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2021-10-19-Park-Board-Meeting-Minutes. Carmel/Clay Board of Parks and Recreation Tuesday, October 19, 2021, 6:00 p.m. John W. Hensel Government Center 10701 North College Avenue Carmel, Indiana 46280 Member(s) Present: James Garretson, Louise Jackson, Joshua Kirsh, Jenn Kristunas, Linus Rude, Rich Taylor, Mark Westermeier Member(s) Absent: Jessica Beer, Lin Zheng Others Present: Michael Klitzing, Department Director/CEO; Jonathan Blake, Administration & Planning Director; Brian Bosma, Park Board Attorney Roll Call; Call to Order & Pledge of Allegiance Board President Taylor welcomed everyone to the meeting and asked Mr. Rude to call the role. Mr. Rude stated that there was a quorum. Board President Taylor called the meeting to order at 6:07 p.m. and asked everyone to rise for the Pledge of Allegiance. Public Comments There were no public comments. Staff Reports Mr. Blake said that staff reports were included in the Park Board packet along with the contract log, which is provided to the Board for quarterly review to make sure there are no conflicts between Board Members and contractors. Board President Taylor announced that Mr. Klitzing was elected by his peers to the Board of Directors of the American Academy for Park and Recreation Administration, AAPRA. This is a huge honor. He was selected to become a member of the Academy in 2017, and it is a limited group of 125 active distinguished practitioners and educators who are leaders in the field of park and recreation. These members must have served at least 15 years in a high level of administration in a park and recreation agency or as a recognized educator in parks and recreation administration. Members must have also demonstrated outstanding ability in administration, management or education in the profession; displayed broad interest with a direct service benefit to the advancement of public parks and recreation or assumed leadership with a keen desire to contribute to the advancement of the field. Board President Taylor congratulated Director Klitzing for being elected to the American Academy for Park and Recreation Administration. (Applause) Finance Committee In Ms. Zheng’s absence, Board President Taylor stated that the Finance Committee did not meet so there was no report. Minutes August 10, 2021 Park Board Meeting Mr. Rude made a motion to approve the revised minutes for the Park Board meeting on August 10, 2021. The motion was seconded by Ms. Kristunas. DocuSign Envelope ID: A180CFF6-E5E8-4765-AB84-67B76046F21B Carmel/Clay Board of Parks and Recreation Tuesday, October 19, 2021 John W. Hensel Government Center Page 2 Mr. Garretson asked if the minutes had been updated to reflect additional information on concerns voiced under Public Comments. Director Klitzing advised that the revised minutes reflect the same format as the City of Carmel and Carmel Clay Schools. Director Klitzing said he emailed the revised minutes to all the Board Members requesting comment and received none. The email also contained examples from the City Council and School Board. The revised minutes were in the Board packet. Board President Taylor added that the revised minutes follow best practices from the City and School Board. After further discussion, Mr. Garretson said he had no objection. Board President Taylor called for the vote, and the motion was unanimously passed 7 – 0. September 14, 2021 Park Board Meeting Mr. Rude made a motion to approve the minutes as presented, seconded by Ms. Kristunas, and unanimously passed 7 – 0. Financial Reports Consolidated Financial Report for August 2021 Ms. Kristunas made a motion to acknowledge receipt of the Consolidated Financial Report for August 2021. The motion was seconded by Mr. Kirsh. Board President Taylor asked about cost recovery for 109. Director Klitzing replied that there was no guarantee the Monon Community Center would achieve 100 percent cost recovery at the end of the year, but it will be close. Additional comments followed. Board President Taylor called for the vote, and the motion was unanimously passed 7 – 0. CCPR P&L Statements for September 2021 Ms. Kristunas made a motion to acknowledge P&L Statements for September 2021. The motion was seconded by Mr. Rude. Board President Taylor said he was pleased with the Parks & Rec Facilities fund. Director Klitzing said that the pandemic has had no impact on dog memberships or the dog park. He added that with the increasing confidence of parents and guardians, participation in the ESE program was significantly higher. Board President Taylor asked if there had been any long-term decisions related to the before school program. Director Klitzing responded that it is dependent on Carmel Clay Schools and bell times moving forward. Most likely the school administration and the School Board will continue to evaluate what is feasible for the before school program. ESE is receiving good participation on the late-start days and this program is well received within the community. Board President Taylor called for the vote, and the motion was unanimously passed 7 – 0. Claims Claim Sheet October 19, 2021 and Clay Township Claim Sheet October 17, 2021 Ms. Kristunas made a motion to approve Claim Sheet October 19, 2021 and Clay Township Claim Sheet October 19, 2021, seconded by Mr. Kirsh, and unanimously passed 7 – 0. DocuSign Envelope ID: A180CFF6-E5E8-4765-AB84-67B76046F21B Carmel/Clay Board of Parks and Recreation Tuesday, October 19, 2021 John W. Hensel Government Center Page 3 CCPR Payroll for September 10, 2021 and September 24, 2021 Ms. Kristunas made a motion to approve Payroll for September 10, 2021 and September 24, 2021, seconded by Mr. Kirsh, and unanimously passed 7 – 0. Monetary Gifts, Grants, Partnerships, and Sponsorships for September 2021 – Jonathan Blake Mr. Blake said he was happy to report that in the month of September, the Department received a total of $14,000 worth of sponsorships and donations: $500 donation from Divvy, LLC and $500 donation from KDR Entertainment, Inc. for the Monon/City Center Drive Tunnel Mural; and $13,000 sponsorship from Pepsi Bottling Group, LLC for MCC Admin. Support, Scholarships and Programs. Mr. Kirsh made a motion to accept the items as presented. The motion was seconded by Ms. Kristunas. Ms. Jackson asked for additional information regarding the Pepsi contribution. Director Klitzing advised that the sponsorship is written into the contract with Pepsi, and funds are used for general administration and scholarship subsidies at the Monon Community Center. Scholarships for memberships and programs are available for Carmel Clay Township residents based on a formula similar to the free and reduced lunch program offered through schools. Additional information followed. Board President Taylor called for the vote, and the motion unanimously passed 7 – 0. New Business Consideration of Professional Services Agreement with MKSK for the Thomas Marcuccilli Nature Park Master Plan – Michael Klitzing Director Klitzing provided an overview of the Thomas Marcuccilli Nature Park and explained the need for a site master plan. MKSK was one of the top three finalists for the Bear Creek Park Master Plan, and it was determined that MKSK was well qualified to lead the master planning process for Thomas Marcuccilli Nature Park. Additional information was conveyed, and discussion ensued. Ms. Kristunas made a motion to accept the proposal for services from MKSK, Inc. for development of the Thomas Marcuccilli Nature Park Master Plan, seconded by Mr. Garretson, and unanimously passed 7 – 0. Ms. Kristunas made a motion to authorize the Park Board President, Department Director, and legal counsel to directly negotiate a professional services agreement with MKSK, Inc. for the development of the Thomas Marcuccilli Nature Park Master Plan for a sum not to exceed $110,000 and authorize the Department Director to execute the same. The motion was seconded by Mr. Rude and unanimously passed 7 – 0. Consideration of Resolution B-2021-007 Amending 2021 Salaries and Wages Resolution to Provide Premium Pay – Michael Klitzing Director Klitzing spoke about the proposed resolution to officially amend the current 2021 salaries and wages resolution by adding a new section that authorizes the issuance of pandemic pay to employees. The City of Carmel will provide all necessary funding from proceeds it received from the American Rescue Plan. The Department appreciates the City Council and the Mayor for their support and willingness to extend this to our employees. Discussion followed. Ms. Kristunas made a motion waive the reading of Resolution B-2021-007 and enter it into action, seconded by Mr. Rude, and unanimously passed 7 – 0. Ms. Kristunas made a motion to approve Resolution B-2021- 007. The motion was seconded by Mr. Rude. DocuSign Envelope ID: A180CFF6-E5E8-4765-AB84-67B76046F21B Carmel/Clay Board of Parks and Recreation Tuesday, October 19, 2021 John W. Hensel Government Center Page 4 Board President Taylor said that there was Cares Act funding and now American Rescue Plan funding. This Parks Department, the Monon Community Center alone, lost almost $1.5 million last year, and ESE lost over $1,000.000. ESE employees were at the school every single day working just like the staff and teachers, and at the Monon Community Center, staff dealt with some very difficult situations with mask mandates at a workout facility and dealing with the public on a regular basis. These employees earned this, and this is our first proceeds from any of these programs from the federal government. Director Klitzing said we received about $49,000 from the Cares Act for reimbursement for the testing, but it was insignificant compared to the losses experienced. Board President Taylor added that as an interlocal department, the Department does not qualify to receive direct funding from these programs, so we really appreciate the Council and the Mayor diverting some of these funds that they received to honor our staff and pay our staff for the great job they did last year. Board President Taylor said he wanted to mention this for the public record and to thank them and, most importantly, thank those staff members who were there every day. Director Klitzing said this goes a long way because of the financial situation the Department experienced with the pandemic, and, in fact, this year none of the employees received merit increases. Board President Taylor called for the vote, and the motion was unanimously passed 7 – 0. Consideration of Resolution B-2021-008 Authorizing Addendum to Salaries and Wages for 2021 and 2022 Mr. Blake stated that the proposed addendum clarifies the maximum per session wage for nonexempt employees such as personal trainers. Upon review of the previously approved resolutions, it was determined that the ‘per session’ needed to be clarified. Mr. Bosma added that the only change was the last sentence. (“Maximum per session rates are to be established by position, but shall not exceed $30.00 per session.”) Ms. Kristunas made a motion to waive the reading of Resolution B-2021-008 and enter it into action, seconded by Mr. Kirsh, and unanimously passed 7 – 0. Ms. Kristunas made a motion to approve Resolution B-2021-008, seconded by Mr. Kirsh, and unanimously passed 7 – 0. Consideration of Park Impact Fee Credit for Albany Village Director Klitzing stated that this is the first formal park impact fee credit request to come before the Park Board. In addition to the Park Board, the Board of Public Works has the authority to grant credits for situations outside the Zone Improvement Plan, which is the instrument by which the park impact fee is created. Director Klitzing continued with specific details related to the Albany Village property development. Discussion followed with comments made by Mr. Kirsh and Mr. Westemeier. Ms. Kristunas made a motion 1) to provide preliminary approval of a $75,560 credit in lieu of impact fee to Lamb Property Developer, LLP, subject to the adoption of a Park and Recreation Impact Fee Credit and Donation Agreement by resolution at a future meeting; and 2)to authorize the President, Director, Assistant Director, and Park Board Attorney to negotiate the terms for said agreement. The motion was seconded by Mr. Rude and unanimously passed 7 – 0. DocuSign Envelope ID: A180CFF6-E5E8-4765-AB84-67B76046F21B Carmel/Clay Board of Parks and Recreation Tuesday, October 19, 2021 John W. Hensel Government Center Page 5 Ratification of Replacement of Oil Separators on Dectron Units in Indoor Aquatics Area Director Klitzing advised that the Dectron Units help purify and treat the air within the indoor aquatics center, and it was determined that two oil separators needed to be replaced. The oil separators were replaced, thanks to the provisions adopted by the Park Board allowing for emergency purchasing with the consent of the President and the Director. Director Klitzing consulted with Board President Taylor and received consent to move forward. Under the purchasing rules, this emergency purchase requires ratification by the Park Board. Ms. Kristunas made a motion to ratify the actions of Park Board President Richard Taylor and Director Michael Klitzing to engage Ellis Mechanical to replace the oil separators on Dectron Units #5 and #6 at the Monon Community Center for $29,656, which was necessary to ensure a safe environment as it pertains to pool dehumidification and air circulation in the indoor pool area. Discussion followed. Board President Taylor called for the vote, and the motion was unanimously passed 7 – 0. Old Business The Corner Easement and Related Improvements Consideration of Project Development and Construction Agreement with Kite Realty Group Consideration of Professional Services Agreement for SmithGroup for Design Services Consideration of Professional Services Agreement for Lochmueller Group for Project Administration and Inspection Services Director Klitzing recapped history pertaining to the development at the southwest corner of 116th Street and Rangeline, which is being developed by Kite Realty Group. Afterward, he gave supplemental information for each component related to the project. Discussion followed. Mr. Garretson made a motion to authorize the Park Board President, Department Director, and legal counsel to directly negotiate a project development and construction agreement with Kite Realty Group, LLP and authorize the President to execute the same. The motion was seconded by Ms. Kristunas and unanimously passed 7 – 0. Mr. Garretson made a motion to authorize the Park Board President, Department Director, and legal counsel to directly negotiate a professional services agreement with Lochmueller Group, Inc. for project administration and inspection services in Central Park related to The Corner for a sum not to exceed $32,000 and authorize the Department Director to execute the same. The motion was seconded by Ms. Kristunas and unanimously passed 7 – 0. Ms. Kristunas made a motion to authorize the Park Board President, Department Director, and legal counsel to directly negotiate a professional services agreement with SmithGroup, Inc. for the design of improvements within Central Park related to The Corner for a sum not to exceed $50,450 and authorize the Department Director to execute the same. The motion was seconded by Mr. Rude and unanimously passed 7 – 0. Consideration of Amendment to Professional Services Agreement with American Structurepoint for Replacement of the Existing Culvert (Structure #12) over Carmel Creek Director Klitzing provided information related to the project. American Structurepoint requested an amendment based upon the additional work related to rebidding this project as the original bids were significantly over budget. The Department requested and received additional monies from the City of Carmel for the 103 fund to move forward on this project. DocuSign Envelope ID: A180CFF6-E5E8-4765-AB84-67B76046F21B Carmel/Clay Board of Parks and Recreation Tuesday, October 19, 2021 John W. Hensel Government Center Page 6 Mr. Rude made a motion to approve the First Amendment to the Professional Services Agreement with American Structurepoint in the amount of $8,500 for rebidding replacement of the existing culvert (structure #12) over Carmel Creek and authorize the Director or Assistant Director to execute the same. The motion was seconded by Ms. Kristunas. Mr. Rude asked about the size of the culvert. Board President Taylor called for the vote, and the motion was unanimously passed 7 – 0. Bear Creek Park Master Plan Update; Clay Township Impact Program Updates Director Klitzing stated that updates were integrated in the Director’s Report. Also, a supplemental report with photos of various projects was emailed to the Board Members. Mr. Westermeier asked about Constellation and discussion followed regarding energy cost savings. Ms. Kristunas spoke about the roundabout at 111th (Street) and College. Director Klitzing stated staff is involved in the progress meetings and requested some landscaping modifications, in addition to matching the masonry wall to that used in Central Park. Discussion followed. Attorney’s Report Mr. Bosma said staff has been very active resulting in the completion of many professional contracts and project agreements. Mr. Bosma has completed due diligence on the Marcuccilli property. He has requested that the developer lift all development restrictions and covenants from the property prior to closing. Mr. Bosma is working with staff on reviewing the City’s current impact fee credit practices, which will be included in an opinion letter to the Director. Director’s Report Director Klitzing stated his report was included in the Park Board packet, and a supplement with photos was emailed to the Board Members Information Items Plan Commission Mr. Kirsh said the Carmel Comprehensive Plan is being worked on with informational meetings being held. The plan will be presented to the Plan Commission and City Council. Director Klitzing said he had reviewed the current draft. It is a well written document and an easy read. There is a lot of alignment between the comprehensive plan for the city and the parks and recreation master plan. Parks Foundation Mr. Garretson said he had nothing to report. School Board Ms. Jackson invited everyone to the upcoming ribbon cutting ceremonies: tomorrow (October 20th) at Clay Center Elementary and Thursday (October 21st) at Carmel Elementary. DocuSign Envelope ID: A180CFF6-E5E8-4765-AB84-67B76046F21B Carmel/Clay Board of Parks and Recreation Tuesday, October 19, 2021 John W. Hensel Government Center Page 7 Ms. Jackson commented that the School Board was very excited about the mural and its designer, who is a Carmel high school student. Ms. Jackson announced that the School Board is excited to welcome Jennifer Nelson-Willliams, the new School Board Member. Park Board Comments / Discussion Mr. Garretson asked about DocuSign. Mr. Blake said the Department will continue to use DocuSign. It is easier to obtain signatures and better for records retention. Mr. Rude asked about the status of technology to implement virtual meetings. Director Klitzing replied that he had not seen the most recent plan, however, Hal Espey and Trustee Callahan are working on it. He will follow up to get more details. Adjournment There being no further business, Mr. Rude made a motion to adjourn the meeting, seconded by Ms. Kristunas, and unanimously passed, at which time Board President Taylor adjourned the meeting (7:45 p.m.). Approved, Signature Date Signature Date Meetings of the Carmel/Clay Board of Parks and Recreation are recorded and may be viewed at https://vimeo.com/channels/parkboardmeetings or see the archive of meeting recordings at https://www.carmelclayparks.com/about-us/park-board/. DocuSign Envelope ID: A180CFF6-E5E8-4765-AB84-67B76046F21B 11/9/2021 12/1/2021