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Home My Public Portal AboutDecember 2 2009 Regular Session Greencastle Board of Park Commissioners Minutes of the Regular Meeting Wednesday, December 2,2009 Present: President Russ Evans, Vice President Dr. John Hennette, Secretary Kara Thomas, Tim Trigg, Putnam County Library Ex-Officio Member Wes Wilson, Greencastle Community Schools Ex-Officio Member Kelly Lewis and City Council Liaison Phyllis Rokicki Absent: None Also Present: Many youth and parents for the Holiday Contest, FOTP Shelter#5 Project Chair Jan Firebaugh, Banner Graphic Editor Jared Jernigan, 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 7:00 p.m. by Board President R.Evans and held in the City Council meeting room of Greencastle • City Hall. Holiday Contest 1. Judging - The meeting began with the judging of the annual Gingerbread House Contest and the Brickmania Holiday Challenge: Santa Claus Contest. 2. Awards — At 7:30 p.m. following the judging, the winners were announced, awards presented, and photos taken by J.Jernigan from the Banner Graphic. Public Input The monthly meeting was started with a public input session soliciting ideas, concerns and comment for updating the Greencastle Parks & Recreation Department's 5-Year Master Plan. Hard copies of the Master Plan survey were distributed to the youth and parents present. Fifteen (15) adult surveys were collected with three (3) youth -10 years and up- surveys were turned in. Comments received from adults, included: ❑ Need a place to work out O Greencastle dramatically needs adult rec and fitness programs ❑ I think Greencastle would really benefit from a community center with skating rink, indoor pool to include youth and adult exercise ❑ Indoor recreation centers for youth during the winter, O Indoor facilities at the Big Walnut [Sports Park] would be awesome! ❑ I think it would be nice to have centers for children in the winter(more for them) Comments received from youth, included: Youth photography classes, social dances, and more arts & craft programs Parks & Recreation Director R.Weinschenk reminded everyone that the same survey instrument was included on the City of Greencastle's website if they did not want to complete one tonight. Minutes November 4th - Director R.Weinschenk presented minutes from the regular meeting held on Wednesday,November 4, 2009. On a motion from T.Trigg, second by J.Hennette, the minutes were approved. All Ayes. 12-2-09 Board Minutes—page two Finances 1. Transfers - Director R.Weinschenk presented a list of end-of-the-year transfers for the board approval. On a motion from J.Hennette, second by K.Thomas, the transfers were approved. All Ayes. 2. Claims— a. November Claims — Director R.Weinschenk presented a corrected list of claims from the November regular meeting with the addition error corrected. Approved during the November meeting, the board members signed the documents. b. December Claims - Director R.Weinschenk presented a list of claims against the department for the board's approval. A motion was made by J.Hennette, second by T.Trigg, which passed. All Ayes. DePauw University's Bike Race at BWSP Director R.Weinschenk presented the dates that he has received for this spring's annual Bike Race at Big Walnut Sports Park that will be sponsored by the DePauw University Bike Club. Sunday, March 27, 2010 has been reserved for the event. R.Weinschenk hopes to have more information for the next meeting. Old Business 1. Shelter #5 Project — J.Firebaugh spoke on the shelter #5 project, thanking Area 30 for their help in the renovation project and the board for the their support. R.Weinschenk added that the parks department still needed to paint the support posts to match the color of the siding, and will complete that when the weather warms up. 2. Holiday Lights — J.Firebaugh informed the board that Friends of the Park will also pay approximately $400.00 to install an electrical outlet underneath the evergreen tree in Robe-Ann Park, which is located on the corner across from the DAR Log Cabin. This project will present a great entryway display for the holidays. 3. Holiday Light Fundraiser — Assistant Director Troy Scott described a fundraising event that will help fund the purchase of the Christmas lights. It will be held on Sunday afternoon, December 6th from 3:30-5:00 p.m. We will have Santa in the park, along with one of his favorite reindeer and elves. Proceeds will be used to offset the purchase of Christmas Lights. Director's Report Director R.Weinschenk gave a quick synopsis of his monthly Director's report which included highlighting ... 1. People Pathways RFP's - "Request for Proposals" for the professional inspection of the construction phase of the Albin Pond Trail project were drafted, submitted to INDOT who released them to the public. Nine RFP's were received and will be evaluated for by a committee of five, which include City Engineer Garth Hughes, Mayor Sue Murray, City Attorney Laurie Hardwick, Park Board President Russ Evans, and Director Rod Weinschenk. 12-2-09 Board Minutes—page three 2. DNR / ALCOA Grant Project — The last of the 17 trees have been planted and closeout paperwork has been started for the project, which will be submitted the end of December with a deadline of January 15th, 2010. 3. Greencastle Youth Basketball—An update was given in regards to the department's Youth Basketball Program. Registrations have been received, teams formed and we are still in the process of lining up all team sponsors. Practices began the week following Thanksgiving and games will begin after the Christmas holiday break. Youth Basketball Request Board Liaison K.Lewis requested an 8:00 a.m. game schedule for his son's youth basketball games, due to another Saturday commitment. R.Weinschenk will adjust the schedule when it is created. Adjournment On a motion from J.Hennette, second by K.Thomas, the park board meeting was adjourned at 8:37 p.m. All Ayes. Minutes respectfully submitted by: Roderick M. Weinschenk, Director p.--• Greencastle Parks &Recreation Department Minutes approved by: Afc--.4"/ 4/, Russell Evans, President Dr. John Hennette, ce President ia //1C( \.1)/6YI/C,D ra Thomas, Secretary Tim Trigg 4110 GREENCASTLE PARKS & RECREATION ATION DEPARTMENT ACCOUNTS PAYABLE VOUCHER DOCKET n, DECEMBER 2, 2009 VENDOR DESCRIPTION AMOUNT AA Huber& Sons, Inc. Winterized BWSP&Aquatics Center 1,466.35 ADT Security Services Alarm services& repairs 86.33 Baker's Septic Services, Inc. Portalet services—BWSP 71.00 B & B Ink&Toner Refilled 4 ink cartridges 48.00 Boyce Forms/Systems 10 Departmental receipt books 284.75 Cintas First Aid and Safety First Aid supplies for medicine cabinet 95.80 Co-Alliance—Midland Coop Gasoline&diesel fuel 291.54 Cox's Plant Farm Past due invoice trees and shrubs 143.34 Flying W Awards Recreation program awards 26.00 HBG Insurance&Bonds Insurance Premium 8,678.00 Headley Hardware Facilty maintenance needs(15 invoices) 446.98 Horizon Business Center Colored paper&pens 43.35 Humphrey's Outdoor Power Repair parts for mowers 37.22 Indiana Parks&Recreation Association IPRA Animal Agency Membership 335.00 National City—VISA Donations: Menard's Christmas Lights 443.76 Pacific Sales&Manufacturing Deck& Shake for Emerald Palace 206.50 Shelton's Outdoor Power Repairs to leaf vacuum 300.97 Shuee & Sons Great Buys Plus Past due invoice—freezer hinge 33.01 Walmart Office supplies—computer discs 21.48 n TOTAL GENERAL EXPENSES $13,059.38 PARK NON-REVERTING SOFTBALL FUND Cornerstone Baptist Church Refund softball field deposit 100.00 Flying W Awards Coed Softball awards 448.00 Local 2382 UAW Refund softball field deposit 175.00 TOTAL PK NR SOFTBALL EXPENSES $723.00 PARK NON-REVERTING BASKETBALL FUND IntelliCorp Records, Inc. Volunteer Coaches Background Checks 344.25 National City—VISA Pizza Hut—Youth basketball meeting 23.54 TOTAL PK NR BASKETBALL EXPENSES S367.79 GRAND TOTAL EXPENSE FOR THE MONTH $14Y150.17 ALLOWANCE OF ACCOUNT PAYABLE VOUCHERS We have examined the Accounts Payable of the foregoing Accounts Payable Voucher Docket(s) consisting of 1 page(s)and, except for claims not allowed as shown on this docket, such claims are hereby allowed in the total amount of$14,150.17 dated this 2"'day of December,2009. SIGNATURES OF GOVERNING BOARD 4-7-7 ' - /k&-: 0.. 2- ,c Tim Trigg;Presi Kara Thomas,Vice President ii_ \ / z, Dr. John LIennette Russell Evans, Secretary