PDF Format:

Parks.11.5.15 Final.pdfParks.11.5.15 Final.pdf




CITY OF SHAWNEE
PARKS AND REC ADVISORY BOARD MEETING
MINUTES
November 5, 2015
5:30 P.M.

Board Members Present Staff Present
Elaine CoppParks & Recreation Director Holman
Peter EhrlichDeputy Parks & Recreation Director Lecuru
Donna SawyerRecreation Coordinator Kinkaid
Rebecca BaileyShawnee Town 1929 Director Pautler
Rueshunda DavisRecreational Specialist Keenan
Shelly Fabac
Board Members Absent
Denise Shannon
Jennifer Riggs
Pam Cremer
(Parks and Recreation Advisory Board Meeting Called to Order at 5:30 p.m.)

A. ROLL CALL

MS. BAILEY: Okay. First item is roll call.

MS. SAWYER: Donna Sawyer.

MR. EHRLICH: Peter Ehrlich.

MS. COPP: Elaine Copp

MS. FABAC: Shelly Fabac.

MS. BAILEY: Rebecca Bailey.

B. CONSENT ITEMS

1. Approval of the October 1, 2015 Parks and Recreation Advisory Board Minutes

MS. BAILEY: And with a quorum we’ll start with the approval of the October minutes, which we --

MS. FABAC: I motion to approve the minutes.

MS. SAWYER: I will second that.

MS. BAILEY: Okay. All those in favor?

ADVISORY BOARD MEMBERS: Aye.

MS. BAILEY: Anybody opposed? Motion passes. (Motion passes 5-0)

C. DISCUSSION ITEMS

1. POLICY STATEMENTS REVIEW

MS. BAILEY: Discussion Items. Okay. So, we'll start with Policy Statement Review.

MS. LECURU: Alright-y. We'll do the easy one first. We have two Policy Statements that we need to take to City Council due to the opening of Erfurt Park. So, you should have two -- I believe I e-mailed those out as well, but have updated them just a little bit more so you have a couple of different things there. But the Policy Statement 12, PS-12, Baseball, Softball, Soccer, and Sports Field Usage, changes that were made to this policy statement where a lot of them were housekeeping updates. One of the things we are trying to do is use more exact addresses rather than cross streets. You should have a copy of PS-12 somewhere in that pile of stuff I hope, otherwise it was e-mailed to you. And with PS-60, we're going to go over in depth but maybe I --

MS. FABAC: Is this page 22?

MS. LECURU: Sorry.

MS. FABAC: Okay.

MS. LECURU: Elaine, that’s -- here we go.

MS. COPP: Well, I have my --

MS. LECURU: No, I’m sorry, I did not hand them out, that’s why you don’t have it.

MR. HOLMAN: I thought you did.

MS. LECURU: Sorry.

(Inaudible; talking off record.)

MS. COPP: Oh, well, that’s --

MS. LECURU: Well, it’s because that’s Shelly’s packet and she made a copy of everything from home and brought it. Okay. All right. Moving on.

Policy Statement 12, housekeeping. As I was saying, we're trying to use exact addresses whenever referencing parks and things like that because it's easier for people to use GPS, you know, put the actual address in to find locations. So, we've been updating the websites to have actual addresses to locations as well as other things. So, that's basically the bulk of the changes that we've made to Policy Statement 12, with the exception of under Section C, Sports Fields, we've added Erfurt Park. Erfurt Park, 24255 West 71st Street. They have two fields suitable for sports practices and other activities. That's on page 6 of 9. And so that is the main change to Policy Statement 12 that we would like to take to City Council for approval and updates. Would somebody like to make a motion to --
MS. SAWYER: I would move that we approve the revisions to PS-12.

MS. BAILEY: Second. All those in favor?

ADVISORY BOARD MEMBERS: Aye.

MS. BAILEY: Opposed? Passes. (Motion passes 5-0)

MS. LECURU: All right. Now, here we go. Here's the meat and potatoes we’re going to try to get through before Peter has to leave, so we still have quorum to do so.

Policy Statement 60 is our Shelter Reservations and User Fees. Just to make sure I didn't miss anything and to clarify, I wrote you all a memo similar to what I send to the City Manager and then the City Council whenever we make changes to things to kind of give you background information. So, I'm going to use that to kind of step through the changes. Anytime you have any questions about anything, please let me know and we'll clarify those as we go.

Again, the change to Policy Statement 60 was needed due to the addition of Erfurt Park with the Pavilion, is what we're going to refer to our large shelter at Erfurt as the Pavilion rather than a shelter house. A little bit more established similar to the pavilion that's out at Shawnee Mission Park. That one and then also the smaller shelter over by the playground, so reason to address this. But in doing so, this policy statement was written in 2008 when we were trying to update and see how other cities handled the reservations system and things like that and that's when we implemented our first fee structure. And again it was just something we were doing to try to track the usage, have a better handle of who's at our parks, who's using it, making sure Shawnee residents have priority usage of those things. So, that was the initial intent of why we did that. And at that time we did a survey, saw who was charging. Everybody besides us at that point was charging some sort of reservation fee. And so we based kind of our initial policy on information we gathered with that. Again, we didn't want to go from zero to some high fee because, Neil and I were talking today, we want to make them accessible to everybody. We want to encourage people to use them, but we also understand that people make commitments and they plan parties and they do these things. So, if people want to reserve it to make sure they have use of it, you know, that permit helps, them have that security that the facility is going to be available for them. And then it also helps on our side for maintenance issues, so we are aware that there's activities at our parks, we know when we need to go and do the additional trash runs and those kind of things, so the purpose of the policy statement was that.

So, we conducted a new survey. Went back out, looked at the same cities that we compared to in 2008 to look at how they how they charge for their facilities and things like that. And that is the comparison chart that should be attached in there, Shelter Rental Comparisons. So, it shows what our current one is, what our proposed will be, but then Leawood, Lenexa, Merriam, Olathe, and Overland Park. Johnson County is not on the chart. I'll update that prior to taking it to Council, but their information was also used in this survey comparison as well.

So, going through the policy, which you have a copy of it as well, PS-60, and I know you all have that one. As we go through anything that was changed is a redline or perhaps a blueline depending upon when the change was made, so you can follow through if you want as we talk about the changes that were made. So, just like we just talked about on Policy Statement 12, we went through and updated the addresses, the exact addresses to the facilities to help with that. Also added Erfurt Park to the inventory. So, those two things were kind of self-explanatory, didn't need a lot of more information on it.

Where it goes down to Metro United Soccer Club, that's just another housekeeping thing as update to a policy that we have. A number of years ago the Shawnee Soccer Club merged with another Club and is now referred to as Metro United. So, this Policy does reference them because at our soccer parks that have soccer games for Metro United at them, we don't -- there's certain shelters we don't reserve during that time because there's just no room when you have that mass of people. So, the only change to the policy statement in reference to that is just the name.

This is where the big bulk of our conversation is going to be, the tiered pricing structure. When we initially wrote this policy we had a very basic pricing structure. We had Resident, Nonresident and Commercial Users, and we had the same price for every shelter that we had. So a resident was $10, nonresident was $20, and a commercial user was $30. That's a half-day rental, then full day was just double that. So, very basic across the board.

In our review of all the other cities and the shelters and the types of shelters and the type of amenities they have, we wanted -- we noticed that a lot of them -- there's a range, with the exception of Merriam because they only have two shelters, there is a tier. Because there is a difference between a shelter that will hold 16 people and a shelter that well hold 64 people, or a shelter that has electricity and a permanent bathroom as opposed to this and that. So, we were looking at amenities and size and those kinds of things and that's how they structured it. You can kind of see where they were doing it. There was nothing that says if you have electricity and you have this and this, that's what your price is. It's just kind of based on popularity, usage, what location, and things like that.

So using that information from the other agencies and then also looking at the use of our shelters, how frequently they're used, which ones are used, that information, we came up with the pricing structure that you see there on page two of the memo. And we talked a couple of different ways about how this may be broken down based on seating capacity, based on amenities, those type of things.

MS. SAWYER: Are we removing commercial fees then? Will they be considered nonresident or --

MS. LECURU: With that, with the use of our facilities, in the past two years we've had one commercial rental. And the fact that the only other city that has a commercial fee is Merriam, we decided that it wasn't worth an additional fee to track and all that kind of stuff. So, we're recommending to remove commercial rentals. It would just be resident and nonresident.

MS. SAWYER: It makes sense.

MS. LECURU: With that also, again, big difference between 16 capacity and 48 capacity. And again those are seats. That doesn't mean that's the only - like the shelter only holds 48, that’s how many seats there are. Definitely at all of our facilities there is additional space around them that they can accommodate more people. So, we decided instead of focusing specifically on the number, we focused on the size of the shelter and the use of the shelter and things. So, instead of basing it on seating capacity, because we have 16, 24, 32, 48 and now 64, we would do it based on small medium and large. So, that's three tiers of pricing that we would look at, and based on the usage, how often they're used and things like that. West Flanders, being an example, where in that park if it's divided differently there would be two pricing tiers within the same park. And a lot of times that's just, you know, it’s determined which one's closer to the playground, which is actually the smaller one, so it's the more popular one. It's just easier to make it the fewer tiers, the three tiers. So we're looking at -- I think Rueshunda is here.

So, the three tiers is our recommendation for that and so we're looking at small medium and large. Small being anything that's 16 or smaller, which we have one that's back here in the corner behind Pflumm-Bichelmeyer that only accommodates eight, and then we have some 16s. We have five that fall within the small range. Then that medium range is anything from 24 to 48, and that would be the bulk of all of our other shelters. And then the only large shelter that we have would be Erfurt Park. So that’s kind of how we looked at breaking those down. So we've got which parks, what sizes.

Pricing. We looked at, again, we're very low compared to our other neighboring agencies on any half-day price. The next lowest half-day price is $30 and that is in Olathe, and theirs is only for a four-hour block as opposed to ours is a six-hour half day. So, they're $30 compared to ours. If you're going to put all the numbers together it's more like $47 -- if it’s apples to apples. So, there's quite a bit of difference. But again, we're looking at use of our shelters. And again, we want to make them affordable and accommodating to the residents. So, we talked about leaving -- we'd like to leave fees for the smalls as our existing pricing that we currently have, so which is -- minus the commercial, which is 10 and 20. So, $10 for a half day, $20 for a full day for the small shelters for residents. And nonresidents would be $20 and $40. And I will throw in now that of our total rentals, 75 percent of our shelter rentals go to residents and 25 percent are nonresidents. Just FYI.

MS. COPP: I'm sorry. What was that again?

MS. LECURU: Seventy-five percent of our shelters are rented to residents and twenty-five percent are to nonresidents, minus the one business that we had.

So with that, so we were looking at what we’re considering our medium-sized facilities, which is the ones that we rent on an ongoing basis. That's the bulk of what we reserve at any given time. So looking at that, so that would be an increase from what we've been doing. And again, we don't want to gouge anyone, but we do need to make it feasible for us to maintain and to do the maintenance on them, and do the trash and do the permitting and all those kind of things, and then also bring ourselves a little bit more in line with what the other agencies are. So, we're asking for $25 for a half day from residents and $50 for a full day for residents for shelter rentals.

Nonresident fees, we talked about this a little bit, some of the agencies don't do quite double the fees for nonresidents. But again, we feel that the shelters are for our residents and so we want to make it more affordable and more appealing to them. So, we felt that remaining at the twice the price for a nonresident fee would be appropriate. Yes, Elaine.

MS. COPP: Personally, I think you're low, but I know you've done a lot of research and I want to comment that all of these shelters have wonderful playgrounds and parking and water facilities and all kinds of stuff, so I’ve agreed with those, and I would have even upped them up a little bit more, but, I mean, even $5. But if you feel this is enough to take care of the maintenance and everything and kind of stay a little bit below the competing cities, okay, I would agree with that.

MS. LECURU: And again, competing cities, these are for our residents.

MS. COPP: Right. Right.

MS. LECURU: So, we're concerned with what our residents are paying. So our residents are going to be competing with our nonresident rate anyway, so if they go someplace for it.

MS. COPP: Right.

MS. LECURU: Yes, Donna.

MS. SAWYER: Do you have any numbers about how many shelter rentals we do here?

MS. LECURU: We did 476 rentals in 2015.

MS. SAWYER: Great.

MS. LECURU: Which is where our percentages came from. But with those -- so, 301 of those were half-day reservations and 175 of those were full-day reservations. So, as we get a little bit further in the memo you’ll see what that financial impact of that will be with the change if it remains steady with that.

So, that’s with our mediums. Then our large, what’s considered as our large shelter is our fine Erfurt Park Pavilion. Again, this is the first developed park west of K-7. We want the residents to have access to it as well and we don’t want to make it just so cost prohibitive. So, we wanted to keep it as feasible as possible. So, that’s why you’ll see our premium shelter I guess, or large shelter, is not the big increase like the other cities have charged. But we are looking for $50 for a half-day rental for Erfurt Pavilion. And the Erfurt play shelter will remain within that medium size and it would have the same fee as the others. So, $50 for a half day at Erfurt and $100 for a full day for residents, $100 for nonresidents at the half day and $200 for a full day for nonresidents.
So, that is the pricing structure that we’re looking at. Again, going from just a flat fee for any shelter that you wanted into maybe one that’s more accommodating to the size of the facility and those kinds of things.

Then if you go onto the final page of that memo, and then it’s basically the last page of the redline policy statement, there’s a whole new section called Rules and Regulations. Rules and Regulations are things that we may have already been doing, but just wasn’t in writing. So, this is just a clarification and to support our procedures on how to do things. But with that, with the addition of Erfurt Park that also adds a fireplace, which we’ve never had any fire ring, fireplace, fire anything in our parks, so we did research on that to see how other agencies handle fireplaces within their system, or fire rings. And so that’s where these rules are coming from, a) Rules and Regulations is, “Vehicles must remain in parking lot areas and are not allowed access within the park.” That was a concern when we -- if you look at the redline that’s where you’ll see that information. But when we were designing and developing the park that was a concern that, you know, if people are going to bring their own wood, they’re going to want to drive up to the park shelter to drop it off, they’re not going to want to carry it. So, that was a major concern of ours when we did it. So, we want to make sure that people are aware that’s not -- you can’t drive up there, you need to stay in the parking lot. Just so it’s published and it’s in the policy statement, so that’s the purpose for that.

And in b), the county is Johnson County Parks and Rec District. This is the only one that really has a written policy code when it comes to building fires within the parks. So, a lot of that is from some different areas within their policies and statements. But, “Building a fire shall be restricted to privately owned ovens, grills, stoves, or the fireplace located at Erfurt Park Pavilion.” Again, we don’t have the chiminea. We don’t want people bringing chimineas or fire pits or those kind of things. So, cooking grills and things like that, people bring those, that’s fine, so I address that. And then the other is an actual fireplace. Patrons must provide their own wood. That was the discussion of whether or not people were going to have to buy the wood from us, pick it up and take it out. The county and the other agencies that I could find that have any type of fire they ask that people bring their own wood. And then all fires must be completely extinguished before leaving the area. Yes, Donna.

MS. SAWYER: I’m kind of fine with that. So, do you think you need to put anything in here about if the City or the county has a ban on burning that no fires will be allowed?

MS. LECURU: Yes. Yes, and it was. And it’s not in there, but it was in my draft. It’s not there now. Yes. Because there is something that says, it’s a long statement about the Fire Marshal and the Parks Director and/or their designee may dictate that there’s no fire burning. Yes, thank you. I will update that and put that in there as well to the policy.

MS. FABAC: Are we really going to let people build fires in the Erfurt fireplace? I mean --

MS. LECURU: That’s why we built it.

MS. FABAC: . It’s so nice.

MR. HOLMAN: It’s not more than like the county. I mean, the county has -- you can bring firewood and have it roaring, so. It’s a working fireplace.

MS. FABAC: I know.

MS. COPP: Don’t you want to clean their mess up when they leave?

MR. HOLMAN: Well, yes. I guess that we’ll just have to see if it’s going to get used or --

MS. LECURU: Well, otherwise it’s an attractive nuisance. Here’s a fireplace, but you can’t use it. So, I don’t know how to keep people from using it.

MS. FABAC: If you’re looking at it, it’s gorgeous.

MS. LECURU: There is in the fees listing, if you notice underneath Erfurt Park Pavilion, there is a fire permit. And basically it’s $5 and $10. It’s very minimal. But basically it’s our opportunity for people to tell us, yes, we’re going to use that fireplace, so we can make sure that they have the written rules. They’re going to sign off that they’re aware these are the policies. You can’t waive those. If somebody is going to use the shelter and not get that permit possibly. But then if that’s the case, then we have something -- if we go out there for some reason and people are using it or abusing it without permit, then that gives us some leeway with the police to be able to say that you could be cited for abusing parks rules and things. Yes, Peter.

MR. EHRLICH: Are there any deposits in mind?

MS. LECURU: They pay the fee at the time of the application. I mean, the rental. We don’t do deposits on --

MS. FABAC: They pay the whole amount.

MS. LECURU: They pay the whole amount when they reserve it.

MR. EHRLICH: So, for anything, this stays in Erfurt [inaudible] for some reason.

MS. SAWYER: Like a damage deposit?

MR. EHRLICH: Yeah.

MS. LECURU: We don’t have a damage deposit. I have not seen another city that has damage deposits on shelters. Even the pavilion at the county and the ones out at Black Hoof Park and the big ones that have wood and different things to them, I haven’t see any other agency that does damage deposits to their --

MR. EHRLICH: Well, would you think that as cleaning out the fireplace.

MS. LECURU: Right. And we do trash and things like that. We just basically ask, and that’s why we also added in there -- you’ll see rental groups are responsible for clean-up of the shelter area. We have trash cans. We have trash runs after each of our rentals. So, that’s something that we’ve already provided. But if there would be additional, you know, additional -- like really trash the place that would be addressed individually with each renter type thing, just for use of future rentals at that point.

MS. BAILEY: So, do you need a motion for this?

MS. LECURU: Yes. If you look on the last page, just a couple more things. Donna had mentioned how many shelter permits were issued. In 2015, there was 476. And that generated $6,500 in revenue. The reason why it might not be exact to what you think, we reserve the shelters for events. Like when we have a concert series, we reserve the shelters so that they’re not used for other things. It’s numbered page 3 at the top of the memo. Front and back. I know that’s really confusing. I will not print things front and back anymore. $6,500 for the revenue. But the new pricing structure had it been in place this year would have generated closer 14,000, a little over $14,000 in revenue.

So, staff requests that Shawnee Parks and Recreation Advisory Board approve the updates with --

MS. COPP: I had one more question. On these fire permits, are they going to be issued through the Parks Department --

MS. LECURU: Yes.

MS. COPP: -- or through the Fire Department?

MS. LECURU: Yeah. It’s not a Fire issue.

MS. COPP: So, they will get the fire permit when they reserve it.

MS. LECURU: Yes. And it will be a separate permit, but they get a facility permit and then they will also get a --

MS. COPP: Fire permit.

MS. LECURU: -- a fireplace permit. Anyway, we’re asking for the approval recommendation for us to move this forward to City Council for adoption.

MS. SAWYER: I move that we approve this, the draft of this PS-60 to forward to the City Council.

MS. COPP: I second.

MS. BAILEY: Okay. All those in favor?

ADVISORY BOARD MEMBERS: Aye.

MS. BAILEY: Opposed? It passes. (Motion passes 7-0)

MS. LECURU: Awesome. Thank you very much. And that was really super fast.

MS. FABAC: It looks like a lot of work, so thanks for doing that.
MS. LECURU: So, anyway, if you have other questions about it after you review it or look at it and stuff, please just let me know and we’ll go from there.

MR. HOLMAN: We’ll probably take this to December, that first meeting in December.

MS. BAILEY: So, what was that January date?

MS. LECURU: That’s when I thought it would be approved. But we don’t have to take it to committee -- we’re going to go straight to Council. So, that will be updated as well.

MR. HOLMAN: We don’t have to take it -- we’re going to go straight to Council.

MS. BAILEY: Were there any other policy issues or are we ready for the survey?

MS. LECURU: Yeah. That was the only two.

MR. HOLMAN: That was the only two.

2. CITY SATISFACTION SURVEY

MS. LECURU: All right-y. I sent everyone a copy of the Executive Summary attached to the supporting documentation with the minutes and things like that. Did everybody receive that okay? Any questions, things like that?
Good-bye, Peter. Thank you.

MR. EHRLICH: Thanks for accommodating me.

MS. LECURU: No problem. Thank you.

MR. HOLMAN: Peter, thank you.

MS. LECURU: Thank you for being here.

(Board Member Ehrlich left the meeting)

MS. LECURU: Anyway, so that was the Executive Summary that covered the entire Satisfaction Survey that the City did for all City departments. And this evening we were hoping that Dan Ferguson, our Public Information Officer was going to be able to come and present this, but he had other commitments. So, he put together a PowerPoint that just pulled out those slides that were pertinent to Parks and Recreation. You can see up there, but I also wanted everybody to have a copy of it if you wanted to take notes or do anything like that.

First question, just overall City services. You can see that Parks and Recreation programs and facilities ranked right up there at the top with a satisfaction of all of our citizens. So, this is the second survey that the City has conducted for the satisfaction survey. Just for a little history for Rueshunda. Parks and Recreation, we do, and I think I gave you a copy of all of ours that we’ve had the last few years, we do our own satisfaction survey needs assessment every five years. So, we will be looking at doing that again in 2018. The last one was in 2013. And really the results of this survey continue to support exactly what we’re hearing from our own surveys. High satisfaction with our services and parks and all those kinds of good things. So, as you can see there, there is lots of really great support for the things that we’re doing.

This is specific to our programs, activities, those kinds of things listed out individually. A number of City parks, athletic fields. And the way -- this is a little bit different in how our surveys in the past have done. Our surveys are, are we meeting your needs. So, yes, you have this need, are we meeting it, to what extent are we meeting it. So, this is a little bit different on the way the information is presented. But again, it’s very supportive of all of those things. So, people are continuing to see the, you know, the strong support of all of those activities and things like that. Eighty-one percent of people have a high satisfaction with the number of City parks that we have. So, those are things that are great to have and it helps us a little bit with the development as we move forward and things like that. Athletic fields, those kinds of things.

The next slide kind of goes into how we compare Shawnee to Kansas City Metro and how we compare to the overall benchmarking for the U.S. ETC conducted this survey. That’s the same organization that conducts our needs assessment as well. But they do these across the country. They do so many of them that they can provide us with benchmarking, which is really important to see how we stack up against other Kansas City metropolitan areas as well as across the country. So, as you can see right there, 92 percent of people are satisfied with Parks and Recreation programs and facilities in Shawnee where in Kansas City it’s 70 percent and in the overall U.S. it’s almost 69 percent. So, we are definitely meeting the expectations and the needs of our residents. All of those down there, Police and Fire, all of those pieces you can see that for the most part Shawnee exceeds the standards.
Parks and Recreation facilities. This slide here is specific just to Parks and Recreation. The other one kind of was all of our City services that were surveyed. This one is just to Parks and Recreation facilities. So, number of City parks, our outdoor athletic fields, walking and biking trails, City aquatic facilities, youth recreation, we’re right back at the benchmark for everybody there. Ease of registering for programs and adult recreations, all of those are higher than our comparing agencies.

MS. BAILEY: But if you look for youth recreation programs, that’s just our City. That doesn’t include the county things that happen within our city, correct?

MS. LECURU: This is --

MR. HOLMAN: Right. Just Shawnee.

MS. LECURU: This is just Shawnee.

MS. BAILEY: So, it would be a lot higher if we took that into account?

MR. HOLMAN: Oh, yeah. Yeah. But even what we do is still higher than the county and the national average.

MS. BAILEY: Correct. And were you shocked with the 11 percent dissatisfaction rate of our walking and biking trails?
MS. SAWYER: I was completely shocked.

MS. BAILEY: I am too. Is that just -- do we not publicize it enough maybe? I just feel like that’s --

MR. HOLMAN: Well, it may be some connections. Some people are unhappy because some of the connections, it’s not completed, so there’s not a full system. I mean, it’s pieces of a puzzle like what we were talking about. So, I mean, we do get e-mail from them, you know, how come this isn’t done. It takes money and time to be able to develop some of the other -- especially out west.

MS. BAILEY: I was kind of surprised by that number.

MR. HOLMAN: More trails, more on-street.

MS. LECURU: Oh, and as we go through this survey, a little bit towards the end it talks about the one area where they think Parks and Rec should work.

MS. SAWYER: And that’s it?

MS. LECURU: And that’s it.

MR. HOLMAN: Because they want more. So, it’s kind of a, you know, you go, gosh, that’s terrible, but then they want more, so, it kind of shows that.

MS. LECURU: It’s not that they’re dissatisfied with what we have, they’re dissatisfied with the amount that we have, so they want it to grow.

MR. HOLMAN: Yeah.

MS. LECURU: But, you know, the Trails Master Plan that we have and the on-street and all the things, you know, we plan to have those done as streets are developed, or as streets are improved, for cost effectiveness and stuff like that. So, it would be great to have everything all at once, but it just takes time and money.

So, this one is specific to our actual programs. So again, exceeding the expectations of all of our -- or exceeding our counterparts. We’ll say it that way.

Okay. This is the maintenance of our parks. Eighty-four percent of Shawnee was ranked as being satisfied with the quality or the maintenance of our City parks. So again, it continues to be high. As we go a little bit further into the survey though this is where it’s going to compare us to where we were in 2012. The first year that they did this tool that is going to be what’s in the yellow. And the blue is what we scored in 2015. So, while we continue to be exceeding the national or the state and other benchmarks, we did decrease just a little bit in some of these survey -- or in our areas.

MS. BAILEY: As compared with ourselves, right.

MR. HOLMAN: Yes.

MS. LECURU: Right. As compared with ourselves. In 2012, 86 percent were satisfied with the number of City parks that we have. Now, it’s 81 percent. Athletic fields, 81 percent -- 76 percent. Special events, 80 to 75. To me, I think it’s with the folks that are in Shawnee and stuff. They have come to have very high expectations and they’re always looking to grow. What’s new? What’s new? What’s new? So, that could be maybe some of the responses to what we’re seeing activities-wise. I did go back and kind of look, comparing this to the survey that was done in the past and then also the survey that we did. This is a -- the people who responded to this survey as opposed to the one that responded to ours in 2013, these folks have only lived -- there’s a much higher percentage of folks who have lived in Shawnee less than five years. So, there is a lot newer people in our area and they are trending older. So, the people that answered this survey were older than they were in the past and they haven’t lived here as long. Does that mean anything? Don’t know. Just throwing out some information.

MS. SAWYER: But yet, the only one on here that was increased were senior programs.

MS. LECURU: Well, we have more than in Shawnee. You know, our senior SenCom program has been new since 2012 since we added this program. So, we are doing more senior programming within the City as opposed to relying on other agencies to provide that service. Plus we identify things as senior more now than we did before. Before it didn’t have its own section, it was kind of developed within the adult program. Now, it has its own section. I don’t if that makes a difference.

Kate, any thoughts on why you think the improvement on that?

MS. KINKAID: No, I think SenCom could be a huge part of it because that’s a lot of what we offer for seniors. And then like you said, if it is more -- if the average age of those completing the brochure that may be what they’re more interested in or what they’re looking at, I don’t know. But I would say that SenCom has been a huge thing for -- and that was started in 2012 or ‘13, so it would have been after the survey.

MS. LECURU: Right.

MR. HOLMAN: And then also the CityRide for seniors, that program. So, that’s another senior program. But it came on about that time.

MS. LECURU: It’s not a park program, but they do view it as a service to seniors specifically, where most of the other programs aren’t identified based on age, demographics.

How supportive would you be of the City building a new indoor community center at 61st and Woodland? Fifty-seven percent said, yes, they would be in favor of that. Twenty-three percent are not sure. So, we’re just going to count those as, yes, they want us to build that. It’s just because they haven’t been educated. I joke with that. But I truly feel that those people are -- those are, you know, people that need to be educated and we need to be able to show them what we have. So, compared to our survey that we did in 2013, which asked very specific questions about a community center at this same location and was identified as the same location, it was a little bit higher. This is 57, I think it was 68 percent that were in support, some supportive or somewhat supportive of having it. Again, that was specific. We talked before, we asked them that question. We talked to them about what type of amenities would you like in a facility. If this facility had these amenities that you wanted would you be supportive. So, it kind of put them into the mind frame of, oh, you know, I could see what that looks like. It painted a picture for what that community center could look like and what it could do for them. So, rather than just being a blanket question without any education, understanding of what could be there, still I think 57 percent gives us some strong information to move forward from.

MS. SAWYER: Was that first time it was asked, was that before Mill Creek Activity Center opened or after?

MS. LECURU: In 2013, it would have been right around the same time.

MR. HOLMAN: Same time, yeah.

MS. SAWYER: I just wonder if maybe it went down because some of the things are offered there now. You know what I’m saying?

MS. LECURU: But it’s not offered.

MS. SAWYER: It’s not the same as what we’re looking for. But without the education and them understanding they could view it that way.

MS. LECURU: Right. So, yes. I think that could impact it as well. Again, there’s a different person answering these questions than answered those other ones.

MR. HOLMAN: Well, and it’s a different question. I mean, it’s the same question, but it’s -- this is just a question. What we had was, like what Tonya said, you could actually see yourself all the other activities that were listed and then you can a la carte pick, well, that would be -- I could --

MS. LECURU: It was a descriptor.

MR. HOLMAN: Yes.

MS. LECURU: And then finally here, as Donna mentioned, or I’m sorry, Rebecca about, you know, walking and biking trails, where can we improve. That was the Parks and Recreation service that residents rated most important for the City to emphasize over the next two years was the number of walking and biking trails, which will go with that 11 percent perhaps that were dissatisfied with the number or not necessarily I don’t think that’s the quality but the accessibility of those.

Number of City parks. City aquatics facilities. Again, it’s pretty blanket how it’s listed here. To us, that means --

MR. HOLMAN: Indoor.

MS. LECURU: -- an indoor facility is probably where people are looking to grow, wanting that ability, plus western Shawnee or further west rather than where we’re at with the two facilities that are here.

So, Special Events. Where they’d like to see us grow. People just enjoy our events and like to be outside. So, you can see there over the next few years areas where they think we should focus on.

That by far what people expressed the biggest desire for right now is the biking and walking trails. And again, this is their survey. And you look at our survey done in 2013, we have 65 percent of people had stated the need. It was the number one thing, need for biking and walking trails in Shawnee, so lots of support there.

So, that is just a brief overview of what our -- the Parks and Recreation portion of that survey was. But what we would like to challenge everybody on the board with, next month we want you to come – we’d like you to review this more. And we’d like for you to come to the December meeting and you tell us what your top things are that you’d like to see the Parks and Recreation Department focus on in the next two years. What does that look like for you?

MR. HOLMAN: Yeah. Top three.

MS. COPP: Will we get like that same survey book or the questions?

MS. LECURU: I’m giving you the question right now.

MR. HOLMAN: Yeah.

MS. LECURU: Rank what you’d like to see.

MS. SAWYER: Like rank it off of these answers?

MS. LECURU: Yeah.

(Inaudible; talking over one another)

MS. LECURU: You have your question, now, what is it?

MS. FABAC: No, my answer. Trails.

MS. LECURU: Trails. Shelly wants trails.

MR. HOLMAN: Yeah. Okay. I think your top three.

MS. FABAC: But, yes, I’m a huge proponent. And all summer long I just saw more and more and more participation on those trails. And especially the connection now with the Johnson County going under the train tracks is super cool, especially, you know, you’re running with a train. You don’t get that in very many places. And I spent a lot of time in Canada running on trails there, you know, over the summer when I was up there. And it’s just not the same. The Shawnee community, all the people that participate on the trails system is incredible. So, that’ll just be growing and people want more and I’m one of them.

MS. LECURU: So, Elaine, back to your question. It’s just that is that -- what do you think?


MR. HOLMAN: And then if there is something that’s not on here, yeah.

MS. COPP: Top three. Okay.

MR. HOLMAN: Yeah. I mean, it doesn’t have to be just this list.

MS. COPP: Okay.

MS. LECURU: But we would like for your input on what activities or what we need to be focusing on because then that gives us accord to move forward and to do those more -- those other great things that we try to keep up with.

(Recording error)

D. MEMBER REPORTS

MS. COPP: I’d like to thank the Parks Department for all their hard work on Historical Hauntings. It was an excellent evening.

MS. FABAC: And along those lines the Erfurt celebration was incredible. Very fun. And to have the visitors and have them celebrate and my daughter has, I posted on Facebook, has a new favorite park in Shawnee.

MR. HOLMAN: Yeah. And we had -- I just wanted to at least give one of the things out.

(Mr. Holman handed out remembrances from the Erfurt Park dedication)

MR. HOLMAN: For the park dedication. It was very nice.

E. STAFF REPORTS

1. DIRECTORS’ REPORTS

MS. BAILEY: Okay. Move on to Staff Reports. Director’s report.

MR. HOLMAN: All right. Well, again, thanks to everybody who was able to make it. And if you haven’t, go out. Next year we’ll start concentrating on landscaping and nature play on that. So, it will keep getting better and better.

Now, we move on to the next project. KDOT finally got their stuff going, so now we will have Connect Shawnee. We picked a firm. It’s TranSystems. And TranSystems did Clear Creek. They did Phases 2 and 3.

MS. FABAC: So, the RFPs that went out last month or whatever?

MR. HOLMAN: The what?

MS. FABAC: The RFPs that went out last month.

MR. HOLMAN: Yes. So, we got them back. We had myself, Bert Schnettgoecke and then Jesse Miguel who is the chair for the Bike Board did the interviews. The little red dots are again, where they are in the City. There is a connection at Gum Springs. And then I’ve also put in here -- it kind of shows how we’ll get there and where they’re at with the streets. I made you maps that show you where the three bridge connections are located.

So, next Tuesday, we have a kickoff meeting and we will walk all three sites with TranSystems and they will start going. And then the 9th is when we take their contract to the City Council.

MS. COPP: Neil, on this one here, is this a Clear Creek, I mean Clear Creek Trail?

MR. HOLMAN: Yes. That is Phase --

MS. COPP: The pedestrian and the sidewalk. [Inaudible] on this?

MR. HOLMAN: Yes. That’s Phase 1. And you’re on 3?

MS. COPP: Right.

MR. HOLMAN: Yeah. That’s that little connection.

MS. COPP: It’s the green?

MR. HOLMAN: Yes. That little --

MS. COPP: Yeah.

MR. HOLMAN: That little green slot. And then on the back of this one, 2.

MS. COPP: Oh, I didn’t see it. I’m sorry.

MR. HOLMAN: Yes. Okay. On the back of that one you can see this is Woodland Place.

MS. COPP: Okay. Right.

MR. HOLMAN: Okay. And the little connection is right here through their park and then it will connect on to Gamblin Park.

MS. COPP: Right. I didn’t see this other page.

MR. HOLMAN: So, those are those three bridge connections that we have the TAP grant on.

MS. LECURU: I know you guys are tired of listening to me talk, so I won’t talk much. But at your space there is an invitation to our Veterans’ Day ceremony next Wednesday. Offices will be closed, but we will open the facility at four o’clock for our annual Veteran’s Day ceremony down in the gym. Please join us if you are able. It really is a nice ceremony and we give a good program I think. We’ve got some good music and different speakers, so it will be fun. It lasts about a half an hour from start to finish of the actual ceremony. And then Johnny’s has a reception for us afterwards. So, if you’d like to attend that I invite you to do so.

As everyone has hopefully made it out to -- if you weren’t there for the Erfurt Park dedication, but have maybe been out there to see obviously everything, but the signage that’s out there with the corten steel and the directional sign right as you go in that has our information about Erfurt, we are using that same type of signage at the Clear Creek Trail there at the Woodland Plaza that will be a directional sign that will tie into the maps that go into the county as well. So, we’re working on that project as well, so we’ll have a similar piece here in -- probably -- hopefully by December that signage will be done as well. So, we like the way that turned out and hopefully we’ll be using that in parks as we develop additional directional signage.

So, we’ve got new chairs ordered for the gymnasium for our big rentals. So, 500 new chairs that should be here by the end of the year. So, we’re looking forward to upgrading our current chairs. Unfortunately they’re not the nice cushy chairs like these. We don’t have the storage for them downstairs. So, we’re going with a stackable.

Again, I will get this on the record as well. So, thanks to Peter for coming out and helping volunteer at the NeighborWood event the middle of the month or so. I don’t know, some of you don’t know the history of that, but the NeighborWood was actually developed as a Parks and Recreation Advisory Board activity. That was your event. And so over the years it’s kind of developed into, okay, this is what we do. We do it and it’s not had a lot of input from the Parks Board, so we’d like to maybe next year look at ways to revitalize it and to grow and to do some new things.

With that being said, I handed our draft calendar for next year for special events. And this is just a draft. This talks about things that we do as a department, things we do within the City, things we support through either maintenance or labor or those kinds of things. So, all of those items are on here.

Also next month, and your second assignment is going to be a survey tool for you guys to look at what activities we do and your impression of them and how you see them benefitting the City. Has NeighborWood ran its course? Do we need to do something new? Anyway, so we’re looking for ideas for what we’ve done, what we do well, what we should improve on, what we should -- maybe let’s get rid of this event and we’ll start something new. So, we’re looking for ways to get the input from the users, the volunteers, different people. So, your assignment, we’ll have something fun to do next month at our December meeting as well. But we’ll get some input from you all as well. So, then also other user groups will be doing some little activities for us as well.

And then, so I will bring this up now, next month is December. It’s our final meeting of the year. We have in the past made that a party after our meeting where people had brought refreshments to share. So, I open that up to everybody if you would like to see that continue and do that again this year. We will be in this room again next month. Hopefully that will be our final meeting here.

MS. FABAC: I’d like to make a motion.

MS. LECURU: Okay. Make a motion.

MS. FABAC: I make a motion to have a party.

MS. LECURU: Yeah. Okay.

[Inaudible; talking over one another]

MS. LECURU: Rebecca serves as chair. Elaine is our vice-chair right now, so lord willing and the creek don’t rise it’s an easy decision for you to make chair for next year. You just have to be here so you’re not vice-chair. That’s all I have.

MS. FABAC: I say yes for a party. Everybody else?

MS. COPP: I’m sorry?

MS. FABAC: Yes, for a party?

MS. COPP: Oh.


(Off Record Discussion of the Christmas Party)

2. RECREATION REPORT

MS. BAILEY: Okay. We’ll move on to -- we’re not going to do the Parks report because Ramie is not here. So, Recreation Report, Kate.

MS. KINKAID: All right. I have been working on the Winter brochure, which will be January, February and March. It is our first brochure that will be the quarterly brochure for next year. So, it will only have three months in it which was different, but I mean, it’s great. It’s fine. It’s just different. It will be less pages, but is the weight of the paper the same?

MS. LECURU: The weight is heavier.

MS. KINKAID: So, the paper will have a heavier weight which will be nice. So, look for that, let us know what you think. But it will have a less number of pages obviously and it has a whole less month of activities in it. So, that’ll come out about December 1st. So, deadline still the same on that.

In October, we had Spookfest on the 30th this year because the 31st was a Saturday. We only had about 50 kids this year. In the past, we’ve had around a hundred. We believe part of the problem -- I believe part of the thing with that was DeSoto School District was out of school that day. And unfortunately we didn’t allow older children to come to the event because it really is designed and made for preschool and younger. The toys are preschool age toys. They’re not big enough for the older kids to play on. The crafts that we come up with are made for little hands and little kids. So, we did have a few parents call and say, you know, can I bring my third-grader, things like that. And we had to say unfortunately, no, it’s just not geared towards that age. It was created as an event to go along with our gym time back when we had the gym time. So, it really was designed like I said for the little kids that aren’t in school yet.

We had our Barley’s Brewhaus beer class last month and we had 17 people signed up for it. And Barley’s said, hey, we had a great time, we’d like to do it again. So, I’m hoping next year we can schedule another one as well.

We had our Freezer Meal. I did two classes this year again. I did them on a Wednesday, which was different. In the past, we’ve done it on a Sunday. A Wednesday was just a little easier to coordinate with my schedule to teach. We had five people in each class. Both of them appreciated the time that it was. The working moms appreciated being able to come after work. And the stay-at-home moms or people who work from home that have a more flexible schedule appreciated being able to come in the middle of the day and not having to do it in the evening which is usually their family time.

Our West Bottoms History Tour is coming up November 21st. If anybody is not busy it’s only $35. We depart at nine a.m. We’ll go meet Bill Nicks down in the West Bottoms. He’ll tour us around the West Bottoms. Take us on a tour of the American Royal Museum. We’re going to tour around that. Tour around that and then we’ll go by the River Market where you’ll have some time on your own for lunch. So, if anybody is interested, I would love to have you come. It’s only $35. It’s going to be a great time and I will be there.

MS. COPP: What’s the date again, Kate?

MS. KINKAID: It’s November 21st. It’s November 21st, so the Saturday before Thanksgiving.

And then our Rain Barrel Workshop is coming up this Saturday. I still have four more spots available if anybody is interested. Unless somebody has registered since I checked that number a few hours ago I have four more spots. If you’re interested, $50, you can make a rain barrel. I believe we are still doing the cost share where you can get -- we’ll need to check with Jonathan about it. Oh, my gosh. Check with Jonathan about it, but I think that he might still be able to squeeze you in on the cost share, which means it’s a $50 class. But once you build your rain barrel and install it at home, you take pictures, with this grant and you can then get 50 percent of that back, which has been really nice. Jonathan has been working with all of our participants to make sure that they can get that money back.

Anything for me? That’s all I have.

MS. BAILEY: Okay. Great. Thank you.

3. SHAWNEE TOWN 1929 REPORT

MS. BAILEY: Shawnee Town report.

MR. PAUTLER: I’m going after the Aquatics Report.

MR. KEENAN: No, no, you’re good.

MS. BAILEY: Oh, you don’t want to be the last.

MR. PAUTLER: No, that’s okay. Okay. Thank you. I’m just happy to report at all. It’s the end of our season and we are now closed through March 1st. We’re taking a bit of a breather. But back in the old days of museums, you know, 20 years ago, when you closed for the season it really did -- it did get calmer, but not anymore. That is our planning time. That is our budgeting time. That is our work planning time. We’re printing our brochures. We’re going to be doing new rack cards. That’s going to go to the printer next week. So, this is when we figure out all of our next year’s events. This is our 2015 special events.

Our planning time in the next three months is where we figure out 2016. We had our first meeting today of the interpretative team on what went right and what we’d like to do differently next year. We did a huge number of events this year. We did 30 percent more events in 2015 than we did in 2014. 2014 was a pretty big banner year for us as well. So, we really threw a lot of things up on the wall to see what sticks and a lot of things did stick. So, we’re going to be refining those and bringing some of them back for next year.

So, let’s see. So, I’m also working on a work plan with my staff and with Neil and [inaudible] those charts are the work that we’re doing in 2016. It’s also our time at Shawnee Town to update the strategic plan which was developed 11 years ago. It expired in 2014. So, we go so busy building and constructing programs that it’s time to really dust off that strategic plan, which we’ve been following pretty well to the -- with very minor changes, and just update that so that we can tell people where we’re going for the next ten years, so we need a ten-year plan. So, I’m going to be presenting that to Council I believe in December of this year.

Again, we’re doing our after action meetings for our school programs, redeveloping some of those. The farm program wasn’t as successful as some parts of the town program. As we’ve been opening more facilities, the grocery store at Shawnee Town, undertaker at Shawnee Town, we’re going to be doing some school programs, redoing some new ones in the grocery store, the schoolhouse and the barber shop, so it’ll be the trifecta of programs.

Then we’re working on our budget spend-down for the year. And I’d like to get everything spent down to where we won’t be spending anymore early until around -- by December 1st is our internal deadline with [inaudible] after that. So, and then Christmas Around Town is our last real special event coming up. Even though we’re closed we still have Christmas Around Town. It’s a big holiday program for us. That is December 5th from 4:30 to 7:30.

In addition to that, even though we’re closed, we’re still doing a class in November. If you like chocolate, Belgian chocolate, you can come. That’s November 10th. And our Speakeasy Society program on November 18th, which is a Wednesday from 7-9. We’re going to be talking about -- so I expect everyone to be there. No, we’re going to be talking about Charles Lindbergh. We’re going to be talking about popular culture of the 1920s. So, come for some short lectures, entertaining lectures because they’re very -- they’re very participatory, hands-on. You get to enjoy your cocktail at the evening, a very themed speakeasy type cocktail as well as the usual suspects like white wine and beer.

MS. COPP: Charlie, what kind of drinks did Charles like to drink?

MR. PAUTLER: Charles was a teetotaler.

MS. COPP: Oh, really?

MR. PAUTLER: Yeah. But everybody around him wasn’t. And his wife liked to kick back a few. He was a very fascinating person. So, if you want to know more about him come on the 18th of November.

Oh, the last thing I just wanted to report on the revenue and numbers. This has been a great year. We’ve offered 30 percent more programs, but we’ve also had a big increase in revenue. So, we are up for the historical programs. Last year we had $11,715 at this point. This year we’re at $14,357. That’s the year-to-date. And then for our rentals, last year at this time we were at $89,802. This year we’re at $92,167. So, up slightly over last year I’m very happy to report. That’s it. Any questions?

4. AQUATICS REPORT

MS. BAILEY: Sean, Aquatics Report.

MR. KEENAN: All right. This should be brief. What we’re currently working on is the last time that we looked at wages was back in 2010, All the retention programs that we’ve had, the way I’d like to think that the ones are -- the individuals over there like working for us, we have seen it get a little bit more difficult and a little bit more competitive because other organizations have increased wages, over the past five years. And it actually in some cases exceeded our starting wages for various positions of the lifeguard and the swim instructors. So, that’s something we are looking at because we will begin hiring actually in the next month. So, we are working on that. We are looking at the programs that we offer. We had a really good strong year on offering programs, but there’s always room for improvement in offering, you know, the newest and greatest, so we are looking at that. And then we’re actively working on, a lot of our contracts or concession contracts, our beverage vendor contracts, all of our chemical contracts, so we have to go up to bid for all of those because they’re on the higher end of the expenses. So, basically working on that. Working on repairs and upgrades for the upcoming season.

MS. BAILEY: Okay. Questions?

F. ADJOURNMENT

MS. SAWYER: I move for adjoining.

MS. BAILEY: Do I have a second?

MS. FABAC: I second.

MS. BAILEY: All those in favor?

ADVISORY BOARD MEMBERS: Aye.

MS. BAILEY: The motion carries. (Motion carries 7-0). Meeting is adjourned.

MS. KINKAID: I forgot to mention this, but if you have not signed up to receive Parks and Rec e-mails on the City’s website, you should do that because we do have a monthly newsletter now that’s been going out. And it’s pretty awesome.

MS. LECURU: If we do have to say so ourselves.

MS. FABAC: I think we have to find this Barley’s class you were talking about with [inaudible].
(Shawnee Parks and Recreation Advisory Board Meeting Adjourned)




















CERTIFICATE

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

/das November 23, 2015

Deborah A. Sweeney, Recording Secretary

APPROVED BY:

_______________________

Tonya Lecuru, Deputy Director Parks and Recreation



File Attachment Icon
Parks.11.5.15 Final.docx