The URL can be used to link to this page

Home My Public Portal AboutSeptember 9 2020 Regular Session Greencastle Board of Park Commissioners Minutes of the Regular Meeting Wednesday, September 9, 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: Mayor Bill Dory, City Council liaison Jacob Widner, Banner Graphic Reporter Eric Bernsee, Julie Carr from Kinetic Change, Inc., Kate Knahl with Putnam County Visitors or Tourism Bureau, Putnam County Comprehensive Services Special Olympics Committee Chair, Anita Edenfield 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". Call to Order Because a quorum couldn't be met on the first Thursday of the month, the meeting was rescheduled for Wednesday, September 9, 2020 and called to order at 7:00 p.m. by Park ® Board President Tim Trigg. The meeting was held in the common council meeting room of Greencastle City Hall. Public Input & Special Park Use Requests 1. Special Olympics Corn Toss Contest - Putnam County Comprehensive Services Special Olympics Committee Chair, Anita Edenfield was present to request usage of the shelter at Big Walnut Sports Park for the annual Special Olympics Corn Toss Regional Contest scheduled for Sunday, September 20 from 10:00 a.m. to 5:00 p.m. They will promote COVID-19 precautions of social distancing and wearing face coverings to the expected 18-teams, 36 participants. The group requested the shelter usage fee be waived. Discussion included a reminder that shelter usage fees help offset park employee costs to prepare the shelter for rental and we've already set precidence. On a motion from C.Merrell, second by J.Muncie, due to COVID-19 limitations on summer activities the board approved the activity and waived the reservation fee. All Ayes. 2. Kinetic Change, Inc. - Julie Carr with Kinetic Change, Inc. to request usage of Big Walnut Sports Park for a community bike ride, run and walk from 10:00 a.m. to 12:00 Noon on Sunday, October 4. They have already rented the central shelter as their hub. On a motion from J.Hennette, second by J.Muncie, the board authorized her program. All Ayes. 3. Chalk it Up for Justice — Kaycee Kean presented a request to use Shelter #5 in Robe-Ann Park on Sunday, September 27th from 5:00-9:00 p.m. for the Greencastle Greater Good organization to hold a "Let's Chalk it Up for Racial Justice" activity in the park. The park board reminded Ms. Kean to rent the 1 ii shelter through the Mayor's secretary and to promote social distancing and the use of face coverings. On a motion from C.Merrell, second by J.Muncie the park board authorized the activity. All Ayes. 1111 4. Ivy Tech ASAP Project — Ivy Tech Instructor and City Council Liaison to the Park Board, Jacob Widner presented a request from his Ivy Tech 5th ASAP cohort class in regards to park improvement project they would like to complete yet this fall. They have requested the opportunity to paint / stain the shelter located in Calbert Way Park located across the highway from Wal-Mart. They will also investigate a grant to add a concrete pad which will hold a bicycle rack and the two memorial benches locaed within the park. The concrete pad will eliminate the need to mow and weedeat around the obstacles. The board thank him for their interest. On a motion from J.Hennette, second by C.Merrrell, the board accepted the proposal. All Ayes. Approval of Minutes Director R.Weinschenk presented minutes from the regular park board meeting held on Thursday, August 6, 2020. The minutes were accepted on a motion from J.Hennette, second by J.Muncie. All Ayes. Monthly Finances 1. Approval HWC Engineering Invoice#10—After discussion and on a motion from J.Hennette, second by C.Merrell, the board authorized president T.Trigg to sign the authorization and submit the HWC invoice#10 invoice for payment. All Ayes. 2. Graves Construction a. Warranty Extension - After discussion and on a motion from C.Merrell, second by J.Muncie the board authorized president T.Trigg to sign a warranty agreement extension. All Ayes. • b. Invoice#6—On a motion by C.Merrell, second by J.Muncie the board authorized president T.Trigg to sign the authorization and submit the latest invoice for payment. All Ayes. 3. 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 Project Updates 1. Phase I Aquatics Center Improvement Project Update — An onsite walk through was completed with Andrew Graves, Graves Construction and a punch list of items yet to be addressed was drafted. We are currently waiting on piping parts, some items like opening procedures and canopy installation will wait until spring, winterization will be completed after next season. These were discussed an approved in the warranty discussion. 2. Phase II Aquatics Improvements a. Prebid Meeting- The prebid meeting was held on Thursday August 13 (1:00 p.m.). All bids came in over the estimate. b. Lowest Bid - Mammoth Construction had the lowest bid which was within reason,; however their bid document package was incomplete thus not considered. c. Changes to Plan, Rebid - The board discussed changes to the original plan which did include making the amenities for the shallow end alternates and asked K.Lueken, HWC,to rebid the project with changes. Motion by: C.Merrell, second 40 by: J.Hennette. All Ayes. 2 New Business 1. Lights In The Park—Kate Knahl, representing the Putnam County Visitors and Tourism Bureau and the Greencastle Civic League, presented a request to "Light Up the Park"this winter. Questions came up in discussion which included who will check lights, string lights up, who will repurpose what we already have, who will take them down, and where do we store them? Due to concerns with the 2021 and 2022 FY budgets and the results from the COVID-19 Pandemic, Mayor Dory stated he had a concern with paying the electric bill. Stating the park board has been interested in this project for some time, they eagerly created a subcommittee of T.Trigg and C.Merrell to meet with K.Knahl and her volunteers to establish roles and needs. The subcommittee will present at the next meeting. 2. Aquatics Center Lockers a. Locker Types - The park board took another look at potential lockers for the aquatics center. Knowing there is ample lead time, the board discussed the type of lockers we could use, settling on those using a padlock system, with the padlocks set on the lockers, with keys handed out at $1.00 per use. This way we encourage rentals and do not have to store the bulky locks, but the keys only. b. Discounted Locker Pass—An idea was presented by Assistant Director C.Snellenberger as to offering 10-rental pass for$7.00, saving the customer 43.00 in uses. c. Coin operated lockers—City Council member J.Widner suggested looking at coin operated locking mechanisms. 3. Veteran's Memorial Highway Trail a. Indot Released to City - Mayor B.Dory reported that INDOT has released the new S trail along Veteran's Memorial Highway Trail to the city. It's getting used heavily. b. New benches—People Pathways has placed 6 new benches along the pathway. c. Opening Celebration—an official opening ceremony will be scheduled to dedicate the trailway. 4. Robe-Ann Park Master Plan—Jessica Hartman from Civil Engineering Consultants has been asked by the Mayor to complete a new master plan for Robe-Ann Park and list of possible improvement projects to be funded by the park bond after the two phases of aquatics center improvements. Old Business 1. BWSP Pollinator Garden — Director R.Weinschenk gave a quick update in regards to the pollinator garden to be created by DePauw University Bonner Scholar Erin Pasch. Ms. Pasch is attending DePauw from home this semester and will complete the project yet this fall. About thirty days are left on her solarization stage of the project. 2. Other Special Project Update — We have three projects at Big Walnut Sports Park that have been included in an upcoming project bid package. These three projects include, sidewalk and parking lot at the Greencastle Youth Baseball fields, a sidewalk and fence project along the Putnam County Youth Soccer Association soccer fields, and the replacement of the dugouts on the Greencastle Youth Baseball fields knocked over during last spring's storm. Important dates for this project are: a. Contractor's Pre-Bid Conference scheduled Friday, September 11, 3:00 p.m. b. Sealed Bids Due on Monday, September 21, 10:00 a.m. 3 c. Award Project - Wednesday, 9/23/20 at Redevelopment Commission meeting Director's Report 111110 Director R.Weinschenk gave a short report on happenings in the parks and recreation department from the past month. Upcoming Programs 1. Cards of Any Kind Program — 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 the entry fee is Free! 2. Adult Softball — We had five teams play this summer and it looks like 6 to 8 teams interested in the fall coed softball program. Next Regular Meeting—Director R.Weinschenk reminded all the next regular meeting has been scheduled for 7:00 p.m., Thursday, October 1, 2020 in Greencastle City Hall. A virtual meeting may be possible. Adjournment The meeting was adjourned on a motion from C.Merrell, second by J.Hennette, the park board meeting was adjourned at 8:27 p.m. All Ayes Minutes respectfully submitted by: Roderick M. Weinschenk, Director Greencastle Parks & Recreation Department Minutes approved by: Zrigg, ' ident 1 Dr. ohn He tte, ice resident C4WE .144,014Let.} nue, Cathy MerreSecretary Jo Muncie 4 GREENCASTLE PARKS & RECREATION DEPARTMENT (204) ACCOUNTS PAYABLE VOUCHER DOCKET September 9, 2020 VENDOR DESCRIPTION AMOUNT Baker's Septic Service Park port-a-let service 162.00 Big Bounce Fun House Rentals BWSP trim dead branches from trees 1,200.00 Black Lumber Company, Inc. Treated lumber and plywood 148.69 Butler's L.P. & Fertilizer Espenade Weed Killer& hay bale 167.00 Card Services Brick-Mania supplies 57.71 Colleen McCracken Yoga-in-the-Park instruction 50.00 Endeavor Communications Pool alarm service 49.90 Gigi Jennewein Yoga-in-the-Park instruction 75.00 Headley Hardware Park maintenance supplies 235.49 Humphrey's Outdoor Power Expenditures: Repair parts 323.08 JTN Services Mower repair—grass edger blade 263.77 NAPA Auto Parts Store Expenditures: 48.15 • Gas and Oil—oil $11.18 • Repair parts $36.97 Orkin Monthly recurring pest service 103.98 RecDesk RecDesk annual subscription fee 3,900.00 Rod Weinschenk Roachdale Hardware—reimburse purchase 5.71 Spear Corporation Pool Chemicals 841.47 Wal-Mart Credit Card Employee breakfast and luncheon 77.00 • (From donations 268-5-00459.0003) Total General Operation Expenses $7,708.95 (212) PARK NON-REVERTING SOFTBALL FUND Brad Nobles Umpire 10 summer coed softball games 250.00 Cory Huff Umpire 6 summer coed softball games 132.00 Indiana Amateur Softball Assoc. 16 dozen softballs 752.00 Lisa Porter Scorekeeper 16 summer softball games 160.00 Total Non-Reverting Softball Expenses $1,294.00 SPECIAL PARK PROJECTS FUND—AQUATICS CENTER Graves Construction Services Invoice#6—GAC Phase I Renovations 51,505.20 HWC Engineering Invoice# 10—GAC Phase I & II 25,451.68 Total Special Park Projects—Aquatics Center $76,956.88 GRAND TOTAL MONTHLY EXPENSES S85,959.83 - 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$85,959.83 dated this 9th day of September, 2020. SIGNATURES OF GOVERNING BOARD (--"Art-hcfn-46/141V Tim Trigg, r ident , Cathy Merrell,gcretary v,na 14 drr )- Dr. John nnette, Vi President Jo a Muncie