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HomeMy Public PortalAboutDecember 6 2012 Regular Session Greencastle Board of Park Commissioners Minutes of the Regular Meeting Thursday, December 6, 2012 Present: President Dr. John Hennette, Vice President Tim Trigg, Secretary Beva Miller, Kyle Kerrigan, Greencastle Community School Corporation liaison Wayne Lewis, Putnam County Public Library liaison Wes Wilson and Greencastle City Council liaison Phyllis Rokicki Absent: None Also Present: Brickmania & Gingerbread Contestants and their families, Ted Kissel and Dr. Steve Kissel, Eric Bemsee — Banner Graphic, Assistant Parks & Recreation Director Troy Scott, 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. Awards The following awards were distributed to our holiday contest winners: 1. Gingerbread House Contest: Organization First Place: "Sugar Chalet"by Daisy Girl Scout Troop#307 Individual First Place: "Cuckoo for Christmas"by Haylee Romalia Family First Place: "Santa's Train Station"by Seth Lawrenz and family Family Second Place: "Gingerbread House"by the Lazar family 2. Brickmania: Santa's Workshop Challenge Family First Place: "Naughty or Nice"by the Hagen family Public Input-None Minutes 1. Regular Meeting - On a motion from T.Trigg, second by B.Miller, the minutes from the regular meeting held November 1, 2012 were approved as presented. All Ayes. 2. Special Meeting - On a motion from T.Trigg, second by B.Miller, the minutes from the regular meeting held November 26, 2012 were approved as presented. Vote: 3 Ayes (J.Hennette, B.Miller, T.Trigg), 0 Nays, 1 Abstention (K.Kerrigan). Monthly Finances 1. Year-End Transfers - On a motion from K.Kerrigan, second by B.Miller, the year end transfers were approved as presented. All Ayes. 2. Monthly Claims - On a motion from K.Kerrigan, second by T.Trigg, the monthly claims were approved as presented. All Ayes. Special Park Use Requests Mountain bike enthusiast Ted Kissel was present to request permission to use Jaycee Park for his mountain bike interests. He stated that mountain bike trails had been 1. constructed at Jaycee Park when the park was privately owned and felt that with some work they could easily be revived. He stated that there are many mountain bike enthusiasts in the area and this would be a good location since trails are limited in this part of the state. Director R.Weinschenk felt that this could lead to a partnership between this group and the Cyclocross riders using Robe-Ann and Big Walnut Sports Parks. Park board president J.Hennette asked if T.Kissel and his group would be interested in raising funds for construction and maintenance. T.Kissel felt he could arrange equipment and design signage, but would like some help paying for signs. Director R.Weinschenk stated that this project was not in the budget for 2013, but we could look at FY budget 2014; unless, T.Kissel would be interested in a fundraiser. T. Kissel shared photos with the board of a potential route and will meet with Director R.Weinschenk early in the week of December 10t'. Possible contacts for past interest are: Bryan Hanson and Kent Menzel. Friends Of The Park, Special Projects, and Old Business No report from Friends of the Park. Director's Report Director R.Weinschenk shared information in regards to the following: 1. 2011 Land & Water Conservation Fund Grant Project—Estimates of value on the amenities existing on the land have been completed not only for this grant opportunity, but also for an update to the BWSP property inventory. Director R.Weinschenk will forward the amenity values to Hazeltine Land Appraisals for their comparative study for the Big Walnut Sports Park land match. 2. 2012 Land & Water Conservation Fund Grant Application—We haven't received any additional news, but felt confident toward the results. 3. BWSP Gas Station —The new gas station at BWSP is finished, being constructed in part with MS4 dollars, which helped stretch our park maintenance budget. It dresses up the maintenance area and the fences provide security from theft. 4. BWSP Indoor Facility — A special interest group through the Big Walnut Sports Park Board of Directors has met and would like to construct an indoor practice & training facility at Big Walnut Sports Park. He has shared information with the group in regards to staffing estimates and operational budgets for similar facilities in Zionsville, Indianapolis, and Center Grove. He stated he was really impressed with the facility in Center Grove. 5. Friends of the Dog Park Committee—We are seeking a common day of the month that the Friends of the Dog Park Committee could meet, with goals of design, establishing usage rules and to support the future Dog Park included in the proposed Land & Water Conservation Fund Grant improvements at Big Walnut Sports Park. 6. Nomad Skate Shop — Proprietors of the traveling Nomad Skate Shop have been in Robe-Ann Park the last two "first Saturdays of the month", without problems. The kids are excited to have them at the park and to support their hobby and sport interest. 7. Tree City USA documents — 2012 Tree City facts and figures have been passed to Shannon Norman for Greencastle's Tree City USA application. It should be noted that our figures are significantly lower than 2011 due to the hot weather and drought we received this past summer and fall. We hope to replace the trees lost in Robe-Ann Park during a special Arbor Day planting in the spring, 2013. 2 8. 2013 Program Guide —The evaluation process has started for our 2012 programs as which will lead to the first step of drafting a line-up of new and innovative programs to be released in the 2013 program guide. 9. Employee Evaluations — Evaluations of our full-time employees have started and should be competed within the next week. 10. 2013 Goals — As part of the evaluation process, the review of our 2012 goals has started in preparation for our 2013 goals. 11. Upcoming Maintenance — Between now and Memorial Day 2013 we will need to address the following issues at the Greencastle Aquatics Center .... a. Electrical Panels — While visiting the Center Grove indoor soccer facility, Director R.Weinschenk stated he met and solicited the help from an electrical engineer who will help design the electrical improvements needed at the aquatics center. He met with him once on site and we are currently awaiting the design which we can be released to area electrical contractors. He will also help inspect the job. b. Portable Lift Unit—We need to install permanent ground anchors at pool side to affix the PAL unit to the concrete deck. c. Second ADA entry to pool — I am working with Spear Corporation who is designing a second for of entry to the pool. We will probably go with a set of stairs to be located in the southeast corner of the lap lane area closest to the waterslide. 12. Greencastle Youth Basketball—Refund checks were issued and mailed. 13. Light the Park—The annual"Light the Park" event was held on Saturday, December 1st in Robe-Ann Park. Director R.Weinschenk stated approximately 300 people rotated through the four hour event to see Mr. King James the Camel, the New Life Baptist Church youth group dressed in nativity costumes, Santa Claus and his elf, Rudy. We enjoyed music from Digital Sounds D.J., photograph opportunities from Wilson Photography, and the Greencastle High School boy's soccer program along with the Hagen family helped sell refreshments. A revenue & expense report was discussed as part of the meeting. 14. Donation of Holiday Decorations — The advertisement for Mr. King James the Camel drew a large donation of over 14 pieces of old and antique lawn decorations from the new owners of Moore's Bar. These ornaments are now on display throughout Robe-Ann Park. 15. Brickmania: Santa's North Pole Express — A special Brickmania Program Wednesday night, December 12, from 6:30 p.m. to 8:00 p.m. in the council room of Greencastle City Hall. This build is straight in from the North Pole, where each registrant will construct Santa's North Pole Express from genuine Lego® Building Blocks. Open to the first 16 `Engineers" with paid registration they will receive a train kit, the opportunity to free-build with the department's collection of building blocks, cookies and drinks all for the price of$10.00/person. 16. Call for Legos! - Speaking of Legos! With the start of our holiday Brickmania Progams and in anticipation for our winter building sessions in January and February, we would like to make a request for unused Lego Building Blocks to be donated and used during our upcoming "Brick-Mania"Building Workshops! Assistant Director's Report - Assistant Director T. Scott provided information on n upcoming activities. Some of the upcoming invents include: 3 1. Phone Calls from Santa—Our special line to the North Pole has been established for Saturday, December 8th, 10:00 a.m. to Noon. Fee: Free! 2. Snow Sculpture Contest — Following snowfall between now and March 7, photograph entries can be submitted with awards during the March 2013 park board meeting. Fee: Free! 3. Walking Wednesdays (and Fridays) — program will be held in partnership with DePauw University's Track and Tennis facility between 7:00 and 9:00 a.m. Mondays and Fridays through the months of January and February. Fee: Free! 4. Pinewood Derby Workshops — In preparation of the annual Cub Scout Pack 99 Pinewood Derby, the parks department will hold two workshops to allow families without tools to prepare their pinewood derby cars. We will again partner with the Pack and offering a community division as well. 5. Chinese New Year — 2013 is the Year of the Snake and we hope to partner with some international students from Depauw University. Since we don't have our student partners lined up, details will be announced at a later date. 6. Mommy & Me — Winter 2013 — We've changed the times for this program to a 12:30-2:30 p.m., which has helped draw more participants. We will meet from January 23 to February 27 with different topics each meeting. New Business K.Kerrigan made an inquiry into our work sessions in January where the board discusses goals for the upcoming year. Director R.Weinschenk stated he would like to begin following the January meeting and schedule a special meeting if needed. Next Meeting Director R.Weinschenk issued a reminder that the next regular meeting of the Greencastle Board of Park Commissioners will be held Thursday, January 3, 2013 at 7:30 p.m. in Greencastle City Hall. Adjournment On a motion from T.Trigg, second by K.Kerrigan, the park board meeting was adjourned at 8:24 p.m. All Ayes. Minutes respectfully submitted by: Rodenck M. Wein chenk, Director Greencastle Parks &Recreation Department Minutes approved by: c. A ... y Dr. John 1$ennette, resident Tim Trigg, Vice President ../F,e(5.4 *f-#11 Beva Miller, Secretary Kyle Kerrigan 4 GREENCASTLE PARKS & RECREATION DEPARTMENT (204)ACCOUNTS PAYABLE VOUCHER DOCKET December 6, 2012 Prepaid Claim Copy Co Reimburse city hall for color copies 615.20 TOTAL PREPAID EXPENSES $615.20 VENDOR DESCRIPTION AMOUNT B and K Automotive (NAPA) Expenditures: 20.96 ❑ Gas& Oil: Motor Oil 4.19 ❑ Facility Maintenance: De-icer 16.77 Black Lumber Co., Inc. 6 Treated 4 x 4 post 44.94 Card Services Recreation Supplies: Brickmania supplies 164.87 Cintas First Aid & Safety First aid cabinet inspection and resupply 15.39 Co-Alliance Gasoline& diesel fuel 726.32 Headley Hardware Facility maintenance expenditures 268.46 Horizon Business Center Expenditures: 109.27 ❑ Office Supplies: 25.46 ❑ Recreation supplies: Paper 83.81 Humphrey's Outdoor Power Repair parts—tractor, chainsaw repairs 119.37 Indiana Parks &Recreation Association Annual agency membership 365.00 Liberty Industries, Inc. Replace tailgate/ramp on trailer 511.69 RHS Greencastle Transfer Station Dispose of wood product&trash 15.00 Ricoh USA, Inc. Copier part freight charges 11.50 Tyco Integrated Security Monthly security services 96.09 Wal-Mart Credit Card Expenditures: 60.19 ❑ Repair Parts 18.94 ❑ Recreation Supplies: 37.31 ❑ Facility Maintenance 3.94 TOTAL GENERAL EXPENSES $2,529.05 (212) PARK NON-REVERTING SOFTBALL FUND Flying W Awards Softball sponsor plaques 394.15 Wal-Mart Credit Card Expenditures: 127.15 ❑ Concession Supplies for resale 20.32 ❑ Program Supplies: Photos 106.83 TOTAL PK NR SOFTBALL EXPENSES $521.30 GRAND TOTAL EXPENSE FOR THE MONTH $3,665,55 ALLOWANCE OF ACCOUNT PAYABLE VOUCHERS We have examined the Accounts Payable of the foregoing Accounts Payable Voucher Docket(s) consisting of 2 page(s) and, except for claims not allowed as shown on this docket, such claims are hereby allowed in the total amount of$3,665.55 dated this 6`h day of December, 2012. r\ SIGNATURES OF GOVERNING BOAR')i 7 t Dr. John Hennette, resident Beva Miller, Secretary 7vfr?--7 74-Z Tim Trigg, Vic President K errin Y g GREENCASTLE PARKS & RECREATION DEPARTMENT Roderick M. Weinschenk,Director 405 South Bloomington Street, Greencastle,IN 46135 Telephone: (765) 653-3395 E-Mail: rweinschenkcityof(a�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: December 6, 2012 Re: Request to transfer funds Please consider the following transfer request needed to fund the 2012 appropriations in the Parks & Recreation Department budget needed to clear any negative balances in appropriation lines,which include the December 2012 claims against the department. Amount To: From: $ 1,100.00 204-5-00-411.0140 Salaries—Part-Time 204-5-00-411.0120 Salaries—Deputy $ 500.00 204-5-00-411.0160 Salaries—Overtime 204-5-00-411.0120 Salaries—Deputy $ 350.00 204-5-00-422.0210 Gas& Oil 204-5-00-422.0320 First Aid $ 500.00 204-5-00-429.0000 General Supplies 204-5-00-423.0200 Repair Parts $ 3,200.00 204-5-00-435.0100 Electric Utility 204-5-00-436.0100 Facility Maintenance $ 900.00 204-5-00-435.0400 Water& Sewer 204-5-00-432.0400 Telephone $ 250.00 204-5-00-437.0501 Uniform Supplies 204-5-00-436.0100 Facility Maintenance $ 150.00 204-5-00-439.0800 Memberships 204-5-00-436.0100 Facility Maintenance Thank you for your consideration and continued support!