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Home My Public Portal AboutDecember 3 2020 Regular Session Greencastle Board of Park Commissioners #'► Minutes of the Regular Meeting Thursday, December 3, 2020 Present: President Tim Trigg, Secretary Cathy Merrell and Joanna Muncie Absent: Vice President Dr. John Hennette, Greencastle Community School Corporation liaison Brittany Labhart and Putnam County Public Library liaison David Taylor Also Present: (In-person) Banner Graphic Reporter Eric Bernsee, Assistant Director Chrysta Snellenberger and Parks & Recreation Director Rod Weinschenk (On-line) Mayor Bill Dory, 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 7:04 p.m. by Park Board President Tim Trigg. The meeting was held in the common council meeting room of Greencastle City Hall. Holiday Contests — Two challenges were held this year with the theme "What makes you think of Christmas?!" The winners from this year's holiday creation contests were announced. They were ... 1. Gingerbread House—The winners were; a. Family Division—The David Bault Family "Let it Snow!" b. Individual Division—Christian Snellenberger "A Minion Christmas!" 2. Brick-Mania (LEGO®) Construction—the winners were: a. 10 years & younger: Hollis Barcus "Santa& His Lead Elf" b. 11 years & older: Reece Wallace"Santa's Evening Visit!" Public Input& Special Park Use Requests - None Approval of Minutes Director R.Weinschenk presented minutes from the regular park board meeting held on Thursday, November 5, 2020. The minutes were accepted on a motion from J.Muncie, second by C.Merrell. All Ayes. Monthly Expenditures 1. Approval Final Billing From Graves Construction — R.Weinschenk explained that a final billing from Graves Construction was expected but not received at the time of the monthly meeting. The park board pre-approved the billing with HWC 1 representative Kyle Lueken's approval and authorizing park board president T.Trigg to sign the document on a motion from C.Merrell, second by J.Muncie. All Ayes. 2. Approval HWC Invoice #12 —On a motion from C.Merrell, second by J.Muncie the HWC invoice in the amount of$7,098.85 was approved. All Ayes. 3. Approval of Monthly Claims—The monthly claims and invoices were approved on a motion from J.Muncie, second by C.Merrell. All Ayes New Business 1. 2021 Regular Meeting Dates and Time Set — After short discussion, the park board elected to set their regular monthly meetings to the 1st Wednesday of each month in 2021 on a motion from J.Muncie, second by C.Merrell. All Ayes. 2. Next Regular Meeting — The next regular meeting of the Greencastle Board of Park Commissioner's meeting will be held on Wednesday, January 6th at 7:00 p.m. in Common Council Room of Greencastle City Hall. Old Business 1. Greencastle Aquatics Center a. BCMI - On-site preconstruction meetings have been held with Boyle Construction Management Inc. who will be completing the Phase II Exterior improvements to include the addition of shallow water spray features and the pumping system for those. Keys to the facility were handed out. b. Mammoth Construction — A preconstruction meeting was held on Wednesday, December 9th with Mammoth Construction who will be completing the Phase II Interior improvements to include 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. A meeting for an on-site walkthrough and to hand out keys has been scheduled the week of January 11 to 2. Big Walnut Sports Park Improvement Projects a. Baseball Parking Lot - Fuetz worked on the projects last month, but progress has stopped due to the closing of the area asphalt plants. b. Baseball Dugouts — After a review of the estimate from Feutz Contractors, we've decided to rebid the construction of six dugouts for the Greencastle Youth Baseball Program. 3. Mary Rogers Field Park — Some of the surrounding split-rail fence posts needed replaced just in time for park decorations to be installed. 4. Festival of Lights — This year's theme for our Greencastle Civic League's Festival of Lights "Winter Wonderland" has kept us busy preparing the park for the festivities. a. Preparing lights — We inspected the various light strings in our inventory to find the good and bad lights. b. Entry Way Tree — The Greencastle Public Works and Fire Departments helped light the pine tree at the entry way to Robe-Ann Park. Public 2 works was able to light all but the top 12-feet of the tree, while the fire department hung that with the their tower. c. Wire Decor—Donated to us a few years ago, we have inspected the wire decor in our inventory to replace old lights, changing them to LEDs. d. Kate Knahl — We have had a few organizational meetings and work sessions to hang, wrap and layout the various decorations proposed and made by the Greencastle Civic League volunteers. Kate Knahl has raised donations to pay for decor. e. Winter Farmer's Market — A Farmer's Winter Market will be held on Saturday, December 5th in the band shelter to kick off the Festival of Lights festivities. Director's Report 1. Adult Softball Program - Director R.Weinschenk reported that when all said and done, the net loss for the adult softball program in 2020 was approximately $39.45. 2. Youth Basketball and "My First Shot! Basketball — After a review of the registrations received for this year's Youth Basketball and "My First Shot!" Basketball Programs, the Youth Basketball Board made the recommendation to the park board not to hold this year's program. In review, the low registration was received due to the concerns of the COVID-19 pandemic. We are looking forward to next year's program. 3. Seasonal Pie Baking Contest — We drew 10 entries into this year's holiday Pie Baking Contest which was held on Friday, November 13th Three divisions were offered: Fruit Pie,Nut Pie and Pumpkin Pie. 4. Breakfast with the Grinch! - Scheduled for Saturday, December 12th, the Breakfast with the Grinch Program will be held 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. 5. P & E Model Railway - Our partnership continues with the Pacific & Eastern Model Railroad Club and the Putnam County Museum, with tours of the club's model railroad layout each Saturday from 10:00 a.m. to 2:00 p.m. The museum has invited the Pacific & Eastern Model Railroading Club to stay through mid- February and do ask that appointments be scheduled to view the railway. Pickleball Court Nets Dr. J.Hennette asked if and when the Pickleball nets will be taken down for the season. Because of its popularity, Director R.Weinschenk stated the nets will stay up as long as the weather is nice and taken down when he snow flies. Next Regular Meeting Director R.Weinschenk reminded everyone that the next regular meeting of the Greencastle Board of Park Commissioner's meeting will be held the first Wednesday of the month, January 6th, 2021 at 7:00 p.m.. S 3 Adjournment The monthly park board meeting was adjourned at 7:27 p.m. on a motion from C.Merrell, second by J.Muncie. All Ayes Minutes respectfully submitted by: Roderick M. Weinschenk, Director Greencastle Parks & Recreation Department Minutes approved by: Tim Tri Presid / President � Dr. Jo Hennett ice Presi ent Cathy Me 11, Secretary Joanna Muncie 40 40 4 GREENCASTLE PARKS & RECREATION DEPARTMENT (204) ACCOUNTS PAYABLE VOUCHER DOCKET • December 3, 2020 VENDOR DESCRIPTION AMOUNT AA Huber& Sons, Inc. Winterize BWSP & GAC 908.65 Baker's Septic Service BWSP & Jaycee Parks port-a-let service 162.00 Black Lumber Company, Inc. Treated lumber and plywood 59.12 Endeavor Communications Monthly alarm services for pool 49.90 Headley Hardware Expenditures: 685.64 • Chemical Supplies $114.57 • Facility Maintenance $571.07 Putnam County Comprehensive Services Joe's park maintenance services 1,747.50 3 Kings Electric Replace lights on Pickleball/Tennis Courts 575.00 Total General Operation Expenses $4,187.81 (212) PARK NON-REVERTING SOFTBALL FUND Cory Huff Umpire 9 fall coed softball games 198.00 Janie Briones Umpire 8 fall coed softball games 176.00 Lisa Porter Scorekeeper 15 fall softball games 157.50 Total Non-Reverting Softball Expenses $531.50 • DONATION LINE FUNDED EXPENSES Wal-Mart Credit Card Pollinator Garden Project Expenses 23.56 Total Donation Line Funded Expenses $23.56 SPECIAL PARK PROJECTS FUND—AQUATICS CENTER HWC Engineering Invoices#12—GAC Phase I & II 7,098.85 Total Special Park Projects—Aquatics Center $7,098.85 GRAND TOTAL MONTHLY EXPENSES $11,841.72 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$11,841.72 dated this 3rd day of December, 2020. SIGNATURES OF GOVERNING BOARD Tim Trigg, ident Cathy Merrell; Secretary //1,?Dr. John Hennette, Vice President Jo a Muncie