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Home My WebLink AboutCCPR-01-14-14 Carmel/Clay Board of Parks and Recreation Annual and Regular Park Board Meeting Tuesday,January 14,2014,6:00 p.m. Monon Community Center East 1235 Central Park Drive East Carmel,Indiana 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 1. 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 B. Nominating Committee—Joshua A. Kirsh VI. Action Items A. Minutes—Richard Leirer 1. December 10, 2013 Park Board Meeting;and 2. December 16, 2013 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 14,2014;and 2. Clay Township Claim Sheet January 14, 2014. D. Monetary Gifts, Grants, Partnerships,and Sponsorships—Audrey Kostrzewa E. Election of Park Board Officers for 2014—President and/or Nominating Committee F. Park Board Committee Appointments—President Engledow G. Park Board Appointment to Plan Commission—President Engledow H. Ratification of 2013 General Fund End of Year Budget Line Transfers—Michael Klitzing 1. Consideration of Resolution B-2014-001 establishing the Monon Community Center Pass Rates—Michael Klitzing J. Consideration of Resolution P-2014-001 adopting the Nepotism and Contracting Policy—Michael Klitzing K. Consideration of Water Walk Feature Replacements for The Waterpark—Michael Klitzing L. Consideration of AquaClimb Feature for The Waterpark—Michael Klitzing M. Consideration of Matters regarding the Founders Park Pavilion Project—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—Kathie Freed C. Parks Foundation—Wendy Franklin XI. Board Comments XII. Adjournment Carmel/Clay Board of Parks and Recreation el Annual and Regular Park Board Meeting Tuesday,January 14,2014, 6:00 p.m. Monon Community Center Members Present: Donna Cihak Hansen,James Engledow, Wendy Franklin, Kathie Freed,Joshua Kirsh, Jenn Kristunas, Richard Leirer, Linus Rude, Rich Taylor Others Present: Mark Westermeier, Director; Michael Klitzing, Assistant Director; Audrey Kostrzewa, Business Services Manager; Debra Grisham, Park Board Attorney x Roll Call,Call to Order&Pledge of Allegiance `" s; F Board President Engledow welcomed everyone to the Annual. o Regular Park Board Meeting. After Mr. Leirer called the roll, Board President Engledow called theeieeting to order at 6:01 p.m.followed by the Pledge of Allegiance. -, Public Comments There were no public comments. °.. Staff Reports s ,, Assistant Director Klitzing stated that the standard monthly reports were included in the packets. He also announced that after the next Park BoaraZeeting(January 28, 2014)there would be a public Nek meeting to obtain input on the Brookshire if Counse, 0 The Department will recei evtwo Indiana Park a d Recreation Associatir (IPRA) awards at the IPRA banquet on Thursday.;TheY'Good'toGreat' Award of Excellence is for the Department's educational videos. The second award goes to Jack"Langston as the Outstanding'Volunteer. Mr. Langston also serves on the Mayor's Yo�Council Assistant Director:Klitzing recently°participated on��*the Program Committee in Charlotte, North Carolina,t.to select the 2014 programessions.fothe annuaic« nference. The Department is proud to announce that four proposals submitted;by staffswere selected for this fall. Presenters include Assistant Director Klitzing, Director Westermeier Marketing Manager Lindsay Labas, and Aquatics Manager Eric Mehl. Lastly, Assistant Director Klitzing stated he is finalizing the Department's self-assessment. This report will be submitted to:CAPRA(Commission for the Accreditation of Park and Recreation Agencies) in anticipation of our site visit in March. Committee Reports Personnel Committee—Richard Leirer Mr. Leirer stated that that Personnel Committee has not met, but a meeting will be scheduled soon. Finance Committee—Richard F.Taylor Ill Mr. Taylor announced that there is no planned meeting for January. Any future meetings will be held after the restructuring of the committees. 9 Properties Committee—Wendy Franklin Ms. Franklin said that the Properties Committee did not meet in December, and she,too, will wait until the committees have been established. F__ Carmel/Clay Board of Parks and Recreation Tuesday,January 14,2014 Monon Community Center Nominating Committee—Joshua A. Kirsh Mr. Kirsh stated that he is more than willing to answer any questions related to the Nominating Committee. Action Items Minutes—December 10,2013 Park Board Meeting Mr. Leirer made a motion to approve the minutes as presented, seconded by Ms. Kristunas, and unanimously passed 9—0. Minutes—December 16,2013 Park Board Meeting Ainp Mr. Leirer made a motion to approve the minutes as presented,:seconded by Mr. Kirsh, and unanimously passed 9—0. trylb City of Carmel Financial Report Mr.Taylor made a motion to acknowledge receipt of the City of Carmel Financial Report for December 2013, seconded by Mr. Kirsh, and unanimously passed,9—0. Clay Township Financial Report Mr.Taylor made a motion to acknowledgetreceipt of the Clayrjownship Financial Report for December 2013, seconded by Ms. Kristunas, and unanimously passed 9 CCPR P&L Statements Mr.Taylor made a motion toacknowledge receipt of the CCPR P.&L Statements for December 2013, seconded by Ms. Kristunas, and unan`imously passed 9#0:. 3y Claim Sheet January 14,2014 Mr. Taylor made.,a motion tolapprove thtClaim Sheet a.sepresented, seconded by Mr. Kirsh, and unanimouslyspassed 9� 0, Clay Township Claim Sheet January 14,42014 Mr.Taylor made a motion to approve the Clay Township Claim Sheet as presented, seconded by Ms. Kristunas, nd unanimously passed 9— Monetary Gifts,Grants, Partnership,'and Sponsorships—Audrey Kostrzewa Ms. Kostrzewa provided information:regarding donations that were received in December 2013. A motion was made by Mr. Kirsh Kirsh.to a knowledge receipt as presented, seconded by Ms. Kristunas, and passed 8—0 with one abstention(Rich Taylor). Election of Park Board Officers for 2014—President and/or Nominating Committee Mr. Kirsh presented the slate of officers for 2014 as proposed by the Nominating Committee: Secretary —Joshua Kirsh;Treasurer—Jenn Kristunas;Vice President—Rich Taylor; and President—James Engledow. Mr. Kirsh made the motion to accept the slate of officers as presented. The motion was seconded by Ms. Cihak Hansen, and unanimously passed 9-0. Cit) Page 2 Carmel/Clay Board of Parks and Recreation Tuesday,January 14, 2014 Monon Community Center Park Board Committee Appointments—President Engledow Board President Engledow explained that there are three standing committees for the Park Board. He announced his appointments as follows: Finance Committee: Jenn Kristunas as Chair, Rich Taylor and Joshua Kirsh as Members; Personnel Committee: Linus Rude as Chair,Jenn Kristunas and Donna Cihak Hansen as Members; Properties Committee: Richard Leirer as Chair,Wendy Franklin and Rich Taylor as Members. Park Board Appointment to Plan Commission—President Engledow Board President Engledow stated Mr. Kirsh has volunteered to continue to serve on the Plan Commission. With that being said, Board President Engledow re-appointed Mr. Kirsh to the Plan Commission. Ole Ms. Franklin asked about her role as liaison to the Parks undation Bo Fo ard President Engledow apologized for this oversight and asked if she wanted o continue and she said yes. Board President Engledow stated that Ms. Franklin will continue to bethe liaison to the ParkFoundation and emphasized that this is another role that is best served with consistency. . V',....• Ratification of 2013 General fund End of Year Budget Line``>Trransfers—Michael Klitzing r = Y Assistant Director Klitzing advised that+tthis is he annual housekeeping task as required by the State Board of Accounts that mandates all budget lis$be at a posit vi e:or a zero balance. These line transfers are within the same catagories allowing the Par Booard to take the necessary action. Mr. Leirer made a motion,to ratify the 2013 end;of year budgettline transfers as presented. The motion by ikl 6 unanimously passed 9Y-'-0 was seconded b Ms. Franklin and ' Consideration of Resolution B-2014 001 establishing the Monon Community Center Pass Rates— Michael Klitzing_; Assistant Director.Klitzing provided an overview of pass1 tes, including the increases within the past few years At this time,.no,,iinn,crease i pass rates�is requested; however, staff will continue to assess usage trends throughout t eryear for possible,future adjustments. Lastly, this particular resolution clarifies our current pass rates and will ensure compliance with CAPRA standards(documentation to approve and/or'reaffirm pass rates);, Mr.Taylor made a �etion to waivethe reading of Resolution B-2014-001 and enter it into action. Mr. Kirsh seconded the motion;:and it was unanimously passed 9-0. Next, Mr. Taylor made a motion to approve Resolution B-20TWOOdfasipresented. Mr. Kirsh seconded the motion, and it was unanimously passed 9—0. N.v,,,,, Consideration of Resolution P-2014-001 adopting the Nepotism and Contracting Policy—Michael Klitzing Assistant Director Klitzing asked that the Board consider this policy as it is a requirement under Indiana. Code Section 36-1-10.2 and 36-1-21. It is also an accreditation requirement that the Department have a nepotism and contracting policy. The nepotism policy is modeled after our existing one in the Personnel 0 Handbook and has been enchanced to better address individual circumstances. The contracting policy is a new one and addresses specific situations directly related to contracts. Page 3 Carmel/Clay Board of Parks and Recreation Tuesday,January 14,2014 Monon Community Center Mr. Leirer made the motion to waive the reading of Resolution P-2014-001 and enter it into action. The motion was seconded by Mr. Kirsh, and unanimously passed 9—0. Then Mr. Leirer made a motion for approval of Resolution P-2014-001 as presented. The motion was seconded by Mr. Kirsh, and it was unanimously passed 9—0. Consideration of Water Walk Feature Replacements for The Waterpark—Michael Klitzing Assistant Director Klitzing described the new water walk replacements to be considered by the Board. The existing floats and cargo net are slowing deteriorating and have already exceeded their life expectancy. Staff recommends replacing the current features with more visually attractive features such as the floating dragon, lily pads, and a red cargo net. „44,, Mr. Leirer made a motion to accept the proposal from Playtime for water walk feature replacements in the amount of$26,800. Mr. Kirsh seconded the motion. There was a brief discussion regarding weight limit (if any) and if the deteriorated floats arecyc rea lable. Director Westermeier also added that the dragon was selected as our swim team is name Sea Dragons. Board President Engledow called for the vote which was unanimously passed 9—0 Consideration of AquaClimb Feature for The Waterpark' Michael K itzing Assistant Director Klitzing advised that AquaClimb is a fun and different feature. It is a proposed replacement for the existing diving board in The aterpark's Deep Pool. The Deep Pool meets all the Vex necessary requirements. Since the climb sall into t'he water, no ropes or harnesses are used. The diving board,while very popular, causes a great number of rescues. often youths who are not good swimmers must be pulled‘out by the lifeguards The AquaClimb is a skill-based feature and would be a great addition to The Waterpark. The Department needsto haveka nice mix of active components and the AquaClimb will complement thisting FlowRider. Lastly,the top panel of the AquaClimb provides opportunities for promotional sales toiincrease revenue opportunities. tto After brie discussion, Mr. aylor made a motion,to acce,pttthe proposal from Spear Corporation for an AquaClimb in the amount of$67,500 using Special Purchasing Methods based on the dollar and percentageadiscounts receivedhoff market price. The motion was seconded by Mr. Kirsh, and unanimouslppassed 9—0 Consideration of4Matters regardingthe Founders Park Pavilion Project—Mark Westermeier Director Westermeier stated there were no items at this time. Attorney's Report Tort Claims Ms. Grisham announced that we have no active tort claims at this time. All claims that had been filed have been denied. General At an upcoming meeting,we will make the necessary appointments for the Common Construction Wage so committee members can meet to establish the wage for the dog park project. Also, we have received notice of a new, proposed development that is near West Park. Page 4 Carmel/Clay Board of Parks and Recreation Tuesday,January 14,2014 Monon Community Center 0 Director's Report Director Westermeier stated that his report was included in the packet. He also stated that he attended the Clay Township Board Meeting last Tuesday and provided a summary of our 2013 activities and upcoming 2014 projects. Discussion Items There was no discussion at this time. Information Items Plan Commission—Joshua A. Kirsh Mr. Kirsh updated the Park Board on a proposal for about 425 units.south of Main Street and east of Meridian. This mixed-use proposal consists of townhomes apartments, senior living, and hotel all on a 30-acre parcel of land with a 5-acre retention pond. Discussion followedtwith questions about density and the impact on schools. Mr. Kirsh added that most osals are requests to rezone commercial areas to residential. School Board Kathie Freed 470, - Ms. Freed stated that she was reappointed to the Park Board at the areorganization meeting last night. Also at the meeting was a presentation about the circuit breakerrlegislation. Hamilton County stands to lose quite a bit of money because of commercial areas decreasmg� Senate Bill 517 could result in a loss of$13 million for Hamilton County. SchooFsuperintendents are meeting with mayors,council members, 9 wear,„, etc. to come up with a resolution to let people know hownthese cuts willl affect schools, specifically transportation. � _ Parks Foundation Wendy Franklin+3:, 'N ' Ms. Franklin stated she met with staff.regarding an�ar1 display at the Monon Community Center. Board Comments' - � ' x } Ms. Franklin sked Ms.'Freed to th.nk;the superintendent for timely school cancellations. Board President Engledow thanked the 20;133 officers, and committee members, and staff for an outstanding year4 He also stated he appreciates the opportunity to serve as Park Board President again. Adjournment There being no furtherrb siness, MsFreed made a motion to adjourn, seconded by Ms. Cihak Hansen with no objections. The meeting was adjourned at 6:27 p.m. ,, Approved, Signature Date 0 Signature Date 1 Page 5 I