BLAIR COUNTY PARK AND RECREATION ADVISORY BOARD THURSDAY,SEPTEMBER7,2023, 8:30 A.M. COMMISSIONERS MEETING ROOM, BASEMENT  MEETING AGENDA  *Public meetings are being held bothi in-person and by Zoom. To participate in the meefing please dial 1-301-715-8592 or I-646-876-9923. and  enter meeting mmber 9663 3545. 3323 ande enler the meeting passcode 423423.  MEETING CALLED TOORDER: Joel Keller, President Galen Bickel, Secretary Fred Miller, Member Phill Ricco, Member Chuck Gojmerac, Member Frank Kopriva, Member Bill Sell, Member Melissa Harpster, Commissioner's Office Amy Webster, Liaison Commissioner Paul Shaffer, Public Works Jim Pooler, Building and Gromnds/Maintenance Others OLD BUSINESS: Motion Motion DCNR Grant:  ROLLCALL:  Approval of Meeting Minutes of August 3,2023:  Second Second  Approval of Financial Report for the month of August 2023:  The second draw down ofDCNR grant funds, in the total amount of $84,800.00 was received. The county can request ai final payment in the amount of $22,750.00 once the project is deemed complete. The Board ofCommissioners approved Change Order #1 received from John Claar Excavating, Inc., in the total increased amount of$1,420.48, for pavement repair at the edge oft the parking lot, and a no cost substantial completion date extension from August 9, 2023 to August 18, 2023. The Board of Commissioners approved Contractor's Application for Payment #2, in the total amount of Received Contractor's Application for Payment #3, in thet total amount of$9,310.01 from John Claar  $75,550.68 received from. John Claar Excavating.  Excavating, Inc., however wel have not yet received their Maintenance Bond. Certificate of Substantial Completion received from John Claar Excavating, Inc. Thel Board of Commissioners approved Change Order #1 received from Stelco, Inc., for ar no cost substantial completion date extension from August 9, 2023 to. August 18, 2023. The) Board ofCommissioners approved Contractor's Application for Payment #2, int the total amount of $22,590.67 received from Stelco, for electric Contract #2, for the Valley" View Park. Amphitheatre Project Received Contractor's Application #3, (final work billing) in the total amount of$6,326.19, and #4 (retainage), in the total amount of$6,239.45, and Maintenance Bond from Stelco. In addition, we received  for payment.  Operation and Maintenance documents for thee electrical components. Certificate of Substantial Completing received from Stelco.  Discussion concerning waterline installation at the amphitheater prior to DCNR giving final approval that the waterline installation could be an added: scope of work. DCNR concerns are being able to make all the materials and labor eligible because under the grant terms thel labor to install the waterline and materials for the project would need to meet DCNR's competitive bidding policy. Cheri at) DCNR requested a budget for the materials and labor oft the county workers' hourly rates and fringe benefits in order to determine  what procurement can be accepted for the materials to be eligible.    Has thet requested budget been sent to Cheri? Ifso, is the waterline project eligible under DCNR? Discussion concerning thei need for approval ofa quote received from Hilltop Precast for the purchase ofa fire-ring(s), in the amount of$120.00/each fort the waterline installation at the amphitheater. Finance and Purchasing will not approve the requisition request fora al PO1 for the fire-ring(s) until DCNR provides final approvai that the waterline installation is a valid project since we have already asked DCNR to consider  this as an added project under the grant. Updated cost estimate for roadway repair work.  Water Leak Repair at Pavilion 1: Update. Streambank Stabilization: Footbridge Replacement: Lawn Tractor: Soccer Field:  Status of the one: remaining area that needs stabilized.  The cost estimate for replacement oft the footbridge is $25,000.00. The county will provide the equipment, labor,  management, etc. to complete the footbridge replacement project. Status on obtaining quotes fort the replacement the park's lawn tractor.  The Board of Commissioners approved the request received from Great Commission School fort the use ofthe soccer fields at Valley View Park firom 3 pm until games end on August 24 and 29; September 5, 7,8, 12, 19; and October 2, 2023. The appropriate COI and Endorsements were received and approved by Solicitor Karn.  Security Camera Quotes: NEW BUSINESS: Valley View Park Staffing:  See email from Purchasing with concerns on this project. See attached email from Nicole Hemminger, ChiefClerk. VALLEY VIEWI PARK SSUES/CONCERNS: and the excessive amount used was not duet to actual use? reserved, parked closed when it should be open, etc.  Amount of water billi for the month of July 2023 (assuming the usage increase was due to the water leak at pavilion 1). Will the Water Authority provide a' "discount" or reduction in the total amount oft the bill: since there was a leak, Concerns regarding trash not being removed from the pavilions in a timely manner, pavilions not being marked as  ADJOURN: Motion  Second    BLAIR COUNTY PARK AND: RECREATION ADVISORY BOARD COMMISSIONER'S MEETING ROOM, COURTHOUSE BASEMENT  MEETING MINUTES THURSDAY, AUGUST3,2023, 8:30. A.M.  *Public meetings are being heldb both in-person andi by2 Zoom. Toparticipale in the meeling please dlal-1-01-715-8592or1-646876.923,  enter meeting mmber 9663 35453 3323, ande enter the meeting passcode 423423. MEETING CALLEDTO ORDER: President Keller called the meeting to order.  ROLLCALL: Members Present:  Joe Keller, President Fred Miller, Member Phill Ricco, Member Bill Sell, Member Members Absent:  Chuck Gojmerac, Vice-President Galen Bickel, Secretary Frank Kopriva, Member  Other's Present: Grouds/Maintemance). Others Absent: Commissioner Amy Webster OLD BUSINESS: Approval of Minutes: corrections or changes noted.  Melissa Harpster (Commissioners Office), Paul Shaffer (Public Works), and. Jim Pooler (Building and  President Keller called for corrections or changes tot the meeting minutes of July 6, 2023. There were no  Motion by Fred Miller, seconded by Phil Ricco, and unanimously approved to accept the minutes as  prepared.  Approval of] Financial Report for the months ofJuly 2023: President Keller called for the Financial Report.  Melissa Harpster presented thel Finançial Report for the months of July 2023. There were no comments Motion by Fred Miller, seconded by Phill Ricco, and unanimously approved to accept the financial report as  noted. prepared. DCNR Grant:  President Keller stated that the county received the first day payment from DCNR in the amount of$113,750.00 and that a second draw request was submitted to the county in the amount of $84,800.00. Hes stated that once the project President Keller provided the board with the updated project report prepared by Adam Long and submitted to President Keller presented discussion concerning the waterline installation tot the amphitheater priort to DCNR giving final approval that the waterline installation could be an added scope of work due to DCNR conçerns in being able to make all oft the materials and labor eligible. Under the grant terms, the labor to install the waterline and materials for the! project would need to meet DCNR's competitive bidding policy. He stated Cheri at DCNR requested a budget for the materials and labor of county workers' hourly rates and fringe benefits in order: for her to determine what procurement could be accepted for the materials tol be eligible under the grant terms. President Keller stated that Paul and Jim would need toj provide Adam Long with the workers' hourly rates and fringe benefits sO that he could prepare the request budget for submission to DCNR.  is completed, the county could request the final payment in the amount of$22,750.00.  DCNR.    Melissa Harpster stated that. Jim Pooler requested aj purchase order for the purchase ofai fire-ring needed to complete the waterline installation at the amphitheater. She stated that Finance and Purchasing would not approve the requisition request untill DCNR provides final approval that the waterline installation isa a valid project under the President Keller stated that the updated cost estimate fort the roadway repair work is $300,000.00. He stated that $75,000.00 of the county's20171 bond funds were originally allocated for the roadway repair work, but the allocation of funds was rescinded when the roadway repair work was added into the DCNR grant project. Melissa Harpster stated that therei is currently an open PO with LB Water in the amount of$1,212.00.  grant terms.  Water Leak Repair at Pavilion 1: Gate Painting/Repair: Hiring of] Head Groundskeeper:  Jim Pooler stated that thej painting/repair project is completed.  Paul Shaffer stated that no further recruitment would occur for this park season. Try again in 2024.  Discussion followed regarding the Assistant Groundskeeper's position. Paul Shaffer stated that there is only one area left to stabilize.  Streambank Stabilization Project: Footbridge Replacement:  President Keller stated that the estimated cost for materials only to replace the bridge is $25,000.00. Hes stated that the county would need toj provide the equipment, labor, management, etc. Melissa Harpster stated that she would  include the bridge replacement into the 2024 fixed asset budget.  Park Bench: Playground Mulch: AYSO:  Paul Shaffer stated that the park bench is at the park where the donor requested it tol be placed. Paul Shaffer stated that the mulch was purchased at Beck's and spread at the playground.  Melissa Harpster stated that the county did receive AYSO's certificate ofinsurance and endorsement and that Paul Shaffer stated that the lawn tractors water pump: needed replaced in the amount of$216.52. Hes stated that Melissa Harpster should include $15,000.00 into the 2024 fixed asset budget for the purchase ofai new lawn tractor  Solicitor Karn approved the documents.  Lawn Tractor: fort thej park. NEW BUSINESS: Soccer Field:  President Keller requested approval for Great Commission School to use thes soccer fields at' Valley View Park from 3 pm until game end times on August 24 and 29; September 5, 7,8, 12, 19; and October 2, pending receipt of their  certificate ofi insurance and endorsement. Board of Commissioners for approval. 2024 Budget Preparation: August 1 and August 31,2023. Discussion followed.  Motion by Fred Miller, seconded by Bill Sell and unanimously approved to recommend the request to the  Melissa Harpster stated that she would need to receive any fixed asset expenditure amounts for 2024 for entry into MUNIS as soon as possible. She stated the expenditure budget needs entered intol MUNIS during the period of  VALLEY VIEW PARK BSUES/CONCERNS: being broken up during construction. Discussion followed.  President Keller called for issues or concerns pertaining to Valley View Park.  President Keller stated that a Change Order from. John Claar is requested for pavement repair due to the asphalt    Motion byl Phill Ricco, seconded by Fred Miller and unanimously approved the Change Order for extra Paul Shaffer requested an allocation of park and reci reserve account funds in the amount of$100.00 for the purchase  pavingi in the amount of$ $2,000.00.  oftractor tires.  Motion by Phill Ricco, seconded by Bill Sell and unanimously approved an allocation ofp park and rec Paul Shaffer stated that there are issued with getting people to leave the park at closing time, issues with people  reserve account funds fort the purchase oft tractor tires in the amount of$100.00. using blow ups such as bounce houses, people camping inside the park overnight, etc. Discussed the possibility of purchasing and installing security cameras.  Motion by) Fred Miller, seconded by Phill Ricco and unanimously approved an allocation of park and rec reserve account funds in the amount not to exceed $10,000.00 and to obtain three quotes for the purchase and President Keller suggested planning a ribbon cutting ceremony at the amphitheater sometime mid-September. Melissa Harpster stated that President Keller coordinate this withl Nicole and Allison in the Commissioner'sOfite.  installation ofsecurity cameras at Valley View Park,  Discussion followed. ADJOURN:  With no further business to discuss, President Keller called for a motion to adjourn the meeting.  Motion by) Fred Miller, seconded by Bill Sell and unanimously approved to adjourn the meeting.