Board of Park Commissioners

City of Hobart Board of Park Commissioners Minutes February 12th, 2018 Call to Order: Mrs. Galka called the meeting to order, followed by the Pledge of Allegiance. Roll Call: The following Commissioners were present during roll call: Mr. Kara, Mr. Wengel, Mrs. Sills, and Mrs. Galka. Also present were School Board Representative Mr. Rogers, Common Council representative Mr. Huddleston, Park Board Secretary Ms. Mandon, Park Superintendent Mr. Mitchell, and the City Attorney Mr. DeBonis. Approval of Agenda: Mr. Wengel made a motion to accept the agenda as presented, seconded by Mrs. Sills. All aye, motion carried. (4-0) Approval of Minutes: Mr. Wengel made a motion to approve the meeting minutes, seconded by Mr. Kara. All aye, motion carried. (4-0) Approval of Register of Claims: Mr. Wengel questioned the pool fencing invoice and wanted to know if that was the low bid. Mr. Mitchell stated that it was the lowest and was approved last year by the board. Mrs. Sills moved to accept the claims list, seconded by Mr. Wengel. All aye, motion carried. (4-0) Approval of Bond Proceeds Claims List: Mr. Wengel made a motion to approve the claims for the Park Board Bond Proceeds, seconded by Mrs. Sills. All aye, motion carried. (4-0) Correspondence: None. Superintendent’s Report: Mr. Mitchell handed out a listing of expenditures for the next few months. The list includes the pool chemicals that were ordered early in order to get free shipping. The list also includes the maintenance garage sign, painting the Community Center, park flags, and patio block at the pool. The maintenance garage is almost complete and $188,000 was saved from initial estimate. The $11,000 on the list would outfit the whole maintenance building from safety features to the small office. Mrs. Galka questioned if the $11,000 would come out of the bond. Mr. Mitchell said yes, that is what he is asking for. Mr. Wengel missed what $11,000 included. Mr. Mitchell said he has a detailed list of everything. Mr. Wengel asked if we can just use those items from the old garage. Mr. Mitchell explained that most of the old items are hand me downs and outdated. Mrs. Galka asked if the maintenance garage sign and the $11,000 miscellaneous items are the only items on the list being funded by the bond, Mr. Mitchell said yes. Mrs. Galka questioned if this $11,000 supplies amount was in the original estimate, Mr. Mitchell said no. Mr. Kara said that in his opinion if these items make the garage neater and safer they are necessary and there is nothing on the list that is outrageous. Mr. Wengel questioned if Mr. Mitchell could just take the items out of the budget, Mr. Mitchell said he could but there were bond savings on the actual building and these items would fully complete the building. Mr. DeBonis said there needs to be two distinct motions for the bond items and for the budget items. Mrs. Sills made a motion to approve the bond funded items, Mr. Kara seconded. All aye, motion carried. (4-0) Mrs. Sills made a motion to approve the other items that will be out of the budget (besides the pool chemicals), seconded by Mr. Kara. All aye, motion carried. (4-0) Mr. Mitchell wanted to thank the park employees that have put many hours into snow removal and cleaning. Mr. Mitchell said the new lakefront camera will be put up after the construction is complete down there. Plan Commission Report: Mrs. Galka said that she had nothing to report. Council Report: Mr. Huddleston had nothing to report. School Board Report: Mr. Rogers said how nice it was to have our Hobart kids in wrestling and swimming state instead of watching. Mr. Wengel questioned if the kids had to pay or is that at the expense of the school, Mr. Rogers said that the school pays. Mr. Mitchell said that he was offered the equipment at Mundell Field including the playground, lighting, and benches. Mr. Rogers explained that the school cannot use the items and they would like to donate the items to the Parks Department. Old Business: Mr. DeBonis expressed his concerns in regards to the Playground RFP draft. There are not any site plans to define the proposed site amenities. It is our job to make sure the design of space and ADA accommodations are made. His opinion is to leave this item on the table. Mr. Mitchell stated that he has plans from the ADA consultant and he can circulate the drawings for a possible special meeting to approve. Mrs. Galka asked if Mr. Mitchell is on a time constraint, Mr. Mitchell said he will re-do with the plans included and change the dates. Mr. DeBonis stated that this is a RFP not a bid, they take time to interview proposer options. He suggests two weeks in between for the board to look at them, the Mayor, city engineer etc. The playground RFP will stay on the table and there was a motion to establish a review committee for upgrades to playgrounds. Mr. Wengel and Mr. Kara volunteered to serve on the committee along with the Mayor, city engineer, Mr. Mitchell, etc. Mr. Wengel made a motion to establish the committee, there was a second by Mrs. Sills. All aye, motion carried. (4-0) They will leave it to Mr. Mitchell to establish a meeting. The Lake George Change Order #2 is for the extra brick required for the taller pillars. Mr. DeBonis stated that they were not included in the original change order but Mr. Dammarell explained the separately reported quantities. It is necessary to increase the pillar height in order to make room for the fencing on top of the wall. Mr. Dammarell addressed the board in regards to the change order. The metal work for the fencing was not in the contract so it stood alone as a change order, the brick was already in the contract but only the quantity changed. Mr. Dammarell and his company believes the contractor should be paid for the work. Mr. Wengel asked if they will still put the brick in if we do not pay them. It is explained that the brick is already in place and complete. Mr. Kara made a motion to remove this item from the table, seconded by Mrs. Sills. All aye, motion carried. (4-0) Mr. Kara explained that he was not a member of the board at the time of this change order so he did not feel comfortable making the motion to approve. Mrs. Galka made the motion to approve the change order #2, seconded by Mrs. Sills. 3 ayes, 1 nay (Mr. Wengel), motion carried. New Business: Mrs. Gallagher addressed the board in regards to her food cart location in Pennsy Park. This will be her thirteenth year at the location and she would like to renew her permit for the summer. Mrs. Sills said that Hoosier Doggie has done great for this long of a time, she does not see a problem as long as the permitting is completed correctly. Mr. Kara made a motion to approve the location for Hoosier Doggie for another season in Pennsy Park, seconded by Mrs. Sills. All aye, motion carried. (4-0) The invasive species management plan was addressed with a letter of recommendation from Mrs. Goodpaster. Her feelings were that the plan is geared more towards private conservation land, not our city owned public parks. It will require multiple treatments for ongoing years with many costs involved. Mrs. Goodpaster included in the letter that if the board finds it necessary, she suggest they use a reputable company like the ones the city already employs. Mrs. Galka stated that she was looking for Mrs. Goodpaster’s issues with invasive species, maybe her own plan prioritizing. Mr. Mitchell stated that he will have Mrs. Goodpaster put it all together and have answers next meeting. Mr. Mitchell stated that there are children and animals around everywhere and we need to be very careful. Mr. Wengel asked if we have ever had any issues in the past, Mr. Mitchell said the Lakefront area was a problem overridden with Japanese Knotweed but the department handled it. Mrs. Galka asked the board if Mrs. O’Brien could address the board for three minutes. Mrs. O’Brien stated that she wants the Park Board to approve her plan, and if finances are an issue, she offers her services pro bono. Mrs. O’Brien said she knows as much or more than anyone that we could hire. She holds her certifications and insurance. Mrs. O’Brien believes this topic is very important, especially the Fred Rose Lakeshore area maintenance. She is quite qualified and willing to help Mrs. Goodpaster with questions and to prioritize if she wants to reach out. Announcements: Mrs. Woronecki-Ellis addressed the board in regards to the invasive species plan. She said the Japanese knotweed is already coming back and it is a very big disaster. Mr. Huddleston asked if other communities have these types of plans like this. Mrs. Woronecki-Ellis stated that she knows Valparaiso does with signage explaining the process. Adjournment: Mrs. Sills made a motion to adjourn, seconded by Mr. Kara. All aye, motion carried. (4-0) ________________________________________ ________________________________________ ________________________________________ ________________________________________