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Home My Public Portal AboutMay 2 2019 Regular Session Greencastle Board of Park Commissioners 010 Minutes of the Regular Meeting Thursday, May 2, 2019 Present: President Tim Trigg, Vice President Dr. John Hennette, Secretary Cathy Merrell, City Council member and board liaison Steve Fields, and Community School Corporation liaison Brittany Labhart Absent: Beva Miller and Putnam County Public Library liaison David Taylor Also Present: Julie Carr with Kinetic Change, City Attorney Laurie Hardwick, Eric Bernsee — Banner Graphic, Joshua Mundell with WGRE, Mayor Bill Dory, 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 BWSP Playground Equipment- Julie Carr with Kinetic Change attended the meeting to discuss the installation of an arch playground climber next to the existing playground at Big Walnut Sports Park. This structure would be funded by the estate and family members of Stephanie Hunter. After discussion in regards to the type of climber and location, the board granted their unanimous approval on a motion by J.Hennette, second by C.Merrell. All Ayes 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 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 C.Merrell, second by J.Hennette the monthly claims were approved. All Ayes. Arbor Day Proclamation Because both our official Arbor Day activities and its rescheduled makeup day were rained out, Mayor B.Dory was present to read this year's official Arbor Day Proclamation. In it he referenced Earth Day, Tree City USA and Arbor Day festivities. Special Park Use Requests 1. Greencastle Pediatric Dentistry Pool Party — Dr. J.Hennette requested use of the Greencastle Aquatics Center for Greencastle Pediatric Dentistry's annual patron gathering. This year's event has been scheduled for Friday, July 12th from 6:00-8:00 p.m. On a motion from the C.Merrell, second by T.Trigg, the board approved the request. 2 Ayes, 1 abstention, 1 absent. 2. Requests for Greencastle Aquatics Center Pass Donations—A number of requests for Greencastle Aquatics Center pass donations were received from ... 1 a. Lightning l0u Fast Pitch Softball—Kim Rossok, assistant coach requested a season pool pass for a raffle prize for a fundraiser for expenses. They have • also requested permission to complete a community service project by adopting Calbert Way Drive to pick up trash and litter along the Peoples Pathway. On a motion from C.Merrell, second by J.Hennette the request for community service project and a 10-punch pass for the fundraiser was approved. All Ayes. b. Milk Creek West Elementary School PTO—A request for a season pool pass for a raffle prize for the Mill Creek West Elementary PTO Walk-A-Thon fundraiser was received for consideration. After review,the board authorized eight individual 1 day passes on a motion from J.Hennette, second by C.Merrell. All Ayes. Personnel Park Seasonal Maintenance Laborers - Director R.Weinschenk presented an updated list of seasonal park workers for the board's approval. The list included aquatics staff, SPARK leadership team, and additional park maintenance workers. On a motion from C.Merrell, second by J.Hennette, approval was granted to hire. All Ayes. New Business 1. Tennis/Pickleball Court Project—Because the new tennis and pickleball courts are not weathering very well, the contractor will stand by their work and redo them. Laurie Hardwick, City Attorney was present to discuss the project with the board. She explained this will involve removing and replacing the asphalt, removing and resetting the fences, new color coat and restriping the courts. A special fabric will be added underneath the new asphalt, with this cost not being absorbed by the contractor. It will be purchased from the Mayor's account funded by the EDIT Plan, estimated about$19,000. 00. Discussion included the schedule for the Greencastle Middle School intramural tennis program who are now using the program, as well as this summer tennis lessons and July 4th Pickleball tournament. A start date has not yet been established. On a motion by C.Merrell, second by J.Hennette, "special authority" was granted to Mayor B.Dory to sign a contract which to be funded up to $25,000.00 by the Mayor's accounts which are funded by the EDIT Plan to purchase the fabric for the Tennis Court/Pickleball Court renovation project. All Ayes. 2. GAC Shade Shelter Project — City Attorney L.Hardwick also discussed the proposed Shade Shelter Project for the Greencastle Aquatics Center. The proposed shade structures are to be installed along he west edge of the aquatics center to provide shade to our patrons, while a second be suspended over the shallow end to provide sun protection over a portion of the shallow entry. These shelters are to be purchased as a special procurement, from the Mayor's discretionary accounts funded by the EDIT dollars. On a motion by J.Hennette, second by C.Merrell, "special authority" was again granted to Mayor B.Dory to order and purchase the sun shade shelter as a • 2 special procurement funded up to $29,000.00 by the Mayor's accounts which are funded by the EDIT Plan. All Ayes. 3. BWSP Water Leak— Director R.Weinschenk reported that a water leak at Big Walnut Sports Park has been discovered which, unbeknown to him, shut water off to the Greencastle Youth Baseball and Greencastle Youth Softball fields. They are in the process of being turned back on, with repairs completed on Friday. Old Business 1. HWC Contract For Services — Any update was given with the Aquatics Center Feasibility Study Project with HWC Engineering. 2. Scoggins Design — Mayor B.Dory updated the board in regards to the contract with Todd Scoggins, Scoggins Designs for cosmetic improvements to the Greencastle Aquatics Center. The project scope needs to be finalized and requests for bids sent out. The project is to be completed by Saturday, May 25th opening day of the season. 3. Locker façade project — Director R.Weinschenk has discussed covering the bottom two rows of lockers with a waterproof façade with a local contractor. Although an estimate was received,no action has been done at this time. 4. Adopt A Spot—Board member C.Merrell updated the board on her Adopt-a-Spot project, which included maps and a proposed contract. An `acknowledgment of risk" form was drafted by the city attorney. A few spots have been adopted. Director's Report 1. Annual Easter Egg Hunt — Director R.Weinschenk reported that approximately 400 youth attended this year's Annual Easter Egg Hunt held on Saturday, April 13th in Robe-Ann Park. Seven thousand (7,000) eggs were laid around the park, in 5 different age divisions. Carpenter Realtors provided the bicycles this year. 2. Brickmania Easter Egg Hunt — The annual Brickmania Easter Egg Hunt was held on Tuesday evening, April 16th in Greencastle City Hall. Ten of 12 spots were sold. Everyone had a great time searching city hall and then constructing their LEGO surprise. 3. Celebrate Kids Fishing Day—As part of the Free Indiana Fishing weekend, this program targets boys and girls, ages 2-17. This FREE fishing program will be held at Jaycee Park on Saturday, June 1st. Many contests will be offered with prizes enough for everyone. Registration begins at 7:30 a.m., fishing at 8:00 a.m., on-going weigh-ins, and awards at 11:00 a.m. 4. Pacific & Eastern Model Railroad — The P & E Model Railroad Club will be sharing their love the "Greatest Hobby in the World" by setting up their portable 0-scale layout at the Putnam County Museum from Saturday, May 1st to Saturday, July 6th. In partnership, the Greencastle Parks and Recreation Department will be holding some model railroad based programming at the museum, as well. 5. Police Boot Camp — Registrations are coming in this year's Police Boot Camp scheduled for Monday to Friday, June 17th to 21 st. A registration fee of$10 per person will secure a uniform t-shirt and shorts, and include a schedule nclude K-9 and SWAT drills, marching, rescue dive demonstrations, and physical fitness drills each day. Each participant. • 3 7 . - Next Meeting It was noted that May's regular meeting of the Greencastle Board of Park CommissionersII has been scheduled for the first Thursday evening, June 6th, 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 8:17 p.m. All Ayes. Minutes respectfully submitted by: Roderick M. Weinschenk, Director Greencastle Parks & Recreation Department Minutes approved by: s. .7-i ilt.., , ligk Tim Trigg, resident . J hn Henn:,te, Vice President 1 Cathy Merrek , Secretary Beva Miller 11111 4111 • GREENCASTLE PARKS & RECREATION DEPARTMENT 40 (204) ACCOUNTS PAYABLE VOUCHER DOCKET May 2, 2019 VENDOR DESCRIPTION AMOUNT AA Huber& Sons, Inc. Dewinterize the BWSP restrooms 462.28 Baker's Septic Services, Inc. Portalet services to BWSP &Jaycee Park 142.00 Card Services—Visa Expenditures: 501.10 • Recreation Supplies $109.30 • Trees $352.00 • Facility Maintenance $ 39.80 Endeavor Communications Aquatics Center Security System 49.90 Forest Commodities, Inc. 50 yards Tender Turf playground mulch 985.00 Headley Hardware Park maintenance supplies 503.47 Horizon Business Center Office supplies 151.48 Horizon Business Center Office supplies 48.76 Snowy Pines Nursery Purchase 2 Redbud Trees 124.00 Spear Corporation CPO Book and hydrostatic relief valve 67.00 Sunset Ink SPARK t-shirts 400.00 T.J Fencing Repair fences: skatepark, pool, & Term. 1,085.00 Wal-Mart Credit Card Recreation supplies 95.31 Total General Operation Expenses $4,615.30 • GRAND TOTAL MONTHLY EXPENSES $4,615.30 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$4,615.30 dated this 2nd day of May, 2019. SIGNATURES OF GOVERNING BOARD Tim r Pre ide t Cathy Merrell, ecretary Dr. o Henne , Vice Presi ent Beva Miller