Santa Claus Park and Recreation Department

Agenda for Monthly Meeting- February 20th, 2017

 

ATTENDANCE/ROLL CALL: Pete Linne, Bill Mattingly, John Tate, Melissa Brockman

Guests: Mike Sisley

APPROVAL OF PRIOR MONTHLY MEETING MINUTES- January 17th, 2017

Next Meeting: March 20th, 2017 at 5pm CST at the Community Center

Comments from the floor:

Mike Sisley came to the Park Board meeting to bring up use of Bill Emmons field for the middle school kids. He is wanting to use the field a couple times a week and possibly weekends during the Spring/Summer so the middle school program has more time/space to practice and play on. Mike said they were having their scheduling meeting later in the week so he plans on coming back to the March Park Board meeting to further discuss our concerns with scheduling around the Santa Claus Little League games/practices.

Park Business:

Budget Update

Park Director Dilger used the info that Park Board member Brockman started and has updated the way he keeps track of monthly expenses on the Excel Spreadsheet. He went over all of the expenses that had been submitted at that point of the month.

Santa Statue

Park Director Dilger went to Jaw’s Collision Center and talked to a person about finishing the Santa Statue. He was told that they plan on having the statue done by April which is what the Park Board was hoping for so we can have the statue in place by the time Yellig Park is open and games start.

Tournaments

The tournament dates have been set for the summer and there have been no changes. Park Board member Tate informed the Park Board of a baseball/softball “kickoff night” at Yellig Park that has been discussed. He said that the Santa Claus Little League is wanting to do a “kick-off” night for the start of the season on Friday, April 21st. The Park Board all agreed that it would be a good idea for the Park Board and staff to be involved with the kickoff to show our support for them. The “kick-off” event will consist of teams playing games on all fields with multiple games being played.

 

 

Park Fees

Park Board member Linne and Park Director Dilger attended the Town Council meeting the week before and informed the Town Council that Team Central has brought up that Santa Claus field rental prices are the most expensive field rental prices that Team Central works with. Park Director Dilger suggested to the Town Council that they agree to either reduce the cost for the year until we can figure out what to do or to offer Team Central a free weekend to show an attempt that we are trying to work with them. The Town Council was not on board with either option so we have to come up with a temporary solution to work with Team Central. We are worried that Team Central will leave Santa Claus if we can’t come up with a solution for next summer.

Optimist Club-Boat

Park Director Dilger has been in contact with members from the Santa Claus Optimist Club about fixing the boat (wooden playground equipment) that has been damaged at Yellig Park. The Optimist Club has offered to repair the playground equipment with the help of a local contractor. They are in the process of finding out what needs to be repaired and finding out the total costs. Park Director Dilger was told the Santa Claus Optimist Club would contact him when they found out the total cost and they would go from there. The Optimist Club was going to be applying for a grant from the Optimist International grant fund to help them pay for the repairs.

Concession Stand RFP

The Santa Claus Park and Recreation Department put an RFP in the local papers asking for concessionaires for Yellig Park for the summer. Park Director Dilger has contacted the 2 interested parties and informed them that they will need to respond to the RFP by the March 20th Park Board meeting to be considered for the position.

Painting

Park Director Dilger informed the Park Board that there has not been any progress on painting the bathrooms at Yellig Park. Park Director Dilger was told to have the employee working on painting to start painting the floors of the bathrooms with concrete floor paint and add the slip resistant sand/grit to the paint. The painting is to be done by April when the park is opened back up for the summer.

NSA/BPA Conference

Park Director Dilger attended the NSA/BPA conference in Columbus, IN. He informed the board that it seemed like it was meant more for tournament directors but it was still informational.

Donation Letters/Sponsorship Letters

Park Director Dilger informed the Park Board that, with the direction of Park Director Dilger, an employee typed up a donation letter request and sent one to Waupaca Foundry in Tell City and another one to Mulzer Crushed Stone. The Community Center gym has a lot of members that work out that work at these places. Park Director Dilger has received a list of all businesses that are on the Spencer County Chamber of Commerce. He is going to send out donation letter requests to places on the list. Park Director Dilger was also told to start sending out sponsorship letter requests to all businesses on the list as well for a sponsorship banner that is hung on the fence at Yellig Park.

Lawn Application Quotes

Park Board President Linne told Park Director Dilger to send out spec sheets to businesses for lawn applications that we want done at Yellig Park. Park Director Dilger will find the spec sheet from last year and send them out to 3 businesses and have them be submitted by the March 20th Park Board meeting. With the weather being so warm lately lawn care companies have already started putting down applications in places and we have been approached about getting applications down as soon as possible before it’s too late. It will be discussed whether or not to have a special meeting before March 20th to have the quotes in sooner.

Grant Ideas

Park Director Dilger has been looking into grants for Yellig Park and the Community Center. Park Director Dilger asked the Park Board for some suggestions as to what grant ideas to go after. A couple that were suggested was to resurface the basketball court at Yellig Park, getting rid of the mulch at the playground and replacing it with a safe, handicapped accessible, rubber matting, and LED lighting for the field lights at Yellig Park. Park Director Dilger also mentioned that he applied for a grant for putting recycling bins that would go at Yellig Park.

OSHA Payment

Park Director Dilger informed the Park Board that 2 new Town of Santa Claus employees are now OSHA certified. Clerk Treasurer Kelly Greulich told Park Director Dilger that since the employees will be getting a pay raise that wasn’t budgeted for originally, the cost will be split amongst all Town of Santa Claus departments since the OSHA employees will be contributing to all departments.

Drone Event

Park Board member Brockman told everyone that she and the Santa Claus Visitor’s Center is wanting to host a drone flying event at Yellig Park. She is wanting to have the event on May 13th at Yellig Park. The event will consist of people flying their drone around the park and it will be an all-day event. The Park Board agreed it would be a fun event to host and the Park and Recreation Department will sponsor the event.

Community Center Business:

Budget Update

Park Director Dilger used the info that Park Board member Brockman started and has updated the way he keeps track of monthly expenses on the Excel Spreadsheet. He went over all of the expenses that had been submitted at that point of the month.

 

Quotes for Treadmill

The Santa Claus Park and Recreation Department send out spec sheets for a Life Fitness 95T Treadmill for the Community Center Gym. We received 2 bids back: one from Fitness and Exercise Solutions for $2495 and the other one from Fitness World Inc for $1200. Some concerns were raised regarding the difference in price for the same treadmill. Even after the concerns were discussed Park Board Vice President Mattingly made a motion to accept the bid from Life Fitness Inc for $1200. Park Board member Brockman second the motion. Motion passed. Park Board President Linne instructed Park Director Dilger to call Life Fitness the next day and discuss our concerns with them regarding the price difference and report back at the next meeting.

RFP for Classes

The Santa Claus Park and Recreation Department put an RFP in the papers for people interested in instructing classes at the Santa Claus Community Center. Per recent discussions with the Town Attorney this was a necessary step to hosting “community enrichment” activities the correct way at the Community Center. We received 2 RFPs back from 2 interested parties: one was from Dee McCauley for hosting Yoga and the other one was from Ryan Oeding for hosting a kickboxing/cardio class. Park Board President Linne made a motion to accept both bids for classes. Park Board member Brockman second the motion. Motion passed.

Rentals/Events

Park Director Dilger informed the Board of new rental at the Community Center. Park Director Dilger was approached about Brian Wilson from the Huntingburg Seventh-Day Adventist Church about hosting Bible study classes in the small room at the Community Center for 3 nights a week in April for 3 weeks. The current rate for the room is $10/hour and the terms were agreed upon by both parties. The dates for the Bible study are: Tuesday, April 4th, Thursday, April 6th, Saturday, April 8th, Tuesday, April 11th, Thursday, April 13th, Saturday, April 15th, Tuesday, April 18th, Thursday, April 20th, and Saturday, April 22nd from 6:30pm-7:30pm.

24 Hour Access

Park Director Dilger told the Park Board about the 44 signatures from the gym saying people would be interested in the 24 hour facility access gym. We all agreed that we need to prioritize things. Our first priority was to get the treadmills updated, which 3 out of 4 have been updated. Next, we want/need to get our restrooms throughout the Community Center updated/up to ADA standards. Then after all of that has been taken care of we will revisit the possibility of making the Community Center 24 Hour Access.

Movie Night

The Santa Claus Park and Recreation Department will be hosting another Movie Day at the Community Center on Sunday, March 5th at 2pm. Park Director Dilger has had a survey on the Santa Claus Park and Recreation Facebook page for a couple weeks and people have been voting on which move they would like to see. The voting will close on Monday, February 27th and the winner will be announced. Park Director Dilger will contact the Methodist Church to reassure we can use their equipment for the day.

Community Center Bathrooms

As previously mentioned, the Community Center bathrooms are in desperate need for updating/renovation. All bathrooms throughout the community center need to be revisited to meet ADA requirements. Park Director Dilger has met with Trish Dugas (Town of Santa Claus employee) about what updates need to happen and they have discussed the options. Trish will contact Park Director Dilger when she has finished her plans. We raised concerns about how we will pay for the renovations and Park Director Dilger will discuss with John Bowen (Town Council President) about funding options from the Town.

Vouchers

Vouchers in the amounts of $3,485.01 and $2,566.55 were reviewed and Park Board President Linne made a motion to pay the vouchers. Park Board member Brockman second the motion. Motion carries.

Meeting Adjourn

Park Board Vice President Mattingly motioned to adjourn the meeting at 6:46 pm. Park Board member Brockman second the motion. Motion carried.

 

Next scheduled Park and Recreation Board Meeting – Monday, March 20th, at 5:00 PM CST.