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Home My Public Portal AboutJune 4 2020 Regular Session Greencastle Board of Park Commissioners Minutes of the Regular Meeting • Thursday, June 4, 2020 Present In-Person: President Tim Trigg Vice President Dr. John Hennette Secretary Cathy Merrell Greencastle Community School Corporation liaison Brittany Labhart Virtually: Joanna Muncie Absent: Putnam County Public Library liaison David Taylor Also Present: Virtually: Jake Widner(replaces Tyler Wade) In-Person: Mayor Bill Dory, City Clerk Treasurer Lynda Dunbar, Banner Graphic Reporter Eric Bernsee, Putnam Pickleball Players representatives Mitch Dickerson and Jake O'Rourke, Greencastle Youth Baseball representatives Club President Joe Downing and Andrew O'Hair, Park Maintenance Supervisor David Bault, Assistant Director Chrysta Snelienberger, and Parks & Recreation Director Rod Weinschenk NOTE: The regular meeting of the Greencastle Board of Park Commissioners was held in the City Hull Council Room and offered virtual attendance by Zoom conference call in • conformance to the Governor's directives on "Social Distancing" (6' apart physical distancing). 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 - None Approval of Minutes Director R.Weinschenk presented minutes from the regular park board meeting held on Thursday, May 7, 2020. The minutes were accepted on a motion from J.Hennette, second by C.Merreli. All Ayes. Monthly Finances 1. Financial Statement - City Clerk Treasurer Lynda Dunbar was in attendance and gave a statement in regards to the financial status of the Greencastle Parks and Recreation Department. She had received some information in regards to the Covid- 19 situation from the state and how it will affect the rest of 2020 & 2021 (see attached report dated 6/4/2020). In short, she predicts if we open the pool this season, we will have a short fall between revenues and expenses for the season of 4103,508.75 and • then need to cut $171,102.50 from the 2021 budget. If the aquatics center doesn't open, we can carry over cash balance and $67,593.30 will need to be trimmed from 1 next year's budget. She asked the board to please consider that when discussing the 2020 swim season. The board thanked her for her presentation. 2. Approval HWC Engineering Invoices 4,5, 6—With little discussion and on a • motion from C.Merrell, second by J.Hennette, the board authorized president T.Trigg to sign the authorization and submit the invoices for payment. All Ayes. 3. Graves Construction — Director R.Weinschenk stated that on these items we are kind of playing catch-up, since the change orders have already been approved but paperwork not signed for the Phase I exterior pool improvement project. On a motion from C.Merrell, second by J.Hennette, the board authorized president T.Trigg to sign both Change Order#2 & #3 and Invoice#3. All Ayes. 4. 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 Special Park Use Requests - None 1. Pickleball Court Windscreens—the park board heard a request from Pickleball Club member Jake O'Rourke who requested permission to look into a windscreen located on the center fence separating the tennis and pickleball courts. A question was raised if the center fence will be strong enough to hold the windscreens. On a motion from C.Merrell, second by J.Muncie, the board gave the Putnam County Pickleball Club permission to seek estimates and look into the fencing. All Ayes. 2. Putnam County Pickleball Club Requests—Current president Mitch Dickerson spoke to the board on additional subjects concerning the pickleball courts. a. Light Post 1) Light Bulbs—a few of the light bulbs are out in the fixtures illuminating • the courts. M.Dickerson asked permission to seek estimates on replacing them. 2) Wrap—the two lightposts located on the east end are located inside the fence and pose a hazard to players who may run into them. He asked if they could be wrapped in padding. R.Weinschenk will look into the protective wrap. b. Benches—In reconfiguring the pickleball courts, the central waiting area has been eliminated. Mr. Dickerson asked if the pickleball club could reestablish a viewing on the east end using the set of bleachers. Thoughts included a border with gravel and the bleachers placed on top. c. Painting Light Posts—M.Dickerson stated that he looked at the lightposts on Mr. Weinschenk's request to strip and repaint them. His recommendation is not to spend the money to strip and repaint, due to their age and patina. There's plenty of life left in them. If we want to replace them maybe include that in a pickleball court expansion. d. Expansion of Pickleball Courts—M.Dickerson requested an expansion of the pickleball courts, with dual markings to the tennis courts #2 and 3, leaving #1 with tennis courts markings only. This would be helpful when offering tournament play. The board discussed this in length including Brittany Labhart in the conversation. Ms. Labhart is not only the Greencastle Community School Corporation liaison to the park board, but the Middle School Tennis Coach, as well. She was not in favor of it, but wanted time to make the inquiry with the Tennis Club members. She will report back. 2 t e. Grand reopening of the Pickleball Courts—Following the completion of the tennis court project, M.Dickerson and the Putnam Pickeball Club would like to hold a small celebration centered on a Grand Reopening of the Pickleball and • Tennis Courts. Mayor B.Dory would like to recognize the State of Indiana Department of Natural Resources who paid for the initial installation of the courts with monies from the Land and Water Conservation Fund program. He would also like to recognize Heartland Automotive who donated $100,000 to the current renovation of the tennis courts. He also volunteered to draft and release the news release announcing the celebration. On a motion from C.Merrell, the date of July 18 was reserved for the Grand Reopening gathering. Second by Dr. J.Hennette. All Ayes. 3. Kinetic Change, Inc. —Julie Carr, Kinetic Change was not present; however, Director R.Weinschenk stated Kinetic Change was wanting the park board's thoughts on their next project. President T.Trigg suggested another basketball court constructed in Robe-Ann Park and eliminate the shared courts and parking at shelter#5, which would be in line with the park's master plan. 4. Greencastle Youth Baseball—GYB President Joe Downing was present and requested an update in regards to the boy's baseball dugouts which were damaged due to the April storm,parking lot project. Mayor B.Dory reported the parking lot project has been bid three times with no one submitting a bid, so we are looking at combining the two projects —dugouts and parking lot—as one to see if we can make it more attractive to contractors. The original dugouts were not built up to today's standards, so we have passed them on to the city engineer. We hope to release the project yet this summer for fall construction. 5. Greencastle Youth Football—Director R.Weinschenk stated he has received a request • for the possible use of Big Walnut Sports Park open areas for the Greencastle Youth Football Club. The Greencastle Community School Corporation has limited access to the middle school fields until after August 1'` and the club is looking for a July start. They will get back to us. 6. PCPH "Shakespeared!" Youth Theatre Workshop—Caroline Good, DePauw University professor and member of the Putnam County Play House made the request to rent the band shelter for the Putnam County Play House's "Shakespeared!" Youth Theatre Workshop offered each summer. Because Covid-19 limitations have been placed on the playhouse, she wanted the outdoor venue. On a motion from C.Merrell, second by J.Hennette, the park board approved the request. They also extended the offer to charge $200 for the two performance nights ($100 each night) and forego the two practice nights ($200) if they are announced as program sponsors. All Ayes. 7. Parkfest—Director R.Weinschenk reminded the board that the Greencastle Civic League will begin their concerts-in-the-park series on Tuesday evening, June 16'h. Through announcements and signage, "social distancing"will be promoted. Director R.Weinschenk reminded the board that many cities have cancelled their concerts into the month of August. Those still offering the concerts are taking the "accept the consequences" if we do offer them. 8. Indy Chaos l0U Girls Softball - Indy Chaos 10U Girls Softball Team has also requested practice space for their tournament team. They are unable to find a location to practice in their area and made a request to use Robe-Ann Park's softball field. If a contract can be reached and they maintain"social distancing"requirements it was authorized on a motion • from J.Hennette, second by J.Muncie. All Ayes. 3 Greencastle Aquatic Center 2020 Season — Tabled at the May meeting, it was put back on the table following a motion by J.Hennette, second by C.Merrell. All Ayes. Discussion included: • 1. C.Merrell — Park Board Secretary Treasurer C.Merrell stated, "Selfishly, she wants to open the facility because in the past her family frequented the pool almost daily." She also recognizes the issues that we face this year, especially after the prior discussion with City Clerk Treasurer L.Dunbar. 2. Dr.J.Hennette — Dr.J.Hennette stated that the cost as laid out earlier in the meeting and with the other health concerns of patron and staff members, he suggested not opening. 3. T.Trigg— President T.Trigg stated it doesn't make sense or financially responsible to open and staying closed will work out better for the current construction, and will allow us to move into Phase II quickly. We can open in 2021 with a big bang. He also mentioned that it was announced the Indiana State Fair will not be held this summer. 4. J.Muncie— Park board member J.Muncie stated that she is paranoid in regards to the disease, choosing to attend the evening's meeting virtually. She suggested we not open this year and open in 2021 big and strong next year. 5. C.Merrell — C.Merrell added there are concerns with face coverings, heat and humidity and we can have additional time plan for the concession stand for next year. 6. Person-by-Person Vote - C.Merrell requested a person-by-person vote stating she wanted the public to know that any decision to open or keep closed the Greencastle Aquatic Center this season was made by the park board and not a decision made by the Director or Assistant Director. In the past, she's afraid that the perception is that decisions come from our personnel and she wants to protect our people from any • misconceptions. A roll call vote was taken, with the following results: a. C.Merrell—No to opening and let's plan a big 2021. b. J.Hennette — We must be financially responsible. Keep it closed, and look toward 2021. c. T.Trigg—Vote to keep it closed. d. J.Muncie—Close the facility this year, and go big next year. Greencastle will join the other 50+ pools located in the 30+ other Indiana communities and Indiana State Parks and not open this season, passed on a roll call vote 4-0. New Business 1. Governor Holcomb's "Back On Track Indiana" Plan & COVID-19—Director R.Weinschenk provided a copy of"Where we are ..."and that the department is hoping for a release of playgrounds and splash park this weekend. 2. Approval of Big Walnut Sports Park Field Usage Contracts —Director R.Weinschenk reported to the board the following contracts have been reached for use of the fields located at Big Walnut Sports Park. Each needs President T.Trigg's signature. a. Greencastle Youth Baseball use of 3 fields b. Putnam County Youth Soccer Association use of soccer fields c. Midwest Braves 18U Baseball use of NCAA/Babe Ruth field Following a motion from J.Hennette, second by C.Merrell the contracts were approved and authorized President T.Trigg to sign the needed documents. All Ayes. 4 Old Business and Special Project Updates 1. Aquatics Center Interior Improvement Project Update—the inside work has been finished by Energy Conservation Solutions, Inc. Some trim around the outside still needs to • be painted, but questions have risen in regards to soffit trim instead. 2. Aquatic Center Exterior Improvement Update—the waterslide project is going well. We should expect a delivery of 42,000 pounds of steel on Friday and the fiberglass slides early next week. 3. BWSP Project Updates—In an earlier discussion we heard from Mayor B.Dory in regards to the Greencastle Youth Baseball Parking Lot Project and Greencastle Youth Baseball Dugouts 4. Putnam County Youth Soccer Association Replacement Fence Project— Director R.Weinschenk stated the City Engineer is reviewing the PCYSA request to include the 6- foot vinyl fence with sidewalk in with the Boys Baseball project. 5. Director's Monthly Report— Director R.Weinschenk covered quickly items not discussed during the meeting including this weekend's fishing derby. Park maintenance supervisor D.Bault spoke and shared a banner made by city hall discussing the department's annual Celebrate Kids Fishing Day Program. 6. Protest Rally—C.Merrell stated she has received information that a protest rally may be held in Robe-Ann Park. Director R.Weinschenk reminded everyone that any group can meet in the park and share their message peacefully. He added that by statute, he has the right call in Greencastle Police Department personnel to help out. If scheduled ahead of time, park personnel will be assigned to both the central restroom facility and the band shelter. Next Regular Meeting—Director R.Weinschenk reminded all the next regular meeting 1111 has been scheduled for 7:00 p.m., Thursday, July 2, 2020. A virtual meeting is questionable. Adjournment The meeting was adjourned on a motion from C.Merrell, second by J.Hennette, the park board meeting was adjourned at 8:48 p.m. All Ayes Minutes respectfully submitted by: Roderick M. Weinschenk, Director Greencastle Parks& Recreation Department Minutes approved by: 7;7). af Tim Trigg, esident Dr. John Hennette, Vice President I,,, Cathy NW ell, Secretary Joanna Muncie 5 , . • a GREENCASTLE PARKS & RECREATION DEPARTMENT • (204) ACCOUNTS PAYABLE VOUCHER DOCKET June 4th, 2020 VENDOR DESCRIPTION AMOUNT AA Huber& Sons, Inc. Open Aquatics Center& BWSP 3,297.72 Baker's Septic Service Park port-a-let service 162.00 D & S Tree Service, inc. Pick up and remove stump off pathway 150.00 Endeavor Communications Pool alarm service 49.90 Headley Hardware Park maintenance supplies 350.76 • Oil $12.69 • Park maintenance supplies $338.07 Horizon Business Center Office supplies 35.48 Humphrey's Outdoor Power Equipment repair expenditure 248.31 Joe James Shelter refund—Covid-19 50.00 JTN Services Mower repair—belts 305.19 JTN Services Mower repair—belts 131.42 Melissa Emerson Shelter refund—Covid-19 50.00 NAPA Greencastle Expenditures: 139.33 • Oil $11.98 • Repair parts $127.35 Putnam County Comprehensive Services Park Maintenance Services Contract 828.75 • Spear Corporation Bob York Splash Park start up chemicals 394.19 State Chemical Solutions Cleaning chemicals—Covid-19 216.91 State Chemicals Solutions Cleaning chemicals—Covid-19 498.13 State Chemicals Solutions Cleaning chemicals—Covid-19 207.10 Stello Signs Splash Park Rules sign 70.00 Wal-Mart Credit Card Recreation supplies 31.93 • Office supplies $23.37 • Recreation supplies $8.56 Total General Operation Expenses $7,217.12 SPECIAL PARK PROJECTS FUND—AQUATICS CENTER American Clean& Seal Paint new drain area under waterslide 1,500.00 Graves Construction Services Invoice #3 - Aquatics Center Renovations 66,782.70 HWC Engineering Invoices#4, 5, & 6 19,576.60 Total Special Park Projects—Aquatics Center $87,859.30 GRAND TOTAL MONTHLY EXPENSES S95,076.42 (over) 1 • • • 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$95,076.42 dated this 4rh day of June, 2020. SIGNATURES OF GOVERNING BOARD /-t /1, -2- • Tim Trigg, Pre• :nt Cathy Merr- , Secretary Dr. John H nnette, Vice resident Joanna Muncie