Parks and Recreation Board

Warrensburg Parks and Recreation Board Meeting Minutes January 27, 2021 Call to Order Erica Collins called to order the regular meeting of the Warrensburg Parks and Recreation Board at 7:03 pm on January 27, 2021 at the Parks and Recreation Department, 445 E. Gay Street. 1) Roll Call Alex Threlkeld conducted a roll call. The following members were present: Erica Collins, Cindy Holmberg, Barb Rhodes, Hank Hamann, Dan Baldridge, and Tarl Bentley. The following members were absent: Ashley Carter Others in attendance were: Danielle Fesler, Director of Warrensburg Parks & Recreation (WPR) Jeff Coleman, WPR, Parks Superintendent Jeff Imboden, WPR, Business & Information Specialist Alex Threlkeld, WPR, Recreation Superintendent Teresa Romanowicz, WPR, Recreation Supervisor of Health and Wellness Brendon Zachery, WPR, Recreation Supervisor of Sports Carrie Battles, WPR, Office Manager Sarah Larson, Star Journal Danielle Dulin, City of Warrensburg, Interim City Manager Nolan Brooks, City Council Member 2) Approval of Agenda Barb Rhodes moved to approve the amended Agenda. Dan Baldridge seconded. Agenda approved 6-0. 3) Approval of Minutes a) Dan Baldridge moved to approve the December 16, 2021 Minutes with no changes. Tarl Bentley seconded. Minutes approved 6-0. 4) Announcements There were no announcements. 5) Committee Reports a) Finance Committee Report – Master Plan Implementation  Dan Baldridge reported the committee received a gym curtain update and senior center contract update. The committee was given a recreation software update that will be discussed in the next 10-12 months. Trails and LWCF grants will be approached in the future. The committee discussed updating the bylaws, having them signed and on file. American Legion baseball was discussed. Erica Collins added, Ashley Carter shared her notes with the board. The gym curtain has been kept down to have a side for the children and adults to share the gym. WPR received an 8% discount for the gym curtain. The senior center contract is completed, and it did not change. Looking into a new recreation software and staff are looking at new options. Mower bids are out and will be discussed later. The next meeting was scheduled for Monday on President’s Day and will be moved to Tuesday. No further actions were made. b) Master Plan Committee Report – Master Plan Implementation The committee did not meet and there was nothing to report. c) Building and Grounds Committee Report – Master Plan Implementation Cindy Holmberg reported Jeff Coleman discussed the roof leak, locker room floor project, and mower bids. Barb Rhodes asked Jeff Coleman about the continued roof leaks. Jeff explained he has been in contact with the company and they will be coming back to repair the leaks. Barb asked about damages. Jeff explained there are some sheetrock damage, but it will be resolved quickly, and the owners are making them a priority. Dan Baldridge asked who the contractor was, Jeff stated it was D. Payton Roberts out of Chillicothe, MO. Dan asked about the bathrooms and if they are still porcelain. Jeff stated he looked into stainless steel toilets and sinks, and we cannot replace them in this current budget. No further actions were made. d) Recreation Committee Report – Master Plan Implementation  Cindy reported the committee discussed a lot of activities coming up such as swimming, sports, camp, and fitness classes. The staff will discuss later. No further actions were made. e) Administration Committee Report No further actions were made. 6) New Business a) Gym Curtain Contract Approval – Danielle explained the gym curtain has been ripped since late August 2020. Jeff Coleman removed the ripped part of the curtain. It is fixed for now to get through basketball season. We were able to find a company who was already in a cooperative purchasing agreement that we are a part of. The company is Grand Slam Safety and they bought out the company who created the original curtain. The purchasing agreement allows an 8% discount, $25,000 originally and about $23,000 with the discount. We would like to ask for the approval to get the curtain purchased and replaced. It will take up to seven days for installation. Erica Collins asked how long the installation will take. Jeff Coleman stated the crew will need about a week to install. Danielle reminded the board $30,000 was incumbered for this project from last fiscal year to this fiscal year. The amendment has not been approved by Council yet, but Finance Director Marcella McCoy, said to proceed. Would like to ask to be approved up to $30,000 for covered unknowns. Dan Baldridge asked Jeff Coleman if the specs included electrical. Jeff stated they will do a single-phase motor to avoid rewiring. Barb Rhodes moved to approve the Gym Curtain Contract Approval up to $30,000. Dan Baldridge seconded. Contract approved 6-0. b) Senior Center Contract Approval – Danielle explained the Senior Center has been in this building since it was built, and they were a big component of getting it built. We have been out of contract with them since July 2016. Melissa Gower, the Senior Center director, is retiring in October. They wanted to get the contract finished before the new director starts. Danielle and Melissa agreed the contract does not need any changes at this point, but the new director can make those changes in the  future. The contract is a one-year contract with a two additional one-year extension options, starting in July 2021. Dan Baldridge stated he believed the language about the Summer Food Service Program was going to be removed. Danielle explained it was discussed but they both believed that language was not enough to make a change since both would have to get separate representation. The lunch program is bid out and usually goes to the school district since they can follow the standards for the grant. The Senior Center pays rent for $100 a month. Barb Rhodes moved to approve the Senior Center contract as written. Tarl Bentley seconded. Contract approved 5-0; abstain-1. 7) Unfinished Business Danielle reported the locker room floors are being replaced. The floors are original to the building. Jeff Coleman warned the contractor of some hollow spots on the floor, they began to sand down the floors and it started to chip and flake up. The locker room floors were built with a smooth finish with cracks not sealed and no moisture barrier. The base bid was $21,500 and added the floor demo and topcoat for a new total of $30,710. The Board approved up to $35,000. Would like to ask to approve the new total of $36,810 and up to $40,000 for contingencies. Cindy Holmberg moved to approve up to $40,00 to accommodate the change order for the locker room floors. Barb Rhodes seconded. Motion approves 6-0. 8) Director’s Report a) Danielle reported she sat in on a Land Water and Conservation Fund and Recreational Trails grant meeting, which is required to apply for grants. The deadline is February 17, 2021 to apply. We are not ready for a LWCF project right now but potentially the Recreational Trails grant which can be used to resurface the DD Trail. b) Danielle explained the Recreation Supervisor of Programs and Events position is open until Sunday. We do not have a lot of applications, but will end up extending the job posting. c) Danielle stated staff have started looking at opening days for Nassif. Most likely we will open May 29, 2021 but waiting for the school to release when they return  in the fall for the ending date. d) The department heads have been reviewing the personnel manual and will go to City Council in February. e) Danielle reported staff held a summer hiring meeting with HR last week. WPR will hire about 50-100 part-time staff this summer. WPR will be hiring soon for soccer officials, baseball and softball officials, park maintenance, concession stand attendants, summer day camp counselors, assistant recreation coordinator of aquatics, swim instructors, community center and Nassif front desk attendants, fitness attendants, group exercise instructors, and personal trainers. Barb asked if we will just be hiring for concession attendants at Nassif, Danielle confirmed that was correct. Danielle also added we received word that American Legion will not be playing with us this summer. f) WPR Staff Reports Jeff Coleman reported he and Danielle have been working on mower bids. We have four mowers, but the bid is to replace two of them, so two are always under warranty. Keeping an eye on the locker room project. The crew has been working on trail maintenance and restroom maintenance. Barb Rhodes asked if a list could be compiled for Scout volunteers. Jeff explained they have had one in the past and he will get it updated. Jeff Imboden reported the new projector will be replaced in Multiroom C. The current projector is 10-11 years old and will not work with laptops anymore. It was budgeted for last year and it is needed. Jeff added, the gym has been very busy lately. There has been a large group coming in to play basketball every day and has become an issue as they take over the whole gym. We have been keeping the gym curtain down, so they are just using half of the gym and the other is open for younger children. Jeff explained the middle school students have been coming to the community center of an evening and causing problems. Dan asked if we have a relationship with the School Resource Officer at the middle school. Danielle said we do not. Barb stated that is an excellent idea. Alex Threlkeld reported she and Danielle attended the SHIPPY baseball and softball meeting recently. They discussed planning dates for the upcoming season. We will be holding the scheduling meeting with all the towns at the community center on April 17th. Alex also reported she has begun working on the Summer Food Service Program grant for this summer. Spring Break Camp will be held March 15-19th and waiting to hear back from the school if we can use the school district’s SFSP to feed the kids that week. We had three birthday party packages and one private pool rental last month. Group swim lessons session 1 began last week and number keep going up each session. Will begin interviews for SDC Manager and SDC Counselors next week. Dan asked for a recap of SHIPPY baseball and softball. Danielle stated WPR played in the SHIPPY league until 2018, we are rejoining the league this year. It is a league made of all the smaller towns surrounding Warrensburg. Dan asked if the Board could review the leagues, Danielle agreed. Teresa Romanowicz reported Home School PE session 1 has begun. There are three sessions offered this semester. Teresa explained she sends a lesson plan out to the parents weekly so they can talk to their children about what to expect. Each month a small group personal training class is offered for four weeks. Dana and Roary both teach that class. Fresh Start is a new program that began for New Years. Red Cross CPR class was held on January 9th with full registration. Group exercise classes have been becoming full lately. We are reminding patrons of the card policy. Patrons pick up a ticket for a class one hour before class begins. Teresa reported she just launched a new program called Renew Active through United Healthcare. It is a membership for health insurance holders, like Silver Sneakers. The person receives a free membership, and we are reimbursed by United Healthcare for the number of times that person visits. Brendon Zachery reported it is the fourth week of youth basketball. We have received a few compliments about the referees and a big improvement from last year. Last Monday Bitty Basketball started for 3–4-year-olds. They are in stations and learn new basketball skills each week. Little Hoopsters is on the second week of the program. They have one practice and one game each week. Adult volleyball is on their fourth week. Brendon is preparing for spring sports such as indoor soccer, baseball and softball, adult coed softball, adult coed kickball, Tiny T’s, and T-ball. He will also be hiring for referees and umpires soon Carrie Battles reported childcare is now available from 8:00AM-11:00AM Monday through Saturday. Carrie explained she and Jeff Imboden have finished interviews for front desk attendant and have passed four potential employees  onto HR to start the hiring process. Shift leader weekly meetings have started this week. An all-staff meeting was held recently, as well. 9) Appearances to the Park Board not listed on the Agenda Danielle Dulin introduced herself to the Board as interim City Manager and came to check in and observe. She thanked the Board for having her. 10) Adjournment Barb Rhodes moved to adjourn. Dan Baldridge seconded. The meeting adjourned at 8:14PM. Alex Threlkeld conducted a roll call. The following members were present: Erica Collins, Cindy Holmberg, Barb Rhodes, Hank Hamann, Dan Baldridge, and Tarl Bentley. The following members were absent: Ashley Carter 11) Closed Session The parks and Recreation Board will meet in the Room 3 at 445 East Gay Street, Warrensburg, for Executive Session. _______________________________ ______________________________ Erica Collins, President Submitted by Alex Threlkeld