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Home My Public Portal AboutJanuary 3 2024 Regular Meeting S Greencastle Board of Park Commissioners Meeting Wednesday, January 3, 2024 6:00 p m Robe Ann Park ,v Greencastle, Indiana AGENDA 1. Call to Order 2. Attendance 3. introduction/swearing in of Scott Hamilton 4. Public Input 5. Approval of Minutes of Regular Meeting-December 6,2023(vote) 6. Approval of Monthly Claims and Invoices-December 2023(vote) 7. New Business 8. Old Business-Robe Ann Park bathroom renovation update(furnace) • Solar Eclipse,April 2024-use of Big Walnut Sports Park for viewing of hosting • Fall 2024 Slingshot Tournament • Lighting project at Big Walnut Sports Park-RFP provided 9. Director's Report 10. Chrysta's report 11. Ashley's report 12. Adjournment 13. Next Regular Meeting^'Wednesday,February 7,2024,GPR Office in Robe Ann Park(6:00PM) Persons who require acsistanr.e or need information regarding access to the meeting and the availability of special facilities are requested to telephone Laurie Hardwick,ADA Coordinator,at 765.655.2301 or 765.653.3100,at least three days in advance of the meeting. E j� €1,14 4 geomitii, City of Greencastle Parks and Recreation Board of Park Commissioners January 3,2024 Monthly Meeting • Call to order by Cathy Merrell at 6:00pm • Attendance CM,Ashley Crady,Chrysta Snellenberger,Eric Bernsee,Scott Hamilton, Mayor Dunbar, Tim Trigg, Doug Hutchison • Welcome Scott Hamilton/swearing in.Scott provided a brief history of his time in Greencastle.Works at DPU as a counselor.Loves hockey,coaches CC and track. • Public Input-None • Approval of Minutes of December 2023 meeting(vote)Motion to approve Tim;second Doug. Passed 4-0 • Approval of Claims and Invoices of December 2023(vote).Motion to approve Tim;Second Cathy. Passed 4-0 • New business-none • Old Business 1. Robe Ann Park Bathroom update(furnace).ADA splash pads are back ordered;last remaining parts. The furnace update from Chrysta as well as water heater request....Two of three furnace elements are operational.One is not.Unit was placed in 1998.Element parts are now obsolete. It is$1200 to repair;a new unit is$2,000.Units are electric.Chrysta suggested placing a water heater in for cleaning purposes. It would be free standing.Motion to purchase a new furnace for—$2,000 Motion to approve both units by Cathy;a second by Tim. Passed 4-0 Motion to purchase a small capacity water heater for—$300-400 from Doug;second by Scott. Passed 4-0. 2. Solar Eclipse April 8,2024.Bathrooms,traffic,law enforcement,will stay off the athletic fields,use the west end and SE quad for parking,if necessary. Camping was discussed. During December meeting we downplayed the camping aspect.DH asked about portable bathrooms.Staying off athletic fields.Remaining greenspace may be used for parking depending on the weather.Wet conditions would likely prevent parking in the greenspace at the SE quad and near the west entrance. Main parking lots hold about 120 spots.Cathy remarked about businesses benefitting from the crowds attending the event. Discussion about the timing and the adjacent(factory)businesses letting out of work...Chrysta suggested closing the west entrance and using the east entrance for entries. Could open west entrance for exits post-eclipse. Discussion to resume at the February meeting. 3. Fall Slingshot Tournament is now a June 2024 event.Greg will check with leagues and invite Will Bartlett to February meeting.Camping was re-visited.Parking was discussed in December meeting. June change seems to be ok,but doesn't rule out the possibility of not hosting.Tim thinks Jaycee parking is worth considering.Big Walnut Sports Park would host the event,JC would host camping. Cathy thinks hosting camping would be good for the park to gauge its ability to host a large event. Doug suggested specific guidelines for the campers. Most athletic seasons are completed before this event. 4. Lighting project at BWSP-RFP provided by Laurie Hardwick.Motion to move forward and solicit bids...motion to approve by Cathy;second by Tim. Passed 4-0 • Director report(see next two paragraphs) • Chrysta's report-Eight ADA tables were delivered today and will be put together soon.They are pine wood with metal supports.They will be placed at each shelter and at the splash park.There will be others spread throughout the park system. • Ashley's report-Pet photos event earned$379 for PC Animal Care.,Breakfast at the North Pole had 55 participants and profited$180.The letters to Santa campaign garnered 93 letters,and we received 339 coloring entries. Youth basketball has 71 entries(update—over 95 as of 1.5.24).We are partnering with GHS coach to coach the coaches and kids.The hope is this program can become a feeder program for girls'basketball. • STEM program in conjunction with a Purdue Extension and PC Water Conservation District partnership,is scheduled to begin in mid-January and last 5 weeks. • Adjournment Motion to adjourn at 6:33 by Tim;second by Cathy.Passed 4-0. • Next regular meeting—Wednesday,February 7,2024,in the Parks and Recreation Office in Robe Ann Park(6:00pm) GREENCASTLE PARKS&RECREATION DEPARTMENT (204)ACCOUNTS PAYABLE VOUCHER DOCKET Wednesday,January 3,2024 (For business of December 2023) VENDOR DESCRIPTION AMOUNT DC Services Winterizing of aquatic center $333.58 Headley Hardware Misc.Park supplies $182.80 Johnny Quick Portable Restrooms Portable bathroom rentals $1600.00 NAPA Auto Parts Exact fit beam $32.94 S5 Security Solutions Monthly service $29.95 WalMart Halloween supplies $43.26 Kona Ice Coffee truck for park events $270.00 ARAB Pest Control Regular park office service $75.00 Katie Conley Canvas Art instructor $105.00 Spear Corp. Winterization of pool chemical $2633.07 system/removal of pump propellers for storage Total General Operation Expenses $5305.60 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$5,305.60 dated this 3rd day of January,2024. SIGNATURES OF THE GOVERNING BOARD OtitT/441AAALLC) Cathy Merrell,4sident , Tim Triggg,Vic Pre ident Doug Hutchison Scott Hamilton PA(' B ci / 1/1-1/ 17/ 7:> 4) cA, - J Na. rv\ L„N:),t, 11)14464—, T cRw ' fob (\; )Q 7),? ty