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Home My Public Portal AboutJanuary 7 2019 Regular Session Greencastle Board of Park Commissioners Minutes of the Regular Meeting Monday, January 7, 2019 Present: President Tim Trigg, Vice President Dr. John Hennette, Secretary Cathy Merrell, Beva Miller, Greencastle Community School Corporation liaison Brittany Labhart Absent: Putnam County Public Library liaison David Taylor Also Present: City Clerk Treasurer Lynda Dunbar, Mayor Bill Dory, Eric Freeman — Putnam County Convention and Visitor's Bureau, Park Maintenance Supervisor David Bault, and Parks & Recreation Director Rod Weinschenk Call to Order President Tim Trigg called the regular meeting of the Board of Park Commissioners to order 6:36 p.m. in the city hall common council meeting room. Approval of Minutes — Director R.Weinschenk presented minutes from the regular meeting held on Monday, December 10, 2018. The meeting was rescheduled from Thurday evening, December 6 due to lack of quorum. The minutes were accepted on a • motion from J.Hennette, second by C.Merrell. All Ayes. Approval of Monthly Claims & Invoices - Director R.Weinschenk presented the monthly claims and invoices to the board. On a motion from J.Hennette, second by C.Merrell the monthly claims were approved. All Ayes. Public Input Eric Freeman with the Putnam County Convention and Visitor's Bureau wanted to inform the park board that a grant funded by the State of Indiana has been submitted for public art exhibits. Project goals has a large project targeting the corner of the Interstate 70 and State Highway 231 exits, a mural painted on the sides of the S & W Feed Center silos, and a sculpture displayed on the southwest corner of Robe-Ann Park. The board thought it was a great project and asked for updates as the project progresses. Personnel The interview committee will continue seeking candidates for the Assistant Director/Aquatics Director position, with a February 11 extension to the deadline. Friends of the Park, Special Projects and Old Business 1. 2019 FY Budget — City Clerk / Treasurer L.Dunbar reviewed the process and procedures concerning last year's and this year's budget issues. a. New State of Indiana Procedures - She described the revised budget procedure set by the State of Indiana and what was needed to conform. 1 Moving into 2019, a balanced budget has been set and like the other • department's the park and recreation department can spend as stated on paper. Although it's not recommended, each department has the ability to spend their entire budget. b. Budget History — Although the park department has overspent some lines within their budget (corrected with transfers), it was noted the park department has stayed within their overall budget. It was also note that the department heads were asked to leave 15% of their budget in "Cash Balance" toward 2019 and Director Weinschenk"did a pretty good job"leaving 27.41% in the "cash balance". c. Pool Revenues versus Expenses - She would like to see an increase in revenues for the aquatics center, a decrease in expenses so the difference is closer to breaking even than last year. An increase in revenues will help the overall city budget. d. Facility Rental Fees 1) Proposed Fees — A recommendation for rate increases was presented to the board, which included park shelters, new band shelter, disc golf course, and softball diamonds. 2) Shelter Rental Fees - The possibility of splitting rental dates into two periods — 8:00a.m. to 2:00 p.m., and a 4:00-10:00 p.m. with an increase of$40 to $60 for the 6-hour period. 3) Band Shelter Fees — A suggested fee was $100.00, $150 for a non- resident of Greencastle 4) February Monthly Meeting—No decisions were made and the park board agreed to hold further discussions in regards to the fee structure at their February meeting. 2. Band Shelter Update — Director R.Weinschenk received a "Certificate of Occupancy" from the Building Commissioner/Inspector Patrick Thibodeau and a light has been installed in the facility. New Business 1. Robe-Ann Park"To Do" List—Mayor B. Dory and Director Weinschenk prepared a spring cleaning "to do" list for Robe-Ann Park and shared it with the board. 2. GHS Key Club—B.Labhart stated Brenda Meyer is the contact for GHS Key Club, a possible volunteer source. 3. Trail Grant—Mayor B.Dory stated the City of Greencastle will be applying for another trail grant to provide a pedestrian and bicycle corridor from the Ivy Tec/ Greencastle High School corner to South Jackson Street and the DePauw Nature Park. 4. Adopt A Garden—C.Merrell volunteered to run a subcommittee to organize an "Adopt A Garden"Program. She would like to establish a list of garden sites and then design a promotional sign to post in each garden. Signs were estimated at 420 each. 5. Brick-Mania Birthday Bash - We changed some things heading into our 2019 event. We're moving the event to the Putnam County Museum, since they have more floor space and a main level entrance. At the same time,the museum receives grants 2 based on the number of people through the door so we hope to help with that. Our • goal is to surpass last year's 300 attendees and hit closer to the 500 mark. IndyLUG members have been scheduled to display their LEGO creations and we have some local LEGO enthusiasts as well. 6. Christmas in the Park—T.Trigg mentioned a"Battle of the Bulbs"Contest that would lead a Christmas in the Park Celebration. Next Meeting February - It was noted that the February regular meeting of the Greencastle Board of Park Commissioners will be held on the first Thursday evening, February 7, 2019 in Greencastle City Hall at 7:30 p.m. Adjournment On a motion from C.Merrell, second by J.Hennette, the park board meeting was adjourned at 8:49 p.m. All Ayes. Minutes respectfully submitted by: Rodenck . Weinsc'enk, Director Greencastle Parks & Recreation Department Minutes approved by: 40 7 l Tim Trig IF esi ent Dr. John Hennette, Vice President -3,0y Cathy Me 11, Secretary Beva Miller 41) GREENCASTLE PARKS & RECREATION DEPARTMENT 40 (204) ACCOUNTS PAYABLE VOUCHER DOCKET January 7, 2019 VENDOR DESCRIPTION AMOUNT Baker's Septic Services, Inc. BWSP &Jaycee Park Portalet service 162.00 Big Bounce Fun House Rentals Screen for BWSP movie in the park 200.00 Black Lumber Company, Inc. Treated lumber& soffit vent 14.47 Card Services Rec. supplies: Putnam Inn Grinch Brkfst 200.00 Endeavor Communications Pool alarm service 49.90 Headley Hardware Park maintenance supplies 246.45 Horizon Business Center 2019 appointment planner& copy paper 118.85 Humphrey's Outdoor Power Maintenance repair parts 128.96 Indiana Parks & Recreation Association Annual membership/conference register 1,058.00 Taylor Made Awards Christmas contest awards 35.00 Wal-Mart Credit Card Recreation supplies 288.88 Total General Operation Expenses $2,502.51 (211) PARK NON-REVERTING BASKETBALL FUND Card Services Indiana Pacers—Jr. Pacers Program 743.00 Total Non-Reverting'5oftbatl-Expenses $743.00 'folk TY.6ii-sgbArt-c--- GRAND TOTAL MONTHLY EXPENSES $3,245.51 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$3,245.51 dated this 7th day of January, 2019. SIGNATURES OF GOVERNING BOARD c�G2 Tim Trig t resi en Cathy Merrell ecretary iii Dr. John - ,i ette, e President Beva Mil er 40 GREENCASTLE PARKS & RECREATION DEPARTMENT IP (204) ACCOUNTS PAYABLE VOUCHER DOCKET January 7, 2019 VENDOR DESCRIPTION AMOUNT Baker's Septic Services, Inc. BWSP & Jaycee Park Portalet service 162.00 Big Bounce Fun House Rentals Screen for BWSP movie in the park 200.00 Black Lumber Company, Inc. Treated lumber& soffit vent 14.47 Card Services Rec. supplies: Putnam Inn Grinch Brkfst 200.00 Endeavor Communications Pool alarm service 49.90 Headley Hardware Park maintenance supplies 246.45 Horizon Business Center 2019 appointment planner& copy paper 118.85 Humphrey's Outdoor Power Maintenance repair parts 128.96 Indiana Parks & Recreation Association Annual membership/conference register 1,058.00 Taylor Made Awards Christmas contest awards 35.00 Wal-Mart Credit Card Recreation supplies 288.88 Total General Operation Expenses $2,502.51 (211) PARK NON-REVERTING BASKETBALL FUND Card Services Indiana Pacers—Jr. Pacers Program 743.00 0" Total Non-Reverting-Serftb41l Expenses $743.00 GRAND TOTAL MONTHLY EXPENSES $3,245.51 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$3,245.51 dated this 7th day of January, 2019. SIGNATURES OF GOV RNING BOARD 7/VILMA1LC Tim Trig resident Cathy Merrell ecretary \', C)e"-0 Dr. John enne e, ice President Beva Miller