Board of Park Commissioners

City of Hobart Board of Park Commissioners Minutes September 11th, 2017 Call to Order: Mr. Allen called the regular 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 School Board Representative Mr. Rogers, City Attorney Mr. DeBonis, Park Board Secretary Ms. Mandon and Park Superintendent Mr. Mitchell. The Common Council representative Mr. Herzog was not in attendance. Approval of Agenda: Mrs. Sills made a motion to accept the agenda as presented, seconded by Mrs. Galka. All aye, motion carried. (4-0) Approval of Minutes: Mrs. Galka made a motion to approve the meeting minutes as amended, seconded by Mr. Wengel. All aye, motion carried. (4-0) Approval of Register of Claims: Mrs. Sills moved to approve the claims for the claims list, seconded by Mrs. Galka. All aye, motion carried. (4-0) Approval of Bond Proceeds Claims List: Mrs. Sills made a motion to approve the claims for the Park Board Bond Proceeds Claims List, seconded by Mrs. Sills. All aye, motion carried. (4-0) Correspondence: Mr. DeBonis sent an email in regards to the Robinson Lake proper signage for swimming liability. Mrs. Galka moved to add this topic to the agenda under new business, seconded by Mrs. Sills. All aye, motion carried. (4-0) Superintendent’s Report: Mr. Mitchell said the splash pad work is finished, and the grant work for the dock is completed. The deck and lighting portion is almost done and the ribbon cutting will be the first week in October. The doughboy bench was involved in an accident and they caught the person responsible. The Maintenance garage will come down this week. Most part time workers are back to school so we are on a skeleton crew so please be patient. Saturday is the Brews and Blues Festival so come down to Festival Park. The concrete at the pool has been there since 1962, we received 3 bids on repairing. Mr. Mitchell handed the board Mrs. Goodpaster’s report on the plantings at Fred Rose Park was handed to the board. The ADA consultant did drop his price $6,000 for the extensive report on all of the parks and buildings in the system. He is going to give us a breakdown of what is needed and then we must show that we are moving forward progressively. Mr. Mitchell said it was brought to his attention that Mrs. O’Brien was spraying at Fred Rose Park on 8th St. Mrs. O’Brien said yes but she had permission from Mr. Hevel a long time ago when he was on the Park Board. Mr. Mitchell stated that he did not give her permission to spray pesticides on park property and nor did his board. That is not her property. Mr. Wengel asked Mrs. O’Brien if she had permission to do the spraying or did she do this on her own? Indiana State Chemist was contacted. Mr. Mitchell stated that Mrs. O’Brien knows that she cannot just show up, she must follow procedure that her license states. He appreciates her as a volunteer but she is not a park employee. Mr. DeBonis stated that if you apply a chemical that has known effects, in a manner which is not proper, you do suffer liability. The city did not know about it but have a duty to maintain the parks safe for use of our citizens. Mr. Allen said that Mrs. O’Brien mentioned Mr. Hevel as the prior board member giving her permission to spray insecticides. Mr. Allen said it has to be understood that some historic understanding with a prior board, has to be considered null and void. Mrs. O’Brien would have to come to the current board or Superintendent for permission for future actions. Plan Commission Report: Mrs. Galka stated that the Plan Commission approved the City Hall parking lot rain garden with the stormwater grant. It will add 5 new parking spots and move the gazebo to the center of the lot. Some discussion ensued. Mrs. Galka discussed possibly adding a camera to the new lot there also. Council Report: Mr. Herzog was not in attendance. School Board Report: Mr. Rogers stated that September 28th is the Taste of Autumn at the Ambassador Hall which is a pre-school fundraiser. Mr. Rogers also said that the sports are in full swing so come check them out and support. Old Business: The playground RFP is still not ready and will be tabled until next month. Mr. Mitchell discussed the ADA Consultant and his official report and inspection. It will take 3-4 days to complete covering 23 parks. Mr. DeBonis stated that it will be $43,700 plus reimbursable expenses like travel. It states that there is an attached rate schedule, but it is not attached. Mr. DeBonis suggests making a motion but subject to the provision of the rate schedule. Mr. Mitchell will email the attachment as soon as possible tomorrow. Mrs. Galka made a motion with a condition to obtain and look over and respond to the rate schedule, seconded by Mr. Wengel. All aye, motion carried. (4- 0) New Business: The discussion began of Performance Bond, Payment Bond, and Formal Agreement with LaPorte Construction. Mr. DeBonis suggests a motion to approve and accept the agreement between owner and contractor with the attached affidavits, the Performance Bond, and the Payment Bond. Mrs. Galka moves to accept and approve the documents referenced, seconded by Mrs. Sills. All aye, motion carried. (4-0) Ms. Mandon stated that the Brews and Blues contract for The Kinsey Report was not in the group of contracts that were signed previously. It is for the entertainment on Saturday September 16 th. Mrs. Galka asked if it was rained out, do we still pay the band and Ms. Mandon said yes. Mrs. Galka made a motion to approve the contract, seconded by Mrs. Sills. All aye, motion carried. (4-0) Mrs. Galka asked about the size of the pool concrete repair, Mr. Mitchell said it is about ¼ of the entire pool surface area. Ryan Construction is from Merrillville and also did the sidewalks on the Lakefront Access Project. Mr. Wengel made a motion to accept the contract for $50,400, seconded by Mrs. Sills. All aye, motion carried. (4-0) Mr. Mitchell contacted 4 companies for new fencing at the pool and only 2 responded with estimates. Security Fence submitted an estimate for $45,000 and Wunder Fence was the lower bid with $15,000. Mrs. Galka made a motion to award the fencing contract to Wunder Fence, seconded by Mr. Wengel. All aye, motion carried. (4-0) Mr. Mitchell stated that he will send over the copies of the estimates as soon as possible. The new item under new business is the signage for swimming at your own risk at Robinson Lake and Lake George. Mr. DeBonis pointed out the difference between the 2 places. Robinson Lake is owned and operated by The City of Hobart as a park and recreation facility, Lake George is not. Mr. DeBonis is a little reluctant to assume the duty of slapping signs up around Lake George cautioning against swimming. He would suggest something referring to the dock usage but nothing further. Some discussion ensued. The Mayor addressed the board and said he would recommend that the board not any type of assertive action of putting no swimming specific to the lake. For many years people have swam in Lake George at various times, certainly we do not like them swimming at the base of the dam because of inherit potential dangers. The Mayor said if there was going to be any type of signage, maybe have it at the base of the dam saying no swimming or at the end of the dock saying no swimming from this platform. The Mayor said putting up no swimming in Lake George would go against the history, and we are trying to encourage usage of the lake. The Mayor would caution the board about being too broad in trying to say no swimming. Mrs. Sills made a motion to approve the appropriate Robinson Lake signage, seconded by Mrs. Galka. All aye, motion carried. (4-0) Mrs. Galka moved to further discuss the Lake George signs next month on the agenda under old business. Announcements: Mr. Allen wanted to thank Mr. Mitchell for asking Mrs. Goodpaster to present something. Mr. Wengel asked what the giveback nights were under the Lakefront Festival budget. Ms. Mandon stated that there was $500 given back each night to a different non-profit organization, out of the festival beer garden profit. Mrs. O’Brien addressed the board and said she was sorry that she did something that was not quite kosher, she has been taking care of the natural areas in the parks for over 20 years and she does have pesticide certification and insurance. Some discussion ensued. Mr. Woronecki addressed the board in regards to the contracts and construction building documents. It breaks down the company work by stages and they submit for payment approval. Mr. DeBonis said that every city project has a set of forms that are submitted and signed off on. Adjournment: Mrs. Sills made a motion to adjourn, seconded by Mr. Wengel. All aye, motion carried. (4-0) ________________________________________ ________________________________________ ________________________________________ ________________________________________