CITY OF SHAWNEE
PARKS AND REC ADVISORY BOARD MEETING
March 2, 2017
(Parks and Recreation Advisory Board Meeting Called to Order at 5:33 p.m.)
|Board Members Present ||Staff Present|
|Elaine Copp (late)||Parks and Recreation Director Holman|
|Peter Ehrlich||Deputy Parks & Recreation Director Lecuru|
|Denise Shannon||Parks and Facilities Manager DeGraeve|
|Jennifer Riggs||Shawnee Town Director Pautler|
|Board Members Absent|
A. ROLL CALL
MS. RIGGS: I’d like to call the Park and Rec Advisory Board meeting to order for March 2nd, 2017. Can we have roll call?
MR. EHRLICH: Peter Ehrlich.
MS. SHANNON: Denise Shannon.
MS. RIGGS: Jennifer Riggs.
MR. BOLEN: Brian Bolen.
MR. MAKALOUS: Kevin Makalous.
B. CONSENT ITEMS
1. Approval of the January 5, 2017 Parks and Recreation Advisory Board Draft Minutes
MS. RIGGS: Okay. We’ll look at the Consent Items. Number 1, the approval of the January Park and Rec Advisory Board Draft Minutes. Do we have a motion to approve the minutes?
MR. BOLEN: So moved.
MS. RIGGS: A second?
MS. SHANNON: I’ll second.
MS. RIGGS: Do we have any discussion? Okay. All in favor say aye.
BOARD MEMBERS: Aye.
MS. RIGGS: Opposed. Okay.
[Therefore, the motion was made by Mr. Bolen and seconded by Ms. Shannon to approve the January Park and Rec Advisory Board Draft Minutes. The motion passed 5- 0.]
C. DISCUSSION ITEMS
1. CAPRA UPDATE
MS. RIGGS: We’ll move to the discussion items, the CAPRA Update. Did I say that right?
MS. LECURU: You said it right.
MS. RIGGS: Okay.
MS. LECURU: [Inaudible; talking off mic]
Ms. Lecuru provided background information on CAPRA and the accreditation process.
(Technical difficulties with videotape)
MS. RIGGS: Okay. We’ll skip over that and go to the Director’s Report.
(This item was continued until after the Director’s Report.)
(Off Record Talking)
(Videotape Played for Park Board)
MS. LECURU: All right. So, just a brief introduction to what CAPRA is and why we as an organization are wanting to take this one. Everybody is busy. It’s not that we sit around and think about things to do every day, but we truly feel that the commitment to this will make us a better department as we move forward and help us plan and do those things. We have 151 different standards that we will be measured against. And these are divided up into ten different chapters. And the way that our staff is looking to tackle this process is that each chapter will be headed by one of our staff members with other staff from Parks and Recreation, but also from Finance, Police, Fire, different departments, Human Resources, throughout the City will all contribute to the accreditation process that we’re going to be going through. So, it is truly a complete team effort that we’re looking to do on this.
There are 37 fundamental standards that are required. So, out of those 151, 37 of them you must meet those standards or you’re not going to move forward. So, it’s like an automatic fail. If we don’t pass the first 37 fundamental standards, and those are through those ten chapters, we automatically fail. So, obviously those things for any good organization are going to have those things in place. So, I’m not worried about that.
Once you pass the initial 37, you must comply with 90 percent of the 114 remaining standards. So, what that looks like is of the remaining 114 you have to have 103. That’s with your initial accreditation. And there is a five-year review. So, it’s not once you’re accredited, wahoo, we’re the best and we don’t have to do anymore, it’s a continual improvement process and reevaluation. Then it goes up from 90 percent to 95 percent that we will have to meet those standards. And then as I just said there’s a five-year cycle that includes three phases. We’ll start with the self-assessment report, the on-site visitation where it’s usually a team of two to three, based on the size of our organization, two to three professionals from somewhere else in the country will come here as a site visit and review everything. And then once that process is done then we would go in front of the board during NRPA’s conference for our final evaluation.
As I said there’s ten different chapters. These are the ones they talked about a little bit in the video that you saw there. So, a lot of these things are in place, but they’re all over in place. So, the purpose of this is to kind of gather the information, review it, make sure it’s current, make sure that the procedures and the policies that are in place are still viable. They’re still needed. We’re doing what we say we’re supposed to be doing, or if something needs to be updated. This is a great opportunity for us. A lot of these things we do, we have a lot of knowledge within the department. We have a lot of long tenured employees. So, a lot of the information that we have within the department resides in somebody’s head. And so this is a great opportunity for us to gather that information, make sure it’s current, make sure we’re keeping up with the procedures that we say we are and then we’re sharing that information which will only help us as we move forward with succession planning and other things as the department continues to grow and move on. So, the source of authority, there is a lot of these -- again, with each of these -- that will have the requirements on them, but some of them again, they’re there. It used to be as this -- probably when this video was done, I know in 1999 when I was with Johnson County Parks and Rec and they went through the initial accreditation, I think when they came into their site visit there was about 35-40 three-ring binders with all of the information. And they were in this huge room for a week trying to go through page by page. Now, a lot of it is electronic. It’s all deposited in different files and things like that. So, much more user-friendly. But as things grow and change obviously this will, too. But this information is together. The planning, organization and administration, human resources.
Another good opportunity with this process is it’s going to help our staff grow and learn. So, everybody within the department has their own responsibilities and duties that they do day-to-day. But a lot of them have aspirations to grow and to learn and to do new things. This will be a great opportunity to serve on these different chapters with people and learn more, bring in some new ideas. So, we’re really excited about that opportunity.
Maybe you can see this on your little screen, I’m not sure. But I’m going to hand out this presentation to everybody, so if you want to look at it later. But these are the 37 standards throughout the ten chapters that we’ll need to do. So, it’s a lot of work. We talked about why should we do it. Everybody wants to be a part of a winning team. And from the director to our Park Tech I’s to our front desk staff, everybody is going to have a part of this and have ownership. And as I was telling the staff when we did it, you know, when the Kansas City Royals won the World Series, we won the World Series. Everybody wants to be a part of the winning team. And so it’s truly everybody contributing and doing this. So, we’re very excited about that. So, it’s going to improve our teamwork. And I’ve seen it already which is really awesome because we just really started talking about it and kind of seeing what it’s going to take.
Staff and morale. We all want to be a part of a winning team and I really think this will help us build. And again it’s our different, you know, the park maintenance, the Shawnee Town, the aquatics, just trying to see what everybody does, and then also just share that with the rest of the city as well.
Encourages collaboration within our department, within our city and within other agencies to learn what that best practice is going to look for.
Help with cost efficiencies. We all want to be making sure that we use the resources that we’re provided, be it time, money, just all of those things that we’re doing to the best. So, this is going to help us make sure that we’re looking for that.
Improve program outcomes. So, that was one of the things we talked about during our staff meeting today. It’s like program outcomes -- why do you offer swim lessons? Well, because that’s what Parks and Rec does. You know, we offer swim lessons. Well, really why do you offer swim lessons? To provide a safer environment, to give people a lifelong skill. To, you know, to give all these things back to the community. So, there’s a lot of reasons. So, what is the program outcomes for aquatics. What’s the program outcomes for. So, looking a little bit deeper and that’s fun. You know, to show the value of Parks and Rec.
So, it’s a lot of work, why do it? Everybody is going to have their own reasons for why they want to tackle this process. And I’m anxious to see what some of those reasons are. And I’ll share it throughout the process as we go along.
So, again we talked about benefits to the staff. There are benefits to the public. We want make sure that we’re good stewards of the resources that we’re provided. We want to prove that we’re not just a want, we’re a need. You know, people need Parks and Recreation in their lives for the quality of life. So, we want to make sure that the public knows that we’re doing it right and we’re being good stewards of the resources.
Potential for external financial support and savings to the public. So again, if you’re an accredited agency and you’re doing things right, grants, funding, those type of things, hopefully it will open up some doors that we’re prepared to be ready for those things as they come to us.
Recognition of a quality governmental service. Like I said, Public Works is already accredited, Police and Fire. We want the residents of Shawnee to know that they don’t have just a great Public Works Department or Fire Department, but also Parks and Rec.
And then it holds us accountable. You know, it’s good. It’s good to be able to answer those questions and to make sure that we’re doing things right to hold ourselves accountable as well. And just to improve customer and quality services.
So, as we talk for the agency, we’ve talked about a few of these, the efficiency and the evidence of accountability, which is a huge piece on there. The how we are doing. This self-assessment process as we go through it will help us identify some deficiencies in areas that we need to grow that maybe we’re not addressing that we should. So, we’re looking forward to that.
Improvement, comparing us to the national standards. Again, that’s teamwork. I think we’re going to see that grow between the different departments and to bring everybody in as one. You know, we talk about Shawnee being Shawnee, West Shawnee, us versus them, east versus west, you know, some of that. We also get that with departments that are spread out. So, we all want to be one department. So, this will help us engage everybody into that process.
And then just that regular review. There are different pieces that are in place currently through policy statements or procedures and things like that that we -- that are for a variety of different reasons, but to kind of pull that all together will just help us.
And then that written documentation to kind of get that knowledge out of somebody’s head and on paper. We need to share that information.
So, as the process was discussed there in the video, the preliminary application, the commitment from all. I think we’ve got the commitment from our staff and we hope that we have the commitment from the Park and Recreation Advisory Board that you see the value in this and you think this is something we should proceed with.
The self-assessment. So, once we -- right now we’re kind of going through and seeing where we’re at, what we have in place, what we need to develop, what needs to be updated, just to get an initial idea. Once we think we’ve got a good grasp of where we need to go we will apply. We’ll do the application process for that. Once we do that we have 24 months to complete it. So, this is the key phase for everybody to really make sure that we’ve got our I’s dotted and our T’s crossed and all of our ducks in a row, whatever else you can say. So, this is our time to put this together.
Then the visitation and the on-site evaluation will come, which is our peer review. Again, hearing from the outside that we’re doing it right. And so once we get to that point the site committee will make the recommendation to the board at the National Congress. We will go before the board and hear their results. These are the different options that they can do. They can accredit. They can accredit with conditions, giving a time frame on that. They can delay, defer a decision, or they can deny. And don’t think anyone is going to get there with a deny because you’re -- the team that you work with really helps you make sure that you’ve got your things in place. Everybody wants to make sure that we succeed. So, if there is an area that they feel like that the evidence is not there yet or we need more, they’re going to let us know before we get to this point, so we’ll move forward. And then that annual report. Every year you submit a report giving your standards, and then every five years you go through this re-accreditation process. And I can pretty much guarantee the effort and time and resources that it’s going to take to develop this plan, we will continue to support that so that re-accreditation keeps.
So, it’s kind of funny. There’s a 151 standards. And today there are 151 agencies in the United States that’s accredited. So, that’s kind of ironic. In Kansas, there is just three. Johnson County Park and Recreation District as I said. They were accredited in 1999. Fort Riley was in 2015 and Wichita just received theirs this past year. So, Fort Riley’s is a little bit different. Their accreditation is for military recreation. Their standards are just a little bit different. But those are the three that are here. And in Missouri, Kansas City, Lee’s Summit, Springfield, Chesterfield and Clayton. So, two of them over in the St. Louis area. Kansas City was at the same time as the county. And each of those, as I said that video we just watched is a little bit old. But all of those agencies that are in there that were accredited, years -- some of those were in ‘99 as well. They’re all still accredited. They still all value the importance of what they’ve gained from that.
So, it takes a village, you know. These are all the different organizations and departments and folks that we hope to be able to work with. We’re talking about partnerships with our community center. It continues with this. It’s going to take a lot of effort from everyone to help us evaluate and to make sure that we’re not missing anything.
And how do we start? So, we’re starting with our commitment. We’re setting goals. We’re identifying the low-hanging fruit. What’s going to be the easiest ones that we can mark off. Yes, it’s in place, we’ve got it done, we can move forward, and then plan for the big stuff. So, does anybody know why there’s an elephant on the screen? Do you know how you eat an elephant? One bite at a time. So, that’s how we’re going to take the accreditation process, one bite at a time, one step at a time, and rely on those who support us and support the department, so that we can make sure that we provide the best for you guys and for the community.
So, any questions?
MR. EHRLICH: Well, it was a very exciting presentation, exciting program. How is it funded?
MR. MAKALOUS: That’s what I was wondering.
MS. LECURU: It is funded through our General Fund budget. One thing nice about the Parks and Recreation, the CAPRA accreditation, it’s not nearly as expensive as some of the other departments. Our initial application is just $100. It’s going to be about a $4,000-5,000 investment for the first -- for the initial accreditation. And then annually it’s -- there’s a small fee to keep it accredited, but it will be part of our General Fund budget that we will support with that.
MR. BOLEN: Tonya, thanks. I have a question. How in depth do they get into your operations when they come for a site visit? Or are they just kind of verifying the things that we’ve reported to them or --
MS. LECURU: Well, part of -- a little bit of both of those things. When we do our self-assessment we will provide evidence of compliance for the 151 standards. So, that may be a copy of a manual. It could be a copy of a policy. It could be pictures. It could be a workflow chart, those type of things. When they come on site, and they’ve reviewed that all prior to coming. But when they come on site they’ll again review those things. And if it says this is the procedure that we use while we do this, they want to see that in practice. They want to see that happen. They want to take a tour of the facilities to see the type of facility maintenance that we do, our maintenance plan that’s in place. Our needs assessment, they’ll want to talk with folks. So, during that process a couple years down the road we would have probably the initial evening we’d bring the Park Board in, have you, you know, have a reception for our reviewers and have you meet with them and have them talk with you about those things. So, I mean they want -- we provide them evidence, documentation. And when they’re here they want to see proof of the documentation that it’s not just a book on a shelf, that it’s being utilized. All right-y.
MS. RIGGS: All right. Thank you, Tonya.
MS. LECURU: No problem.
(Meeting Continued to Parks Report)
D. STAFF REPORTS
1. DIRECTOR’S REPORT
MR. HOLMAN: Hi. Neil Holman, Parks and Recreation Director. [Inaudible; mic not recording]
Mr. Holman spoke to the progress of Connect Shawnee. He added that they received great bids for Shawnee Town 1929.
Also the community center, not the Civic Centre, the West Community Center, it will be -- we’ll have the citizens survey that we’ll be looking at the City Council meeting on March 27th. So, that will be one thing for the citizen survey. Now, on next Tuesday, March 7th at 2:30 at the Civic Centre, we are looking at a partner discussion, kind of a community center discussion partnership. We’ve got some hospitals. We have -- with the county. We’ve got DeSoto School District. So, we’re gathering some partners to come and just talk about, and we kind of need this at the beginning. So, we haven’t brought in the citizen task force group, which we will, but this is a discussion on -- we did one in 2006, and that’s where we had the partners. We did programming. We did a master plan. And then that kind of gets us to our room sizes, three basketball courts, two basketball courts, what we’re doing. And then we can kind of get a better idea of cost. Because if we’re going to have a 110,000 square foot building we know what that square footage is on cost when we’re talking dollars. And so right now we’ve got 35 million. Is that right or not? So, we do have –
We are looking at other facilities around the area. And Merriam has just put on their website, you know, they’re looking at a $30 million facility. Prairie Village had a 32-42 million. I mean these are 20,000-some population. We’re 67. Lenexa was -- that one is a little hard because it was 36, but it’s tied into the city hall. So, that was kind of -- Olathe was 28.5, but see that was done four years ago. So, sitting down and talking with one of the people with Miguel Gordon that built the facility, one thing that they -- on that sheet that shows the 28.5, they haven’t put in for a bond payment and we have. So, that would increase that cost. And then talking with Miguel Gordon there’s about a three to four percent increase each year to cover the cost if that’s what you’re -- type of facility you’re wanting. So, with that I think I’m -- I think the numbers are pretty good. I mean Tonya, we’ve talked. We’ve been to conferences. We’ve talked to people. We feel pretty good about the 35 million. It’s a lot of money. It is.
But indoor pool, you know, DeSoto, they would love to have kind of a natatorium, a small one for their swim team practice and meets. They’re also very interested in a 1,500 seat theater. So, that’s I mean -- those are two things that we’ve heard. But then, you know, looking at the hospital, why a hospital? Therapeutic pool, you know, a heated -- a hot pool to where we could work with them on that. We are also looking at Nate with United –
MS. LECURU: Metro United.
MR. HOLMAN: Metro United. It was on the tip of my tongue. So maybe turf fields inside. So, we just need to think outside the box and see who are our partners and what -- will the site fit. We have the 26 acres at Woodland, 61st and Woodland. So, we just -- it’s just a planning charrette with a master plan because we do have the 26 acres. Just to try to see who is going to be the partners, what we’re looking at as far as size and then we can kind of go from there of what the interest is on that.
MR. MAKALOUS: Can you real -- I’m sorry. Can you real quickly clarify? When you use the word partner you don’t necessarily mean partner from the sense that they would jointly build the facility or jointly fund the facility?
MR. HOLMAN: Yes.
MR. MAKALOUS: You do?
MR. HOLMAN: Uh-huh.
MR. MAKALOUS: Okay.
MR. HOLMAN: Yes, I do.
MR. MAKALOUS: To where they would -- so like for instance a hospital might co-own a piece of this or --
MR. HOLMAN: Well, I mean and that would be something to talk about. That pool for like therapeutic, maybe they have something.
MS. LECURU: Part of that with the hospital specifically may look like a naming right or something like that, or exclusive use during a certain time frames. So, maybe a long-term rental space within the facility that the City operates. So, if we were to build a facility, an indoor aquatics that had that therapeutic component, the agreement may be during these certain hours it would be exclusive use of for the hospital. Or, you know, if there was a training room within there for personal training and stuff like that, part of the time would be set aside for those partners. So, it --
MR. HOLMAN: And we would use that, too.
MS. LECURU: Sure.
MR. HOLMAN: We would be able to program our stuff out of that too, but they would have their times set.
MS. LECURU: It’s more of a long-term joint use type thing. With the school district obviously, you know, they need a place for their swim teams. But the school season is pretty short for swimming. So, that’s during a certain period of time. So, if we’re going to put in competitive lanes what other uses can we look at. So, another partner that we’ve invited to come talk is the Blazers, if they’re looking for any indoor space time as well.
MR. HOLMAN: Yeah. They use the aquatic center now at like 5:30 in the morning when the season is open. So, it’s like that, but there would be -- either they rent it or the dollars. I mean that’s just what we’re trying to see how much -- how much -- what is the cost going to be on that? So, yeah. To bring partners, task force, and then the program, and then we’ll just see, you know, it will also be up to City Council on what -- where that goes next after the survey and trying to get -- trying to also get just a better cost on price on that end. But then also the big -- the 27th will be kind of a big -- just to see if the citizens on all four wards are supportive of that, so. Anyway, so that’s -- and I think if anybody would like to come on the Tuesday, so, yeah. We’re definitely open to all the Park Board members. So, we do have a pretty good group. Like I said, I know the DeSoto School District they have the superintendent and I think the assistant.
MS. LECURU: We’ve got about 20-21 different folks that will be present. Part of those are city. But there’s two or three hospitals that have committed to coming and hearing what we’re doing and stuff.
MR. HOLMAN: Yeah. And with the soccer club, the -- yeah. So, it’s a good group. So, we’ll see how it goes. But like I say, more than welcome every one of you is to come. And then definitely on the 27th, if you’d like to come, or I can send out -- as soon as I get the -- well, they’ll do it that night. So, if you can’t come, then I’ll definitely send out the survey results. We could send those out.
MS. LECURU: I was hoping that perhaps if you guys were interested we could invite Julie to the April Park and Rec Advisory Board meeting to give the presentations like Dan did a couple of years ago on those results specific to Parks and Rec.
MR. HOLMAN: So, is Julie doing that?
MS. LECURU: I was hoping that she will be able -- I will be in Ireland.
MR. HOLMAN: Well, if anything she could give the Park components presentation.
MS. RIGGS: Okay. Want to jump back to Tonya.
MS. LECURU: We’re going to try.
MS. RIGGS: And we’ll see if we can get the CAPRA video to work.
MS. LECURU: We’re going to try this again. So, maybe, maybe not.
(Continue with CAPRA Update)
2. PARKS REPORT.
MS. RIGGS: Parks report.
MR. DEGRAEVE: Good evening. Ramie DeGraeve, Manager of Parks and Facilities. Well, I’m happy to report we’re not having a typical winter, so I don’t have much to report on the snow front obviously. But nonetheless, we’ve had a real busy last few weeks. We recently just finished up a renovation of the baseball field out at Garrett Park. Removed the warning track, replaced it with sod, repaired some erosion issues that we were having, installed two more additional irrigation zones, and made some improvements around the dugout area to help with drainage and things that again will help go along with some of the erosion that we were fighting with our warning tracks.
We received our new turf seeder this week through our Equipment Fund. We were able to buy a new seeder just for soccer fields and baseball fields and fine turf areas. In addition to that Neil worked with staff down here at City Hall to get us another seeder for our native areas to help with butterflies and the honey bee restoration areas and all that. So, we’re very excited. Hopefully we’ll have that within -- it should be another week or two hopefully. So, got some very cool pieces of equipment.
Soccer crew, sports field guys laying out all the fields, it’s that time of year. They’ve got all the fields I believe as of today laid out and ready to go for soccer. All the lines are painted for the initial weekend. And beginning all the mowing and all the standard maintenance that goes along with that, turning on all the irrigation. I think we had to replace 40 heads at Stump this year on irrigation. So, just those kind of standard maintenance operation with that.
Working with Jeff Krauss[ph] to put together a plan to work on our City Hall fountain out front here. We’ll be making some repairs, cleaning it up, making some plumbing changes to help with pressure and different things, make it look a little nicer and having running green for St. Patrick’s Day for the parade. And then in addition to that, I’ve been working with Lauren Grashoff out of Planning. We’re putting together kind of an inspection protocol for downtown as far as upkeep of the street lights, markings on the pavement, pavers, and handrails. All those things that are going to kind of fall to us to carry out the inspections and then work with them to get bids with contractors to make any necessary repairs. So, a few things we need to shine up down here that I actually submitted some bids for today to work on the handrails and light poles and things for downtown.
Pioneer Crossing, if you’ve driven by there lately, the last couple days we’ve made some drastic improvements to that park, re-landscaping kind of the back side of the park that flanks either side of the mural, putting in some new landscaping, some perennial landscape that’s a little more shade tolerant and will help with erosion up there as well. Put in some rock and different things to reduce maintenance over time. It’s similar rock to what we have here at City Hall. So, very excited. It’s kind of popping off the hillside again as you drive down Shawnee Mission Parkway.
De-winterizing the parks as you spoke about Brian earlier, we’re kind of getting our water going in the restrooms, water fountains and things. They’re starting to pop on in places in the City. We’re having an internal struggle trying to figure out whether Mother Nature is going to deal us another swift blow with a hard freeze here, but with all the patrons out in the parks and everything, I think we’re going to try to give it a shot to get everything up and running and make things that much nicer to visit the parks.
St. Patrick’s Day Parade in prep. We’ll be working with that group for the big St. Patrick’s Day Parade, working again downtown on things. And we’ll have a couple members of staff on duty during the parade and then after.
Working with Neil on budget getting ready for the 2018 budget. Due to sit down with him next week and kind of finalize things for the Parks Maintenance division.
And then lastly, tree work. We’ve done quite a bit of tree work around downtown, namely Gum Springs Park. There’s a big elm tree line if you’re familiar with Gum Springs. It’s been around forever. We did some pretty extensive tree work on that line and kind of cleaned up a native area between the ball fields that hopefully we’ll be working on restoring this summer. Doing a little more over-seeding and things to that. And then some tree work down the Clear Creek Trail, working with some homeowners with some issues of big bur oaks and walnuts that are kind of hanging over in the back yards of some of the folks out there. So, other than that really it’s just kind of our big spring push working to get everything green and get the mowers going. So, yes, ma’am.
MS. COPP: I think it was maybe up at Bluejacket Park that I saw this. I can’t remember, maybe it was one of the other parks. They were doing some cleaning around the bushes and shrubs and stuff. And I didn’t recognize any of them. Are those volunteers or do you outsource some of your yard work?
MR. DEGRAEVE: We outsource some of it, yes. We do have a three-person landscape crew in our department.
MS. COPP: Right.
MR. DEGRAEVE: But we do have a landscape contract for our maintenance operations on several of the sites in the city.
MS. COPP: Really. Is it more feasible to do that as opposed to use your staff or --
MR. DEGRAEVE: At this point in time it actually is. It kind of goes back, it mirrors our mowing, going back to when we took on the mowing contract. You know, for the amount of work that we can get done through a bidding process and things and using contractors to do the mulching and things of that nature, it actually is more efficient. And in a lot of cases more cost effective. Depending on the project that’s -- we still -- that’s why we still maintain a three-person crew for some of the cases where it is cheaper and faster and easier for us to go out and do that. But like Pioneer Crossing for example, they brought 20 guys and basically we put down 42 tons of rock in six hours today.
MS. COPP: Oh, I know. Yesterday you couldn’t get in or out of there because of the tractors and trucks and people and --
MR. DEGRAEVE: Right. And so there is, you know, so like in that case --
MS. COPP: Okay.
MR. DEGRAEVE: That’s really when we bring them in when we have larger scale projects. And like I say we have a landscape maintenance on track for several of our sites through town. So, any other questions? Thank you.
MS. RIGGS: Thank you, Ramie.
3. AQUATICS, CIVIC CENTRE & RECREATION REPORTS.
MS. RIGGS: Aquatics, Civic Centre and Recreation Reports.
MS. LECURU: All right. It’s been busy as you can tell planning. I put a brochure on everybody’s place there. And, Elaine, if you don’t have your stack here. But that was hot off the press. Actually Peter said he received his at his home yesterday. We actually just received them in the community center this afternoon and we had folks this morning registering asking how to get ready for swim team and swim lessons and stuff. So, this nice, warm summer, or winter, sorry, it just seems like summer, has really helped us out. People are ready for summer already. Normally this time it’s really cold and they’ll like, you know, I’ll deal with it later. But it seems to be working really well for us right now.
And staying on the aquatics side of things, we are -- Sean is finishing interviews already for all of our summer staff. We are full with our lifeguards. We have 30 kids that will be in our spring break lifeguard lessons. And then we will have an additional 20 that we will train in April to finish that up. So, really the only position we’re still hiring for is swim instructors. Something new that we’re doing with our swim instructors is we’re having swim instructor aides, which are younger kids, 14 year olds that will help assist with the programs and stuff to provide a little bit additional coverage in each of those lessons. Then hopefully that will help us build out swim instructor base as we move forward. So, we’re looking forward to that, so.
Memberships and renewals will start on April 1st. Due to the fact with the change of the new RecTrac system, it will be a little bit more cumbersome this year, but we’ll be in a much better place moving forward. We’ll be working again starting April 1st on that. So, if you’ve had a pool pass with us in the past you’ll be receiving some information via e-mail most likely here in the next couple of weeks to kind of prepare for that. And like we said we started registrations this morning. Things are coming in.
Sean is also receiving bid and contracts for repairs and equipment at the facility. So, we have sent all that information out and selected our climbing wall vendor. So, we got that ordered. So, that we’ll be excited to see that come in and get built. We have a lot of painting to do this year. And so that will get started with the nice warm weather as well.
The recreation division, as you said the new brochure. Summer camps, there’s a new page in there that focuses on the summer camps that we have going on. Even though this is our spring brochure, which will be April, May and June, summer camps also include those that will be held in June, July and August as well. So, it goes a little bit further out to help parents plan a little bit further into the season. And we’ve had a lot of calls about that this morning or today.
We are trying some new things this year. So, during spring break, if you take your kids or you go out to our B&B Theater, newly renovated theater here in Shawnee, pick up one of our summer camp brochures and our swim lessons brochures. We’re trying a new marketing opportunity at the theaters. And then in May we will be introducing some advertising promotions for Old Shawnee Days in the theater as well. So, it’s really our target market. And we felt during spring break this would be a good opportunity for us to kind of reach them in a different way. So, we’re hoping to see some good response from that. So, if you hear anybody or if you’re at the theaters yourself, please take a look for that information. So, these are going to be a take one type thing that will have our brochures and stuff.
Day trips are going really well. We had a great barbeque and brews tour a couple of weekends ago. And between Kate and Julie, our Communication Manager, we’ve had some great opportunities to be on the morning news. We had one of our instructors out there grilling for them and they’ve been talking about a lot of our programs. They’ve been out to our facilities. So, we have really had some good promotions through these different areas.
And we also finished up our pickleball tournament this month awarding our jars of pickles for the first place, second place and third place teams.
UNIDENTIFIED SPEAKER: Dill?
MS. LECURU: Well, yes. There’s dills, there’s sweets and there’s midgets. So, it just depends.
UNIDENTIFIED SPEAKER: [Inaudible; talking of mic]
MS. LECURU: Third place were the midgets. But these people were so excited you would have thought that you gave them a gold medal. So, it was fun. It was a full day of activity.
And then the Civic Centre, if you’re by the facility today or tomorrow it’s a little strong smelling, but we’re sprucing up the floor. We had the gym floor redone.
We started gathering information -- Jennifer is part of the city-wide records retention task force that’s looking at how long we need to keep records, what type of records we keep, where we keep them. Again, just happens to fit right into our accreditation process. So, she’s working with that representing the whole department and gathering information.
And we’re planning for our park event. If you look in the brochure on the CityLine side it’ll Save the Date of June 30th. That is going to be part of our -- Summer Concert Series is changing this summer, so we’ll be focusing on our park event, which is June 30th, which is kind of taking two July concerts and putting them to one. It’ll be at Stump Park. It will be food trucks, fireworks, music and fun. So, there will be kids’ activities as well as the fireworks, the music, all that kind of great stuff. So, that is being finalized at this point and going from that.
And we just finished up our first ballfield reservations in our new system, worked really well. We had 97 teams that came and reserved fields with us. Some of our fields during the week are maxed out at this point already, but we still have some space available. We start with Shawnee teams. So, 50 percent of all Shawnee -- the members on the team have to be Shawnee residents to be eligible. March 15th we will open the remaining spaces to what we consider non-resident teams, which may have some Shawnee residents, but not the 50 percent thing.
And then we introduce the Step Up to the Plate Wellness Program in conjunction with our ballfields. And it was very well received by the coaches. And we have quite a few teams that have already signed up for this process. This is through our grant that we received from the Johnson County Health and Environment. And the coaches and the teams have the opportunity to earn their practice fees back by the end of the summer as well as some other fun incentives for their teams. So, that’s what’s going on in Parks and Rec, or in the Civic Centre side of things.
MR. MAKALOUS: [Inaudible; talking off mic]
MS. RIGGS: Okay. Thanks, Kevin. Tonya, I just want to say this summer camp page is very, very helpful --
MS. LECURU: Awesome.
MS. RIGGS: -- to a mom who has two kids and I need to plan well in advance. It’s very helpful to have this. There are certain things my children love to do and I want to make sure that we get to them. So, thank you.
MS. LECURU: Acting Up is on there, make sure you see that.
MS. RIGGS: Acting Up is on there. That’s what we’re looking for usually. So anyway, thank you.
MS. LECURU: Awesome.
4. SHAWNEE TOWN 1929 REPORT
MS. RIGGS: Okay. Shawnee Town report.
MR. PAUTLER: Hello everyone. Charlie Pautler, Director of Shawnee Town 1929 Museum. We opened for the season yesterday at the museum. So, we have the calendar of events that’s been out a couple months now. So, if you haven’t picked one of those up, please do so. It’s our most ambitious season yet for special events. So, we have a lot going on. As Neil mentioned, the landscape project is underway. They’re saying it’s going to take about four weeks. And if I believe it doesn’t rain, which it hasn’t been, I think they’re going to make some really good time. Personally I wish it would rain for our gardeners coming up. And that segues into the next topic.
We are ordering seed for our heirloom garden at the farmstead. As you know Shawnee was a truck farming town and that’s what we interpret. So, our gardeners who are all volunteers as well as our part-time staff member Jo-Jo, they’re all very excited about this year’s season.
And we have a couple of events coming up. We have our volunteer open house. If anybody is interested that you know of, interested in volunteering in any capacity at the museum, whether it’s a living history guide or a regular tour guide or a special event volunteer, we have an open house that talks about all the different opportunities. And that’s coming up Monday, this coming Monday from 6:00 to 7:30. We’ll have some treats available.
We also have a Speakeasy Society program coming up. It’s kind of a lecture series, a hip and trendy lecture series that involves a specialized cocktail that has to do with that talk that evening, 1920s style. And the speaker is going to talk about the art deco movement of the 1920s and 30s that night. So, that is March 29th.
As Ramie said we’re working on budgets. I’m going to get a Shawnee Town budget to Neil by March 15th, get that knocked out.
Work continues on the Flanders Park World I Memorial Plaza that I’ve told you about. I believe in the last meeting we’re in the fundraising portion of the project. So, we are looking for $10,000 to fund the project, which is mostly -- most of the cost involved -- we are bringing a lot to the table by the landscaping and the dirt and the rock. We’re doing a lot of that ourselves. We’re looking for donations to fund the metal sign, which is a fairly intricate sign with interpretative panels on each side, which consist of text and photographs. But the big part in the middle is metal. We’re going to have hand-forged poppies attached to the metal sign. And the price tag on the whole project is going to be about $10,000. So, to date, we have raised $1,500. And if any of you as board members of our Park Board, if you know of any group that I could talk to, I would welcome your input. We are trying to look for donations of $500 and above to fund this. And donors will be recognized with their name in a plaque that’s right near the memorial. So, I look forward to any input you might give me and I’d be happy to talk to any group here in town. I would like to fund this here in Shawnee. And West Flanders is our Sister City Park that’s associated with Pittem, Belgium, one of our three Sister Cities.
And we will soon be hiring the historic architectural firm for the Chevy reconstructed dealership. And we are moving forward on that. And we’ll be giving them the specs on what we’re looking for to hire an architect and make it a completely historically accurate building. And let’s see, I told you about the garden.
We are also, the last thing I wanted to say was we’re reviewing our website content. The City did pick a vendor for the City’s website and our website. So, the first process for us is reviewing our current content seeing what we want to preserve, what we want to migrate over to the new website and then what opportunities exist for new web content creation. So, it’s going to be a pretty big project and it’s in the work plan. So, we’re going to be working on that over the next year. It’s not going to happen overnight, but we’re giving ourselves about a year to do this new website project for the museum. I believe that’s all on my list right now, a pretty busy spring so far. Any questions? Okay. Thank you.
MS. RIGGS: All right. Thanks, Charlie. Do we have anything else for tonight?
MS. COPP: I’m sorry. I got here late. And I didn’t know if you had remarks from the board. But I wanted to ask the Park Board if Wonderscope was part of your -- do you take care of that? Does that fall under anything in Shawnee as -- it’s a private?
MR. HOLMAN: It’s private.
MS. COPP: Okay.
MS. RIGGS: Okay. Do we have a motion to adjourn?
MS. COPP: I so move.
MS. RIGGS: Second?
MR. EHRLICH: I’ll second.
MS. RIGGS: All right. We’re adjourned.
MR. BOLEN: Do we have to vote first?
MS. COPP: Yeah.
[Therefore, the motion was made by Ms. Copp and seconded by Mr. Ehrlich to adjourn. The motion carried 6-0.]
(Shawnee Parks and Recreation Advisory Board Meeting adjourned at 6:45 p.m.)
I certify that the foregoing is a correct transcript from the electronic sound recording of the proceedings in the above-entitled matter.
/das March 23, 2017
Deborah A. Sweeney, Recording Secretary
Tonya Lecuru, Deputy Director Parks and Recreation