Emporia Recreation Commission

EMPORIA RECREATION COMMISSION REGULAR BOARD MEETING MINUTES January 17th, 2011

The Regular Board Meeting was called to order by Chairperson Roger Hartsook. OTHER MEMBERS PRESENT: Kevin Nelson, Britton Hart, Susan Rathke, Mike Helbert, Jim Markowitz, and non-voting member Rob Scheib. GUESTS PRESENT: Connie Smith (Assistant Director), Jennifer Bennett (Marketing Supervisor), Amanda Gutierrez (Program Supervisor), Barb Rourk (Wellness Supervisor), Brian Erwin (Sports Supervisor), Melinda Erwin (Aquatics Supervisor), Liz Hollar (Bookkeeper), and Stephanie Dreasher (Clerk of the Board).

Jim Markowitz moved to approve the Consent Agenda and Susan Rathke seconded the motion. Motion passed 5-0.

Mike Helbert arrived at 4:31pm.

The Director reviewed the participation for December. There are several indoor activities going on (basketball, high school basketball, Zumba, high school soccer, etc.) in the Rec. Center and starting this month there will be activities at the elementary schools. RecXtra has had growing participation, but the Social Hall, Game Room, and Fitness Room saw a decline in participation.

Brian Erwin (Sports Supervisor) and Melinda Erwin (Aquatics Supervisor) were introduced to the board. The couple started January 10th and is from North Carolina. Melinda has several years experience with indoor and outdoor pool facilities. Brian has several years experience with sports through YMCAs.

The Director reported on several uncleared checks. The checks are from 90 days out through 2002. The Director mentioned voiding checks to clear off the books, but the board believes that the checks should not be voided, but cleared off the books and turned in as unclaimed property. The board would like for the Director to contact the Auditors and get a clear explanation of what steps need to be taken to take these uncleared checks off the books and look into adding a clause to all paychecks, “not valid after 90 days”. The Director will report back next month.

The Director reported that he has hired Latimer Sommers and Associates to perform an analysis of the existing phase II/phase III facilities to analyze the HVAC systems and provide reports of the findings. The rooms being looked at are the locker rooms, racquetball courts, Little Wreck Room, Fitness Room, and Gymnasium. All of these rooms have been zoned with a thermostat, but as various companies who were not familiar with our system have come into fix the HVAC, they actually have circumvented and shut down these zones. Latimer Sommers and Associates will also help the Director with the bidding process for the HVAC repairs and give him a list of qualified vendors to fix our HVAC. The Director also reported that the pool will be shut down for one day to fix the portion of the ceiling that is sagging and while up there removal of old lights will take place. This should take place sometime next week. Emporia Construction and Remodeling will be fixing the ceiling.

Kevin Nelson had questions about the use of Silverson Security for the Rec. Center. Security has been used in the past (an off duty officer) but not for as long of a period of time. Security is being used November – February (early sunset) Monday-Friday 5-8pm. The security patrols mainly the outside of the building, helping with smokers being 20 feet away from the building, helping with crowd control, etc. The Recreation Center staff is being proactive with the security and customers have stated their appreciation for the security.

The Director reported that he, Brian Erwin (Sports Supervisor), and Amanda Gutierrez (Program Supervisor) met with 5 of 7 TRYSA board members. These members expressed concern with finances, volunteers, and maintenance of the fields. Several different avenues are being discussed with the possibility of the Rec.. Center taking TRYSA over. The cost of operation out at TRYSA is about $53,000.00 with participation of about 300/season. The Director will report back to the board as this develops.

Britton Hart left at 5:15pm.

The Director reported that he has been contacted by 15 architectural firms showing interest in our possible projects. The Director will be sending out Request for Qualifications (RFQ) on the remodel of current Rec. Center, new Rec. Center, and Activities Center. The Director recommended to the board that the RFQ for a Sports Complex wait because the City of Emporia will be conducting an athletic fields analysis that will have results of how many, what kind, and location of sports fields. The board disagreed and requests the Director to send out all of the RFQs.

The Director also formed a selection committee to help with the decision of which architecture firm to use. The selection committee includes staff Tom McEvoy, Connie Smith, Amanda Gutierrez, Barb Rourk, and Jennifer Bennett, Non-voting Board Member Rob Scheib, Assistant City Manager Mark McAnarney, and community member Joel Phipps. The Board would like to see a consistent voting board member attend these meetings. Kevin Nelson volunteered to join the selection committee.

Next Regular Board Meeting is Monday, February 22nd, 2011 at 4:30 pm.

Mike Helbert moved to adjourn the meeting and Jim Markowitz seconded the motion. Motion passed 5-0.

______Prepared by Stephanie Dreasher, Clerk Approved by Britton Hart, Secretary