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Home My Public Portal AboutJanuary 9 2014 Special Session Greencastle Board of Park Commissioners Minutes of the Special Meeting —Board Retreat Thursday, January 9, 2014 Present: President Dr. John Hennette, Vice President Tim Trigg, Secretary Beva Miller, member Cathy Merrell, Putnam County Public Library liaison Wes Wilson Absent: Greencastle Community School Corporation liaison Wayne Lewis and Greencastle City Council liaison T.J. Smith Also Present: Mayor Sue Murray, Troy Scott, and Parks & Recreation Director Rod Weinschenk Call to Order The evening's meeting was called to order at 7:30 p.m. by President J.Hennette and held in the lower meeting area in Greencastle City Hall. Public Input—None Board Retreat 1. 2013 Accomplishments - Director R.Weinschenk reviewed a list of departmental accomplishments from 2013 2. CBDG Grant — Mayor Sue Murray stopped by to inquire about interest in a grant opportunity discussed earlier in a meeting in the upper meeting room. This was in regards to a Community Development Block Grant (CDBG) program which could provide improvements to the Bob Flanigan Bandshell located in Robe-Ann Park. Discussion included ... a. Increase size for multi-use b. Upgrade electricity c. Storage facilities d. Seating on the hillside 3. 2014 Park Board Member Goals — Director R.Weinschenk requested from the board ideas for 2014. Ideas received included: a. Big Walnut Sports Park—T.Trigg 1) Basketball facilities - Create a basketball facility in the vicinity of the central playground 2) Playground—expand the playground b. Christmas Decorations in Robe-Ann Park—C.Merrell 1) Volunteer Project— it was felt this should be a volunteer project seeking family/civic organization adoption of each shelter house 2) Electrical Needs — seek donations to cover electrical services in areas outside the shelters 3) Sponsor Fees — Once established, we could cover larger displays with sponsor fees 1 4) Tourist Destination — The board felt it could become a destination site for tourists. Many of the park board members travel to Brazil and Danville to view their displays. 5) Establish a Tradition— It would be nice to establish a "Light the Park" holiday tradition within Greencastle & it was felt that Robe-Ann Park would be a great location. c. Jaycee Park—T.Trigg 1) Finish Mountain Bike Trails within the park 2) Bring in competitions 3) Increase a Boy & Girl Scout presence within the park 4) Create a"I want to camp at Jaycee Park"program 5) Nature Center — Jaycee Park would be a great location for a nature center type facility d. Traveling Park Board Meetings —T.Trigg along with J.Hennette shared the thought of holding our monthly park board meetings in the various shelter located throughout the municipal park system. Once the weather is warmer this would provide each member a chance to see each park and it's individual benefits. e. Free "Little Libraries" — W. Wilson and C.Merrell would like to see us provide more Little Libraries within the municipal parks system. It would be nice to have one at Big Walnut Sports Park&Maple Berry Park. 4. 2014 Budget Discussion a. Pence Cuts Local Inventory Taxes — B.Miller made an inquiry into the upcoming budget sessions and the proposed cuts to inventory taxes. b. Budget Processes — To clarify the budget processes for our newer members, Director R..Weinschenk discussed the annual budgeting process and what to expect in the next few months. He explained that he has been asked by the City Clerk Treasurer to keep expenses to wages and necessities only until the budgets are released by the State of Indiana Department of Local Government Finance. c. 2013/2014 Budget comparisons — When asked, Director R.Weinschenk wasn't able to answer specific inquiries into what type of budget we should expect with the advertising error last fall. He stated he has heard it would be significant, but hoped it was still workable. d. Pat Martin—T.Trigg informed the board that he has had opportunities to talk to Pat Martin who helped us receive the two TEA Trail Grants. Mr. Martin uses examples the Greencastle Parks & Recreation Department as a model in completing and operating People Pathways, securing grants, and working with special groups like Friends of the Park to get things done. e. Monthly Budgets — It was noted that it would be helpful if the board could see printouts of the monthly expense budget printouts when available. 5. 2013 Programs in Review a. Held versus Not Held - The board reviewed a list of programs provided by Assistant Director T.Scott. b. Recreation Program Competition — Assistant Director T.Scott listed a few program offered throughout the community that provide direct competition for our users. 2 h c. Putnam County Museum Membership Fees — After January 2, 2014, the e•"s Putnam County Museum will begin charging a membership fee and anyone using the meeting spaces must be a member. The board felt that it would be wise to have the department become a $25 member to help support their efforts. d. Crown Street Facility — T.Trigg expressed interest in the department partnering with the Crown Street community center when offering our programs. This could include "Free" programming and 3-on-3 Basketball Tournaments. e. BWSP Obstacle Run —T.Scott discussed a program that we were introduced to in Bluffton, Indiana Parks & Recreation Department. This would need many volunteers and hopefully the leagues at BWSP would help. 6. Maple Berry Park (East) — Dr. J.Hennette made an inquiry into the progress of Maple Berry Park. It was noted that this project was discussed at last January's board retreat and approved the Weinschenk's design with one exception. The board would like to see the parking on the north side of the park cut down from diagonal parking to on street parallel parking. This change is to decrease the number of parking spaces and increase the green portions of the park. Dr. J.Hennette asked Director R.Weinschenk to invite the City Engineer to our next park board meeting. Adjournment On a motion from T.Trigg, second by B.Miller, the special park board retreat was adjourned at 9:37 p.m. All Ayes. Minutes respectfully submitted by: Roderick M. Weinschenk,Director Greencastle Parks &Recreation Department Minutes,approved by: Dr. John enn Presiders Tim Tri Vie President Te,d-a; g� � 0,/.47/` Beva Miller, ecretary Cathy Merrell ember S 3