BOARD MEETING AGENDA
Tuesday, May 8, 2012 Oaklawn Activity Center 7:00pm
A. Consent Agenda (action required) 1. Regular Meeting Minutes April 2012 2. Checks and Vouchers April 2012
B. Superintendent Report (receive & file)
C. Staff Highlights (receive & file)
PUBLIC FORUM
PROGRAM HIGHLIGHT
D. 2012 Summer Program Guide (receive & file) Kathleen Avitt, Director of Programs
OLD BUSINESS
E. Volunteer of the Year (receive & file) Kathleen Avitt, Director of Programming
F. DRC Remodel Update (receive & file) Trina Bauer, Assistant Superintendent
G. 2012-2013 Insurance Renewal (action required) Derek Smith, Director of Administration
NEW BUSINESS
H. Summer Internal Recognition Program (receive & file) Kathleen Avitt, Director of Programs
I. 2011-2012 Program Guide Sponsorship Report (receive & file) Lisa Nelson, Director of Marketing
J. Oaklawn Tornado Report (receive & file) Chris Drum, Director of Facilities
K. Superintendent Evaluation Form (receive & file) Robert Flaharty, Board Chair
L. Executive Session Personnel
ADD ONS
BOARD MEETING MINUTES
April 10, 2012
A regular meeting of the Derby Recreation Commission was held at the Derby Recreation Center, 801 E. Market, Derby, Tuesday, April 10, 2012.
Chairman Robert Flaharty called the meeting to order. Present were Board members Ken Mulanax and Ken Greteman. Also present were Frank Seitz, Superintendent of Recreation, Trina Bauer, Assistant Superintendent, Chris Drum, Director of Facilities, Derek Smith, Director of Administration, Kathleen Avitt, Director of Programs, Darcie Parkhurst, Aquatics and Fitness Facilities Director, Susie Wilkes, Fitness Program Coordinator, Todd Hackleman, Sports Director, Dee Anna Claytor, Program Supervisor, Jennifer Nixon, Program Coordinator, Marc Durfee, Art Center Director, Lisa Nelson, Director of Marketing, and Caryn Greenstreet, Administrative Assistant. Guests included Jeff Cott, Derby Informer.
Ken Greteman moved to approve the consent agenda, Ken Mulanax seconded, motion carried 3-0.
The Superintendent Report was reviewed.
The Staff Highlights were reviewed.
Chris Sexton arrived at the meeting.
The programming staff presented their 2011 Derby Recreation Commission Annual Program Participation Reports to the board.
Frank Seitz presented the staff and board objectives timeline to the board that was established as a result of the recent board & staff workshop. The board suggested some minor changes to the timeline. Chairman Robert Flaharty announced that no action was required on this item.
Kathleen Avitt presented the Derby Recreation Commission board with their 2011 Volunteer gifts in recognition of their volunteer hours.
Kathleen Avitt announced that Barney Tull was being recognized as the 2011 DRC Volunteer of the Year. Mr. Tull was unable to be at the meeting but will be at the May board meeting to accept his award.
Robert Flaharty moved to approve the Proclamation naming May as National Water Safety Month, Ken Mulanax seconded, motion carried 4-0.
Frank Seitz reminded the board about the Intergovernmental Meeting on Monday, April 16 at Cooper Elementary at 6pm.
Robert Flaharty moved to go into executive session for a period of 15 minutes for personnel purposes, Ken Mulanax seconded, motion carried 4-0.
Robert Flaharty announced that no action was taken as a result of executive session.
Ken Greteman moved to adjourn, Chris Sexton seconded, motion carried 4-0.
MEMORANDUM
TO: DRC BOARD MEMBERS
FROM: Frank Seitz, Superintendent of Recreation
DATE: May 2, 2012
RE: SUPERINTENDENT REPORT
• Continue weekly meeting with architects. Had four meetings in the month of April as well as correspondence back and forth with emails and phone calls.
• Presented our training program for DRC interns, new employees and elected officials.
• Attended the DRC Easter Potluck and participated in the National Start Walking Day.
• Took 1 ½ days of vacation.
• Met with Community Wellness Coordinator Terry Bourlard and Director of Programming Kathleen Avitt to discuss updates on the Community Wellness and the Healthy Collation plans.
• Met with Robert Mendoza and City Manager Kathy Sexton from the City of Derby with Assistant Superintendent Trina Bauer to discuss our Intergovernmental Presentation as well as practice facilities at High Park.
• Attended the Derby Intergovernmental Meeting.
• Worked with staff on the Oaklawn tornado provisions that we made at the OAC and DRC.
• Started participation in the DRC Step Challenge as part of the DRC Wellness Program.
• Attended Wichita Visioneering luncheon with presentation from Peter Kageyama on healthy cities.
• Met with Frank Carson from Carson Bank.
• Met with Charley Keil from Ash City to discuss DRC and CJ Memorial staff attire.
• Reviewed 3rd quarter financials with DRC staff.
• Attended recreational branch meeting for visioneering in Wichita.
• Attended the Derby City Council Meeting for presentation of the DRC Annual Report by board member Ken Mulanax as well as a Proclamation from the aquatics department naming May as National Water Safety Month.
• Met with Ted Austin and Phil Alexander from the City of Derby concerning the DRC lease agreement for the Derby Recreation Center. Director of Administration Derek Smith and Assistant Superintendent Trina Bauer also attended.
• Attended a luncheon presented by one of our vendors, Five Star Mechanical.
• Continued to work on budgets for 2012-2013. MEMORANDUM
TO: DRC BOARD MEMBERS
FROM: Derek Smith, Director of Administration
DATE: May 4, 2012
RE: APRIL ADMINISTRATION HIGHLIGHTS
Accounting/Risk Management • Worked with staff to complete staff recommendations for budgets for Superintendent and Directors. • Worked with ICI to complete proposal for insurance program. • Completed quarterly staff financial meeting and followed up on questions. • Invested idle funds from a maturing CD.
Contracts • Met with City on renewing DRC lease agreement within the framework on new project financing.
Personnel • Hiring numerous instructors, outdoor maintenance, support staff etc for summer. • Maintaining wellness program. Ended physical activity challenge. • Distributed pedometers and began staff step challenge. • Reviewing board goals with staff and setting timelines. • BG checks on baseball/softball.
Other: • Met with two different companies on options for electronic records storage. • Worked with book keeping to identify financial records for disposal based on updated state standards. Will be able to reduce paper volume substantially. • Prepared for DCRA poker tournament with staff. • Attended OID public meeting on tornado. • Attended Tri-governmental meeting. • Attended presentation by Wichita Downtown Development Corporation
Technology
• Started process of opening RRR computer systems. We are adding a season pass system at the park allowing guests to do the whole process at RRR. • Printed several new banners and posters for marketing purposes. • Worked with Commlink to repair a bad module for our paging system. • Worked with Community Marketing on the Derby walking path project. • Updated the RRR website for upcoming classes and opening day. • Updated web-site for Summer 2011 information. • Designed many promotional items and ads for the DRC and RRR. • Continued work on the Summer Poster Series. • Worked with One Source Technology on a paperless accounting system. Visited ICI in El Dorado to see how they do it. • Worked with CIP budget information for upcoming budget year. • Routine server maintenance. Updated all three servers to latest patches. • Redistributed and formatted a few old computers to new areas. • Worked on activity studio sound system. We are having to replace one of the main amps.
Community Involvement • Attended Community Marketing Steering Committee meeting • Attended Oaklawn Community Recovery Plan Community meeting at the OAC – photographed • Attended the Community Marketing Partners strategic planning session with WSU facilitators
Rock River Rapids • Worked with Rob to create Best of Kansas RRR cover and coupon (May issue) • Created and distributed American Red Cross passes and WSU Baseball coupons
Program Guide • Corresponded with advertisers, securing artwork and selling additional ads • Completed Summer Program Guide
Health Collaborative • Attended monthly DHC meeting
Grants • Applied to Target for $2,000 grant for Connect With Art (afterschool art program at the schools)
Sponsor/Partner • Secured sponsor materials (coupons, menus, etc.) for distribution at Softball Tournaments • Completed sponsorship request to Kansas Star Casino for the Rock N Route Triathlon • Assisted Susie with Rock N Route major sponsor solicitation letters
Press Release • Go Fly A Kite press release
Social Media o DRC Facebook ‘likes’ – 1,268 (increase 45 since March) Posts in April: o Hot Yoga class (twice) o Great Egg Hunts (four times) o Best of Kansas coupon offer o OAC/DRC storm status (five times) o Easter closing o Preschool activities (three times) o Softball tournaments (four times) o Horseback riding lesson o Go Fly a Kite event
MEMORANDUM
TO: DRC BOARD MEMBERS
FROM: Kathleen Avitt, Director of Programs
DATE: May 1, 2012
RE: APRIL PROGRAMMING BOARD HIGHLIGHTS
Program Area Highlights • Participated in the Employee Wellness Salad Walk. • Attended DRC Egg Hunt, Icebreaker and Spring Swing Tournament, and Go Fly a Kite. • Completed reviewed of Summer Program Guide to Lisa. • Worked with Terry on the transfer of DHC agenda and meeting information. He will now run all DHC meetings in the future. • Completed and submitted proposal for the Summer Olympics Internal Recognition Program. • Working with Rob on Summer Shirt logo and Karen S. on summer staff shirt sizes. • Reviewed Month end and general ledger reports. • Attended Webinar for Robert Woods Foundation grant with Terry. • Met with Frank and Terry on Health and Wellness proposals. • Attended April Derby Health Collaborative meeting. • Attended Intergovernmental meeting and presented on the Derby Health Collaborative. • Updated Textcaster with upcoming summer events. • Reviewed all programmers’ budgets. Edits being made and turned into Derek for next review process. • Attended Wichita Visioneering luncheon with presentation from Peter Kageyama. • Attended a winter marketing meeting. • Attended a Wichita Visioneering meeting with Frank. • Attended quarterly budget meeting. • Meeting with Tonya on Summer Olympics Family Night. • Meeting with Charlene Laramore and Tonya Sullivan to discuss Unsinkables program. Will be coordinating three more meetings with Charlene to discuss Connect, Health and Wellness and Free Spirits programs. • Working up Budget for Health and Wellness with Terry, and one for volunteers. • Completed mid-term intern evaluation for Dakota. • Completed school newsletter content and PowerPoint for channel 7. • Held bi-weekly staff meetings. • Held Programmers’ meeting to discuss monthly items.
Aquatics • Began our second spring session of swimming lessons on April 25 with 80 participants. • The Unsinkables program continued with Tanglewood on April 16-27. • Attended the Pool-a-Palooza Conference on April 21 and was able to bring back a lot of valuable information for our aquatic staff and facilities. • Held and taught our Water Safety Instructor Course on April 10-20. • Held a meeting with Jennifer to discuss contest and details of the Summer Olympic Family Night at RRR. • Completed the 2012-13 budget. • Back full time from maternity leave. • Attended our annual RRR manager meeting, to discuss ideas that went well last year, what we can improve on and new ideas for this coming season. • Working on improving and changing the guest services manual and the power points for RRR training and prepping for RRR’s opening! It will be here so soon!
Art • Provided an art project with Afternoon Adventures for 70 students. • Attended Arts Day at the Capital to met the legislators and advocate for the importance on art in our community. • Designed set for Actors’ Studio performance. • Assisted with “Met and Greet” after Actors’ Studio performance with 24 people in attendance. • Assisted Hip Hop with observation days with 20 in attendance. • Attended Winter marketing meeting at City Hall. • Provide theater backdrops for American Red Cross. • Assisted program areas with signage support for programs and areas. • Assisted Fitness with spin program revamp. • Attended Congressional Art Completion Awards Ceremony. • Meet with Music Theater for Young People to borrow set and costume pieces for summer theater. • Completed the Art Department’s annual budget. • Presented Art comparison report number to the DRC board. • Replaced elements in Kiln.
Fitness • Fitness hosted a triathlon meeting with the race directors on April 4 and the April 25. We were organizing the details of the race in August. • Mailed out main sponsor letters and selected the shirt colors for this event • Mailed out sponsor letters at the end of the month to all prospective sponsors- will follow up next month on each sponsor. • Completed Budget for OAC, Aquatics, and DRC fitness classes and events. • Met with American Red Cross director, securing the dates of the Blood Drives for the year, and going over ways to improve the drives. • Fitness was proud to be a part of two outreach programs in the community. On April 25, we teamed with Cindy Chase in a lunch and learn of the techniques of walking, and on April 26. • Stephanie Schneider and Susie Wilkes lead a program called Heart and Soul at Swaney Elementary. This was where different companies around Derby hosted a station around the school to inspire of family fun. We introduced ZumbAtomic, a program for family Zumba that we offer at OAC. • Programming teamed with facility on interviews on hiring new fitness staff. • Meetings with outside group fitness instructors about teaching for us in the future in Tai Chi and Crossfit. • Cleaned the studios after the tornado at OAC, we took down the curtains in the yoga studio to have them cleaned. Prepared the rooms to reopen for our fitness programs.
Health and Wellness • Presented to Tri Intergovernmental Meeting on April 16. • Working with other DRC staff on plan for corporate wellness program. • Will establish 2012 – 2013 strategic goals for Derby Health Collaborative at DHC meeting May 10. • Meeting with American Red Cross on blood drives for remainder of 2012. • Participated in Senior Health Fair and Dillon’s Employee Health Fair on April 19. • Meeting with city on May 8 regarding possible joint wellness event for this coming fall. • Met with Dr. Mark VinZant on April 30; discussed community wellness topics and he agreed to be the Collaborative’s advisor on medical issues.
Special Events, Special Programs and Oaklawn • Continued supervising the Connect Program. The final session of the school year began April 16. • Held a monthly 5th/6th grade party. • Began setting up interviews for Summer Primetime. • Held interviews for Recreation Station. Continued organizing that program for the summer. • Attended 2 update Outdoor Triathlon meetings with Susie. I have completed all my pre duties of all maps, logos and t shirt color/design. I also designated all volunteer locations and started placement cards and volunteer save the dates. • Confirmed volunteers, businesses and kite enthusiast for “Go Fly a Kite”! We held the event on April 29 and despite the lack of wind we had many community members came and enjoyed the park and kites. • Met with Tonya about Summer Olympic Games at Rock River Rapids. We discussed games for the events, times, prices and ages to participate. • Separated, counted and confirmed volunteers for the Easter Egg Hunts. We had to end up moving indoors to the DRC and still had approximately 400 attend. We also held the Oaklawn Hunts at the OAC. Ages 5 and under were outside in the front lawn and the 6-10 went inside the gym. There were 200 kids that participated at Oaklawn. • Prepared for Baby Olympics. This event is for children 3mo-4 years and parents are able to test their children’s developmental skills. However, we were unable to hold this event due to the tornado that hit the Oaklawn area. • Met with Wee Panther Pals regarding the Start Smart program that they are going to introduce to their classes. • Held Monthly Preschool Games at the DRC. • Continued supervising and attending Pee Wee Cheerleading. The new instructor we hired is doing a great job with the children and the girls are really enjoying it. • Held BINGO at the Oaklawn Activity Center. • Began coordinating Primetimes End of the Year party at the OAC. This event is for Cooper and Oaklawn Elementary Primetime students to come over and celebrate the end of the year. We have a DJ, multiple games, snacks and a craft party for the kids to enjoy. • The Gym & Swim program finished up for the school year. • The Free Spirits track, p.c. track, gymnastics and swim teams continued practicing. The swim team competed in the South Central Area swim meet in Wichita. • The Free Spirits attended an IMAX movie in Wichita. • Completed the quarterly financial reports for Special Olympics Kansas • Held Afternoon Adventures for the elementary through high school classes. The adventure for this month was a clay project at the DRC. The early childhood classes went bowling at Derby Bowl. • Finalized programs for the Summer Program Guide. • Turned in the first draft of the 2012-2013 budgets. • Attended Derby Health Collaborative and Financial Review Meetings. • Attended monthly board meeting to present yearly participation numbers.
Sports • Supervised youth and adult sports on nights and weekends. • DRC youth soccer and flag football leagues began this month. • Scheduled officials and scorekeepers for spring soccer and flag football leagues. • Held coaches meeting for youth fast pitch softball league. • Completed league game schedules for 8U, 10U, 12U fast pitch. 42 teams are participating this season. • Held Icebreaker and Spring Swing fast pitch tournaments in April with 19 and 40 teams participating. • Turned in the first draft of the 2012-2013 budgets.
MEMORANDUM
TO: DRC BOARD MEMBERS
FROM: Trina Bauer, Assistant Superintendent
DATE: May 1, 2012
RE: APRIL FACILITY HIGHLIGHTS
Derby Recreation Center
• Worked on Capital Improvement Plan and budgets with staff. • The Center was closed Sunday, April 8th for Easter. • Attended weekly meeting with SJCF for DRC remodel project. • Participated in Employee Wellness walk and lunch. • Participated in preventative maintenance training session for our preventative maintenance program. • Attended meeting with City of Derby staff on the DRC lease agreement. • Met with Terry on our corporate membership plans. • Met with Frank and City staff on preparation for the intergovernmental meeting presentations cover both the DRC and Madison projects. • Presented the latest DRC remodel plans at the Intergovernmental meeting. • Interviewed and hired for a support staff positions. • April membership totals – 4225. Auto pay 2127. • Attended Five Star (our mechanical service company) customer appreciation BBQ on April 27th. • April 30th was the last day for the Best of Kansas 50% off coupon to be redeemed. We had a total of 131 coupons redeemed. • Helped coordinate after the April 21st tornado that hit the Oaklawn area. • Signed up the employee wellness step challenge. • Continue to work with the City of Derby on the High Park soccer field and baseball practice field timeline. • The west patio area fence was replaced. • Long time corporate member, Family Health Center renewed their membership. • Our newest corporate member is Quik Trip.
Fitness Center
• Complete weekly schedules for all Fitness Specialists. • Participated in National Start Walking Day on April 4 • Started the new staff step challenge on April 23 • Mid‐States came out to service multiple cardio equipment pieces. • Ordered and received new Kettle bells for the fitness center • Met with Craig from Mid‐States to discuss plans for new equipment. • Met with Rob Goff from PR Fitness to talk about some new equipment ideas and get some price quotes. • Completed draft of 2012‐13 budget
Indoor Pool
• Complete weekly schedules for all Lifeguards and Head Guards. • Held staff meeting on Sunday April 15. Guards swam for conditioning and worked on some other water skills. • Taught a Water Safety Instructor certification class with 3 participants April 15‐ 25 • New Chlorinator was installed • Attended SKAC meeting in Wichita to complete final plans for Pool‐a‐Palooza • Darcie, Kathy and Tonya along with 6 of the Rock River Rapids Managers attended Pool‐a‐Palooza on April 21. • Completed draft of 2012‐13 budget
Oaklawn Activity Center
• Attendance for the month of April was 3,429. • The second half of April was very busy with the tornado relief efforts. • The OAC storm shelter was used by many patrons on April 14th. 60 patrons took shelter before the storm and an additional 70 people, who were affected by the tornado, were directed to the OAC after the storm to wait for further instructions. Approximately 130 people spent the night in the facility until 5:00am. • Staff began assessing the damage to the facility on Sunday, April 15th. • Staff began clean‐up efforts on Monday, April 16th. Most of the tree limbs and debris were able to be cleaned and removed within one day. Several staff assisted with clean‐up efforts inside and outside the facility. • Worked very closely with The United Way to facilitate their volunteer headquarters. All volunteers checked in, received training and supplies and checked out at the end of the day at the OAC. The United Way also utilized the DRC mini bus to transport volunteers. • Facilitated the Town Hall meeting at the OAC on April 19th. Approximately 500 people were in attendance. Staff coordinated all preparations for the meeting with County Officials. • Acquired bids for the repair/replacement of the damaged areas of the facility. Damaged items include: Kalwall panels over the front covered driveway, parking lot light poles, glass windows, and roof/soffit damage. • Working closely with Tom Snodgrass to submit those damages and price estimates to the USD #260 insurance agents. • The yoga studio and personal training studio carpets required restoration. All carpets were heavily vacuumed, cleaned and sanitized to remove glass, dirt and debris. • All HVAC equipment was started up assessed for damage after the storm. All equipment is operating properly. • Minor repairs were made to the surveillance system after the storm. All surveillance equipment is operating properly. • Electric was restored to the building on April 18th and gas was restored on April 19th. • The facility was opened back up for business on April 20th and classes resumed on April 23rd. • Acquired bids for the installation of carpet in the multipurpose room. The carpet was installed and has improved the acoustics of the room. • Attended weekly meetings with the architects on the DRC re‐model plans. • Conducted several interviews for support staff positions. • Prepared and sent out a RFP for the installation of an irrigation system for the proposed soccer and practice ball fields at High Park. • Prepared weekly facility staff work schedules. • Participated in weekly Wally Ball games with DRC staff. • Attended a Five Star customer appreciation barbecue. • The following events were also facilitated at the OAC in April: o Sedgwick Co. prescription drug drop‐off. o Boys and Girls Club Activities
Fitness Center
• All operations in the OAC fitness center continue to run smoothly • Facility was closed a few days after the tornado went through the area. • There was no damage in the fitness center itself. All damage to fitness areas were in the yoga room and personal training studio which consisted of window blown out.
Rock River Rapids
• Completed hiring of all staff for the summer of 2012. May hire a few more lifeguards out of our May class if needed. • Hired 4 new managers and held a meeting for all managers on April 20 to discuss the summer and set some goals. • City is still hard at work at Rock River Rapids we are staying in touch with updates. • Pools will begin filling the week of May 7. • Computer programs have been updated for the summer • We are completed all final preparations for summer as we gear up for our May 11 all staff meeting. • We are super excited for Rock River Rapids to open. We have a great returning staff and some experienced new and returning managers. The countdown has begun!
Outdoor Maintenance & Fleet
• The concrete foundation was poured for the storage shed at High Park. Staff is constructing the shed as time allows. • Provided maintenance for soccer and flag football seasons. • Provided maintenance for DRC Icebreaker and Spring Swing tournaments and one rental tournament. • Re‐conditioned the DRC irrigation system. • Aided in the cleanup of OAC grounds following the tornado. • The summer outdoor maintenance crew began working on weekends for tournaments. • USD #260 and boosters installed protective screening in front of dugouts at Panther Field. • Provided general maintenance of lawn and flowerbeds at DRC and OAC. • The mini bus was used by The United Way to assist with transporting volunteers.
MEMORANDUM
TO: DRC BOARD MEMBERS
FROM: Kathleen Avitt, Director of Programs
DATE: May 1, 2012
RE: 2012 SUMMER PROGRAM GUIDE
We are excited about the program guide for the upcoming summer season. At the meeting we will present the summer program guide, cover some of the new events and programs, and answer any questions you may have.
Summer Arts • Pre-Cool Creation Program Camps (7 wks) p.32 Guide • Art Discoverers Creation Camp (7 8-Week Session: wks) p.37 • Young Artists: Sculpt, June 4 – July 27 Wheel, Drawing p.46 Mini Session: • Camp Center Stage presents: Seussical July 30 – August 17 Jr. p.39
Aquatics Aquatics
Water Fitness: Programs: • 13 - Aquatic Fitness 8wk • Guard Start p.45 session p.8 • Swim Teens p.8 • 13 - Aquatic Fitness mini • Adult Lap Swim p.8 session p.8 • 12 - RRR 8 wk classes p.9 • Open River Running p.9
Fitness Sports • 33 DRC 8 wk session p.16 • 37 DRC mini session p.16 • Joe Renfro Wrestling • 8 OAC 8 wk session p.17 Camp p.40 • 9 OAC mini session p.17 • Volleyball Camp p.40 • 14 Get Fit Check It Out p.17 • Panther Soccer Camp •Sppyports Academy p.50 p41p.41 • Youth Boot Camp p.50 • Hershey Track & Field • Kid Fit p.50 p.40 • New Programs: Mom/Toddler Yoga p.33, Pilates Mix p.14 • Spin Jam: p.14 • Personal Trainer Ad. p.17
1 Special Events Special Events • Kids Fishing Derby p.22 Rock River Rapids: • Ice Cream Day p.24 • World’s Largest Swimming • OAC National Night Out p. Lesson p.23 • Shakespeare in the Park-The • Rock River Rapids 500 p.24 Tempest p.23 • Pooch Pool Party p.26 • OAC National Night Out p. 25 • Tot Time Exploration p. 33 • OAC Zumba Fitness Charity p. 22 • Summer Olympic Family Night p.24 • SpongeBob SquarePants Day p.25 • Back to School Splash p.26 • Rock N’ Route Triathlon p.25 • RRR Zumba Bash p.22
Special Pops p.28
• SOKS Games • All Star Trip • Wingnuts Trip •Sppqorts Banquet
2
MEMORANDUM
TO: DRC BOARD MEMBERS
FROM: Kathleen Avitt, Director of Programs
DATE: May 1, 2012
RE: VOLUNTEER OF THE YEAR
The Volunteer of the Year committee has chosen Barney Tull to be our Volunteer of the Year. Barney is being recognized for his outstanding dedication and commitment to volunteering his time to taking much needed photos of events, programs and staff. We will present a plaque at our board meeting.
MEMORANDUM
TO: DRC BOARD MEMBERS
FROM: Trina Bauer, Assistant Superintendent
DATE: May 2, 2012
RE: DRC REMODEL UPDATE
SJCF Architects will present the most current remodel plans for your review. Please find attached the first and second floor layouts, and site plan. The architects will also have 3D images of both the interior and exterior at the meeting.
MEMORANDUM
TO: DRC BOARD MEMBERS
FROM: Derek Smith, Director of Administration
DATE: May 4, 2012
RE: 2012-2013 INSURANCE RENEWAL
Staff has been working with ICI on the DRC’s insurance renewal. Although our rates stayed below the 5% we hoped, the net cost is likely to be higher than that. This is due to increasing coverage on value of buildings, higher work comp costs due to higher payrolls, higher auto insurance due to new bus and so forth. Our agent with ICI Ryan Murray has been in regular contact with us and is working with the underwriter to get those rates as low as possible. He has made additional requests and staff does not have final information in time for the agenda packet. Staff will get this information to the board as soon as it becomes available. Ryan is also exploring other options should the board find the renewal cost with EMC unacceptable.
MEMORANDUM
TO: DRC BOARD MEMBERS
FROM: Kathleen Avitt, Director of Programs
DATE: May 1, 2012
RE: SUMMER INTERNAL RECOGNITION PROGRAM
In honor of the 2012 Summer Olympics in London, we have created a fun Summer Olympics theme for our internal recognition program. At the meeting I will cover the highlights of this summer’s programs and answer any questions you might have. Summer Internal Summer Olympic Recognition Program Theme
INSPIRE MOTIVATE DISCOVER INSPIRE MOTIVATE DISCOVER
Summer Kickoff Program Overview
• Eight Week recognition program
•RRR Potluck on May 30 • Nominate {3} employees for selected weekly values
• DRC to RRR Olympic Torch Run • {3} overall nominations weekly selected for weekly gift • Summer Shirt Distribution • At the end of 8 weeks staff nominate picks for {3} overall winners to be recognized as Summer Olympic winners.
INSPIRE MOTIVATE DISCOVER INSPIRE MOTIVATE DISCOVER
Values for Nomination Weekly Prizes
• Good Attitude • Communication • Customer Service • Leadership • Official Summer Olympic Coins • Teamwork • Commitment • Initiative • Organization • Building Relationships • Motivation • Vision • Respect • Accountability • Loyalty INSPIRE MOTIVATE DISCOVER INSPIRE MOTIVATE DISCOVER
1 Final Awards Ceremony
• August 14, {3} overall winners to be awarded at board meeting.
• Winners will receive “Flame light Torches” with plaque, gift certificate and gold medals.
INSPIRE MOTIVATE DISCOVER
2
MEMORANDUM
TO: DRC BOARD MEMBERS
FROM: Lisa Nelson, Director of Marketing
DATE: May 2, 2012
RE: 2011-2012 PROGRAM GUIDE SPONSORSHIP REPORT
The following report compares program guide ad sales from 2010-11 to current year 2011-12.
The net change from previous year to current includes 10 new advertisers and an increase of revenue of $2,895.
DRC Program Guide Advertiser Comparison 2010‐11 2011‐12 Aqua Shocks $172 Aviator Church $2,200 Aviator Church $2,200 Brackeen Chiropractic $2,200 Barkers Bath & Boutique $258 Chance Transmissions $648 Brackeen Chiropractic $$,2,200 Air Capital Gymnastics ‐ Cheer $200 Brady Chiropractic $129 Cherry Berry $648 Chance Transmissions $648 Church Anew (WUMC) $786 Cherry Berry $162 City of Derby ‐ National BBQ Derby $125 Cowley County College $400 Cowley Community College $441 Cox Communications $344 Cox Communications $172 Damm Pharmacy $336 Damm Pharmacy $336 Delta Dental $432 Delta Dental $432 Derby Baseball Association $452 Derby Baseball Association $129 Derby Bowl $432 Derby Bowl $432 Derby Coalition for Healthy Choices $140 Derby Coalition for Healthy Choices $240 Derby Health Collaborative $270 Derby Community Foundation $516 Derby Jr Football $452 Derby Days $329 Derby Public Library $453 Derby Derm $200 Derby Vision Doctors $2,200 Derby First Christian Church $400 Derby Wrestling Club $432 Derby Health Collaborative $1,200 Eric Fisher Salon $336 Derby Jr Football $344 Freddy' Frozen Custard $648 Derby Public Library $453 Gold Buying Alliance $129 Derby Vision Doctors $2,200 Grene Vision $648 Eric Fisher Salon $252 Haysville Rental Center $140 Freddys Frozen Custard $516 Humana $140 Grene Vision $648 Insurance Centers Inc $336 Insurance Centers Inc $336 Intrust $516 Intrust Bank $516 Jury Eye $336 Jayleen Catering $471 Ken's Printing $516 Ken's Printing $516 Ledford Gage Lab, Inc. $336 Ledford Gage Lab, Inc. $336 Marks & Banister $336 Marks & Banister $336 Mid Kansas Pediatrics $324 Mid Kansas Pediatrics $648 Mid‐States Fitness Equipment $324 Mid‐States Fitness Equipment $324 Miller Electric $336 Miller Electric $336 Mulvane Family Med Center $252 Mobile Comm $150 Pepsi $1,200 Mulvane Family Med Center $336 Pleasantview Baptist $1,200 Pepsi $1,200 Reserve at Hamilton Estates $648 Pleasantview Baptist Church $900 Service Master ‐ Clean In A Wink $648 Service Master by Best $1,200 ServiceMaster by Best $400 Service Master Clean in a Wink $648 Sewell's Liquor $336 Sewell's Liquor $336 Shirts Plus $648 Shirts Plus $648 Spencer Wernli $516 Spencer Wernli $516 Sport Clips $162 Sport Clips $648 Tendercare $567 Strike Zone $213 Valley Offset Printing $516 Tendercare $648 Verus Bank $324 Valley Offset Printing $516 Wal Mart $648 Verus Bank $324 Wichita State University $648 Wal Mart $324 TOTAL REVENUE 2010‐2011 $26,226 Wichita State University $648 TOTAL REVENUE 2011‐2012 $29,121 Indicates new advertiser Net Increase $2,895
MEMORANDUM
TO: DRC BOARD MEMBERS
FROM: Chris Drum, Director of Facilities
DATE: April 1, 2012
RE: OAKLAWN TORNADO REPORT
Staff would like to provide the board with details of the storm and a summary of events that occurred after the tornado on April 14th.
The DRC and OAC facilities were greatly utilized and provided numerous accommodations the night of the storm and the weeks following the tornado.
The attached documents include an updated summary of events and an expense report indicating the costs of damage.
Summary of Events
Beginning Saturday, April 14th 6:30 pm – Derby Recreation Center pool party called Trina Bauer (DRC) to cancel their 7:30 pm pool party 9:30 pm – Gary Bunyard (DRC) and Sedgwick County Deputies opened Oaklawn Activity Center storm shelter 11:15 pm – Chris Drum (DRC) drove to Oaklawn to check damage. He could not get to OAC, due to power lines down. Chris had limited communications with Gary due to phone coverage.
Sunday, April 15th 1:00 am – Red Cross contacted Trina Bauer to seek permission to use the Derby Recreation Center for a crisis center. 1:30 am – Chris Drum met Red Cross representative at the DRC for a walk through 2:45 am – Red Cross began to set up 4:45 am – Chris and Trina received a call from the OAC Monitoring Company in reference to the OAC power outage. The OAC is closed indefinitely. 5:00 am – People at the OAC were able to leave the facility. 7:00 am – Gary Bunyard was able to leave the facility. 7:15 am – Superintendent of Recreation attempts to access the OAC but was unable due to downed power lines. Frank has communication with County representatives for updates. Clifton is closed indefinitely. 11:00 am – Chris Drum got a ride from USD 260 staff to the OAC to assess the damage. They had to take a tractor through the field to get to their facilities 9:00 pm – Clifton is open temporarily
Monday, April 16th • Clifton is open on and off throughout the day • Red Cross operates the crisis center at the DRC 24 hours a day • SRS joins the Red Cross at the DRC and is available in mornings and evenings • Derby Recreation Commission staff begins clean up of the facility both inside and out • All OAC classes are cancelled • The OAC is closed until power can be restored • Derby Recreation Commission staff that offices at the OAC have relocated to the Derby Recreation Center temporarily • Chris Drum works with Sedgwick County Deputies and United Way for usage of the OAC for a volunteer command base • Access to the OAC is limited due to utility work along Clifton • The DRC works closely with Tom Snodgrass (USD 260) on building damage and inspections.
Tuesday, April 17th • Clifton is open on and off throughout the day • Red Cross operates the crisis center at the DRC 24 hours a day • SRS joins the Red Cross at the DRC and is available in mornings and evenings • Derby Senior Center Health Fair that was scheduled in the Community room on Wednesday and Thursday had to be moved to the Derby Welcome Center, Austin room, due to Red Cross usage. • OAC classes have been cancelled for the remainder of the week. • Chris Drum is in contact with Sedgwick County to coordinate usage of the OAC.
Wednesday, April 18th • The United Way begins operations of the volunteer check in and training at the OAC. Their hours are 7 am to 7 pm. • At approximately 9:30 am power was restored at the OAC. • Natural gas is still not supplied to the area.
Thursday, April 19th • The United Way continues to operate out of the OAC. • Sedgwick County organizes a Town Hall meeting and coordinates with the Derby Recreation Commission to hold the meeting at the OAC. • Additional tables and chairs were transported from the DRC to the OAC in preparation for the Town Hall meeting. • Staff completed set-up for the meeting in the gymnasium. • Partial gas load was restored to the OAC at approximately 3:00pm. • Town Hall meeting started at 6pm. Approximately 500 people were in attendance. • Additional organizations were stationed in the commons during the meeting. Those organizations were: Register of Deeds/County Clerk/County Treasurer, Metropolitan Medical Response System (tetanus shots), District Attorney’s Office, Westar Energy, Kansas Gas service, Kansas Legal Services, Insurance Representatives, United Way, Catholic Charities, Salvation Army and Red Cross. • Staff tore down the setup from the Town Hall Meeting. Activities concluded at approximately 8pm.
Friday, April 20th • The OAC opens for members and regular business operations. • Full gas load was restored to the OAC by Friday morning. • The United Way continues their operations. • The United Way begins using the DRC mini bus to assist with the transportation of volunteers to job sites. • Visalus distributors used the kitchen to prepare healthy shakes and snacks for volunteers and all affected by the tornado. They previously operated from the Oaklawn Church but were unable to do so on Friday. • Staff transported tables and chairs back to DRC. • The yoga studio and personal training studio carpets were restored by Nett’s Restoration. Carpets were heavily vacuumed, cleaned and sanitized. • Derby Recreation Commission classes at the OAC will resume on Monday, April 23rd.
Saturday, April 21st • The United Way continues their operations from the OAC. Nearly 500 volunteers provided cleanup assistance to those in need.
Sunday, April 22nd • The United Way operations continue • The American Red Cross closes the shelter at the DRC community room.
Monday April 23rd • OAC classes resume to regular schedule. • The United Way operations continue. Volunteers begin to decrease.
Tuesday, April 24th – Thursday, April 26th • The United Way operates their volunteer headquarters through Wednesday. • The United Way begins cleanup and wrap up their operations at the OAC. • All volunteer inquiries are directed to The United Way hotline at 211. • Staff received notification from The Red Cross on Thursday that another shelter may be needed. Staff made arrangements for the OAC cafeteria to be used if needed. The Red Cross eventually determined that the additional shelter would not be necessary.
Tornado Damage Expense Report ‐ Cover
Item Estimated Expense Building Damage $ 23,076.32
Building Assessments $ 3,500.00
Equipment/Supplies $ 971.08
Fuel $ 212.70
Staff Labor $ 2,565.74
Donations $ 55.00
Total $ 30,380.84
Tornado Damage Expense Report ‐ Summary
Building Damage Estimated Expense Kalwall Canopy $ 8,480.00 Parking Light Poles‐4 $ 9,500.00 Glass Windows $ 2,548.08 Roof/Soffit $ 2,000.00 Carpet Restoration $ 548.24 Sub Total $23,076.32
Building Assessments HVAC Equip. $ 2,500.00 Surveillance Equip. $ 1,000.00 Sub Total $ 3,500.00
Equipment/Supplies Chain Saw $ 396.49 Emerg. Lt. Batteries $ 494.50 Curtains Dry Cleaned $ 37.00 Screws $ 10.98 Nails $ 6.21 Extension Cord $ 12.63 Surge Protector $ 13.27 Sub Total $ 971.08
Fuel DRC Fleet Sub Total $ 212.70
Staff Labor DRC Staff Sub Total $ 2,565.74
Donations 13 lbs Hot Dogs $ 55.00 Sub Total $ 55.00
Total $30,380.84
5/3/2012
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MEMORANDUM
TO: DRC BOARD MEMBERS
FROM: Frank Seitz, Superintendent of Recreation
DATE: May 2, 2012
RE: SUPERINTENDENT EVALUATION FORM
After discussion at our last meeting about updating evaluation forms for staff, specifically the Superintendent’s evaluation form, I contacted Leon Younger, Pros Inc., and Leon responded with the enclosed information. In addition, we have requested evaluation forms from other departments and found samples of forms on the ICMA website. At the direction of the Chairman, I am putting this on the agenda for discussion.
MEMORANDUM
TO: DRC BOARD MEMBERS
FROM: Frank Seitz, Superintendent of Recreation
DATE: May 2, 2012
RE: EXECUTIVE SESSION
Executive session for personnel reasons.