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HomeMy Public PortalAboutNovember 3 004 Regular Session JD Greencastle Board of Park Commissioners Meeting Minutes of the Regular Board Meeting Wednesday, November 3, 2004 Present: President Leslie Hanson, Vice President Tim Trigg, Secretary Dr. John Hennette, and City Council Liaison Russ Evans Absent: Becky Harlan, Greencastle School Board Ex-Officio Member Barry Fisher and Putnam County Library Ex-Officio Member Margot Payne Also Present: Friends of the Park member Joy Marley, Economic Development Director Bill Dory, Phase V Project Engineer Garth Hughes, Bret Hurley—Hurley Construction, Big Walnut Sports Park board representative Steve Fields, City Engineer Glen Morrow, Eric Bernsee—Banner Graphic, Parks Maintenance Supervisor David Bault, and Parks &Recreation Director Rod Weinschenk Call to Order The regular meeting of the Greencastle Board of Park Commissioners was called to order at 7:00 p.m. by President L.Hanson in the Greencastle City Hall council room. Public Input -None Approval of Minutes Minutes from 09/01/04 -On a motion from T.Trigg, seconded by J.Hennette,the minutes from the regular meeting held on September 1st were approved as presented. All Ayes. Minutes from 10/06/04 - On a motion from T.Trigg, seconded by J.Hennette,the minutes from the regular meeting held on October 6th were approved as presented. All Ayes. Approval of Monthly Claims & Invoices Big Walnut Sports Park Claims—President L.Hanson informed the group that their authorization of the three claims for the Phase V: Big Walnut Sports Park Loop Trail needs to be contingent on the City Council authorization of the draft resolution borrowing money from the City Hall Capital Non-Reverting Fund, which will then be reimbursed by the State of Indiana Recreation Trails Program funds. President L.Hanson stated that in a conversation with Emily Bartley with the InDNR that the average turn-around for reimbursement was 3-weeks. Approval of Claims - On a motion from J.Hennette, seconded by T.Trigg, the monthly claims were approved. All Ayes. Obsidian Graphics Claim—On a motion from J.Hennette, seconded by L.Hanson,the two claims from Obsidian Graphics were approved. The motion passed, with one abstention from T.Trigg who owns of Obsidian Graphics. Transfers—None Rokicki Park/Ivy Tech Community College Update /^`, Director R.Weinschenk gave a quick update in regards to the Ivy Tech Community 11/3/04 Meeting—page two College proposal in relation to Rokicki Park. He stated that Ivy Tech has approached a number of area communities looking for a location to build a new college campus, and one of the areas in Greencastle they have looked at is the 40-acre Rokicki Park site. He stated that he, along with L.Hanson and Nancy Michael spoke with the Rokicki family, who gave their approval. He asked the park board for their support in this venture. During discussion, J.Hennette inquired into keeping the Rokicki name, in honor of Mike Rokicki who served on the city council and was a long-time advocate of the parks&recreation department. R.Weinschenk stated that during earlier discussions, possibilities included"Ivy Tech at Rokicki Park" or the development of a buffer park located between the Ivy Tech campus and the neighboring residential area and naming it "Rokicki Park". Following discussion,the members of the park board unanimously stated their support toward this positive economic venture and the potential use of Rokicki Park as the site for Ivy Tech Community College at Rokicki Park. 2005 Pathway Pounding The board approved a request from People Pathways representative, Lee Stewart, for use of Calbert Way Park and the Greencastle-to-Fillmore Trail for the annual Pathway Pounding 5K Walk/10K Run scheduled for Saturday, April 23, 2005. The request was approved on a motion from T.Trigg, seconded by J.Hennette. All Ayes. Maple Berry Park Update City Engineer G.Morrow presented a letter dated November 1, 2004 from Indiana Development Finance Authority giving an update in regards to the Petroleum Remediation Grant Incentive(PRGI)awarded for the Maple Berry Park East brownfield site. Field activity for a phase-I study that should delineate the extent of the petroleum residual should commence in two weeks. Phase II will commence sometime afterwards. He reminded the board that this project will be paid for 100%by the grant. Authorization to sign contract with Civil Engineering Consultants in regards to the design of FOTP/People Pathways Phase IV: The Health Link Project Director R.Weinschenk stated that he hasn't received a contract from Civil Engineering Consultants. G.Hughes, Civil Engineering Consultants, stated he will present the contract to R.Weinschenk at a later date. Once received, the contract will need to be reviewed by City Attorney Laurie Hardwick. Friends Of The Park,Special Projects, and Old Business 1. People Pathways Phase III: Albin Pond Trail Update—Garth Hughes, Civil Engineering Consultants,reported that we are awaiting word from the appraiser. This process has been underway for approximately 8-weeks and should be finalized soon. Phase IV: The Health Link Trail Update—R.Weinschenk led discussion beginning with a review of a meeting at 1NDOT,which B.Dory, G.Hughes,J.Marley, Pat Martin and he attended. He reviewed the problems with the original Cemetary Road route and the second alternative route down Highway 231. He informed the group that 11/3/04 Meeting—page three 2. People Pathways has discussed another alternate route following Veteran's Memorial Highway, which would connect Depauw University to the Greencastle Middle and High School campus and Rokicki Park(potentially Ivy Tech Campus). He also suggested going to the Walmart corner traveling on the south side of Veteran's Memorial Highway, so we wouldn't have to cross the highway. G.Hughes presented a route that would go to Rokicki Park along Veteran's Highway, crossing at the Greencastle Middle School linking with Phase II on 10th street following Avenue G. He preferred this route, because Avenue D is only a sidewalk and a 10' asphalt trail could be laid connecting to the existing phase II path. B.Dory presented his thoughts of traveling along Veteran's Highway, but thought purchasing land on the south side of the fenceline from adjacent landowners may be less expensive than reconfiguring the ditches. Following discussion,the park board asked Garth Hughes to gather figures on what the trail would cost to develop along Veteran's Memorial Highway, instead of the original route to present at the December meeting. 3. Phase V: BWSP Loop Trail Update—B.Hurley, Hurley Construction, requested a change in testing the compaction of the base rock for the second half of the trail. He inquired into the possibility of using a smaller dump truck with a lighter load of rock instead of a triaxle dump truck filled with rock. After some discussion,the park board stated that the trail will be tested with a loaded triaxle dump truck as originally scheduled, however a timeline extension has been given with a late spring completion. 4. Maple Berry Park Update—City Engineer G.Morrow gave an update regarding the grant received for the clean-up of the petroleum residual found at Maple Berry Park. A timeline was not available and the grant will not cover the development of the plat into a park. 5. Big Walnut Sports Park—The trail was covered previously. 6. FOTP: Holiday Lighting of Robe-Ann Park Update—Weinschenk stated that upon inquiry from Cox Electric, it will cost approximately$3,000 to run underground electricity from the bandshell to three trees located behind the band shell. Because of this cost, he has decided to not try and light the target trees this year for the holidays. Conflict of Interest& Disclosure Report Forms Board President L.Hanson discussed the status of her form and reminded the other members to turn in a Conflict of Interest& Disclosure Report Forms, if applicable. 2004 Budget 1. End-of-the-year purchases—R.Weinschenk discussed some potential end-of- the-year purchases, which include: Playground equipment for Jaycee Park- $10,000.00, 18 picnic tables for Jaycee Park- $5,400, Skatepark parking area- $12,000. The board approved the purchases, if cash can be proved to City Clerk/Treasurer Teresa Glenn. 11/3/04 Meeting—page four 2. Proposed change to Non-Reverting Capital Fund Ordinance—R.Weinschenk presented a copy of the proposed change in the Park Non-Reverting Capital Fund Ordinance, which provides for a transfer of funds from the General Park Budget to a special fund to be used for capital improvements to the aquatic center and other park areas. This change will authorize upto $30,000 to be transferred each year if the funds are available. The board approved the changes, which will be presented to the City Council on November 9, 2004. New Business 1. Youth Basketball Program—R.Weinschenk reviewed the organizational events for the upcoming youth basketball program. The basketball board raised the registration fee from$25 to $30 per person,the first change since beginning the program in 1998. Weinschenk stated that this raise should cover the rise in programming costs, so the kids don't have to go door-to-door selling candy. It should also cover rises in programming cost for hopefully 3-4 years. 2. Annual Board Retreat—The park board discussed setting a date for the annual board retreat in January. A weekend meeting was discussed, with a decision made to hold a series of short meetings over a 2-3 evening schedule. President L.Hanson requested that all members bring a calendar with them at the next meeting, and a meeting date(s)will be set. Director's Report R. Weinschenk presented a written director's report for the events happening in the park during October. Adjournment Upon a motion from T.Trigg, seconded by J.Hennette,the park board meeting was adjourned at 8:23 p.m. All ayes. Minutes respectfully submitted by: Roderick M. Weinsche , Director Greencas e Parks& ecreation Department 1 Leslie Hanson, President Tim Trigg,Vice 'F esident/ ,b � l 4_ 4 ,, Dr. John Hennette, ,&'cretary ' ecky Karl