City Council

City Council Agenda City Hall, 9001 W. 62nd Street March 11, 2024 - 7:00 PM If you require any accommodation (i.e. qualified interpreter, large print, reader, hearing assistance) in order to attend this meeting, please notify the Administrative Office at 913-322-5500 no later than 24 hours prior to the beginning of the meeting. I. CALL TO ORDER - PLEDGE OF ALLEGIANCE II. ROLL CALL III. PUBLIC ITEMS Members of the public are encouraged to use this time to make comments about matters that do not appear on the agenda. Comments about items on the regular agenda will be taken as each item is considered. Please note: individuals making Public Comments will be limited to 5 minutes. In accordance with the Governing Body Rules of Procedure, the City reserves the right to refuse Public Comments that are personal, impertinent or slanderous. IV. CONSENT AGENDA All items listed under the heading are considered to be routine by the City Council and may be enacted by one motion. There will be no separate discussion of these items unless a Councilmember so requests, in which case that item will be removed from the Consent Agenda and considered separate. 1. Consider approval of the minutes of the City Council meeting held February 26, 2024. City Council - Feb 26 2024 - Minutes V. MAYOR'S REPORT 1. Proclamation - Women's History Month 2024 2. Parks and Recreation Annual Report Parks and Rec Annual Report 2023 VI. COUNCIL ITEMS 1. Consider approval of serving alcohol and waiving caterer's license fee for Concert in the Courtyard and Merriam Drive Live Item Information Form - Consider approval of serving alcohol and waiving the caterer's license fee for Concert in the Courtyard and Merriam Drive 2. Consider approval of an ordinance authorizing the sale, consumption, and possession of alcoholic liquor during the Merriam Drive Live Event according to K.S.A. 41-719 and amendments thereto. (option to waive first reading) Item Information Form - Consider approval of an ordinance authorizing the sale, consumption and possession of alcoholic liquor 3. Consider approval of the disposal of remnant City-owned Property at 9816 W 52nd Street Item Information Form - Disposal of Remnant City Owned Property at 9816 W 52nd Street VII. STAFF/INFORMATIONAL ITEMS 1. March CIP Update Memo - March CIP Update A. Informational Items 1. Parks & Recreation Advisory Board - Feb 27 2024 - Minutes - Pdf VIII. EXECUTIVE SESSION IX. ADJOURNMENT Respectfully submitted, Juliana Pinnick City Clerk  MINUTES City Council Meeting City of Merriam, Kansas Monday, February 26, 2024 7:00 PM City Hall, 9001 W. 62nd Street I. CALL TO ORDER - PLEDGE OF ALLEGIANCE Mayor Bob Pape called the meeting to order at 7:00 pm. II. ROLL CALL Council Present: Staff Present: Bob Pape Juli Pinnick, City Clerk Jacob Laha Caitlin Gard, Assistant City Administrator Jason Silvers Alan Long, Fire Chief Amy Rider Anna Slocum, Parks and Recreation Director Chris Evans Hands Bryan P. Dyer, Community Development Director Bruce Kaldahl Chris Engel, City Administrator Staci Chivetta Darren McLaughlin, Police Chief David Neal Donna Oliver, Finance Director Jenna Gant, Communication/Public Engagement Council Absent: Manager Whitney Yadrich Lauren Krivoshia, Assistant to the City Administrator Ryan Denk, City Attorney III. PUBLIC ITEMS Members of the public are encouraged to use this time to make comments about matters that do not appear on the agenda. Comments about items on the regular agenda will be taken as each item is considered. Please note: Individuals making Public Comments will be limited to 5 minutes. In accordance with the Governing Body Rules of Procedure, the City reserves the right to refuse Public Comments that are personal, impertinent or slanderous. IV. CONSENT AGENDA 1. Consider approval of the minutes of the City Council meeting held February 12, 2024. Councilmember Silvers made a motion to approve consent agenda item 1. Councilmember Hands seconded and the motion was unanimously APPROVED. Page 1 of 4 City Council Minutes – February 26, 2024 V. MAYOR'S REPORT 1. Promotion of MPO Matthew Hirsch to Sergeant Police Chief Darren McLaughlin announced the promotion of Matthew Hirsh to Sergeant. Traditionally, the Police Department introduces newly promoted officers to the governing body and performs a "pinning" ceremony where a member of the officer's family pins the new rank insignia or badge on the officer's uniform. Sergeant Hirsh was pinned by his wife. 2. Promotion of Nick Weiler to Captain Police Chief Darren McLaughlin announced the promotion of Nick Weiler to Sergeant. Traditionally, the Police Department introduces newly promoted officers to the governing body and performs a "pinning" ceremony where a member of the officer's family pins the new rank insignia or badge on the officer's uniform. Captain Weiler was pinned by his son. VI. COUNCIL ITEMS 1. Presentation of Merriam PD 2023 Annual Report Police Chief Darren McLaughlin present the 2023 Annual Police Department Report. Chief McLaughlin presented the 2023 Police Officer of the Year to MPO Chris Meyers. 2. Consider approval of an Ordinance establishing a franchise agreement with Kansas Fiber Network, LLC. (first reading) City Administrator Chris Engel provided the background for this item. The City is entering into a franchise with Kansas Fiber Net for the first time. Kansas Fiber Net’s business focuses on providing fiber infrastructure rather than end-user services, resulting in minimal franchise fees for their use of City Right-of-Way. Rather than enter into a typical franchise agreement, providing only a 5% franchise fee from revenues generated within the City, this agreement adds in a one-time fee per foot of new fiber lines that Kansas Fiber Net installs within the City, providing proper compensation for work in City Right-of-Way. Kansas Fiber Net will also pay for any permits, make ready work, or inspection fees. This is the same framework that Google Fiber has worked out with surrounding municipalities in Johnson County, bringing Merriam in line with other cities. This agreement was negotiated by the City Attorney with input from city staff. Councilmember Hands made a motion to waive the customary first reading of an ordinance establishing a franchise agreement with Kansas Fiber Network, LLC. Councilmember Kaldahl seconded and the motion was unanimously APPROVED. Councilmember Hands made a motion to approve an ordinance for a franchise agreement with Kansas Fiber Network, LLC. Councilmember Silvers seconded and the motion was unanimously APPROVED. 3. Consider approval of the appointment and renewal of contract for Ryan Denk, MVP Law, as City Attorney Page 2 of 4 City Council Minutes – February 26, 2024 Assistant City Administror Caitlin Gard provided the background for this item. The City Attorney contract expired in March 2022, until recently, staff was not aware there was not a valid contract in place. Utilizing the most recent contract, we are seeking a two- year renewal of the agreement with Ryan Denk, MVP Law, as City Attorney. Ryan has been the City's attorney since 2018. The agreement will go through February 2026 and provides for a 4.5% pay increase. The rate increase was determined by considering staff merit increases for the past two years and extrapolating over a two year term. The updated hourly rate schedule is included in the agreement. Councilmember Hands made a motion to confirm the appointment of Ryan Denk, MVP Law, as the City Attorney and approve the associated contract. Councilmember Chivetta seconded and the motion was unanimously APPROVED. 4. Approve the FY25 City Council Budget Goals & Objectives City Administrator Chris Engel provided the background for this item. The City Council Budget Goals & Objectives document provides guidance to city staff during the budget development process. In late-January, staff solicited the City Council for any suggested additions, deletions, or modifications to the existing FY24 Goals & Objectives document. Staff received feedback from several councilmembers requesting greater focus be placed on existing goals but received no new goals. Staff did modify item 1.3.A. to clarify the annual recycling event is in partnership with our neighboring cities. Staff recommends approval of FY25 Goals & Objectives document as submitted. Councilmember Hands made a motion to approve the FY25 Budget Goals and Objectives Councilmember Rider seconded and the motion was unanimously APPROVED. Councilmember Hands asked if there were other members of the council if they were interested in having staff look into short term rental regulations again. There has been some recent activity going on with other area cities that are looking into regulating short term rentals. Councilmember Hands made a motion that the council direct staff to bring back the short term rental question and provide an opportunity for additional discussion. Councilmember Chivetta seconded, and the motion was unanimously APPROVED. VII. STAFF/INFORMATIONAL ITEMS 1. Monthly Finance Report Finance Director Donna Oliver presented the January 2024 Finance Report. 2. End of Year Video - 2023 Page 3 of 4 City Council Minutes – February 26, 2024 The 2023 End of Year video was played for the council and members of the audience. A. INFORMATIONAL ITEMS VIII. EXECUTIVE SESSION K.S.A. 75-4319(B)(6) 1. Executive Session for preliminary discussion on property acquisition. Councilmember Hands made a motion that the governing Body recess into Executive Session for preliminary discussion related to the acquisition of property pursuant to K.S.A. 75-4319(b)(6) which allows the Governing Body to hold an Executive Session for preliminary discussion of property acquisition. Present will be the Governing Body, City Attorney, City Administrator, Assistant City Administrator and Community Development Director. The meeting will reconvene in the Council Chambers at 8:30 pm. Councilmember Rider seconded and the motion was unanimously APPROVED. The meeting reconvened at 8:30 pm. IX. ADJOURNMENT There being no further business to come before the council, Councilmember Hands moved to adjourn at 8:31 pm. Councilmember Laha seconded, and the motion was unanimously APPROVED. Respectfully submitted, Juliana Pinnick City Clerk Page 4 of 4 2023 Year in Review Parks and Recreation Community Impact 2022 Department Statistics Venue 2022 2023 Farmers’ Market 11,457 12,202 Community Special Events 16,017 20,171 Merriam Community Center 189,189 229,399 Total Participation 216,663 261,772 Merriam Farmers’ Market 2023 Farmers’ Market Season Highlights 22 Weeks of Operation 525 Vendors for the season (Avg 24 vendors/week) Averaged 581 shoppers per week Live Music performances first Saturday of each month Free Children activities third Saturday of each month Improvements / Repairs (plumbing upgrades to restrooms, electrical upgrades for special events) Special Events 2023 Special Event Highlights Events Attendance Art Gallery Receptions 1,114 (257 Heartland / 180 High School) Turkey Creek Festival 7,500 Turkey Creek 5K 187 Family Fun Friday 200 Cruise Night 550 Concert in the Courtyard 250 Turkey Creek Car & Motorcycle Show 7,000 Merriam Drive Live 1,200 Halloween Happenings 500 Christmas in the Courtyard 416 Merriam Community Center 2023 Participation Comparison Program 2022 2023 Youth (aquatic / education) 9,402 10,062 Adult (land / yoga/ education) 5,140 3,820 50+ 3,830 4,776 Water Fitness 3,531 5,167 MCC Special Events 957 994 Rentals 20,204 31,064 Membership + Daily Visits 146,125 173,416 Total Participation 189,189 229,399  2023 Operations Revenue 2022 Revenues 2023 Revenues* Categories Rentals $139,284 $196,587 Memberships $849,750 $1,029,292 Programs $239,909 $282,826 MCC Total Revenue $1,228,943 $1,508,705 *NOT AUDITED  2023 Operations Expenditure Categories 2022 Expenses 2023 Expenses* Personnel $1,280,296 $1,526,300 Contracted Services $402,376 $476,962 Utilities $292,828 $263,166 General Supplies $90,932 $117,799 MCC Total Expenses $2,066,432 $2,384,227 *NOT AUDITED Cost Recovery 2022 2023 Revenue $1,228,943 $1,508,705 Expenses $2,066,432 $2,384,227 Total Subsidy $837,489 $875,522 Cost Recovery 59.5% 63.3% Questions?  Item Information Form Subject/Agenda Item: Consider approval of serving alcohol and waiving caterer's license fee for Concert in the Courtyard and Merriam Drive Live Submitted By: Anna Slocum, Parks and Recreation Director Meeting Date: March 11, 2024 Project Background/Description: Staff is seeking approval to serve alcohol at two events in 2024 and waive the license tax as allowed per ordinance. The events are: Concert in the Courtyard, to be held at the Merriam Community Center on August 16, 2024 from 6:30-8 p.m. and Merriam Drive Live on October 5, 2024 from 2-8 p.m. at Merriam Marketplace. To serve alcohol, a caterers license is required. In March 2016, City Council approved an ordinance amending Chapter 5 - 191 and 192 to allow the local license tax of $500 to be waived when used solely for a City Council approved and sponsored event. If approved, the caterers license is restricted in scope which is noted on the face. If the caterer desires to operate within Merriam for other catering purposes, they are required to pay the full license tax and receive an unrestricted caterer's license. City Council Goals and Objectives: 1.0 Enhance Community Identity and Connections 2.0 Provide Exceptional Service Delivery Financial Impact: Amount of Request/Contract: NA Amount Budgeted: $5,100 / $31,975 Funding Source/Account #:Transient Guest - 204.5010.450 Recommended Motion: Staff recommends approval to serve alcohol at two events waiving license fee in accordance with Chapter 5 - 191 and 192 (Caterers Issuance of License) of the Merriam Code of Ordinances, waiving the license tax fee associated with the application of a caterer's license for Concert in the Courtyard and Merriam Drive Live, two City sponsored and funded events.  Item Information Form Subject/Agenda Item: Consider approval of an ordinance authorizing the sale, consumption, and possession of alcoholic liquor during the Merriam Drive Live Event according to K.S.A. 41-719 and amendments thereto. (option to waive first reading) Submitted By: Anna Slocum, Parks and Recreation Director Meeting Date: March 11, 2024 Project Background/Description: Merriam Drive Live debuted in 2018 as a new event in downtown Merriam. Despite the weather being less than desirable the first two years, COVID impacting 2020 (cancelled) and 2021, the 2022 event was extremely successful with an estimated 3,000 attendees and 2023 with an estimated 1,200 attendees. Staff continues to evaluate the event, to improve upon attendance and grow the event into a full-day festival in years to come. This year, the event is scheduled for Saturday, October 5 from 2–8 p.m. featuring a variety of musical performances, children’s activities, cornhole tournament, yard games, food trucks, and a Kansas licensed caterer serving beer and wine. In order for beer and wine to be sold, and participants not be confined to a specific space, an ordinance is required to allow the sale, consumption, and possession of alcoholic liquor on streets and sidewalks within the boundaries permitted. The boundaries, outlined in Exhibit A, would be as follows: west edge of the Farmers’ Market Pavilion to include the parking stalls under the pavilion, to the south end of the Marketplace encompassing the southeast lawn to Merriam Drive at the entrance crossing Merriam Drive to 5701 property. The north property line of Merriam Marketplace encompassing the northeast lawn and entrance crossing Merriam Drive and encompassing all of the 5701 property. As the event details are finalized, the boundary at 5701 could shrink but staff wants to ensure the event space is maximized. The boundaries of the area will be clearly marked by signs and a map of the area will be posted where the sale of alcohol occurs. City Council Goals and Objectives: 1.0 Enhance Community Identity and Connections 1.2 Gain insight into public sentiment on community issues and services. 1.4 Support a public art program throughout the City. 4.0 Maintain Economic Vitality Financial Impact: Amount of Request/Contract:NA Amount Budgeted: $31,975 Funding Source/Account #: Transient Guest Fund (204.5010.450.85.50) Recommended Motion: Staff recomends waiving the customary first reading and approve an ordinance authorizing the sale, consumption and possession of alcoholic liquor during the Merriam Drive Live Event according to K.S.A. 41-719 and amendments thereto. Supporting Documents: Merriam Drive Live Ordinance 2024 Exhibit A- 2024 Boundary Map  ORDINANCE NO. AN ORDINANCE AUTHORIZING THE SALE, CONSUMPTION, AND POSSESSION OF ALCOHOLIC LIQUOR DURING THE MERRIAM DRIVE LIVE EVENT. WHEREAS, K.S.A. 41-719 and amendments thereto requires the governing body of the City of Merriam, Kansas (“Governing Body”) to approve the consumption of alcoholic liquor at an event held on public streets and sidewalks. WHEREAS, the City of Merriam, Kansas is sponsoring such an event, Merriam Drive Live, on October 5, 2024, from 2 p.m. to 8 p.m. in which a caterer, pursuant to K.S.A. 41-719 and amendments thereto and the Merriam City Code, intends to offer for sale, sell, and serve alcoholic liquor for consumption at the event. NOW THEREFORE, BE IT ORDAINED BY THE GOVERNING BODY OF THE CITY OF MERRIAM, KANSAS: SECTION 1: In accordance with K.S.A. 41-719 and amendments thereto, the Governing Body hereby approves the consumption of alcoholic liquor on the street and sidewalks within the boundaries of the permitted area designated on the attached Exhibit A, during the Merriam Drive Live event from 2 p.m. to 8 p.m. on Saturday, October 5, 2024. SECTION 2: During said periods when consumption of alcoholic liquor is hereby authorized, the areas of the public street designated within the boundaries of the permitted area designated on the attached Exhibit A shall be and are hereby directed to be closed to vehicular traffic. SECTION 3: During said periods when consumption of alcoholic liquor is hereby authorized, the boundaries of the permitted area designated on the attached Exhibit A shall be clearly marked by signs, a posted map, or other means which reasonably identify the area in which alcoholic liquor may be possessed or consumed at such event. SECTION 4: This ordinance shall be in full force and effect from and after its passage, approval and publication in the official City newspaper, all as provided by law. PASSED by the Governing body on this day of , 20 . APPROVED AND SIGNED by the Mayor on this day of , 20 . Bob Pape, Mayor (Seal) ATTEST: Juliana Pinnick, City Clerk APPROVED AS TO FORM: Ryan Denk, City Attorney  EXHIBIT A BOUNDARY MAP BARRICAD E SATURDAY, OCTOBER 5, 2024  Item Information Form Subject/Agenda Item: Disposal of Remnant City Owned Property at 9816 W 52nd Street Submitted By: Caitlin Gard, Assistant City Administrator Meeting Date: March 11, 2024 Project Background/Description: The property at 9816 W 52nd St. was purchased by the City in 2013. The acquisition of the property was necessary for the City to access the creek for maintenance purposes. At the time of purchase, there was a duplex on the property, which has since been demolished and the property sits as green space with creek access. As shown in the attached plat, the property is split by the creek with 0.28 acres south of the creek (labeled Tract 6A) and 0.09 acres north of the creek (labeled Tract 6B). While the City still needs access to the creek, the south portion of this property (Tract 6A) can serve that purpose. Tract 6B is of no use to the City, we continue to maintain it, and an adjacent property owner has shown interest in purchasing it. The City does not have a formal policy for real property disposition. In December 2023, staff contacted all adjacent property owners offering Tract 6B for sale. Of the four property owners contacted, only one responded with interest. City Council Goals and Objectives: N/A Financial Impact: After negotiation, a sale price of $200 was agreed to. Upon deeding the parcel, the City would no longer have to maintain the property, saving staff time and resources, and the property will return to the tax rolls. Recommended Motion: Staff recommends the sale of Tract 6B of 9816 W 52nd St. to Mitch Osborn for the amount of $200. Supporting Documents: 9815 W 51st Pl - Quit Claim Deed 9815 W 51st Pl - Final Plat  QUIT CLAIM DEED The City of Merriam, Kansas, (herein "Grantor"), for and in consideration of the sum of Two-Hundred and No/100 Dollars ($200.00), the receipt of which is hereby acknowledged, does by these presents, REMISE, RELEASE, and forever QUIT-CLAIM unto Mitch Osborn, whose address is 9815 W. 51st Place, Merriam, Kansas 66203 (herein "Grantee"), his successors and assigns, all of Grantor's right, title, and interest, other than such right, title and interest of Grantor reserved herein, in the parcel of real estate, situated in the City of Merriam, Johnson County, Kansas, legally described as: Tract 6B, Zarda’s Subdivision, Second Plat Part of Lot 6, Zarda’s Subdivision, a Subdivision in the City of Merriam, Johnson County, Kansas, the final plat for which was filed with the Johnson County Register of Deeds on November 15, 2023 at Book 202311, Page 002771, a copy of said final plat being attached hereto as Exhibit A. ALL SUBJECT to all easements, rights-of-way, restrictions, agreements, and encumbrances of record, including such easements, rights-of-way, restrictions and agreements of Grantor which are expressly reserved, and further subject to all taxes and assessments, general and special, not now due and payable. TO HAVE AND TO HOLD THE SAME, with all the rights, privileges, appurtenances, and immunities thereto belonging unto Grantee and unto its successors and assigns forever; so that neither the Grantor, nor any other person or entity, for it or in its name or behalf, shall or will hereafter claim or demand any right or title to the aforesaid premises or any part thereof other than the easements, rights-of-way, restrictions, agreements and encumbrances of record reserved herein by Grantor. Grantee understands that the above described property is being conveyed to him “AS IS, WHERE IS”, without any warranty {K0384081.DOC; 1} 1 of any kind as to the condition of the property or Grantor’s title to the same. Grantee further agrees that relative to his use and occupancy of the above described property that Grantee shall comply with all applicable provisions of the City Code for the City of Merriam, Kansas as may be amended. WITNESS THE HAND of said Grantor this _____day of __________________, 2024. City of Merriam, Kansas By: ________________________________ Name: _____________________________ Title: ______________________________ ACKNOWLEDGMENT STATE OF KANSAS ) ) SS COUNTY OF JOHNSON ) BE IT REMEMBERED that on this ____ day of _______, 2024, before me, the undersigned, a notary public in and for the county and state aforesaid, came___________________________ (Name) who is personally known to me to be the same person who executed the within instrument of writing as _________________________ (Title) of the City of Merriam, Kansas, and such person duly acknowledged the execution of the same as their free act and deed for the purposes and consideration therein expressed. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year last above written. _____________________________ My appointment expires: {K0384081.DOC; 1} 2 EXHIBIT A  Memo Subject/Agenda Item: March CIP Update Submitted By: Celia Kumke, Public Works Director Meeting Date: March 11, 2024 To: Mayor & City Council Background/Information:  50th Terrace/England Street to Kessler Street Drainage Project – Plans are completed and easement acquisition is under way. We anticipate bidding this project in April.  Underground Utilities – Shawnee Mission Parkway Corridor – Evergy and Olsson submitted 50% plans for review in February 2024. A field visit to review plans and walk the site is scheduled for March 6th. Supporting Documents: CIP active project list 3-11-2024  BUDGETED ACTUAL PUBLIC PUBLIC PROJECTED FUNDING DESIGN ENGINEER'S BID AWARD AT CONTRACT NOTICE TO PROJECT NAME CONSTRUCTION CONSTRUCTION STATUS MEETING MEETING CONTRACTOR SUBSTANTIALLY SOURCES CONSULTANT ESTIMATE OPENING COUNCIL AMOUNT PROCEED COST COST #1 #2 COMPLETE DATE 2021 Storm drainage repairs CIP maintenance $350,000 $271,058.90 Construction BHC Engineering $456,690.00 9/21/21 9/27/21 Municipal Pipe Tool $288,337.50 11/29/21 1/22/22 CIP special sales 50th Terrace/England St. to tax/maintenance $1,398,012 Design BHC Engineering Kessler St Drainage Project program Underground Utilities – Shawnee Mission Parkway TIF Fund $5,000,000 Design Olsson Corridor  MINUTES Advisory Board Meeting City of Merriam, Kansas Merriam Community Center Tuesday, February 27, 2024 6:00 PM 6040 Slater Street 1. ROLL CALL/ATTENDANCE The February meeting of the Merriam Parks & Recreation Advisory Board was called to order at 6:00 p.m. by Chairperson Christopher Leitch. Board members in attendance included: Evan Quinley; Katie Leary; Christopher Leitch; Laura Sagan; George Vesel; and Scott Diebold. Staff members in attendance were: Anna Slocum, Parks and Recreation Director; Dave Smothers, Assistant Parks and Recreation Director; and Abby Hall, Guest Services Coordinator. Kathy Stull and David Zukley notified staff and chairperson of their absence. 2. PUBLIC COMMENTS a. Girl Scout Owl Prowl Request A detailed memo from the organization was included in the packet. The Girl Scouts have requested that the fee’s for their Owl Prowl event be at the residential rate and not the commercial rate. It was expressed that the goal for this event was to offer a quality event at a reasonable price without having to raise the event price for participants. Currently the price is $30 per girl. At the most recent event, a troop from Merriam attended. It is expected that they will return for the next Owl Prowl event. Discussion:  The exact number of troops in Merriam is not known.  Owl Prowl is a lock-in event. There are other programs for troops to participate in throughout the year.  The last Owl Prowl event had just over 600 girls and chaperons in attendance.  This request for 2025 would be the third year the event would be held at the Merriam Community Center.  Staff had very little concern or after action items for improvement after the 2024 event. Having the experience of one year significantly helped and improvements implemented were successful.. 3. APPROVAL OF JANUARY 23, 2024 MINUTES Page 1 of 6 Parks & Recreation Advisory Board Minutes – February 27, 2024 a. January 23, 2024 Minutes Board Member Sagan made a motion to approve the January 23, 2024 minutes. Board Member Diebold seconded and the motion was unanimously APPROVED. 4. STAFF REPORTS a. DIRECTOR'S REPORT i. Community Center Update A detailed memo was included in the packet. Updates to the information included:  One of the motion sensor lights in family change has failed. A part has been ordered with estimated install in the next week.  Staff will begin 2025 budget preparation in the next week.  The temporary art wall stabilization project is in place and is operable.  Cecilia Walther, Recreation Coordinator-Fitness provided a two-week notice. She has accepted a similar position with another municipality closer to home. Her last day will be March 8. The position is posted. Staff anticipates first review of applications to occur March 11 with first round interviews occurring shortly thereafter.  Flags for Freedom volunteers completed the 800 flag replacement process, taking two volunteer dates do complete. Discussion:  Guests are able to request certain equipment to be added to the facility by relaying the information to the Welcome Desk or sending an email through the website. These will be managed in one of two ways. If the recommendation has merit, staff could implement through the current year operational budget. This is how the mirrors and bench request made in 2023 were completed. If the improvement is more costly, then the fund would need to be requested through the annual budget process. ii. Monthly Community Center Membership Report A detailed memo was included in the packet. Updates to the information included:  February member visitation is expected to exceed 2023 by 900 visits with daily visits expected to exceed 2023 by 150.  Staff is carefully monitoring February revenue. While not as early as January, February is anticipated to exceed 2023 revenue on Tuesday. Discussion:  The facility does offer a program called Gympass. This program works differently than other insurance based programs. There has been one redemption of use since the agreement was signed in 2023. Page 2 of 6 Parks & Recreation Advisory Board Minutes – February 27, 2024 b. ASSISTANT DIRECTOR'S REPORT i. PROGRAM EVALUATIONS 1. Sweetheart Ball A detailed evaluation was included in the packet. Staff reported that this event has been canceled the past couple of years. There are many more communities offering an event of this nature. In an effort to have the event stand out in the competition of events, staff will investigate ways to add new elements next year in attempts of creating more interest. There was no discussion. 2. Swiftie Super Bash Pop-Up A detailed evaluation was included in the packet. This event was the brain child of the Recreation Program Assistant when the Chiefs won the AFC Championship. This event was put together in eight days. Swiftie bracelets were made and the ERAs tour was plaid. Staff plan to nominate the event for a KRPA program award at the 2025 annual conference. ii. UPCOMING EVENTS 1. Heartland Artist Exhibition Opening Reception The opening reception invitation was included in the packet. Staff shared that there were oover 109 artist entries for this year's national juried show representing artists from 11 states. This show awards $3,300 in prize money. There was no discussion 2. Free Day at MCC for Merriam residents Staff reported that there are two upcoming free days for Merriam residents. Staff uses the Shawnee Mission School District calendar to determine dates. Typically, the dates chosen are Fridays when pass visitation is lower. The upcoming dates are March 8 and April 12. 3. Brunch with the Bunny A flier for the event was included in the packet. Staff shared that currently 100 of the 125 registrations are taken. Staff will be reviewing the task list for the event and reaching out for volunteer opportunities soon. There was no discussion. Page 3 of 6 Parks & Recreation Advisory Board Minutes – February 27, 2024 iii. PROGRAM UPDATES 1. 2024 Merriam Farmers' Market Update Included in the packet is an update to 2024 season. To date there are 13 returning vendors and applications for five new vendors. Full season fees increased from $370 to $400, this is the first price increase in five years. Opening day of the market is Saturday, May 4. There was no discussion. 5. NEW BUSINESS a. Orchid Society Rental Rate Request Members of the Greater Kansas City Orchid Society (OSGKC) attended the January Park Board meeting requesting that for two of their upcoming events, annual fundraising auction and the orchid show, be considered exempt from the commercial rate. OSGKC has been renting space at the Merriam Community Center since December 2021. This will be the third year the event would be held at the community center with no issues in previous years. Since OSGKC is a 501c3 organization, with proceeds from the event funding their educational mission, staff recommends approval of the reduction of the rental rate from commercial to residential to include paying for all hours the rooms are occupied during hours of operation. Discussion:  Board members commented that that this event is a beautiful opportunity for staff and residents to see and experience orchids. Board Member Vesel made a motion to approve the residential rate Board Member Diebold seconded and the motion was unanimously APPROVED. b. SilverSneakers Amendment With the growth of SilverSneakers® along with inquiries from patrons that participate in the program, staff began researching the opportunity to change the status from an amenity only facility to a full-service facility. Tivity, the parent company of SilverSneakers®, has extended an amendment to the original February 2020 agreement to change the status. Under the terms, the Merriam Community Center would be responsible for maintaining and replenishing equipment and comply with the exact specification for the equipment as defined in the Reference Guide. Staff has reviewed the document. The equipment is already available to members and is currently maintained by the department. The last change to the agreement is a change in the reimbursement rate per visit. The rate would increase from $2.50/visit to $2.75/visit up to $20/member/month or just over 7 visits/month/member. Out of the 1,391 visits in January, 61% were completed by 64 participants maximizing the $20 cap/member. Staff will have to complete the Tivity Training for teaching their classes. Tivity is prepared to provide 2 free vouchers to certify instructors. At this time, staff will complete the training and instruct classes. Classes will be scheduled on Tuesday / Thursday during a time when the class schedule for seniors is lighter. Participants in Page 4 of 6 Parks & Recreation Advisory Board Minutes – February 27, 2024 SilverSneakers® will attend the class for free but others can register to join the class. Staff is seeking Park Board recommendation to sign the amendment to the agreement to become a full-service participating facility providing Tivity Health Proprietary Classes. Discussion:  These classes must meet SilverSneakers requirements. Training certificates will be provided through Tivity for whoever is identified to teach the classes.  This will mean opportunity for growth in members and expansion of programs.  There is no initial output of resources from the department to offer these programs as the required equipment is already available.  Once the vouchers are redeemed, there are fees associated to become certified but the fees are minimal and easily budgeted, $40/class.  Output is minimal for the potential return on investment. Board Member Leary made a motion to approve the new SilverSneakers Amendment Board Member Vesel seconded and the motion was unanimously APPROVED. c. IKEA Friends and Family Promotion Staff looks for ways to cross-promote services with Merriam businesses, typically in the form of sponsorship. Since not all Merriam businesses can provide financial support to community events, staff considers other avenues for promotion. Recently, IKEA inquired if there would be an opportunity to join efforts and resurrect a promotion from the Merriam Aquatic Center. The terms of the agreement would include IKEA promote Merriam Community Center the local store webpage in the Family Partners Page as well as be included in the family newsletter distributed in the Kansas City market twice during the promotional period as well as promoting events and activities offered by the department. The department will provide IKEA Friends and Family Members receive the resident rate for daily pass membership by showing proof of their Friends and Family card. In addition, IKEA will be able to provide printed material to promote IKEA at the community center. The promotional period will be one year. Staff is seeking Park Board recommendation for staff to continue with the agreement with IKEA. Discussion:  No new expense will be accrued to implement this for this program.  The center will be gaining visibility and notification.  The last time this promo was used, there were less than 100 guests took advantage of the opportunity.  This would help add to the identity of Merriam and solidify that this is Merriam, not Shawnee or Mission. Board Member Vesel made a motion to approve the IKEA Friends and Family Promo Board Member Sagan seconded and the motion was unanimously APPROVED. d. Flag Usage Policy and Procedure Page 5 of 6 Parks & Recreation Advisory Board Minutes – February 27, 2024 In late 2023, City Council approved the transition of Flags 4 Freedom from a committee driven event to a city event. One of the requirements of the MOU was the established flag usage partners would continue to have access to utilize flags. Prior to the first request, it is imperative to have established policy and procedures for usage. The procedure includes notification process, coordination of pick-up and return, donation process for use, defining responsibilities as well as flag kits and proper storage and return of equipment. Staff is seeking Park Board recommendation to approve the Flags 4 Freedom policy and procedure as proposed. Discussion:  If there is a request to use flags before July 4th, the old flags will be used.  Currently, staff is not in charge of picking up or dropping off flags.  The City buys the flags, the Parks & Recreation department is responsible for the event. Public Works is in charge of storage.  Life of a flag is hard to determine. It will be based upon elemental conditions to which it is exposed.  This is the first large quantity of flags to be replaced. In the past, the most that had been replaced at one time was a couple hundred. Board Member Leary made a motion to approve the new Flag Usage Policy and Procedure plan Board Member Vesel seconded and the motion was unanimously APPROVED. 6. OTHER BUSINESS a. Art Committee Update Discussion:  Meeting was postponed b. Year End Video 2023 As part of the annual report process, the Communication Team created the 2023 annual video. Staff shared the video with the Advisory Board. c. KRPA Distinguished Board and Commission Member Video At the annual KRPA conference, Kathy Stull was honored as the Distinguished Board and Commission Member. The video that was compiled based upon the nomination and photos provided was shared with the Advisory Board. 7. ADJOURNMENT Board Member Leary made a motion to adjourn the meeting at 6:55 p.m. Board Member Leitch seconded and the motion was unanimously APPROVED. Page 6 of 6