Board of Park Commissioners

Board of Park Commissioners Meeting Minutes of May 11, 2020 Call to Order: Mrs. Galka called the telephonic meeting to order at 6:00 p.m. Roll Call: Commissioners in attendance: Mrs. Galka, Mr. Weinman, Mrs. Sills and Mr. Kara. Also present: School Board Representative Mr. Rogers, Common Council representative Mr. Huddlestun, Attorney Heather McCarthy, Park Board Secretary Ms. Montes, and Park Director Mrs. Goodpaster. Attorney McCarthy read a brief statement as follows: Due to the current directives to address the spread CoVID-19 this regular meeting of the Parks of Recreation Board will be held in real time by video conference call through Zoom as the City Hall is currently closed to the public for safety reasons. The agenda for today’s meeting as properly posted, on the City of Hobart’s website and outside City Hall, additionally it was sent via facsimile to the press on Thursday May 8th. I want to thank the members of the public and press that have joined us through zoom. The meeting is being recorded and it is important that its preservation is audible. I want to remind everyone listening that this is not a public hearing and I ask the public and press take a moment now to mute their phones in order to limit outside noise and ensure the Park Board members can clearly communicate with one another. During the course of the meeting the public may submit questions or comments through the chat function on zoom. Please direct your chat to the participate label Mayors office. The Park Board members will respond either at the time the question is submitted or later in the meeting. In addition to the public and press on line, the Board members, voting today will be done by roll call so that each vote can be properly documented. I would ask that each Board member refrain from talking over other members and unless a member is speaking, that they also mute their microphone or telephone to reduce noise. Thank you in advance for following these instructions. Approval of Agenda: Motion by Mrs. Sills, seconded by Mr. Kara to approve the agenda as presented. All aye, motion carried. (4-0) Approval of Minutes: Motion by Mr. Weinman, seconded by Mrs. Sills to accept the minutes as presented. All aye, motion carried. (4-0) Approval of Register of Claims: There were a few questions to the register of claims list. Mrs. Goodpaster explained that the pool chemicals do not expire and will be stored away for next year. The Communication System is contracted annually; they came to test the fire extinguishers, fire alarms, and sprinklers. There were repairs that need to be made to the dry air system and they recharged the extinguishers. Also, VST Security Solutions came out to do repairs to a broken camera located at Festival Park. In regards to the Amazon charge she explained the purchased was for the caution lights for the new trucks. Motion by Mrs. Sills, seconded by Mr. Kara to accept the register of claims as amended. All aye, motion carried. (4-0) Correspondence: Nothing under Correspondence Director Report: Mrs. Goodpaster reported that the Park Department is back in the office working, but will not open to the public until June 1. Due to the current directives to address the spread of CoVID-19, the pool will remain closed for the summer. The 4th of July parade has been moved back to the Lake Front Festival. As of March 13th all programs and rentals have been cancelled. We will be reassessing programming like yoga, kids in the kitchen, and spring break camp staring June, along with all hall rentals and field rentals. Plan Commission Report: Nothing to report under Plan Commission. Common Council Report: Mr. Huddlestun announced that the first Council meeting took place via zoom and went well. Also, he applauded the Park Department and Events leadership in forward thinking with the fireworks and the festivals downtown. School Board Report: Mr. Rogers reported that the School City of Hobart’s food services and support are working hard to provide with Brickie lunches. They will be distributing free meals on Wednesdays through the summer in effort to support the community during the extended closure of our schools. Food site pick-ups will be at the front door lobby of each location. Mr. Rogers also reported that the Veteran Elementary School at Mundell is still on track to open for 2020- 2021 school year. Old Business: Nothing to report under old business. New Business: Consideration of Community Pool Renovation Bids: Mrs. Goodpaster reported that the bids went over budget and recommends rejecting the bids for now. She wants to have a meeting with Dave Hill from M2Ke Design, Phil Gralik City Engineer, and Heather McCarthy City Attorney and rework the plan to make it cost efficient. Motion by Mrs. Sills, seconded by Mr. Kara to reject the bids to the Community Pool Renovation Project. All aye, motion carried. (4-0) Consideration of Agreement of Hobart Pool Site Design BF&S: The Hobart pool site plan was presented. The design and final site layout, final drawings, final design calculations, & equipment/materials selection, for the proposed improvements including storm water improvement, parking lot updates, utility services, sanitary sewer, water main, grading, flat work for playground and any additions related to completing the site. Mrs. Goodpaster looked over the agreement and agrees with all the terms and any concerns will be worked out with BF&S and the city staff. Motion by Mr. Kara, seconded by Mr. Weinman to accept the agreement between the Hobart Park Department and BF&S. All aye, motion carried. (4-0) Lori Gallagher: Hoosier Doggie Site Renewal: Mrs. Gallagher is requesting her food cart location in Pennsy Park. Due to the CoVID-19 she will not have any tables out to prevent people from hanging out. Motion by Mrs. Sills, seconded by Mr. Kara to approve the renewal of Hoosier Doggie. All aye, motion carried. (4-0) Temporary Policy Changes Due to Covid-19: There was a brief discussion in regards to the temporary policy changes for the Hobart Park and Recreation Department due to CoVID-19. Standard Refund Policy: Cancellation notice received at least 60 days out will receive a full refund. If canceled 30-59 days before the event, it will result in a 50% refund. If the rental is canceled less than 30 days before the event, payment will not be returned. Temporary Refund Policy: Any event canceled by the Park Department or by the renter will receive a full refund regardless of time frame while under the CoVID- 19 restrictions. Temporary Booking Policy: Rescheduling of events canceled to CoVID-19 can be made past the year to date. Temporary Payment Policy: Credit card payments were taken over the phone for a short period of time. All payments have been placed on hold until the building opens to the public. Final payment dates for rentals in the month of June are to be paid a day before the event. Further restriction may continue into June. Temporary Work Hours: Community Center is closed to the public. Employees have followed guidelines set in place by the Governor and City of Hobart. Mrs. Goodpaster also noted that due to CoVID-19 things may change in the future. Motion by Mrs. Sills, seconded by Mr. Weinman to accept the Temporary Policy Changes Due to Covid-19. All aye, motion carried. (4-0) ANNOUNCEMENTS: Mrs. Galka asked if anyone wished to address the Park Commissioners and there was no response. ADJOURNMENT: Motion to adjourn by Mrs. Sills, seconded by Mr. Kara. All aye, motion carried. (4-0) ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________