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HomeMy Public PortalAboutMay 3 2018 Regular Session Greencastle Board of Park Commissioners Minutes of the Regular Meeting Thursday, May 3, 2018 Present: President Tim Trigg, Vice President Dr. John Hennette, Secretary Cathy Merrell, Community School Corporation liaison Michael Scott and City Council liaison Steve Fields Absent: Beva Miller, Putnam County Public Library liaison David Taylor Also Present: Carr 5k organizer Julie Carr, Beth Belford Mill Creek West Elementary PTO, Putnam County Hospital 5K organizer Hanna Cline, Eric Bernsee - Banner Graphic, Mayor Bill Dory, Park Maintenance Supervisor David Bault& Parks & Recreation Director Rod Weinschenk Call to Order The regular meeting of the Board of Park Commissioners was called to order at 7:40 p.m. by President Tim Trigg in the City Council room of Greencastle City Hall. Public Input—None 1. Keith Carr Memorial 5K — Mrs. Julie Carr was present and gave an updae in regards to the Saturday, June 9th Keith Carr 5K Run. ® 2. Kinetic Change Exercise Equipment - Mrs. Julie Carr was present and requested permission to investigate some adult exercise equipment for the pathway around Big Walnut Sports Park. The board thought that would be a good idea and asked to look into it on a motion from J.Hennette, second by C.Merrell. All Ayes. Approval of Minutes — Director R.Weinschenk presented minutes from the regular meeting held on Thursday, April 5, 2018. The minutes were accepted on a motion from C.Merrell, second by J.Hennette. All Ayes. Approval of Monthly Claims & Invoices - Director R.Weinschenk presented the monthly claims and invoices to the board. On a motion from J.Hennette, second by C.Merrell the monthly claims were approved as presented. All Ayes. Special Request 1. Beth Belford Mill Creek West Elementary PTO —was present to request some donation for their fundraiser. She paid many compliments in regards to the Greencastle Aquatics Center in that it is "affordable", "cheap to attend", "your concessions are the cheapest around", and "nice bathrooms". The board issued her a Family Season Pass for 4 People and 10—one day passes for four people on a motion from C.Merrell, second by J.Hennette. All Ayes. 3. Putnam County Hospital 5K—Hanna Cline was present to request permission to use the pathway around Big Walnut Sports Park for their annual Putnam County 1 Hospital 5K. On a motion from J.Hennette, second by C.Merrell the request was approved. All Ayes. 2. Time With The Teachers — A letter of request was presented from park board member Beva Miller for a donation for Time With the Teachers Program held at Ridpath Elementary School. The board approved 10 — one day passes for four people on a motion from C.Merrell, second by J.Hennette. All Ayes. 4. Mental Health America — was present to request donations for their event, so following suit, the park board approved 10 — one day passes for four people on a motion from J.Hennette, second by C.Merrell. All Ayes. Walter & Eleanor Ballard Family Park - Director R.Weinschenk gave an update on the donation of Ballard Family Park. Cathy Merrell, who was present at the signing, stated the documents were signed with pens made form a walnut tree from one of the family trees. As soon as the summer preparations for the parks are complete, we will begin on plans for the development of the new park. Seasonal Employees — The list of summer part-time seasonal workers was approved by the park board on a motion from C.Merrell, second by J.Hennette. All Ayes. Director's Report 1. Bob Flanigan Bandshell — We not only broke ground on this project, but with the fair weather, we are proceeding very well on construction. You can see it taking • shape as they progress. . 2. Heartland Tennis/Pickle Ball Courts a. Signage - The Heartland Tennis & Pickleball Courts sign was installed at the Robe-Ann Park courts. b. Middle School — the middle school will be using the courts for their intramural tennis program. 3. Volunteers — We continue to utilize volunteer help as much as possible receiving help from ... a. Putnam County Comprehensive Services — members from PCCS helped up plant our Earth Day and Arbor Day trees on Friday, April 27 (Arbor Day) at Big Walnut Sports Park. We planted 3 Crimson King Maples, 1 Regal Oak, 1 Tortured Willow, 2 Norway Spruce trees, and 2 white pines. We also planted a Norway Spruce in front of the Daughters of the American Revolution Log Cabin in Robe-Ann Park. b. Latter Day Saints — The young missionaries from the Mormon Church of Jesus Christ Latter Day Saints have volunteered to help us clean-up of the Greencastle Aquatics Center. c. Bonner Scholar 1) Meagan Khan — Meagan Khan, who is in her final semester at DePauw University, closed her work with us by organizing a pottery class and art show in partnership with DePauw University art department. She graduates this week. 2) Whitney Weinschenk — Bonner Scholar Whitney Weinschenk has • volunteered this semester helping with a variety of duties. 2 t • • • • A 1 • 4. Greencastle Aquatics CenterBobYork Splash Park a. Pool Opening Day — Saturday, May 26th - We are preparing the Greencastle Aquatics Center for our upcoming Saturday, May 26th opening. b. Splash Park opening — We should be ready to open by midweek of next week. Recreation Programs 1. Adult Softball Programs - "Let's Play Ball!" I think Mother Nature has finally realized it's time for the spring season, so we're issuing a call for softball! Men's and Women's Slow-Pitch Softball Leagues begin around Memorial. 2. Pacific& Eastern Model Railroad Club—Working through Putnam County Museum board member David Zeiner and Museum Director Lisa Mock, the P & E is has set up a temporary display in the community room of the Putnam County Museum. Working with these two organizations should provide some programming opportunities later this fall and winter. Stop in and tour the layout on Saturdays from 10:00-2:00 p.m. at the Putnam County Museum to learn why model railroading is called, "The World's Greatest Hobby!" Next Meeting The next regular meeting of the Greencastle Board of Park Commissioners will be held on Thursday evening, June 7, 2018 at 7:30 p.m. in Greencastle City Hall. Adjournment • On a motion from C.Merrell, second by B.Miller, the park board meeting was adjourned at 8:15 p.m. All Ayes. Minutes respectfully submitted by: .o Roderick M. Weinschenk, Director Greencastle Parks & Recreation Department Minutes approved by: Tim Tn ; a ident Dr. • Henn,; e, Vice President IMaidb Cathy Merr 1, Secretary Beva Miller • 3 SEASONAL PERSONNEL POLICIES Hiring Policy The City of Greencastle and the Greencastle Parks & Recreation Department is an Equal Opportunity Employer, which does not discriminate on the basis of race, color, religion, sex, national origin, disability, age or other unlawful bias. The department hires all employees solely on an individual's ability to perform the required job skills and his/her willingness to learn and improve such skills. Change of Address If at any time your address changes, contact your supervisor immediately. You will need to fill out new forms to ensure you receive your paychecks and W-2 forms. Writing the new address on your timesheet or card will not change your address! Hours of Work The hours of work, including the work shift for employees, is established by the aquatics manager, an employees direct supervisor, and approved by the Director of Parks & Recreation. All employees working an 8-hour day, will have an unpaid lunch period. The time of day that "lunch" is taken will depend on the department's and employee's responsibilities and as designated by their supervisor. Timecards Timecards will be used everyday when personnel clock in, and again when they leave. Personnel will not be allowed to clock in or out, unless permission is granted by their supervisor. At the end of the pay period, the information from the time cards will be transferred to the payroll sheet. Pay Periods Pay periods will end every other Friday, with the following Friday being "Pay Day". All "Paychecks" will be automatically deposited within a "Savings" or "Checking" accounts, with payroll stubs being available for pick up by the Parks & Recreation Department on Friday morning and be available to the employees later that same day at the aquatics center for aquatics staff and the parks department office for all others. In the case of inclement weather and the pool is not open, the payroll stubs may be picked up at the Parks & Recreation Department, and if not picked up by closing time on Friday, it will be mailed. Breaks There are three breaks that you may hear at the aquatics center; 1. "Please clear the pool for a short break ..." a. This describes the time to clear our young patrons from the pool, so we may complete a pool check and allow those patrons 18 years and older to use the pool, without our young patrons. In reality, we want our young patrons to use the restrooms and enjoy our services at the concessions stand. b. This is not a break time for employees. In reality, it is quite the opposite, due to the fact that all young patrons are out of the pool. Key areas, like the baby pool, restrooms, corner blind spots, and concession area need to be supervised at all times by the lifeguard staff not guarding the pool. 2. Odd jobs—This is not a break time for employees. It is not the time to eat lunch, snack or talk to visitors. It is an opportunity to complete tasks as assigned by the manager, while out of the sun. 3. Employee Breaks — All employees working a regularly scheduled day of eight (8) hours or longer—may take an early break(prior to lunch) and late break(after lunch), each ten (10) minutes in length. Break times will be at the discretion of the supervisor or person designated by the supervisor. Break times are paid, however, no accumulation of break time is allowed. Note: There may be days when circumstances prevent the taking of breaks. Extended Time Off All staff members have been hired for the entire summer season, May 13, 2013 until August 12, 2013, with a possibility of special hours held following the regular season. Unless already discussed with the pool manager no requests for extended time off is expected. The following requests will be honored as long as it is received prior to the affected dates posting: ❑ Family Vacations ❑ High School Endorsed Activities, i.e. Sports Camps &Trips ❑ 4-H Activities, in conjunction with the Putnam County 4-H Fair ❑ College(Please work as long as you can up to your start date) Those people leaving prior to the end of the season and without two weeks notice may not be considered for reemployment in the future. Time Off Occasional time off will be granted as needed; however, continual requests for time off will be grounds for dismissal. All staff members will be personally responsible for securing a substitute for their scheduled shifts. Your manager is not responsible for finding a substitute for you — you must do this for yourself. If you cannot find a substitute,you will be expected to report to work. Reporting to Work When reporting to work, you are expected to be on site and ready to go to work prior to your posted start time. Once permission is granted from your supervisor, you may punch in. Clocking Out When your shift is over, all assigned duties are complete, and with your supervisor's permission you may clock out. Do not punch out without notifying your supervisor. Tardiness If you are scheduled to begin work at 11:00 a.m. punching in later than that is considered tardy. Repeatedly reporting to work late will not be tolerated. If you are going to be late, please call your supervisor. Consequences for tardiness: El First time Verbal Warning (in writing) ❑ Second time Written Warning ❑ Third time Dismissal—"Three strikes your out!" Sickness Avoid this problem by staying in shape and healthy. Remember working outdoors in the sun and under stress is hard on the body; adjust your lifestyles accordingly to help compensate for this. If you are unable to work, call your supervisor as soon as you know —preferably four hours prior to your shift. When calling in sick, you will be responsible for fording a substitute. Once a substitute is found, please contact your supervisor, so they are aware of the change. Don't wait until the last minute hoping you will feel better. It is better to be safe, than risk confusion and create problems. Repeated sick leave may result in suspension and/or dismissal. Unexcused Absences Unexcused absences occur when you fail to notify your supervisor that you will be unable to report to work to cover your shift or your absence is unapproved. If you are absent from work for three consecutive days with an unexcused absence or without notification,you will be considered to have voluntarily quit. Consequences for tardiness: ❑ First time Verbal (in writing) Warning El Second time Written Warning ❑ Third time Dismissal—"Three strikes your out!" Staff Meetings Staff meetings are called when needed; therefore attendance is mandatory. You may be excused by contacting your manager prior to the start of the meeting, and only for valid reasons — sick, family vacations, high school endorsed activities - i.e. sports camps & trips, 4-H activities in conjunction with the Putnam County 4-H Fair and college. Consequences for missing a mandatory training: ❑ First time Verbal (in writing) Warning ❑ Second time Written Warning El Third time Dismissal—"Three strikes your out!" Visitors Visitors, friends or relatives are not allowed to visit staff members during working hours. In the case of lifeguards, under no circumstances will a visitor be allowed on the pool deck while you are on duty. You are welcome to talk to your visitors during your break, but are encouraged to not stand in the area of traffic, or in the case of lifeguards, at the main desk. Remember, keep it professional! Inclement Weather If the weather is questionable, do not assume you will not be working. Place a call to your supervisor for more information. Please note that a message will be left on the answering machine located at the Greencastle Aquatics Center. At times of low participation and/or inclement weather, you may be asked to perform maintenance duties (pool and/or park maintenance) and/or either arrive early or work late. Appearance Staff members will present themselves in appropriate attire for the position they hold. In most cases, you will be given uniform t-shirts. If not, articles of clothing that may appear offensive to some patrons are prohibited. These would include items with inappropriate slogans, sponsor or messages (i.e. Alcohol, cigarettes, or satanic/cult symbols). Cell Phones,Radios,Musical Instruments, or Other Distractions Cell phones, radios (ipods), musical instruments, or other distractions that could interfere with or impair efficiency will not be allowed in the pool area while on duty. Suggestion: Leave them in your car. Telephone The telephone at the aquatics center is intended for business or emergency use only. Use of the telephone by patron or personnel members will be limited. If someone calls for a patron or employee, a message will be taken that may be passed on to the individual. Lost and Found All lost and found articles must be dated and turned into the manager to be placed in the "lost and found" area. No one will be allowed to claim these for personal use. If an article is not claimed within two weeks of being found, it will be donated to Goodwill. Evaluations Each staff member will be evaluated mid-season and at the end of the season. Evaluations are a helpful tool to help make a better staff team and program. Your candid opinion will be asked for, along with your acceptance of criticism and praise in your personal evaluation. Your evaluation will be shared with you in a private conference and filed in your personnel file. Grievances Avoid problems by dealing with them as they arise. Do not allow small things to accumulate into big conflicts. If you feel you have had a major problem come up, immediately contact your supervisor. If you do not get an affective result, a meeting will be set with you,your supervisor and the Director of Parks &Recreation. If you still feel your grievance has not been solved, you can request a meeting with the Board of Park Commissioners,the Director of Parks &Recreation,the aquatics manager, along with yourself. Remember, your questions, comments, concerns and ideas are always welcome.