HomeMy Public PortalAboutNovember 1 2018 Regular Session Greencastle Board of Park Commissioners
Minutes of the Regular Meeting
Thursday, November 1, 2018
Present: Vice President Dr. John Hennette, Secretary Cathy Merrell, Beva Miller,
City Council liaison Steve Fields
Absent: President Tim Trigg, Putnam County Public Library liaison David
Taylor, Greencastle Community School Corporation liaison(Vacant)
Also Present: Abby Carpenter — WGRE DePauw University, Eric Bernsee - Banner
Graphic, and Parks & Recreation Director Rod Weinschenk
Call to Order
In the absence of President T.Trigg and since he was ill, Vice President J.Hennette asked
Past President B.Miller to preside over the meeting. She called the regular meeting of the
Board of Park Commissioners to order 7:48 p.m. in the City Council Room in City Hall.
Approval of Minutes — Director R.Weinschenk presented minutes from the regular
meeting held on Monday, October 8, 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. All Ayes.
Personnel
1. Job Postings - the Assistant Director's position has been posted on the Indiana
Parks & Recreation Association website, as well as submitted to Indiana State
University career center. Deadline for application has been set for Thursday,
November 15th
2. Applications received — Within a few days of posting, we've already received
applications.
3. Interview Committee — following November 15th an interview committee will
consist of two members of the park board and the parks director.
New Business
1. GCL & FOTP Meeting — Director R.Weinschenk reviewed a meeting he
attended between the Greencastle Civic League and the Friends of the Park
community organizations. Discussion included past, current and future projects.
In regards to all, communication is the key.
2. Drive-In-Movie—After two cancellations, the rescheduled Drive-In-Movie held
at Big Walnut Sports Park drew 14 cars averaging 5 people each. Concessions
went well and were manned by three DePauw Bonner Scholars. In speaking
• with Big Bounce Fun House we would like to expand on this project in 2019.
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3. 2019 FY Budget
• a. Pool Revenues vs Expenses — Director R.Weinschenk reported he has
been asked by a council member to address the topic of pool revenues
versus expenses at the next city council meeting scheduled for November
8tn
b. What do pool users want? - City council liaison S.Fields wondered if it
would be possible to poll pool users as to what they are looking for in a
summer pool experience.
It was pointed out that we asked that while preparing our last 5-
year master plan.
c. Cell phones — Banner Graphic representative Eric Bernsee pointed out
how society has changed and he attributes a decline in attendance to the
fact that today's kids don't need a community swimming pool to meet,
hang out or talk to their friends over the summer months like we grew up
with. Today's youth have instant contact any time of the day through
their cell phones.
d. Subcommittee — the board established a budget subcommittee made up
of board members J.Hennette, C.Merrell and director R.Weinschenk to
discuss the 2019 fiscal year budget and ways to decrease the differences
between the revenues and expenses at the aquatics center.
4. Game Night — Director Weinschenk polled the board as to their favorite board
games in preparation for Monday's game night. Suggestions included UNO and
Yahtze.
5. Stephanie Hunter Memorial — B.Miller reported that community member and
park advocate Stephanie Hunter passed away this past week and a memorial has
been established through A Kinetic Change that will target playground
equipment at Big Walnut Sports Park. She will be missed.
Old Business
1. Halloween Extravaganza — three events were held Revenge of Frankenstein,
Pumpkin Carving Contest, and Hunt for the Great Pumpkin. We will rethink these
for 2019. Director R.Weinschenk stated he was very grateful that Erin Ray stayed
through these programs and appreciated her help.
2. Youth Basketball- Registration is open with a deadline of November 26tn
3. MO h First Shot! Basketball - Registration is now open with a deadline of November
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4. Model Railroading 101 - November is Model Railroading Month and in partnership
with the Putnam County Museum and Pacific & Eastern Model Railroading Club we
will be holding a "how to ..." class introducing participants to the basics of model
railroading. This program includes a model train car, model building, train track and
supplies to detail a module which can be taken home afterwards. This program will
follow the Boy Scouts of America Railroading Merit Badge book.
Next Meeting
December - It was noted that the December regular meeting of the Greencastle Board of
4111 Park Commissioners will be held on Thursday evening, December 6, 2018 in Greencastle
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City Hall and begin with the judging of our annual Holiday Contests at 7:15 p.m. Awards
11111 and the regular meeting will start at 7:30 p.m..
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Adjournment
On a motion from C.Merrell, second by B.Miller, the park board meeting was adjourned
at 8:37 p.m. All Ayes.
Minutes respectfully submitted by:
Roderick M. Weinschenk, Director
Greencastle Parks & Recreation Department
Minutes approved by:
/14 "--(51
Tim Trigg, President Dr. o e e, Vice President
Cathy Merrell, Secretary Beva Miller
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GREENCASTLE PARKS & RECREATION DEPARTMENT
(204) ACCOUNTS PAYABLE VOUCHER DOCKET
November 1, 2018
ID
VENDOR DESCRIPTION AMOUNT
Baker's Septic Services, Inc. BWSP &Jaycee Park Portalet service 142.00
Black Lumber Company, Inc. 4 x 4 posts for Campus Link Trail 114.90
Card Services Recreation supplies: Great pumpkin candy 60.78
Greencastle Offset Printing 5,000 Fall & Winter Program Guides 2,247.00
Headley Hardware Park maintenance supplies 52.42
Horizon Business Center Office supplies—colored paper 41.97
Humphrey's Outdoor Power, Inc. Repair Parts—mowers 1,184.89
Humphrey's Outdoor Power. Inc. Repair parts—mowers 292.20
Jesse Scroggin Refund shelter reservation 40.00
National Enertainment, Inc Recreation suppolies - Harvest Eggs 240.00
Orkin Parkhouse—recurring pest service 99.96
Spear Corporation Pool test kit chemicals& winterization 1,051.75
Wal-Mart Credit Card Expenditures: 49.20
• Recreation supplies 37.80
• Park maintenance supplies 11.40
Total General Operation Expenses $5,617.07
(212) PARK NON-REVERTING SOFTBALL FUND
• Brad Nobles Umpire Coed Softball— 12 games 264.00
Chris Huff Umpire Coed Softball— 10 games 220.00
Flying W Awards Summer& Fall Coed softball awards 257.25
Lisa Porter Scorekeeper coed softball— 16 games 160.00
Phil 0-Neal Umpire coed softball—6 games 132.00
Vicki Gibson Scorekeeper coed softball—6 games 60.00
Walmart Softball concession stand supplies 58.64
Total Non-Reverting Softball Expenses $1,151.89
GRAND TOTAL MONTHLY EXPENSES $6,768.96
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$6,768.96 dated this 1st day of November, 2018.
SIGNATURES OF GOVERNING BOARD
AALet_
Tim Trig , Pr sid nt Cathy Merrell ecretary
Dr. Jo t tt Vice President Beva Miller
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Greencastle Aquatics Center
Draft — November 7, 2018
Pool Suggestions
• Keep an accurate daily attendance count!
o Keep track of pass usage.
• Keep the $5.00 entry fee for 2019.
o Only consider raising the fee if the pool house/locker rooms are remodeled and
an additional attraction is added to the facility.
• Extend hours of operation
o Specifically lap swim — instead of holding this from 11:00 am to Noon on
Tuesday, Thursday, and Saturday, the lap swim hours should be Monday—
Friday from 7:00 am until 11:00 am and on Saturday and Sunday from 9:00 am
to Noon.
• Only one or two guards are needed for lap swim.
• Develop a lap swim pass.
• Consider"Twilight Hours" instead of Family Swim
o Take away the idea of Family Swim — use this as twilight hours and lower the
admission fee from $5.00 to $3.00. Twilight Swim would begin at 5:00 p.m.
daily and end at 7:00 p.m., the normal pool closing time.
• Consider additional pool amenities.
o At this time, an additional 1 meter diving board could be added for 2019.
o Other examples include a plunge slide in the deep end, lazy river, etc.
• Slide examples: https://srsmith.com/en-us/products/pool-slides/vortex/
or https://www.vortex-intl.com/product/219/dropslides
or https://www.vortex-intl.com/product/224/family-slides
• Spear Corporation estimates $189,000 to $193,000 for slide
installation.
• Spear Corporation estimates $2 million for a 200 foot lazy river.
• Waterwalk —45 feet with floatable/cargo net/anchor poles —
• (waiting on an estimate)
• Add additional deck amenities.
o More tables and chairs for the deck.
• Order no later than April 15.
o More umbrellas for extra shade.
• Order no later than April 15.
o Check on using EDIT funds in support of additional amenities.
• Check on overall condition of existing slide, stairs and structure. Refurbish as required.
Events
• Eliminate "Dive-In Movie Night" —costs far exceed any benefit.
Aquatic Center Building Improvements
• Lockers need to be replaced.
o Look at locker banks on wheels that could be placed on the deck.
o Consider use of EDIT funds for new lockers.
• Floors need to be reworked — replace with polished concrete or an epoxy coating.
o Finish needs to hold up to water and pool chemicals and must be non-slip.
o Check floor in splash park restroom —floor is slippery when wet.
• Partitions in the bathrooms need to be replaced.
• Walls and ceilings need to be painted.
• Provide changing tables in restrooms.
• Provide a nursing room for new moms.
• Fences around the facility need to be reworked.
o Board fence near concession stand needs to be stained or replaced.
o Chain link fence needs to be repaired.
• Entry doors need to be replaced and swing needs to allow for proper exiting.
• Shower areas need to be reconsidered.
o Consider private and family changing rooms.
■ Provide for supervision from the front desk.
• Bicycle racks need to be reworked and powder coated.
• Adjust fencing between the pool and splash park to allow for rental of one or more of the
shelters.
• Landscaping areas, curbs, etc., in the parking lot need to be repaired and updated for
ease of maintenance.
Administration
• Conduct some basic market research to see what other aquatic centers are doing to
increase revenue and to serve their communities.
• Review agreements on the Splash Park in regard to admissions and costs of operations.
o Free prior to and after pool is open?
o Part of pool admission during pool season?
• Coordinate pricing and service options on RecDesk with the Square.
• Use Rec Desk information for targeted marketing and promotions.
o Promotion of pool passes— pre-season sales, gifts, etc.
o E-mail invitations on "hot" days.
o Market birthday party option.
o Market swim lessons.
• Consider allowing 10 and older kids to not have a parent present.
• More marketing!
o Reach out to Tots Time and others for programs.
o Develop a strategy and guidelines for issuing pool passes for local fundraisers.
• Develop partnerships with local schools in regard to swim lessons.
o Is the Parks Department the best organization/location for swim lessons?
o Develop partnerships with other groups for lesson packages —such as scouts,
other youth groups, church groups, etc.
• Adjust job descriptions to include/increase awareness of maintenance responsibilities.
• Review operating costs of private pool parties.
o Set pricing to cover costs of operation.
o Add concession stand option to private pool parties.
• Require a non-refundable deposit for private pool parties and shelter rentals.
• Increase sales of birthday party event.
o Market birthday party option using RecDesk data.
o Price out birthday party options to insure cost is covered.
Concessions
• Initial Goal: Break even on concessions.
o Costs of goods + share of utilities + cost and overhead of personnel should be
less than or equal to revenue.
• Line up a better management team with food service/concessions experience.
• Look at other options for concessions offerings:
o Lease stand to another operator.
o Discuss options with PC Comprehensive Services.
o Consider vending machines operated by the city.
o Consider vending machines operated by another entity under lease/agreement.
• Cost out each menu offering — both product and labor.
o Manage portion sizes.
o Limit menu offerings and inventory.
o Complete menu work no later than April 30. (Offerings, pricing, portion size)
o Identify best suppliers including local Krogers and Wal-Mart.
o Monitor and adjust during the pool season.
o Consider partnerships with local restaurants — pizza day, sub day, etc.
• Revisit the softball concessions —do sales cover product and personnel costs?
o Consider other partnerships, vending machines, etc.
o Allow league(s) to operate their own concessions?
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