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2022-09-13-Park-Board-Meeting-MinutesCarmel/Clay Board of Parks and Recreation Tuesday, September 13, 2022, 6:00 p.m. John W. Hensel Government Center 10701 North College Avenue Carmel, Indiana 46280 Member(s) Present: Jessica Beer, James Garretson, Joshua Kirsh, Jenn Kristunas, Linus Rude, Rich Taylor, Mark Westermeier, Lin Zheng Member(s) Absent: Louise Jackson Others Present: Michael Klitzing, Department Director/CEO; Kurtis Baumgartner, Department Assistant Director/COO; 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 announced that there was a quorum. Board President Taylor called the meeting to order at 6:15 p.m. and asked everyone to rise for the Pledge of Allegiance. Public Comments There were no public comments. Staff Reports Assistant Director Baumgartner stated that Staff Reports were included in the Park Board packet. Board President Taylor asked about the volunteer day. Assistant Director Baumgartner replied that turnout was not as expected. Staff will figure out what needs to be done to improve this event. Finance Committee Ms. Zheng stated that the Finance Committee did not meet last month. Board President Taylor thanked Ms. Zheng for their work on the budget. Ms. Zheng thanked the Board for supporting the budget. Minutes August 9, 2022 Park Board Meeting Mr. Rude made a motion to approve the minutes of the Park Board meeting dated August 9, 2022, seconded by Ms. Kristunas, and passed with 6 ayes and 2 abstentions (Board President Taylor and Mr. Rude). Financial Reports Consolidated Financial Report for July 2022; CCPR P&L Statements for August 2022 Ms. Zheng made a motion to acknowledge receipt of the Consolidated Financial Report for July 2022 and to acknowledge receipt of the P&L Statements for August 2022, seconded by Mr. Kirsh. Ms. Kristunas commented that the reports look much better than last year. Assistant Director Baumgartner added that a lot of the credit goes to the staff. Board President Taylor asked about recreation and facilities. Assistant Director Baumgartner replied that the recreation and facilities fund is at cost recovery through August is trending in the right direction. DocuSign Envelope ID: 2F1D2ADD-83DF-43CE-8C7B-97904E79846F Carmel/Clay Board of Parks and Recreation Tuesday, September 13, 2022 John W. Hensel Government Center Page 2 Claims Claim Sheet September 13, 2022; Clay Township Claim Sheet September 13, 2022; CCPR Payroll for August 12, 2022 and August 26, 2022 Ms. Zheng made a motion to approve the Claim Sheet dated September 13, 2022 and Clay Township Claim Sheet dated September 13, 2022, and to approve the Payroll Wages and Liabilities for the Payroll dates August 12, 2022 and August 26, 2022, seconded by Mr. Kirsh, and unanimously passed 8 – 0. Monetary Gifts, Grants, Partnerships, and Sponsorships for August Mr. Blake said the Department received quite a few donations in August, most of which were in memory of James Engledow and an additional donation of $38,651 from the Carmel Clay Parks Foundation for invasive species management and restoration. The Department is very thankful for the donations that were made in memory of Jim (Engledow). Mr. Kirsh made a motion to accept the items as presented, seconded by Ms. Kristunas. Mr. Blake added that the donations for Jim Engledow did not include those sent directly to the Foundation. Mr. Garretson asked why individuals would donate to the Department instead of the Foundation, as the Foundation was created to accept tax deductible donations. Mr. Bosma stated contributions to government political subdivisions are tax deductible as well. A lengthy discussion followed. Board President Taylor called for the vote, and the motion was unanimously passed 8 – 0. New Business Consideration of Proposal for Pool Painting at The Waterpark Assistant Director Baumgartner presented information regarding the proposed pool painting of The Waterpark to ensure the Department continues to deliver outstanding experiences. American Clean & Seal has performed this service for the last few years, and they do a really nice job. The pools are painted on a three-year staggered painting rotation. Discussion followed. Ms. Kristunas made a motion to accept the proposal from American Clean & Seal, Inc. and enter into an agreement in the amount of $99,867 for the pool painting at The Waterpark, seconded by Mr. Rude, and unanimously passed 8 – 0. Ms. Kristunas made a motion to authorize the Director or Assistant Director to execute change orders up to their purchasing authority for additional services required and not included in the base proposal price, seconded by Mr. Rude, and unanimously passed 8 – 0. Consideration of Quotes for Dog Park Improvements Assistant Director Baumgartner presented information regarding the plan for a one-acre expansion of the dog park in the Central Park north woods. The purpose of the expansion is to create a fenced and off leash dog trail experience for members between the existing dog park and the Interurban Trail. Assistant Director Baumgartner referenced the layout included in the Park Board packet. The expanded area would allow an increase in memberships to help address the current waitlist of about 500 dogs. Two quotes were received and Green Touch Services submitted the lower amount. If approved, work will begin in the fall and completed by the end of the year. DocuSign Envelope ID: 2F1D2ADD-83DF-43CE-8C7B-97904E79846F Carmel/Clay Board of Parks and Recreation Tuesday, September 13, 2022 John W. Hensel Government Center Page 3 Assistant Director Baumgartner added that the Department received a donation in the amount of $20,000 from Stephen Furry to assist with the expenses for this dog park expansion. If approved, Assistant Director Baumgartner will likely bring a request to the Park Board in October to name the trail in memory of Amy Furry. Discussion followed regarding the trail design, DNA, gates, unauthorized use, tree debris, and tree inventory. Mr. Kirsh added that he has a little bit of consternation about this project. His trepidation is that this might become a hidden area resulting in safety issues. Ms. Kristunas made a motion to accept the quote from Green Touch Services and authorize the Assistant Director/COO of Parks and Recreation to execute a purchase order in the amount of $55,500 to complete the dog park improvements, seconded by Mr. Rude. Board President Taylor said he was concerned about the lower quote and the significant range between the two. Assistant Director Baumgartner stated that both quotes were reviewed for accuracy in addition to conversations with the contractors. Director Klitzing added that Green Touch has been a great vendor for the Department with no past issues regarding price escalations. Board President Taylor called for the vote, and the motion was unanimously passed 8 – 0. Old Business Thomas Marcuccilli Nature Park Master Plan Update Director Klitzing said that there was good attendance at the neighborhood and public meetings. Staff is working with the design team, MKSK, to incorporate the feedback received at the meetings. Casey May, lead designer, will present the draft of the master plan to the Park Board for review and questions in October. As in the past, changes will be made to finalize the master plan and brought back to the Board in November or December for adoption. Clay Township Impact Program Updates Director Klitzing announced the ribbon cutting for Meadowlark Park, 450 Meadow Lane, will be on Monday, September 26, 2022, at 5:00 p.m. He invited all Park Board members and public to attend and hopes to include some children in the actual cutting of the ribbon. Director Klitzing added that the President of Landscape Structures, manufacturer of the signature playground structure, will be in attendance. Afterwards, they will go to Bear Creek Park to see the topography and talk about the chutes and ladders experience featured in the master plan for Bear Creek Park. Hopefully, there will be an opportunity to refine an existing line of playground equipment or create a new line to premier in Carmel. Director Klitzing announced the ribbon cutting ceremony for River Heritage Park, 11813 River Road, will be on October 12, 2022 at 5:00 p.m. The contractor has been doing a phenomenal job. Director Klitzing continued with updates through his PowerPoint presentation and invited the Park Board members to attend. Director Klitzing added that the Monon Greenway (City Center Drive to Gradle Drive) is close to reopening. This project is being led by the City and Clay Township. DocuSign Envelope ID: 2F1D2ADD-83DF-43CE-8C7B-97904E79846F Carmel/Clay Board of Parks and Recreation Tuesday, September 13, 2022 John W. Hensel Government Center Page 4 Director Klitzing said no progress has been made at West Park. He said he was quite frustrated, along with the public, and spoke at length about problems with the contractor. Mr. Kirsh said he has become involved in the pickleball culture at Meadowlark Park. He talked briefly about the pickleball players and how efficiently they organize play on the courts. He said it is very impressive to watch. Director Klitzing interjected that Assistant Director Baumgartner’s son has become an avid pickleball player. Assistant Director Baumgartner added that when he and his family visit Inlow Park, they can hardly get him off the courts. Mr. Kirsh said he witnessed his guests and others manage the courts, and he was proud that fair play was emerging on the courts. He then shared the backstory on the naming of pickleball. Attorney’s Report Mr. Bosma stated he is working with staff on questions regarding the current latchkey program. He is also working on part-time benefits to obtain the best results without falling awry of any of the regulations regarding healthcare. Mr. Bosma reported there is no progress on The Corner. Kite has been contacted, but there has been no response. Board President Taylor stated that he spoke with Mr. Metesky about the urgency of the situation. Mr. Bosma heard from the (Carmel) Redevelopment (Commission) attorneys regarding the restroom management agreement at the Hotel Carmichael. Apparently, they (the Hotel) have finalized the necessary transaction with the developer to take possession of the restrooms, at least, and other areas. The Albany Village transaction has been pushed toward the end of the year while the developer replats the entire area. Director’s Report Director Klitzing said his written report was included in the Board packet. Director Klitzing announced that he, Assistant Director Baumgartner, Mr. Blake, and a few others would be attending the National Recreation Park Association’s Annual Conference (in Phoenix) and would be out of the office September 19th through the 23rd. He said he was looking forward to the conference as this will be the first in-person conference since 2019. He hopes to learn some new things and get reinvigorated as that is one of the great things about going to the annual conference. As noted in the Director’s Report, Director Klitzing and Assistant Director Baumgartner will present the proposed 2023 budget virtually to the City Council on Friday, September 23rd at 8 a.m. from Phoenix. Director Klitzing met with Mayor Brainard and City Councilors earlier in the day to discuss the Interlocal Agreement and to work towards a resolution with the Township. Although the Mayor is not running for reelection in 2023, he is committed to resolving the Interlocal Agreement and long-term capital funding before he leaves office. As mentioned earlier, Director Klitzing spoke with Elaine Engledow about trying to identify an appropriate way to recognize Jim Engledow for his incredible contributions to Carmel Clay Parks & Recreation as the longest serving Park Board member, as well as serving the most years as Park Board President. DocuSign Envelope ID: 2F1D2ADD-83DF-43CE-8C7B-97904E79846F Carmel/Clay Board of Parks and Recreation Tuesday, September 13, 2022 John W. Hensel Government Center Page 5 Mr. Engledow enjoyed going to West Park and frequently spoke about taking his grandchildren there. As we wrap up the redevelopment of West Park, one recommendation is to name the playground area after him. Director Klitzing mentioned this to Mrs. Engledow. She was very receptive and appreciative and will discuss this idea with the family. The Department wants the family’s blessing and intends to work closely with the family on specific details. Another item brought before the Board was a request from Clay Township to contribute towards the proposed sculpture for the roundabout at 106th Street and College Avenue. Clay Township has been a significant funding source for the park system, and Director Klitzing wanted to pass along this request. Obviously, no commitment has been made as the Park Board would have to approve such action. Board President Taylor said he was supportive of naming the playground at West Park after Mr. Engledow. Mr. Kirsh added that he, too, would support this as long as it would make the family happy. He emphasized that the memorial should be about the person, Mr. Engledow, and not the company (Engledow Group). Director Klitzing continued by saying the memorial would be specifically named ‘Jim’ as opposed to using Mr. Engledow’s formal name. Some type of storytelling, whether it be interpretive signage or something else, would ensure that the memorial was for an individual who provided incredible contributions to make the park system what it is today. Discussion followed about other amenities throughout the park system that have been named after individuals. Mr. Kirsh spoke about the roundabout and said he was under the impression individuals living in Home Place were going to crowd fund the artwork. The submittal has been sent to the Arts Committee, which features five logos/medallions including Carmel Clay Parks should the Park Board decide to move forward with the contribution. Director Klitzing said no decision was required at this meeting. Board President Taylor said prior to the meeting he spoke with Christy Callahan who was excited about this opportunity and was very hopeful the Park Board would support the Township. Board President Taylor asked if the part-time health benefits were in place. Director Klitzing said staff is in the process of finalizing these benefits. The Department surveyed part-time staff as a minimum of 20 employees was required to obtain a quote. Everything looks very promising. Director Klitzing said that offering health benefits will make the Department more competitive as far as attracting employees in a very tough labor market, especially for part-time staff. It will be very beneficial in all of the divisions. Ms. Kristunas asked about the Park Board workshop. Director Klitzing replied that the available dates for the facilitator did not match schedules of the Park Board members. Past history indicates that November and December are next to impossible to schedule. Director Klitzing said he was looking at the fourth Tuesday in January. After discussion, the Park Board members agreed to hold the workshop on January 17th (2023) at 6:00 p.m. with the location to be determined at a later date. The annual meeting will be January 10th (2023). Mr. Rude asked about the status of the buffalo sculpture. Director Klitzing replied that the agreement has been executed, but he has not seen the concept sketch. We do know that the artist has identified the stone he wants to use. DocuSign Envelope ID: 2F1D2ADD-83DF-43CE-8C7B-97904E79846F Carmel/Clay Board of Parks and Recreation Tuesday, September 13, 2022 John W. Hensel Government Center Page 6 Information Items Parks Foundation Mr. Garretson said he had nothing to report. Plan Commission Mr. Kirsh said he had nothing to report. School Board There was no report. Park Board Comments / Discussion Mr. Kirsh provided updates on selected roundabouts. Mr. Kirsh invited Park Board members to the VIP lounge at Late Night on Main on Friday. Mr. Kirsh announced that PorchFest will take place on Sunday with about 50 bands playing on 18 porches. Ms. Zheng advised that in today's newsletter, the registration link for the lifeguard training and CPR certificate was broken. She requested that it be fixed. Adjournment Mr. Kirsh made a motion to adjourn the meeting, seconded by Ms. Kristunas, and unanimously passed 8 – 0. Board President Taylor adjourned the meeting at 7:35 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: 2F1D2ADD-83DF-43CE-8C7B-97904E79846F 10/17/2022 10/13/2022