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Home My Public Portal AboutFebruary 7 2013 Regular Session Greencastle Board of Park Commissioners Minutes of the Regular Meeting Thursday, February 7, 2013 Present: President Dr. John Hennette, Vice President Tim Trigg, Kyle Kerrigan, Greencastle Community School Corporation liaison Wayne Lewis, Putnam County Public Library liaison Wes Wilson Absent: Secretary Beva Miller and Greencastle City Council liaison T.J Smith Also Present: Eric Bernsee — Banner Graphic Reporter, Emily Kaufman — WGRE 91.5 FM Reporter, Will Gleason and Chris Dai — DePauw University Cycling team, 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 John Hennette and was held in the Greencastle City Hall council room. Public Input-None Minutes 1. Regular Meeting - On a motion from T.Trigg, second by K.Kerrigan, the minutes from the regular meeting held Thursday, January 3, 2013 were approved as presented. All Ayes. 2. Board Retreat - On a motion from K.Kerrigan, second by T.Trigg, the minutes from the board retreat special meeting held Thursday, January 10, 2013 were approved as presented. All Ayes. Monthly Finances Monthly Claims - On a motion from Kerrigan, second by T.Trigg, the monthly claims were approved as presented. All Ayes. Annual Board Reorganization After discussion and J.Hennette volunteering to continue as president, the board elected to keep the same slate of officers for the upcoming year on a motion from T.Trigg, second by K.Kerrigan. All Ayes. Special Park Use Requests DePauw Cycle Race at BWSP - Will Gleason and Chris Dai, members of the DePauw University Cycling team, were present to answer questions in regards to the request to hold bicycle races at and around Big Walnut Sports Park. They reassured the group that course ambassadors will be stationed along the route to ensure vehicular traffic from the neighborhoods have access to their residential and business drives. Since this event has been held on property before without problems, the board approved the request on a motion from K.Kerrigan, second T.Trigg. All Ayes. 1 Old Business 1. Land & Water Conservation Fund Grant Projects — Director R.Weinschenk began with updates to the 2011 and 2012 LWCF Grant projects. a. 2011 BWSP Improvement Projects —R.Weinschenk informed the board that he has received questions from the Michael D. Hazeltine Land Appraisals in regards the BWSP appraisal and a statement that our appraisals are almost finished. Once the value of the land match from Big Walnut Sports Park has been determined we can solicit BWSP Board of Director for the donation to match the LWCF grant. b. Engineering/Design firm - Once we receive the land appraisals we will be able to move quickly with the improvements. We will need to begin with hiring a design firm and have posed a few questions to the city attorney in regards to these procedures. 2. 2012 Land & Water Conservation Fund Grant — Although we have received no additional news, R.Weinschenk informed the board that he had a chance meeting with our InDNR officials and he believe things look in our favor for approval. Official word may come as late as April. 3. Aquatics Center a. Electrical Panels — R.Weinschenk informed the board that he spoke with Brian Southern who is drafting the specifications for the electrical changes. He will complete the documents shortly and will help release them to area electrical contractors. He will also help inspect the job. b. Portable Lift Unit — This past week R.Weinschenk met with Craig Robertson with Spear Corporation to see where we need to install permanent ground anchors at pool side to affix the PAL unit to the concrete deck. c. Second ADA entry to pool — The initial reason for the meeting with Mr. Robertson was to take measurements for the second form of entry/exit to our pool. We are still awaiting cost estimates, we will be installing a set of stairs to be located in the southeast corner of the lap lane area closest to the waterslide. There is a three week wait on the stairs. Director's Report 1. Annual Program Brochure—Director R.Weinschenk stated that a review of last year's programs have led to changes to our proposed program schedules for this year's annual brochure. He added that things may change depending on how we are affected by the IDLGF budget report. 2. Program Evaluation Form — As part of 2013 changes, a new evaluation form has been added to our program agendas. This evaluation will ask how participants learned about the programs, how they felt about the organization of the program, and suggestions for additional programs. He provided program materials as they will be filed as well as the results of the Brickmania Birthday Bash for their review. 3. Upcoming Training Sessions — Both T.Scott and R.Weinschenk have training programs scheduled for the next few weeks. They are ... a. IPRA Group Workshop — Scheduled for Tuesday, February 12, Director R.Weinschenk will be traveling to Greenfield to investigate and share programming ideas and procedures with 5 other municipal parks & recreation departments. 2 b. IPRA Pickle Ball Workshop — Scheduled for Thursday, February 21, both T.Scott and R.Weinschenk will be traveling to Bloomington to discover the up and rising game of Pickle Ball. This game is played by Senior members of the community, as well as the young too. We are hoping that this game can be played on the new proposed short 10 &under courts with the Robe-Ann tennis court renovations. c. IPRA Central District Meeting — Both T.Scott and R.Weinschenk will be traveling to Indiana State University in Terre Haute to attend the IPRA Central District Meeting on Wednesday, February 27. The subject of the meeting is the ISU Masters of Public Administration and Recreation & Sport Management programs. 4. Pets leash and waste signs —Director R.Weinschenk showed a print out of some proposed signs from Lester Recreation Designs that will remind pet owners to keep their dogs on leash and to clean up after their pets. 5. Selling Park Trucks — R.Weinschenk stated that he has received guidance from City Attorney Laurie Hardwick to draft the bid documents for selling two surplus departmental pickup trucks. Weinschenk informed the board that he will set 5:00 p.m. on Thursday, March 7 as the deadline time to submit a bid and then have the board award the sale at the 7:30 p.m. board meeting later that evening. W.Lewis did make the inquiry as to why we didn't trade the vehicles in with our new pickup truck. Weinschenk stated neither truck had a trade-in value according to the dealership, so we kept them to sell through the department. 6. Call for Legos! R.Weinschenk asked for donation of Lego Building Blocks for the Brickmania Programs. In anticipation of the February and March building n sessions, the department could use more. 7. Assistant Director's Report - Director R.Weinschenk provided copies of the assistant director's report which outlined past and upcoming programs, as well as some fliers for a few programs. These included: a. Winter Contests — T.Scott reminded the park board that they will be judging the Brickmania and Snow Sculpture Contests on March 7. b. Walking Wednesdays (and Fridays) — Adjustments have been made to this program due to conflicting sports schedules at the DePauw University's Track and Tennis facility. c. Pinewood Derby Workshops — This was the largest turnout for the community division of the annual Pinewood Derby, and many competitors were worked on their cars during the two workshops held on Sunday, January 13 and Tuesday evening, January 15. d. Chinese New Year— On February 13 we will celebrate 2013 the Year of the Snake with members of the DePauw University Explore Chinese Club. We will hold our event at the Putnam County Public Library from 5:00- 7:00 p.m. that evening. e. Mommy & Me: Winter 2013 — Holding the program from 12:30-2:30 p.m. we drew six participants to the event. We will meet from each Wednesday until February 27 at the Putnam County Public Library. f. Dr. Suess' Birthday Party —has been scheduled Thursday, February 28, but due to a Ridpath Elementary School Literacy Night conflict we will explore another date or adjusted time. 3 Next Regular Meeting The next regular park board meeting will be held on Thursday, March 7, 2013 at 7:30 p.m. in Greencastle City Hall and will begin with the awards for the Brickmania and Snow Sculpture Contests and pickup truck bids. Adjournment On a motion from T.Trigg, second by K.Kerrigan, the park board meeting was adjourned at 8:20 p.m. All Ayes. Minutes respectfully submitted by: ✓ Roderick M. Weinschenk, Director Greencastle Parks &Recreation Department Minutes approved by: /jG.�-7 j ''111--- t Dr. Zo enne , President Tim Trigg, V'ic President Beva Miller, Secretary Ky e errig 4 GREENCASTLE PARKS & RECREATION DEPARTMENT (204) ACCOUNTS PAYABLE VOUCHER DOCKET February 7, 2013 VENDOR DESCRIPTION AMOUNT B & K Automotive De-icer windshield fluid 4.19 B & R Fire Protection Co., Inc. Hydrostat testing&recharge extinguishers 24.00 Butler's L.P. &Fertilizer Jaycee Park-L.P. gas tank rental 125.00 Card Services Recreation supplies—Brickmania parts 282.43 CDW Government Computer&programs 1,566.60 Co-Alliance Gasoline & diesel fuel 688.80 Don's Garage 2006 Dodge replace tie rod end/alignment 141.91 Greencastle Community School Corp. Ridpath classroom usage 54.00 Greencastle Rotary Club Membership dues and fees 162.50 Headley Hardware Facility maintenance expenditures 124.31 Humphrey's Outdoor Power Repair parts—snowblower parts 256.36 Indiana Park&Recreation Association IPRA Conference &CPSI class 1,320.00 Quill.com Printer ink cartridges,paper 224.94 R.H.S. Greencastle Transfer Station Trash 16.35 Rod Weinschenk Recreation supplies 11.47 Stello Products, Inc. Robe-Ann Park signs 117.45 Twin C dba Dave's Heating& Cooling Parkhouse &park dept. furnace repairs 158.00 Tyco Integrated Security Monthly security services 96.09 Wal-Mart Credit Card Expenditures: 94.85 ❑ Office Supplies: 75.94 ❑ Recreation Supplies: 97.51 Wood Builder, Inc. Robe-Ann Park- Repair press box roof 350.00 York Chevrolet Buick GMC Vehicle Services 125.00 El 2006 Dodge Ram—serviced 92.59 ❑ 2012 Chevy Silverado—serviced 32.41 TOTAL GENERAL EXPENSES $5,944.25 GRAND TOTAL EXPENSE FOR THE MONTH $5,944.25 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$5,944.25 dated this 7`h day of February, 2013. SIGNATURES OF GOVERNING BOARD 0/ I Dr. Jo nnette, Pr ident Beva Miller, Secretary THY X71 Tim Trigg,Vic President Kyri _ 40