Board of Park Commissioners

City of Hobart Board of Park Commissioners Minutes April 10th, 2017 Call to Order: Mr. Allen called the meeting to order at 5pm, followed by the Pledge of Allegiance. Ms. Mandon took roll call. The following Commissioners were present: Mr. Allen, Mr. Wengel, Mrs. Sills, and Mrs. Galka. Also present were the School Board representative Mr. Rogers, Councilman Herzog, City Attorney Mr. DeBonis, Park Board Secretary Ms. Mandon and Park Superintendent Mr. Mitchell. Approval of Agenda: Mr. Allen stated that the agenda is to be amended to include the Park Master Plan discussion. Mr. Wengel made a motion to approve the agenda with the addition, seconded by Mrs. Sills. All aye, motion carried. (4-0) Approval of Minutes: Mr. Allen stated that he requested the minutes be amended adding that Mr. Schwuchow handed Mrs. Wilkison an undisclosed amount of money for the rental of the Bandshell for the event. Mrs. Galka motioned to approve the minutes with the correction, seconded by Mr. Wengel. All aye, motion carried. (4-0) Approval of Register of Claims: Mr. Allen questioned why there were cleaning supplies purchased at both Menards and Janitorial Supply. Do we have contracts at these locations? Mr. Mitchell said no, just account purchasing opportunities for different specific needs to clean. Mrs. Sills made a motion to accept the register of claims as presented, seconded by Mrs. Galka. All aye, motion carried. (4-0) Correspondence: Mrs. Dixon emailed Mr. Allen to make sure she got his correct email address. Mr. Allen held up a piece of paper with his correct email for anyone to get a hold of him. Mr. Woronecki also emailed Mr. Allen and he passed around the email that was sent. Superintendent’s Report: Mr. Allen stated that he walked Fred Rose Lakeshore and noticed the obtrusive concrete on the south shore. Mr. Mitchell said he needs someone with the right equipment to break it up, it is too big for the parks employees to do. Mr. Allen said thank you for making the yard available for the disposal of a used tire from Hansen Park playground. Mr. Mitchell brought up Englehart Park and Merrillville Heights Park property. The previous Master Plan proposed getting appraisals and selling the properties. Mr. Mitchell stated that Englehart Park is very remote and not used regularly and Merrillville Heights is landlocked and not buildable. Mr. Mitchell also brought up possibly acquiring the property that is for sale just south of the Hobart Pool. It is on the market for $99,000 right now. He explained what a good location it would be for sports fields adjacent to the pool and parking lot. Mr. Mitchell then addressed Mrs. Woronecki-Ellis in regards to ADA playground access. He does plan to make improvements a few parks at a time as there is no exact date deadline it has to be completed by. The only deadline for ADA was the pool lifts that were installed. Plan Commission Report: Mrs. Galka stated that the Plan Commission tabled the Cressmoor Plan again. Council Report: Mr. Herzog stated that on Wednesday, the Council unanimously approved the resolution for park improvements. School Board Report: Mr. Rogers reported that the School City of Hobart is asking for permission to do the summer food program in the parks again. They average feeding approximately 500 people a day. Mr. Allen asked if it was a federally funded program and Mr. Rogers said yes it is a partial federal grant. Mrs. Sills made a motion to approve the park locations for the Summer Food Program, seconded by Mrs. Galka. All aye, motion carried. (4-0) Old Business: Mr. Mendoza addressed the board in regards to the Park Master Plan. He said he would like to go through the process with the new board members and meet to go over any questions. The new plan is not adopted yet but it is based on the public surveys and data. It is fluid and flexible based on needs. Mr. Allen asked if Mr. Mendoza was satisfied with the public input results and Mr. Mendoza said yes. There were petitions, emails, and the surveys all incorporated into the findings. Mr. Mendoza said the plan will be set out at a few locations and on the website for people to make comments and suggestions. Mrs. Sullivan addressed the board in regards to the Concerned Citizens and their Don’t Deport Your Neighbor event. Mr. Allen said as long as the overall plan and insurance was turned in it is ok to have the event. Mr. DeBonis stated that the Splash Pad Bond Project RFP proposal bids are not ready to be awarded. A special meeting is needed to take time to check on conforming specifications and to act on bidding and awarding. Mrs. Galka made a motion to hold the special meeting April 24th at 5pm, seconded by Mr. Wengel. All aye, motion carried. (4-0) New Business: Mr. Allen declared the 2nd Public Hearing for the Park Bond open. Mrs. Woronecki-Ellis approached the board in regards her issues with bond projects. Mrs. Woronecki-Ellis has issues with the size of the splash pad and the cost being too high. It is attracting too many people with extra trail traffic as well. The Parks are not considering the big picture. Another issue is with the ADA compliance concerns. Making playgrounds and parks ADA compliant should be part of the bond, not the splash pad. Mr. Woronecki addressed the board in regards to his email that he sent to Mr. Allen and the City Council explaining the financial effects of the bond. He wanted to get rid of projects and cut the amount in half. Mr. Allen asked three times if anyone else wished to speak on the bond, with no response he closed the public hearing. Mr. DeBonis stated that there are three actions required to move the issue of the bond along. For the record, the Council did not pass the bond resolution yet, it was just introduced. Mr. DeBonis suggested the board makes a motion to approve and adopt the 2017-03 Confirmatory Resolution. Mrs. Galka asked if the projects come in under expense and there is money remaining, can we use it for ADA compliant improvements? Mr. DeBonis said as long as it is described on the list of bond projects, it can be used for that yes. Mrs. Sills made a motion to approve and adopt the resolution 2017-03, seconded by Mrs. Galka. All aye, motion carried. (4-0) Mrs. Sills made a motion to approve and adopt the resolution 2017-04 Bond Resolution, seconded by Mrs. Galka. All aye, motion carried. (4-0) Mrs. Galka made a motion to approve and adopt the resolution 2017-02 Additional Appropriation Resolution, seconded by Mr. Wengel. All aye, motion carried. (4-0) Mr. DeBonis said he received the bids and prepared the Resolution 2017-05. It was done as a formal bid not an RFP and their suggestion or award was for Ryan Construction Inc. as the responsible bidder. 3 bids were received and Ryan Construction Inc. was the only company that submitted all of the documents on time. The responsible responsive bidder suggestion by BF&S and Mr. DeBonis is Ryan Construction Inc. There will be two groups of contracts, one for grant financed parts and one is for bond financed parts of the project. Group one could go forward immediately and group two would be contingent on the bond closing. If for some reason the bond does not close, group two will not go forward. Mr. Wengel made a motion to adopt and approve Resolution 2017-05, seconded by Mrs. Sills. All aye, motion carried. (4-0) Mr. DeBonis stated that with the Maintenance Garage Project, an RFP was the appropriate way to proceed because of the variance in products and matter of construction. Mr. Allen said that when the Parks Department built the Community Center, a few board members were able to meet and make decisions. Mr. Allen said he wants to be a part of reviewing the bids. Mr. DeBonis said the board makes the award so yes he can sit in on viewing the proposals. The board has the authority to be involved. Mrs. Sills made a motion to approve the advertisement for the Maintenance Garage Project RFP, seconded by Mr. Wengel. All aye, motion carried. (4-0) The agenda topic of the Playground RFP advertisement was next and Mrs. Galka made the motion to approve, seconded by Mr. Wengel. All aye, motion carried. (4-0) The Friends of Robinson Lake representative Mr. Krebes approached the board in regards to their Family Fishing event held on June 3rd at Robinson Lake. It is an educational free fishing day. Mr. Allen also pointed out that it is DNR’s no fishing license required day. Mr. Mitchell stated that the Community Earth Day Clean-Up is on April 22nd at 9am in the Bandshell. Everyone is welcome to join us in cleaning up the parks and a cook-out afterwards in Festival Park. Announcements: Mrs. O’Brien approached the board and brought up the Hobart Marsh groundbreaking event on April 24th at 11:30am. Mr. Wengel asked who all is involved in this and Mrs. O’Brien said the DNR, Army Corps of Engineers, and the Little Calumet River Basin. Mrs. O’Brien said you should support this, it is a great thing for the Hobart trail system. Hobart Jaycees approached the board with Mr. Anderson and Mrs. Maguire representing. They stated that they are seeking approval for their fundraisers Mud Volleyball and the Jaycees Fest. Mud Volleyball will be at Hillman again and Jaycees Fest will be at the Brickie Bowl for the first time. Mrs. Sills asked if there were any problems last year at the Hillman location and Mr. Mitchell said no. Mrs. Sills made a motion to approve the Hillman location for the Mud Volleyball event in August, seconded by Mr. Wengel. All aye, motion carried. (4-0) Mr. Anderson said Jaycee Fest will be June 30th – July 3rd in Brickie Bowl. Mr. Wengel asked about parking and Mrs. Lopez said this location is a challenge with parking but there will be the MRC parking lot and the downtown spots. There was no real problem with parking at her Bring Back Brickie Bowl event last year. Mr. Wengel asked about rain and damaging the field. Mr. Mitchell said Brickie Bowl has the best drainage out of all of the parks and the field is in great shape, if any damage the Jaycees will fix it. Mrs. Galka made a motion to approve the Brickie Bowl as the new location for Jaycees Fest this year, seconded by Mr. Wengel. Adjournment: Mrs. Sills made a motion to adjourn, seconded by Mrs. Galka. All aye, motion carried. 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