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Home My Public Portal AboutNovember 6 2014 Regular Session Greencastle Board of Park Commissioners Minutes of the Regular Meeting e"" Thursday, November 6, 2014 Present: President Dr. John Hennette, Vice President Tim Trigg, Secretary Beva Miller, Cathy Merrell, Greencastle Community School Corporation liaison Wayne Lewis, Greencastle City Council representative Phyllis Rokicki Absent: Public Library liaison Allen Zerkel Also Present: DePauw University news writing& editing class students Jacob Lynn, Tyler Murphy, and C.Thambundit; Jvan Berumen—WGRE, DePauw University; Eric Bernsee—Banner Graphic Reporter, Assistant Director Phil Cornelius, 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 Regular Minutes—On a motion from T.Trigg, second by B.Miller, the minutes from the regular meeting held October 2, 2014 were approved as presented. All Ayes. Monthly Finances 1. Claims & Invoices - On a motion from T.Trigg, second by B.Miller, the monthly claims were approved as presented. All Ayes. 2. Approval of Year-End Transfers — Following discussion and on a motion from T.Trigg, second by B.Miller, the transfers were approved as presented (See attached) All Ayes. New Business 1. Security Companies — Following a short discussion and on a motion by T.Trigg, second by B.Miller, the park board the authorized Director R.Weinschenk to sign the contract with Endeavor Security for coverage of the Greencastle Aquatics Center following a contract review by City Attorney Laurie Hardwick. All Ayes. 2. John Deere Gator — Director R.Weinschenk presented a proposal from Reynolds Farm Equipment, Moorseville, IN for a new John Deere Gator TS for $6,741.00. The new piece of equipment will be used at Robe-Ann Park, with that one being rotated to BWSP, with the BWSP rotated for use by the volunteer BWSP leagues. After trade- in value of an old Gator and surplus 425 Riding Lawn Mower and leaf vacuum, the new piece of equipment will cost us $3,941.00. On a motion from B.Miller, second by C.Merrell,the purchase was approved. All Ayes. 3. Brickmania:Thanksgiving Gobbler! — Director R.Weinschenk requested permission to add a program to the department's fall schedule. He described the upcoming Brickmania: Thanksgiving Gobber! Program, which will be a little larger than most of our projects with 125 genuine Lego Building Blocks used to construct a 1 special holiday masterpiece. This event has a registration fee of$14.00/person and is only open to the first 12 paid registrants. Because it wasn't listed in our Spring list, he will need authorization for the program and its fee. On a motion from T.Trigg, second by C.Merrell the board approved the program and$14.00 fee. All Ayes. 4. Youth Basketball Program — Director R.Weinschenk began by stating the registration numbers are up from this time last year! As of the meeting, we've received 90 registrations, but since we aren't at the numbers he requested permission to extend the deadline, without penalty, to Tuesday, November 18th. Last year we more than doubled our numbers following the deadline extension, which we hope will replay itself again this year. We are hoping to top the 140+ registrations we received last year. On a motion from C.Merrell, second by B.Miller, the board granted the deadline extension through November 18 without penalty. All Ayes. 5. Youth Basketball Sponsors —He did state that the number of coaches and sponsors are down from this time last year; and requested help seeking sponsors. He will send out invitations to last year's sponsors for their support. Director's Report 1. Director's Report — Director R.Weinschenk reviewed his written report, which included updates for ... a. Water Leak — We received a report from the Greencastle Water Department that somewhere in Robe-Ann Park (not the Park house/Administration building, Aquatics Center/Splash Park) that our water usage is up from the previous month, which is a sign of a possible water leak. We walked the entire park, but with the wet ground from the recent rains, we were unable to locate it. We will have to wait a day or two to see if we can locate it once the ground dries up. As soon as we locate it, we will hire Spiker to stop it up! b. Mowing to leaf pickup — Finally, the mowing has stopped and we are now picking up leaves, and placing them in rows in the aquatics center parking lot for pick up by the Street Department. i. Volunteers — We continue to utilize volunteer help as much as possible—both court appointed and service to the community. We are now concentrating on items that will help us prepare for the upcoming winter months—leaf removal, etc. We've received help from ... ii. Phoenix Community Corrections — On Saturday, October 4 a juvenile work crew completed court-appointed community service sealing the playground iii. GRASP —has been in to help pick up leaves, seal the playground, weed flower beds iv. Latter Day Saints — We've had different members of the LDS church in to help as well. Some of the tasks they've completed include raking leaves, planting trees, sealing the playground, and placing 5"x7"team photos in adult softball plaques. c. Personnel Training- Training- Phil Cornelius and David Bault attended a Tree Care seminar this past month. Both also traveled to the Hamilton County Park Department to seek some park maintenance training and 2 programming information. d. Greencastle Aquatics Center- i. Security Services — I am in the process of reviewing our security services, review a proposal from a local vendor. With park board approval, we may change vendors, which should save us a considerable amount each year. ii. AA Huber & Sons, Inc. — AA Huber winterized both the Greencastle Aquatics Center and the Bob York Splash Park water lines. e. Friends of the Park i. Annual Meeting was held this past month ii. Mary Rogers Field Park has undergone a manicure. Shrubworks has been contracted by FOTP who reworked the beds with new plants. iii. Micaela Cancilla Park iv. Park Sign—FOTP will be the holder of the funds for the new park sign v. Playground - Jim Wright has continued to solicit funding for playground equipment to be installed at Micaela Cancilla Park. FOTP has agreed to hold the monies for this project as well. 2. Recreation Programs - Assistant Director P.Cornelius presented the board with the a program update and stated he will be investigating ways to increase the numbers attending our programs. The following programs were discussed: i. Brickmania: Wicked Witch ii. Make your own Halloween Costumes P""'* iii. How to Decorate a Pumpkin iv. The Great Pumpkin Decorating Contest v. Dia de Los Muertos (Day of the Dead) vi. Youth Basketball vii. Brickmania: Thanksgiving Gobber! - Tuesday, November 18th, 6:30 to 8:30 p.m. at City Hall to the first 12 registered. This event has a registration fee of$14.00/person and is only open to the first 12 paid registrants. viii. Brickmania: Lego Christmas! - We got our hands on 12 retired Target® exclusive 3-in-1 holiday Lego® Building Block kits; so, we're offering this as our project on Thursday, December 11 from 6:30 p.m. to 8:30 p.m. at City Hall. With an entry fee of $10.00/person,this event is open to the first 12 paid registrants. 3. Brickmania Request - Call for Legos! - Director R.Weinschenk also made the inquiry that with the start of our holiday Brickmania Progam and in anticipation for our winter building sessions in January and February, we would like to make a request for unused Lego Building Blocks. If you happen to have a bucket, box or container of Lego, Mega Blocks or other building blocks that are gathering dust and going unused in your home, please consider donating them to the parks & recreation department for our upcoming "Brick Mania"Building Workshops! Park Policies 1. BWSP Policies — Dr. J.Hennette requested thoughts from the board in regards to 3 BWSP usage policies. Many programs utilize the fields at BWSP and currently there aren't any signed contracts. The board thought they should get some input from the current league presidents. The board instructed R.Weinschenk to schedule a meeting inviting all league presidents for Sunday,November l6th 7:00 p.m. at Greencastle City Hall. He is also to secure the contract from Laurie Hardwick for review. 2. Park Naming Policies — Dr. W.Lewis made an inquiry in regards to the park board's views on naming park properties. The subject came up earlier in the year and he wondered on the board's progress. T.Trigg reminded him that the subject will be discussed at our January work sessions. Next Meeting The next meeting of the Greencastle Board of Park Commissioners is scheduled for the first Thursday evening of December 4th, which will hold judging of our annual Christmas Gingerbread and Brickmania Contests at 7:00 p.m. and our regular meeting with awards at 7:30 p.m. Adjournment On a motion by T.Trigg, second by B.Miller,the meeting was adjourned at 8:39 p.m. All Ayes. Minutes respectfully submitted by: Roderick M. Weinschenk, Director Greencastle Parks &Recreation Department Minutes approved by: //// e 7 Dr. John Hennette, President Tim Trigg,fr 'P• residerft Beva Miller, Secretary Cathy rrell 4 GREENCASTLE PARKS & RECREATION DEPARTMENT Roderick M.Weinschenk,Director 405 South Bloomington Street, Greencastle,IN 46135 Telephone: (765) 653-3395 E-Mail: rweinschenkcityof(&,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: November 6, 2014 Re: Request to transfer funds Please consider the following transfer request needed to fund the 2014 appropriations in the Parks & Recreation Department budget needed to clear any negative balances in appropriation lines, which include an approximation of the December 2014 claims against the department. Amount To: From: $6,500.00 204-5-00-411.0140 Salaries-Part-Time 204-5-00-411.0141 Salaries-PT Aquatics $1,200.00 204-5-00-411.0140 Salaries-Part-Time 204-5-00-411.0141 Salaries-PT Aquatics $ 500.00 204-5-00-421.0000 Office Supplies 204-5-00-422.0210 Gas & Oil $ 250.00 204-5-00-422.0230 Tires & Tubes 204-5-00-422.0210 Gas & Oil $ 200.00 204-5-00-429.0000 General Supplies 204-5-00-422.0210 Gas & Oil $ 900.00 204-5-00-431.0600 Tree/Stump Removal 204-5-00-422.0404 Concession supplies - pool $3,200.00 204-5-00-433.0100 Advertising 204-5-00-422.0404 Concession supplies - pool $ 500.00 204-5-00-436.0100 Facility Maintenance 204-5-00-422.0404 Concession supplies - pool $ 100.00 204-5-00-439.0400 Premium on Bonds 204-5-00-435.0400 Water& Sewer $ 400.00 204-5-00-444.0500 Grills &Picnic Tables 204-5-00-445.0400 Vehicle $3,000.00 204-5-00-449.0000 Non-Reverting Capital 204-5-00-445.0400 Vehicle $4,000.00 403-5-00-399.0000 Park NR Capital 204-5-00-449.0000 Non-Reverting Capital Thank you for your consideration and continued support! • i GREENCASTLE PARKS & RECREATION DEPARTMENT 40 (204) ACCOUNTS PAYABLE VOUCHER DOCKET NOVEMBER 6, 2014 VENDOR DESCRIPTION AMOUNT AA Huber& Sons, Inc. Winterize aquatics center& splashpark 626.00 Baker's Septic Services, Inc. Jaycee Park-Port-a-let 142.00 B &K Automotive(Napa) Case of 10W40 Oil 32.28 Cardinal Copier Solutions Copy charges and toner for copier 1,073.87 Card Services Expenditures: Rec. supplies: Brickmania 136.49 City of Greencastle-CACFID Clearwater property loan payment 7,000.00 Dave's Heating& Cooling Office central air repair 40.00 Headley Hardware Expenditures 182.89 > Aquatics repairs 14.23 > Facility maintenance 149.54 ➢ Softball supplies 19.12 Horizon Business Center Calendars&recreation program flier paper 33.81 Humphrey's Outdoor Power Expenditures: 187.74 > Repair parts-chainsaw 148.98 > Gas& Oil 38.76 Indiana Parks&Recreation Association Annual Agency membership 345.00 Joe Spiker Excavating Robe-Ann Park ADA ramp installation 2,460.00 Neal Tire &Auto Service New tire 108.14 Orkin Pest Control Park house-pest control service 84.72 Pepsi Beverages Company Soda for resale 263.06 Spear Corporation Winterize splash park& aquatics center 866.68 Taylor Made Awards Department uniform polo shirts 293.80 Tyco Integrated Recurring alarm service 110.16 Wal-Mart Expenditures: 92.70 > Office supplies 64.94 > Recreation supplies 27.76 Total General Operation Expenses $14,079.34 (212) PARK NON-REVERTING SOFTBALL FUND Allied Wholesale Electrical Softball field light bulbs 242.00 Brad Nobles Umpire Coed Softball games 504.00 Breeshauna Porter Scorekeeper for 1 softball game 7.25 Butler's L.P. &Fertilizer, Inc Field conditioner for softball fields 779.00 Chris Huff Umpire Coed Softball 504.00 Lisa Porter Scorekeeper coed softball games 112.50 Vicki Gibson Scorekeeper coed softball games 195.75 Wal-Mart Expenditures: 33.51 ➢ Softball concessions 17.34 ➢ Softball program supplies 16.17 (over) Wayne Tharp Umpire 7 Coed softball games 147.00 Total Non-Reverting Softball Expenses $2,525.01 GRAND TOTAL MONTHLY EXPENSES $16,604.00 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$9,604.34 dated this 6th day of November,2014. SIGNATURES OF GOVERNING BOARD Dr.J h Hennette, resident Beva Mt ler, Secretary 61;414.76, Tim Trigg,V resident Cathy Merrell