Board of Park Commissioners

City of Hobart Board of Park Commissioners Minutes May 14, 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, Mrs. Sills, and Mrs. Galka. Also present were School Board Representative Mr. Rogers, Common Council representative Mr. Huddlestun, Park Board Secretary Ms. Montes, Park Superintendent Mr. Mitchell, and the City Attorney Mr. DeBonis. Approval of Agenda: Mr. Kara made a motion to accept the agenda as submitted, seconded by Mrs. Sills. All aye, motion carried. (3-0) Approval of Minutes: A correction was made to the minutes. Mrs. Galka mention that under the Plan Commission Report it should read (Cressmore) development. Also, the word (facing) is incorrectly spelled, it should read (phasing). Mr. Kara made a motion to approve the meeting minutes, seconded by Mrs. Sills. All aye, motion carried. (3-0) Approval of Register of Claims: There was one correction to the claim list. Per Ser Security Services submitted additional bills in regards to invoice #1870071. The total amount should be $138.45 covering the months of March, April and May for alarm services. Mr. Kara asked regarding Hobart Lumber and Menards invoices, if there is a way to outline with more detail description towards (Tools). Mr. Mitchell replied, that (Tools) are just different hand tools specifically to jobs that they work on. Mrs. Sills made a motion to accept the claims list, seconded by Mr. Kara. All aye, motion carried. (3-0) Approval of Bond Proceeds Claims List: Mrs. Galka questioned the second item on the Claims list to Butler Fairman & Seufert for the ADA Access and site Development Playgrounds for the amount of $6,070.20. They have not yet received the site plans. Mrs. Galka does not see any problem regarding the inspection services for the amount of $3,446.00. Mr. Mitchell mentioned that he contacted Butler Fairman & Seufert regarding the RFP and site plan since he wanted them early so that he can send them out to everyone involved. He wasn’t happy since they took longer than he thought they would and what they finally sent out wasn’t efficient. He spoke to Mr. DeBonis and there are still some corrections that need to be made. Mr. DeBonis addressed that he had a late look at it to make any corrections. He did mention that the site plans are very important and need to be done. Mrs. Galka moved to approve the Bond Proceeds Claims List with the exception of the charge from Butler, Fairman and Seufert for 6,070.20. Mrs. Galka however does move to approve the 3,446.00 payment from Bond Proceeds. Seconded by Mrs. Sills. All aye, motion carried. (3-0) Approval of Additional Fencing and & Gates: Mr. Mitchell stated that the initial cost for the pool was already done, however, once the pool was enclosed they realized that it needed a couple more accesses gates. He realized he had over looked at it and recognized that a gate was needed to separate the splash pad from the chemical building. This work took about 24’ feet of fence and two walk way gates. Mrs. Galka asked what the cost for the fence was and Mr. Mitchell replied that the cost came up to 1,250.00. Mrs. Sills also asked Mr. Mitchell if this was something that needs to be done. Mr. Mitchell explained, that to accesses both the volts and water tank it needs to be fenced in and away from the public, so that people can’t get to it. Also, it proves an access way for any mechanical work that needs to be done separate from the public. Mr. Kara asked Mr. Mitchell if the larger fenced in area is where the pool resides just South corner of where the volts are placed. Mr. Mitchell replied that it is. Mrs. Sills made a motion to approve the estimate Wunder Company, for the additional fencing and gates seconded by Mr. Kara. All aye, motion carried. (3-0) Correspondence: George Luke approached the board and has requested a signed park bench for the public use in honor of the memory of his parents. The bench will look similar to the bench that was purchased and placed at the police court complex honoring the Mayors parents. Mr Luke stated that it is a pricey bench but he will cover all cost. His only special request is that the bench is placed in Pennsy Park. The park is close to where his parents lived for over thirty years and they spent most of their summer there including helping out the young lady setting up her hotdog stand and sharing many memorable stories. He also requested if he can place the bench near the bike path where bike path comes out. Mrs. Galka asked if it was the chamber side of the park or on the grass park side. Mr. Luke replied that it is on the chamber side where the parking lot is at and just west at end of the bike path. Mrs. Galka asked Mr. Mitchell if there would be any problem with Mr. Lukes request regarding the location of the bench. Mr. Mitchell stated that it wouldn’t be any problem and they will work together for placement. The board thanked Mr. Luke for the kind gift. Mrs. Sills made a motion to accept the proposal for the bench a Pennsy Park from George Luke, seconded by Mr. Kara. All aye, motion carried. (3-0) Superintendent’s Report: Mr. Mitchell stated that last couple month’s park employees have been very busy keeping up with all the work. He is waiting for all returning graduates or employees that work for the Park Department who are coming back after school is out. Mr. Mitchell announced opening day for the Pool, which is June 2 and the first Summer Market is May 31st the last Thursday of the month. He also mentioned that the Lake Front project is coming along well. They have started pouring concrete for the sidewalk. Mr. Mitchell stated that Katie Lemon project supervisor is there every day making sure they are doing what they supposed to be doing as far as construction goes. Mr. Mitchell also announced that the flower baskets are up in Downtown and Mrs. Goodpaster is taking care of the work. Mr. Mitchell also mentioned that on April 21st during the Park Clean-up the four biggest playground and the highest used playgrounds took about two semi-trucks of mulch and done in three hours, which would of taken about two weeks of work without the help of the community. Mr. Mitchell stated that a lot of the work got done that day. He thanked Mr. Huddlestun and his family along with all the public who came out for support. He also mentioned that Mrs. Goodpaster was in charge of the Invasive Plant Removal Day, however it was reschedule because they got rain out. Mrs. Goodpaster addressed the board that the Invasive Plant Removal Day will take place Thursday, May 24, at Fed Rose Park from 5:00-7:00pm. She also mentioned that May 23, between 5:00-6:30 p.m. The Hobart Marsh Summit IV will take place. Mr. Mitchell passed out a sheet of all the spending that needs to be done for the month. #1 two truckloads of mulch are needed to finish twelve playgrounds. He stated that normally with two truckloads of mulch all playgrounds are covered, however, this year it will take four truckloads total because there were more parks being used last year. #3 softball balls need to be purchased but will come out the Softball League budget. #4 Eastside Welding which are dumpsters, he explained that since they are being used by everyone in the community they really take a beating and need to be replace and add an one more. Mrs. Galka asked Mr. Mitchell if there was space to add a third dumpster. Mr. Mitchell replied that they do have the extra place. #5 The Flower 5,000 dollar budget of which it has been started already and the flower baskets have already been put up. #6 The splash pad, a waterworks lid extension had to be order to stop the leek. #7 Thomas irrigation, in which it was split between The Mayor, Denarie Kane and Park Department. The Parks is responsible for the area outside the Community Center. The irrigation is a three year contract of opening and closing a sprinkler system. Mr. Mitchell stated that these are the expenses that exceed for the normal cost for the next few weeks. The National Parks Association membership fee was added to the list. The membership cost is $175 a piece however, there is a special going on for 1-10 people for $650. Mrs. Goodpaster explained to the board members that the National Parks Association includes all full-time employees working in the agency and up to 10 advocates members who serve on the park and recreation boards or advisory councils, are in elected to appointed civic roles or are community volunteers. This membership helps build up and protect America’s National Park System for present and future generations. Mrs. Goodpaster stated that there is a wealth of knowledge that connects you to not only locally but nationally with other Parks in Recreation Association. She mentions that Ryan Johnson and Jay Durr have received their playground certified through them and Ms. Mandon and she has gained lots of knowledge that have were able bring back to the department. Mrs. Galka asked if there are websites and resources that they can look up see the networking that can be done. Mrs. Goodpaster stated they can do that and more like sharing information with each other. Mr. Mitchell added that with this membership he has been able to send more Park employees through school and have become certified in which help the Park Department save money in the long run. Mrs. Galka announced to the board that she had asked Mr. Mitchell with all these items were within his budget and Mr. Mitchell assure her that they were. Mr. Mitchell is looking for approval of the expenses with the exception of the Wunder Fence because it has been already approved but to include the National Park Association fee. Mrs. Sills makes a motion to accept all of the items except for Wunder Fence, seconded by Mr. Kara. All, aye, motion carried. (3-0) Plan Commission Report: Mrs. Galka is very excited to announce that the new elementary school came before the plan commission and they received both subdivision approval and their site plan approval. They presented a very nice presentation showing site plan and proposed looks for the new school. Common Council Report: Mr. Huddlestun announced to the board that during the Community Clean-up Comcast brought out a big team and donated t-shirts and also provided the food to the community. School Board Report: Mr. Rogers confirmed the okay from the site plan. He mentioned that the ground breaking for the pool will be in June and the ground breaking for the elementary will be in August. Graduation for the Kindergarten will take place May 30th and High School the May 31st . Mr. Rogers needs to request a motion to use the parks again for the school lunch program. Arbor Lane, Hansen, Festival and City Ball Park. Same parks they used last year. He stated that they average feeding is around 5,000 a day. The program with the trucks are state wide and now there are 20-30 school that use the truck concept. Mr. Rogers is looking for approval for the lunches in the parks. Mr. Kara made a motion to approve the School City of Hobart to allow the use of the City Parks for the summer lunch program, seconded by Mrs. Sills. All aye, motion carried. (3-0) Old Business: Tabled: RFP’s for playground Equipment Upgrades: Remains on the table New Business: Lake George Wall and Walkway Project Change Order 5 and 6. Also a motion was made to add Change order 7. Mr. Kara made a motion to add Change Order #7 to the agenda, seconded by Mrs. Sills. All aye, motion carried. (3-0) Katie Lemon announced that Change Order #5 and 6 were already approved at the last meeting. These two change orders had to be revised due to an accounting error in which calculated the final contract amount incorrectly. The revisions on each change order do not affect the added pay items or the change order dollar amounts. The only change is to the new contract price. However, change orders #5 and 6 have to be resign. Change order #7 is for the lighting wiring in the park. It includes new wiring to fix what’s been broken or damaged GFI receptacle and convert the lights in the park to LEDs. Mrs. Galka asked Katie Lemon is that eventually will be a cost savings having LEDs lights and how long does a LED light last. Katie stated that she didn’t have all the exact information on that. They are still working on all the details regards the saving of the LEDs lights. However, Bob Fulton explained to the board that over the course of the years the return of the investment will be around 41/2 months. He also states that there is a Nipsco rebate that will help reduce the cost of the bulb and those bulbs will last and average around 50,000 hours. Mrs. Sills made a motion to accept change Orders #5, 6 and 7, seconded by Mr. Kara. All aye, motion carried. (3-0) Announcements: The Hobart Jaycees were added to the agenda. Mrs. Sills made a motion to add the Jaycees to the agenda seconded by Mr. Kara. All aye, motion carried. (3-0) Christy Hall is the treasure of the Jaycee Fest. She announced that they are planning to do their yearly Jaycee Fest and Mud Volleyball this summer. Jaycee Fest starts June 29 –July 3 and they are requesting to use Brickie Bowl. Mud Volleyball starts August 4- August 5 and they are seeking permission to use Hillman Park. Mrs. Galka asked where the Jaycees Fest took place last year. Christy replied at the same parks they are asking permission for this year. Christy also presented the layout of the events and brought the insurance policy they will being using.Mr. Mitchell stated that they haven’t had any problems and Nikki Lopez will coordinate these events and make sure they have all of their documents in order and turned in on time. Mr. Kara made a motion to approve the events, seconded by Mrs. Sills. All aye, motion carried. (3-0) Adjournment: Mrs. Sills made a motion to adjourn, seconded by Mr. Kara. All aye, motion carried. 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