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Home My Public Portal AboutNovember 7 2013 Regular Session Greencastle Board of Park Commissioners • Minutes of the Regular Monthly Meeting Thursday, November 7, 2013 Present: President Dr. John Hennette, Vice President Tim Trigg, Cathy Merrell, Secretary Beva Miller, Greencastle Community School Corporation liaison Wayne Lewis Absent: Putnam County Public Library liaison Wes Wilson and Greencastle City Council liaison Terry J. Smith Also Present: Brenda Meyer—Greencastle High School National Honor Society, Tanner Dean—Greencastle High School National Honor Society; Eric Bernsee— Banner Graphic,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 in the Greencastle City Hall council room. Public Input -None • Minutes 1. Regular Meeting - On a motion from B.Miller, second by C.Merrell, the minutes from the regular meeting held Thursday, October 3, 2013 were approved as presented. All Ayes. 2. Special Meeting - On a motion from B.Miller, second by C.Merrell, the minutes from the special meeting held Tuesday, October 29, 2013 were approved as presented. All Ayes. Monthly Finances 1. Transfers —Director R. Weinschenk presented a list of transfers needed to bring some negative lines into the positive. He has already discussed these with City Clerk/Treasurer Lynda Dunbar. On a motion from B.Miller, second by C.Merrell, the transfers were approved as presented. All Ayes. 2. Monthly Claims - On a motion from C.Merrell, second by B.Miller, the monthly claims against the department were approved as presented. All Ayes. Turkey Trot Fundraiser Mr. Tanner Dean,President—Greencastle High School National Honor Society requested free use of Shelter#5 at Robe-Ann Park for the start and finish of the NHS annual Turkey Trot Fundraiser to benefit the local food pantries. They would like to use the same route as the annual Mike Rokicki 5K and Halloween Fun Run, which begins in and ends in Robe-Ann Park. Registration would begin at 7:15 a.m. with the run beginning at 8:00 • a.m. An inquiry was made by the board in regards to unlocking the gates to Tennessee Street and Director R.Weinschenk stated he would take care of that. He also informed the 1 A board that at the request of NHS member Sedrick Weinschenk,he would be helping post the route early in the morning. • On a motion from C.Merrell, second by B.Miller,the board approved free use of Shelter #5 and Robe-Ann Park for the start and finish of their Annual Turkey Trot 5K Fundraiser. All Ayes. The Board also directed Mr. Dean to attend the next City Council meeting to request use of the City's streets and help from the Greencastle Police Department when crossing Bloomington and Seminary Street intersection. Old Business 1. 2011 BWSP Improvement Projects a. Land Appraisal — Early word on the land appraisals was that the federal government wasn't going to accept the infrastructure included on the land donation property as part of the appraisal. Since then, the Indiana DNR went to bat for us, and the infrastructure has been approved. Our land appraisals are valid and I have requested a meeting with Big Walnut Sport Park Board to request their donation as match for the grant. The date has not yet been set. b. Design — I met with Jessica Hartman from Civil Engineering Consultants to review the project prior to a pre-bid meeting. c. Bids — A bid opening was held on Tuesday afternoon, November 5 in Greencastle City Hall. We receive three bids and they were from .... i. Joe Spiker Excavating, Inc. $155,935.29 ii. J.S. McCullough Excavating, LLC $166,573.60 iii. Kleenco Maintenance& Construction, Inc. $189,143.69 d. These bids do not include installation of an additional 9-holes of disc golf. Also, it is noted that with the bids coming in slightly lower than estimated, we may be able to expand our amenities at the dog park. 2. Approval of contract—Director R.Weinschenk stated that the contracts with the lowest bidder, Spiker Excavating, Inc. is under review and to hasten the process, as the board to authorize Board President J.Hennette to sign it once City Attorney Laurie Hardwick has reviewed it. On a motion from B.Miller, second by C.Merrell the board approved authorization to have J.Hennette sign the contract once approved by the city attorney. All Ayes. 3. 2012 Land & Water Conservation Fund Grant - H,W,C's survey crew was in the park most of the day,November 7, capturing survey marks in and around both the tennis courts and aquatics center. New Business 1. Ridpath Holiday Bazaar— On Saturday, November 9 from 9:00 a.m.-2:00 p.m., we will be hosting the department's Brickmania Program at during the Ridpath Primary School's annual Holiday Bazaar. Our presence is two-fold. Besides showing everyone that the Parks & Recreation Department is "alive and kicking", we will be promoting our Brickmania Program along with many of our other upcoming programs, including registering young players for the upcoming Youth • Basketball Programs. 2 Director's Report • Director R.Weinschenk presented happenings from the past month. Youth Basketball Registrations —He stated the Youth Basketball registration has gone slowly, so at the last meeting we extended the deadline like we have done the last 13 years. The new deadline has been set for Friday, November 15 and we've drawn more registrations. We will evaluate the program following that benchmark. He reported that practice sessions are set to begin the week of Thanksgiving. Assistant Director's Report Assistant Director T.Scott presented a review of programs held of the last month and updates in regards to upcoming programs. 1. "El Dia de Los Muertos" Program —A program evaluation for the "Day of the Dead" Program organized by DePauw University Bonner Scholar student Maribel Diez has been included in the board's packets for their review. The program was very well attended and the participants had fun. 2. Boxing Day — T.Scott stated he is working alongside Greencastle resident and Canadian native Suzanne Masten to offer a look into this holiday. This holiday event will be held in partnership with and at the Putnam County Museum. He will try to locate a program sponsor to eliminate a fee. 40 Next Meeting Director R.Weinschenk reminded the board that our next regular meeting will be held on Thursday evening, December 5 at 7:30 p.m. in the Greencastle City Hall; and will begin with judging our annual holiday contest entries at 7:00 p.m. Judging will be for the Gingerbread House and Brickmania: Winter Wonderland Contests. Adjournment On a motion from B.Miller, second by C.Merrell, the park board meeting was adjourned at 8:08 p.m. All Ayes. Minutes respectfully submitted by: Roderick M. Weinschenk, Director Greencastle Parks &Recreation Department Mi to app wed by. Dr,/.fo Henne ,President Tim Trig ice P e ff Beva filler, Secretary Cathy Merrell 3 GREENCASTLE PARKS & RECREATION DEPARTMENT Roderick M. Weinschenk, Director 405 South Bloomington Street, Greencastle, IN 46135 Telephone: (765) 653-3395 E-Mail: rweinschenkcityof(a,cityofgreencastle.com To: City Clerk/Treasurer Lynda Dunbar, Mayor Sue Murray, and the Greencastle Board of Park Commissioners From: Rod Weinschenk, Parks & Recreation Director Date: October 18, 2013 Re: Request to transfer funds Please consider the following transfer request needed to fund the 2013 appropriations in the Parks & Recreation Department budget needed to clear any negative balances in appropriation lines, which include the December 2013 claims against the department. Amount To: From: $13,000.00 204-5-00-411.0140 Salaries—Part-Time 204-5-00-411.0141 Salaries—PT Aquatics $ 6,200.00 204-5-00-421.0000 Office Supplies 204-5-00-422.0404 Concession Supplies - Pool $ 1,000.00 204-5-00-422.0401 Chemical Supplies Park 204-5-00-422.0350 Chemical Supplies - Pool $ 2,000.00 204-5-00-423.0200 Repair Parts - Park 204-5-00-422.0404 Concession Supplies - Pool $ 300.00 204-5-00-429.0000 General Supplies 204-5-00-422.0404 Concession Supplies - Pool $ 1,000.00 204-5-00-432.0300 Travel & Training 204-5-00-439.0910 Education& Training $ 3,500.00 204-5-00-434.0200 Insurance 204-5-00-413.0500 Health Insurance $ 8,000.00 204-5-00-436.0200 Pool Maintenance 204-5-00-413.0500 Health Insurance $ 500.00 204-5-00-459.000 Misc. Disbursements 204-5-00-444.0500 BBQ Grills/Picnic Tables Thank you for your consideration and continued support! I • ,,-4., GREENCASTLE PARKS & RECREATION DEPARTMENT (204) ACCOUNTS PAYABLE VOUCHER DOCKET NOVEMBER 7TH, 2013 VENDOR DESCRIPTION AMOUNT Baker's Septic Service, Inc. Jaycee & BWSP port-a-let service 142.00 B & K Automotive (Napa) Replacement parts &wiper blades 55.75 Cardinal Copier Solutions Copier pre-payment& charges 1,263.16 Card Services Recreation program supplies 40.00 Co-Alliance Gasoline 680.37 D & S Tree Service Trim trees over Emerald Palace parking 700.00 Fastenal Milwaukee Sawzall 202.12 Greencastle Rotary Club Quarterly dues & fees 172.50 Headley Hardware Facility Maintenance expenses: 299.77 Horizon Business Center Expenditures: 174.81 ❑ Office Supplies-paper $109.98 ❑ Recreation Supplies-paper $64.83 Humphrey's Outdoor Power Expenditures: 499.58 ❑ Repair parts $ 82.09 ❑ Oil $ 21.44 ❑ Tires $396.09 Refuse Handling Service Discard trash, debris and wood products 63.09 ,.-•, Spear Corporation Pool-Winterize pump room 875.00 Tyco Integrated Security Monthly security services 101.37 Wal-Mart Credit Card Expenditures: 310.63 ❑ Office Supplies: $ 9.97 ❑ Pool Concessions $109.20 ❑ Recreation supplies: $ 18.97 Total General Operation Expenses $5,580.15 (212) PARK NON-REVERTING SOFTBALL FUND Brad Nobles Umpire adult softball-20 games 420.00 Breeshauna Porter Scorekeeper coed softball-31 games 247.50 Card Services Softball concessions supplies 81.86 Chris Huff Umpire coed softball-22 games 462.00 Dianna Love Umpire coed softball-7 games 168.00 Gold Medal Products Softball concession supplies 191.10 Hickory Creek at Sunset Refund - Softball field rental 150.00 Headley Hardware Softball field line painter&paint 148.33 Josh Morris Umpire coed softball-4 games 84.00 Lisa Porter Scorekeeper adult softball-9 games 67.50 Pepsi Beverages Company Pepsi for resale 275.48 Steve Mason Umpire coed softball-3 games 63.00 Walmart Expenditures: 172.79 ❑ Softball supplies $ 26.49 ❑ Softball concessions $146.30 Total Non-Reverting Softball Expenses $2,531.56 GRAND TOTAL EXPENSE FOR THE MONTH $8,111.71 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$8,111.71 dated this 7th day of November, 2013. SIGNATURES OF GOVERNING BOARD Dr. Jo enne , resident Beva Miller, Secretary /. ri . cePr/`J �l � VW4.Tim T gg, i esident Caerr