The URL can be used to link to this page

Home My Public Portal AboutApril 2 2020 Regular Session Greencastle Board of Park Commissioners Minutes of the Regular Meeting Thursday, April 2, 2020 Present In-Person: President Tim Trigg Vice President Dr. John Hennette Secretary Cathy Merrell Virtually: Joanna Muncie Absent: Putnam County Public Library liaison David Taylor and Greencastle Community School Corporation liaison Brittany Labhart Also Present In-Person: Banner Graphic Reporter Eric Bernsee Parks & Recreation Director Rod Weinschenk NOTE: The regular meeting of the Greencastle Board of Park Commissioners was held in the City Hall Council Room and offered virtual attendance by I-phone conference call in conformance to the Governor's directives on "Social Distancing" (no more than 10 and 6' apart). Call to Order President Tim Trigg called the regular meeting of the Board of Park Commissioners to order 7:00 p.m. in the city hall common council meeting room. • Public Input- None Approval of Minutes Director R.Weinschenk presented minutes from the regular park board meeting held on Thursday, March 5, 2020. The minutes were accepted on a motion from J.Hennette, second by C.Merrell. All Ayes. Monthly Finances 1. Adoption of Resolution 2020-01: A Resolution Addressing Deposit of Funds and Payment of Claims During Public Health Emergency—After reading the resolution and upon a motion by J.Muncie, second by J.Hennette,the resolution was accepted and signed. All Ayes. 2. Approval of Graves Construction Pay Request#2—Aquatics Center Renovation Project—After review, the board approved pay request#2 and authorized President T.Trigg to sign it on a motion from C.Merrell, second by J.Hennette. All Ayes. 3. Approval of Monthly Claims & Invoices - Director R.Weinschenk presented the monthly claims and invoices to the board. a. Inquiries 1) Card Services—A question was asked about the candy, which was intended for the Easter Egg Hunt, which was cancelled due to Covid-19. . It was suggested to sell some through the pool concession stand and use some for a Harvest Festival "Great Pumpkin activity. 410 2) Wal-Mart—An inquiry was made in regards to how the Youth Basketball Fundraiser did. Director R.Weinschenk reported 1 approximately $1,700.00 was raised and after a review of our season- end cash balance for the program, we can offer the same participation registration and team sponsorship fees next year. No increases are necessary. • b. Approval - On a motion from J.Hennette, second by J.Muncie the monthly claims were approved. All Ayes Special Park Use Requests Rotary Club Trail Markers—Bob West, Rotary Club President submitted a written request for the boards consideration in regards to a mile marker Rotary Club would like to place in Calbert Way Park at the start to the Greencastle-To-Fillmore portion of the Vandalia Trail. After a review of the documents and on a motion by J.Hennette, second by C.Merrell, the request was approved. All Ayes. Old Business and Special Projects The park board heard updates in regards to the following on-going projects from Director R.Weinschenk: 1. Energy Conservation Solutions, Inc.—Aquatics Center Interior Improvement Project Update - 2. HWC Engineering—Aquatic Center Exterior Improvement Update 3. BWSP Projects a. Greencastle Youth Baseball Parking Lot Project b. Putnam County Youth Soccer Association Replacement Fence Project New Business 1. Covid-19 — The limitations issued by the federal and state governments have put • a stop to much of our programming, use of volunteers, BWSP league field leases, and may affect this summer's activities. More information as we receive it. 2. Programming—Director R.Weinschenk described two programs offered: The Great Bunny Hunt and an Alternative Easter Egg Hunt. 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. and will be offered virtually. • Minutes respectfully submitted by: Roderick M. Weinschenk, Director Greencastle Parks & Recreation Department Minutes approved by: v ! Tim ri g, resident r . J He tte, Vice resident eitttAlCathy Merrelecretary Joanna Muncie GREENCASTLE BOARD OF PARK COMMISSIONERS • RESOLUTION 2020-01 A RESOLUTION ADDRESSING DEPOSIT OF FUNDS AND PAYMENT OF CLAIMS DURING PUBLIC HEALTH EMERGENCY WHEREAS,the novel coronavirus 2019, (COVID-19) has quickly spread across the country, posing great risk to parts of our community and creating a Public Health Emergency; WHEREAS, Indiana Code 5-13-6-1 governs the procedures that local governments must follow for the deposit of funds, specifically stating that all funds received by municipalities must be deposited no later than the day after the funds are received; WHEREAS, Indiana Code 5-11-10 governs the procedures for the payment of claims by municipalities, specifically requiring that claims be approved by the "governmental entity's legislative body or the board or official having jurisdiction over allowance of payment of the claim;" WHEREAS, the State Examiner for the State of Indiana, issued State Examiner Directive 2020-1 giving allowances to municipalities during this Public Health Emergency for the deposit of funds and payment of certain claims. SNOW THERFORE BE IT RESOLVED THAT THE BOARD OF PARK COMMISSIONERS OF THE CITY OF GREENCASTLE, HEREBY: 1. Allows the deposit of funds on only Tuesdays and Thursdays of each week. Additional deposits on other days may be made if personnel are available to do so. On those days when deposits are not made, all funds shall be kept in a secured location approved by the Clerk-Treasurer, with proper internal controls as prescribed by the Clerk-Treasurer; 2. Designates Commissioner as having the authority to approve the payment of claims, which would normally be submitted to the full park board at a Board of Park Commissioner's meeting, in advance of the regular park board meeting during the Public Health Emergency. In the event that Commissioner is unable to approve the claims his/her appointment shall cease and, a new Commissioner, Commissioner shall be appointed and shall have authority to approve the claims. Any such claims shall be presented at the park board's next meeting or after the Public Health Emergency has ended, whichever occurs first; 3. Finds that in the event that the State of Indiana allows more lenient procedures, the Commissioners give the Clerk-Treasurer the authority to follow those more lenient procedures; and 4. States that this Ordinance shall be in effect at the date of signature and shall terminate upon Repeal of the Commission or upon Declaration by the w _t Governor that the Public Health Emergency has ended, whichever occurs • first. PASSED AND RESOLVED by the Board of Park Commissioners of the City of Greencastle at its regular monthly meeting this 2"d day of April,2020. BOARD OF PARK COMMMISSIONERS OF THE CITY OF GREENCASTLE, INDIANA im Trigg, si ent 7////3' D . J hn He tte, DS — ice President (24/I/by1/14ektiltCathy Merrell, cretary/Treasurer Joanna Muncie, Member GREENCASTLE PARKS & RECREATION DEPARTMENT • (204) ACCOUNTS PAYABLE VOUCHER DOCKET April 2, 2020 VENDOR DESCRIPTION AMOUNT Baker's Septic Service Park port-a-let service 182.00 Black Lumber Company, Inc. Picnic table repairs—lumber 25.04 Butler's L.P. & Fertilizer Grass seed 242.00 Card Services Recreation Supplies—Easter Egg & Brick 494.72 Endeavor Communications Pool alarm service 49.90 Headley Hardware Park maintenance supplies 488.28 Horizon Business Center Office supplies—file folders, binders,tote 58.95 Humphrey's Outdoor Power Oil for equipment 30.78 Napa Auto Parts Oil and filters 65.44 Taylor Made Awards Snow Sculpture Contest awards 28.00 12 Point Technology Park Office Computer work 285.00 Wal-Mart Credit Card Expenditures: 202.19 • Office Supplies $16.14 • Recreation supplies $ 8.56 • Park Maintenance supplies $119.93 Total General Operation Expenses • (211) PARK NON-REVERTING BASKETBALL FUND Wal-Mart Credit Card Youth basketball fundraiser $57.56 Total Non-Reverting Basketball Expenses S57.56 SPECIAL PARK PROJECTS FUND—AQUATICS CENTER Graves Construction Services Invoice#2 - Aquatics Center Renovations $96,430.50 Total Special Park Projects—Aquatics Center $96,430.50 GRAND TOTAL MONTHLY EXPENSES $98,582.80 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$98,582.80 dated this 2"dday of April, 2020. NATURES OF GOVERNING BOARD ti /A/JAAIAlf , . / 1/1A/TU il Tim Trig!., Pr .ident Cathy Merrell, ecretary S / , , .7, , ,,,, ,,t,.....,, Dr. Jdip ennette, e Presider Joanna Muncie w