Lawrence Parks and Recreation

Advisory Board Meeting Minutes

April 9, 2013

MEMBERS PRESENT:	Chair; Andy Clayton, Vice Chair; Kevin Loos, LaRisa Chambers-Lochner Jana Dawson,
MEMBERS ABSENT:	Joe Caldwell
STAFF PRESENT:	Ernie Shaw, Mark Hecker, Roger Steinbrock, Jimmy Gibbs, Tim Laurent
GUESTS:	Bob Mikesic, Chad Lawhorn

I. Meeting called to order by Chair Clayton

II. Approval of the March minutes-- Motion to approve March 2013 minutes by Dawson and seconded by Chambers-Lochner.  Motion passed 4-0

III. Concerns of Board – Clayton passed along a commendation of the District No. 1 staff for their work on the Youth Sports Complex with all the things going on out there and the weather that hadn’t been ideal.  Loos asked about the placement of new restrooms at YSC.  Hecker said that placement was determined by serving needs, as well as the flow of sewer without having to construct another lift station.

IV. Rock Chalk Park/Recreation Center Review –Bid date May 14 - Updated plans were reviewed along with a proposed timeline of activity.

V. Free State Gym discussion on crash area for swim meets - Shaw updated the Board on a meeting he and Gibbs had with Mike Hill, athletic director for Free State High School.  Shaw said the meeting went well and that Hill is doing everything he can to ensure the gym is available for swim meets when it isn’t being used for league games and enough lead time is provided when scheduling the meets. We will continue to keep in contact with Mike to insure that events are scheduled with as little of conflict as possible.

VI. Staff changes – Recreation staff chart – retirements and job openings - Shaw reviewed the organizational chart and discussed the reorganization of the department and what is being requested if the recreation center is to move forward.

VII. 2013 Project/vehicle/equipment list – Mark - Hecker went through the department’s project list and what’s being planned for the next few months, as well as the equipment/vehicle replacement schedule. Hecker said the project list is evaluated and updated as projects are brought up and finished.

VIII. Staff reports

i. Recreation/Golf Revenue/Expense Report – Shaw provided the current year revenue reports to-date. The weather has been making it difficult to meet the monthly projections at Eagle Bend, but adjustments have been made expenditures offsetting the lower revenue for the month.

ii. Parks/Projects Report – Hecker said there are a number of things going on, readying parks and ball fields for the summer.  There have been new signs put up in South Park detailing the history of the park. The sign has been installed at McSwain Park and there will be a re-naming ceremony for the park.  Details will be sent at a later date.  Hecker also mentioned staff were building a treehouse in DeVictor Park as part of a nature playground.

iii. Marketing Report – Steinbrock provided a report on enrollment with a comparison through March 2013. Currently, enrollment is up 14 percent over 2012 and 4 percent over 2011 numbers.  The difference is the result of when enrollment began for the Summer/Fall seasons. In 2011, the beginning of enrollment began April 1, while it began in March in 2012 and 2013.  Steinbrock also mentioned the department would have an intern during the summer.  Steinbrock also mentioned that Jessie Danon, who had been hired from the grant to implement the OrganWise program, was leaving us.  We would be hiring another person to do the OrganWise program during the summer using the remainder of the funds and the money we received for the Blue Cross/Blue Shield BlueCHIP Award.

Meeting adjourned.  Next Advisory Board meeting scheduled for noon, Tuesday, May 14, 2013, Parks and Recreation Conference Room located at South Park Administration Office.