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2022-10-11-Park-Board-Meeting-MinutesCarmel/Clay Board of Parks and Recreation Tuesday, October 11, 2022, 6:00 p.m. John W. Hensel Government Center 10701 North College Avenue Carmel, Indiana 46280 Member(s) Present: Jessica Beer, James Garretson, Jenn Kristunas, Linus Rude, Rich Taylor, Mark Westermeier Member(s) Absent: Louise Jackson, Joshua Kirsh, Lin Zheng Others Present: Michael Klitzing, Department Director/CEO; Kurtis Baumgartner, Department Assistant Director/COO; Jonathan Blake, Administration & Planning Director; Doug Kowalski, Kroger, Gardis & Regis, LLP 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. After the Pledge of Allegiance, Board President Taylor called the meeting to order 6:02 p.m. Presentation – Thomas Marcuccilli Nature Park Draft Master Plan Board President Taylor introduced Casey May of MKSK who presented the Thomas Marcuccilli Nature Park Draft Master Plan. Discussion followed. Director Klitzing advised he will email the presentation slides to the Board. Once completed, the final draft will be sent to the Park Board members and brought back to the Park Board at a subsequent meeting either in November or December to formally adopt the master plan. Public Comments There were no public comments. Staff Reports Assistant Director Baumgartner stated that Staff Reports were included in the Park Board packet. He added that seven staff attended the National Recreation and Park Association (NRPA) Conference in September. The conference was in Phoenix, Arizona this year. Almost every division was represented. He has enjoyed listening to their stories about the sessions they attended and gaining new ideas while networking with others. The staff spotlight within the Parks & Natural Resources monthly report features Audrey Cooper who attended her first in-person NRPA conference. She did a phenomenal job as a panel speaker in one of the education sessions (CAPRA Volunteering: Preparing the Next Generation of Accreditation Leaders). Dr. Beer mentioned that she would like staff to attend Park Board meetings and share their individual perspectives including what inspires them and their visions for the future. Finance Committee There was no report. DocuSign Envelope ID: 0C966866-2124-4E5D-8285-4AD99C0573E3 Carmel/Clay Board of Parks and Recreation Tuesday, October 11, 2022 John W. Hensel Government Center Page 2 Minutes September 13, 2022 Park Board Executive Session Mr. Rude made a motion to approve the minutes of the Park Board Executive Session dated September 13, 2022, seconded by Ms. Kristunas, and unanimously passed 6 – 0. September 13, 2022 Park Board Meeting Mr. Rude made a motion to approve the minutes of the Park Board Meeting dated September 13, 2022, seconded by Ms. Kristunas, and unanimously passed 6 – 0. Financial Reports Consolidated Financial Report for August 2022; CCPR P&L Statements for September 2022 Ms. Kristunas made a motion to acknowledge receipt of the Consolidated Financial Report for August 2022 and to acknowledge receipt of the P&L Statements for September 2022, seconded by Dr. Beer, and unanimously passed 6 – 0. Claims Claim Sheet October 11, 2022; Clay Township Claim Sheet October 11, 2022; CCPR Payroll for September 9, 2022 and September 23, 2022 Ms. Kristunas made a motion to approve the Claim Sheet dated October 11, 2022 and Clay Township Claim Sheet dated October 11, 2022, and to approve the Payroll Wages and Liabilities for the Payroll dates September 9, 2022 and September 23, 2022, seconded by Dr. Beer, and unanimously passed 6 – 0. Monetary Gifts, Grants, Partnerships, and Sponsorships for September Mr. Blake advised that in September, the Department received $5,448.42 in donations to the gift fund. The donations were toward staff appreciation in the total amount of $200.00; a contribution from the Carmel Rotary Club of $167.42 that is undesignated and related to Leadership (Connection) expenses incurred by the Parks & Natural Resources Division; and $5,081.00 from Landscape Structures as reimbursement for installation of additional rubber surfacing for shade structures at Meadowlark Park. Ms. Kristunas made a motion to accept the items as presented, seconded by Dr. Beer. Board President Taylor asked for more information about the funds from Landscape Structures. Director Klitzing said the concept design of the playground did not allow sufficient safety surfacing for the slides on the playground causing an extension to be added. In negotiations with Landscape Structures, they agreed to contribute towards the expense. As the Department had sufficient funds within the project’s contingencies to cover the total cost, it was determined to add these monies to the gift fund for additional enhancements to the park which contributed to the additional shade structures. Board President Taylor called for the vote and the motion was unanimously passed 6 – 0. New Business Consideration of a Contract to Purchase a Human Resources Information System (HRIS) from UKG Mr. Blake presented detailed information relative to the current software and how the proposed new software would benefit the staff department-wide. When Mr. Blake joined the CCPR team, staff relayed ongoing issues with the human resources software applications. DocuSign Envelope ID: 0C966866-2124-4E5D-8285-4AD99C0573E3 Carmel/Clay Board of Parks and Recreation Tuesday, October 11, 2022 John W. Hensel Government Center Page 3 CCPR has a year-round average workforce of approximately 350 individuals, which increases to more than 600 during peak season using four different software applications. Mr. Blake presented details on the positive aspects of using UKG versus continuing to use software applications that cannot be integrated with one another. Discussion followed. Ms. Kristunas made a motion to approve the Master Services Agreement with UKG for the acquisition of the UKG Pro Human Resources Information System and authorize the Assistant Director/COO of Parks and Recreation to execute the same, seconded by Mr. Rude, and unanimously passed 6 – 0. Consideration of Resolution G-2022-004 Naming the Amy Edenburn Furry Memorial Dog Trail Assistant Director Baumgartner stated this is a continuation of the conversation from last month's meeting when the Park Board approved the one-acre expansion of the dog park. Stephen Furry donated $20,000 toward this project and requested that the new trail be named after his late wife, Amy Edinburgh Furry. Mrs. Furry was a dog lover who lived with the mindset that every community needed more spaces for individuals to spend time with their dogs. This dog trail will help extend Mrs. Furry’s legacy and provide an amenity that other dog lovers can enjoy for generations to come. This naming is consistent with the Department’s naming policy. Director Klitzing interjected that after consulting with legal counsel, there is no requirement to waive the reading of the resolution. Ms. Kristunas made a motion to approve Resolution G-2022-004 as presented, seconded by Mr. Rude, and unanimously passed 6 – 0. Board President Taylor thanked Mr. Furry for the donation and many people will remember his wife through this contribution. Consideration of Resolution B-2022-007 Authorizing Contract for Benefits Director Klitzing advised that this resolution was added to the Board packet along with an updated agenda. As discussed in previous meetings, the Department has been looking into providing medical benefits for part-time employees. Director Klitzing stated that attracting and retaining a part-time workforce is a challenge in the current labor market, so the Department has taken steps to add medical benefits to our compensation program to become an employer of choice and allowing us to compete with places like Target and Starbucks. To proceed, the Department must have official approval from the Park Board through a resolution to finalize the negotiated agreements. Director Klitzing continued with detailed information relative to the specific medical benefits. To be eligible for the benefits, the part-time employee would have to work on average 10 hours a week or 20 hours per pay. The Department has the financial means to be able to afford this based on the financial performance of the Monon Community Center and Extended School Enrichment, as well as sufficient funds in the general fund for 2022. Also, the Department factored an allowance for these benefits in the 2023 budgets. DocuSign Envelope ID: 0C966866-2124-4E5D-8285-4AD99C0573E3 Carmel/Clay Board of Parks and Recreation Tuesday, October 11, 2022 John W. Hensel Government Center Page 4 Ms. Kristunas made a motion to approve Resolution B-2022-007, seconded by Mr. Rude, and unanimously passed 6 – 0. Old Business Thomas Marcuccilli Nature Park Master Plan Update Director Klitzing commented that Ms. May did a phenomenal job in her presentation, and he had nothing to add. Clay Township Impact Program Updates Director Klitzing said he was pleased to report that the punch list items have been completed at River Heritage Park, and the park is open. There is no public announcement yet. Plans are to have an official park opening along with an upcoming announcement regarding programming for people with disabilities. Director Klitzing encouraged Board members to visit the park. He is incredibly proud of the trail network, which is about a three-quarter mile loop providing access to the White River. Director Klitzing added that this park is very special, and he believes the public will feel the same way once they discover it. Director Klitzing said the Department continues to address issues in West Park. These issues were identified in the punch list walkthrough at the end of September. He updated the Board last week via email and incorporated the same information within the Director’s Report that was distributed prior to the meeting. Director Klitzing spoke at length regarding issues, followed by discussion. Attorney’s Report Mr. Kowalski said he had nothing of significance to report. Director’s Report Director Klitzing stated that the Director’s Report was distributed prior to the meeting. Director Klitzing said that the ribbon cutting ceremony for River Heritage Park scheduled for October 12th has been postponed. Also, the ribbon cutting for West Park will be scheduled in the spring when it is warm enough to showcase one of the key features, the splash pad. At previous meetings, there have been discussions about the best way to recognize Jim Engledow for his many contributions to parks and recreation. Director Klitzing had suggested naming something in West Park as this was Mr. Engledow’s favorite. After several conversations, Director Klitzing recommended naming a portion of West Park including the playground, splash pad, restrooms, shelters, and adjacent open fields, the “Jim Engledow Commons.” This would be consistent with Westermeier Commons in Central Park. It is a significant area and signage can be placed along the new connecting drive in front of the parking lot, as well as signage closer to the playground. After checking the naming policy, it was decided that renaming West Park would not be appropriate. There was a consensus by the Park Board members in attendance to move forward. Director Klitzing will speak to the family and if agreeable, will bring the naming back to the Park Board for formal adoption. Park Board Meeting; Wednesday, November 9, 2022 (General Election on November 8, 2022) Director Klitzing stated that the next Park Board meeting will be Wednesday, November 9th, due to Election Day. DocuSign Envelope ID: 0C966866-2124-4E5D-8285-4AD99C0573E3 Carmel/Clay Board of Parks and Recreation Tuesday, October 11, 2022 John W. Hensel Government Center Page 5 Park Board Workshop; 6 p.m., Tuesday, January 17, 2023; Jill Perelman Pavilion Director Klitzing reminded the Board to put January 17th on the calendar for the Park Board workshop which will be held at the Jill Perelman Pavilion at West Park. Mr. Rude asked if there was an update on ‘The Corner.’ Director Klitzing said he is working to get an executed agreement with Kite so work can get started on the trailhead. Brian Bosma has contacted the Building Corporation to get a consensus on the agreement that provides consent for the easement. Mr. Kowalski added that he and Mr. Bosma had a phone call with Kite last Friday (October 7, 2022) and the conversation went very smoothly. He believes there is a finalized agreement with Kite. Ms. Kristunas brought up the artwork for the roundabout that was cited in the Director’s Report. Director Klitzing responded that as mentioned at the last Park Board meeting, the Clay Township Trustee has requested the Park Board contribute $100,000 toward the new artwork within the roundabout at 106th Street and College Avenue. Director Klitzing will receive an illustration of the artwork which will include medallions representing Clay Township and other entities that are contributing or have historical roots within the Home Place area. This will be addressed at the November Park Board meeting. Board President Taylor said the Park Board will have an interesting meeting in November with presentations on The Waterpark children’s splash pad and the indoor playground concept illustrations for the Monon Community Center. Discussion followed. Information Items School Board There was no report. Plan Commission There was no report. Parks Foundation There was no report. Park Board Comments / Discussion Assistant Director Baumgartner asked that Board Members review the quarterly contract log that was included in the Park Board packet and advise if there are any conflicts. Mr. Rude asked for an update on the kiosks. Director Klitzing replied that the three kiosks have been installed, one is at the 96th Street trailhead along the Monon Greenway, the second is in Central Park next to the newer restrooms adjacent to the Monon Greenway, and the third is at the 146th Street trailhead. The kiosks are much nicer than the typical bulletin boards. Each kiosk can host a monitor. Staff plans to install the first one at Central Park to keep an eye on activity. Board President Taylor said he recently served as a moderator for the 2nd Leadership Connection series, a brainchild of Dr. Rick Markoff in partnership with Carmel Clay Parks & Recreation, Carmel Rotary Club, Carmel Clay Schools, and (Carmel) Fire Department. It was an amazing event. They had 100% growth in student attendance from last year. Highschoolers from all over Central Indiana participated including Carmel Clay Schools. It was great to see these young leaders and learn more about them in a roundtable discussion. DocuSign Envelope ID: 0C966866-2124-4E5D-8285-4AD99C0573E3 Carmel/Clay Board of Parks and Recreation Tuesday, October 11, 2022 John W. Hensel Government Center Page 6 If anyone has a high school junior or senior next year who is interested in participating, Board President Taylor highly recommends they get involved. He added that it was a great opportunity and an honor to participate in the event. Adjournment Mr. Rude made a motion to adjourn the meeting, seconded by Ms. Kristunas. 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: 0C966866-2124-4E5D-8285-4AD99C0573E3 11/10/2022 11/11/2022