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CITY OF SHAWNEE
PARKS AND REC ADVISORY BOARD MEETING
MINUTES
December 1, 2016
5:30 P.M.

Board Members Present Staff Present
Elaine CoppParks and Recreation Director Holman
Peter EhrlichDeputy Parks & Recreation Director Lecuru
Donna SawyerShawnee Town 1929 Director Pautler
Rebecca BaileyRecreation Specialist Keenan
Pam Cremer
Brian Bolen
Board Members Absent
Denise Shannon
Kevin Makalous
Jennifer Riggs
(Parks and Recreation Advisory Board Meeting Called to Order at 5:32 p.m.)

A. ROLL CALL

MS. COPP: I’d like to call the Thursday, December 1st Parks and Rec Advisory Board meeting to order. Could we have a roll call, please?

MR. EHRLICH: Peter Ehrlich.

MS. SAWYER: Donna Sawyer.

MS. COPP: Elaine Copp.

MR. BOLEN: Brian Bolen.

MS. BAILEY: Rebecca Bailey.

MS. CREMER: Pam Cremer.

MS. COPP: Thank you.

B. CONSENT ITEMS

1. Approval of the November 3, 2016 Parks and Recreation Advisory Board Draft Minutes

MS. COPP: Next on our items we have B, Consent Items. Number 1, Approval of the November 3, 2016 Park and Recreation Advisory Board Draft Minutes.

MS. SAWYER: I move for approval.

MS. BAILEY: Second.
MS. COPP: Donna has moved, Rebecca has seconded. Any other discussion? All those in favor, aye.

BOARD MEMBERS: Aye.

MS. COPP: Opposed. Thank you.

[Therefore, the motion was made by Board Member Sawyer and seconded by Board Member Bailey to approve the November 3, 2016 Parks and Recreation Advisory Board Draft Minutes. The motion carried 6-0.]

MS. COPP: C, Discussion Items. No. 1, Policy Statement Updates.

MS. LECURU: If we could, can we start with the proposed hours change first? Just switch those two discussion items.

MS. COPP: Okay. I’ve been asked to switch the -- so, we’re going to do Number 2, the Pool Hour Discussion first. Sean.

(Discussion Item 2 was presented before Item 1)

C. DISCUSSION ITEMS

1. POOL HOURS DISCUSSION

MR. KEENAN: Good evening. Sean Keenan, Recreation Specialist of Aquatics. I’m here to discuss the proposed changes for the hours of operation at the Shawnee Aquatic Centers. The last time that we met and we discussed this we went ahead and changed the hours around, or actually added a few hours was back in 2015. We’ll just give a brief discussion or a brief refresher on what we currently operate the hours as of the 2016 hours.

Last season we operated baby pool hours at both facilities, the Thomas Soetaert Aquatic Center and the Jim Allen Aquatic Center, Monday through Saturday. That was for ages -- children ages seven and under as well as their parents, from 10:30 to noon, as well as the general swim operating hours was Monday through Friday from 12:30 to 8:00. Saturdays and Sundays were from 12:30 to 6:00. And the holiday hours were from 12:30 to 5:00. And then, of course, we had school hours, which was exclusively at the Thomas Soetaert Aquatic Center which was Monday through Friday from 5 p.m. to 8 p.m. and then Saturdays and Sundays from 12:30 to 6:00. And then as you remember when we go to school hours the Splash Cove Aquatics Center closes for the season at that time as well. And then that following weekend we still do the K-9s at the Cove, which is the last hurrah for the dog swim, which we will be doing again for the 2017 season.

So, the goals of updating the hours, what we’d like to see obviously, you know, and we’re going to discuss the changing of a couple of the hours is to optimize the facility usage during the baby pool hours. We’d like to address some of the staff scheduling issues that we’ve had, that we’ve seen over the years. It’s nothing new that we’ve seen at our facility exclusively. A lot of the facilities have seen it, but we continue to see it. And then we’d also like to reduce the city subsidy for pool operation. That’s an ongoing thing that we always like to look at and readdress and look at each season.

Option A, eliminate baby pool hours on Saturdays at the Thomas Soetaert Aquatic Center. We did introduce baby pool hours at both facilities on Saturdays at both facilities. It was two years ago in 2015. Just to kind of look at it exclusively at the Thomas Soetaert Aquatics Center. It’s 110 labor hours. It’s roughly $1,100 in labor costs for the lifeguards as well as the management staff. It’s about -- it only generates about $880 in revenue and it’s about -- for the 2016 season, it was about 329, actually exactly 329 in attendance alone. It’s actually an interesting number to look at here because it actually only generates about a third of the attendance because Splash Cove is over a thousand at that same exact time on Saturdays for that same demographic. Typically you’ll see that people would rather go to Splash Cove than they would for Soetaert for the same types of features. Splash Cove has more amenities and it’s a larger body of water for that user group. So, they would rather go there. So, it’s not that we would be limiting, you know, users. We just want them to go to Splash Cove as opposed to go to this facility and we would be optimizing that time. But that would be that Option A.

Option B that we would also like to look at would be reducing the school hours. Again, just a reminder what we currently offer was the 5:00 to 8:00. What we’d like to look at is reducing it from 5:30 to 7:30. Currently it’s 1,050 lifeguard labor hour. This past season it was three weeks. So, it was three weeks that once school started we were trying to staff it for three full weeks. What we were seeing is although we were staffing it for three weeks, now when I say staffing, we were only getting about two-thirds of the staff that was actually showing up for the actual hours. You know, in a typical staffing situation we’ve got between 20 and 17. We were getting about 10 that were showing up, you know, 10 to 12 out of that where they were showing up because they were either calling in sick or they were unable to show up because of other obligations, whether it was practice or, you know, other scholastic events.

You know, it’s about $10,000 is what we budget for that. You know, that is the largest labor cost associated with that. And then, you know, typically for the three-week period, now, I’m not talking weekends, this is exclusively during the week. It’s about 1,500 in attendance. The bulk of that attendance is going to be that first week that we go to school hours. You will notice a large drop in attendance that second and that third week because people get into other school activities and other activities. What we’re proposing is, you know, reducing the school hours from 5:30 to 7:30. That extra 30-minute break would give us a huge -- it would give us a huge gap advantage in staffing. Typically, like I said, you know, over at that facility we’re not opening the slides. We’re not opening the lazy river and we’re not opening the instructional pool till 5:30 because that’s -- our staff is crawling in at that time because they’re not getting out of track practice. They’re not getting out of football. They’re not getting out of volleyball until that time. And then we start to be able to fill those spots and open up those features. And then again, you know, around, you know, we typically around 7:00, we don’t get anybody coming into the facility past that time, any new patrons. So, you know, usually that’s usually the cut-off there. So, we’re proposing, you know, limiting it to the two hours that would accommodate. We’re not wanting to eliminate that time because it is important. We still want to accommodate the lap swimmers. We’re still wanting to accommodate, you know, the season pass holders and those users that have been using it all summer, but optimizing that actual time that people do use that facility.
So, these are the proposed hours that we’re wanting to change. Those marked in red are the changes that we’re wanting to make. Baby pool morning hours, Thomas A. Soetaert Aquatic Center, we would be changing it back to Monday through Friday from 10:30 to noon. Splash Cove would continue to stay Monday through Saturday from 10:30 to 12:00. We would still want to stick with the Saturday option since that is a larger draw. General swim would remain Monday through Friday from 12:30 to 8:00. Saturdays and Sundays would remain 12:30 to 6:00 and holiday hours again from 12:30 to 5:00. And then again school hours at the Soetaert Aquatic Center would be Monday through Friday from 5:30 to 7:30 p.m. and then Saturday and Sunday from 12:30 to 6:00.

So, the impact of those changes, a reduction in labor costs. We’re looking at, and again, these are from this past season, which was a good season for us. You know, we’d be looking at a reduction or savings in roughly $4,000 in labor. We would have a reduction in revenue of about $1,200. And that’s in daily attendance fees. We would have a reduction in attendance of less than 350 by eliminating the Soetaert Saturdays for the baby pool hours and a reduction in attendance of less than 600. That would be a total reduction if users decided to just completely not come as opposed to just come at a later time, or like I said, move to another facility, choose to come to Splash Cove versus, you know, not coming to Soetaert at all on those Saturday mornings, so.

Next up would be -- I could answer questions if anybody has any questions, but we’re looking for a recommendation from the Parks Board to make changes to the hours of operation, then implement those changes for the 2017 pool season. Does anybody have any questions?

MR. EHRLICH: Sean, that net effect of 4,000 in savings reflects the additional labor, if any, at the Splash Cove for the days that Soetaert is the morning?

MR. KEENAN: Yeah, it is. It’s actually for both facilities. It impacts both facilities.

MS. LECURU: Actually I think, Peter, there would be no additional staffing needed at Splash Cove because Splash Cove is already operational. It would be actually just a reduction in staffing on Saturday mornings because it won’t require additional staff at Splash.

MR. KEENAN: Oh, okay. I misunderstood.

MS. LECURU: If I understood that question right.

MR. KEENAN: Yeah. It would not require staffing.

MR. EHRLICH: Let me rephrase the question, Tonya. That was my question. I just kind of went backwards in it. That really was my question, yes.

MR. KEENAN: Oh, okay. I apologize. I misunderstood. It would not require additional staffing, no. Now, when we open on Splash Cove on Saturdays the entire facility is open and it’s staffed for full staffing already.

MR. EHRLICH: I just assumed that it would require more staffing.

MR. KEENAN: Yeah. No. All bodies of water are open on Saturday mornings, yeah.

MR. EHRLICH: Thank you.

MS. CREMER: Of those people that come on Saturday morning to Soetaert to use the baby pool, how many of those are also there with other children using the other pool? Any idea?

MR. KEENAN: None.

MS. CREMER: It’s only the baby pool?

MR. KEENAN: Baby pool, it’s for seven and under. And it is exclusively in the baby pool area only.

MS. CREMER: Oh, okay. All right.

MR. KEENAN: They’re not able to utilize any other areas of the facility.

MR. BOLEN: Sean, if you could estimate on the after school hours, are those mostly people who have purchased a membership, or are we getting additional daily pass? Do you have any idea or any numbers on that?

MR. KEENAN: Oh, absolutely. The majority of those are going to be season pass holders.

MR. EHRLICH: Well, the $1,200 in revenue loss had to be from walk-ins, correct?

MR. KEENAN: Correct. Like I said, the biggest impact it’s going to have, a lot of those people, especially in the afternoons are going to be our lap swimmers, those that are coming for exercise. And then also those individuals that are coming to after school programs and programs where their, you know, their kids are getting out of school and they’re regulars at the pool, you know, that have been coming all summer. Those are the ones that we see that come every single day and show up for the after school hours.

MS. LECURU: And again, I think the way that Sean came up with those numbers are that if someone were anticipating people who come at five, maybe they’ll come at 5:30. So, even though we say that we’re going to have a reduction in attendance that’s maybe, maybe not. Those are the folks that came between 5:00 and 5:30, in between 7:30 and 8:00 that is the reduction, right, those numbers there?

MR. KEENAN: Yeah. I would foresee them coming at 5:30 as opposed to showing up at 5:00. They’ll be showing up about 30 minutes later is what we’re going -- is what I’m estimating is going to happen. I would see that happening.

MS. LECURU: So, we don’t think it’s going to be a complete loss, we think it’s going to just be a --

MR. KEENAN: I don’t believe it’s going to impact it. That is a worst case scenario.

MS. BAILEY: I move we recommend the aquatic changes.
MS. COPP: Rebecca has --

MS. SAWYER: I would second that.

MS. COPP: Rebecca has made a motion that we -- I’m sorry, my brain just went dead. Accept the recommendations, and Donna seconded. Is there any other discussion? All those in favor, aye.

BOARD MEMBERS: Aye.

MS. COPP: Opposed? Did you have some more report to talk about, Sean? Oh, I thought -- okay. Thank you.

[Therefore, the motion was made by Board Member Bailey and seconded by Board Member Sawyer to approve the pool hour changes for 2017. The motion carried 6-0.]

MS. COPP: All right. Now, we’re doing the policy thing now? Thank you.

MR. KEENAN: Thank you. And I will have to -- I’m going to excuse myself. It’s my son’s fourth birthday, so I’m going to go. Thank you. Have a good night.

(Off Record Talking)

2. POLICY STATEMENT UPDATES

MS. LECURU: Tonya, Lecuru, Deputy Parks and Recreation Director. Thank you for making that change on the agenda. We’re running a little crazy this morning -- or today, whatever time it is due to our migration. But I’ll tell you about that in a little bit.

Basically this is -- last month I brought the policy changes to Policy Statement 30, which is our fees for both the Civic Centre and Town Hall. And these are the remaining policy statements that still need approval from the Park Board, so that we can take these to Council on December 12th for approval by the Governing Body. So, I hope in the agenda that you received this month, it had the agenda, it had the minutes and it had a memo to you talking about the individual changes that we’re going to discuss tonight, and then a copy of all those redlines. So, hopefully you had an opportunity to look at that. I wanted to give you -- I know a lot of times we hand out things during the meeting and tell you what it says. But this way hopefully you’ve had a little bit more time to look at it if you needed to.

So, basically I just want to go over what the three different policy statements that we’ve made changes to you. The memo that I sent to you is also in the packet today. But as I said, we’ve already discussed Policy Statement 30. Today, Policy Statement 31, which is our Open Gym Hours, Policy Statement 45, which is Fees for the Aquatic Centers, and Policy Statement 48, which is Parks and Recreation Scholarships. Of those three remaining policy statements, two of them require changes to be current with our current processes. Policy Statement 48 for Parks and Recreation Scholarships, after review, was fine as read. So, we won’t be needing any changes to that one. And the other ones are very basic. So, just take a second.

Policy Statement 31 is Open Gym Hours. The last time we revised that was in November of ‘13. A lot of that is due to different types of programming that we’re now currently doing at the Civic Centre with the pickleball rage that’s all over the country and stuff like that. We’ve got a lot more demand for that, so we’ve made adjustments to the hours so that we can accommodate that new requirement. It’s not something that’s easily played on one court while something else is going on. So, we do have reserved time for that activity now. So, that’s the reason for the necessary changes on here.

Wednesday evenings used to be part of our open gym hours as long as it wasn’t programmed for volleyball. That was something that quarterly we did some classes, but it was very minimal. We now have pickleball in there Wednesday nights from as soon as they can get in the door until we kick them out. So, we’ve got quite a crew that comes in on Wednesday evenings. We removed the open gym hours for that.

Also just kind of a clarification on there, it was not real clear on there, but anytime that the facility is open and the gym is not rented for another use, it’s basically open gym. This statement is just something that guarantees during these times if you want to come to the Civic Centre, you can almost guarantee that there is going to be open gym hours. So again, open gym is important for the Civic Centre that we have free open time for people to come and enjoy the facility and use it. So, we do recognize that as much as we do the craze of pickleball. So, we try to balance our hours the best. So, that’s the changes on open gym.

Policy Statement 45, the Fees for the Aquatic Center. We’re not requesting any additional fees on memberships or daily attendance this year. I think based on some requirements we’re going to need for staffing and pay rates and things like that to be competitive with the other neighboring cities next year, we anticipate requesting that. But at this point we thought we were fine within the budget that we had. And this is one that we do bring back to you pretty regularly just to kind of keep it current with what’s going on. But changes that you’ll see in that policy statement, just housekeeping -- basically housekeeping for clarification and accuracy.

And on 3(a), which is towards the end of it, the changes that were required in there, there were some -- there were a couple of residents that chose to misunderstand that policy statement and thought that because we called it a daycare that their nanny should be considered a daycare and should be included on that household -- their family membership. And so we’re trying to find a way to word it that it’s very clear that that’s not the case. A number of years we’ve brought it to the Park Board that would remove that nanny and summer visitors because the nanny ended up being the next-door neighbor and the summer visitors became the next-door neighbors from four or five houses just so they could all be on one family pass. So, we’ve had to kind of go through and clarify it so it’s fair for all houses and things like that. So, basically this statement was confusing to some folks that they wanted their daycare to be including nannies and babysitters. The purpose of our daycare statement, and really it doesn’t even say it’s a free pass or that you can put it on a family pass. But we feel maybe that the wording now is a little clearer is that for daycares or childcare centers, people that you send your children for a camp or something like that and they bring the children to the pool, as long as they have a copy of their membership card, either an additional fob, which is what most folks do, and the daycare can provide that, we use that in lieu of payment. So, it’s basically as long as you have a membership and you can prove that you have a membership, you show us the card, then that counts. And which is what it said before. But again, we’re trying to be clearer so that there is no misunderstandings possible, which that’s probably not possible in itself. So, that’s the changes that we’ve requested to that policy statement. And as I said, Policy Statement 48 does not require any changes for our scholarships. The last time we made those changes, we made it based on the current year’s HUD housing guidelines rather than actually listing those HUD housing guidelines within the policy statement.

There is no financial impact based on any of these changes. As I said, there is no fee increases or changes, just a lot of housekeeping. So, the staff would ask that the Park and Recreation Advisory Board approve and forward the proposed changes to the Governing Body for approval and adoption.

MS. COPP: Tonya, I have a question. And I never did find where you were working off. I got like two copies.

MS. LECURU: Page 15 and 16 on the copy that I e-mailed you.

MS. COPP: Okay. But the question is, up at the top, the revision date and the sign by the Mayor, has that all been updated?

MS. LECURU: Those will be updated once they’re accepted by Council.

MS. COPP: Okay. Okay. Thank you.

MS. LECURU: Sometimes I go ahead and cross them off, but it doesn’t go until the date that it is approved.

MS. COPP: Okay. Do we have a motion?

MR. BOLEN: Motion to approve as Tonya stated.

MS. COPP: We have a motion from Brian. Do I have a second?

MS. SAWYER: Second.

MS. COPP: Donna has seconded. Any other discussion? All those in favor, aye.

BOARD MEMBERS: Aye.

MS. COPP: Opposed nay. Thank you, Tonya.

[Therefore, the motion was made by Board Member Bolen and seconded by Board Member Sawyer to approve the changes made to Policy Statement 31 - Open Gym Hours; Policy Statement 45 - Fees for the Aquatic Centers; and Policy Statement 48 - Parks and Recreation Scholarships. The motion passed 6- 0.]

D. STAFF REPORTS

1. DIRECTOR’S REPORT

MS. COPP: D, Staff Reports. Number one, Director’s Report.

MR. HOLMAN: Yeah, not too much. Neil Holman, Parks and Recreation Director. We have -- we’re close to moving some dirt on a few of the projects that we keep talking about, Connect Shawnee and Shawnee Town and all that. But I’m sure Charlie is going to talk about Shawnee Town.

The Mid-American Sports Complex study, we got -- yesterday was the close date, we got 11 firms. So, we will start that process and see where that takes us. That’s it.

MS. COPP: Thank you.

2. PARKS REPORT

MS. COPP: Okay. Number 2, Parks Report. Ramie.

MR. DEGRAEVE: Good evening. Ramie DeGraeve, Manager of Parks and Facilities. Really this month primarily my staff has been preoccupied with Christmas decorations, 280 snowflakes on the Parkway, all the prep working, checking light bulbs, connections, all the stuff that goes along with that.

We had a very nice Mayor’s Christmas tree donated to us from a citizen here in Shawnee. Some of you may have seen it. I think we made all the major news channels, so that was nice. And definitely kudos to Julie Breithaupt for her help through social media helping us get that, so. And of course you’ve seen it out here. We’ll be lighting it this Saturday, Christmas around Town. Staff has been working on that this week.

Shawnee Town, we kind of renovated the area around the gazebo, re-sodded it. Expanded on the patio on the front of it. Some of you are familiar with it where the dance floor usually goes. Now, we’ll have a more firm, solid, brick base underneath it. It looks really nice. So, it’ll be all ready to go for spring of next year and the upcoming event season.

We have three contracts we’ll be letting out this year. The largest will be our mow contracts, a three-year contract. We’ll be submitting it for bids probably the second week of January. So, it’ll be coming up for Council in February. And again, it’ll be a three-year bid awarded out that we manage in-house all of our parks and the right-of-way mowing and things all comes from our department.

Our janitorial contract will be re-let this fall and landscape contract will be let out to help us with maintenance and operations.

The long and short of it, I’m stuttering here. Shawnee Town, I won’t hit too hard on this because Charlie is probably going to talk about it. But we’ll be very heavily involved with the first phase of his project as far as removing the buildings downtown and kind of grading and getting the site prepared for the next phase on down the road. Staff will be helping him salvage some quality lumber and things for future projects down there.

I’ll be attending the Kansas Turf Grass Conference next week for three days to re-certify for my Kansas Chemical Applicator’s license.
Had three good projects this month with volunteers. I think, Brian, you were involved with one at Listowel yesterday potentially, or maybe haven’t got it in yet. But I know Sean coordinated with you guys over there. I think we’re going to get about 300 butterfly milkweed plants in our new retention area/butterfly garden. So, we’re excited about that. Two weeks ago we had about nine Boy Scouts plant 500 of the same plant materials at Erfurt Park. So, we’re really trying to expand on our Monarch habitat here in the park system. So, we’re well underway and I think we’ve got about another 500 that we’re probably going to end up over-wintering because the ground is starting to get to the point where it’s going to freeze and we won’t be able to get them in. But all told, we’ll have 1,200 of three different varieties of milkweed species going in our parks here in Shawnee for the Monarchs.

And then lastly, on the volunteer group front, we had another honeysuckle cleanup at Erfurt. Or not Erfurt, Monticello Springs, I’m sorry. I haven’t got a weight yet on what we took to the landfill, but I do know it was our large grapple truck completely stuffed full again of honeysuckle. So, making a dent there. Again, ongoing.

So, that’s about all I have. Any questions?

MS. COPP: I had a comment. I had an opportunity to go to a Friend’s meeting yesterday afternoon and walked out of the museum across kind of caddy-corner through there and I saw how beautiful that lawn was. And I thought, gosh, there’s been sod. And then I looked over and there was this brick patio. Well, it’s not a patio, it’s a dance floor. And I thought, when did this happen. So, you just completed that?

MR. DEGRAEVE: Yeah. It took about two weeks from start to finish.

MS. COPP: Did it? It’s gorgeous.

MR. DEGRAEVE: Yeah. We fought weather a little bit. We had some issues finding the right pavers. They’re what I call, and Charlie affectionately, the old stockyard bricks. You know, 12 years ago, 13 years ago when I started there was an abundance of them because they were right in the middle of really tearing out the Kansas City stockyards and that’s what we’ve used a lot of down there for some of the existing stuff. Well, over that time a lot of them have evaporated into thin air. So, we struggled a little bit to match those up. But I literally think we got about the last five pallets in the metro area, so we were fortunate to get that done and match everything. Thank you.

MS. COPP: Any other questions for Ramie? Thank you.

3. SHAWNEE TOWN 1929 REPORT

MS. COPP: Number 3, Shawnee Town Report. Charlie.

MR. PAUTLER: Hello everyone. Charlie Pautler, Director at the museum. I’ll start off with the Historical Hauntings report. We had 4,200 visitors for Historical Hauntings. We had really nice weather. It was 75 degrees during the day. So, we’re going to try and top that every year, right? So, next year, 4,500, the next year 5,000.

But we have a lot going on at Shawnee Town starting with this weekend. We have the Christmas around Town on Saturday. So, we anticipate a crowd of around 1,500 people for that event. We’ll have the Farmstead open. We’ll have Santa at Town Hall. Lots of activities going on.

But getting into the meat and the potatoes as Neil mentioned and as Ramie mentioned, we’re going to be moving some dirt. Right after Christmas around Town we’re going to be taking down the three buildings on the west block. We’re going to be leaving the dry goods store, but we’re going to be taking down Amos Funeral Home, the State Bank and the stage area. And Ramie and the crew are going to be salvaging wood off of the Amos Funeral Home. There is a lot of good stuff there that we’re going to be reusing for future projects there. And we’ll be very careful. We’re going to be saving a lot of money by salvaging a lot of the wood.

And Neil and I met two weeks ago with two -- with three different historic architects that are going to be helping us develop all of those buildings that I told you about during the strategic planning process. So, seven historic buildings on tap. Three of them from the Liquor Tax money and then four of them that Neil and I just asked for a grant from the Ron Deffenbaugh Foundation. We asked for $500,000 two weeks ago and hopefully we will be talking to them soon. And the City will be matching that by another $500,000. So, it’s a 100 percent match. So, that’s going on.

After the buildings are taken down over the next two weeks, then we will be doing some landscaping and we will be filling in the creek. We’ll be taking down the stone fences down there. So, Shawnee Town will undergo quite a transition during this winter and it will look markedly different in the spring than it does now.

The last time you met I wasn’t here because I was at Shawnee Town for the Midwest Open Air Museums Coordinating Council. A long-winded word for MOAMCC, which is a living history conference. Several of you came to that opening reception. We did host that and people had a great time. We had about 70 people that showed up for the reception. They enjoyed the grounds and the Farmstead.

Let’s see. I’m going to be over the next two weeks writing an RFQ for the block of four buildings and then the Chevy dealership with Neil and Bert Schnettgoecke, our engineer for the City. And then we’ll be sending that out to the historic architects that I mentioned earlier.

And I’m also moving forward on the West Flanders historical marker project. West Flanders Park, we’re going to be looking at planting a poppy field and an historic marker that commemorates the meaning of the poppy, our entry into World War I, and most importantly our Sister City of Pittem, Belgium. So, that will be probably in September that we will -- September of 2017, that we will be looking at dedicating that. And we are raising money for it right now. We’ve started a campaign of raising $10,000. So, if anyone is interested in contributing to that project -- oh, Elaine is getting her checkbook out. That’s wonderful. But I can give you information on where to -- who to write the check to and how to go about that.

And I think that is it. Any questions?

MS. COPP: I just had a thought on this poppy garden you’re putting together. Will you have any programs or like Speakeasy types or things over there kind of tying that together and what the significance of it or was?
MR. PAUTLER: We could certainly give a program, an educational or interpretative program on that project.

MS. COPP: That would be kind of neat to go to like civic organizations and kind of putting out the word.

MR. PAUTLER: Yeah. I’m always willing to talk.

MS. COPP: Oh, I’m sure you are, Charlie. Any other questions? Thank you, Charlie.

MR. PAUTLER: Thank you.

4. AQUATICS, CIVIC CENTRE, RECREATION REPORT

MS. COPP: Okay. Number 4, is we have an Aquatics, Civic Center and Recreation Report.

MS. LECURU: I will give all of those reports. We’ve been busy this week with our final migration of our new RecTrac software. And it has been a total team effort. Everybody has been there and contributed to it. It’s been a lot of work. We’ve got a great trainer that came in from Vermont this week. Nick Wernel from our IT staff has been with us all week as well. You know, everything works perfect except when it doesn’t. So, we had lots of things to work through, bugs and little snafus. But I am pleased to say when I left the Civic Centre at 5:20, WebTrac is up and operational and works and looks great and we can take your money now. We had some issues with our new credit card server. But that is up and working and so we’re in a learning phase. But it’s been a good, actually team-building type activity for the staff to work together on building this new program for us. And so we’re anxious to get it started.

As I gave everyone a copy of the brochure that just came out today December 1st as guaranteed, all of those programs are in our new software system. So, we’re glad the software system is now working. Because everything that you would register for in that brochure is now available online with our WebTrac server or at the Civic Centre. So, if you have any questions about any of the new programs that are going on in there or registering for any of those, please let me know. I’ll be glad to help you with that.

Another, as I said earlier, we’re working on our policy statements, getting things with that. The Civic Centre is now up to code on all of our issues. Fire Code, we’ve made some adjustments and improvements at the facility. We’re just waiting on our five-year inspection of the sprinkler system, but all of that has taken quite a bit of time. And Park maintenance and our staff has been working on finishing a nice little honey-do list. There is, like I said, with the new RecTrac programming that’s coming out, spending a lot of time working with our front desk staff, training the supervisors on this, on the new system and doing that. So, the facility is looking great and getting ready to go into the new year there.

Travel program for recreation is going outstanding. Kate escorted a trip to Branson this last month. And then last night we took I believe two busses on a Christmas holiday light tour that filled up just like that. And so much so that we were able to secure a second bus to take even more folks. But they’ve all been calling in that was on the trip last night registering for the next upcoming classes -- or upcoming trips, I’m sorry. So, that’s been well. And again, that’s a partnership with Lenexa and Mission as well with Shawnee.

Aquatics, in addition to working on pool hours and doing all those kind of great winter activities, we are also getting ready to hire our staff back for the next year. So, on December -- all the letters, re-hire letters have went out and those are trickling back in. On December 20th, we’ll be hosting our summer staff back as they come back from college and around their Christmas break and stuff to get them re-hired, do paperwork, do training, get stuff on their calendars, doing that.

We worked with our GIS system and we have brand new park maps based on the 2016 pictures that we’ve received.

And so your Park and Recreation Advisory Board Manual is in process as promised. I was hoping to have it to you today. But with the migration it just did not happen. But you will be pleased with it. So, first at the January meeting you will receive that with all of the new updated information and things in it.

And I’m also, along with Charlie and Royal and six, seven other City personnel, we’re working on choosing a vendor to help us with the City’s website redesign. And we saw some really good presentations and good opportunities for the City to kind of -- to bring our website up to date and so we’ll be anxious to bring you the results of that. One of the pieces with -- both of the companies I think that are kind of in the final stage at this point would include focus groups. And so people will be asked to participate in some of that. So, if there’s an opportunity for that, in the next couple of months I will make sure that you’re aware of it if you’re interested in seeing what we’re doing.

MS. COPP: This is a lovely magazine. I have a question about that.

MS. LECURU: About what?

MS. COPP: The Royal Ball.

MS. LECURU: The Royal Ball?

MS. COPP: Oh, I just remembered it has something to do with another organization I belong to. I was thinking we weren’t doing this anymore.

MS. LECURU: It used to be called Cinderella’s Ball.

MS. COPP: Cinderella’s Ball.

MS. LECURU: And we did adjust it to the Royal Ball. It used to be two nights.

MS. COPP: Okay.

MS. LECURU: And we did reduce it to just offering it one night. And it’s going to be on Saturday. Because, you know, great activities and great ideas tend to be reproduced, and so many of the schools in the area offer a similar activity now.

MS. COPP: Okay.

MS. LECURU: And so there’s other opportunities for folks. But it’s still, I mean, I think it’s still a great activity, an event, and we still have over 200 girls that come to it. So, it still has some legs underneath it.

MS. COPP: I think what I was thinking of was the tea party that they hold in June over 1929.

MS. LECURU: That’s been a couple years.

MS. COPP: We stopped doing that. Okay. I’m sorry.

MS. LECURU: That’s okay. At least you know what we’re doing. We appreciate that.

But there was one other thing on that page I hope you noticed. On the bottom part of that page --

MS. COPP: I saw that. And I thought, oh, he shot it really quick.

MS. LECURU: -- it’s called Reach Into Wellness. And that is also kind of what our cover there is about. It’s a new women’s retreat that’s going to be held in January next year in conjunction with some of our instructors that we have worked with as well as the Johnson County Health and Environment. We have a grant through them that’s going to help with that, as well as some other providers throughout the Shawnee area.

MS. COPP: Is this going to be held at the Civic Centre?

MS. LECURU: At the Shawnee Civic Centre.

MS. COPP: Okay. That’s a great idea.

MS. LECURU: And so I’ll be -- I’ll e-mail you all flyers on the specific calendar of events because it’s something for everybody, so. Anyway, as long as you’re a lady. If you’re a man and you’d like to come too, you may. There’s a couple that come. You’re more than welcome.

MS. COPP: Any other questions for Tonya? Anything else we need to bring up tonight?

MS. LECURU: Donna had brought something to my attention that I should probably share, too. Many of you know Doris Yantis, who was a former Parks and Recreation Board Member for many, many years. Her husband passed away last week.

MS. COPP: Who?

MS. LECURU: Doris Yantis.

MR. HOLMAN: She was a Park Board member.

MS. LECURU: For ten years or more.

MS. COPP: Oh, yeah. A red-headed lady. Okay.

MR. HOLMAN: Lives out west

MS. COPP: That’s sad.

MR. HOLMAN: Very much liked.

MS. COPP: I would like to wish everyone a Merry Christmas and a Happy New Year. Have a safe trip home.

MS. SAWYER: Same to you, Elaine.

MS. COPP: Any other comments? Can I have a motion to adjourn? Oh, I’m sorry, Brian. You had a question.

MR. BOLEN: Well, I just wanted to bring up that at the November 14th City Council meeting Jose Sandoval was recognized for 15 years of service with the Parks and Rec Department and Neil was recognized for 25 years. And I don’t think we ever -- I didn’t know about it at the November meeting, so now we -- I just wanted to tell you congratulations. And it’s amazing they hired you when you were eight years old.

MS. COPP: He’s bashful. Look how red he gets.

MR. BOLEN: So, congratulations on that.

MR. HOLMAN: Thanks, Brian. Thank you.

E. ADJOURNMENT

MS. COPP: Okay. Back to work. Do I have a motion that we adjourn?

MS. SAWYER: So moved.

MS. COPP: Donna has moved. Do I have a second?

MS. BAILEY: Second.

MS. COPP: Rebecca has seconded. Any other questions? All those in favor, aye.

BOARD MEMBERS: Aye.

MS. COPP: Opposed. Meeting adjourned. Thank you.


[Therefore, the motion was made by Board Member Sawyer and seconded by Board Member Bailey to adjourn. The motion carried 6-0.]
(Shawnee Parks and Recreation Advisory Board Meeting Adjourned at 6:13 p.m.)

CERTIFICATE

I certify that the foregoing is a correct transcript from the electronic sound recording of the proceedings in the above-entitled matter.

/das December 19, 2016

Deborah A. Sweeney, Recording Secretary

APPROVED BY:

_______________________

Tonya Lecuru, Deputy Director Parks and Recreation



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