The URL can be used to link to this page

Home My Public Portal AboutJanuary 7 2016 Regular Session Greencastle Board of Park Commissioners Minutes of the Regular Meeting Thursday, January 7, 2016 Present: President Beva Miller, Vice President Tim Trigg, Secretary Cathy Merrell, Dr. John Hennette, City Council liaison Phyllis Rokicki, Putnam County Public Library liaison David Taylor and Greencastle Community School Corporation liaison Wayne Lewis Absent: None Also Present: Mayor Bill Dory, Eric Bernsee — Banner Graphic, 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 7:30 p.m. by Board President Beva Miller in the Greencastle City Hall council room. Public Input- None President Beva Miller — Since her board position expired on January 1st, Mayor Bill Dory was in attendance to renew President Beva Miller's appointment to the Greencastle Board of Park Commissioners by"swearing"her in. Minutes On a motion from J.Hennette, second by C.Merrell, the minutes from the regular meeting held Thursday, December 3, 2015 were approved as presented. All Ayes. Monthly Finances Monthly Claims - On a motion from T.Trigg, second by J.Hennette, the monthly claims against the department were approved as presented. All Ayes. Special Park Use Requests 1. C.A.R.R. 5K—Saturday, June 11th, 5:00-7:00 p.m.—A Kinetic Change, Julie Carr was present to request a change in time for the annual 5K in memory of Keith Carr. On a motion from T.Trigg, second by C.Merrell,the request was approved as presented..All Ayes. 2. 3-on-3 Basketball Tournament at BWSP—Saturday, July 30th—A Kinetic Change, Julie Carr presented a request to hold a 3-on-3 Basketball Tournament on the Keith Carr basketball courts,which will constructed this spring at BWSP. On a motion from T.Trigg, second by J.Hennette,the request was approved as presented. All Ayes. Director's Report/Old Business Updates were given in regards to ... 1. Youth Basketball Program — Director R.Weinschenk gave an update in regards to the Youth Basketball and My First Shot! Basketball Program, with numbers approaching last year's 161 registrants. 2. LWCF BWSP Improvement Project 1 a. Dog Park—A drinking fountain has been installed. b. Sidewalk—A sidewalk to the southwestern shelter at BWSP was added. c. Grill pad—A concrete grill pad was poured around the grill located next to the central shelter and the southern shelter to meet ADA requirements. 2. Robe-Ann Park Tennis/Pickleball Courts —McCullough Contracting is on holding pattern until later this spring. 3. Micayla Cancilla Park— Mama Nunzio lit the small pine tree just outside the back door of the restaurant. We will examine the budget for funding playground equipment following the Tennis/Pickle Ball Court Project. Design for a park sign and the playground equipment has started but not set. 4. Assistant Director's Report - Assistant Director P.Cornelius presented a recreation program update. New Business 1. Indiana Green Expo —Park Maintenance Supervisor D.Bault and Assistant Director Cornelius attended the Indiana Green Expo today. 2. Indiana Parks & Recreation Association — Director R.Weinschenk and Park Maintenance Supervisor D.Bault will be attending the annual Indiana Parks & Recreation Association Conference in Bloomington next week. Board Retreat 1. 2015 in Review—Director R.Weinschenk reviewed happenings in 2015 (Please see attached report entitled, "2015 Accomplishments"). 2. Park Board thoughts included ... a. Police Patrols - Dr.W.Lewis thought more police patrols through the park would help alleviate some of the potential problems other parks are enduring. Director R.Weinschenk will speak with Police Chief Sutherlin about adding patrols through all parks. b. Miller Asbury Apartments—All board members are anxious to see if Robe- Ann Park will be a destination for the residents of the new apartment house adjacent to the park. Pedestrian facilities will be looked at from the apartment house to the Anderson Street entrance. c. Parkfest—Tuesday evenings in the summer provide a great opportunity for local citizens to visit Robe-Ann Park for all sorts of different types of music. 3. Mayor Dory—Mayor Dory shared some thoughts and comments in regards ... a. Putnam County Tourism Bureau will be hiring a new director and that agency should be able to provide a good partner for some department activities with financial grants and a new community website. b. GoPutCo.com—is a new website that is available to the area and is already linked to the department's Facebook page. Next Meeting The park board set Tuesday evening, January 19th, 2016 at 6:00 p.m. in the Greencastle City Hall as continuation for their annual board retreat. Since we have set and early start, the department will provide pizza and water for attendees. Adjournment On a motion from T.Trigg, second by J.Hennette, the park board meeting was adjourned at 8:52 p.m. All Ayes. • 2 2) Sent full-time assistant director to CPSI class 2. DePauw University Bonner Scholar Intern—Last fall,two DePauw University Bonner Scholar Interns completed internships with the department. Both helped with office duties and program organization. Ms. Khan helped with park duties, , as well; and will be returning for the spring semester. a. Izabelle Bystrowicz—Freshman b. Meagan Khan—Sophomore D. Brochure boxes 1. We've continued to restock the 9"x12"brochure display boxes mounted in spots at Calbert Way, Robe-Ann and Big Walnut Sports Park(s), using them to disseminate our annual event&program guides. 2. On the south side of BWSP, the boxes will also be used for our Disc Golf Course score cards, which have been replenished on a monthly basis. 3. The Jaycee Park box was vandalized, removed was reconstructed and put up in Robe-Ann Park. E. 5-Year Master Plan 1. Drafted a survey instrument—we modified a past survey instrument 2. Browning, Day, Mullins and Dierdorf Consultants led a public input session at Jaycee Park 3. Sought Public Input at the following gatherings ... a. 2014-2015 Youth Basketball Program b. Brickmania Programs c. Hunt for the Great Pumpkin d. Ridpath Holiday Bazaar e. Breakfast with the Grinch f. Santa's Science Laboratory g. Make a Christmas Ornament Program h. 2015-2016 Youth Basketball Program Skills Clinic&Evaluation i. Greencastle Board of Park Commissioner meetings 4. Attended the YMCA's public input session for community leaders, gathering notes presented there 5. Began a review of data collected in preparation of our 2016-2020 Park Master Plan which will be submitted to the Indiana Department of Natural Resources III. Grant Projects—We worked toward the completion of the two grant projects A. Land &Water Conservation Grants 1. Dog Park a. Construction was completed b. Rules and user signage was purchased,with the help of Dr. Wayne Lewis and installed at each entrance c. Interior walkways were completed by Spiker Excavating per InDNR instruction d. Picnic tables &benches e. Benches and a picnic table have been assembled and installed f. Additional table has been ordered and yet to be received g. Drinking fountain—a three way drinking fountain has been installed by Hurley Construction. It will serve a person standing, a person sitting, and a dog. 2. Softball Field ADA improvements a. Dugouts—Concrete flooring was completed b. Gates— Safety gates were installed on each dugout c. ADA seating and paths—Concrete bleacher pads, travel pathways, and concession pad were poured 3. Parking lot—although the parking lot had been poured, additional ADA parking space was constructed to serve the dog park 4. 9-holes disc golf a. Although they were ordered,received, & assembled in 2014,ten(10) additional disc golf goals were installed making the BWSP course the only 19-hole course in the area b. Nineteen(19)concrete tee pads were constructed by Spiker Excavating c. Disc Golf Tournaments—We were able to hold three disc golf tournaments, one in the spring and one in the fall with the help fo the Crossroads Disc Golf Club (Terre Haute) 1) Crossroads Disc Golf Club Winter Series finale 2) GPRD Glow-Throw Disc Golf Tournament • 3) Crossroads Disc Golf Club Doubles for Dori Fundraiser 5. Finances—Lynda Dunbar completed the necessary paperwork for reimbursement from the State of Indiana Department of Natural Resources for funding. We are awaiting the delivery and installation of two picnic tables and scorer's bench to complete the BWSP project. IV. Park Maintenance A. New pickup trucks—With budgetary help from both the Mayor and City Clerk Treasurer, we were able to purchase two new Silverado pickup trucks. B. Playgrounds 1. CPSI Class—Both Assistant and Maintenance Supervisor were certified 2. Playgrounds a. Complete inspection of all five playgrounds b. Added mulch in all five playground areas C. Big Walnut Community Park 1. BWSP Board of Directors—Continued to serve on the BWSP Board representing the GPRD Women's and Coed Softball Leagues 2. Soccer Safety Net Completed as part of Jakob Foss' Bar Mitzvah project and with the help of the Putnam County Youth Soccer Association a soccer net was installed behind the north goal to soccer field#1 (the lit field) at BWSP to help keep soccer balls from going into the woods to the north of the park. 3. A Kinetic Change Basketball Court a. McKenzie &Julie Can have organized fundraisers for construction of the court sometime spring of 2016 in the memory of Keith Carr b. Basketball Tournament—a 3-on-3 basketball tournament to be held in late July will be taken before the park board at the January meeting c. Dirt Pile—the dirt pile left over from the dog park/softball field parking lot has been moved utilized by Spiker Excavating for Micayla Cancilla and other projects 4. Trees a. Planted more trees along east driveway&disc golf course b. Planted evergreens in Joanne Haymaker Grove 5. Softball Field—installed the yellow safety guard to the top of the adult softball and NCAA/Babe Ruth Baseball field D. Robe-Ann Park 1. Softball field a. Infield improvements -with the help from Mid-America Sports Association were able to complete some needed renovations to the Robe-Ann Park softball field, as part of their product demonstration seminar 1) Replace batter's boxes on softball field with clay bricks 2) Redefined infield/outfield line 3) Installed new home plate, 3 bases and pitchers rubber b. Outfield Lights—We replaced the outfield light fixtures on the softball field. Musco Lighting were contracted for the purchase of the fixtures and Three Kings Electric installed them. 2. Park House—Completed some much needed renovations to the two bathrooms with following improvements a. Plumbing b. Vanity c. Sink&Fixtures d. Medicine Cabinet e. Electrical outlet 3. Greencastle Aquatics Center a. Paint Basin-Hired American Clean and Seal to paint the pool basin, which makes it look really sharp with crisp new black swim lanes against a white bottom. b. Programming—Increased special event programming 4. Bob York Splash Park—installed a new rules sign at the entrance 5. Tennis/Pickleball Courts—This project was started last fall and will be completed this spring with the color coat, installation of posts and nets, and fences E. Jaycee Park 1. Mountain Bike Trails—continued to work with a volunteer committee to improve the trails located throughout the park 2. Master Plan—Hired Browning, Day, Mullins and Dierdorf Consultants to complete the master plan process for Jaycee Park F. Micayla Cancilla Park(Maple Berry Park—East) 1. Civil Engineering Consultants—Serving as City Engineer, CEC completed a design and led the construction of Micayla Cancilla Park 2. Spiker Excavation—completed the work on Micayla Cancilla Park. They were gracious enough to substitute concrete for asphalt when the asphalt couldn't arrive on a timely basis and also laid sod instead of seed and straw due to the oncoming winter weather 3. Playground—Following completion of the Robe-Ann Park Tennis/Pickleball Court project,we will review the budget to design, order and assemble playground fixtures to be installed in the central area reserved for playground equipment. 4. Trees—We will investigate the budget to see if additional trees can be planted within the park G. Walter&Eleanor Ballard Family Park—At the September 3 Board of Park Commissioner's meeting, John and Marilynn Sturgeon announcement their family's donation of a 1.2 acre parcel of land to create a park in memory of Walter&Eleanor Ballard. The park will offer a green entry way to the city, as well as a future trailhead to the People Pathways Trail system. H. People Pathways 1. Plant trees along pathways-With the help of High School classes,planted seedling trees and butterfly gardens along the Albin Pond pathway 2. Plant trees along pathways - With the help of High School classes, planted seedling trees and butterfly gardens along the Albin Pond pathway V. Recreation Programs A. Recreational Programs - Continue the high standards of offering quality, beneficial and wholesome recreational opportunities to the citizens of the Greater Greencastle community B. 2015 Annual Program Brochure/Activity fees 1. Evaluation- Evaluated all programs offered by the department in 2014 a. Discarded programs that didn't work b. Created new programs to replace those removed from schedule 2. Fee Structure a. Reviewed fee and expense structure for each program b. Created list of fees to meet State Board of Accounts requirements & approve at the March park board meeting c. Released at March park board meeting C. Increase Participation—Tried our best to increase participation numbers in our programs, especially in key programs areas which included: 1. Adult Softball—Men's, Women's & Coed Softball Leagues 2. Learn-To-Swim Lessons 3. SPARK 4. Youth Tennis Lessons 5. Police Boot Camp 6. Youth Basketball/"My First Shot!"Basketball Program(s) 7. Greencastle Aquatics Center a. Special Event Days based on Weird and Strange Holiday Schedule b. Putnam County Swim Team increased summer attendance through daily morning practices 1) Swimming Lanes 2) Storage spool for lane lines 3) Backstroke flags VI. Volunteerism - Work with Area organizations for improvements throughout Greencastle's municipal park system utilizing volunteers from ... A. Big Walnuts Sports Park 1. Bob Harbison—Our#1 volunteer who mows 4-hours a day at BWSP 2. Board of Directors B. Friends of the Park Association of Putnam County 1. People Pathways Committee 2. Mountain Bike Trails Committee C. Greencastle Civic League D. DePauw University 1. Bonner Scholar Program 2. Freshman Plunge 3. Fraternity and Sorority residents 4. Servicio students E. Church of Jesus Christ of the Latter Day Saints 1. Greencastle missionaries • 2. IUPUI missionaries 3. Avon missionaries F. Crossroads Disc Golf Club G. Community Corrections/GRASP 1. Days-volunteered 56 weekdays, 4 Saturday's 2. Hours—for a total of approximately 285 hours Again, I would like to thank you all for your continued support of the Greencastle Parks & Recreation Department. If you should have any questions, comments, concerns or programming ideas, please feel free to contact me at (765) 653-3395 or by e-mail at rweinschenk@cityofgreencastle.com. Thank you, again! GREENCASTLE PARKS & RECREATION DEPARTMENT (204) ACCOUNTS PAYABLE VOUCHER DOCKET JANUARY 7, 2016 VENDOR DESCRIPTION AMOUNT A.A. Huber& Sons, Inc. BWSP—winterize central restroom 286.84 Boyce Forms GPRD receipt books x 10 325.77 Butler's L.P. & Fertilizer, Inc Jaycee Park - LP gas tank rental 125.00 Cardinal Copier Solutions UPS charge on toner 11.00 Card Services (VISA) Expenses: 403.94 • Recreation supplies = 253.95 • Facility Maintenance = 149.99 Cintas First Aid First aid kit inspection and restock 64.88 Criss & Hutcheson General Contractors Parkhouse—replace rear storm door 253.34 Goodyearwholesale.com 2012 Chevy Silverado - 4 new tires 399.64 Headley Hardware Facility maintenance supplies 345.95 Hendershot Service Center 2012 Chevy Silverado—repairs 117.76 Menard's—Terre Haute Facility maintenance supplies- decorations 184.39 Taylor Made Awards Brickmania/Gingerbread Awards 56.75 Wal-Mart Expenditures: 252.52 • Office 40.97 , • Recreation 131.87 • Facility maintenance 79.68 • Total General Operation Expenses $2,827.78 (211) PARK NON-REVERTING BASKETBALL FUND Greencastle Community School Corp. Gym usage 1,250.00 Maggie English Refund - Shaun Pena's basketball fee 55.00 Pacers Sports & Entertainment Junior Pacers program x 149 894.00 Wal-Mart Credit Card Basketball clinic supplies 209.09 Total Non-Reverting Basketball Expenses $2,408.09 (212) PARK NON-REVERTING SOFTBALL FUND Indiana Amateur Softball Association ASA 11" & 12" Softballs 1,194.73 Total Non-Reverting Softball Expenses $1,194.73 GRAND TOTAL MONTHLY EXPENSES $6,430.60 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$6,430.60 dated this 7th day of January 7, 2016. SIGNATURES OF GOVERNING BOARD J/ Dr. John Hennette,P sident Beva Miller, Secretary Trigg,/41g (://70.1, V1 e Pre�ifleht CathyMerrell Tim � Minutes respectfully submitted by: Roderick M. Weinschenk, Director Greencastle Parks &Recreation Department Minutes approved by: Beva ab iller, President Tim Tr' , V. Pre ident Cathy Merre , Secretary Dr. Jo 3 Greencastle Parks & Recreation Department 2015 Accomplishments I. Mission Statement—Met A. "The mission of the Greencastle Parks &Recreation Department is to provide wholesome recreational opportunities,which reflect the interests and needs of all people in the Greencastle community; and to plan, acquire, develop and maintain quality attractive parks and facilities that will enhance the City of Greencastle, Indiana." B. Continue to carry out the mission of the Greencastle Parks&Recreation Department II. Administrative A. FY Budget— 1. Expenses-vs-Revenues a. Continued monitoring the monthly revenues and expenses for the department when making departmental purchases b. Completed claims against the department for park board approval. c. Toward end of fiscal year, prepare transfers between lines to keep balances in the positive d. In both June and December completed a review of the budget to see if we could transfer funds to the Park Non-Reverting Capital line 2. Deposits — Continued to review and monitor the daily deposits from our recreation programs offered by the department. 3. 2015 Budgets a. Throughout the year, continued monitoring the year's operational budget to ensure operating within the departmental operational budget issued by the State of Indiana Department of Local Government Finance b. In July, prepared request for 2016 fiscal year budget, which was discussed with the Mayor and City Clerk Treasurer through who it was submitted to Putnam County and the State of Indiana Department of Local Government Finance B. Annual Brochure 1. 2014 in Review—Reviewed and evaluated the programs offered in 2014, deciding which programs to offer, modify or drop in 2015 2. 2015 Publication—Drafted and through the Banner Graphic published the 2015 Program and Event Guide which outlined the programs and amenities offered by the Greencastle Parks &Recreation Department. Many programs were based on the"Weird and Strange Holiday"Lists. 3. 2016 Preparation—Through the month of December and into January, we began drafting ideas for the 2016 Annual Program and Event Guide. C. Personnel 1. Training—Completed training for full-time personnel a. Attended Annual Indiana Parks &Recreation Association(IPRA) Conference b. Attended recreation program trainings offered through IPRA c. Certified Playground Safety Inspector's Course—Sent full-time personnel to CPSI trainings prior to the Indiana Parks&Recreation Association annual conference 1) Sent full-time maintenance personnel to CPSI Class