) regarding storm water management; any necessary changes would be very minor. Ms. Freed asked about fencing of the small dog area. Assistant DirectoKlitzing responded that there will be a fence to separate the small dogs from the large ones; however, the,small dogs may use either area. Ms. Kristunas inquired about the number of parking spaces and the possibility of an additional shelter in the small dog park area. Assistant Director Klitzing advised thatan•'additionalrshelter as suggested could be considered in the future or possibly in the current phase.tiAs for the parking lot_,there will be 40 parking spaces which is almost triple the number called for Fin theMaster Plan. The parking lot in Phase I completely avoids the Maintenance Facility. Once the Maintenance.Facility is relocated, which`could be a number of years from now, we can continue the circle and at least double the parking. \ i. .� Ms. Cihak Hansen made a motion that the Park The,-,,V Schneider Corporation, the Park Department Director and the Park Board Attorney to take all steps necessary and appropriate to bid CO the Central Park North Campus East Bundle .The motion was seconded by Mr. Kirsh and unanimously passed 7—0. \,',.,-,2:-.i, -s, Attorney's Report ` �� Tort Claims i , Ms. Grisham reported that no,,new tort claims have been filed and no current claims are being investigated. General 4 '--i \ . �14 Ms. Grisham'upda e'd the Park Boardgon discussions,-with the representative of ETC Proliance Energy (new natural,gas supplier). The'Department has been provided with the current market rate plus the 44-cent transportation}fee. Both Ms.`Gsham a d Director Westermeier recommend proceeding with this default provision. Dir,�ector Westermeierip ovided additional insight regarding different strategies. There were no objections by the-Park Board Members. ' Ms. Grisham advised the:Park Board oFreceipt of a notice for a public hearing at City Hall on September 18, 2013 at 6:30 p.m. regard ng the Packwood economic development area x tow Director's Report ze Director Westermeier distributed the Director's Report prior to the start of the meeting as it was not included in the Park Board packets. Mr. Kirsh inquired about the signage at Hazel Landing Park. Staff advised him that it was finished. Discussion Items There was no discussion at this time. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday, September 10, 2013 Monon Community Center it Information Items Plan Commission—Joshua A Kirsh Mr. Kirsh reported on a new project(Silvera) north of 116th Street and west of Springmill Road. The project is a 250 acre parcel with 100 acres of untouched, natural area. School Board Report—Kathie Freed Ms. Freed stated that they are getting ready to post the 2014 budget followed by a hearing in October. Parks Foundation—Wendy Franklin e�e fii Ms. Franklin stated that the first draft of the website is done, and*thetbrochure is being printed for the giving campaign. Foundation Members will approach companies and<peop e that they know to gather funds to support things that are normally not accommodated by the budget ,_ Board Comments Mr. Kirsh complimented all of the ESE employees who are doing an amazing job. ,, Board President Engledow reminded the Board that the first meeting in,October will ybe brief and held on the originally scheduled date (October 8, 2013). ,„ E a ri Adjournment g 'Ai - _ There being no further business, Mr. Kirsh made a motion to adjourn,seconded by Ms. Kristunas with no 0 objections.The meeting was adjourned at 6:55 p m. "„ ,,:,,,-., , Approved, €.s 0 4$:k e._° _tom C ..,*,‘A( ` 3 ,31,,!‘:;‘, ',''ay”a ,40:1,,,,,_ 1 ; Signature < i rx a �� ,,,,,,,,,...ax u. Date Signature,, �e Date fax 0 Page 4