Parks and Recreation - Advisory Board

ADVISORY BOARD MEETING AGENDA Tuesday, March 23, 2021 6:00 PM Merriam Community Center 1. Roll Call/Attendance Staci Chivetta 2. Public Comments Staci Chivetta 3. Approval of February 23, 2021 Minutes Staci Chivetta 4. Staff Reports a. Director’s Report Anna Slocum i. Community Center Update ii. Monthly Community Center Membership Report iii. Tim Murphy Art Gallery Report iv. Farmers’ Market Update v. Waterfall Park / Brown Park Update 5. New Business 6. Other Business Anna Slocum a. Chatlain Park Project Update b. Website Preview / Update 7. Adjournment Distribution: Board Members: Chivetta, Croan, Howard, Leary, Leitch, Quinley, Scott, Stull Mayor Sissom City Council Members City Staff: Chris Engel, Meredith Hauck, City Clerk, Anna Slocum, Dave Smothers, Renee Nagle, Cole Surber, Nicole Ritter  CITY OF MERRIAM PARK AND RECREATION ADVISORY BOARD MEETING MINUTES Tuesday, February 23, 2021 6:00PM Roll Call The February meeting of the Merriam Parks & Recreation Advisory Board was called to order at 6:00 pm, by Chairperson Staci Chivetta. Board members in attendance included: Katie Leary, Billy Croan, Kathy Stull, Tony Scott, LaVera Howard, Evan Quinley and Christopher Leitch. Staff members in attendance included: Anna Slocum, Director; and Nicole Ritter, Customer Service Representative. Due to COVID-19 gathering restrictions, other staff did not attend. Public Comments No public in attendance Approval of Meeting Minutes Christopher Leitch made a motion to approve the February minutes with no corrections or additions. Billy Croan seconded the motion, which passed unanimously. Staff Reports Director’s Report COMMUNITY CENTER CONSTRUCTION UPDATE • Warranty work on the Natatorium should be complete by end of the month. Staff has begun the process of deep cleaning the deck and equipment after construction. • Palmer Electric is expected to be on site this week to address the lighting solution for “Bask”. Their timeline has the project being lit by mid-March. • The headache bar height warning system was delivered last week. This system will notify drivers entering either level of the parking structure of the maximum height. Staff is waiting on McCarthy to schedule labor to install. There are a few remaining items left on their punch list that staff will have to track through spring due to the nature of the item. • On Friday, February 12 staff received an email from JOCO Health and Environment with clarification of the Board of County Commissioners Health order as it relates to locker rooms and restroom facilities. This clarification outlined that showers associated with the operation of pools were exempt and allowed to open. There will be social distancing required within the locker rooms. With this clarification, staff met and developed a plan to reopen the pool. With items still needing to be completed in the natatorium, staff training required after not being in the water since mid-November, the pool will open March 1. Those with suspended annual memberships were notified that their membership would be re-instated on March 1 and they would receive an extension equal to the number of days the pool was closed. Those that pay month-to-month were notified that their memberships would be reinstated and monthly payments would begin on March 5. • Interviews for the full-time aquatic coordinator position have occurred. Staff has sent “homework” to the top 5 candidates in preparation for round 2 interviews. The goal is to have someone on board by mid- March. Liza Thalken, Fitness Coordinator, has left employment of the City of Merriam. That position has been posted with the first review of applications occurring March 1. In addition, there are several part- time positions available –Fitness Attendant, Facility Attendant, and summer aquatic staff such as lifeguards, slide / concession attendants. Monthly Community Center Membership Report Included in the packet were membership reports. The monthly comparison for January shows that 182 memberships were sold with 44 cancelled. In future months this will provide insight on trending membership sales identifying key times for targeted promotions. Annual membership sales report will provide insight to how each month compares to the previous total sales. January sales equals 27% of total sales in 2020. With no sales from January 2020 this information is providing a base for 2022. Also included in the packet are visit comparison reports. January visits are 24% of annual membership visits from 2020 with daily visits 27.5% of 2020 daily visits. Also included are the highest attended days and insurance visit reports. These are established to provide comparisons to the past year similar to membership reports. Discussion ensued about using the data for marketing purposes, specifically targeted campaigns, as well as staffing requirements. Determining what data is important to track and analyze for the communication team to continue to grow memberships will be key. Tim Murphy Art Gallery Update • The current show at the gallery is Movement. Form. Color. Geometry: Abstracts from the Heartland and runs through Saturday, February 27th. • There were 245 works submitted from 84 artists representing 10 states for the 25th Annual Heartland Artist Exhibition. Eighty works from 53 artists representing six states were accepted. The show will be hung the first week of March. Unfortunately, due to COVID restrictions, there will be no opening reception and awards ceremony the evening of March 6 will be presented virtually. • There are eight people registered for Beginnings, the Heartland artist workshop led by juror, Cris Chapin. The workshop is scheduled for Thursday and Friday, February 25 and 26. • Call for Artists for 2022 monthly shows is currently underway with a deadline of Monday, July 12. Farmers’ Market Summer 2021 market dates are Saturday, May 1st through Saturday, September 25th. Vendor selection is currently in progress. Until further notice the market will continue to run under the COVID protocols established in 2020. Vendors will be spaced out every other stall and shopping will proceed one way to ensure appropriate physical distancing. Masks are required for all. Live music has been put on hold for now. Once a month there will be “take and make” projects for kids/families to take and complete at home. Build-a-Plush Evaluation Included in your packet is an event evaluation for Build a Plush. Although not a traditional special event, this evaluation provides staff the opportunity to review the program for future events. Ideally, this program would break even but there was an issue with the registration fee amount that was not initially identified. There are ideas to expand this program into birthday parties or other holiday themed programs that staff will explore. New Business Chatlain Park Project Discussion Included in the packet is a memo outlining the Chatlain Park Project. Staff provided a power point presentation on the three options to replace the structure. 1. Two-Bay Swing with bucket and belt swings 2. Two-Bay Swing with bucket and belt swings + Friendship Swing 3. Two-Bay Swing with bucket and belt swings + WeGo Swing  The presentation provided an overview of the project, outlined the three opportunities, proposed budgets and funding opportunities. The recommendation of Park Board will be presented at the March 8 meeting. Once the project is approved at the Council level, it is staff’s goal for the project to be complete by mid-May barring weather delays. Discussion among Park Board Members ensued. The location is not only central to the City but also to the metropolitan area. It is a highly visible area in one of the highest travel interchanges in Kansas. To have the ability to lead the charge as small city to be progressive and inclusive is an impressive opportunity. This will be an opportunity to attract visitors and promote the City. There was concern that this would be the first one of its kind as it related to maintenance and ability to withstand climate change. Christopher Leitch made a motion to propose the third option of the Two-Bay Swing with bucket and belt swing + WeGo Swing. Katie Leary seconded the motion with passed with a 6 -1 vote. Other Business New Park Board Roster Included in the packet is a new Park Board Roster. Staff was notified that a phone number for one of the members was incorrect. Please review the roster to confirm correct information and update contacts accordingly. Adjournment Christopher Leitch called for a motion to adjourn. Billy Croan seconded. The meeting adjourned at 7:35 p.m.  EXPIRED February Monthly Membership Sales Comparison Membership Category 2020 2021 TWO PERSON CHARTER TWO PERSON HOUSEHOLD 8 ACTIVE & FIT 1 ADULT CHARTER ADULT MEMBERSHIP 13 COUNCIL - BOARD MEMBERSHIP EMPLOYEE TWO PERSON HOUSEHOLD EMPLOYEE ADULT EMPLOYEE HOUSEHOLD EMPLOYEE SENIOR HOUSEHOLD HOUSEHOLD CHARTER HOUSEHOLD MEMBERSHIP 10 EMPLOYEE PART TIME TWO PERSON EMPLOYEE PART TIME ADULT EMPLOYEE PART TIME HOUSEHOLD 1 EMPLOYEE PART TIME SENIOR EMPLOYEE PART TIME YOUTH PRIME MEMBERSHIP 1 PEERFIT RENEW ACTIVE 10 RETIRED SENIOR HOUSEHOLD RETIRED SENIOR 1 SCHOLARSHIP MEMBERSHIP SENIOR CHARTER SENIOR CHARTER HOUSEHOLD SENIOR HOUSEHOLD 2 SENIOR MEMBERSHIP 2 SILVER & FIT 4 SILVER SNEAKERS 16 YOUTH MEMBERSHIPS 1 TOTAL MEMBERSHIPS SOLD 0 70 CANCELLATIONS 0 SUSPENDED 0 EXPIRED 0 Annual Membership Sales Comparison Membership Category 2020* 2021 TWO PERSON CHARTER 44 0 TWO PERSON HOUSEHOLD 26 16 ACTIVE & FIT 1 2 ADULT CHARTER 41 0 ADULT MEMBERSHIP 56 26 COUNCIL - BOARD MEMBERSHIP 8 6 EMPLOYEE TWO PERSON HOUSEHOLD 4 4 EMPLOYEE ADULT 18 0 EMPLOYEE HOUSEHOLD 8 4 EMPLOYEE SENIOR HOUSEHOLD 1 2 HOUSEHOLD CHARTER 81 0 HOUSEHOLD MEMBERSHIP 41 21 EMPLOYEE PART TIME TWO PERSON 0 0 EMPLOYEE PART TIME ADULT 5 0 EMPLOYEE PART TIME HOUSEHOLD 9 1 EMPLOYEE PART TIME SENIOR 2 0 EMPLOYEE PART TIME YOUTH 14 0 TIVITY PRIME MEMBERSHIP 30 1 PEERFIT 0 0 RENEW ACTIVE 44 17 RETIRED SENIOR HOUSEHOLD 5 3 RETIRED SENIOR 1 1 SCHOLARSHIP MEMBERSHIP 2 0 SENIOR CHARTER 54 0 SENIOR CHARTER HOUSEHOLD 44 0 SENIOR HOUSEHOLD 6 2 SENIOR MEMBERSHIP 19 4 SILVER & FIT 2 5 SILVER SNEAKERS 105 135 YOUTH MEMBERSHIP 2 2 TOTAL MEMBERSHIP SALES 671 252 CANCELLATIONS 66 44 SUSPENDED 30 0 EXPIRED** ***292 0 *Charter Sales for Grand Opening began in March **All Council and Employee related passes expire annually in December ***Includes 80 IBFCC memberships carried over due to COVID-19 closures 2021 TOTAL VISITS JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV DEC TOTAL VISITS MEMBERSHIP VISITS 3,065 3,008 6,073 DAILY VISITS 154 144 298 TOURS 77 38 115 2020 TOTAL VISITS JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV DEC TOTAL VISITS MEMBERSHIP VISITS 388 1,765 1,862 3,159 2,833 2,490 12,497 DAILY VISITS 3 53 59 197 104 144 560 TOURS 366 378 149 133 56 31 1,113 2021 Highest Attended Day JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV DEC 143 156 MEMBERSHIP VISITS ( Mon 4th) (Tues 2nd) 16 (Sats 2nd 16 DAILY VISITS /16th) (Sat 13th) 2020 Highest Attended Day JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV DEC 72 85 92 148 159 117 MEMBERSHIP VISITS (Thur 30th) (Mon 24th) (Thur 10th) (Tues 27th) (Wed 11th) (Wed 30th) 19 2 6 11 (Sat 10th/ 16 (Sat 16 (Mon DAILY VISITS (Tues 28th) (Mon 31st) (Sat 5th) Tues 27th) 14th) 28th) 2021 INSURANCE VISITS JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV DEC TOTAL VISITS Silver Sneakers 328 347 675 Prime Fitness 24 17 41 Renew & Active 136 138 274 Silver & Fit 8 8 16 Active & Fit 3 2 5 PeerFit 3 3 2020 INSURANCE VISITS JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV DEC TOTAL VISITS Silver Sneakers 32 156 187 264 308 287 1,234 Prime Fitness 0 26 37 33 29 32 157 Renew & Active 1 19 98 118 121 357 Silver & Fit 6 6 Active & Fit 0 0 PeerFit 0 Visit Comparison Report. February 2021 Park Board Special Event Evaluation Event Name: 25th Annual Heartland Artist Exhibition Virtual Awards Presentation Date: Saturday March 6, 2021 Location: Virtual Number of Registrants: 84 (12 photographers) / 53 accepted (7 photographers) Number of attendees: N/A Ages/Grades: Adult Cost of Event: $45 per Artist (Submitting up to 3 works) Revenue: $3,780 Expenses Juror (Cris Chapin) $400.00 Print Materials $308.00 Awards $3,300.00 Sam's Club (paper products, food, pop) N/A Alcohol N/A Band N/A Total Expenses $4,008 Net: -$228 Special Items Needed: Big screen TV to use as teleprompter, laptops to mirror speech on big screen TV and slideshow to projector, TMAG tablecloth, microphone, tabletop podium, cell phone for recording. Modes of Publicity: brochure, Brightsign at MCC, art websites, postcards, email to past participants, Facebook Staff: Ingrid Berg, Dave Smothers, Renee Nagle Volunteers: N/A Strengths: Even with COVID there were enough submissions to cover the prize expenses. Were able to record the virtual awards presentation and post on Facebook and the website for people to view. Exhibit will still be available to view in person during regular MCC hours. Weaknesses: COVID restrictions cancelled the in person event. Opportunities: The larger space at MCC will be great for future Heartland receptions. We offered a pre- heartland artist workshop “Beginnings” with juror Cris Chapin and 9 artist participated. Will definitely continue offering this to interested artists. Thoughts: Be sure to have three to four people help put up the walls as they are heavy and cumbersome. Due to the larger size of works eighty is plenty for this show even using all three portable walls. It was great having the extra gallery lights. Class Evaluation Class Name: Heartland Artist Workshop - Beginnings Date: Thursday & Friday February 25 & 26, 2021 Location: MCC – Campbell Room Number of Registrants: 9 Artists Number of participants: 10 (with instructor – Cris Chapin) Ages/Grades: Adult Cost of class: $125 per Artist Revenue: $1,125 Expenses Instructor $900 Food/ Pop 11.99 Misc. None Total Expenses $911.99 Net: $213.01 Special Items Needed: Tables, chairs, drop cloths, camera, trash can, coffee dispenser with coffee, sugar, creamer, cups, napkins, bottled water, registration list, Hershey’s chocolates for afternoon treat. Modes of Publicity: brochure, Facebook posts, Brightsign at MCC, email to Heartland registrants Staff: Ingrid Berg Strengths: Considering COVID, it was great having nine artists participate. Instructor (Cris) and students were extremely receptive and stated it was wonderful being able to have the class in person as so many things have had to be done through Zoom lately. Weaknesses: The sun coming through the east windows and door causes a bad glare off the floor in the morning. Staff remedied by putting brown paper over them. Opportunities: Add other similar art workshops throughout the year. Thoughts: Continue with the workshop in the future. as of 3/16/20219:12 AM Merriam Farmers' Booth Assignments - 2020 Saturdays - May 1 - Sept. 25, 2021 Social Distancing 2021 Farmers' Market Vendors 7:00am - 1:00pm ENTER EXIT “Sweet Bunny Farm” Neil Hartel – 1 19 Flowers - PIF 2 20 3 "Country Road Cupboard" - Chari & David Shepard - Spice Mixes - PIF v “Bradwell Farms” Bob Bradwell - PIF 21 4 “Bradwell Farms” Bob Bradwell 22 5 Lou's Flyshop- Michael Knight - PIF v 23 “Backyard Blossoms” Amee Her - Produce, 6 24 Arts-Crafts & Flowers - $200 DEPOSIT 7 "Way of The White Dog" - Susan Paul - Produce/Bakery/Dog Treats - PIF v “Backyard Blossoms” Amee Her - Produce, Arts-Crafts & Flowers 25 8 26 9 "Dragon's Lair" Elaine Boyd & Kelly Kline Arts & Crafts - DEPOSIT v NEW! "Beverlins Little Piece of Paradise" - Lonnie Beverlin - PIF 27 NEW! Agnes Dillard - denim accessories - Info table & Rex Nolan - PIF 27.5 mailing deposit 10 “Nowachek Apiaries” Andrew & Wendy Nowachek - Honey - PIF v “Hayes Gardens” Jim & Lynn Hayes – Produce 28 “Hayes Gardens” Jim & Lynn Hayes – 11 29 Produce - $300 DEPOSIT 12 JoAnn Thompson - Handmade Arts & Crafts - PIF v "His Crown - My Crown" Dean Davis- Produce & Flowers - PIF 30 13 31 14 "Bailey's Orchard" Scott & Laura Bailey - Produce - PIF v “Patsy’s Bouquet” Pat Brown- arts & crafts & flower arrangements - PIF 32 15 33 16 Louie's Jams, Jellies & Crafts - Louis Seve - May & Sept v "C & S Creations" Diebold- Wood Crafts - DEPOSIT 34 17 35 "Roots for Refugees" - Bawi Hmung - “HoneyBerry” Miles Raymond - Produce & 18 36 Produce - PIF Honey - PIF ENTER EXIT