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Home My Public Portal AboutSeptember 5 2013 Regular Session Greencastle Board of Park Commissioners SO Minutes of the Regular Meeting Tuesday, September 5, 2013 Present: President Dr. John Hennette, Vice President Tim Trigg, Cathy Merrell, Secretary Beva Miller, Putnam County Public Library liaison Wes Wilson, and Greencastle Community School Corporation liaison Wayne Lewis Absent: Greencastle City Council liaison Terry J. Smith Also Present: Joe Miller, Holly Wood—Ridpath PTO, Suzanne Masten—Greencastle Civic League, Laura Crawford&Katie Harris—Psi Lambda Xi,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 7:31 p.m. by President John Hennette and was held in the Greencastle City Hall council room. Public Input 1. Ridpath PTO—Holly Wood proposed holding a fundraiser on the Big Walnut Sports Park loop trail on Saturday, October 12 to raise funds for new gym equipment for Ridpath Elementary School. A small fee of $10 per person will be charged for participation, with registration held at 3:00 p.m. and the walk beginning at 4:00 p.m. • The board requested an Acknowledgement of Risk/Waiver Form and a Certificate of Liability Insurance. On a motion from T.Trigg, second by C.Merrell, the board approved the request. All Ayes. 2. Gospel Music — Joe Miller requested use of both Shelter #1 and the Bob Flanigan Band Shell for gospel music on Saturday, October 5, from approximately 5:00-8:00 p.m. The board covered rules addressing lyrics and volume for music held in the park. Mr. Miller agreed to follow rules. On a motion from B.Miller, secondy by C.Merrell. All Ayes. 3. Kids Karnival — Laura Crawford with Psi Lambda Xi requested used of shelter #5 for their annual Kids Karnival fundraiser for Riley Children's Hospital. It will be held on Sunday, September On a motion from T.Trigg, second by C.Merrell, the request was approved. All Ayes. 4. Protect Your Head Jam! —Nick Summerlot presented a request to hold a fundraiser at shelter#2 next to the skatepark on Saturday, October 5, from 12:00-4:00 p.m. The activity will be completed to benefit a friend who has suffered a traumatic head injury. Activities will include preparing food for donations, give-a-way raffles, etc. On a motion from C.Merrell, second by B.Miller, the activity was authorized. All Ayes. Minutes On a motion from C.Merrell, second by T.Trigg, the minutes from the regular meeting held Thursday,August 1, 2013 were approved as presented. All Ayes. 1 Monthly Finances On a motion from T.Trigg, second by C.Merrell, the monthly claims were approved as presented. All Ayes. Special Park Use Requests 1. BSA Pack 99 Fall Mini-Camporee — The board reviewed the annual request from Greencastle Boy Scouts of America Pack 99 Cubmaster Jason Huff to hold a Cub Scout Mini- Camporee at Big Walnut Sports Park on Saturday & Sunday, September 21-22. This is their annual request, which was approved on a motion from B.Miller, second by T.Trigg. All Ayes. 2. Dance Workshop—A written request from Tara Gardner from the Dance Workshop was reviewed by the board. Her request was two-fold in that she wanted the softball field for a softball tournament and then wanted to schedule a 5K road run to begin at Robe-Ann Park. Director R.Weinschenk stated he would take care of the softball tournament with a contract; however the board would have to approve the 5K fundraiser. On a motion from T.Trigg, second by C.Merrell, the board approved the 5K fundraiser. All Ayes. New Business - GPRD Youth Basketball Program - A plan to rekindle the youth basketball program was outlined by Director R.Weinschenk, who stated last season was canceled due to confusion with a competing program which resulted in low registration for the park league. Two years after having 270+ participants in the youth basketball program for children in grades 1-6, only 68 registrations were received last fall. After a meeting with school officials, we have received their support and will state that on the registration form. We are looking for members to add to the youth basketball board of directors. Following the comment from board president John Hennette, "I talked to people who thought they were signing up for your program last year but signed up for the other one," park board members directed R.Weinschenk to prominently list and promote the league as the Greencastle Parks and Recreation Department Youth Basketball Program, which will help avoid any confusion with competing basketball programs. Practices will begin around Thanksgiving,with games starting the second Saturday in January,with league play ending on the final Saturday of February. He requested the board consider the same prices as last year, at$50 per player($55 for any late registrations) in grades 1-6. The fee for youngsters to participate in the My First Shot basketball program for kindergarteners is $35. Sponsorship for teams will be $125 per team. On a motion from T.Trigg, second by B.Miller,the board approved resurrecting the youth basketball program. All Ayes. Old Business & Director's Report 1. 2011 BWSP Improvement Projects - Director R. Weinschenk reported ... a. Design and Bid Documents — City Engineer Garth Hughes & Civil Engineering Consultants are working on the design and bid documents for the off-leash dog park, ADA improvements to the SW softball field, a new parking lot serving both. When ready, Director R.Weinschenk will present them to the DNR for their review. 4111 2 b. DNR Meeting—On Tuesday, August 27th met with DNR representatives Bob Bronson & Susan Ostby in regards to the LWCF Projects. They requested copies of the design to review for ADA transportation routes. c. Disc Golf- The additional 9-holes of disc golf will be a stand-alone project, and once the holes are planned, that document will be presented to the DNR for their approval. d. Land Appraisal—the Land Appraisal was hand delivered to the DNR and is currently being reviewed. 2. 2012 Land & Water Conservation Fund Grant a. Contracts delivered—2012 LWCF contracts were delivered to the DNR. b. Contract Approved—DNR has returned the contract with all the appropriate signatures c. DNR Meeting — On Tuesday, August 27th City Attorney Laurie Hardwick, Civic League Representative Suzanne Maston and Director R.Weinschenk met with DNR representatives Bob Bronson & Susan Ostby in regards to the Robe-Ann Park improvements. They authorized a start on design and requested copies of the design to review before letting. d. Spear Corporation — On Thursday, September 5th, City Attorney Laurie Hardwick, Civic League representatives Suzanne Maston and Emily Knuth, and Director R.Weinschenk met with General Manager Bob Davis from Spear Corporation in regards to procedures for the preliminary design phase of the splash pad improvements. The discussion was positive and we will move on with seeking a designer. e. Aquatics Center Tour — Following our meeting, Bob Davis and Suzanne 4111 Masten were given a tour of the facility. 3. Jaycee Park Mountain Bike Trails a. Work Days —the group has completed a lot a work at Jaycee Park and a bike rider can easily follow the path laid out. Additional work days will be held in the near future to continue the completion of the mountain bike trails. b. Backroad Bike Tour Fundraiser—the group, through the Greencastle Parks & Recreation Department, has picked up the Backroad Bike Tour as a fundraiser to be used toward the construction of the Mountain Bike Trails at Jaycee Park. It will be held on Saturday, October 5. 4.Maple Berry Park a. CEC Meeting — Leah Cosgrove, Civil Engineering Consultants is designing the second phase of Maple Berry Park. b. Park Board Meeting - Park board president John Hennette and Director R.Weinschenk drove and toured the project site and reviewed preliminary design drawings. 5.Destination Greencastle — Robe-Ann Park played host to the new Freshman of DePauw University on Tuesday, August 27th for the Destination Greencastle event. This was held in parallel to the summer finale Tuesday evening Parkfest Concert held that evening. 6. Park Maintenance a. DePauw University Freshman Plunge — On Saturday, August 31, the Greencastle Parks & Recreation Department hosted 18 students from DePauw University who helped with two different projects in Robe-Ann Park. Each put in a good two hours of work on the park projects. 3 1) Rock Walls - The first group helped transplant orange lilly-flower plants from the top row of the limestone rock walls to the lower wall. 2) Seal Fence—The second group helped seal a portion of the wooden fence 0 at the Greencastle Aquatics Center. b. Seasonal help gone - With the summer help off for the season our maintenance and office staff are one-in-the-same, who will now share office hours and outdoor tasks. c. Weekend Help — Lifeguarding staff, Jake Hendershot, will help with weekend park maintenance duties. Assistant Director's Report T.Scott,Assistant Director presented a written highlight of past and upcoming programs. Adjournment On a motion from T.Trigg, second by C.Merrell, the park board meeting was adjourned at 8:40 p.m. All Ayes. Minutes respectfully submitted by: Roderick M. Weinschenk, Director Greencastle Parks &Recreation Department Minute appAved by: ' 7 (s\ , \\ ,(i./ 4110 Dr„John Henne , President Tim Trigg, ice President C4ebwy14tuvu ,U Beva Miller, Secretary Cathy Merrell IP 4 GREENCASTLE PARKS & RECREATION DEPARTMENT (204) ACCOUNTS PAYABLE VOUCHER DOCKET ^ SEPTEMBER 5TH, 2013 VENDOR DESCRIPTION AMOUNT General Park Operations Pre-Approved in August Earl Nevins Albin Pond Pathway greenway tilling 65.00 Total Pre-Approved Non-Reverting Softball Expenses $65.00 General Park Operations AA Huber & Sons, Inc. Pool-Repair pipe leak&toilet 102.55 Baker's Septic Service, Inc. Jaycee Park port-a-let service 142.00 B &K Automotive (Napa) Replacement parts & light bulb 49.94 Black Lumber Company, Inc. Lumber&plywood 284.71 CACFID Repay Clearwater Property loan 7,000.00 Card Services Tractor Supply Co. -Roundup repair kit 14.99 Co-Alliance Gasoline 3,173.64 D & S Tree Service Albin Pond pathway-remove tree 425.00 Fastenal Shovel, nuts &bolts 18.71 Gold Medal Products Pool concession stand supplies 6.80 Gordon Food Service Pool concession stand supplies 383.76 Headley Hardware Facility Maintenance expenses: 485.63 Horizon Business Center Program Flier paper 26.37 Humphrey's Outdoor Power Repair parts-Lawnmower repair parts 558.60 Indiana State Dept. of Health Pool water bacteria sample kits & testing 156.50 National Recreation& Parks Association Annual NRPA membership 150.00 Orkin Pest Control Park house preventative treatment 84.72 Parkreation, Inc. 5 replacement commercial swing seats 189.61 R& S Rentals Mike Rokicki 5K Road Run t-shirts 736.36 Rod Weinschenk Reimbursement for expenses 20.80 ❑ Rec. supplies-stopwatch batteries $17.80 ❑ Travel&Training-parking garage $ 3.00 Spear Corporation Pool-Expenses 871.00 ❑ Repair Parts $611.00 ❑ Pool maintenance $260.00 Tara Gardner Aqua Zumba Instructor 37.50 Tyco Integrated Security Monthly security services 101.37 Wal-Mart Credit Card Expenditures: 319.00 ❑ Office Supplies: $ 49.94 ❑ Pool Concessions $123.95 ❑ Pool Maintenance $145.07 W.H.S. Stump Grinding Remove stump along Albin Pond Pathway 75.00 Wright Implement John Deere Tx Gator w/trade 5,750.00 Total General Operation Expenses $21,164.56 (212) PARK NON-REVERTING SOFTBALL FUND ilk Brad Nobles Umpire adult softball-9 games 189.00 11111, Chris Huff Umpire adult softball-3 games 63.00 Dianna Love Umpire & score adult softball- 15 games 274.50 Flying W Awards Slow-Pitch Softball awards 173.45 Headley Hardware Softball Maintenance Expenses 31.32 Indiana Amateur Softball Association Softballs 344.71 Indiana Amateur Softball Association Team registration—m,w& coed 423.00 Lisa Porter Scorekeeper adult softball— 15 games 112.50 u Total Non-Reverting Softball Expenses $1,611.48 GRAND TOTAL EXPENSE FOR THE MONTH $22,841.04 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$22,841.04 dated this 5th day of September, 2013. Q i SIGNATURES OF GOVERNING BOARD LeiM A'- 27 Dr. John Henne `, President Beva Miller, Secretary .L--"A____ r_47(gflij, Tim Trigg, ice P esident Cathy Merrell • II