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Home My Public Portal AboutAugust 6 2020 Regular Session Greencastle Board of Park Commissioners Minutes of the Regular Meeting Thursday, August 6, 2020 Present: In-Person: President Tim Trigg, Vice President Dr. John Hennette, Secretary Cathy Merrell and Joanna Muncie Absent: Greencastle Community School Corporation liaison Brittany Labhart Putnam County Public Library liaison David Taylor Also Present: Virtually Sheila Holloway In-Person Soctt Mayor Bill Dory, Banner Graphic Reporter Eric Bernsee, Julie Carr from Kinetic Change, Inc., 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"). Call to Order President Tim Trigg called the regular meeting of the Board of Park Commissioners to order 7:00 p.m. in the common council meeting room of Greencastle City Hall. Public Input 41110 1. Kinetic Change, Inc. - Julie Carr with Kinetic Change, Inc. was present and updated the park board on two projects they would like to complete at Big Walnut Sports Park. a. Bicycle Racks -the bicycle racks Kinetic Change wanted to purchase with one set next to the fitness station and a second next to the basketball court. On a motion from J.Hennette, second by C.Merrrell, the board accepted her proposal. All Ayes. b. Volleyball Court — J.Carr then presented an idea for a sport that is not represented within the municipal park system, a recreational volleyball court. This court would be located in the grass directly east of the Keith Carr Basketball Court and consist of two poles and net. If it is popular, they would look at a more permanent court, sand or concrete. On a motion from C.Merrell, second by J.Muncie the park board authorized installation of two poles and a net. All Ayes. c. Golf Scramble — J.Carr also invited all in attendance to participate in Kinetic Change's first golf scramble to be held on August 22 at the Clover Meadows Golf Course in Cloverdale. 2. "Voices of Recovery" - Sheila Holloway attended via virtual call in to present her request to hold a "Voices of Recovery" Program in Robe-Ann Park on Saturday, September 19. Set up time would be around 1:00 p.m., music to start at 1:30 p.m., testimonials at 2:00 p.m. ending at 5:00 p.m. She reported she had already reserved both shelters #1 and the band shelter at $140.00 in preparation 1111 for the event. On a motion from J.Hennette, second by J.Muncie, the board authorized her program. All Ayes. 1 Approval of Minutes Director R.Weinschenk presented minutes from the regular park board meeting held on • Thursday, July 2, 2020. The minutes were accepted on a motion from C.Merrell, second by J.Hennette. All Ayes. Monthly Finances 1. Approval HWC Engineering Invoice#8—After discussion and on a motion from J.Hennette, second by J.Muncie, the board authorized president T.Trigg to sign the authorization and submit the invoice for payment. All Ayes. 2. Graves Construction Invoice#6—After 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 invoice for payment. All Ayes. 3. Approval of Monthly Claims & Invoices a. Inquiry — Cathy Merrell inquired about the Spence Restoration Nursery invoice for $665.00. Director R.Weinschenk explained that the bill was to pay for the Mesic Pollinator Seed mix for DePauw University student, Erin Pasch's project at Big Walnut Sports Park. He reminded the board that she wrote and received a grant that will cover the expense. b. Approval - 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 Special Park Use Requests - None 1. Project Change Order#2 —President T.Trigg requested we visit the Graves • Construction change order at this time in the meeting. Director R.Weinschenk explained that the change order was to extend the project's completion date to the end of the month. The delay would cost nothing but time and ensure that completion wasn't hurried. On a motion from C.Merrell, second by J.Hennette the board authorized president T.Trigg to sign the authorization. All Ayes. 2. Ball Brothers Concert—Scott Kallen with New Life Baptist Church was present to make the inquiry if the band shelter in Robe-Ann Park was available for a concert on Saturday evening, September 5 at 6:30 p.m. Director R.Weinschenk stated the band shelter was available. The park board asked Mr. Kallen to also reserve shelter#1 to avoid any conflicts. He agreed to do so, and on a motion from J.Hennette, second by J.Muncie, the board authorized his request. All Ayes. 3. "Lights In The Park"—The park board entertained a written request from Kate Knahl, Greencastle Civic League and Putnam County Convention and Visitor's Bureau who stated interest in decorating Robe-Ann Park with holiday lights. The park board has discussed this in the past and is very much interested in their proposal. C.Merrell will reach out to Ms. Knahl. Both she and T.Trigg volunteered to serve on a subcommittee with Ms. Knahl. The board had questions,table the decision to September's meeting on a motion from J.Muncie, second by J.Hennette. All Ayes. Old Business and Project Updates 1. Phase I Aquatics Center Improvement Project Update a. Bathhouse - Director R.Weinschenk stated the work within and outside the bathhouse has been completed by Energy Conservation Solutions, Inc. Keys • 2 were turned into the office today. Bill Mentgen expressed interest in the Phase II central office improvement project. • b. Graves Construction Waterslides—Director R.Weinschenk reported the waterslide project is going well and should be completed by the end of the month as stated in the earlier change order discussion. 2. Phase II Aquatics Improvements—We are ready to release plans with a contractor's prebid meeting set for Thursday August 13 (1:00 p.m.). In preparation the park board selected play features to include in the shallow end for the kids. Park board president, T.Trigg asked about injury factors on the Alto #2 and/or Pico #3. Director R.Weinschenk will make the inquiry. a. Exterior Improvements—The project includes changes in the depth for the zero depth beach entry and the addition of play features in that area for the youngest patron. It will include a new circulation system and plan. b. Interior Improvements—A second set of improvements will be completed on the inside middle section of the bathhouse. Two family changing rooms and alternate entrances to both existing restrooms, new storage room and ticket office at the front entrance are planned. c. Timelines—It was discussed that drawings will take a month,three weeks for bidding and notice to award, with construction completed throughout the winter and next spring with an early May opening for water quality concerns. 3. Grand reopening of the Pickleball Courts—To be held on Saturday evening, August 8, from 6:00-9:00 p.m. the Putnam Pickeball Club will offer a celebration centered on the Grand Reopening of the Heartland Automotive Pickleball and Tennis Courts. The Pickleball club volunteered and created rock pad for the bleachers to help with lawn • maintenance. It is not ADA accessible, but will be completed when funding is available. 4. Big Walnut Sports Park a. Pollinator Garden - Bonner Scholar from DePauw University Erin Pasch's Pollinator Garden at Big Walnut Sports Park is in the "solarization" stage where we are killing off unwanted plants so we can plant native flowering plants that benefit pollinating insects. She has approximately another 45 days wait. The Mesic pollinator seed she ordered has arrived and awaits planting. b. Special Projects — these three items will potentially be combined into one project to help draw bidders to the project. 1) Greencastle Youth Baseball Parking Lot Project 2) Greencastle Youth Baseball Dugouts 3) Putnam County Youth Soccer Association Replacement Fence Project NEW BUSINESS 1. 2020/2021 Fiscal Budget—Mayor B.Dory informed the park board that there are budgetary concerns in regards to the 2022 Fiscal Year Budget. Lower income taxes and gas tax are expected in 2021 due to COVID-19 job layoffs and travel restrictions,both of which help fund some city departments. With the pool not opening this year and with limited spending, the 2020 and 2021 budgets should be fine; however, anything we can save and put into cash balance will help in 2022. 2. Albin Pond Pathway—Dr. J.Hennette as that the maintenance crew look at the t- intersection on the Albin Pond Pathway to clear away the mud that has accumulated on • the trail. There are two areas that the mud runs across the pathway. Director R.Weinschenk stated he would take care of the problem. 3 UPCOMING PROGRAMS 1. Bubbles For Toddlers — To be held in Robe-Ann Park on Tuesday, August 11 we will hold a bubble party for our younger citizens. We will provide all bubbles, wands • and trays and promote social distancing as far as the bubbles carry us! Led by Chrysta Snellenberger, Assistant Director our entry fee is Free! 2. International Left Hander's Day! — Thursday, August 13th we will recognize the differences between left and right handers with some special activities. Led by Chrysta Snellenberger, Assistant Director our entry fee is Free! 3. Chalk Up the Park For Toddlers — Tuesday, August 18th we are asking for some our younger citizens to help decorate the soccer parking lot at Big Walnut Sports Park. Led by Chrysta Snellenberger, Assistant Director our entry fee is Free! 4. Creative Writing Club — Wednesday, August 19 & 26 and September 2, 9, 16 and 23 we will be meeting in Robe-Ann Park at the Band Shelter to learn about different styles of writing and write our own stories. $5.00 per individual will be charged to help with supplies and, of course, inspirational snacks. Led by Chrysta Snellenberger, Assistant Director this should prove to be fun for all! 5. Brick-Mania: Pluto's Birthday— Scheduled for Wednesday night, September 2, this project will be held in the band shelter in Robe-Ann Park. Fee is $17.00 per person with only 6-participants taken with each family setting up at their own picnic table to help with"social distancing" issues. 6. Cards of Any Kind — On Thursday, October 8, 15, 22 and 29 we will be meeting at the band shelter to play card games. This is an opportunity for parents and grandparents to introduce to their young family members the rules for their favorite card games. We will try Bridge, Euchre, Spades, Hearts, Go Fish and my favorite Sequence! This program will be led by Chrysta Snellenberger, Assistant Director and 111 the entry fee is Free! Next Regular Meeting—Director R.Weinschenk reminded all the next regular meeting has been scheduled for 7:00 p.m., Thursday, September 3, 2020. A virtual meeting may be possible. Adjournment The meeting was adjourned on a motion from C.Merrell, second by J.Muncie, the park board meeting was adjourned at 8:10 p.m. All Ayes Minutes respectfully submitted by: Roderick M. Weinschenk, Director Greencastle Parks & Recreation Department Minutes approved by: Tim Trigg sident " 21) Dr. J Hennett , Vice President I Cit444,--- � 06 nil ail. Z i n 0C xt Cathy MeSecretary Joannniq uncie III 4 GREENCASTLE PARKS & RECREATION DEPARTMENT (204) ACCOUNTS PAYABLE VOUCHER DOCKET August 6, 2020 VENDOR DESCRIPTION AMOUNT Baker's Septic Service Park port-a-let service(rec'd after 7/2) 162.00 Baker's Septic Service Park port-a-let service 162.00 Banner Graphic 12 month subscription 132.00 Black Lumber Company, Inc. Treated lumber and plywood 69.47 Butler's L.P. & Fertilizer Espenade Weed Killer 160.00 Card Services CPSI class through IPRA (rec'd after 7/2) 545.00 Card Services Brick-Mania supplies, Jr. Pacers refund - 439.37 Endeavor Communications Pool alarm service 49.90 Headley Hardware Park maintenance supplies 575.92 Humphrey's Outdoor Power Expenditures: 441.44 • Repair parts $369.92 • Gas & Oil $71.52 JTN Services Mower repair—grass edger blade 5.23 Spear Corporation Pool Chemicals (rec'd after 7/2) 363.00 Spear Corporation Expenditures: 868.22 • Repairs—gasket repairs $511.06 • Pool Chemicals $357.16 • Spear Corporation Expenditures: 454.30 • Replacement Parts $225.05 • Pool chemicals $229.25 Spear Corporation Repairs—replace a solenoid 646.20 Spence Restoration Nursery Mesic Pollinator Seed Mix 665.00 Wal-Mart Credit Card Expenditures: 155.23 • Pool Chemicals $129.37 • Recreation Supplies $25.86 Total General Operation Expenses $5,894.28 SPECIAL PARK PROJECTS FUND—AQUATICS CENTER Graves Construction Services Invoice#5 - Aquatics Center Renovations 113,024.66 HWC Engineering Invoices#8 8,043.44 Total Special Park Projects—Aquatics Center $121,068.10 GRAND TOTAL MONTHLY EXPENSES $126,962.38 - OVER - • 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$126,962.38 dated this 6`h day of August, 2020. SIGNATURES OF GOVERNING BOARD C Tim Trigg, r sident Cathy Merrell, cretary OilAti4St. 7)/ ttiq Dr. John e ette, V' e President Jo a Muncie