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Home My Public Portal AboutMarch 3 2016 Regular Session Greencastle Board of Park Commissioners Minutes of the Regular Monthly Meeting Thursday, March 3, 2016 Present: President Beva Miller, Vice President Tim Trigg, Secretary Cathy Merrell, Dr. John Hennette, Greencastle Community School Corporation liaison Dr. Wayne Lewis, Putnam County Public Library liaison David Taylor, and City Council Liaison Steve Fields Absent: None Also Present: Zethor& Stacey Petersen, Kaley Garrison—Bethel Baptist Church, Eric Bernsee—Banner Graphic, Mackenzie Dolle—WGRE, Ethan Krank— WREB, 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. Contest Awards 1. Snow Sculpture Contest — Since we didn't receive enough snow this past winter to make snowmen, no entries were received. 2. Brickmania: Creativity Contest— This annual event drew four contestants, all who fell into different categories - Judging was easy! Although we only received a few entries, all four are fantastically created. They were ... a. 1s1 Place: MOC 8-12 Years Tanner Smithers "Cops&Robbers!" b. 1 S' Place: MOC 13-17 Years Zethor Petersen "Johnny 5 from Short Circuit" c. 1"Place: MOC Adult 18 years+ Stacey Petersen "Spring Fever!" d. 1 S'Place: MOC Family Zethor& Stacey Petersen"Coca-Cola Building" Public Input Bethel Baptist Church— Kaley Garrison representing Bethel Baptist Church presented a request to hold their Annual Easter Egg Hunt on Saturday, March 12, 11:00 a.m. at Big Walnut Sports Park girls' softball fields. Their activities will include a few inflatables from Big Bounce Fun House and then the egg hunt. On a motion from C.Merrell, second by J.Hennette,the motion passed. Minutes On a motion from J.Hennette, second by C.Merrell, the minutes from the regular meeting held on Thursday, February 4, 2016 were approved as presented. All Ayes. Monthly Finances On a motion from J.Hennette, second by C.Merrell, the monthly claims against the department were approved as presented. All Ayes. New Business 1. Parkfest Schedule — Director R.Weinschenk presented a list of dates from Latoshia Everson, Greencastle Civic League, for this summer's Parkfest Concerts-in-the-Park 1 t schedule. On a motion from T.Trigg, second by J.Hennette C.Merrell, the list was approved with one exception—Tuesday evening, August 4th was to be reserved for the annual National Night Out event. All Ayes. 2. July Regular Monthly Meeting — Director R.Weinschenk asked the board to consider moving the Thursday, July 7th regular park board meeting to Tuesday, July 5th. Following the long July 4th celebration, the Weinschenks would like to take a three day vacation to Pidgeon Forge on Wednesday to Friday, July 6-8. The board approved on a motion from J.Hennette, second by T.Trigg. All Ayes. Annual Program and Event Guide 1. Review and Approval of 2016 Program & Event Guide — Director R.Weinschenk reviewed the proposed annual guide covering each program with board members. During discussion the board made a change removing the $3.00 entry fee from the Winnie the Pooh Day and making it "Free" following the example of Dr.Seuss' Birthday Party Program. The board approved the programs and document presentation on a motion from T.Trigg and second by C.Merrell. All Ayes. 2. Approval of 2016-'17 program prices— Following the previous discussion and on a motion from T.Trigg and second by C.Merrell the board approved the fees to be charged for the programs listed in the annual brochure. All Ayes. Old Business/Director's Report 1. Big Walnut Sports Park Contracts — Director Weinschenk stated that in the hopes of expediting the contracts, he will be issuing identical contracts to last year's with a $100.00 increase to all. 2. Annual Easter Egg Hunt—Our annual Easter Egg Hunt has been set for Saturday, March 28, at 10:00 a.m. in Robe-Ann Park. The park department work bay will serve as our redemption headquarters. We will need volunteers at 8:30 a.m. to lay and then sit the 7,000 eggs placed throughout the park. 3. Tennis/Pickle Ball Court Project a. Fences Up - Taking advantage of the 50 degree days we've received the last few weeks, McCullough Excavating has returned to the tennis / Pickle Ball courts to install fence posts and fencing material. b. Color Coating/Nets & Posts — Leslie's Coatings will be in to apply the leveler, color coating and nets & posts as soon as we get consistent 70 degree weather. More likely it will happen in May. c. Electrical Panel — Three King's Electric has been hired to replace the electrical panel and move the light switches as soon as the weather warms up. 2. Park Roof Replacement Projects a. Robe-Ann Park Restroom Roof— Criss & Hutcheson Contractors replaced the shingled roof on the restrooms in Robe-Ann Park, which has needed a repair for a few years as the shingles were curled and breaking off. We found a potential leak inside, so completed this quickly before it became a larger problem. The building looks great with shingles that match the rest of the roofs in the park. b. BWSP Adult Softball Fields Dugout— The high winds that we received two weeks ago removed a section and loosened the remaining section of the roof on the left field dugout at the adult softball field. Deeming it unsafe, we hired Criss & Hutcheson to redesign,remove and replace it. 2 y 3. Volunteers — We continue to utilize volunteer help as much as possible receiving help from ... a. Latter Day Saints — The young missionaries from the Mormon Church of Jesus Christ Latter Day Saints have volunteered to help us with general park maintenance usually working two days each week. The two Elders and two Sisters helped us assemble and move ... i. 4-row bleachers. These will be used at BWSP adult softball field. ii. Scorer's Bench—They also helped assemble two scorer's benches, one of which will be moved to the BWSP adult softball field. The second will serve as a dining area inside the maintenance garage. iii. Disc Golf—Because we hadn't tested the disc golf course yet this year, we introduced the four missionaries to the game of disc golf, playing the first 6 holes. They came back to borrow our discs, I believe they are hooked! b. Bonner Scholar i. Meagan Khan — DePauw University Bonner Scholar Meagan Khan has returned from her J-term trip to Nicaragua and is again helping in the office. She helped with our youth basketball program and organize our St. Valentine's Day and St.Patrick's Day special programs. ii. Kyle Bartos - Kyle Bartos is our new Bonner Scholar who will be working with our department this next semester and he also helped with our youth basketball program. He is interested in all aspects of the department and will be helping with park maintenance duties and organizing programs. 4. Personnel Training 1. Slips, Falls and Trips Hazard Training — Full-time staff members R.Weinschenk and D.Bault and Bonner Scholar Intern Kyle Bartos completed Slips, Falls and Trips Hazard training on Thursday, March 3 with Safety Director Christy Glass. 2. Mowing, Weedeating and Safety Glasses Training — Before we start mowing the park, which could be next week, our full-time staff members will sit through trainings dealing with Mowing, Weedeating and Safety Glasses Training. These will be conducted by our department. 5. Greencastle Aquatics Center - Fire Extinguisher Tour — We toured the aquatics center with Christy Glass and B & R Fire to look at all fire extinguishers located in the Greencatle Aquatic Center including the Concession stand's overhead extinguisher system. Recreation Programs 1. Youth Basketball Program a. Season End - This past Saturday morning, we wrapped up the Youth Basketball Program. Approximately 165 kids participated in that and the "My First Shot!" Basketball programs. b. Fundraisers - We've held a number of fundraisers to help spread the word about our youth basketball program, as well as drumming up some extra funds toward expenditures. 1. Local Restaurants - "Thank you!" to the following businesses: Dairy Queen, Charlie's Beefcake Burgers, and Monical's Pizza for holding special days and making a donation based on store sales. 3 • 2. Season-End Sports Memorabilia — We sold three pieces of Pacer memorabilia and two other items by silent auction held on Saturdays, February 21 & 28th. The items raised $325.00 for the youth basketball program to help offset expenses. The items were and sold for: a. #3 George Hill Autographed Indiana Pacers Jersey purchased by Drew Shafer for$135.00 b. Autographed Indiana Pacers Mini-Basketball signed by George Hill, Jordan Hill, Glen Robinson III, Shayne Whittington and Solomon Hill was purchased by Ray Paugh for $65.00 c. Autographed Indiana Pacers Mini-Basketball signed by C.J. Miles, Rodney Stuckey, C.J. Fair, Paul George, Toney Douglas and Rakeem Christmas was purchased by Karen Walden for $65.00. d. Vintage Pewter Metal "Purdue University" Wind Chime was purchased by Suzanne Masten for $40.00. e. Vintage Olive T. Leafowitz Boyds Bear was purchased by Connie Core for$20.00. Adjournment On a motion from T.Trigg, second by J.Hennette, the park boardmeeting was adjourned at 8:47 p.m. All Ayes. Minutes respectfully submitted by: Roderick M. Weinschenk, Director Greencastle Parks & Recreation Department Minutes approved by: 2;/./f„ /aft/ /7, Beva Miller, President Tim Trigg, Vi sK.le eitta -1ktemtee _ 7 Cathy Merl, Secretary Dr. John Hennette c,' GREENCASTLE PARKS & RECREATION DEPARTMENT (204) ACCOUNTS PAYABLE VOUCHER DOCKET MARCH 3, 2016 VENDOR DESCRIPTION AMOUNT Card Services (VISA) Recreation Supplies -Brickmania 344.16 Criss &Hutcheson General Contractors Roof Repairs - Robe-Ann Restrooms 5,596.00 D & S Tree Service Robe-Ann Park tree work 1,900.00 Dave's Heating& Cooling, Inc. Service call to central restrooms 79.00 Headley Hardware Facility maintenance supplies 77.89 Humphrey's Outdoor Power, Inc. Expenditures: 229.88 • Repairs—snowblower/chainsaw 150.31 • Oil 53.59 • Facility maintenance 25.98 Indiana Parks &Recreation Association IPRA Conference—Bault&Weinschenk 750.00 NAPA Auto Parts Tire gauge, windshield fluid, air freshener 24.36 National Entertainment Easter eggs 407.00 Rod Weinschenk Reimburse for Mrs. Claus decoration 9.41 Spear Corporation CPR course registration—R.Weinschenk 310.00 State Chemical Urinal blocks, EZ Wipes 393.54 Wal-Mart Expenditures: 162.40 • Recreation supplies 48.00 • Facility maintenance 114.40 Total General Operation Expenses $10,283.64 (211)PARK NON-REVERTING BASKETBALL FUND Andrew Smith Officiate youth basketball games x 24 432.00 Brooklyn Osborne Officiate youth basketball games x 24 432.00 Candice Childress Supervise youth basketball at TZ 343.75 Kim Pieper Supervise youth basketball at Deer Meadow 239.25 Taylor Made Awards Youth basketball t-shirts 11.75 Taylor Made Awards Basketball season-end awards 817.00 Total Non-Reverting Basketball Expenses $2,275.75 (21) PARK NON-REVERTING SOFTBALL FUND Criss &Hutcheson General Contractors BWSP Softball dugout$2,729.00 Total Non-Reverting Softball Expenses $2,729.00 (281) BWSP LWCF GRANT FUND Civil Engineering Consultants BWSP map changes $150.00 Total BWSP LWCF Grant Fund Expenses $150.00 GRAND TOTAL MONTHLY EXPENSES , $15,438.39 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$15,438.39 dated this 3rd day of March, 2016. SIGNATURES OF GOVERNING BOARD Beva Mille ,President Cathy Me Se rota Tim Trigg, resid t Dr.John Hennette GREENCASTLE PARKS & RECREATION DEPARTMENT (204) ACCOUNTS PAYABLE VOUCHER DOCKET MARCH 3, 2016 VENDOR DESCRIPTION AMOUNT Card Services (VISA) Recreation Supplies-Brickmania 344.16 Criss &Hutcheson General Contractors Roof Repairs -Robe-Ann Restrooms 5,596.00 D & S Tree Service Robe-Ann Park tree work 1,900.00 Dave's Heating& Cooling, Inc. Service call to central restrooms 79.00 Headley Hardware Facility maintenance supplies 77.89 Humphrey's Outdoor Power, Inc. Expenditures: 229.88 • Repairs—snowblower/chainsaw 150.31 • Oil 53.59 • Facility maintenance 25.98 Indiana Parks&Recreation Association IPRA Conference—Bault&Weinschenk 750.00 NAPA Auto Parts Tire gauge, windshield fluid, air freshener 24.36 National Entertainment Easter eggs 407.00 Rod Weinschenk Reimburse for Mrs. Claus decoration 9.41 Spear Corporation CPR course registration—R.Weinschenk 310.00 State Chemical Urinal blocks, EZ Wipes 393.54 Wal-Mart Expenditures: 162.40 • Recreation supplies 48.00 • Facility maintenance 114.40 Total General Operation Expenses $10,283.64 (211) PARK NON-REVERTING BASKETBALL FUND Andrew Smith Officiate youth basketball games x 24 432.00 Brooklyn Osborne Officiate youth basketball games x 24 432.00 Candice Childress Supervise youth basketball at TZ 343.75 Kim Pieper Supervise youth basketball at Deer Meadow 239.25 Taylor Made Awards Youth basketball t-shirts 11.75 Taylor Made Awards Basketball season-end awards 817.00 Total Non-Reverting Basketball Expenses $2,275.75 (21) PARK NON-REVERTING SOFTBALL FUND Criss &Hutcheson General Contractors BWSP Softball dugout$2,729.00 Total Non-Reverting Softball Expenses $2,729.00 (281)BWSP LWCF GRANT FUND Civil Engineering Consultants BWSP map changes $150.00 Total BWSP LWCF Grant Fund Expenses $150.00 GRAND TOTAL MONTHLY EXPENSES , $15,438.39 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$15,438.39 dated this 3fl day of Marcia, 2016. SIGNATURES OF GOVERNING BOARD Beva Mile ,President Cathy Me e7 S r:-.ry Tim Trig ,V reside Dr. John Hennre l- %i V