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Home My Public Portal AboutMarch 5 2020 Regular Session Greencastle Board of Park Commissioners • Minutes of the Regular Meeting Thursday, March 5, 2020 Present: President Tim Trigg, Vice President Dr. John Hennette, Secretary Cathy Merrell, Joanna Muncie Absent: Putnam County Public Library liaison David Taylor and Greencastle Community School Corporation liaison Brittany Labhart Also Present: Snow Sculpture Contestants: Gary and Susan Bowser, Melinda Short, Sophia Blanton, Sandy Short, Grayson, Lauren and Megan Linneweber, and Justin Hall. Andrew Ranck from Putnam County Comprehensive Services, City Council Member Dave Murray, Mayor Bill Dory, Celebrate "4" Committee Co-Chairs Craig Allison and Brock Beebe, Banner Graphic Reporter Eric Bernsee, Park Maintenance Supervisor David Bault, Assistant Parks and Recreation Director Chrysta Snellenberger, and Parks & Recreation Director Rod Weinschenk Call to Order President Tim Trigg called the regular meeting of the Board of Park Commissioners to order 7:05 p.m. in the city hall common council meeting room. • Snow Sculpture Contest Winners 1st Place Individual Youth Sophia Blanton 1st Place Family Gary Bowser and Grandkids 1st Place Group Grayson and Lauren Linneweber Public Input People Pathways Dualathon - Andreus Mayer was present to request use of the People Pathways system from Ivy Tech to the Sports Park and back for a dualathon, which would consist of a 2-mile run, 5-mile bicycle ride, finishing with a 2-mile run. The dates include Saturday, April 25th and a Saturday in October. After discussion, a motion was made by J.Hennette to approve the April 25th date, but wait on the October date since it hasn't been set. J.Muncie seconded the motion. It passed "All Ayes". Approval of Minutes Regular Meeting - Director R.Weinschenk presented minutes from the regular park board meeting held on Thursday, February 6, 2020. 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.Muncie the monthly claims were approved. All Ayes. 1 Special Park Use Requests 1. Summer Enrichment Program — Misti Scott, Executive Director of the Gobin • Summer Enrichment Program provided their annual written request to use the pool in the afternoons if they pay for swimming lessons for their participants at $45.00/person. After brief discussion the board approved the request on a motion from C.Merrell, second by J.Hennette. All Ayes. 2. GCSC Ridpath Primary School Screen Free Week— A request for a donation was received from Megan Ward, Ridpath School Counselor, in regards to Greencastle Community School Corporation Ridpath Primary School Screen Free Week promotion to be held in the month of April, which will encourage their students and families to participate in activities together without the use of technology. Director R.Weinschenk encouraged the park board to stray from their usual 10-punch pass and consider Individual One-Day passes instead. On a motion from J.Hennette, second by J.Muncie, the board approved issuing 10—Individual 1-Day Passes for the upcoming 2020 swimming season. It passed, "All Ayes" 3. 5K Road Run—Hanna Cline, Putnam County Hospital requested use of BWSP and the central shelter for a Saturday, May 30 from 9:30-11:00 a.m. for the Putnam County Hospital's"Be Well" 5K Run. The request to hold the date was granted on a motion from C.Merrell, second by J.Hennette. All Ayes. 4. Celebrate "4" Beer Garden — Craig Allison and Brock Beebe, Co-Chairs of the FOTP Celebrate "4" Committee were present and presented a request to include a beer garden as part of this year's Annual Independence Day Celebration. It would be set up below the band shelter area for 4-hours from approximately 5:00 p.m. to 9:00 p.m. and include fences, picnic tables with raised funds to help offset the costs of fireworks and kids activities. Other points were discussed which included contacting the Excise Police, insurances, licensing, off duty police as security personnel, wrist bands and volunteers. It was noted that the current park guidelines and Greencastle City Code state that alcoholic beverages are not allowed in any municipal park. The park board requested C.Allison and B.Beebe seek more information, work out a clearer proposal and return to discuss it Park Board Annual Reorganization 1. Terms Verified — Mayor B.Dory confirmed when each member's term needed to be renewed. They are ... a. J.Hennette January 1, 2021 b. Cathy Merrell January 1, 2021 c. T.Trigg January 1, 2022 d. Joanna Muncie January 1, 2023 2. Keep Slate As Is — With brief discussion, J.Muncie made the motion that due to the current projects that are underway to keep the board as it now stands with ... a. President—Tim Trigg b. Vice President—Dr. John Hennette c. Secretary/Treasurer—Cathy Merrell 3. Approval — A second was received from C.Merrell, the board approved the 2020 slate of officers. All Ayes. • 2 Reappointment of Tim Trigg to Planning Commission • Board President T.Trigg accepted the chance to continue on the planning commission with a motion by J.Hennette, second by J.Muncie. All Ayes. Friends of the Park, Special Projects and Old Business 1. PCCS Summer Proposals "Off The Table"—President T.Trigg asked the board for a motion to take the Putnam County Comprehensive Services Summer Proposals off the table and open them for discussion. On a motion from C.Merrell, second by J.Hennette the board returned to the subject. A.Ranck from PCCS was present to discuss the two proposals—Park Maintenance Laborer and Operations of the Greencastle Aquatics Center concession stand. 2. Maintenance Contract—Mr. Ranck discussed the maintenance contract and stated it may be easier for the young person to remain an employee of PCCS than transfer employment back and forth between agencies. The board agreed and accepted the maintenance proposal on a motion from C.Merrell, second by J.Hennette. All Ayes. 3. Concession Stand—Mr. Ranck stated that PCCS was going to officially withdraw their proposal to operate the concession stand this year. There were many hurdles to this year's operations which included no returning personnel members, time limitations and the possibility of selling Charlie's Restaurant building which would eliminate their storage options. The board was disappointed, but understood. 4. Councilor Dave Murray —City Councilor D.Murray was present and stated he was disappointed that PCCS wouldn't be running the concession stand this year. He asked for some transparency as to why it wasn't approved in February. A partial • board, quorum time issues, and contract questions were stated as reasons. 5. BWSP Soccer Fences — Putnam County Youth Soccer Association's request to replace fences was taken off the table on a motion by J.Muncie, second by C.Merrell. All Ayes. In an update, it was noted that replacement of fences on the southside of the soccer area and new fence installation on the north side was included in the request. It was reported that City Attorney Laurie Hardwick stated Redevelopment Commission was willing to fund the project. This was confirmed by Mayor B.Dory. Director R.Weinschenk will investigate the project further. 6. Energy Conservation Solutions, Inc. — Aquatics Center Interior Improvement — Director R.Weinschenk gave a quick update in regards to the Aquatics Center Improvement Project. 7. HWC — Aquatics Center Exterior Improvements - Director R.Weinschenk gave a quick update in regards to the Aquatics Center Exterior Improvement Project. a. Graves Invoice #1 — Invoice #1 from Graves Construction Services for the water slide replacement project was presented for the board's approval and President T.Trigg's signature. On a motion for J.Hennette, second by C.Merrell approval and authorization to have T.Trigg sign the document was received. All Ayes. b. Graves Change Order— Also presented to the board was a change order for an additional 6' x6' fence gate that was left out of the specifications. After some discussion, the change order was approved with authorization for President T.Trigg to sign it. Motion was made by J.Muncie, second by • C.Merrell. All Ayes. 3 8. BWSP Sports League Contracts—Director R.Weinschenk presented a proposal for league usage of the sports fields located at Big Walnut Sports Park. Due to small • budget cuts this year, his recommendation was to leave fees as they were in 2019. Fees will cover usage from January 1 to December 31, 2020. a. Greencastle Youth Softball $800.00 b. Greencastle Youth Baseball $2,300.00 1) Use of 3 fields $800.00 2) Use of NCAA/Babe Ruth Field $1,500.00 c. Putnam County Youth Soccer Association $4,500.00 Approval — The fees were accepted on a motion from J.Hennette, second by C.Merrell. All Ayes. R.Weinschenk will send out the contracts. New Business 1. 2020 Aquatics Fees—Director R.Weinschenk discussed with the board a proposal for fees for the upcoming swim season. Changes from last year included: a. Private Pool Party Rentals 1) Increase by $10 to $205 for 75 & under 2) Increase by $15 to $275 for 76-150 people 3) Increase by $25 to $375 for 151 + b. Additions include 1) Corporate Pool Party from 12:00-7:00 p.m. $2,500.00 2) Corporate Pool Party from 5:00-9:00 p.m. $700.00 • Approval—The fees were approved on a motion from J.Hennette, second by C.Merrell. AllAyes. 2. 2020 Program Guide Fee Structure — Director R.Weinschenk and Assistant Director C.Snellenberger reviewed the programs included in the 2020-21 Activity Guide. On a motion from C.Merrell, second by J.Muncie, the programs, dates and fees were approved. All Ayes. Special Park Use Requests 1. Music Mondays - A special park usage request was received from Hannah Newlin, Kids Minister from Greencastle Christian Church, Greencastle. Greencastle Christian Church wanted to continue to host the Family Free Concerts in Robe-Ann Park as part of the Greencastle Community School Corporations Summer Feeding Program. They will use shelter #2 on Mondays, June 1, 8, 15, 22 and 29. On a motion from On a motion from C.Merrell, second by J.Muncie the request and schedule was approved. All Ayes. 2. Greencastle Pediatric Dentistry - Dr. J.Hennette from Greencastle Pediatric Dentistry requested use of the Greencastle Aquatics Center for their annual patron gathering to be held on Friday, July 10th from 6:00-8:00 p.m. He does not want the concession stand. On a motion from J.Muncie, second by C.Merrell, the board approved the request. 3 Ayes and 1 abstention (J.Hennette). • 4 . Next Regular Meeting It was noted that the next regular meeting of the Greencastle Board of Park Commissioners will be held on the first Thursday evening, April 2, 2020 in Greencastle City Hall at 7:00 p.m. Minutes respectfully submitted by: Roderick M. Weinschenk, Director Greencastle Parks & Recreation Department Minutes approved by: Tim Trill sident Dr. Jo en e , Vice President kfriMALe Cathy Merrell ecretary Joanna Muncie • 5 GREENCASTLE PARKS & RECREATION DEPARTMENT II/ (204) ACCOUNTS PAYABLE VOUCHER DOCKET March 5, 2020 VENDOR DESCRIPTION AMOUNT Black Lumber Company, Inc. Picnic table repairs-lumber 48.84 Card Services Courtyard Marriott-IPRA Conference 456.00 Endeavor Communications Pool alarm service 49.90 Headley Hardware Park maintenance supplies 183.24 Horizon Business Center Office supplies-file folders, binders, tote 171.78 Humphrey's Outdoor Power Park equipment repairs 28.63 Wal-Mart Credit Card Expenditures: Recreation supplies 276.60 Total General Operation Expenses $1,214.99 (211) PARK NON-REVERTING BASKETBALL FUND Brenda Beams Deer Meadow gym custodial supervision 230.00 Corbin Edwards Youth basketball official- 15 games 270.00 Nick Sullivan Youth basketball official- 12 games 216.00 Rod Nodley TZ gym custodial supervision 293.25 Taylor Made Awards Season-end awards and sponsor plaques 503.05 • Total Non-Reverting Basketball Expenses $1,512.30 SPECIAL PARK PROJECTS FUND-AQUATICS CENTER Graves Construction Services Remove Water Slide 6,262.00 3 Kings Electric Aquatics Center-finish installation 1,500.00 Total Special Park Projects-Aquatics Center $7,762.00 GRAND TOTAL MONTHLY EXPENSES $10,489.29 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$10,489.29 dated this 5th day of March, 2020. SIGNATURES OF GOVERNING BOARD C - 141/(/141 Tim Tr" r s t r Cathy Merrell, cretary 4111) itiksk. L Vl l Dr. Jo ennette, V ce President Joann 1(Muncie