Parks & Recreation Advisory Board

Advisory Board Agenda Merriam Community Center, 6040 Slater St. June 27, 2023 - 6:00 PM If you require any accommodation (i.e. qualified interpreter, large print, reader, hearing assistance) in order to attend this meeting, please notify the Community Center at 913-322-5550 no later than 24 hours prior to the beginning of the meeting. 1. ROLL CALL/ATTENDANCE 2. PUBLIC COMMENTS a. The University of Kansas Sensory Enhanced Aquatics Request KU SEA Request 3. APPROVAL OF MAY 23, 2023 MINUTES a. May 23, 2023 Minutes Parks & Recreation Advisory Board - May 23 2023 - Minutes - Pdf 4. STAFF REPORTS a. Director's Report i. Community Center Update June DirectorUpdate ii. Monthly Community Center Membership Report Annual Comparison.Membership.May Summer Comparison.Membership.May Annual Visits Comparison.May b. Assistant Director's Report i. Program Evaluations 1. Turkey Creek Festival Evaluation 2023 Turkey Creek Festival Final Report 2. Turkey Creek Festival 5K Evaluation 2023 5K Run Evaluation  3. Family Fun Friday - Brown Park Brown Park Evaluation 4. Make Music Day Make Music Day Evaluation ii. Upcoming Events 1. "Experience Counts" Opening Reception July Art Gallery Event 2. Cruise Night July Cruise Night Event Flyer 3. Family Fun Friday - Quail Creek Quail Creek Park Event Flyer 4. Three Scoops of Fun - MCC Birthday Party 3 Scoops of Fun Event Flyer iii. Program Updates 1. Farmers' Market Update June Update 5. NEW BUSINESS a. 2024 Girl Scout Owl Prowl Request Girl Scout Owl Prowl Memo 2024 Owl Prowl Request 6. OTHER BUSINESS a. Get to Know Your Park Campaign b. 5701 Committee Update c. Art Committee Update 7. ADJOURNMENT April 16, 2023 Anna Slocum Parks and Recreation Director City of Merriam 6040 Slater St Merriam, KS 66202 Dear Anna Slocum: We are grateful for our partnership with the Merriam Community Center (MCC) to provide Sensory Enhanced Aquatics (SEA), a swimming and water-safety program for children and adults on the autism spectrum. We developed the SEA program in 2012 and have served nearly 250 autistic swimmers and their families. Our partnership with MCC began Fall of 2021 and we have since provided swim lessons to over 20 autistic swimmers ages 4-18. We also provided swim lessons to 10+ autistic adult swimmers after starting an adult learn to swim program with MCC in June 2022. To continue providing SEA to the underserved population of individuals with autism, we are planning our second annual fundraiser to offset program expenses so costs to swimmers and families remain low. Money raised will be used to purchase equipment & supplies for the program, as well as provide scholarships to swimmers who are not eligible for Merriam’s Dolphin Scholarships. Our plan is to utilize the outdoor pools and surrounding deck space at MCC for a Swim-A-Thon fundraiser on Saturday, August 4th from 9-noon. Sensory Enhanced Aquatics swimmers will solicit pledges to swim laps and complete them with 1:1 support from SEA instructors and volunteers. We anticipate <30 people in the water at time (swimmers with 1:1 support) in increments of 20-30 minutes (~80 swimmers total with 15 volunteers/staff). We estimate swimmers will bring 1-2 family members and may stay 45 minutes total at the event so <50 people will be at the event at any given time. We request fees for use of the outdoor pool(s), deck space and locker rooms be waived to maximize benefit to autistic swimmers and families. We anticipate needing support from front desk staff and 4 lifeguards during the 3 hours of the event and request this support at low or no cost. Sensory Enhanced Aquatics and University of Kansas Medical Center staff and students will support the event to reduce burden on MCC staff. Money raised through this fundraiser will directly benefit SEA program participants at MCC. We appreciate you considering our request to grow our collaboration and continue to make a difference in the Merriam community. Sincerely, Kayla Hamner, MOT, OTR/L Lisa Mische Lawson, PhD, CTRS, FDRT KU Sensory Enhanced Aquatics Program Manager Professor & KU SEA Director University of Kansas Medical Center University of Kansas Medical Center khamner@kumc.edu lmische-lawson@kumc.edu  MINUTES Advisory Board Meeting City of Merriam, Kansas Merriam Community Center Tuesday, May 23, 2023 6:00 PM 6040 Slater Street 1. ROLL CALL/ATTENDANCE The Tuesday, May 23, 2023 meeting of the Merriam Parks & Recreation Advisory Board was called to order at 6:00 PM by Chairperson Christopher Leitch. Board members in attendance included: Evan Quinley; Kathy Stull; Katie Leary; Christopher Leitch; Laura Sagan; David Zukley; George Vesel; and Scott Diebold. Staff members in attendance were: Anna Slocum, Parks and Recreation Director and Dave Smothers, Assistant Director. Public in attendance included Jennifer Miller, Angela Villlanueva, and Billy Croan. 2. PUBLIC COMMENTS a. Girl Scout Request - 2024 Owl Prowl Angela Villanueva and Jennifer Miller representing the Girls Scouts, make a request for the Park Board to consider residency rates for their annual Owl Prowl event scheduled for January 2024. The request and event plan were included in the packet. The event is for fourth through sixth graders and is planned by seventh through twelfth graders. The activities include arts, crafts and stem activities in which the older scouts learn about financial responsibility and leadership. January 2023 was the first year that MCC was host to the event but 2024 will be the events 41st year. Discussion included: • Over the past several years the event has averaged 400 girls but maximum enrollment is 600. • The highest number of participants are from Johnson County. • There will be a few adjustments from last year to help make areas operate more efficiently. As with any event, evaluation of space, especially the first year the space is used is not uncommon. There were no major concerns. • There is a ratio of adults to children maintained throughout the evening. • Food is catered for the teens but teen leaders prepare a menu of items for the campers that they are responsible for "preparing" and serving. • This item will be discussed in further detail at the June 27th meeting where Park Board will make a decision on the request. 3. APPROVAL OF APRIL 25, 2023 MINUTES Page 1 of 4 Parks & Recreation Advisory Board Minutes – May 23, 2023 a. April 25, 2023 Minutes Board Member Zukley made a motion to approve the April 25, 2023 minutes. Board Member Leary 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 packets. Updates to the information included: • There was an audio failure on Monday within the community center. The vendor was notified and on Tuesday the issue was resolved. While staff had tried to problem solve the issue by resetting the equipment, the vendor completed a full power cycle of the equipment. The hard reset restored connection and everything worked as designed. • Lifeguard certification classes are occurring this week for new guards. This includes those just recently hired as well as any staff member hired since the outdoor pool closed. Those guards only hold a shallow water certification and need to complete a few other tasks related to the deep water to guard outdoors. • Staffing levels are better than the same time in 2022 with the goal that the newly hired staff have good availability to fill shifts. • This week a new full-time position was posted for the Parks and Recreation Department. With the growth of registrations and activities occurring at the Welcome Desk, the part-time program position that was recently vacated will be hired as a full time position. Duties will include assisting at the Welcome Desk, social media content, senior and education program assistance. There were no questions or discussion. ii. Monthly Community Center Membership Report A detailed memo was included in the packet. Updates to the information included: • On Sunday, May 21 revenue for the month exceeded revenue of 2022 by $932.96. On average, revenue has been surpassing 2022 between the 17th and 21st of each month. Staff will continue to monitor revenues and expenses with fromal reports quarterly. iii. Winter/Spring 2023 Recreation Report The Recreation Report for Winter/Spring 2023 was included in the packet. This report provides staff with a snap shot on the success of programs. With the exception of Adult Martial Arts, all categories experienced an increase over 2022. The decrease in this category was due to an instructor moving on with no replacement identified. Over this four month time frame the facility welcomed an additional 18,357 people over the same time period in 2022. Page 2 of 4 Parks & Recreation Advisory Board Minutes – May 23, 2023 There was no discussion of the item. b. ASSISTANT DIRECTOR'S REPORT i. UPCOMING EVENTS 1. "Story Within" Opening Reception The invitation postcard was included in the packet. There was no discussion. 2. Family Fun Friday The event flyer was included in the packet. There was no discussion. 3. Make Music Day The event flyer was included in the packet. This is the first time for this event that is centered on the summer solstice, the longest day of the year. 4. Dive-In Movie Night The event flyer was included in the packet. There was no discussion of the item. ii. PROGRAM UPDATES 1. Farmers' Market Monthly Update The monthly udpate was included in the packet. Weather has been perfect the first two weeks. The market is off to a great start. 5. NEW BUSINESS 6. OTHER BUSINESS a. Brown Park History As part of the "Get to Know Your Park Campaign" the meeting was held at Brown Park providing the opportunity for members of Park Board to experience the park, some for the first time. Staff provided a summary of the development of the park and the history of improvements that have occurred to date. Discussion occurred. • The first parcel was sold to the city from Urban Renewal Agency of Merriam. Other plots were acquired when residents approached the city about selling their property. The city does lease land from the South Gate Lodge. This is a 24 year term providing the City right of first refusal if the land is ever sold. • The park was recognized as Park Project of the year by KRPA in 2017 after $300,000 in updates were completed. • The park is named after Esther Brown a local resident who organized citizen support for the Webb v. School District 90 case that set the background for the 2954 Brown v. Board of Education lawsuit. Page 3 of 4 Parks & Recreation Advisory Board Minutes – May 23, 2023 b. David Zuckley shared testimonials he received regarding Turkey Creek Festival. A member of the public shared a concern regarding parking that was voiced at City Council. 7. ADJOURNMENT Board Member Stull made a motion to adjourn the meeting at 7:09 p.m. Board Member Zukley seconded and the motion was unanimously APPROVED. Page 4 of 4 To: Merriam Parks and Recreation Advisory Board From: Anna Slocum, Director of Parks and Recreation Subject: Director’s Report Date: June 27, 2023 Community Center Update • The outdoor water features have not operated at all this season. Pump work was completed over the winter. When the pump was re-installed, tests were performed and it appeared to be fully operational. Additionally, work was completed to improve start-up of the features to override the need to prime the pump. When that work was complete, the pump was tested and it appeared to operate correctly. It was not until the pool was filled and the outdoor pool motor was turned on that a leak was discovered that drained the prime from the pump, that if allowed to run would burn it out. Initially, a plumber was called to identify and repair the leak. The plumber discovered the leak was in the housing assembly of the pump. At this time, staff has contacted the pump vendor and are awaiting a time frame for when they can return. • While performing a slide inspection on June 6, staff discovered that the landing pad was taking on water and detaching from the pool basin posing a major safety issue. Staff contacted the manufacturer to determine next steps. They provided directions for installation to assist with creating a plan to repair. The pool was partially drained to access the pad with a planned approach to adhere it back to the pool surface. Unfortunately, once drained, it was not a simple fix as it first presented. Several of the screws that were used to attach the pad were missing or broken and it had deteriorated to the point it would be a waste of time to adhere. Staff is working with the manufacturer to determine if installation was performed to specifications along with next steps for repair. Staff has contacted the vendor responsible for installation to make them aware of the situation. Until the landing pad can be repaired, the slide will remain closed. • In late March, an employee was injured while using a drill assembly to lower a basketball goal to a patron’s desired height. The drill was immediately taken out of use and staff returned to the manual operation of lowering the goal. This is an exhausting task and requires significant upper body strength. In an effort to avoid future work comp issues, staff received a quote to install a key operated lowering system. Due to the significant cost, staff proposed only making the upgrade to the east set of middle school goals. This is the side of the gym that accommodates rentals and is typically the side that requires more height adjustments than the west side. The funding for the repair is a City Council agenda item on June 26. • Memorial Day 2023 set a new record attendance for the holiday. In 2021, there were 204 membership visits with an additional 69 day-pass visits. In 2022, there were 359 membership visits with an additional 159 day-pass visits. In 2023, there were 543 membership visits with an additional 182 day-pass visits. This represents an increase 1|Page  of 61% from 2021 and a 40% increase over 2023. Comparing revenues for that day, 2023 is an increase of 165% over 2021 and 13.6% increase over 2022. • May 2023 revenue exceeded May 2022 by $45,216.11 or 38.8% growth. Year-to-date revenue through May 2023 is $189,821.42 more than year-to-date through May 2022, growth of 37.5%. • The site directional sign that was damaged is targeted for replacement in mid-August. • The week of June 20 through the end of June the library will be demolishing the south curb to work on building the drive thru for the library. This requires removing the construction fence and placing it into the north lane limiting access to the parking structure lower level. The fence will be moved back into position at the end of each day. Titan will have a flag person to help direct traffic especially when the concrete trucks are on site for the pour. The roadway traffic will be limited as the trucks will have to back down the IKEA way entrance. At the conclusion of this pour, they will move to the drop- off circle to demolish and re-pour concrete in the courtyard by the drop-off circle. Titan will retain a walkway for patrons and the project will not impact the drop-off circle traffic. • Staff has been coordinating with library personnel for their “How to Build a Library” series. Since July is Parks and Recreation Month, staff will meet with library staff on Thursday, June 29 to record an interview. The interview will be staged in the courtyard. Interview questions have been provided for staff to prepare in advance. • The Merriam Community Center had advanced to the final voting round in the “Best of Johnson County” event. Starting July 11, Shawnee Mission Post and Blue Valley Post readers will begin choosing among the five finalists to select this year’s “Best Community Center” winner. The voting will conclude August 15 with the winners announced in September. Stay tuned for ways to help “promote” voting! Park Updates • Through June 18, the shelter at Brown Park has been rented 17 times. For the same time frame, the shelter at Chatlain Park has been rented 11 times. Historically, Chatlain Park was the more popular shelter. • During the monthly inspection of the playgrounds, staff discovered damage to the playground safety surface at Campbell Park. Staff is working with the vendor to schedule repair when the crews are in the area. • While inspecting Brown Park, staff discovered that the balance / surfer feature is cracked. Staff is working with the vendor to get the part ordered. • On Tuesday, June 13 the City of Overland Park conducted a chemical water quality test at Quail Creek. The test was performed by a Water Quality Specialist and two Stormwater Engineering Aides. The test consisted of nutrients, turbidity, potassium and chloride. They are monitoring the flow from one of their Public Work Facilities at 91st Street. The collection team expressed their thanks to Merriam and said that they had an excellent experience. They also reported they found some unique damselflies that they had not seen at other sites. Monthly Community Center Membership Report Included in the packet are the comparison reports for annual membership, summer membership and daily visits. Through May, membership sales are exceeding sales through the same time frame of 2022. At this rate, there will be close to 100 more membership sales in 2023 than 2022. In 2|Page comparing membership sales from May 2022 to May 2023, there was a slight decline. This will be something staff monitors. It is likely a timing issue as families prepared for the summer season. With the start of the summer season, staff will provide a monthly recap of summer membership sales. Through May, summer membership purchases increased over 2022 by five. Daily membership visits and daily visits continue to beat 2022 statistics. Membership and daily visits have both increased 23% over May of 2022. Through June 21, membership visits are 1,024 visits short of June 2022 with daily visits 682 below June 2022. Averaging the first five months of the year, membership visits could easily exceed 126,000 visits with daily visits possibly exceeding 18,500. The busiest day of the month was a Wednesday for membership visits, breaking the Monday domination for the year. Memorial Day was the highest sales for daily visit passes. Insurance visits for May 2023 increased over May 2022 by 48%. Averaging visits to date, insurance visits could exceed 2022 by 8,300 visits. Recommendation: This memo was provided for your information. No action required. 3|Page Membership Category 2020* 2021 2022 2023 TWO PERSON CHARTER 44 TWO PERSON HOUSEHOLD 26 164 229 78 ACTIVE & FIT 1 26 52 40 ADULT CHARTER 41 0 0 0 ADULT MEMBERSHIP 56 265 340 143 CARETAKER PASS 2 1 COUNCIL - BOARD MEMBERSHIP 8 7 3 22 EMPLOYEE MEMBERSHIP 61 68 118 67 FIT CLASS PASS 119 47 HOUSEHOLD CHARTER 81 HOUSEHOLD MEMBERSHIP 41 414 515 178 NANNY PASS 7 4 TIVITY PRIME MEMBERSHIP 30 29 52 13 PEERFIT 0 25 7 1 RENEW ACTIVE 44 118 177 84 RETIRED SENIOR HOUSEHOLD 5 8 3 2 RETIRED SENIOR 1 1 1 2 SCHOLARSHIP MEMBERSHIP 2 3 14 11 SENIOR CHARTER 54 SENIOR CHARTER HOUSEHOLD 44 SENIOR HOUSEHOLD 6 74 79 35 SENIOR MEMBERSHIP 19 123 140 56 SILVER & FIT 2 18 8 3 SILVER SNEAKERS 105 359 229 120 YOUTH MEMBERSHIP 2 25 54 19 TOTAL MEMBERSHIP SALES 671 1,727 2,149 926 CANCELLATIONS 66 287 516 222 SUSPENDED 30 0 0 0 EXPIRED** ***292 17 36 9 *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 Annual Membership Sales Comparison Year-to-Date 2023 Membership Category 2020 2021 2022 2023 TWO PERSON CHARTER 5 TWO PERSON HOUSEHOLD 8 19 12 ACTIVE & FIT 4 3 7 ADULT CHARTER 4 ADULT MEMBERSHIP 20 34 22 CARETAKER COUNCIL - BOARD MEMBERSHIP 1 EMPLOYEE MEMBERSHIP 10 29 15 FIT CLASS PASS 8 12 HOUSEHOLD CHARTER 3 HOUSEHOLD MEMBERSHIP 43 46 43 NANNY PASS 2 1 PRIME MEMBERSHIP 2 5 PEERFIT RENEW ACTIVE 8 11 10 RETIRED SENIOR HOUSEHOLD RETIRED SENIOR 1 SCHOLARSHIP MEMBERSHIP 1 4 SENIOR CHARTER 5 SENIOR CHARTER HOUSEHOLD 4 SENIOR HOUSEHOLD 5 5 7 SENIOR MEMBERSHIP 7 13 11 SILVER & FIT 1 2 1 SILVER SNEAKERS 21 8 24 YOUTH MEMBERSHIPS 3 9 4 TOTAL MEMBERSHIPS SOLD 21 133 195 174 CANCELLATIONS 12 45 53 SUSPENDED EXPIRED 3 Membership Report May 2023 Membership Category 2021 2022 2023 TWO PERSON HOUSEHOLD 13 14 11 ADULT MEMBERSHIP 4 6 10 HOUSEHOLD MEMBERSHIP 60 86 51 SENIOR HOUSEHOLD 12 5 3 SENIOR MEMBERSHIP 4 2 1 YOUTH MEMBERSHIP 5 6 4 TOTAL MEMBERSHIP SALES 98 119 80 2023 Summer Membership Season Comparison Membership Category 2021 2022 2023 TWO PERSON HOUSEHOLD 4 7 11 ADULT MEMBERSHIP 4 2 10 HOUSEHOLD MEMBERSHIP 60 59 51 SENIOR HOUSEHOLD 0 3 3 SENIOR MEMBERSHIP 3 1 1 YOUTH MEMBERSHIP 5 3 4 TOTAL MEMBERSHIPS SOLD 76 75 80 May 2023 2023 TOTAL VISITS JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV DEC TOTAL VISITS MEMBERSHIP VISITS 11,709 9,991 11,632 9,049 10,112 52,493 DAILY VISITS 1,465 1,241 1,790 1,122 2,037 7,655 GUEST PASSES 3 8 1 4 1 17 TOURS 35 18 10 10 26 99 2022 TOTAL VISITS JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV DEC TOTAL VISITS MEMBERSHIP VISITS 7,282 7,419 9,127 8,142 8,202 11,668 11,816 11,214 8,502 7,739 8,521 9,558 109,190 DAILY VISITS 739 1,067 1,449 1,045 1,649 3,051 3,079 1,836 750 569 906 1,137 17,277 GUEST PASSES 10 21 48 2 0 0 0 24 0 0 1 4 110 TOURS 45 32 45 55 4 49 37 61 30 20 12 0 390 2021 TOTAL VISITS JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV DEC TOTAL VISITS MEMBERSHIP VISITS 3,318 3,169 4,924 4,769 4,775 10,607 11,284 9,662 6,138 5,799 6,006 6,097 76,548 DAILY VISITS 185 211 482 386 576 2,148 2,055 1,774 496 401 590 661 9,965 GUEST PASSES 3 2 24 20 7 24 18 19 10 2 3 0 132 TOURS 77 38 93 85 102 90 107 65 27 83 33 28 828 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 Visit Comparison 2020-2023 2023 Highest Attended Day JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV DEC 581 512 548 434 561 MEMBERSHIP VISITS (Mon 23rd) (Mon 20th) (Mon 13th) (Mon 10th) (Wed 31st) 95 113 178 73 182 DAILY VISITS (Sat 14th) (Sat 25th) (Tues 14th) (Sat 1st) (Mon 29th) 2022 Highest Attended Day JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV DEC 339 412 412 409 420 641 531 568 425 346 427 439 MEMBERSHIP VISITS (Mon 24th) (Mon 21st) (Mon 28th) (Mon 11th) (Wed 25th) (Mon 13th) (Wed 6th) (Mon 1st) (Mon 19th) (Wed 26th) (Mon 14th) (Mon 12th) 62 90 91 79 159 261 174 152 72 40 84 83 DAILY VISITS (Sat 29th) (Sat 26th) (Fri 18th) (Sun 3rd) (Mon 30th) (Sat 18th) (Sat 9th) (Sat 13th) (Mon 5th) (Fri 14th ) (Sun 20th) (Fri 30th) 2021 Highest Attended Day JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV DEC 149 (Tues 159 (Tues 213 228 247 496 478 449 297 310 284 304 MEMBERSHIP VISITS 5th) 2nd) (Mon 15th) (Thurs 8th) (Wed 19th) (Wed 16th) (Tues 13th) (Mon 9th) (Mon 6th) (Mon 25th) (Tues, 2nd) (Mon 27th) 147 22 66 45 52 69 136 126 (Mon 9th / 78 29 81 (Sun 51 DAILY VISITS (Sat 16th) (Thurs 25th) (Fri 19th) (Sat 10th) (Mon 31st) (Sun 13th) (Mon 5th) Wed 11th) (Mon 6th) (Fri 15th) 14th) (Tues 28th) 2020 Highest Attended Day JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV DEC 72 85 92 148 159 117 MEMBERSHIP VISITS ( Thurs 30th) (Mon 24th) (Thurs 10th) (Tues 27th) (Wed 11th) (Wed 30th) 19 2 6 11 (Sat 10th/ 16 16 DAILY VISITS (Tues 28th) (Mon 31st) (Sat 5th) Tues 27th) (Sat 14th) (Mon 28th) Highest Attended Day Comparison 2020 - 2023 2023 INSURANCE VISITS JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV DEC TOTAL VISITS Silver Sneakers 1,364 1,262 1,497 1,178 1,189 6,490 Prime Fitness 173 150 134 128 130 715 Renew Active 787 683 891 726 743 3,830 Silver & Fit 17 15 10 4 11 57 Active & Fit 276 319 310 283 293 1,481 PeerFit 90 69 73 93 83 408 2022 INSURANCE VISITS JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV DEC TOTAL VISITS Silver Sneakers 831 788 1,114 950 792 944 986 1,065 978 956 956 1,048 11,408 Prime Fitness 103 96 117 134 143 151 153 189 145 144 140 129 1,644 Renew Active 419 470 594 573 489 561 666 645 580 523 622 654 6,796 Silver & Fit 45 43 42 22 20 18 20 26 34 14 16 13 313 Active & Fit 88 64 88 98 121 128 173 208 200 188 177 217 1,750 PeerFit 55 57 87 90 86 113 81 87 76 94 76 61 963 2021 INSURANCE VISITS JAN FEB MAR APR MAY JUNE JULY AUG SEPT OCT NOV DEC TOTAL VISITS Silver Sneakers 328 347 443 437 410 475 595 811 557 645 773 738 6,559 Prime Fitness 24 17 35 56 53 52 118 112 69 72 59 76 743 Renew Active 136 138 254 286 291 299 330 349 298 309 315 386 3,391 Silver & Fit 8 8 13 12 18 22 24 48 9 10 33 34 239 Active & Fit 3 2 0 3 24 51 42 62 58 56 45 61 407 PeerFit 3 46 39 27 53 44 62 49 54 68 64 509 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 Insurance Visit Comparison 2020-2023  38th Annual Turkey Creek Festival Saturday May 20, 2023 Antioch Park FESTIVAL REPORT The festival planning committee is comprised of staff from Johnson County Parks & Recreation District (park police, park maintenance and JCPRD Fine Arts), Overland Park Fire Department, City of Merriam Police Department, Public Works and Parks and Recreation. The group meets monthly prior to the festival and communicated via email during the off months to report updates and progress. A wrap up meeting is held in June to discuss all facets of the community event and make recommendations for the 2024 festival. Festival Schedule of Events • Pancake Breakfast hosted by Boy Scout Troop 247 • Creek Chic organized JCPRD • Kid Zone: petting zoo, train rides, inflatable slides, bounce houses, wood projects sponsored by Merriam Home Depot, Kids Fishing Day (coordinated with Cops N Bobbers), DJ the Balloon Man, Happy Faces Entertainment, National Guard with their Humvee • 10 Food Trucks • Free Concerts: Jillian Roscoe, Howard Mahan and Vigil Annie Marketing: • IFamily Front Cover, 1/3 page ad and e-mail marketing blast to their subscribers the week of event • E-Merriam Newsletter • Johnson County Parks Recreation District Summer Brochure • Merriam Parks Recreation Department Summer Highlights • Electronic Sign at Marketplace • Street Banners • BrightSign TV’s • Facebook • City of Merriam Website • Flier at bulletin boards at all Merriam Parks, City Hall • KC Parent websites • Billboard (5600 South I-35 right before the Johnson Dr exit) • NE Johnson County Chamber News Brief Festival Survey A dot survey located near the main information tent requests respondents place next to their response. A few fan favorites were the inflatables, petting zoo, Happy Faces Entertainment, Home Depot Wood crafts and the food trucks. The majority of attendees were from Merriam with Overland Park, KCKS and Other, mentioned afterwards. The answer regarding where they heard about the festival had the majority of answers from Facebook, with the billboard being next. 1|Page  2023 Turkey Creek Festival Expenses 2023 Food Trucks AtoZ Animal Adventure $7,000.00 Aw Shucks $150.00 Banner/signage $475.00 Bryce's Food Truck $150.00 Billboard $670.00 Eat Schmidt $150.00 Creative Carnivals $5,000.00 KC Pineapple Whip $150.00 DJ the Balloonman $425.00 K&C Concessions $150.00 Dumpster $400.00 O'hana's Shave Ice $150.00 Drum Safari $1,500.00 Polar Oasis $150.00 Golf carts $1,889.00 TACO TA-GO $150.00 DJ/entertainment $1,720.00 The Juan and Only $150.00 iFamily KC $2,083.00 Tip Top Kettle Corn $150.00 JCPRD Park rental $910.00 $1,500.00 Kite Club $1,000.00 Miscellaneous $426.90 Music Entertainment $2,300.00 Porta-potty $710.00 Sister Act Face Painting $625.00 Stage $7,144.00* Volunteer meals $505.00 Total $34,728.90 Budget $34,250.00 Difference -$532.90 *Event came in over budget this year due to the use of a new contractor for the stage. We changed vendors due to some issues that arose at prior events, including Merriam Drive Live. The department is very pleased with the level of service that this new vendor provides. Strengths: PERFECT weather day! Cops N Bobbers were onsite providing fishing poles and bait to anyone that wanted to fish the pond. This was area was very busy. He will need volunteers next year, whether we provide or he provides them. He was swamped the entire day. Decided to move ALL kids’ activities to one area, this was crowded the entire day. Required all vendors to provide a family friendly activity/giveaway this year in order to participate in the event this year. In speaking with vendors, they loved this idea as it did generate additional foot traffic to their space. Weaknesses: Struggling with South parking lot. We’ll be placing RESERVED LOT signs on both side of the entry- way next year, along with PARKING signs with arrows to direct people to Nations Holdings. We’ll need at least 3, maybe 4, people in the morning. We need this many just to get all of the golf carts down to the front entrance. And when vendors showed there were only two of us to do this task. It was tough to maneuver down the drive with the golf carts due to the long lines at the First Responder vehicles. Which is a good thing to have so many people in the park, but did make it tough to manage shuttling festival goers up and down the hill. Make sure to check Nations Holdings parking lot at conclusion of event as there was some trash. Add trash cans to this lot to hopefully avoid this from happening again in the future. Opportunities: Creating more family friendly activities through the event space. i.e. vendor area, kids activity area, possibly using more of the park. Maybe the kid’s playground area which currently goes unused but gets quite a bit of traffic throughout the day. Can we use the fire pit area, maybe hire a fire eater for this area? Lots of park space goes unused, what can we add? Thoughts: While this is explicitly written in the vendor letter, make sure to reiterate that vendors/food trucks know that no one is allowed to leave until 4p, might even need to change this to 4:30 since at 4p this year there were 2|Page still quite a great deal of festival goers in the park. Need signage at the front of the park in the beginning of the week to allow for promotion all week long leading up to the festival. Need to think about increasing the food ticket amount since most food trucks did not have anything to eat that was less than $10. 3|Page  2023 Turkey Creek Festival 5K Run/Walk Report This continues to be an event that is rebuilding post COVID. This year we had 223 registered for the run and 187 runners received chip timing results, compared to 166 registered runners in 2022. In the past, we had several elementary running clubs. This year we welcomed St. Patrick Elementary from KCK. Eagle Eye Timing Company provided the finish line and chip timing. DJ Kirby was back and did a great job of getting the kids excited for the run. Expenses 2022 2023 Hasty Awards-Medals $722.48 $607.60 DJ Kirby - Run DJ $395.00 $495 Matthew Jarmer Art & Design - Shirts $2,158.50 $0 Skyline Screen Printing – Shirts $0.00 $2,820 Sam’s Club- Post Run refreshments $77.18 $168.74 4 Imprint – Swag Bag $0.00 $402.26 Walmart- Course Paint, Tubs & Water $14.94 $13.96 Dirt Road Timing Solutions $900.00 $952 Tom & Debbie Long Photography $0.00 $0 ___________ ____________ Total Run Expenses $4,268.10 $5,459.56 Sponsorships – Sling Bag Total Sponsorships $0.00 $1,000 Revenue 2022 _______2023 Early Bird Registrations (Teams) 110 X $20 $2,000 $2,200 Early Bird Registrations (Run Sign Up) 48 X $25 $175 $1,200 Early Bird Registrations (RecTrac) 4 X $25 $475 $100 Event Day registrations 8 X $35 $105 $280 Registrations (Run Sign Up) 37 X $35 $630 $1,295 Registrations (RecTrac) 14 X $35 $665 $610 Donations $10 $61 Youth Sprints 2X$5/3X$7 $31 $36 Total 166 $4,091.00 $5,782 1|Page TCF 5K evaluation Total Run Volunteers - 18 The value of a volunteer is $31.80 per hour. During the run volunteers typically help in two-hour increments. By utilizing volunteers, this provided a savings to the city of $1,144.80 (18x2x31.8). Part-time Staff Costs: 5 Staff X 2 hours = $249.00 Strengths: Weather was perfect for running. DJ Kirby did a great job of entertaining the runners before the race and provided great music. For the second year, the pancake breakfast sponsored by the Boy Scouts and was held at the Marketplace. This year it was a different troop, Troop 247. In conversations with staff, they mentioned that it was a successful fund- raiser. Tom and Cathy Long took great running pictures. This year there were two $500 bag sponsors: JMC Electric and Personalized Auto. Weaknesses: Numbers are still down compared to pre-COVID participation. Not all of the youth running clubs have returned. Staff did recruit a new school running club; St. Patrick in KCK. The mobile credit card reader was not maintaining a consistent connection. This required staff to call the community center to manually process credit card payments. Staff preformed a pre-event test without complications and the reader has been used at the Marketplace for the Car Show. Opportunities: Continue to seek out more race sponsors and recruit more school running clubs. There was a tremendous increase in Run Sign-up registrations, compared to years past. This indicates promotion throughout the “running community” was better received. Next year contact Rigdon, the cleaning business that is next to the start/finish line. They required access to their facility so there needs to be better coordination to escort them in and out safely. Thoughts: Electrical power from the Marketplace power pole worked great, eliminating the need for the generator. A new extension cord does need to be purchased to replace the faulty on that was discarded. 2|Page TCF 5K evaluation  Family Fun Friday Friday, June 9, 2023 Brown Park Event specifics:  Used the grill at the park with Scott Diebold helping Dave Smothers grill hot dogs that evening.  Other volunteers were: o Jason Silvers, Carley Miller and Emily Miller who helped with set up, wrap and serve hot dogs, replenish chips and clean up at the end of the event Marketing:  E-Merriam Newsletter  Merriam Parks Recreation Department Summer Highlights  Electronic Sign at Marketplace  Yard signs at park  BrightSign TV’s  Facebook  City of Merriam Website  Flier at bulletin boards at all Merriam Parks, City Hall  Community calendars (iFamily, MacKid, KC Parent) 2023 Family Fun Friday Expenses Creative Carnivals (inflatable moonwalk) $435.00 Food: charcoal, hot dogs, buns, chips, lemonade, condiments $268.83 The Supermatics $500.00 Stage $782.73 Sister Act face painting $250.00 Shawnee Copy (event signage) $119.22 TOTAL $2,355.78 Strengths: The weather was perfect! Using the grill at the park worked really well & there was no need to lug the large DMP one to and from the park. The Supermatics were great and people really seemed to enjoy the covers that they performed. Added event specific yard signs around park the week of. Having the event trailer made set up and breakdown so convenient staff & volunteers were done by 8:30p. Weaknesses: Attendance was lower than expected given the nice super weather. Opportunities: Although we had food leftover, add signage on food table – “one per person” for hot dogs and chips to remind people to be aware of others. Make lemonade and water labels for drink dispensers. Thoughts: With three regular staff having three to four volunteers is plenty of extra help. 1|Page  Make Music Day – Kansas City Wednesday, June 21, 2023 Merriam Community Center EVENT RECAP Make Music is a free celebration of music around the world on June 21st. It is held on the same day in more than 1,000 cities in 120 countries. Merriam Parks and Recreation was thrilled to be a host site this year. Schedule of Events • 1:00 – 2:00 Mission Square We Are Not Dead Yet Meerkat Samba Band • 5:30 – 6:00 Camry Ivory/Coloratura – (Coloratura is a transmedia project that combines visual art and music by using wired paintbrushes and conductive canvas as electronic instruments to create and manipulate live music). • 6:00 – 7:00 – Kansas City Symphony Mobile Music Box • 7:00 – 8:00 - Chill Phil Steel Pan Man 2023 Expenses Coloratura $150 Chill Phil $90 Total $240 Approximately 25 people attended the first performance of the Mission Square We Are Not Dead Yet Meerkat Samba Band. The band requested to be inside due to the heat. Unfortunately, Coloratura had technical difficulties and was not able to perform. She will be rescheduled for a future date….art gallery reception maybe? Chill Phil ended the night with a steel plan performance. Overall, we had about 75 people. Several people thanked us for hosting the event; performers and attendees alike. Next year, when we have more space (hopefully), we can expand the event i.e., food trucks, activities for kids, etc. 1|Page  TURKEY CREEK Cruise Night 6:30 p.m. – Saturday Merriam 8:30 p.m. JULY. 8 Marketplace Get your motor running and head to this popular night for car and motorcycle enthusiasts of all ages! All show–quality models are welcome. Live Music by Food available by Route 66 Eat Schmidt FREE | Find more information at merriam.org/events Merriam Marketplace | 5740 Merriam Dr. | 913-322-5550 | merriam.org/parks  2023 F A M I LY F U N LIVE MUSIC: FRIDAY, JULY 14 TONY RUSTICI 6-8 P.M. QUAIL Enjoy hot dogs, lawn games, CREEK PARK face painting, inflatables, and our awesome playground equipment! 7024 Grandview Ave. FREE | Find more information at: merriam.org/events Merriam Parks & Recreation | 6040 Slater St. | 913-322-5550 | merriam.org/parks  SCOOPS FUN! of u s c e l e b ra t e MCC H elp ’s 3rd bir thday! Friday, July 28 6-8 p.m. ‣ MCC Pools ‣ “Mermaid & Pirate Show” ‣ Games & Prizes ‣ Polar Oasis Ice Cream Truck FREE for members | $9 for non-members Merriam Parks & Recreation | 6040 Slater St. | 913-322-5550 | merriam.org/parks  June 2023 Update Shopper numbers have been steady with a spike in week three due to a beautiful morning for the TCF 5K. Home Depot donated wood kits for the kid’s activity on Saturday, June 17 FREE while supplies last. Live musical entertainment will be by Erica McKenzie from 10 – noon on July 1. Week 2021 Vendors 2021 Attend 2022 Vendors 2022 Attend 2023 Vendors 2023 Attend 1 20 442 20 488 27 531 2 20 445 20 573 30 615 3 20 298 19 422 25 775 4 18 297 22 483 23 703 5 18 360 21 546 23 500 6 19 500 20 544 19 500 To: Merriam Parks and Recreation Advisory Board From: Anna Slocum, Director of Parks and Recreation Subject: Girl Scout Fee Reduction Request Date: June 27, 2023 At the May Park Board meeting, members of the local Girl Scout Council made a request to have a reduction in fees associated with their annual Owl Prowl Event. Whenever a request for reducing fees is requested, these items are brought to Park Board. The goal of the process is to determine if the group making the request is adequately prepared to host a successful event. Historically, the organization requesting the reduction is either a non-profit or holds a 501c3 distinction. The event that the Girl Scouts are proposing is entitled “Owl Prowl” and 2024 will be the 41st anniversary. The event is a non-sleeping event geared for girls in 4th-6th grade with girls in 7th-12th grade serving in leadership roles providing activities throughout the night. Volunteers are required from each troop participating. They serve in a variety of roles from keeping the girls moving through the activities of the evening to securing any possible exit points or areas within the facility that are off limits. At the May meeting, the group shared that 40% of the local council is from Johnson County, the percentage or number of members from Merriam was unknown. There is a registration fee for participants, which by definition requires a commercial rate to the rental. Since exact space and time frames are still uncertain, staff created an estimate outlining each space and the fees associated. The chart below provides the overall rental cost based in each category of fees. There are a few constant variables. Staff costs and aquatic fee rentals do not have fees established for non-resident and commercial rates. The formal request made by the Girl Scouts is attached. 1|Page  Non - Resident Resident Commercial Space Fees Fees Fees Founders Room 4pm-7:30am $ 1,472.50 $ 1,860.00 $ 2,247.50 Esther Brown 4 pm - 7:30 am $ 465.00 $ 542.50 $ 697.50 Conference Room 4 pm-7:30 am $ 387.50 $ 465.00 $ 620.00 Gymnasium 6 pm - 7:30 am $ 540.00 $ 675.00 $ 810.00 Group X 6 pm - 7:30 am $ 472.50 $ 607.50 $ 742.50 Child Watch 6 pm - 7:30 am $ 337.50 $ 405.00 $ 540.00 Aquatics 9 pm - 3 am $ 1,920.00 $ 1,920.00 $ 1,920.00 Party Room #1 9 pm - 3 am $ 150.00 $ 150.00 $ 150.00 Party Room #2 9 pm - 3 am $ 150.00 $ 150.00 $ 150.00 Subtotal $ 5,895.00 $ 6,775.00 $ 7,877.50 Applicable Discount $ 1,500.00 $ 1,500.00 $ 1,500.00 $ 4,395.00 $ 5,275.00 $ 6,377.50 Additional Staff ($20/hr.) 8 Lifeguards 8:30 pm - 3:30 am $ 1,120.00 $ 1,120.00 $ 1,120.00 1 Porter/Janitor 6 pm - 7:30 am $ 270.00 $ 270.00 $ 270.00 2 Facility Attendants 6 pm - 7:30 am $ 540.00 $ 540.00 $ 540.00 $ 1,930.00 $ 1,930.00 $ 1,930.00 Total Event Package $ 6,325.00 $ 7,205.00 $ 8,307.50 Staff recommends Park Board approve the resident rate for the Girl Scouts request for Owl Prowl 2024. 2|Page May 10, 2023 Dear Park Board Members, This letter is a request for the reduction of fees for our Girl Scout event on January 13, 2024. The event is called Owl Prowl. Owl Prowl started as a volunteer-led Girl Scout Northland troop lock-in over Martin Luther King weekend in 1983. Then, over the years, more and more troops joined, and the Owl Prowl event was officially formed. Born from this simple troop lock-in, we have one of the most looked forward to events for our Girl Scouts. Girls cannot wait to be old enough to attend and then move on to leading it. Owl Prowl is a non-sleeping event for 4th - 12th grade girls. Girls 4th - 6th grade attend the event, 7th - 12th grade girls lead activity booths and fill in other leader roles. Our teens work hard to come up with an activity that fits our theme and falls in the steps of our badge programs or under our Girl Scout Pillars (STEAM, Outdoors, Entrepreneurship and Civic Engagement). They submit their activity for approval, and with the approval fully execute their booth at the event. This not only allows our younger girls to have an enriching and fun night, it also provides an opportunity for Teen girls to practice problem solving, budgeting, and learn how to be our leaders for tomorrow. Besides engaging and fun booths, they will have swimming, photo booth, food, movies, a dance party and more. Owl Prowl has attracted 400 - 600 girls on average each year, and for our 2024 year we are expecting 500 - 600 girls. Last year, for our 40th anniversary, we opened this event to our entire council, and for the first year held the event at Merriam Community Center. MCC is the perfect location, being centrally located for all the Scouts in our council. The facility is so well maintained and the staff were attentive and helpful. Girl Scouts is an organization made up of volunteers! Our committee is made up of all volunteers who work very hard to create the memories our girls love. We work very closely with our council representative to make sure Owl Prowl is a success. We price our event off a budget that is not designed to have excess money left over. In the event that a cost is lower than expected, we have other areas to apply the funds so that the event is more enriching for our girls. Our goal in the end is to have an incredible event that our girls love and to use every resource we have to make this happen. The Owl Prowl committee is asking that the Park Board reduce our rate from commercial to residential. This would allow us to keep the cost per girl down, directly allowing more girls to attend financially and opening it up to more troops. Thank you for your time and consideration in lowering our rate for this event. You are helping us build girls of courage and confidence that will make the world a better place. Yours in Scouting, Angela Villanueva Owl Prowl Director Proposal for Merriam Parks & Recreation Prepared by the volunteer committee for the Girl Scout event “Owl Prowl” 5/10/23 1. Mission Statement Girl Scouting builds girls of courage, confidence, and character, who make the world a better place. Girls that participate in the Girl Scout program benefit in 5 important ways through the Girl Scout Leadership Experience: strong sense of self, positive values, challenge seeking, healthy relationships and community problem solving. When girls exhibit these attitudes and skills, they become responsible, productive, caring, and engaged citizens. 2. Event Plan - see attachment A. 3. Sponsorship Plan - not applicable for this event. 4. Marketing/Promotion Plan - see attachment B. 5. Security Plan - during the event, registered adult Girl Scout volunteers are posted at every entrance to the venue during the entire event. All adults in attendance are required to have a verified background check. All adults in attendance are required to be pre -approved and wear a wristband for the entirety of the event as proof of background verification. 6. Volunteer Plan - the Owl Prowl event is led by a tenured group of Girl Scout adult volunteers. Combined, the planning committee has over 100 years of Girl Scout volunteer leadership experience. The committee currently has 10 full time members. Every troop that attends the event is required to have enough registered Girl Scout adult volunteers in attendance in accordance with the safety ratio required by Girl Scouts of the USA. Troops will be required to have 2 adult volunteers in attendance for an average of every 18 girl members. These volunteers are given assignments throughout the event to ensure that all girl activities are supervised appropriately. 7. Certificate of Insurance will be issued by Mutual of Omaha prior to the event for the coverage required. 8. Weather Plan - historically this event has not been canceled due to weather conditions. Attendance during inclement weather has been at the discretion of the volunteer or caregiver. Attachment A Event Plan Owl Prowl: January 13, 2024 5:00 pm Committee arrives at Merriam Community Center, Unload and organize. 6:00 pm Setup gym, check-in table 6:30 pm Teens check in and dinner is served 7:00 pm Teens set up stations 8:00 pm 4th - 6th grade troops check in, set up home base, go over rules, map, swim schedule, and adult work schedule 9:00 pm Event begins! 9:15 pm First swim session begins Session 1: 9:15 - 10:15 pm Session 2: 10:30 - 11:30 pm Session 3: 11:45 - 12:45 am Session 4: 1:00 - 2:00 am 10:00 pm Kitchen opens 3:00 am Teen activities in the gym close and clean up. After Hours activities open in the gym 4:00 am Teen activities in exercise rooms close and clean up. Kitchen closes and cleans up. 5:00 am Troops leave 6:00 am Committee leaves Attachment B Marketing Plan Owl Prowl, January 13, 2024 Owl Prowl is a Girl Scout sponsored, all night lock-in for grades 4-12. A variety of activities are offered - swimming, games, crafts, and a movie for 4th - 6th graders, all led by the 7th - 12th grade Girl Scouts. This event encourages independence and leadership skills in a safe environment with adult supervision. Owl Prowl will be promoted in several ways. ● Information meeting for SU Managers for key areas invited to the event ● Owl Prowl Facebook group ● Owl Prowl website - https://gsowlprowl.weebly.com/ ● Information table at Girl Fest ● Girl Scouts of NE KS & NW MO Facebook group ● Email blast to caregivers with details about Owl Prowl and registration info. ● Zoom open house for all troop leaders and volunteers in service areas ● Service Unit meetings Registration for Owl Prowl will open in the beginning of October and close mid-November.