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Home My Public Portal AboutFebruary 5 2015 Regular Session Greencastle Board of Park Commissioners Minutes of the Regular Monthly Meeting Thursday, February 5, 2015 Present: President Dr. John Hennette, Vice President Tim Trigg, Secretary Beva Miller, Cathy Merrell Absent: Greencastle Community School Corporation liaison Wayne Lewis and Greencastle City Council liaison Phyllis Rokicki Also Present: Eric Bernsee — Banner Graphic, Cammie Goldman — WGRE, Jeremy Howard — PCYSA, Tabitha Briones and Christina Paul — GHS Softball 5K Run, Kaley Garrison—Bethel Baptist Church Easter Egg Hunt, Assistant Director Phil Cornelius, and Parks&Recreation Director Rod Weinschenk Call to Order The regular meeting of the Board of Park Commissioners was called to order at 7:33 p.m. by President John Hennette in the Greencastle City Hall council room. Public Input Bethel Baptist Church Easter Egg Hunt - Kaley Garrison with Bethel Baptist Church Easter Egg Hunt was in attendance for event organizer Courtney Williams to request permission to use the girl's slow-pitch softball fields for their annual Easter Egg Hunt. Held there the last three years the event has always drawn a large crowd in search of over 4,000 eggs. They requested use of the fields for Saturday, April 4th with registration at 10:00 a.m. and the hunt beginning at 10:30 a.m. After reassurance that they have already talked to Tom Sutherlin, President of the Putnam County Girls Slow-Pitch Softball League the board approved the request on a motion, from T.Trigg, second by C.Merrell. All Ayes. Minutes On a motion from T.Trigg, second by B.Miller, the minutes from the regular meeting held on Thursday, January 8, 2015 and the special meeting held on January 22, 2015 were approved as presented. All Ayes. Monthly Finances 1. Monthly Claims - On a motion from B. Miller, second by C.Merrell, the monthly claims against the department were approved as presented. All Ayes. 2. FY 2015 Budget— The Honorable Mayor Sue Murray was present to give the board an update in regards to the upcoming FY 2015 Budget. She stated that the budget was approved as requested, but the City would like the department set aside and not spend 5% of the budget or $32,281.00 to help increase the department's cash reserve. She stated that the parks & recreation budget, along with all other city budgets, will get tighter in the future, so to help with future budgets this cut should help. New Business 1. Special Redevelopment Project - The Honorable Mayor Sue Murray also discussed a project the Redevelopment Board is researching. She informed the board that 1 V. property tax caps have limited funding sources for certain projects, and the State of Indiana has recently passed legislation that would eliminate Greencastle's TIF (Tax Increment Financing) Districts in 2015. These could stay if they were tied into a bond to improve infrastructure, streets, sewer or other large projects like our Stellar Community projects. The Redevelopment Board would like to float a bond issue to extend the life of the TIF districts and one project is a community center. There have been questions raised as to whether the citizens of support the project is questionable, which would be needed for upkeep of the facilities; so a public/private partnership may be needed. Some of the discussion included questions raised by the board. Examples: a. Would this facility be built on park property? b. Have we looked at other towns our size and what do they do? c. Would this project target the entire county or just Greencastle? Following discussion, the board was open and expressed interest stating, "We will be glad to work with you. Come back if you want to work with us." 2. GHS Softball Team 5K - Greencastle High School Softball Coach Tabitha Briones and Greencastle Fitness and Running Club V.P. Christina Paul were in attendance to request permission to use the People Pathways trails at BWSP for a 5K fundraiser to benefit the Greencastle High School Softball team. The team is need of equipment and this should provide funding to help secure some of the needed items. After discussion, permission was granted to hold the event on Saturday, March 7 beginning at 10:00 a.m. at BWSP central shelter on a motion from C.Merrell, second by B.Miller. All Ayes. 3. PCYSA Field Markers and Advertising Signs - Jeremy Howard Vice President of Grounds for the Putnam County Youth Soccer Association (PCYSA) was present to request permission to install some field markers and advertising signs alongside some of the soccer fields at Big Walnut Sports Park. The signs would be "sold"to sponsors with funding to help offset league expenses. He presented a workup of what each sign would look like. On a motion from B.Miller, second by C. Merrell the board approved the request. All Ayes. 4. Greencastle Pediatric Dentistry Pool Party—Dr. John Hennette requested use the Greencastle Aquatics Center on Friday, July 10 for Greencastle Pediatric Dentistry's annual pool party. They would set up at 5:00 p.m. with the party beginning around 6:00 p.m. and closing at 8:00 p.m. This would be for the aquatics center only and last year they had over 300 people attend. On a motion from C.Merrell, second by T.Trigg,the board approved the party at the earlier than usual time. All Ayes. 5. Celebrate Fairy Tale Day—Assistant Director P.Cornelius presented plans for the Celebrate Fairy Tale Day Program, and requested permission to charge $5.00 per person. In 2016 we could possible tie this to a young ladies Brickmania program. On a motion from T.Tigg, second by B.Miller the fee was approved. All Ayes. Old Business/Director's Report 1. BWSP Youth League Contracts—Director R.Weinschenk reported that he has received signed contracts back from Putnam County Youth Soccer Association and he presented it for approval. ON a motion from B.Miller, second by C.Merrell the board approved President J.Hennette to sign the document and those not yet received. All Ayes. 2 2. IPRA Annual Conference — Director R.Weisnchenk gave a brief report stating all members of the department attended differing portions of the Indiana Parks & Recreation Association conference in Michigan City from January 12th to the 16th i. Certified Playground Safety Inspector's Course—Both assistant director Phil Cornelius and park maintenance supervisor David Bault attended the CPSI trainings from January 12-14. ii. Conference—Director R.Weinschenk and assistant director Phillip Cornelius attended the annual Indiana Parks &Recreation Association (IPRA) Conference from January 14-16. 3. Greencastle Aquatics Center- a. Security Services — The E-Security Contract was signed and a 30-day notice issued to Tyco Integrated to end their services. E-Security will begin services March 1st. Annual Board Reorganization After discussion and on a suggestion by President J.Hennette, the board reorganized itself. The positions ended as follows: 1. President— On a nomination by J.Hennette, second by C.Merrell, B.Miller accepted the President's position. All Ayes. 2. Secretary — Described as Secretary in "name only", C.Merrell accepted the position on a nomination by T.Trigg, second by B.Miller. All Ayes. 3. Vice President—T.Trigg volunteered to stay in the position, which was accepted on a motion from B.Miller, second by C.Merrell. All Ayes. Park Board Retreat The board continued their annual retreat with the following decisions made: 1. Master Plan—the board requested that when the time comes they would like to see on special meeting scheduled that will concentrate on and solicit ideas from the public in regards to their thoughts on where to go with our 5-Year Master Plan. 2. Youth Basketball—concentrate on increasing numbers 3. 2015 Program Brochure available to review at next meeting 4. Naming Rights for Park Spaces—to be added to next park board meeting agenda Adjournment On a motion from T.Trigg, second by B.Miller, the park board meeting was adjourned at 8:50 p.m. All Ayes. Minutes respectfully submitted by: Roderick M. Weinschenk, Director Greencastle Parks &Recreation Department Minutes approved by: -364i, Beva Miller, President Tim Trigg, Vi Presi ent Cathy Merrell, ecretary Dr. Jo enne 3 I GREENCASTLE PARKS & RECREATION DEPARTMENT (204) ACCOUNTS PAYABLE VOUCHER DOCKET FEBRUARY 5, 2015 VENDOR DESCRIPTION AMOUNT Black Lumber Co, Inc. Facility maintenance supplies 39.27 Card Services (VISA) Expenses: 604.66 • Gas & oil-IPRA Trip 51.02 • Rec. programs-Brickmania 144.92 • Travel/Training-IPRA hotel 345.32 • Donation-employee lunch 63.40 Cintas First aid station inspection&resupply 78.12 Headley Hardware Facility maintenance 208.77 Horizon Business Center Paper for fliers &binder 52.64 Horizon Business Center File totes 89.95 Humphrey's Outdoor Power Expenditures: 103.22 • Gen. Sup.-Hearing protecton 29.99 • Repairs -Toro repairs 73.23 Indiana Parks &Recreation Association IPRA Conference &Exhibit Hall David 50.00 Neal Tire Scrap tire fee 6.00 Phillip Cornelius IPRA Conference reimbursement 44.89 Rod Weinschenk Reimbursements: 28.38 • Recreation supplies 11.00 • IPRA conference meals 17.38 Wal-Mart Expenditures: 248.38 • Office 75.94 • Recreation-Boxing Day 4.74 • First Aid supplies 10.94 W.H.S. Stump Removal Remove tree stumps in Robe-Ann Park 250.00 Total General Operation Expenses $1,804.28 (211) PARK NON-REVERTING BASKETBALL FUND Andrew Smith Officiate basketball games 16 games 288.00 Brooklyn Osborne Officiate basketball games 12 games 216.00 Candice Childress Supervise basketball TZ gym 484.00 Card Services (VISA) Basketball-Pacers stuff 54.20 Jim Pritchard Officiate basketball games 2 games 36.00 Kim Pieper Supervise basketball Deer Meadow gym 266.75 Sean Ramey Scorekeep 4 basketball games 20.00 Wal-Mart Credit Card Basketball supplies 27.72 Total Non-Reverting Basketball Expenses $1,392.67 GRAND TOTAL MONTHLY EXPENSES $3,196.95 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$3,196.95 dated this 5th day of February,2015. 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