Board of Park Commissioners

Board of Park Commissioners Meeting Minutes of July 13, 2020 Call to Order:Mrs. Galka called the meeting to order at 6:00pm followed by the recitation of the Pledge of Allegiance. 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 and Park Director Mrs. Goodpaster. Park Board Secretary Ms. Montes was not in attendance but Ms. Mandon attended in her place. Approval of Agenda: Mrs. Goodpaster requested to remove the Consideration of Pool Site Bid Package: BF&S. Motion by Mr. Kara, seconded by Mr.Weinman to approve the agenda as amended. All aye, motion carried. (4-0) Approval of Minutes: Mr. Kara noticed a few errors in the June 8th meeting minutes. Under new business it says that the board accepted bids but it should say that it was to go back out to bid. Also, there was a typo under announcements should say “surrounding wetlands” not “sounding wetlands”. Motion made by Mr. Weinman, seconded by Mrs. Sills to accept the minutes as corrected for the regular meeting June 8, 2020. All aye, motion carried. (4-0) Approval of Register of Claims: Mrs. Goodpaster wanted to clarify the two invoices for the port-a-potties. The bills will not be this much each month, they were including the units located in Festival Park which will now be paid for by Events with the Summer Market beginning. The actual monthly bill will be $740 which is still cheaper than hiring extra part time employees to clean per CDC guidelines. Mr. Kara questioned the Ellenberger’s memorial tree charges and Mrs. Goodpaster explained the different donation line item it is paid from. Motion by Mrs. Sills, seconded by Mr. Kara to accept the register of claims as presented. All aye, motion carried. (4- 0) Correspondence: Nothing to report. Director Report: It was brought to Mrs. Goodpaster’s attention that the Community Center did not have the fire alarm directly wired into the ADT system. This meant that if no one was around to call 911, the Fire Department would not be alerted. Mrs. Sills asked why it was neglected previously and Mrs. Goodpaster did not know. Mr. Hill approached the board to explain that depending on occupancy use code at the time of construction, it may not have been required. Mrs. Goodpaster stated that unfortunately there will be no parade this year because there were not enough entries to make it happen. The first Summer Market went very well on Thursday, quite a few people there. Mr. Rogers asked how the vendor participation was for the first market versus last year and Ms. Mandon stated that the market participation was great and it was spread out nicely and full with more vendors to comethis week. Mrs. Goodpaster said that there were not any picnic tables but most people brought their own chairs and there were five sanitizer stations. Plan Commission Report: Mrs. Galkastated that there was nothing to reporteffecting the parks. Common Council Report: Mr. Huddlestunstated thatcouncil is back to business as usual but there was nothing to report pertaining to the parks. School Board Report: Mr. Rogers stated that the school is having the graduation this Thursday. The school is working on their opening policy for August 12th hopefully, but nothing is written in stone. Mrs. Goodpaster asked about the status of the new pool and Mr. Rogers said they are almost done but they ran into some issues so they do not have an occupancy permit. Old Business: None New Business: Mud Volleyball-Hobart Pop Warner: Mrs. Huddleston and Mrs. Moore approached the board in regards to the event at Hillman Park on August 1st and 2nd. They explained that they were in touch with the Jaycees and they are helping them take over this event in great detail. Mrs. Goodpaster explained that the Jaycees chapter is closing and wanted to give this event to a local youth group. Pop Warner has everything squared away including the proof of insurance and the alcohol permit. Mrs. Goodpaster highly recommends this event to be approved. Motion made by Mr. Kara to approve Hobart Pop Warner to host their Mud Volleyball event, seconded by Mrs. Sills. All aye, motion carried. (4-0) Consideration of Award of Bid for Hobart Pool Renovations: Mrs. Goodpaster stated that based on the prices, Imboden was the lowest bidder. Mr. Hill approached the board to explain the bids and alternates. It was rebid to get the base cost down and show the pump house and concession building as alternates. Mrs. Goodpaster said it is her recommendation to reward the base bid to Imboden. It is possible that we can do some of the work in house but there are some other demands on money including site plan and splash pad issues. The concession building came in at too high of a cost which caused discussion of the use of food trucks instead, along with the current free school lunch program located at the pool. Mrs. Galka questioned the site plan and Stormwater contribution and Mrs. Goodpaster said that it just needs some adjustment and more time. Mr. Rogers questioned if it was a performance type of contract like the school does for time constraints. Mr. Hill said it is a standard contract but there is ten percent retainage and they must submit a schedule. Mr. Huddlestun stated that adding performance bond fees as a requirement costs the city more eventually. Mr. Kara questioned working with Imboden on the fire house renovation and Mrs. Goodpaster said she did not know about that project but Imboden did do the Park Maintenance building and came in under budget. Motion made by Mr. Kara to award the base bid for Hobart Pool Renovation to Imboden. All aye, motion carried. (4-0) Consideration for Solicitation of Playground Installation Quote:Mrs. Goodpaster explained that the request is for a quote of installation for the seven playgrounds that have already been purchased. Mrs. Galka asked if there was a ballpark cost and Mrs. Goodpaster said it should be under one hundred thousand dollars. Mr. Kara made a motion to approve the solicitation of quotes for the playground installation, seconded by Mrs. Sills. All aye, motion carried. (4-0) Consideration of Decking Quote: Mrs. Goodpaster explained that the deck has had heavy usage for ten years and it is rough condition. The deck style and color are too outdated and are not even made anymore. It is also not ADA compliant and only one company, 1st Class Decking, caught that the ADA code was not compliant. They also happen to be the lowest estimate at $52,690. Mr. Kara asked if they checked the framing and Mrs. Goodpaster said yes, there are two posts that are bad and need to be replaced. Mr. Kara made a motion to award the deck project to 1st Class Deck Co., seconded by Mr. Weinman. All aye, motion carried. (4-0) Announcements:Mrs. O’Brian approached the boardwanting to thank everyone for awarding the grant for Fred Rose 8th Street location. Mrs. Goodpaster announced that there is a native plant meeting put on by the Stormwater Department July 16th at 6pm behind City Hall. Mr. Huddlestun wanted clarification on the Port-a-Potty company issue. Mrs. Goodpaster said that the union company that we tried to retain unfortunately had constant problems from billing to not servicing during a very busy festival. As a city we do try to use union companies first and in the right circumstances, unfortunately with the constant issues we could not use a union company with these Port-a-Potties this year. Adjournment: Motion to adjourn by Mrs. Sills, seconded by Mr. Weinman. All aye, motion carried. (4-0) ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________