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.