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HomeMy Public PortalAboutApril 4 2019 Regular Session • R, Greencastle Board of Park Commissioners Minutes of the Regular Meeting Thursday, April 4, 2019 Present: President Tim Trigg, Vice President Dr. John Hennette, Secretary Cathy Merrell, Absent: Beva Miller, Greencastle Community School Corporation liaison Brittany Labhart and Putnam County Public Library liaison David Taylor Also Present: Laura Gordon and Andrew Ranck from Putnam County Comprehensive Services, Stacy Langdon from Putnam County Comprehensive Services and Greencastle City Council member, Greencastle City Council members Tyler Wade and Steve Fields, City Clerk/Treasurer Lynda Dunbar, Ami Pennington and Amy Lipman from Ascena, Melissa, Max and Morgan Lantrip, Brandy and Latham McKinney, Stacey and Zethor Petersen Mayor Bill Dory, Eric Bernsee — Banner Graphic, Park Maintenance Supervisor David Bault, and Parks and Recreation Director Rod Weinschenk Call to Order President Tim Trigg called the regular meeting of the Board of Park Commissioners to order 7:30 p.m. in the city hall common council meeting room. Public Input -None Approval of Minutes — Director R.Weinschenk presented minutes from the regular meeting held on Monday, March 11, 2019. The minutes were accepted on a motion from C.Merrell, second by J.Hennette. 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. Brick-Mania: MOC Challenge Awards Our annual LEGO Building Block Challenge drew some fantastic MOC (My Own Creation) entries. We received some ground hog homes, a working remote controlled LEGO Technic Crane, and ice cream shop. Winners include: • MOC - Ground Hog Home by Stacey Petersen, Adult Division • MOC - Twin Ground Hog Homes by twin brothers Max & Morgan Lantrip, Youth Division • MOC - Ice Cream Shop by Stacey Petersen, Adult Division • MOC - Remote Controlled Crane by Zethor Petersen, Individual Division • Favorite LEGO Kit- Harvest Transport from Max Lantrip • Favorite LEGO Kit- Shuttle Transport from Morgan Lantrip. 1 � a • • • 010 Special Park Use Requests 1. National Night Out—the park board entertained two requests from Linda Merkel in regards to National Night Out which has been scheduled for Tuesday, August 6, 4:00- 8:00 p.m. in Robe-Ann Park. Use of the park from 4:00-8:00 p.m., the Greencastle Aquatics Center and Bob York Splash Park from 6:00 p.m. to 8:00 p.m., and to promote a"Smoke Free Event" was approved on a motion from C.Merrell, second by J.Hennette. All Ayes. 2. Ascena Company Picnic Proposal-Ami Pennington and Amy Lipman from Ascena were in attendance to present a request to use Robe-Ann Park for a company picnic on Saturday, June 22. Plans include use of the shelters 1 from 11:00 a.m. to 3:00 p.m., the Robe-Ann Park Softball Field from 1:00 p.m. to 3:00 p.m. and the Greencastle Aquatics Center from 2:00 p.m. to 5:00 p.m. Shelter and softball field reservation fees will be paid through city hall, while admission fees at the pool will be tallied and then collected on the "day of". On a motion from J.Hennette, second by C.Merrell the request was approved. All Ayes. 3. Requests for Greencastle Aquatics Center Pass Donations—A number of requests for Greencastle Aquatics Center pass donations were received from ... a. Deer Meadow PTO Spring Luau Fundraiser b. Girls Scouts of Putnam County Father-Daughter Dance c. Mental Health America of Putnam County On a motion from J.Hennette, second by C.Merrell, the request was approved with 10-punch passes issued to each. All Ayes. 4. Girls Youth Softball Association—a request was discussed on behalf of League President Tom Sutherlin in regards to the placement of a storage shed next to the girls softball fields located at Big Walnut Sports Park. On a motion from J.Hennette, second by C.Merrell,the request was approved once a diagram was received and discussed with Parks and Recreation Director R.Weinschenk. All Ayes. Personnel Park Seasonal Maintenance Laborers - Director R.Weinschenk presented a list of seasonal park maintenance workers for the board's approval. The list included: Lawrence "LT" Taylor, Ethan Mooney and Rod "Mack" McCammack. On a motion from C.Merrell, second by J.Hennette, approval was granted to hire. All Ayes. Old Business 1. PCCS Proposals - Andrew Ranck and Laura Gordon attended last week's park board meeting to discuss the Putnam County Comprehensive Services proposals. Mayor Both of these positions will be beneficial to the department in the fact that it will relieve some duties from our maintenance staff. a. Pool Concessions — Some items were discussed, which included electrical work and removal of some equipment prior to PCCS beginning operations of the concession stand. b. Park Maintenance—Because there was some concern in regards to departmental budgets, Mayor B.Dory offered to pay the $7,500 from the city's EDIT Fund budget. . 2 • eiki Ar- c. After some discussion, the board approved the proposals on a 1-year experimental 010 basis with terms and maintenance duties to be worked out by ARanck, LGordon, DBault and RWeinschenk. d. Additional discussion— C.Merrell asked what kind of additional expenses will be incurred in preparation for these transitions. Expected costs expected included: 1) Disconnect the fry vat 2) Removal of some"leased"refrigerators 3) Adding a third security alarm panel, which received some debate since this was a 1-year trial. The board will go"with it as is". e. On a motion from J.Hennette, second by C.Merrell the proposals were approved. All Ayes. 2. HWC Contract For Services — Any update was given with signatures captured for the Aquatics Center Feasibility Study Contract with HWC Engineering. 3. Scoggins Design — Mayor B.Dory updated the board that concerns in regards to the contract with Todd Scoggins, Scoggins Designs who is completing bid documents to complete a list of short-term improvements for this season. He wants to make sure verbage brings in an"apples to apples"quotes. 4. Adopt A Spot — Board member C.Merrell updated the board on her Adopt-a-Spot project, which included maps and a proposed contract. She and the city attorney are working on an `acknowledgment of risk" form. Eric Bernsee added the Banner Graphic could place an application registration in the newspaper. 5. Adopt a Trash Can—The previous "Adopt-A ..." program drew an idea for another beautification project involving dressing up the trash receptacles located throughout Robe-Ann Park. The board thought this could be a good idea, with President T.Trigg stating we could do a contest of sorts. 6. Program Fees — Director R.Weinschenk passed out a draft copy of the upcoming Activity and Program Guide. Each program was discussed with the program rates set by the park board on a motion from C.Merrell, second by J.Hennette. All Ayes. Director's Report 1. Annual Easter Egg Hunt — Director R.Weinschenk reminded everyone of the upcoming Annual Easter Egg Hunt scheduled for Saturday, April 13th, 10:00 a.m. sharp! Held in Robe-Ann Park, seven thousand (7,000) eggs will be hid around the park, in 5 different age divisions. Carpenter Realtors will provide the bicycles this year. All eggs will have something inside and some some special prizes. Join us for smiles all around! This event is FREE! 2. Brickmania Easter Egg Hunt — The annual Brickmania Easter Egg Hunt has been scheduled for Tuesday evening, April 16th in Greencastle City Hall. This program is open to the first twelve participants with paid registration. This program includes a special Easter holiday LEGO kit to take home. Registration fee is $13.00/person. 3. Police Boot Camp — Scheduled for Monday to Friday, June 17th to 21St, we will charge $10 per person for a program that will be held in Robe-Ann Park and include K-9 and SWAT drills, marching, rescue dive demonstrations, and physical fitness drills each day. Each participant will receive uniform t-shirt and shorts. • 3 e Next Meeting 0114 It was noted that the March regular meeting of the Greencastle Board of Park Commissioners has been scheduled for the first Thursday evening, May 2, 2019 in Greencastle City Hall at 7:30 p.m. Adjournment On a motion from J.Hennette, second by C.Merrell, the park board meeting was adjourned at 9:06 p.m. All Ayes. Minutes respectfully submitted by: Roderick M. Weinschenk, Director Greencastle Parks &Recreation Department Minutes approved by: f /t Tim Trig , sident Dr. enne , Vice President (111,at /4,q )4-Z1/V-et Cathy Merrell, Secretary Beva Miller 4 • • 4110 410 4110 GREENCASTLE PARKS & RECREATION DEPARTMENT (204) ACCOUNTS PAYABLE VOUCHER DOCKET .. . April 4, 2019 VENDOR DESCRIPTION AMOUNT Baker's Septic Services, Inc. BWSP &Jaycee Park Portalet service 162.00 Black Lumber Company, Inc. Pathway 4' x 4"x 10' posts 23.58 Butler's L.P. & Fertilizer Grass seed and straw blanket 171.00 Card Services—Visa Rec. Supplies—Easter Egg Hunt supplies 549.95 Headley Hardware Park maintenance supplies 77.64 Horizon Business Center Office supplies 96.18 National Entertainment Technologies Easter Eggs 250.00 Neal Tire Tire repair and replacement tire 152.23 State Chemical Park maintenance cleaning supplies 603.21 Wal-Mart Credit Card Recreation supplies—Dr Suess Birthday 48.05 Total General Operation Expenses $2,133.84 (211) PARK NON-REVERTING BASKETBALL FUND Brenda Beams Deer Meadow gym custodial supervision 11.50 Wal-Mart Credit Card Fundraiser supplies 62.03 Total Non-Reverting Basketball Expenses $73.53 (212) PARK NON-REVERTING SOFTBALL FUND Mid-America Sports Advantage (MASA) Softball field care products 1,467.78 Total Non-Reverting Softball Expenses $1,467.78 GRAND TOTAL MONTHLY EXPENSES $3,675.15 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$3,675.15 dated this 4th day of April, 2019. SIGNATURES OF GOVERNING BOARD CANTim Tr�Presid CathyMerrell Secretary g`� 410 Dr. John He , Vi resident Beva Miller