Advisory Board Minutes

December 13, 2010             

 

MEMBERS PRESENT:  

Chair Jana Dobbs, Vice Chair Joe Caldwell,  Andy Clayton and Kevin Loos

 

 

MEMBERS ABSENT:  

Kelly Barth

 

 

STAFF PRESENT: 

Ernie Shaw, Mark Hecker, Roger Steinbrock and Tim Laurent

 

 

GUESTS:

 

 

 

I.             Meeting called to order by Chair Dobbs

 

II.           Approval of October 12 Minutes -- Motion to approve November 9 minutes by Andy Clayton and seconded by Kevin Loos.  Motion approved.

 

III.         Concerns of the Board – Caldwell mentioned that he has had three people come to him regarding girls’ volleyball, wishing that we had a program here in Lawrence.  Dobbs said that she had one person come to her in the past week with the same subject.  Steinbrock mentioned how we have taken over the intramural program from the junior high schools since they disbanded the program approximately two years ago.  Shaw said that the elementary schools don’t have any hookups in their gyms for volleyball nets.  Games could be played at our facilities, limited to East Lawrence Center and Holcom Park Recreation Center, on Saturdays, but we don’t have the practice space available.  Shaw said that we would make some calls to a couple of elementary schools.

 

IV.         2011 Advisory Board Election – Discussion took place regarding the Chair and Vice Chair positions for 2011.  The board decided that Dobbs and Caldwell would remain the Chair and Vice Chair.  Motion to approve by Loos and seconded by Clayton.  Motion approved.

 

V.           Facility Operations – Tim Laurent – Laurent gave a brief overview of what his responsibilities are; oversees all the operations staff at the three recreation centers, Community Building, East Lawrence Recreation Center and Holcom Park Recreation Center, supervises five fulltime staff and approximately 15 part-time staff.  Shelter and indoor facility reservations are primarily handled by Laurent or his staff.  Field reservations or athletic complex reservations are handled by his staff too.  Scheduling is a big component of what we do, scheduling all of our internal programs, a lot of external programs and RecTrac database, keeping it up to date.  The Carnegie Building has already been reserved for six weddings since the activity guide has come out. 

 

VI.         2011 Boards Banquet – Grandview, MO – Armacost Museum and Reception Hall – Tentative date March 31st, 2011 – More information to come.  Shaw would like to get a table for this banquet.  Shaw would like to take anyone interested in going, just mark the date on your calendar. 

 

VII.       Staff Reports

 

a.        Recreation/Golf Revenue/Expense Report – Shaw reported that recreation has not changed much at all.  We are going to make/exceed a projection of $50-60,000 over our projections.  People continue to participate in activities.  The Golf side is not as good but could be worse.  We are projecting about $70,000 minus revenue this year, but we are not alone in that category around the country.  Mark mentioned that we will have to dip in to our reserve, about $15,000 for operational purposes.  The weather definitely didn’t help out.  We are restructuring some of our passes.  The annual passes will allow people to golf Monday through Friday.  We’re trying to capitalize on the weekend golfers.

 

b.        Parks/Projects Report – On the park side, Hecker reported that we have been doing a lot on the Carnegie Building.  Once the keys have been turned over to us, there are some little projects that we will need to work on, from security systems, computers working, phones working, drainage problems, coat racks in, etc.  A lot of landscaping has been done at Carnegie too, plants, irrigation and sod.  Out at YSC, fences are being replaced on Fields 1-4.  Sewer extensions are taking place by the parking lot heading south so restrooms can be added at the south end of the complex.  Mark hopes to have the new restrooms in place by next spring.  ELC gym lights have been changed out to florescent lights, energy efficient. 

 

c.        Marketing Report – New activity guide is out and there was a nice Letter to the Editor about it.  Toy drive is currently going on.  A former intern, Laurel, her father and his organization just donated $350 for the toy drive.  Steinbrock is currently working on the End of the Year reports, Friends of the Park, with more information available at next month’s board meeting.  Steinbrock also mentioned that we will have two interns joining us for the spring semester.

 

Meeting adjourned.  Next Advisory Board meeting scheduled for Noon, Tuesday, January 11th, 2011, Parks and Recreation Conference Room.