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Home My Public Portal AboutJanuary 19 2016 Special Session Greencastle Board of Park Commissioners Minutes of the Special Meeting — Board Retreat Tuesday, January 19, 2016 Present: President Beva Miller, Vice President Tim Trigg, Secretary Cathy Merrell, member Dr. John Hennette, Putnam County Public Library liaison David Taylor Absent: Greencastle Community School Corporation liaison Wayne Lewis and Greencastle City Council liaison Phyllis Rokicki Also Present: Mayor Bill Dory, Staci Weinschenk, Whitney Weinschenk, Assistant Director Phil Cornelius, Park Maintenance Supervisor David Bault and Parks &Recreation Director Rod Weinschenk Call to Order The evening's meeting was called to order at 6:05 p.m. by President Beva Miller and held in the lower meeting area in Greencastle City Hall. Public Input Outdoor Fitness Equipment — S.Weinschenk presented an idea she saw on social media, which depicted outdoor fitness equipment in a park used by senior citizens. This work out equipment was installed in a park and was being used by two senior women. Director R.Weinschenk stated that this could lead into a future Land & Water Conservation Fund Grant on a piece of land in N.E. Greencastle. Following the completion of the tennis & pickle ball facilities at.Robe-Ann and the installation of playground equipment at Micayla Cancilla Park, we could examine the piece of property and its recreational benefits. Hoping the Pickle Ball courts go over well, we could construct additional courts in the park, encircle it with a walking track, and install fitness equipment around the property. He added this would help with the request of constructing additional neighborhood parks and adding senior activities as suggested in the survey for the master plan. Special Request GMS Pizza/Bingo Night — Laurie Hardwick provided a letter from Greencastle Middle School Principal Shawn Wooden, which requested a donation for the GMS Pizza/Bingo Night. C.Merrell, who is also the PTO President, stated this is an annual event and they try to solicit enough prizes that almost everyone wins something. On a motion from T.Trigg, second by J.Hennette, the park board authorized a 10-punch pass to the Greencastle Aquatics Center, sweatshirt, and leftover disc golf disc. All Ayes. DO Fundraiser Director R.Weinschenk passed around a set of youth basketball announcements, which held a reminder for Wednesday's Dairy Queen fundraiser for the youth basketball program. DQ will donate 10% of all sales received between the hours of 5:00-8:00 p.m. Board Retreat 1. Job Duties - Director R.Weinschenk reviewed a list of his and departmental job duties which he presented to the new city council members at the request of Mayor 1 r Bill Dory. He reviewed in depth the list of properties maintained by the department. a. Mowing list - He highlighted a list of municipal properties maintained by the park departmental of which the department is responsible for mowing and lawn care. b. Snow Removal—He also covered a list of municipally owned sidewalks that the park department is responsible for removing snow. c. Ice Treatment — He also took the time to review the department's policy on treating sidewalks less than 2-years old, which included using masonry sand versus calcium chloride pellets to remove ice. 2. 2015 Accomplishments a. 2015 In Review - Director R.Weinschenk offered to review the list of 2015 departmental accomplishments, but was thanked for his report at the regular meeting. b. Tree Study - Director R.Weinschenk did review a project completed by 4 DePauw University students in Ms. Dana Duddles Conservation class. Sara Lejsner, Abigail Missiner, Michelle Tykvart and Nathanial Fox completed a tree study, which provided a map of the trees in Robe-Ann Park along with their species, size and approximate age. This study was used in the submission of the City of Greencastle's Tree City USA Report and will help us toward the Tree City USA Growth Award. c. BWSP As Built Drawings — At the request of the Indiana Department of Natural Resources, Weinschenk had Civil Engineering Consultants complete a set of"as-built" drawing of Big Walnut Sports Park which delineates the three properties in which the DNR helped finance improvements. These include: Recreation Trails Grant Funding and the two Land & Water Conservation Fund Grants. At the suggestion of the board, a clarification of each border in a different color would be helpful. d. Walter and Eleanor Ballard Family Park — Weinschenk reviewed the newest "baby" to the municipal park lineup included a 1.2-acre tract of land adjacent to the People Pathways section that passes in front of the Greencastle Walmart Super Store thanks to a donation by the Ballard family. The parcel, located along the south side of State Road 240 on Greencastle's East Side, is immediately east of the easternmost entrance to the super store and comprises the site where the Ballard family home stood until it was moved south to property along Ballard Lane near the Putnam County Airport. Making the donation was Marilynn Ballard Sturgeon, Phil Ballard and Sara Ballard Niles in September naming the park in memory of her parents, Walter and Eleanor Ballard. The site will be named the Walter and Eleanor Ballard Family Park. e. Field Use—Weinschenk asked the board for approval to print and hang signs which state a use permit is required before using the adult softball field at BWSP field for practices or games. Stemming from three incidents last summer where a youth league team practiced on the field which had been prepared for a women's softball game, it is hoped that this sign will help deter unauthorized use of the field. 5-Year Master Plan 1. Steps to Complete— Director R.Weinschenk reviewed procedures for completion of the 5-Year Master plan and hoped he would have a finished report for the board to review at the regular meeting of the park board in February. He also requested the 2 possibility of a special board meeting later in February if needed, which could include the master plan, if not,the proposal for the annual brochure and activity brochure. 2. Jaycee Park — At this point, Director Weinschenk presented a rendition received from Browning Day Mullins Dierdorf of their master plan interpretation of the discussion held in May at Jaycee Park. a. Review of proposal — The board took the paper tour, which included new restroom and changing facilities, campground facilities, community building, trail connection from Walmart,picnic facilities and fishing piers. b. Water lines - Mayor Dory explained the possibility of extending water lines to Jaycee Park,which currently deadend at the airport. c. Front field—Mayor Dory explained that the farm field located at the entrance to Jaycee Park doesn't yield very well for the leasing farmer, so that parcel may be easy to pick up for expansion of the picnic facilities at Jaycee park. d. Awesome! —After a review of the diagram, T.Trigg stated it was awesome! e. People Pathways — Director R.Weinschenk stated he believed Joy Marley, People Pathways will enjoy seeing the pathway extension to Jaycee Park. 3. Master Plan Survey Results—Director R.Weinschenk reviewed the results tabulated from the survey received this past year. He noted that these were collected from January to December and some things requested have been completed. It was noted the#1 requested improvement was a community center, with basketball courts#2. 4. Park Board Thoughts —the following thoughts were expressed and captured, some based on 1-year, some for the 5-year plan. a. Tim Trigg 1) Restroom Improvements — he agreed with the comments received in the surveys in regards to restrooms and that improvements are needed; especially at Big Walnut Sports Park. 2) 1-Year Plan a) Maintain what we have (existing) first b) Renovate when necessary and when the funds are available. c) Finish what we've started (tennis courts & Micayla Cancilla Park) d) Then look at new projects and construction e) T.Trigg volunteered to lead the group in decorating the Robe- Ann Park for Christmas 2016. 3) 5-Year Master Plan a) Look at the NE property in Greencastle for a future LWCF Grant b) Old Railroad property across from Eagles Club c) Build restroom to serve the PCYSA soccer fields d) Improve playground at BWSP b. Cathy Merrell 1) Recreation Programs — the one improvement C.Merrell wants to see is in the recreation program area with more Movies In The Park, suggesting old"throw-back"movies like Walt Disney's Robin Hood. 2) Big Bounce FunHouse — trade family season pass to the pool with Susan Lorimer with Big Bounce Fun House. c. Beva Miller 1) Teen-Age Egg Hunt - B.Miller presented the department with a compliment noting the fact that we are good at picking up programs 3 • that others have dropped, in reference to the teen-age Easter egg hunt ; _ .L once offered by the Friends of the Park as"Eggfest". 2) 1-Year Goals a) Hire part-time administration help working 4-hours a day Monday to Friday to help in the office, answer phones, etc. b) Hire a second full-time park maintenance person to help with park maintenance 3) 5-Year Goal a) Create a circle driveway in Robe-Ann Park which would lend itself to better restricted travel in the park and provide a nice drive for the holiday lighting project. b) Dodgeball Tournaments utilizing the TZ or High School Auxillary gymnasiums d. David Taylor suggested ... 1) Construct a soccer restroom/concession stand/storage facility 2) Improve basketball facilities within the parks at Robe-Ann&BWSP 3) Light up Robe-Ann Park at Christmas-time e. Dr.John Hennette 1) Pathway improvements 2) More staff both inside and out 3) Upgrade fixtures in Robe-Ann Park and BWSP restroom facilities 4) Jaycee Park community building improvements f. Greencastle Parks & Recreation Departmental suggestions: 1) July 4th Tree Lighting a) Director R.Weinschenk inquired as to whether the park board was interested in lighting the pine tree within Robe-Ann Park with red, white and blue lights for the 4th of July. b) The park board would like to see the tree lit from Flag Day, Tuesday, June 14 to 1-week after July 4th (July 10th) 2) Anderson Street entrance a) May include a walkway from the new senior apartment house b) Decrease width of roadway to a 10-foot pathway c) Plant trees d) Add picnic shelters in location across from Emerald Palace Playground 3) Bob Flanigan Bandshell Driveway 4) Shelter#2 Safety Issues—kids standing in roadway, etc. a) Create new parking lot to west of skatepark b) Move entrance to skatepark to west side, close east entrance c) Create walkway to picnic pad (across from Charlie's Restaurant) d) Followed by the addition of a shelter on picnic pad 5) Big Walnut Sports Park a) Create Keith Carr Basketball Court b) Pave parking lots c) Create volleyball courts d) Install electricity to all three shelters 6) Micayla Cancilla Park a) 1-Year Plan - install playground equipment 4 b) Try to incorporate one or two of the pieces currently in storage —Calvin the Caterpillar and/or Harry the Hippo c) Funding sources for park improvements and Micayla Cancilla Park playground: Starbucks, Marvin's, Pizza King, Monical's Pizza, Pizza Hut, Charlie's Beefcake Burgers, Dairy Queen & McDonald's 5. Programming—New programs will be offered based on the .... a. Nature Programs at Jaycee Park 1) Nature Bingo 2) Creek Crawl 3) Family Nature Club b. Disc Golf c. Strange Holiday Calendar 6. Advertising a. Take advantage of all resources available 1) Newspapers—Banner Graphic, Hoosier Topics &Brazil Times 2) Radio—WREB &WGRE 3) Facebook—especially events calendar b. Look at new and alternative 1) Sail Flag Banner — order a banner with Greencastle Parks & Recreation Department listed on it—retail approximately$250.00 2) Cloth Table Skirt— order a table cloth with skirt with Greencastle Parks &Recreation Depaituient logo printed on it 7. Big Walnut Sports Park Youth League Contracts—Set meeting dates Adjournment On a motion from J.Hennette, second by C.Merrell, the special park board retreat was adjourned at 8:50 p.m. All Ayes. Minutes respectfully submitted by: Roderick M. Weinschenk, Director Greencastle Parks &Recreation Department Minutes a proved by: 1 Dr. Jo nne reside Tim Trigg, Vice President Chou/ Beva Miller, Secretary Cathy Merrell,Qvlember 5 -t, •