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Home My Public Portal AboutNovember 5 2020 Regular Session Greencastle Board of Park Commissioners Minutes of the Regular Meeting Wednesday, November 5, 2020 Present: Vice President Dr. John Hennette, Secretary Cathy Merrell and Joanna Muncie Absent: President Tim Trigg, Greencastle Community School Corporation liaison Brittany Labhart and Putnam County Public Library liaison David Taylor Also Present: (In-person) Mayor Bill Dory, City Council liaison Jacob Widner, Banner Graphic Reporter Eric Bernsee, and Parks & Recreation Director Rod Weinschenk(On-line) Assistant Director Chrysta Snellenberger 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 7:10 p.m. by Park Board Vice President Dr. J.Hennette. The meeting was held in the common council meeting room of Greencastle City Hall. II/ Public Input& Special Park Use Requests On behalf of the Putnam County Board of Health and Hospital, Mayor Bill Dory presented a request to post two "Mask Up Putnam County" campaign banners which say, "Wear a Mask; Save Your Super Hero" in the southwest corner(corner of Tennessee and Boomington Streets) of Robe-Ann Park and the southeast corner of Calbert Way Park (corner of Highway 240 East and Calbert Way Drive). Almost without discussion and on a motion from J.Muncie, second by C.Merrell, the board approved the request. All Ayes. Approval of Minutes Director R.Weinschenk presented minutes from the regular park board meeting held on Thursday, October 1, 2020. The minutes were accepted on a motion from C.Merrell, second by J.Muncie. All Ayes. Approval of Monthly Claims Director R.Weinschenk presented the monthly claims and invoices to the board which were approved on a motion from C.Merrell, second by J.Mucie. All Ayes New Business 1. CECon Proposal - "An Agreement for the Provision of Limited Professional Services" was presented to the park board by Mayor Bill Dory for Civil Engineering Consultants, Inc. to provide schematic designs for park improvements to Robe-Ann Park which will be based on the "Five Year Master Plan 2018-2022" drafted by HWC. Mayor B.Dory stated the contract will be funded by the park board bond, 1 r 4 EDIT or Redevelopment funds. After discussion, the board authorized the agreement in the amount of $13,000 on a motion by C.Merrell, second by J.Muncie with signatures provided by the funding source representative. All Ayes. 0 City Attorney L.Hardwick will be asked to prepare the contract. 2. Community Crossings Funding — Mayor Dory informed the board that the City of Greencastle has submitted a grant request for Community Crossing Funding that will provide curb, gutter and sidewalk improvements to the Tennessee and Wood Street borders to Robe-Ann Park. Park bonding will not need to be used, if approved. The park board thanked him for the proposal. Old Business 1. Greencastle Main Street Trunk or Treat Event — Director R.Weinschenk led with the front page article entitled, "No Bones About It" which appeared in the Tuesday, November 3, 2020 edition of the Banner Graphic. The article described the Saturday, October 31 st Main Street Trunk or Treat event held at Big Walnut Sports Park which drew over 395 vehicles and approximately 820 youth. Needless to say it was a good turnout on a beautiful afternoon and evening. 2. Festival of Lights — Director R.Weinschenk reviewed the outcome of the organizational meeting with Kate Knahl for a Festival of Lights in Robe-Ann Park. Comments were made in regards to a look at the Christmas lights on Highway 231 north of Cloverdale, LED versus conventional lights, and making of pvc Christmas trees. Work days have been scheduled for the weekends prior to and following Thanksgiving. a. Aquatics Center Improvement Project IIII b. 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. c. Winterization — The Bob York Splash Park and the Greencastle Aquatics Center will be winterized for the season next week by A.A.Huber& Sons, Inc. d. Mammoth Construction - The contract with Mammoth was approved to complete the Phase II Interior improvements with Notices of Award and to Proceed authorized to be signed. Interior improvements will consist of renovating the central portion of the bath house, with the addition of new entryways into each restroom and the addition of two family restrooms/changing rooms. e. Boyle Construction Mgmt - The contract with Boyle Construction Management was approved to complete the Phase II Exterior improvements with Notices of Award and to Proceed authorized to be signed. Exterior improvements include the addition of shallow water spray features and the pumping system for those. 3. BWSP Improvement Projects - Feutz Contractors has mobilized to begin the Greencastle Youth Baseball Parking Lot and Putnam County Youth Soccer Association fence line projects. 4. Greencastle Youth Baseball Dugouts — After a review of an estimate from Feutz Contractors to construct six dugouts for the Greencastle Youth Baseball program, we've decided to rebid the project. Civil Engineering Consultants will prepare the new documents. IP 2 A r 5. Calbert Way Project — Jake Widner, Ivy Tech Instructor and City Council member III has scheduled his ASAP class to paint and stain the shelter located at Calbert Way Park on Friday,November 6tn 6. Parkhouse — The front door, storm door and light fixture to the Robe-Ann Park house was replaced by Tony Criss Construction. With a stiff breeze from the west, the old door leaked badly. Compliments from area citizens have already been received in regards to the improvement. Director's Report 1. Adult Softball Program - Director R.Weinschenk reported ... a. Participation — Five teams participated in the Summer Coed Softball Program, while six teams participated in the Fall Coed Softball League. b. Finance Report — He presented a written revenue versus expense report that he will distribute to the city council. In regards to a potential net loss this year, he asked the park board to consider the following facts. 1) COVID-19 — We were unable to register the normal number of teams this year's with some players uncomfortable with pandemic limitations. Instead of a late April start, we delayed until mid-July to begin. 2) Church League — The Putnam County Church League wasn't held this year due to the COVID-19 pandemic, so their lease fees were not received. 3) Softball Purchase — Entering into this year's fall league and not enough softballs in inventory, we ordered enough softballs to make it • through the end of this season and the summer season. 4) Predicted Net Loss — A predicted net loss was approximately $143.00. 2. Youth Basketball and "My First Shot! Basketball — Registration for both the Youth Basketball and "My First Shot!" Basketball Programs are open. We will examine our numbers and whether we will proceed on November 26tn 3. Seasonal Pie Baking Contest — Friday, November 13th will hold this year's Annual Seasonal Pie Baking Contest, moving the program up by half a month since our DePauw University Bonner Scholar Ja'el Thomas will be off campus as of November 20tn. Three divisions are offered: Fruit Pie,Nut Pie and Pumpkin Pie. 4. Breakfast with the Grinch! - Scheduled for Saturday, December 12th, we've invited the Grinch to join us for breakfast at the Owl Ridge Wedding and Event Center on Saturday morning, December 12th from 10:00-11:30 p.m. Our goal is to fill 100 seats (in a room that can seat 300+) with a breakeven point of 50 people. The fee is $17.00 per person. Pickleball Court Nets Dr. J.Hennette asked if and when the pickleball nets will be taken down for the season. R.Weinschenk stated he will look into their removal. Next Regular Meeting Director R.Weinschenk reminded everyone that the next regular meeting of the IIIGreencastle Board of Park Commissioner's meeting has been scheduled for 7:00 p.m. on 3 Thursday, December 3, 2020; and that we will hold judging of our annual Christmas Contests prior to the meeting. Adjournment The meeting was adjourned on a motion from C.Merrell, second by J.Muncie, the park board meeting was adjourned at 7:53 p.m. All Ayes Minutes respectfully submitted by: Roderick M. Weinschenk, Director Greencastle Parks & Recreation Department Minutes approved by: 7-- Tim Trigg, resident Dr. John Hennette, Vice President Cit u^ /t61,1t I CZ u tee., cA.Q.) Cathy MerrelKiSecretary Jo a Muncie 46110 GREENCASTLE PARKS & RECREATION DEPARTMENT (204) ACCOUNTS PAYABLE VOUCHER DOCKET • November 5, 2020 VENDOR DESCRIPTION AMOUNT Baker's Septic Service Park port-a-let service 162.00 Black Lumber Company, Inc. Treated lumber and plywood 126.42 Butler's LP & Fertilizer Straw bales and fabric matt staples 143.00 Card Services Expenditures 394.30 • Recreation Programs $159.28 • Park maintenance $235.02 Criss Construction Park house—replace front door and light 980.00 Don's Auto Repair Engine repairs, stabilizer bar& oil change 665.18 Endeavor Communications Pool alarm service 49.90 Headley Hardware Expenditures: 619.96 • Pool maintenance $ 24.24 • Park Maintenance $409.04 • Pollinator Garden $186.68 Horizon Business Center Report covers and sharpie pens 87.85 Humphrey's Outdoor Power Expenditures: Lawn mower repair parts 502.80 Humphrey's Outdoor Power Purchase Kubota zero-turn lawnmower 13,500.00 Linda Nichols Shelter Refund—COVID-19 Cancellation 50.00 NAPA Auto Parts Replacement light bulbs 18.99 National Recreation& Parks Association Annual NRPA membership 175.00 Neal Tire Oil change less credit 48.90 Pingleton Sawmill Robe-Ann Park—white oak border posts 240.00 Spear Corporation Winterization of Bob York Splash Pad 1,075.00 Wal-Mart Credit Card Expenditures 77.58 • Recreation Programs $ 5.44 • Park maintenance $72.14 York Chevrolet Buick 2014 Silverado Oil Changes 95.78 Total General Operation Expenses $19,012.66 (212) PARK NON-REVERTING SOFTBALL FUND Cory Huff Umpire 8 fall coed softball games 176.00 Indiana Amateur Softball Association Summer& Fall team registrations 330.00 Janie Briones Umpire 10 fall coed softball games 220.00 Lisa Porter Scorekeeper 9 fall softball games 94.50 Vicki Gibson Scorekeeper 6 fall softball games 60.00 Total Non-Reverting Softball Expenses $880.50 SPECIAL PARK PROJECTS FUND—AQUATICS CENTER HWC Engineering Invoices#9 & 11 —GAC Phase I & II 9,256.92 Total Special Park Projects—Aquatics Center $9,256.92 GRAND TOTAL MONTHLY EXPENSES $29,150.08 - Over - s 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$29,150.08 dated this 5th day of November, 2020. SIGNATURES OF GOVERNING BOARD Tim Trigg, President Cathy Merrell, ecretary 4t, t ip ,IF,,., k Dr. John ,nnette, le Preside Joa a Muncie • •