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Home My Public Portal AboutMay 27 2021 Special Session kt 41‘ Greencastle Board of Park Commissioners Minutes of the Special Meeting Thursday, May 27, 2021 Present: President Cathy Merrell, Vice President Tim Trigg, Secretary Joanna Muncie and Pete Meyer Absent: Greencastle Community School Corporation liaison Brittany Labhart and Putnam County Public Library liaison David Taylor Also Present: Mayor Bill Dory, City Clerk Treasurer Lynda Dunbar, Whitney Weinschenk, Putnam County Special Olympics Coordinator Anita Edenfield, Banner Graphic Reporter Eric Bernsee, Park Maintenance Supervisor David Bault, Assistant Director Chrysta Snellenberger, and Parks & Recreation Director Rod Weinschenk Call to Order The special meeting of the City of Greencastle Board of Park Commissioners was called to order on Thursday, May 27, 2021 at 7:00 p.m. by Park Board President Cathy Merrell. The meeting was held in the common council meeting room of Greencastle City Hall. Land and Water Conservation Fund Grant Application • Discussion of the application for Land and Water Conservation Fund Grant monies for Robe-Ann Park Improvement Project began with discussion led by Director R.Weinschenk. He covered the information packet given to each board member. 1. Robe-Ann Park Centennial — He explained that Robe-Ann Park was donated to the City of Greencastle on August 3, 1928 making the park 93-years old. The park will be 100-years old in 2028 and receiving a grant like this will be an enormous shot in the arm in preparation for a centennial celebration. 2. Master Plan Visual—A color rendering of the suggested improvements to Robe- Ann Park, which was designed as part of the 2018-2022 Master Plan was passed out. Director R.Weinschenk pointed out the circular drive which was proposed and how that would benefit traffic flow and a Festival of Light activity during the holidays. 3. Project Map — A project map created by the city's engineer, Civil Engineering Consultants, Greencastle was passed out. The project map outlined the Redevelopment Commission's planned improvements to the administration parking lot, southern walkway, skatepark parking and the Greencastle Aquatics Center parking lot improvements which will take place after the pool closes for the season. Director R.Weinschenk then discussed the improvements to be included in this grant application—see list below. 4. Project Description — Director R.Weinschenk covered the project description which covered the history and amenities of Robe-Ann Park, the 2018-2022 Greencastle Parks and Recreation Department Master Plan, and then covered each • 1 of the separate individual projects included in the application and their project costs. a. Reconnect the road to create a circular drive $140,000.00 b. Road, access routes, drainage, curbs and ADA ramps $106,300.00 c. Reconfigure parking north of softball field $282,200.00 d. Create festival plaza near Shelter#1 $255,000.00 e. Address ADA compliance at Shelters #1, 5 and ballfield $ 7,500.00 f. Electrical capacity for holiday and future lighting $ 15,000.00 g. Construct Bocce Ball courts and benches $ 13,540.00 h. Central restroom facility upgrades $ 49,440.00 i. Permanent corn-toss boards $ 2,000.00 j. Alternative energy source—solar powered roof vents $ 3,500.00 k. Add two small picnic shelters next to playground $ 25,500.00 Project Sub-Total $900,000.00 Engineering Fees and Bidding Costs $100,000.00 Project Grand Total $1,000.000.00 Public Input Following the description of the project, comments were taken from members of the audience. 1. L.Dunbar, Inquiry — In the creation of the festival plaza, will there be extra electrical and water hookups for the vendors? Discussion included extra electrical hookups were planned, however water had not been. We will investigate the possibility of including water hookups pulling water from the restroom facility. 2. B.Dory Mayor, Inquiry — looking at the application budget, it is set at exactly $1,000,000.00. Would it look better if we were over budget? Discussion included, that the LWCF Grant will only match up to $500,000.00, so $1,000,000.00 is the budget. It was also noted that the creation of another parking lot, parking and sidewalks were eliminated from the proposal because they totaled approximately $203,500.00, totaling $1,203,500.00, bringing the project back to $1,000,000.00. 3. P.Meyer, Inquiry—Where will the park department get the $500,000.00 match? Discussion included statements from both Mayor B.Dory, City Clerk Treasurer L.Dunbar. Approximately $475,000.00 is remains from the park bond taken out in 2019, prior to COVID-19. The remaining $25,000.00 match will be funded from other city sources that may include RDC, EDIT or Riverboat monies. 4. P.Meyer, Inquiry—Asked where the raised speed zone restrictions were located. Discussion included a response from Director R.Weinschenk that there will be three of them with the locations pointed out on the project map. 5. A.Edenfield, Putnam County Special Olympics Coordinator, Statement - informed the park board that Special Olympics offer contests in both Bocce and Corn-Toss and Putnam County Comprehensive Services has teams participating in both sports. She appreciated the inclusion of these two facilities. 11111 6. D.Bault, Inquiry — Will there be lighting included within the park? It was explained that we do have light posts in storage that were donated by DePauw University when new lamp posts were placed throughout campus. At this time, conduit for the future growth of the holiday Festival of Lights event and these posts outside of the LWCF grant request. 7. C.Merrell, Inquiry — If the lights are installed after the concrete is laid during the LWCF grant will it need to be tore up later to install lights? Discussion included that the LWCF project includes preparation for future lighting and our Festival of Lights celebration with the placement of conduit. It was stated that funding was not available for that improvement for this grant. 8. L.Dunbar, City Clerk Treasurer, Statement — She felt there would be a major safety concern if lights weren't installed and agreed that we should look into reusing the lamp posts. Discussion included that the LWCF will place conduit, and a further examination of the city's budget to replace the current security light posts and overhead wiring with the aggregate lamp posts alongside the project. Director R.Weinschenk also stated the lamp posts could be retrofitted to hold holiday decorations. 9. L.Dunbar, City Clerk Treasurer, Statement — She felt that when we complete the lamp post project, we should look into placing security cameras in the park to help deter vandalism. 10. P.Meyer, Inquiry — How much would it be to add the lighting proposal to this grant request. Discussion included an estimate from Mayor B.Dory that to retrofit the lamp 4111 posts cold cost anywhere between $100,000.00 to $300,000.00, by itself Mayor B.Dory stated that we will examine the budgets to see if we can schedule this improvement outside of the LWCF grant, but work alongside the project during construction. Resolution #2022-5/27 1. Resolution - After the conclusion of the Public Input session and with no further discussion, Director R.Weinschenk read Resolution#2022-5/27 and reiterated that the City of Greencastle is applying for federally funded Land and Water Conservation Fund Grant administered by the State of Indiana Department of Natural Resources. 2. Signature Pages — Director R.Weinschenk discussed the various forms and the needed signatures. 3. Motion - On a motion from T.Trigg, second by J.Muncie, the park, board approved the LWCF grant application and gave park board president C.Merrell authorization to sign any required documents. All Ayes. Miscellaneous 1. Fall Park Improvements — Mayor B.Dory informed the park board that the Redevelopment Commission approved $40,000.00 to hire CEC (Civil Engineering Consultants) to draft documents for the improvements to the park administration building and the aquatics center parking lots and some access 3 r' routes along the south side of Robe-Ann Park to be completed later this year as a precursor to the LWCF project. 2. Delayed Pool Opening - E.Bernsee, Banner Graphic Newspaper, inquired into the reasons for the delayed opening of the Greencastle Aquatics Center. It was explained that we currently have 17 of the planned 22 lifeguards hired and 13 of the 17 are either graduating high school, college, are siblings of graduating students who will be tied up with either the ceremonies or graduation parties, instead opening on Saturday, we will open on Memorial Day Monday, May 31 at 11:00 a.m. for adult lap, 12:00 Noon for Open Swim. 3. Sunscreen Project- W.Weinschenk, recent DePauw University Graduate, asked if the park board was interested in placing sunscreen dispensers around the park system. She has been in contact with the Putnam County Hospital and its Cancer Center who will fund the dispensers and refills if the parks department will maintain them. The park board loved the sunscreen idea. 4. Pool Employee Training - Assistant Director C.Snellenberger informed the board that her summer personnel impressed her during their first training session held the afternoon. She is especially impressed with the two Assistant Managers who are recent graduates from DePauw and Wabash Universities. The park board was glad to hear it. 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, June 2, 2021 at 7:00 p.m. III Adjournment The special park board meeting adjourned at 7:35 p.m. on a motion from T.Trigg, second by P.Meyer. All Ayes Minutes respectfully submitted by: , Roderick M. Weinschenk, Director Greencastle Parks & Recreation Department Minutes approved by: ./- >%% � i ,„i CathyMerrellCit;thi resident Tim Trigg, 7 is President , (., 1�,h,+1. , V LI M l'' 4 Jo a Muncie, Secretary e 4