Board of Park Commissioners

CITY OF HOBART Board of Park Commissioners Meeting Minutes of July 9, 2018 Call to Order: Mrs. Galka called the meeting to order at 6:00 p.m. followed by the recitation of the Pledge of Allegiance. Roll Call: Commissioners in attendance: Mrs. Galka, Mr. Kara, Mrs. Sills, and Mr. Wengel. Also present: School Board Representative Mr. Rogers, Common Council representative Mr. Huddlestun, Park Board Secretary Ms. Montes, Park Superintendent Mr. Mitchell, Park Director Mrs. Goodpaster and the City Attorney Mr. DeBonis. Approval of Agenda: Motion by Mr. Wengel, seconded by Mrs. Sills, to approve the agenda as presented. All aye, motion carried. (4-0) Approval of Minutes: Motion by Mrs. Sills, seconded by Mr. Kara, to approve the minutes of the Regular Meeting of June 11, 2018. All aye, motion carried. (4-0) Mrs. Galka noted that an amendment is needed on the bottom on page one of the Special Meeting minutes of June 18, in the 3rd sentence from the end, the word “coordination” should be substituted for “coronation” to read: “He stated that he had one coordination meeting with the architect….” Motion by Mr. Kara, seconded by Mr. Wengel, to approve the minutes of the Special Meeting of June 18, 2018 as amended. All aye, motion carried. (4-0) Approval of Register of Claims: Mrs. Galka questioned a claim for a repair of a dump truck and noted that there is a consideration later in this meeting for a new dump truck and wondered if the current truck is no longer serviceable. Mrs. Goodpaster stated the current truck was repaired but is in bad shape and if a new truck is authorized the current truck would remain in service as a back-up. Motion by Mr. Wengel, seconded by Mrs. Sills, to accept the register of claims as presented. All aye, motion carried. (4-0) Approval of Bond Proceeds Claims List: Mr. Wengel questioned the specifics of the Contractor’s progress estimate #6 on the Lakefront Walkway as to the percentage of work being done, in some instances over the 100%. Mrs. Goodpaster stated the original estimate and contract prices have been supplemented by change orders that have been approved and the additional amounts are showing as higher percentages due to those change orders. Discussion followed regarding similar itemized lines on the progress estimate. Mrs. Goodpaster stated she will get some answers from the contractor prior to the next meeting. Attorney DeBonis explained the summary of the invoice which shows the contract sums with the change orders and the retainage held and how the contractor calculates the payment application and how the schedule of values is calculated against the original contract. Motion by Mrs. Sills, seconded by Mr. Kara, to approve the bond proceeds list as presented. All aye, motion carried. (4-0) Correspondence: There was no correspondence. Superintendent’s Report: Mrs. Goodpaster reported the walkway is only a couple of weeks away from completion. The fence on top of the wall is being fabricated and the electrical work Page 1 Park Commission Minutes 7/9/2018 has begun. The Park Staff has participated in a number of events including the “Dive-In” movie at the pool, the Summer Market which gets bigger every week and the 4th of July parade was a success. The inclement weather caused the fireworks display on July 4th to be rescheduled to July 6th and Festival Park was cleaned up both after the evening of the 4th and again on Saturday, July 7th. She noted that Veteran’s Park had some damage on July 4th as someone had kicked in the door on the shed. A new steel door has been ordered as the old one was not salvageable. The signage at the kayak launch was also damaged and broken as well as a bench and the staff is working on repairs. The security cameras in Festival Park picked up on some of the damage being done to the signs but it appears to have been damaged prior to the actual breakage and no way to know who began the damage. The police did talk with the youngsters involved and vandalism continues to be a problem but the security cameras will help identify some of the offenders. Plan Commission Report: Mrs. Galka reported that the proposed subdivision for the corner of 61st and Arizona was given an unfavorable recommendation forwarded to the Council. Mr. Huddleston stated the Council followed the Plan Commission recommendation. Common Council Report: Mr. Huddlestun thanked the Parks Department for their work during the 4th festivities including traffic control and clean-up of the parks after the fireworks. School Board Report: Mr. Rogers reported the ground breaking ceremony for the pool took place at the High School and the bids on the pool have come in lower than expected. The pool is expected to be completed by August 2019. The new school year is getting ready to start up again and plans and specs are being completed for the new elementary school that will have a ground- breaking in August. Old Business: Tabled: RFP’s for Playground Equipment Upgrades: Motion by Mrs. Sills, seconded by Mr. Kara, to remove this item from the table. All aye, motion carried. (4-0) Discussion regarding the schedule of the RFP was held, citing July 31, 2018 as the deadline for the proposals to be submitted with an award scheduled for August 6th. Attorney DeBonis noted the Performance Bond and Insurance would be required to be submitted seven (7) days after the award with a notice to proceed to be issued by the City Engineer. He noted that the project completion date should be changed to November 30th. Motion by Mrs. Sills, seconded by Mr. Wengel, to accept the RFP for the Playground Equipment Upgrades with the amendments to the dates as stated. All aye, motion carried. (4-0) New Business: Contractor’s Progress Estimate #7: Lake George Wall and Walkway Project: Ms. Montes noted that this was turned in late and this estimate is actually a request for payment of the work performed. Motion by Mr. Wengel, seconded by Mr. Kara, to accept and pay the Contractor’s Progress Estimate #7 as presented. All aye, motion carried. (4-0) Mrs. Goodpaster provided information regarding purchasing picnic table frames, truck tires, painting gazebo benches, a water bladder and quotes for a possible dump truck acquisition. Mr. Mitchell stated the truck the Department is wanting is a 2017 Chevy Silverado new model and Page 2 Park Commission Minutes 7/9/2018 will look to finance this purchase over 4 years through the equipment line in the park budget. He noted the current truck was used by the Street Department in the winter and sustained wear and tear damage over the years. The new truck will have stainless steel bed. Mrs. Goodpaster noted the current dump truck is approximately a 2002 but will be used as a back-up by the Parks Department. She noted all of these purchases will be paid through the regular Park Dept. budget. Financing for the truck will be quoted through USBankcorp by the City. Motion by Mrs. Sills, seconded by Mr. Wengel, to approve the purchases of the picnic table frames, the truck tires, the gazebo benches, the water bladder as presented, and to move ahead with the purchase of the 2017 Chevy Silverado Dump Truck as quoted by Bozak Motors with financing to be arranged by the City over 4 years. All aye, motion carried. (4-0) Announcements: Mrs. Galka asked the Commissioners to stand for a moment of silence to remember Skip Hansen, former Police Officer and Lift Station Supt. who passed away last week. Sandy O’Brien, 5500 Liverpool Rd., expressed her continuing concerns regarding invasive species and stated she has noticed invasive growth on the west end of Robinson Lake near where the trees were planted and in an area not conducive to mowing. She noted that she is still willing to work on controlling this growth or working with Mrs. Goodpaster to make sure it does not get worse. Mrs. Goodpaster stated she would schedule a walk-through to discuss the plan to control the growth. Mayor Snedecor commended the Board for approving the truck purchase, stating the current truck is in very bad shape due to its age and dual purpose at the Street Dept. for composting and snow removal and the Park Department over the years. Mayor Snedecor also commended the Park Department staff and Kelly and Nikki for all their work over the 4th of July holiday celebration. He also commended the Board of their considerations of each item on their agenda and staying informed on the needs and requests of the Park Department. As to the RFP for the Playground Equipment, Mr. Snedecor stated that he was concerned and asked that possibly the Board could look at some of the other neighborhood parks that will need attention in the near future that could be done over time with other funding resources outside the bond or to revisit some of the items proposed in the RFP to spread the use of the bond money over more park playground sites. Adjournment: Motion to adjourn by Mrs. Sills, seconded by Mr. Wengel. All aye, motion carried. (4-0) The meeting adjourned at 6:52 pm. Page 3 Park Commission Minutes 7/9/2018 Page 4 Park Commission Minutes 7/9/2018