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Home My Public Portal AboutOctober 1 2020 Regular Session 1 Greencastle Board of Park Commissioners Minutes of the Regular Meeting Wednesday, October 1, 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, Brian Pohlar with HWC Engineering, Mike Richmond from Greencastle Main Street, 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 The regular meeting of the Board of Park Commissioners was 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. Main Street Trunk-or-Treat — Mike Richmond Greencastle Main Street was present to request permission to use the northern parking lots at Big Walnut Sports Park for a drive through Trunk-or-Treat style Halloween event. Because of restrictions due to the COVID-19 Pandemic, Main Street wants to move the annual Trick-or-Treat / Trunk-or-Treat event from downtown Greencastle to BWSP. The layout of the park will allow vehicles to enter from the east zig-zag through the soccer parking lots, passing by "vendors" who will pass out candy to the kids through the passenger side windows of each vehicle, and then exit the park via the western entrance. Details of the event will be worked out with Parks and Recreation Director R.Weinschenk and his staff. After discussion and on a motion by J.Hennette, second by J.Muncie, the board approved the request. 2. Special Olympics Thank You - Director R.Weinschenk presented a "Thank You" note received from Putnam County Comprehensive Services Special Olympics Committee Chair, Anita Edenfield for allowing the annual Special Olympics Corn Toss Regional Contest to use Big Walnut Sports Park on Sunday, September 20. Approval of Minutes Director R.Weinschenk presented minutes from the regular park board meeting held on Thursday, September 9, 2020. The minutes were accepted on a motion from J.Hennette, second by J.Muncie. All Ayes. 1 Monthly Finances Approval of Monthly Claims & Invoices - Director R.Weinschenk presented the monthly claims and invoices to the board. Questions included: • 1. Spiker Excavating—J.Hennette made the inquiry in regards to the Spiker Excavating tasks paid for by the claim. Director R.Weinschenk explained they were four jobs paid on a daily fee. Tasks included 2 tile line blowouts, replacing 1 tile line, installing a tile line and some concrete sidewalk work. 2. Humphrey's Outdoor Power—C.Merrell inquired about the new mower. She asked was it purchased to replace one or was it a budgeted new purchase? Director R.Weinschenk explained it was a budget purchase with a trade-in of an old mower. 3. Approval - On a motion from C.Merrell, second by J.Hennette, the monthly claims were approved. All Ayes Aquatics Center ImprovementProject Updates 1. Phase I — 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. 2. Phase II Aquatics Improvements—Brian Pohlar with HWC was in attendance for both the meeting. a. Changes to Plan, Rebid—The second (rebid) bid opening for the Phase II Projects was held earlier in the day with Mammoth, Inc. as the apparent low bidder with both projects combined at $366,000 (see Bid Tabulation Sheet). b. Bid Review—B.Pohlar, HWC, requested time beyond tonight's meeting to review the bids received and to ensure all paperwork was complete. c. Alternates—B.Pohlar also made some recommendations in regards to the alternate discussing each with the board members. The board decided to include the privacy fence alternate; however, chose to wait on the remaining alternates following the review by HWC. d. Authorization to Sign—On a motion from C.Merrell, second by J.Muncie,the park board considered B.Pohlar's comments and following further review from Kyle Leuken, HWC,the board authorized President T.Trigg to sign the needed contracts based on those recommendations. The motion passed, "All Ayes". Old Business 1. BWSP Improvement Projects a. Kinetic Change Volleyball—no news b. Pollinator Garden — DePauw University Bonner Scholar Erin Pasch will be in town on Thursday, October 19th to work on her pollinator garden project. This will include removal of the plastic, spreading top soil and fertilizer, and spreading pollinator plant seeds. c. Redevelopment Commission Authorization of Contracts — Mayor B.Dory was present and reported the Greencastle Redevelopment Commission approved the contracts with Feutz Contractors to complete the Greencastle Youth Baseball Parking Lot and Putnam County Youth Soccer Association fence line projects. d. Greencastle Youth Baseball Dugouts — No bids were received for the construction of the six dugouts located on site of the Greencastle Youth 2 Baseball program. Per state guidelines, the city will solicit a bid from Feutz Contractors, which will be reviewed by Civil Engineering Consultants. 1111 2. Robe-Ann Park Holiday Lights - T.Trigg, C.Merrell and park staff met with K.Knahl and her volunteers to discuss decorating Robe-Ann Park. Decor will be used to light the two shelters — #1 and band shelter, ribbons on trees, and some of the existing wire decorations. Issues will be the design of hangers in the band shelter, so staples or nails are not used. New Business 1. Pickle Ball Fire Pit—The park board entertained a request from Michelle Miller, VP Putnam Pickleball Players to provide a fire pit to warm if the weather is chilly or cold. After discussion, the park board members were uncomfortable with a fire pit warmer denying the request and asked the club to use L.P. gas warmers instead. Director R.Weinschenk will pass the message. 2. Calbert Way Project—Jake Widner, Ivy Tech Instructor and City Council member, was present to discuss a volunteer opportunity his class has scheduled for Calbert Way Park across from Walmart. Scheduled for Friday, October 23`1, the class will paint/stain the picnic shelter and tables located there. We are also investigating a concrete slab installation that will hold a bicycle rack and two park benches, which will make mowing the area easier. Director's Report Director R.Weinschenk reviewed his director's report providing a copy to each board member in Greencastle City Hall. A virtual meeting may be possible. 40 Next Regular Meeting Director R.Weinschenk reminded everyone that the next regular meeting of the Greencastle Board of Park Commissioner's meeting has been scheduled for 7:00 p.m. on Thursday, November 5, 2020. Adjournment The meeting was adjourned on a motion from C.Merrell, second by J.Hennette, the park board meeting was adjourned at 7:49 p.m. All Ayes Minutes respectfully submitted by: Roderick M. Weinschenk, Director Greencastle Parks & Recreation Department Minutes approved by: Tim Trigg, President Dr. He tte, Vice President • Cathy Merre , Secretary Jo Muncie 3 GREENCASTLE PARKS & RECREATION DEPARTMENT (204) ACCOUNTS PAYABLE VOUCHER DOCKET 411 October 1, 2020 VENDOR DESCRIPTION AMOUNT Baker's Septic Service Park port-a-let service 393.00 Black Lumber Company, Inc. Treated lumber and plywood 100.95 Card Services Recreation program supplies 260.78 Colleen McCracken Instruct Yoga-in-the-Park 50.00 Endeavor Communications Pool alarm service 49.90 Gigi Jennewein Fenlon Yoga-in-the-Park instruction 75.00 Headley Hardware Park maintenance supplies 619.96 Humphrey's Outdoor Power Expenditures: Repair parts 116.28 Humphrey's Outdoor Power Purchase Kubota zero-turn lawnmower 13,500.00 Joe Spiker Excavating Park repairs 8,186.17 Menard's—Terre Haute Park house- Front porch lamp fixture 59.99 Spear Corporation Pool Expenditures 438.39 • Chemicals $408.75 • Repair Parts $ 29.64 State Chemical Solutions Knock out paint remover 252.88 Wal-Mart Credit Card Expenditures 32.79 • Recreation Programs $10.04 • Park maintenance $22.75 • Total General Operation Expenses $24,136.09 f212) PARK NON-REVERTING SOFTBALL FUND Cory Huff Umpire 4 summer& 6 fall coed softball games 220.00 Lisa Porter Scorekeeper 4 summer& 6 fall softball games 105.00 Total Non-Reverting Softball Expenses $325.00 GRAND TOTAL MONTHLY EXPENSES S24,461.09 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$24,461.09 dated this 1st day of October, 2020. SIGNATURES OF GOVERNING BOARD Tim Trig, esident Cathy Merry tI Secretary • Dr. Henne e, Vice President Jo. v a Muncie