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Home My Public Portal AboutMay 25 2004 Special Session Greencastle Board of Park Commissioners Meeting Minutes of the Special Board Meeting Tuesday, May 25, 2004 Present: Vice President Tim Trigg, Secretary Dr. John Hennette,Becky Harlan, Putnam County Library Ex-Officio Member Margot Payne, City Council Liaison Russ Evans, and President Leslie Hanson, Absent: Greencastle Schools Ex-Officio Member Jeff McCall Also Present: Summer Enrichment Program: Kelsey Kauffman—Program Administrator Tamra Games—Program Director Aden Stinebrickner-Kauffman—Youth Supervisor Big Walnut Sports Park, Inc.: Adam Cohen—President Helen Gunn—Secretary/Treasurer Greencastle/Putnam County Development Center: Bill Dory—Executive Director Friends of the Park Association of Putnam County, Inc. - People Pathways Joy Marley—Committee Chair Greencastle Parks& Recreation Department David Bault- Parks Maintenance Supervisor Rod Weinschenk- Parks &Recreation Director Call to Order In the absence of President L.Hanson,the special meeting of the Greencastle Board of Park Commissioners was called to order at 7:11 p.m. by Vice President T.Trigg in the Parks & Recreation Department Administrative offices located in Robe-Ann Park. Public Input—None Park Usage Requests Memorial Day Concert—The request from Bill Kelley to use the band shelter for the Hamilton Music Theatre concert-in-the-park on Monday, May 31, 2004, which was tabled during the May 5th meeting, was not discussed due to the lack of additional information. Putnam County Youth Christian Group—was not discussed, due to lack of additional information. Aquatics Center Special Pass Requests Putnam County Comprehensive Services—This request was not discussed, but rescheduled for the regular meeting on Wednesday, June 2, 2004. 5/25/04 Minutes—page two Summer Enrichment Program—Park& Recreation Director introduced K.Kauffman stating that we have received two separate requests from the Summer Enrichment Program. K.Kauffmnan provided history and financial balance statement for this year's program and introduced T.Garnes this year's program director. K.Kauffman stated that in the past, the Board of Park Commissioners have waived afternoon admittance fees if the program paid for swimming lessons for each of it's participants. This year the program is requesting that the Board provide free admittance for afternoon swim and also provide swimming lessons at no charge. Parks &Recreation Director R.Weinschenk reminded the board that the department has increased its maintenance responsibilities this year and maintaining the fiscal budget is a priority. After further discussion and on a motion by J.Hennette,which was seconded by B.Harlan,the board denied the request, but authorized free admittance to the pool during the afternoon public swim and the $20 fee for swimming lessons. All Ayes. K.Kauffmman inquired into using the swimming pool for free swimming lesson program if she could find volunteer instructors. R.Weinschenk stated providing time during the already busy schedule would be difficult. He also reminded the group that free admittance in the past was authorized knowing that we would receive $20 per student for the lessons. If the lessons would be taken away,then he would recommend that we require the purchase of a season pass or the punch card like we require other groups and organizations to do. K.Kauffman and T.Barnes thanked the board for listening to their request and then exited the meeting. Big Walnut Sports Park Maintenance J.Hennette, Putnam County Youth Soccer Association Coordinator,updated Park Maintenance Supervisor D.Bault in regards to the soccer field maintenance schedule. Land & Water Conservation Grant Public Hearing Project Review—To begin the public hearing portion of the meeting, Parks & Recreation Director R.Weinschenk reviewed the document for the board highlighting the "program description", "rating criteria"and"preliminary cost estimates" sections. Public Comments - Comments received included: 1. Professional Document- H.Gunn thought the project was an excellent opportunity for the City and that the presentation of the document was written very professionally. 2. Local Significant Figure—B.Dory reported that a previous owner(s) of the facility played an important role in the development of Greencastle. He will continue to research this individual for the application. 3. Native Wildflower Garden—Many positive comments were received regarding the inclusion of a native wildflower garden and the types of wildlife that will be attracted to the area. It will provide an attractive addition to the sports park. 4. Proposed Restroom Facility—A comment was aired about the proposed location of the new restroom and storage facility. A suggestion was received about constructing 5/25/04 Minutes—page three it in the location of the portable soccer concession stand, since water and electricity are available to the site. The park board will take it into consideration. 5. MABA Softball Field Accessibility—A concerns was viewed by A.Cohen in regards to the installation of an accessible trail to the MABA baseball field. He would like to see a 10' pathway to the field be included. An inquiry was made to including it as an additional once the grant is received. 6. Basketball Courts—A comment was received about how nice it will be to have a basketball court dedicated to basketball only, and not a facility to be shared with a parking lot. 7. Nature Observation Areas—The two proposed observation areas received positive comments. Project Opposition—No opposition to the project was received upon an inquiry by Vice President T.Trigg. Resolution No. 2004-05/25—Vice President T.Trigg read the proposed resolution. On a motion from Becky Harlan, seconded by J.Hennette,the board accepted the proposed resolution, authorized submitting the project application to the Indiana DNR Land & Water Conservation Grant Program and authorized Park Board President Leslie Hanson to sign all necessary paperwork. All Ayes. L.Hanson Arrives at Meeting At approximately, 8:00 p.m.,President L.Hanson arrived at the meeting. Phase V: BWSP Loop R.Weinschenk reviewed three concerns in regards to the People Pathways: Phase V Big Walnut Sports Park Loop Trail. They were: Width of Trail—The plans called for an 8' asphalt trail with 2' limestone flume shoulders, while the original application stated 10' wide asphalt trail. R.Weinschenk recommended that we construct the trail 10' wide with asphalt, no shoulders. He stated that this would be consistent with what has already been laid in Phase II, and he was concerned about long-term maintenance of the trail,personnel and equipment issues. Parking Lot Curbing—He stated that upon review by City Engineer Glen Morrow, it was recommended that in accordance with the City's building codes, curbs were required around the proposed parking lot. Garth Hughes, Civil Engineering Consultants, stated this could add an extra$3,000 to the project. R.Weinschenk recommended that we adhere to city code and include the curbs around the lot. Thickness of Asphalt—He stated that upon review by City Engineer Glen Morrow, it was recommended that we increase the thickness of the asphalt from the proposed 2 inches to 3.5 inches. Garth Hughes, Civil Engineering Consultants, stated that this could mean an extra$20,000+to the project. R.Weinschenk recommended, based on information gleaned from conversations with both G.Morrow and G.Hughes, that if a 95% compaction rate was guaranteed then 2 inches of asphalt would be sufficient; however, if the 95% compaction rate could not be guaranteed then he would recommend 2.5 inches of asphalt. 5/25/04 Minutes—page four J.Hennette made the motion to accept the recommendations by Parks&Recreation Director R.Weinschenk. It was seconded by B.Harlan. All Ayes. R.Weinschesak will inform G.Hughes of the changes. Adjournment With no further business,the meeting was adjourned on a motion from J.Henrte, seconded by L.Hanson at 8:35 p.m. All Ayes. Minutes respectfully submitted by: • Roderick M. Weinschenk, Director Greencastle Parks &Recreation Department Lie Hanson, President Tim Trig., Vice Psident V€4,/617/414, /Hennett , Secretary Becky Hart GREENCASTLE PARKS &RECREATION DEPARTMENT MAY 2004 ACCOUNTS PAYABLE VOUCHER DOCKET VENDOR DESCRIPTION AMOUNT AA Huber& Sons Restroom repair parts 6.14 AA Huber& Sons (BWSP) Repair leaks in building 892.95 ADT Security Services Recurring pool security service 67.53 AirHop Wireless Internet Service 50.00 Allied Wholesale Electrical Supply (BWSP) 2 Emergency light bulbs 54.45 Black Lumber Company 2"x 10" Lumber-picnic table 7.59 Chapel Plastics 10 cases of 55-gallon trash bags 290.00 Civil Engineering Consultants People Pathways Phase V designs 8,130.00 Cox's Plant Farm Calla Lillies-flower pot 7.96 Cox's Plant Farm 2 Tulip Trees & 2 privet hedges 137.96 David Bault Reimburse travel expenses/gasoline 20.00 Forest Commodities Mulch for trees (BWSP $275) 550.00 Hanson Aggregates Midwest, Inc. (Jaycee Park) rock for dam potholes 154.91 Headley Hardware Concrete Patch&tape 28.37 Headley Hardware Arbor Day Time capsule 2.03 Hill's Pit Stop Mower Service New Dixie Chopper(encumbered) 7,999.00 HOP Technologies Kodak 6-in-1 Card Reader 36.99 Horizon Business Center Paper&Markers 5.91 Humphrey's Outdoor Power (BWSP) Repair mower key switch 3.45 Humphrey's Outdoor Power Repairs to exmark mowers 121.46 Ikon Office Solutions Annual Copier Maintenance 921.17 Marjorie Robinson Reimburse shelter rental fees 35.00 Midland Co-op (BWSP) Gasoline& fuel tax 465.35 Midland Co-op Gasoline& fuel tax 279.85 Pat's Ace Hardware Stationary & office supplies 6.58 Pat's Ace Hardware Facility maint. supplies (5 invoices) 165.09 Pat's Ace Hardware (BWSP) Padlocks, keys, paint, etc. 263.31 Pat's Ace Hardware (BWSP)Parts to repair toilet 20.67 Rust Publishing(Banner Graphic) "Help Wanted" ads 685.55 Spear Corporation Pool Chemicals 4,542.75 Spear Corporatoin Replumb water slide(Encumbered) 4,800.00 State Chemical Manufacturing (BWSP) disinfectant& equipment 377.10 Walmart Recreation Supplies (4 invoices) 68.49 Walmart (BWSP) Cleaning supplies 48.64 Walmart Paper towels, toilet paper 8.82 TOTAL GENERAL EXPENSES $32,043.11 - over- / PARK NON-REVERTING SOFTBALL FUND Amatuer Softball Association 8-dozen 11" softballs 240.00 Big Walnut Sports Park, Inc. Diamond Fee—Women's League 650.00 TOTAL SOFTBALL EXPENSES $890.00 GRAND TOTAL $32,933.11 ALLOWANCE OF ACCOUNT PAYABLE VOUCHERS We have examined the Accounts Payable on the foregoing Accounts Payable Voucher Docket consisting of 2 page(s) and, except for claims not allowed as shown on this docket, such claims are hereby allowed in the total amount of$32,933.11 dated this 5th day of May, 2004. SIGNATURES OF GOVERNING BOARD Les ie Hanson, President Tim Trigg, is President Dr. Jo ennette, ecretary Becky Harlan