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Home My Public Portal AboutMay 6 2009 Regular Session Greencastle Board of Park Commissioners Minutes of the Regular Meeting Wednesday, May 6th, 2009 Present: President Russ Evans,Vice President Dr. John Hennette, Secretary Kara Thomas, Tim Trigg, and Putnam County Library Ex-Officio Member Wes Wilson Absent: Greencastle Community Schools Ex-Officio Member Kelly Lewis Also Present: Tammy Hunter with the Putnam County Head Start Program, Park Maintenance Supervisor David Bault,Assistant Director Troy Scott, and Parks& Recreation Director Rod Weinschenk Call to Order The regular meeting of the Board of Park Commissioners was called to order at 7:30 p.m. by President R.Evans and held in the City Council meeting room of Greencastle City Hall. Public Input Head Start—Ms. Tammy Hunter with the Putnam County Head Start Program was in attendance and asked the board to waive the fee for shelter#5 for their annual "Graduation Ceremony" scheduled for Thursday, May 21 st. On a motion from J.Hennette, second by T.Trigg, the board approved the request. All Ayes. Minutes April 1, 2009 Meeting - Director R.Weinschenk presented minutes from the regular meeting held on Wednesday, April 1st, 2009 which were approved on a motion from K.Thomas, second by J.Hennette. All Ayes. Claims Claims - Director R.Weinschenk presented a list of claims against the department for the board's approval. The claims were approved on a motion from T.Trigg, second by J.Hennette. All Ayes. Special Requests Summer Enrichment Program - Gayle Hansen,Executive Director of the Gobin Methodist Church Summer Enrichment Program wrote to the board requesting the Summer Enrichment Program to use the pool free of charge in the afternoon for the six weeks of our program from June 1 to July 9. Half of the 65 children registered will attend each day with adult staff supervision. In exchange,they would require each child to take Learn-To-Swim Lessons at$30 per swim lesson. On a motion from T.Trigg, second by J.Hennette,the board approved the request. All Ayes. Summer Personnel Director R.Weinschenk presented a list of persons he is recommending to fill the part- time seasonal employees positions offered by the department. The board approved the list presented, on a motion from J.Hennette, second by K.Thomas. All Ayes • •4 • ,.—•\ 5/6/09 Minutes—page two IKON Copier Contract Director R.Weinschenk presented a proposal from the IKON representative to replace the existing office copier with a new model,moving the old one to the aquatics center and trading the one that will replace. We can get a newer model that is faster for less than what we are paying for the existing one. On a motion from T.Trigg, second by J.Hennette,the board authorized Director R.Weinschenk to enter into a contract to replace the copier. All Ayes. Director's Report Director R.Weinschenk reviewed portions of his monthly director's report. Subjects included: 1. Recreation Programs—Assistant Director T.Scott gave a short review of upcoming recreation programs a. SPARK b. Fun in the Sun c. Tot Time d. Lunch Bunch e. Wonder Play(will look for a different name) f. Youth Tennis Instruction g. Adult Tennis Program 2. Bonner Scholar—Two DePauw University students will be working with our department throughout the summer months as part of the Bonner Scholar program. They will be assigned to help with the recreation programs offered by the department this summer. 3. Land Scape Architect Intern—Kyla Scheuermann will working with our department and two others during the summer months. She will be designing a water garden to help with the drainage issues at Maple Berry Park. Old Business 1. DNR / ALCOA Grant Project — The contract has been received from the Indiana Department of Natural Resources for the grant. The trees have been ordered and the D & S Tree Service has received the bid to remove the Ash Trees. As soon as the trees are received and following the removal of the Ash Trees, we will begin planting the trees at TZ, Forest Hill Cemetary and Robe-Ann Park. 2. Shelter #1 Replacement Project — R.Weinschenk gave a quick project update which included a schedule for sodding the area. 3. Phase III: Albin Pond Trail & SRTS Project Update — Director R.Weinschenk reported that we will need to address some drainage quality issues along the route, but are waiting on the weather to "dry out". 4. LWCF Grant Project a. Wildflower / Butterfly Garden - Director R.Weinschenk reported that the Greencastle Civic League has volunteered to donate some funding for the wildflower and butterfly garden at Big Walnut Sports Park. He �\ 5/6/09 Minutes--page three included a map of the project. The sod will be removed and then laid around the new shelter project in Robe-Ann Park. b. Disc Golf Course — Following the DNR/ALCOA Grant Project, sodding around shelter #1, and the wildflower & butterfly garden project, the baskets for the disc golf course will be assembled and installed. 5. Spear Corporation Contract — R.Weinschenk reported that we are still waiting on Spear Corporation to complete the improvements to meet the Virginia Graeme Baker' federal pool regulations. 6. Arts Illiana Grant—Director R.Weinschenk stated that our initial application has been accepted and he will be attending an Arts Illiana grant judging meeting in Terre Haute on Monday, May 18th. Old Business 1. Shelter#1 Replacement Project—Friends of the Park Shelter Committee Project Chair Jan Firebaugh provided a report and photographs of the shelter project as the Area 30 Building Trades Class progressed with its construction. 2. Phase III: Albin Pond Trail& SRTS Project Update a. INDOT - Director R.Weinschenk informed the board of City Attorney Laurie Hardwick's and his morning conversation with INDOT representatives. We have two properties that are still being negotiated, and that we can expect an August 2009 Bid Letting with construction to begin as early as September 2009. b. Area 30 Heavy Machinery Class —Director R.Weinschenk reported that he toured the Albin Pond Trail route with and it looks like the class removed the trees as scheduled. Because they had to work quickly the last week, the trees have been left in piles along the route. We will have to come back and clean it up, hopfully with help from the Putnam County Sheriffs Department trustee labor. 3. LWCF Grant Project — Director R.Weinschenk reported that the Greencastle Civic League has volunteered o donate some funding for the wildflower and butterfly garden at Big Walnut Sports Park. The baskets for the disc golf course are in the garage and can be assembled at any time, with installation yet this spring. 4. ALCOA/InDNR Community & Urban Forestry Tree Planting Partnership Grant—With funding received in the amount of$4,380.00 from the ALCOA/IDNR Tree Partnership Grant, we must wait for the contract before proceeding with the project. We hope to complete the project as part of the Arbor Day and Earth Week Celebrations. 5. Spear Corporation Contract — R.Weinschenk reported that we are still waiting on the report of needed repairs to the aquatics center to meet the Virginia Graeme Baker' federal pool regulations passed last November. 6. Arts Illiana Grant—In the absence of Assistant Director C.Stiles, Director R.Weinschenk described this grant opportunity which will support a Youth Mural Art Program targeting area youth. He stated that the final grant request was due r.� 5/6/09 Minutes—-page four by the end of the week and would like to request permission to sign the request. At the request of the board, Weinschenk agreed to e-mail copies of the request and upon review mail it out by the deadline. It was approved on a motion by J.Hennette, second by R.Evans. All Ayes. New Business 1. 4th of July—Russ Evans stated that RHS will gladly donated trash cans for the July 4th Independence Day Celebration. Adjournment On a motion from R.Evans, second by J.Hennette, the park board meeting was adjourned at 8:52 p.m. All Ayes. Minutes respectfully submitted by: Roderick M. Weinschenk,Director Greencastle Parks & Recreation Department Minutes approved by: Russell Evans, President Dr. J,bhn ennett , ice President -/" :( LikinaZ 71 - Kara Thomas, Secretary Tim Trigg i • • GREENCASTLE PARKS& RECREATION DEPARTMENT MAY 2009 '•---. ACCOUNTS PAYABLE VOUCHER DOCKET VENDOR DESCRIPTION AMOUNT AA Huber& Sons Jaycee Park well repairs 410.00 ADT Security Services Alarm services&repairs 81.83 Baker's Septic Services, Inc. Portalet services-BWSP & Jaycee Park 142.00 Cintas Emergency kit restocking 18.85 City of Greencastle Postage meter 47.04 Co-Alliance-Midland Coop Gasoline&diesel fuel 238.09 Don's Garage Vehicle repairs(4 invoices) 1,424.82 Eagle Flag of America, Inc. New American flag for park 208.70 Fastenal Duct tape, cable ties and caution tape 91.91 Forest Commodities Hard wood mulch-City Hall 360.00 GE Capital Information Office copier lease agreement 836.52 Gold Medal Products Concession supplies 605.06 Greencastle Rotary Club Quarterly membership dues& fees 80.00 HBG Insurance & Bonds Honesty blanket coverage (bond) 100.00 Headley Hardware Facility maintenance(7-invoices) 310.02 HP Products 8-cases big roll 1-ply toilet paper 442.15 Humphrey's Outdoor Power Repairs: 329.62 ❑ Oil 21.98 ❑ Repair parts 307.64 n Intellicorp PT Personnel background checks 19.90 National City Visa Card Purchases: 270.09 ❑ SurveyMonkey-annual 200.00 ❑ Amazon.com-reusable bags 70.09 Orkin Pest control 72.00 Putnam Aggregates, Inc. Stone for Jaycee Park roadway 225.43 Refuse Handling Services Transfer station fees 62.40 Spear Corporation Expenditures: 6,347.50 ❑ Facility Maint.-VGB inspect 800.00 ❑ Pool chemicals- $5,547.50 Walmart Expenses: 98.79 ❑ Office supplies-ink $53.94 ❑ Rec.supplies $177.58 TOTAL GENERAL EXPENSES $12,822.72 PARK NON-REVERTING SOFTBALL FUND A& C Products Dirt for Robe-Ann Park Softball field 377.58 Ensor Electric Service 2- 1500 watt lamps for softball field 142.80 Gold Medal Products Concession supplies 1,103.63 MASA Softball field maintenance supplies 1,850.45 TOTAL PK NR SOFTBALL EXPENSES $3,474.46 /es's (continued) PHASE III: ALBIN POND TRAIL PROJECT Butler's L.P. &Fertilizer, Inc. Grass seed, straw for pathway project 799.50 TOTAL PHASE III: ALBIN POND TRAIL PROJECT $799.50 GRAND TOTAL EXPENSE FOR THE MONTH $17,096.68 ALLOWANCE OF ACCOUNT PAYABLE VOUCHERS We have examined the Accounts Payable of the foregoing Accounts Payable Voucher Docket(s) 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$17,096.68 dated this 6th day of May, 2009. SIGNATURES OF COVE G ARD A' 164 Russell 3 Evans, President Dr. bn I`enne e, z e President K a Thomas, ecretary Tim Trigg,