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Home My Public Portal AboutMay 8 2020 Regular Session Greencastle Board of Park Commissioners Minutes of the Regular Meeting Thursday, May 8, 2020 Present In-Person: President Tim Trigg Vice President Dr. John Hennette Secretary Cathy Merrell Virtually: Joanna Muncie Absent: Greencastle Community School Corporation liaison Brittany Labhart and Putnam County Public Library liaison David Taylor Also Present: Virtually: LaToshia Everson, Greencastle Civic League - Parkfest In-Person: Mayor Bill Dory, Banner Graphic Reporter Eric Bernsee, Park Maintenance Supervisor David Bault, and 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 Zoom 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 7:06 p.m. in the city hall common council meeting room. Public Input Parkfest — LaToshia Everson attended through a Zoom call in to give an update on this year's Parkfest Concerts-in-the-Park Series. Greencastle Civic League are looking for a delayed start with the first concert scheduled for June 16th. At that time, "social gathering" sizes will be at 250 people or less, but she asked how do we enforce "social distancing?" It was suggested to offer announcements at the start of the program, in between sets or bands, and through the placement of signage. Approval of Minutes Director R.Weinschenk presented minutes from the regular park board meeting held on Thursday, April 2, 2020. The minutes were accepted on a motion from J.Hennette, second by C.Merrell. All Ayes. Monthly Finances 1. Approval of Graves Construction Pay Request #3 —Aquatics Center Renovation Project — After review, the board approved pay request #3 and authorized President T.Trigg to sign it on a motion from C.Merrell, second by J.Hennette. All Ayes. 2. 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 1 A • • • Special Park Use Requests - None New Business 1. Governor Holcomb's Back on Track Indiana Plan and "Covid-19 — Director R.Weinschenk provided copies of the "Back on Track Indiana" Plan distributed by Governor Holcomb due to the "Covid-19" Pandemic. This plan lays out five steps into opening business and activities over the next three months. 2. Mayor Dory's "Back on Track" Greencastle Spread Sheet — Mayor B.Dory was present and passed out copies to the board. 3. Mayor's Mowing Proposal — Mayor B.Dory stated that the city council has requested proposals from area mowing contractors to mow the city's open spaces. More information to come. 4. GPRD Programming Recommendations to the board — Various programs were discussed in regards to holding them or not. Suggestions based on the Governor's, Mayor's, CDC and IPRA recommendations. a. Park Board Comments 1) J.Muncie - Since she is uncomfortable attending the monthly meeting and is doing so through our virtual option, not holding a program for safety concerns is ok with her. 2) Cathy Merrell — Not opening the pool isn't favorable. They spend a lot of time at the pool each summer; however, maintaining a social distancing" with younger children will provide a challenge. 3) Dr. J.Hennette—"If you're going to cancel one program, we need • to cancel everything. These are the city's parks, either we "do" or we"don't". b. Celebrate Kids' Fishing Day — The event is scheduled for June 6 at Jaycee Park and be held with several changes to ensure social distancing and overall safety. There is usually enough room around the pond to space everyone out. Promotion of"Social Distancing" requirements overlaps the safety zone while casting a fishing pole. This is a free program. c. SPARK — Given the large number of kids and the potential inability to provide adequate social distancing and hygiene, the program has been cancelled. It was noted that several other day camps around Indiana have been cancelled. d. Police Boot Camp — Completed in partnership with the Greencastle Police Department and other area law enforcement agencies, the Parks Department is still hoping to hold this program. We are hoping to delay the start date from June into July. The number of participants may be limited to ensure social distancing. e. Big Walnut Sports Leagues — Director R.Weinschenk is in communication with the three sports leagues utilizing the field space at Big Walnut Sports Park. All three leagues are in suspension due to the Governor's Executive Order and will be asked to present a safety and sanitation plan prior to the start of league practices and play. Under the Governor's Executive Order, leagues cannot open up until June 14, with the professional interpretation that this includes practices. 2 • f. Greencastle Youth Baseball—Park Board member J.Muncie, shared with the rest of the board that the 2020 Greencastle Youth Baseball season has been S cancelled. This will be helpful due to the damage received to the dugouts from the storm. g. Greencastle Aquatic Center — After a good deal of discussion, the board delayed the decision on whether or not to open the pool tabling the decision to the regular meeting scheduled for June 4th on a motion from J.Muncie, second by J.Hennette. All ayes. Additional Discussion included: 1) Operational Procedures - A preliminary vote had the board in favor of closing the pool for the season listing reasons that include issues of whether or not all of the Back on Track plan and State of Indiana Dept of Health guidelines could be met, cost of operation, and potential loss of revenues due to reduced patronage. Much information has been received through on-line trainings and roundtable discussion through the Indiana Parks and Recreation Association. 2) "Back On Track Indiana" Plan - The "Back On Track Indiana" Plan states the aquatic center, considered a water park, could not open until June 14 and open at 50% capacity limit until July 4th. According to HWC Engineering, our capacity limit would be 259 people including patrons and staff. 3) Dept of Health Requirements - Updated operations would require significant sanitation efforts. For example: "All employees must • wear face coverings ..." 4) Other Pool Closures — During attendance through virtual meetings offered by the Indiana Parks and Recreation Association, several Indiana pools have already announced their closure stating safety issues for patrons and personnel, as well as financial concerns. Others are expected to follow as park board meetings occur over the next month. 5) Operational Concerns — Face coverings and working in heat and humidity offer a health challenge. Safety issues during summer thunderstorms, which traditionally have patrons instructed to move into the locker rooms or their cars. Even if most patrons move to their cars, we still have a good number of kids that will end up huddled in the building where social distancing cannot be maintained. 6) Aquatic Center Snack Shack — Even if the pool should be able to open, the snack shack may remain closed. If opened, it may only peddle water, drinks and prepackaged snacks. 7) h. Information Gathering — Director R.Weinschnek will use the next month to gather more information. As additional information becomes available, a special meeting of the park board may be called to consider aquatic center operations — open, open with reduced hours, or closed for the season. • Budgets will be discussed with the Mayor, Clerk Treasurer and Director Weinschenk. 3 F • • • i. Summer Food Distribution - The Parks Department will continue to work with Greencastle Schools on summer food distribution. Park board member • J.Muncie provided additional information in regards to that program and use of shelter #2. Food will not be distributed through the park, but through Deer Meadow school. j. Shelter Rentals — All shelter rentals through the month of May have been canceled and rental fees to be reimbursed. June and July hope to make happen. k. Park Gates — Director R.Weinschenk informed the board that to help control activities at Jaycee and Robe-Ann Parks, the entryway gates will be closed until further notice. The front gate to Robe-Ann Park will remain open, but the back two closed. Jaycee Park's gate will remain closed; however the park is still open to foot traffic and fishing. Old Business and Special Projects Director R.Weinschenk gave updates in regards to the following on-going projects: 1. Energy Conservation Solutions, Inc.—Aquatics Center Interior Improvement Project 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 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, June 4th, 2020 in Greencastle • City Hall at 7:00 p.m. and will be offered virtually. Adjournment The meeting was adjourned on a motion from J.Hennette, second by C.Merrell, the park board meeting was adjourned at 8:51 p.m. All Ayes Minutes respectfully submitted by: --� Roderick M. Weinschenk, Director Greencastle Parks & Recreation Department Minutes approved by: --7_ , 13-7-Th 7--rigg,t ident Dr. J ennett , Vice resident Cathy Merrel Secretary Joanna Muncie 411 GREENCASTLE PARKS & RECREATION DEPARTMENT (204) ACCOUNTS PAYABLE VOUCHER DOCKET May 7, 2020 VENDOR DESCRIPTION AMOUNT Baker's Septic Service Park port-a-let service 162.00 Black Lumber Company, Inc. Wood lathe for playground fences 33.98 Endeavor Communications Pool alarm service 49.90 Fastenal 5 rolls of orange safety fences 379.17 Headley Hardware Park maintenance supplies 112.81 Humphrey's Outdoor Power Equipment repair expenditures 442.08 JTN Services Mower repair—belt 112.19 Neal Tire & Auto Service Tire repair 19.48 Orkin Recurring pest service 103.96 Snowy Pines Nursery 3 Arbor Day trees 164.25 Wal-Mart Credit Card Recreation supplies 11.88 Total General Operation Expenses $1,591.70 SPECIAL PARK PROJECTS FUND—AQUATICS CENTER Graves Construction Services Invoice#2 -Aquatics Center Renovations $66,782.70 • Total Special Park Projects—Aquatics Center $66,782.70 GRAND TOTAL MONTHLY EXPENSES $68,374.40 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$68,374.40 dated this 7t" day of May, 2020. SIGNATURES OF GOVERNING BOARD C.C :'�� C Tim Tri , r ident Cathy Merrell, Sretary Dr. J ennet , Vice President Joanna Muncie •