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Home My Public Portal AboutSeptember 2 2009 Regular Session Greencastle Board of Park Commissioners Minutes of the Regular Meeting Wednesday, September 2, 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: Linda Merkel, Mayor Sue Murray, Park Maintenance Supervisor Ed Neumann, Assistant Director Troy Scott and Parks & Recreation Director Rod Weinschenk Call to Order The regular meeting of the Board of Park Co ' stoners was called to order at . p.m. by Board President R.Evans and held ' the-City Ceicil meetiug.rnnm of("Tr e Public Input-None Special Requests 1. Worship Service in Robe-Ann Park—Members of the New Hope Christian Church were present and made a request to hold a morning worship service at the Bob Flannigan Bandshell in Robe-Ann Park on Sunday morning, September 27. They will be providing music with their program. On a motion from J.Hennette, second by T.Trigg, the request was approved. All Ayes. 2. Family Movie Night at the Park— Linda Merkel was present to request permission to use the softball field at Robe-Ann Park for a Family Movie Night on Saturday evening, September 19, 2009. An inflatable screen will be set up on the infield with the movie— Race to Witch Mountain - projected upon it. Residents will be asked to bring their own chairs and/or blankets to sit on. This has been billed as a free event, with no charge for attendance, free popcorn, hotdogs, drinks, and pizza being given away. The group did request that the event be a Smoke-Free event. On a motion from T.Trigg, second by J.Hennette,the board approved the request(s). All Ayes. 3. Dog Talent Contest at BWSP — The board approved a request to hold a Pet Talent Contest at Big Walnut Sports Park on Saturday, October 24th. Proceeds from the event will be used for the Local Wildlife Rehabilitation & Animal Rescue group organization. Animal trainers, dog rescue demonstrations and music may be provided. A question was raised in regards to liability insurance. On a motion from J.Hennette, second by K.Thomas, the board approved the request under the condition that spectator's insurance would be purchased to cover the event. All Ayes. 4. Cub Scout Camporee at Robe-Ann Park— The board approved on a motion from J.Hennette, second by K.Thomas, a request from the local Cub Scout Pack 99 to hold a mini-camporee in Robe-Ann Park on Saturday and Sunday, September 19—20,like they have held the last two years. All Ayes. 9-2-2009 Minutes—page two Photo Opportunity The board moved to basket number 6 of the Disc Golf Course to participate in a photo opportunity with the Banner Graphic, which will announce the opening of the Big Walnut Sports Park 9-hole Disc Golf Course and the completion of the Land & Water Conservation Fund Project at Big Walnut Community Park. Minutes Director R.Weinschenk presented minutes from the regular meeting held on Wednesday, August 5, 2009. On a motion from T.Trigg, second by J.Hennette, the minutes were approved as presented. 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 J.Hennette, second by K.Thomas. The motion was approved. All Ayes. Arts Illiana Grant Contract Director R.Weinschenk provided a copy of a contract between Arts Illiana and the Greencastle Parks & Recreation Department for the Y.A.R.T. (Youth Art `Round Town) Program. This program will provide a mentor program to 16-20 youth on a 6-8 month long program, who will have access to instruction from local art students, art teachers, and local artists. The program will take the student on the journey from an idea, through the planning stages, drawing and/or painting, to a final 2' x 4' sheet of plywood display located in the park and around town. This program is funded in part by the Indiana Arts Commission and Arts Illiana Regional Partnership Initiative Grant. On a motion from T.Trigg, second by J.Hennette, the board approved entering into the contract with Arts Illiana for the Y.A.R.T. Program. All ayes. Program Fees 1. Shelter Rental Fees - The park board held a discussion in regards to shelter rental fees. Due to recent shelter improvements and budget constraints, increasing fees would provide additional funds for routine maintenance of the shelters and other park amenities. Director R.Weinschenk made available information obtained from surrounding communities in regards to their rental charges. After discussion, the board agreed to set discounted rental fees for "not-for-profit" organizations that provide a 501c3 number at the time of registration. On a motion from K.Thomas, second by J.Hennette, the following changes to the shelter rental fees (listed in bold)were made to take effect January 1, 2010. All Ayes. Shelter Rental Fees New Non- N ew Not For Shelter Rentals (Effective January 1,2010) Resident Fee Resident Fee Profits* Robe-Ann Park Shelters #1 $20.00 $40.00 $35.00 $55.00 $25.00 #2 Half $25.00 na $40.00 na Whole $35.00 $40.00 $50.00 $55.00 $25.00 #5 $30.00 $40.00 $45.00 $55.00 $25.00 Bob Flanigan Bandshell Social/Reunion $30.00 $40.00 $45.00 $55.00 $25.00 Band/Show/Special Event$30.00 $50.00 $45.00 $65.00 $35.00 9-2-2009 Minutes-page three Jaycee Park Shelters #1 w/fireplace $25.00 $30.00 $40.00 $45.00 $20.00 #2 w/out fireplace $20.00 $25.00 $35.00 $40.00 $20.00 Community Building $150.00 * $200.00 * (* $150.00 refundable"Clean-up"deposit required) Big Walnut Sports Park Shelters #1 (central) $20.00 $30.00 $35.00 $45.00 $20.00 #2(southwest) $20.00 $25.00 $35.00 $40.00 $15.00 #3 (southeast) $20.00 $25.00 $35.00 $40.00 $15.00 *To qualify for discount fee,"not-for-profit"organizations must provided 501c3 number 2. Disc Golf Course - Director R.Weinschenk stated that through the construction process he received requests to rent the disc golf course for potential fundraisers. The park board discussed rental fees, which would include renting the shelter #3 on the southside of BWSP, which offers the disc golf rules, practice basket, drinking fountain, bike rack and parking lot. They also discussed different fees for organizations that would be renting the facility and not charging a fee for participation versus those that would. On a motion from K.Thomas, second by J.Hennette, the following rental fees were set for the disc golf course, with discounted fees for "not-for-profit" organizations that provide a 501c3 number at the time of reservation and larger fees for those that would charge an entry fee for participation. The motion passed, "All Ayes". Non- Not For Disc Golf Course Rentals Resident Resident Profits * Require rental of BWSP#3 rental at above rates wino entry fee: $30.00 $45.00 $20.00 w/entry fee: $50.00 $65.00 $40.00 *To qualify for discount fee,`not-for-profit"organizations must provided 501c3 number 3. Softball Field Rental Fees-The board tabled discussion of softball field rental fees until the new scoreboards were installed, since there will be a potential change in fees for use of the wireless remote control for the scoreboards. This was completed on a motion from K.Thomas, second by J.Hennette. All Ayes. Old Business 1. Friends of the Park a. Phase III: Albin Pond Trail & SRTS Project Update-No further progress was reported. 2. LWCF Grant Project a. Disc Golf Course i. Tee signs - The tee signs still need to be installed and one rubber tee pad needs replaced. ii. Tree guards - Recycled rubber tree guards need to be purchased to keep the weeds down around both the basket and tee sign posts. iii. Opening - Publishing of the Banner Graphic Photo will announce the opening of the disc golf course. b. Wildflower / Butterfly Garden - Director R.Weinschenk reported that the seed for the wildflower and butterfly garden at Big Walnut Sports Park had been purchased,the site has been tilled and planted. 9-2-2009 Minutes—page four C. DNR Final inspection — Representatives of the Indiana Department of Natural Resources have been scheduled to conduct a final inspection of the Land & Water Conservation Fund Grant project on Friday, September l ltn 3. DNR / ALCOA Grant Project — Director R.Weinschenk reported that we are still awaiting delivery on three of the 17 trees. New Business BWSP Signs — Mayor Sue Murray announced that the Greencastle Redevelopment Commission have agreed to fund two entry way signs for Big Walnut Sports Park, which will be installed within the city's right-of-way along State Highway 240 directing local and visiting users to the park. The park board was elated and expressed their gratitude to Mayor Murray. Director's Report Director R.Weinschenk discussed other subjects happening in department, which included the Assistant Director's Recreation Report: 1. Soggy Doggy Day — Scheduled for September 15, 6:00-8:00 p.m., we will provide space for the Humane Society, local vets, Specks Pet supply, and a local feed mill to display and give away items. The Best Doggy Bathing Suit Contest and other games for kids and adults will be held. 2. Mommy and Me—The Mommy & Me Program has been scheduled on Wednesdays from September 9 to October 28 from 9:30 a.m. to 11:30 a.m. Announcements will be delivered within the week. Program locations will include meetings at Robe-Ann Park, Putnam County Museum, and the Putnam County Public Library. This program will target preschool to not quite preschool age children and a caregiver and offer some planned play, maybe a little learning, and some socialization between the children and caregivers. 3. Pet Care Class — Plans are under way to have a Pet Care Class involving a local veterinarian and the Humane Society. The class will be scheduled on a Saturday or Sunday, and teach proper care and responsibilities of pet ownership. We are investigating a mid-October schedule, so the weather is nice enough to hold it outside and for the Humane Society to bring animals. Our targeted audience includes 8-14 year olds boys and girls, with promotional materials distributed through the schools, WREB, Banner Graphic, and through the Boy Scouts and Girl Scouts. 4. Arts Illiana Grant - With approval tonight, we will be announcing an Art in the Park Program sometime in October, with the final product being displayed as part of the Fair on the Square to be held early May 2010. This program will be funded in part by the Indiana Arts Commission, Arts Illiana Regional Partnership Initiative Grant, and the Greencastle Parks & Recreation Department. 9-2-2009 Minutes—page five 5. ONT Service to the Community — Old National Trail representative Linda Schroeder and her group of middle and high school students will begin completing Service-to-the- Community projects throughout the municipal parks system on Tuesday and Thursday afternoons. Their first project will be to remove the staples from the shelter posts and picnic tables. Other special projects will follow. 6. DePauw University Partnerships — As stated in our on-going Master Plan, we are striving to cultivate additional partnerships with DePauw University. A meeting was held between Beth Ann Newton from DePauw's multicultural and events office and local Girl Scout leader and Troy Scott, Assistant Director. Two projects have been completed recently utilizing the Bonner Scholar program and would like to keep them involved in the park. Ideas were shared to draw DePauw students into the park as well as service projects for the local girl scouts and included: a Bike Safety Class may be combined with a bike ride, a dance in the park, a petting zoo, as well as preschool/kindergarten type programs held at DePauw during their "off" days in one of their facilities and run jointly by the Park and DePauw volunteers. Targeted audiences could include the young DePauw staff parents new to the area who may want to meet other young parents in the area. Adjournment On a motion from J.Hennette, second by K.Thomas, the park board meeting was adjourned at 8:10 p.m. All Ayes. Minutes respectfully submitted by: (� Roderick M. Weinsc enk, Director Greencastle Parks &Recreation Department Minutes approved by: Russell Evans, President Dr. John Ijennette, is President J l2kriy4j Kara Thomas, Secretary Tim Trigg F GREENCASTLE PARKS & RECREATION DEPARTMENT September 2, 2009 '^ ACCOUNTS PAYABLE VOUCHER DOCKET VENDOR DESCRIPTION AMOUNT ADT Security Services Alarm services&repairs 86.33 Baker's Septic Services, Inc. Portalet services-BWSP 71.00 Black Lumber Co 40-8"galvanized pole barn spikes 15.60 Brenntag Mid-South, Inc. Muriatic Acid for pH less container deposit 264.63 Butler's L.P. &Fertilizer Jaycee Park propane &weed killer 253.75 Cintas First Aid& Safety First aid supplies 16.35 Co-Alliance-Midland Coop Gasoline&diesel fuel 1,046.53 Don's Garage Repair rear main seal in Ford pickup 395.00 Flying W Awards Rework trophies (correction of overpay) 62.25 Forest Commodities BWSP- Hardwood landscape mulch 310.00 Gold Medal Pool concession supplies 1,283.59 Greencastle Automotive Supply Grease cartridge 8.07 Headley Hardware Facilty maintenance needs (23 invoices) 708.23 Humphrey's Outdoor Power Repair parts for mowers 1,186.97 JTN Services, Inc. Serviced John Deere Gators 209.08 Liberty Industries, Inc. Replacement jack caster wheel 17.57 Lock Shop Rekey bathroom lock-Robe-Ann Park 64.00 Miracle Recreation Equipment Replacement springs for playground toy 166.73 /--, Most Dependable Fountains, Inc. 0-ring assembly for drinking fountains 80.00 National City Visa ExUPDirect.Com-Chamber canopy 94.86 Neal Tire Flat tire repairs 54.95 Orkin, Inc. Pest services 79.92 Pepsi Americas Aquatics Center-beverages for resale 1,091.56 Quality Repair Services, Inc. (2'd request) Repair dept. lift station 1,874.30 Spear Corporation Chemicals, grate repair 761.85 O Replacement parts $ 75.00 O Chemicals $686.85 State Chemical Floor Cleaners 199.00 Wabash Foodservice Pool concession supplies 875.84 Walmart Supplies for the department 446.08 White Noise Band at pool 150.00 Wiemuth& Sons Co, Inc. Candy and slush mix for pool 363.70 TOTAL GENERAL EXPENSES $12,237.74 PARK NON-REVERTING SOFTBALL FUND Baker's Septic Service BWSP-Portalet service for softball field 71.00 Brad Nobles Umpire fees 36.00 Chris Huff Umpire fees 360.00 ,..• Darcy Hendershot Scorekeeper fees 21.75 Flying W Awards 20 softball sponsor awards 312.00 Janie Briones Umpire fees 144.00 Pat Ness Umpire fees 198.00 Tracy Huff Scorekeeper fees 152.25 Varsity Scoreboards 2 softball scoreboards&remote controls 8,954.37 Wayne Tharp Umpire fees 126.00 TOTAL PK NR SOFTBALL EXPENSES $10,245.37 SPECIAL PARK PROJECTS: ALBIN POND TRAIL PROJECT Royal Title Services Update titles for properties 150.00 TOTAL ALBIN POND PROJECT $150.00 GRAND TOTAL EXPENSE FOR THE MONTH $22,633.11 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$22,633.11 dated this 2°d day of September, 2009. SIGNATURES OF GOVERNING BOARD (77,/,...---'7 - 2 7., ' , ' / 7 laM. Jo7n(L.,, Tim Tnggo esident K i a Thomas,Vice President 1 A1N:5( --- Dr. John H,ennette Russell Evans, Secretary