Board of Park Commissioners

City of Hobart Board of Park Commissioners Minutes July 10th , 2017 Call to Order: Mr. Allen called the meeting to order, followed by the Pledge of Allegiance. Ms. Mandon took roll call and 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 (came in later), Park Board Secretary Ms. Mandon and Park Superintendent Mr. Mitchell. Approval of Agenda: Mr. Allen wanted to add a special meeting under new business. Mrs. Galka made a motion, seconded by Mrs. Sills. All aye, motion carried. (4-0) Approval of Minutes: Mr. Allen said the vote was not audible and the last line under old business should read (3-1) not (4-0). Mrs. Galka made a motion to approve the agenda, seconded by Mr. Wengel. All aye, motion carried. (4-0) Approval of Register of Claims: Mrs. Sills asked about the three charges for early registration. Ms. Mandon and Mr. Mitchell explained that those charges were for the national park conference registration. Mrs. Galka asked if there was enough money in a travel line item, Mr. Mitchell said no, we do not have a travel line, and he has to move money around for these charges. Mr. Allen stated that he wanted a report back on the conference. Mrs. Sills asked why there were different charges and Ms. Mandon stated that 2 out of the 3 people attending are considered a young adult under 35 years old so it costs less. Mrs. Sills questioned the charge for the picnic table frames and Mr. Mitchell stated that they are just 10 frames and the lumber needs to be added. Mr. Wengel questioned the tree removal from Evans Trees. Some discussion ensued and Mr. Wengel questioned if there was a guideline limit as to how much the department can spend. Mr. DeBonis said the board has the power to adopt a resolution with a spending limit and guideline. Mr. Wengel made a motion to accept the register of claims, seconded by Mrs. Sills. All aye, motion carried. (4-0) Correspondence: Mr. Allen stated that Mr. Woronecki sent an email in regards to the playground. Superintendent’s Report: Mr. Mitchell stated that they Parks Department is getting a playground ADA consultant. The splash pad project was started about two weeks ago and they should have about 2-3 more weeks to complete it. The Maintenance Garage Project should begin in the next 30 days. The grant project along the shoreline should be complete in about 30-40 days and the Lakefront Walkway project should begin in about 30-60 days. Mr. Mitchell stated that there has been some very bad graffiti and vandalism in the parks. There was even a report of a garbage can being on fire. Mr. Mitchell is meeting with security camera companies to get estimates so that we can catch the people that are responsible. Mr. Mitchell addressed the board in regards to a possible personnel question. The Park Secretary has left and there are 2 part-time employees filling in. Ms. Mandon is not a secretary; she is the Recreation and Operations Coordinator. There are very long hours during the summer with the office, pool, parks and Summer Markets. Some discussion ensued. Mr. Mitchell discussed two lawn mowing tractors. He usually trades them in every 3 years but in this situation, he is in need now. He is asking permission to purchase two new tractors and a trailer as soon as possible. Mr. Wengel asked if there is enough money set aside for that and Mr. Mitchell said there is plus he will get some trade-in credit for the old mowers. Some discussion ensued. Mr. Rogers stated that Mr. Mitchell has done very well with money and with his budget and has saved as much as he has spent. Mr. Wengel said he is questioning why the board does not have a limit; he is not questioning Mr. Mitchell’s ability with the budget. Mr. Mitchell agrees to have a limit put in place; this was just a time sensitive matter with the tractors. Let alone the daily use, one was damaged by running over a mortar left over from the 4th of July in the Rugby field. Mr. Allen asked why there were 3 Parks Department trucks in the parking lot tonight, and Mr. Mitchell stated that there are 3 employees in attendance. Mr. Mitchell said that the full time employees pay for the trucks out of their checks. Mr. DeBonis said that with the purchases under $25,000 there is no bid or quotes needed but it is good practice to get them for the board anyway. Mr. DeBonis asked to add the Imboden paperwork and purchases under new business on the agenda. Mrs. Galka made a motion to approve the agenda with the additions, seconded by Mrs. Sills. All aye, motion carried. (4-0) Plan Commission Report: Mrs. Galka stated that the Plan Commission removed the Cressmoor Project from the agenda pending engineering. Council Report: Mr. Herzog stated that the residents have come before the Council and are asking for swimming at Robinson Lake. Mr. Wengel asked why the swimming stopped. The Mayor addressed the board and said that the waterpark had a part in the decrease of attendance at Robinson Lake. This was before the Mayor’s time but there has been considerable discussion at the Council meeting to restore the beach. It is a beautiful lake but there is potential for danger with unattended swimming. Mr. Allen stated that there were funding difficulties that caused closing. He also said there is an erosion problem that needs to be addressed and ADA accessibility to the equipment and fishing deck. School Board Report: Mr. Rogers reported that the school has had a great success with Taco Tuesdays and they appreciate the help. The cafeteria is still under construction but they are on time. The school appreciates the citizen involvement with the referendum. Also, there is a Focus on Education put out monthly for everyone’s enjoyment. Old Business: The playground RFP is not ready, it will be tabled until next month. Mr. DeBonis looked over the ADT alarm company fine print and said they are reasonable terms and he recommends the contract to be allowed to be signed. Mrs. Galka moves to approve the ADT contract, seconded by Mr. Wengel. All aye, motion carried. (4-0) New Business: Ms. Mandon displayed the Lakefront Festival entertainment contracts and forms. There are 3 basic forms for all entertainment contracting with the city. The Board of Works signs the forms. Mr. Wengel made a motion to approve the purchasing of the lawn mowing equipment, seconded by Mrs. Sills. All aye, motion carried. (4-0) Mr. Mitchell asked to put a limit on purchasing procedures and give guidance when to do quotes etc. Mr. DeBonis presented the contract paperwork from Imboden for the maintenance building. The proposal was approved last month. Mr. Gralik is our representative and handles the monthly payments. Mrs. Galka asked who would sign for change orders and Mr. DeBonis said Mr. Gralik. A motion is needed to approve the agreement with the contractor, the certificate of liability insurance, and the performance bond. Mrs. Sills made a motion, seconded by Mrs. Galka. All aye, motion carried. (3-0) Mrs. Galka made a motion to approve the performance bond and insurance, seconded by Mrs. Sills. All aye, motion carried. (3-0) (Mr. Wengel stepped out of the room) Mrs. Galka made a motion to approve the claims list payable from the bond, seconded by Mrs. Sills. All aye, motion carried. (4-0) There is to be a special park board meeting for consideration and award for the Lakefront Walkway Project. Mrs. Galka made a motion to conduct a special meeting July 24th at 6pm in the Council Chambers, seconded by Mr. Wengel. All aye, motion carried. (4-0) Mr. Allen called for a special meeting request for an Executive Session Board Meeting. Mr. DeBonis stated that there must be an explicit statement of reason for the meeting. Mr. Allen disclosed that the topic is regarding a personnel concerns discussion. Mr. Allen requested that it be held Thursday July 13th at 5pm in the Mayor’s office. Mrs. Galka made a motion to set the special meeting executive session, seconded by Mr. Wengel. All aye, motion carried. (4-0) Announcements: Mr. Krebes from Friends of Robinson Lake displayed a picture of the fishing deck. He explained that because it is owned by the City of Hobart a plan and design by an architect is necessary. There is not enough time or the finances for the deck this year. It will be continued for now and Mr. Hill submitted an agreement to continue the project. Mr. Krebes showed the board a brochure that Friends of Robinson wants to put out to gain membership. He wanted it approved before passed along. Mr. DeBonis stated that a non-profit private entity is able to put out what they want. Mr. Krebes also addressed swimming at Robinson Lake. He said Robinson Lake will help with sand if the parks wanted to bring back the beach. The pool cost money, the water park cost money but Robinson Lake is free. Mrs. O’Brien addressed the board in regards to the Friends of Robinson Lake and NWI Paddlers Kayak and Canoe event. It is July 29th from 12-3pm at Robinson Lake. Mrs. O’Brien invited the staff to come take a look as Fred Rose is in bloom with wildflowers. There is s pollinator walk on Wednesday at 5pm in Fred Rose and there would be more wildflowers if they were not mowed. Adjournment: Mrs. Sills made a motion to adjourn, seconded by Mr. Wengel. All aye, motion carried. (4-0) ________________________________________ ________________________________________ ________________________________________ ________________________________________