Board of Park Commissioners

City of Hobart Board of Park Commissioners Minutes Special Meeting at 5:30 P.M. June 18, 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, Mr. Wengel and Mrs. Galka. Also present were 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. (4-0) Old Business: Mr. Dammarell opened up discussion regarding the financial for the Playground RFP. He stated that the agreement was general services for the ADA Access Site Plan Development and Playground Equipment Purchases RFP. Originally there were five playgrounds at the time which is now four playgrounds remaining and now the pool park has become a much larger. Mr. Dammarell stated that a lot of the work was for the survey of all the sites and that the actual RFP work is just a small amount from Jason Griffin, which were the revisions to what were previously viewed by the board. Mr. Dammarell also explained that the site plan that were attached to the RFP were the ones that were require by the ADA consultant and not done by Butler Fairman & Seufert. Those were just attached to the RFP to show the playground contractors where the work will be done. Mrs. Galka stated that she was running into problems because she wasn’t aware that there was a survey being done. Mr. Dammarell stated that the survey have been completed on all of the sites and the pool site was enlarge to encompass the internal parcel and from that point they will care forward with actual sites design to clean up and modify all the connections for whatever ADA amenities need to be. He mention they will have an actual layout with all the details is still to come. Mrs. Galka asked if the actual layout site plan is included in the two invoices from playground RFP and if not how much additional should be expense can be expected. Mr. Dammarell responded no and the total amount exceeded back in March was the total amount of $27,000 for all the sites. Mrs. Galka asked if the end product would be an actual site plan for each of the five parks. Mr. Dammarell replied, that because of the pool site has been pulled back and has become a much larger project, that site plan is different. The pool site is by hourly they were going to trap against that and see whether or not they will be making changes to the pool site design. In which is expected to be the case because they were only planning on the connection from the parking area to the site playground area would be. However, now is being talked about the expansion of the parking lot, potential utilities services being modify, small trail type walk sidewalks around the perimeter of the actual playground site, shelters and things of that nature. Mrs. Galka clarify that since the do not exceed originally included all five sites and it no longer includes the pool site. Mr. Dammarell replies that she is correct due to the pool site having to be modify to reflect the current scope. He stated that he had one coronation meeting with the architect and they are putting together to help visualize the master plan. Mrs. Galka asked for an estimate on the cost. Mr. Dammarell responded that he doesn’t have an accurate estimate but as they proceed they will have everything for Park Board Members. Mr. Kara also clarified what Mr. Dammarrell stated in regards to the financial for the Playground RFP. The understanding that the surveys have been done and that there is some kind of a site model of the exciting condition of each of the parks. Mr. Kara makes a motion to approve the two invoices of BF&S for the ADA Access and Site Development Playground for the amount of $6,070.20 and $5,340.00, Seconded by Mrs. Sills, All aye, motion carried. (4-0) Pay App #5 for the LaPorte Construction Co., Inc. Mr. Dammarrell stated that was the last month work for LaPorte Construction. He mention Katie Lemon has been the representative on expectation verifying quantities. Mr. Kara makes a motion to approve the Pay App invoice #5 for LaPorte Construction for the amount of $150,653.67, Seconded by Mrs. Sills, All aye, motion carried. (4-0) New Business: Lakefront walkway: electrical change order #8 This change order is the revised lighting change order. After the meeting held on site June 12, 2018 with Laporte Construction’s electrical subcontractor, the Park Department Superintendent and a few Board members, a revised lighting plan was agreed upon. Al new conduit will be installed between the exciting light poles and the new GFI receptions of three that will removed but not replaced with RV type, double receptacles. Some of the new conduit will need to be directly bored under the new sidewalk and other site obstructions while the remaining conduit can be trenched in with a trenching machine. All of the exciting light poles will be removed to install new wire and then replaced and new conduit will be tied into the exciting conduit at each light pole foundation. New handholes will be installed for the new electrical system. LaPorte Construction’s electrical subcontractor will provide as-built drawings of all of their work for the Park Department’s records. Also three items from change order #7 have been removed from the contract since the lighting scope has changed. The LED light fixtures will still be installed as part of electrical work. Mrs. Sills makes a motion to approve change order #8 for the amount of $87,708.34, Seconded by Mr. Kara, All aye, motion carried. (4-0) Adjournment: Mrs. Galka made a motion to adjourn, seconded by Mr. Kara. All aye, motion carried. (4-0) ________________________________________ ________________________________________ ________________________________________ ________________________________________