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Home My Public Portal AboutSeptember 1 2016 Regular Session Greencastle Board of Park Commissioners Minutes of the Regular Monthly Meeting Thursday, September 1, 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: Eric Bernsee—Banner Graphic, 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 B.Miller in the Greencastle City Hall council room. Public Input/Special Park Use 1. Greencastle Middle School Intramural Tennis Program use of Robe-Ann Park Tennis Courts—Director R.Weinschenk reviewed the request from Greencastle High School Middle School tennis coach Brittany Labhart for the potential use of the tennis courts in Robe-Ann Park for an intramural program at the middle school level. On a motion from J.Hennette, second by C.Merrell,the request was approved. All Ayes. 2. Poverty Awareness Week Movie in the Park - Erin Sprinkle requested use of the central area of Robe-Ann Park for a gathering culminating in a movie in the park on Friday, September 23rd. Big Bounce Fun House Fun Flick will provide the screen with the movie Flubber shown. Vendor booths, popcorn and cotton candy will be sold for donations. On a motion from C.Merrell, second by J.Hennette, the request was approved. All Ayes. 3. Annual Girl Scout Trunk or Treat in Robe-Ann Park - Melanie Welker provided a written request to use Robe-Ann Park for the Girl Scouts Annual Girl Scout Trunk or Treat program on Friday, October 28, 2016. On a motion from T.Trigg, second by J.Hennette, the Girl Scouts program was approved. All Ayes. 4. Annual Girl Scouts "5K Glow Walk/Run" —Melanie Welker also provided written request to utilize Big Walnut Sports Park on Friday, April 7, 2017 for the Girl Scouts annual "5K Glow Walk/Run". The park board complimented them on their advanced planning. On a motion from J.Hennette, second by C.Merrell, the request was approved. All Ayes. 5. Putnam County Youth Soccer Association Restroom/Concession Stand — Atley Deer who serves as the PCYSA Building & Grounds Caretaker reviewed the electrical needs of the youth soccer program. It is believed the current concession stand is underserved by the current 100 amp electrical service and they would like to increase their service to a 200 amp service. An agreement with the Hendrick's County REMC will need to be signed by the owner, so the board gave Director R.Weinschenk and board president B.Miller permission to sign the document on a motion from T.Trigg, second by J.Hennette. All Ayes. 1 t Minutes On a motion from T.Trigg, second by C.Merrell,the minutes from the regular meeting held on Tuesday, August 8, 2016 were approved as presented. All Ayes. Monthly Finances On a motion from T.Trigg, second by J.Hennette, the monthly claims against the department were approved as presented. All Ayes. Approval of Criss & Hutcheson Shelter#5 Improvement Project Contract On the morning of August 15th, 2016 park maintenance supervisor David Bault informed Director R.Weinschenk of a concern he had with shelter#5 in Robe-Ann Park. Upon arrival it was apparent that the structure has shifted and racked due to windsheer and rotten posts. In a meeting with Patrick Thibodeau, Building Commissioner for the City of Greencastle he suggested we not use the shelter until it can be repaired. He provided possible ways to correct the situation. Garth Hughes from Civil Engineering provided specifications which were released to area contractors. Director R.Weinschenk presented a contract with Criss&Hutcheson for the park board's approval. It was noted the bid came in under the city engineer's estimate. On a motion from J.Hennette, second by C.Merrell,the board approved the contract. All Ayes. Annual Meeting for Friends of the Park Director R.Weinschenk reviewed the invitation to the annual meeting of the Friends of the Park Association of Putnam County, Inc. which has been set for Thursday, September 8th, 7:00 p.m. at the offices of Civil Engineering Consultants, 1285 S. Jackson Street, Suite B, Greencastle. The program will include a presentation on the Progress of Our Community Parks and Pathways. Everyone is invited. Friends Of The Park, Special Projects, and Old Business 1. LWCF Close Out Paperwork—Director R.Weinschenk presented the final paperwork for the 2011 Land& Water Conservation Fund Grant received for improvements at Big Walnut Sports Park. He reviewed the "as built"map of BWSP and requested the board's approval to have board president B.Miller sign the documents. On a motion from T.Trigg, second by J.Hennette. All Ayes. 2. Pickup Truck Update—Director R.Weinschenk reported that one of the park department pickup trucks will be donated and transferred to the Area 30 Automotive Repair Program. The plight of the second is still up in the air. 3. Tennis & Pickleball Court Project Update—Director R.Weinschenk gave a quick update in regards to the Tennis &Pickleball Court Improvement Project. a. Construction -The construction portion is all completed,but Jessica Hartman with Civil Engineering Consultants states some work on the grass seed still needs improvement. It should be completed soon. b. Electric Upgrades—Josh King with Three Kings Electric has been asked to completed improvements to the electrical service to the tennis and pickleball courts. We are awaiting information from Duke Electric and supplies. c. Bleachers—We have a set of bleachers that will be moved into the courts. 4. Signage—following the electrical improvements we will complete the signage for the Heartland Tennis &Pickleball Court dedication. 2 1. 5. Movie in Robe-Ann Park—Assistant Director P.Cornelius reminded all board members that at their request we will be showing the movie Treasure Planet on the Robe-Ann Park softball diamond on Saturday night, September 10th beginning around 8:30 p.m. 6. Glow Throw Disc Golf Tournament—Assistant Director P.Cornelius also reminded the board that on Saturday, October 1 we will be holding the second annual Glow Throw Disc Golf Tournament at the 19-hole disc golf course located at Big Walnut Sports Park. 7. Camp Ma'arava Pool Rental — This was a special pool rental which consisted of 515 young ladies average age 13-15 year olds held on August 4th. This was a large pool rental and who requested all female lifeguards and staff members. Although we got surprised by their picnic prior to the event,the pool rental itself went off without a hitch. 8. Greencastle Pediatric Dentistry Pool Rental in Review — Assistant Director P.Cornelius reported that although the Ma'arava pool rental was a large one and set a record with the most female patrons, the highest attendance record for a private pool rental was set by Greencastle Pediatric Dentistry on July 15th with 557 patrons and 20 staff members attending. That's been the largest private rental to date! Next Meeting—Director R.Weinschenk reminded all that the next meeting will be held on Thursday, October 6th at 7:30 p.m. and will begin with judging of our Halloween Haunted House Brickmania and Gingerbread Contests ahead of time. Adjournment On a motion from T.Trigg, second by C.Merrell, the park board meeting was adjourned at 8:23 p.m. All Ayes. `•?.__eruL,ActcifL Minutes respectfully submitted by: Roderick M. Weinschenk, Director Greencastle Parks&Recreation Department Minutes approved by: 6-(-/9./df Beva Miller, President Ti Trit ''ice 'resident Cathy Merrell, Secretary Dt. John Henn'tte 3 GREENCASTLE PARKS & RECREATION DEPARTMENT (204) ACCOUNTS PAYABLE VOUCHER DOCKET September 1, 2016 VENDOR DESCRIPTION AMOUNT Baker's Septic Service Portalet service for Jaycee& BWSP Parks 142.00 Fastenal Safety glasses, DeWalt batteries,tape 160.93 Greencastle Civic League 5K Pancake breakfast attendees 490.00 Gordon Food Service Food supplies for pool concessions 315.76 Headley Hardware Park maintenance expenditures 858.93 Horizon Business Center Office supplies 184.72 Humphrey's Outdoor Power, Inc. Repair parts 1,768.37 JTN Services Exmark belt cover 59.07 Lifeguard Store Lifeguard suits and supplies 649.75 Napa Auto Parts Repair parts 7.49 National Recreation&Park Association NRPA membership 165.00 Neal Tire Tire repair 50.53 Orkin Pest Removal Recuring pest service 88.96 Pepsi Beverage Company Pool - Product for resale 530.28 Pingleton Sawmill, Inc. Jaycee Park bridge repair supplies 172.80 Snowy Pines Nursery BWSP tree plantings— 15 trees 1,013.90 Spear Corporation, Inc. Pool chemicals 1,180.15 Tara Gardner Aqua Zumba Instruction 90.00 Wal-Mart Credit Card Expenditures: 829.25 • Concessions $707.99 • Recreation supplies $ 90.22 • Pool maintenance $ 31.04 Total General Operation Expenses $8,757.89 (21) PARK NON-REVERTING SOFTBALL FUND Brad Nobles Umpire fees 374.00 Chris Huff Umpire fees 44.00 Lisa Porter Scorekeeper fees 198.00 Phil O'Neal Umpire fees 220.00 Total Non-Reverting Softball Expenses $836.00 GRAND TOTAL MONTHLY EXPENSES $9,593.89 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$9,593.89 dated this e day of September, 2016. SIGNATURES OF GOVERNINGy BOARD 1( (4tIN Beva Miller,President Cathy Merrelcret -7:7; Tim Trigg, ice President Dr.John Henri