Park & Recreation Board

Minutes of the Regular Monthly Meeting BOARD OF PARKS AND RECREATION City of Portage, IN May 20, 2024 5:30 PM Woodland Park Community Center A. Call to Order and Roll Call The regular scheduled monthly board meeting of the Board of Parks and Recreation of the City of Portage, Indiana, was called to order by Board President Maletta at 5:37PM at the Woodland Park Community Center. Board members Warchus, Lee, Ekdahl, and Maletta were present. Interim Superintendent Harrison, Stacy Govea, Christina Martinez, Carley Bartolini, Amy Armstong, Liaison Giese-Hurst and Attorney Adam Mindel were also in attendance. B. Minutes – Member Ekdahl made a motion to approve the April 2024 minutes until the next meeting, a second was made by Member Lee. There being no further discussion, the motion passed unanimously by roll call. C. Financial Report – Board reviewed the Appropriation report for month ending April 2024. Member Ekdahl made a motion to approve of the report with a second from Member Lee. There being no further discussion, the motion passed unanimously through roll call. D. Vouchers - The Board proceeded to review the vouchers as listed on the official Register of Accounts Payable Vouchers for May 2024. Member Lee moved for the Board to approve and pay the said vouchers, as listed, written, and submitted. The second was made by Member Warchus. There being no further discussion, the motion passed unanimously by roll call. E. Contracts – Interim Superintendent Harrison presented the rental register of contracts for April/May 2024 and the Register of Personal Service Contract for May 2024. Member Warchus made a motion to approve both the Register of Rental Contracts and the Register of Personal Service Contracts as submitted with a second from Member Ekdahl. Motion passed unanimously through roll call. F. Fees and Charges – a. Founders Alcohol Prices: Interim-Superintendent Harrison presented fee structure for alcoholic beverage sales at Founders Square. President Maletta suggested we use a 14oz cup for all beverages. Member Lee made a motion to approve the fee structure for 14oz alcoholic beverages at Founders Square, with a second from Member Ekdahl. There being no further discussion, the motion passed unanimously by roll call. b. Open-Air Pavilion Wind/Weather Screen Setup Fee: Interim-Superintendent Harrison presented the new fee of $200 to the board for the setup of Wind/Weather Screens at the Open-Air Pavilion. Member Lee made the motion to approve the $200 Wind/Weather Screen setup fee for the Open-Air Pavilion, with a second from Member Ekdahl. There being no further discussion, the motion passed unanimously by roll call. c. Revised Rental Rates: Assistant Superintendent Harrison presented the Room Rental Rate sheet with the addition of Founders Square as requested by the Board. Member Lee made the morion to approve the new Room Rental Rate sheet with a second by member Warchus. There being no further discussion the motion passed unanimously by roll call. G. Committee Reports – NONE 1 H. Public Presentation and Correspondence – Former Mayor Olga Velasquez expressed her interest in the posting of meeting changes and various email correspondence with park staff. I. Unfinished Business – a. Refund Policy Language: Attorney Mindell stated that it is acceptable to alter the language of the rental contract to allow refunds to be approved by the Superintendent/Assistant Superintendent and then submitted to the board after they are issued. Member Warchus made the motion to adopt the new Refund Policy Language as indicated, with a second by member Lee. There being no further discussion the motion passed unanimously by roll call. J. New Business K. Department Staff Remarks a. Pickleball Courts & Generator: Interim-Superintendent Harrison informed the board that he is still pursuing the possibility of transforming the old skate park pad into a pickleball court. Mr. Harrison also informed the board that he will attend the Redevelopment Commission meeting on May 23 to get approval for the order of a new generator at Woodland Park. L. Any other matters and Public Comments a. Fee Waiver/Date Change Oakwood/Woodland Grounds 10/26/24 – Breast Cancer Awareness Walk/Fundraiser: Dr. Peggy Prichett asked the Board to change the date of her Breast Cancer Awareness 3k Walk in Woodland Park from 10/5/24 to 10/26/24. Dr. Prichett also requested a room rental fee waiver for Oakwood Hall that same day. President Maletta stated that the date change was fine, but the 50% non-profit room rental fee was the standard. Member Lee made a motion to Change the date of the walk to 10/26/24 and approved a 50% non-profit discount for the room rental fee only, with a second from Member Warchus. There being no further discussion, the motion passed unanimously by roll call. b. Wahl & Holland Home Rental Fee Waiver – Oakwood 8/17/24: Danielle Balek asked the board to waive the fee for Whal & Holland’s Fundraiser on August 17, 2024. The board agreed to the standard 50% non-profit rental fee for the event. Member Ekdahl made a motion to approve the 50% non-profit rental fee and the non-profit kitchen use fee of $65 for Wahl & Holland for their August 17, 2024, rental with a second by member Lee. There being no further discussion the motion passed unanimously by roll call. c. Former Mayor Olga Velasquez inquired about the status of the 5 Year Park Master Plan. Interim Superintendent Harrison stated that the Planning Department is working on it. d. Marisa Hurt of the Beautification & Sustainability Committee informed the board they wish to schedule a cleanup of Wolfe Park on June 29, 2024 from 8:00am – 11:00am. Member Warchus made a motion to approve the Wolfe Park Cleanup on June 29, 2024, with a second made by member Lee. There being no further discussion the motion passed unanimously by roll call. M. Next Meeting: Monday, June 17th, 2024, at 5:30 p.m. N. Adjournment There being no further items of business, the meeting adjourned at 6:27PM. Member Warchus made a motion with a second from Member Lee, motion passed unanimously through roll call. 2 Respectfully submitted, John Harrison, Interim Superintendent Approval and Attest: __________________________ Date _____________ Andy Maletta, President __________________________ Date _____________ Carla Warchus, Secretary 3