Board of Park Commissioners

City of Hobart Board of Park Commissioners Minutes March 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. Montes, Park Superintendent Mr. Mitchell, and the City Attorney Mr. DeBonis. Approval of Agenda: Mr. Wengel made a motion to accept the agenda as submitted, seconded by Mr. Kara. All aye, motion carried. (4-0) Approval of Minutes: Mr. Kara made a motion to approve the meeting minutes, seconded by Mr. Wengel. All aye, motion carried. (4-0) Approval of Register of Claims: Mr. Wengel moved to accept the claims list, seconded by Mrs Sills. All aye, motion carried. (4-0) Approval of Bond Proceeds Claims List: Mr. Wengel questioned BF&S on the inspection services that were done from January 1 – 31, 2018 regarding the Lakefront walkway. Mr. Dammarell explained that the inspections were related to the Lakefront wall and the change order documents that were ordered on a day to day basis and some of the back and forth correspondence with the contractor related to the change orders. Mr. Wengel asked if they found anything out of the ordinary during the inspections. Mr. Dammarell replied, he didn’t believe they found anything out the ordinary. However, he had attached an invoice that detailed all the work that took place during the inspection services. Mr. Kara questioned Mr. Mitchell if the services regarding supplies and materials to equip the maintenance garage was the new compressor that was discussed last meeting. Mr. Mitchell confirmed that it was and that is was complete for under $12,000. Mr. Kara made a motion to approve the Bond Proceeds Claims List, seconded by Mrs. Sills. All aye, motion carried. (4-0) Correspondence: Laura J. Daley came to talk about her efforts as president of “Friends of Fred Rose Park.” She is very passionate about the park and has been attending the park since she was four years old. She believes the park needs to be kept protected and preserved the way it is. Laura also passed out a copy of the “Friends of Fred Rose Park” mission statement in hopes of having a good year. Superintendent’s Report: Mr. Mitchell mentioned that the Park Department started some cleaning of the Lakefront since the water is currently low. The department started the cleanup from the gazebo and will continue to work through to the dam. Many of the old trees from 3rd street and the gazebo have been removed. Mr. Mitchell also announced that the maintenance garage is finished. The ribbon cutting will take place Friday April 6th at 12:00 p.m. Mr. Mitchell referred to BF&S Task Order #3 regarding the ADA Access Site Plan Development and the Playground Equipment Purchase. Recently the City of Hobart of Parks Commissioners and the Parks Department received an ADA Assessment of the City’s Park Facilities completed by ADA Consulting of Indiana. This assessment identified areas of non-compliance or concern that are to be addressed through long term systematic improvements. There are desires to make playground upgrades at five locations and that ADA Access and Improvements are needed at these sites. The Access/Site Plan being requested is not inclusive of all the recommended improvements per the Assessment performed by the ADA Consulting of Indiana. Instead they are to provide improvements directly related to ADA Access to the playgrounds. The playgrounds included in this effort include Festival Park, City Pool, Fred Rose, Arbor Lane and Hillman Softball Fields. Mr. Mitchell and Mr. Gralik understood that the city is requesting assistance in development of plans for the five parks and a Request for Proposals (RFP) that clearly defines the projects scope, location, and intent in order to obtain proposals from playground equipment manufactures and installers for the purchase. Mr. Dammarell explained that these are two different contracts. One of them is done by a more general contractor for flat work and the other one will be done by the playground providers’ and suppliers. Motion by Mrs. Sills, seconded by Mr. Kara to accept and approve Task order #3 for ADA Access Site Plan Development and Playground Equipment Purchase as presented. All aye, motion carried. (4-0) Mr. Mitchell set up a meeting for the playground committee to meet Wednesday, March 28th at 5:00 p.m. in the Community Center, to discuss the playgrounds. Plan Commission Report: Mrs. Galka said that she had nothing to report. Common Council Report: Mr. Huddleston had nothing to report. School Board Report: Mr. Rogers announced that the planning of the pool is basically finished and the plans have been sent out to the architect. Plans for the new elementary school are in the final stages and after a meeting on Thursday those plans will be sent to the architiect. Old Business: Tabled: RFP’s for playground Equipment Upgrades: Remains on the table Review: The committee for playground upgrades: This item was covered under superintendent report. Update: Invasive Species Management, Kelly Goodpaster: Mrs. Goodpaster said she met with Mrs. O’Brian and the “Friends of Fred Rose Park” and had a very productive meeting. Mrs. Goodpaster believes it was important to open the lines of communication between the “Friends” group and the Parks Department. They sat down and talked about where the department is with Fred Rose and what the friends group would like to see with Fred Rose. They came up with goals and ideas, that together, they plan on slowly achieving. Mrs. Goodpaster stated that at this time not all of the goals are achievable and some may never be, however, she believes there are small things that can be done this year and came up with a good plan going forward. In regards to the invasive species, Mrs. Goodpaster plans on getting different groups together to get out and help achieve the goals that are set for this year. Mrs. Galka asked Mrs. Goodpaster if she plans on having the same communication with “Friends of Robinson Lake” and Mrs. Goodpaster stated she can definitely do that. Mrs. Galka appreciates the fact that Mrs. Goodpaster took the time and has opened the lines of communication. New Business: Lake George Wall and Walkway Project: Change Order #3: Mr. Dammerell, BF&S, said that Change Order #3 is in the amount of $86, 569.30. This change order is for the replacement of the existing storm sewer pipes that run through Festival Park and penetrate the sheeting wall where they discharge into Lake George. The existing pipes are HDPE and have been damaged over the years at the sheeting connection and also at points into the park. The existing pipes will be replaced with 18” ductile iron pipe. Concrete collars will be poured at the sheeting connections to keep the pipes in place and provide a more watertight seal. New manhole structures will also be installed where the ductile iron pipe connects with the existing pipe. Mrs. Galka asked the City Engineer, Phil Gralik if he had talked with the Storm Water District regarding this matter, Mr. Gralik replied that he had conversations with them and they were open to helping the park board pay for it. Mrs. Sills made a motion to accept Change Order #3 for the Lake George Wall and Walkway Project, seconded by Mr. Kara. All aye, motion carried. (4-0) Lake George Wall and Walkway Project: Change order #4: Change order #4 is in the amount of $165,666.00. This change order will alleviate the existing water issues that were present under the brick pavers along the sheet pile wall. It will also raise the new sidewalk 4 inches higher than the existing brick paver walk that was along the sheeting. The contractor will excavate a trench along the backside of the wall, line it with the geotextile fabric, and put in a 6” under drain pipe and backfill the trench with number 8 stone. The under drain will discharge back into the lake near the dam. This will allow water that gets behind the sheeting to drain out and not affect the sidewalk. Also, the raised elevation of the sidewalk will alleviate some potential flooding issues. Mrs. Sills made a motion to accept the Lake George Wall and Walkway Project Change Order #4, Seconded by Mr. Wengel. All aye, motion carried. (4-0) Lake George Wall and Walkway Project: Change order #5: Change order #5 is in the amount of $118,351.75 and will extend the Lakefront reconstruction approximately 110 feet south of the current project, towards the 3 rd St. Bridge. Included in this change order is the decorative concrete wall, and all of the necessary underground drainage work, site features and restored landscaping. The design of the wall and sidewalk will be the same as the area to the north side. The prices being used on this change order are either existing bid prices or prices that have been established on previous change orders. The new prices were reviewed on the previous change orders and are fair. Mrs. Sills makes a motion to accept the Lake George Wall and Walkway Project Change Order #5, seconded by Mr. Kara, All aye, motion carried. (4-0) Lake George Wall and Walkway Project: Change Order #6: Change order #6 is in the amount of $37, 111.67. This work was to create a watertight seal at all connection points along the decorative concrete wall. The concrete cap on the existing coping was modified and waterstop was added on the existing coping, at the connection between the cap and the wall and also at the connection between columns and the wall. In this change order it also includes explorative excavation that was performed. During the first excavation the contractor was verifying what was behind the existing sheet pile wall. The second excavation was to undercover the condition of the existing storm sewer pipe connections at the sheet pile wall. During these explorative excavations we were able to discover that all of storm water pipes needed to be replaced and that there were significant drainage issues behind the sheeting wall. Mrs. Sills makes a motion to accept the Lake George Wall and Walkway Project Change Order #6, seconded by Mr. Kara, All aye, motion carried. (4-0) Announcements: Mayor Brian Snedecor acknowledges that all these change orders have been tough for the Park Board to accept as this project just seems never ending, however, he stated that they are trying to do everything within their ability to make sure this doesn’t happen again. He also, mentioned that there is no reason to look for blame. Moving forward all actions will be responsible and the best way to fix the problem. Mayor Snedecor also assures the Board that after ten years of working with Mr. Dammarell, and his staff, he will make sure the City will be accountable for every dollar that is spent. Adjournment: Mrs. Sills made a motion to adjourn, seconded by Mr. Wengel. All aye, motion carried. (4-0) ________________________________________ ________________________________________ ________________________________________ ________________________________________