GEORGETOWN-SCOTT COUNTY PARKS AND RECREATION

                                                                    March 21, 2016


MEMBERS PRESENT:             Erik Flaig                                 Ben VanMeter
                                                   Kenna Portwood                  Tom Willett
                                                   D.T. Wells                               Jamie Kumar
                                                   Ursula McIntyre                    Mary Singer 

OTHERS PRESENT:                 Bill Parker                               Gary Power
                                                  Sherri Nicholas                       Rand Marshall
                                                  Robin Allen                             Ann Hoffman
                                                  Julie Wash                              Terri Wilkerson
                                                  Donna Brandenburg             Bias Tilford


I.  CALL TO ORDER:  Chairman Ben VanMeter called the March meeting of the Parks and Recreation Board to order.

II.  READING OF THE MINUTES:  Ben asked if there were any corrections or additions to the minutes of the February Board meeting.    A correction was requested to take Bob Leonard and Ursula McIntyre out of the Board attendees and add Kenna Portwood to the members present.  A motion was made by Erik Flaig to accept the minutes of the February meeting with the corrections.  Seconded by Jamie Kumar.  The motion carried unanimously.

III.  BOOKKEEPERS REPORT:  Donna reported that the balance on hand is $997,979.62.  The balance on hand this date last year was 523,650.48. 

IV.  BILLS FOR APPROVAL:  Donna gave the Board a list of bills to be approved for payment.  A motion was made by Jamie Kumar to approve the bills.  Seconded by Ursula McIntyre.  The motion carried unanimously.


  1. Baseball Minor/Major League Appeal – Ann Hoffman and her daughter and grandson came to the Board with an appeal of a decision that her grandson did not get chosen to participate in the major league but was sent back to the minor league.  He will be 13 years old in June.  Last year he hit 5 out of the park home runs and had the best average of any player in the league last year.  She said that the only kids to get chosen for the major league are the ones whose fathers coach and she did not think this was fair.  She said that she tried to appeal to the Board through Terry Hopkins and was informed that there is no appeal allowed.  Mr. Hopkins told Ms. Hoffman that the Board followed their by-laws and the decision will stand.  She feels like the try outs are discriminatory and not fair.  She also said that the SCYB by-laws need to be changed.  The Parks Board told her that they could not change the baseball Boards by-laws or decision in this case.  They did however tell her that they would review the by-laws and suggest any changes that they see fit.


  2. Bias Tilford – Mr. Tilford came to report to the Board that the basketball courts at Ed Davis Park are in dire need of being repaired.  He said that they are getting to be a safety hazard.  He would like the Parks Board to support the BB court repair project and then he will go to the Fiscal Court and City Council to see if they can help with some amount of money.  Sherri said that she has an estimate for the repairs at $15,000.  It has also been put in our budget request as a capital item.  Sherri also said that in talking with Judge Lusby that item will probably be cut from the budget capital request.  He feels like since ED is a city park that the city should take care of the repairs.  Sherri also said that if the City can come up with half of the estimate for the project, the Parks department can probably come up with the other half.  A motion was made by Tom Willett to support the BB court repair project as a high priority.   Seconded by Erik Flaig.  The motion carried unanimously.

    Mr. Tilford also said that the vision meeting they had at EDLC last month went really good and was very informative.  There will be another meeting this Thursday at 6 pm at EDLC.

    He also told that Board that Miss Sherri and Miss Robin were doing a great job.


  3. Approval of Chemical Bid – Sherri told the Board that there were two bids for chemicals, one from O.P. Aquatics and one from Hawkins.  Hawkins cannot supply muriatic acid with is a definite must.  Staff recommends O.P. Aquatics, who is our supplier now, since Hawkins failed to meet the specs.  A motion was made by Tom Willett to approve O.P. Aquatics as the chemical supplier.  Seconded by Mary Singer.  The motion carried unanimously.

  4. Approval of Port-a-Potty Bid – Sherri reported that there was only one bid for the port-a-potties.  It is from Kentucky Portable Toilets and the bid is for the same pricing we have now.  A motion was made by Erik Flaig to approve Kentucky Portable Toilets bid.  Seconded by Kenna Portwood.  The motion carried unanimously.

  5. Proposed Budget – Sherri gave the Board a copy of the proposed budget that was turned in to the County and will be turned in to the City this week.

  6. American Legion/SCBOE Athletic Contract Update – Sherri said that she, Rand, D.T., and Joe Pat Covington had met to discuss the AL league and the school contract.  Rand sent Jim Woodrum (AL) a letter stating dates they would be able to utilize Sutton Field and possible other dates that would be available.  The letter states that the HS will have first priority per the contract.  After the HS submits its schedule there may be other dates available for the AL league.  If there is a conflict with the HS schedule, the AL team would have use of Senior League Field 2.  Rand said that he has not heard anything back from Mr. Woodrum.

  7. Global Fit – Sherri gave the Board a copy of the Global Fit contract last month to take and review.  She said that it is similar to the Silver Sneakers program we have at the Pavilion.  A motion was made by Mary Singer to approve the Global Fit contract.  Seconded by Tom Willett.  The motion carried unanimously.

  8. Boy Scout request to use Scott County Park – Sherri has received a request from the BSA to utilize Scott County Park for their annual camp out on September 16 through September 18, 2016.  A motion was made by Mary Singer to approve the BSA camp out.  Seconded by Erik Flaig.  The motion carried unanimously.

  9. USTA KY request to use Tennis Court for Tournament – Sherri has had a request from USTA KY to use five of the tennis courts at Brooking Park on June 24 and June 25 for a tournament.  They have requested a fee of $100/day.  The normal fee is $20/hour/court.  She also said that the tennis courts are hardly ever reserved or rented.  Staff will post ahead of time for the public of this tourney.  A motion was made by D.T. Wells to allow the USTA KY to hold their tournament for a fee of $100/day.  Seconded by Tom Willett.  The motion carried unanimously.

  10. Executive Session – Personnel – Directors Position – No action was taken in closed session.  A motion was made by Jamie Kumar to post the Director’s position in house immediately for five days with the correct qualifications.  Sherri needs to re-apply.  Seconded by D. T. Wells.  The motion carried unanimously.

  11. Directors Report – Sherri reported that she had received an email about Seed to Feed program.  It is a program where local farmers will have the opportunity to participate in Seed to Feed dinner series from May – September.  Each dinner will be hosted at a farm or non-profit in Scott County.  The meals will be paired with local beers, wines or bourbons.  Music, silent auctions, art may also be included.  Each dinner will benefit a charity or non-profit.  The first dinner will be held at Royal Spring Park on May 13th.  Since there will be alcohol Sherri wanted the Boards approval.  A motion was made by Mary to approve the event and to give preliminary approval for the alcohol.  Sherri will do some more checking with the City and KLC.  Seconded by D. T. Wells.  The motion carried unanimously.

    She reported on the vision meeting that was held at EDLC last month.  She said that there has been a lot of positive feedback.  The meetings are held on the 4th Thursday of each month at 6 pm.  Everyone is invited.

    She said that she and Bill had met with the hospital  and have discussed a payroll deduct plan for their employees to join the Pavilion.  We have given them some day passes to give to their new employees.

    This is the Year of the Cabin and the Historical Society and the Arts and Cultural group are trying to raise money to restore the Royal Springs Park cabins.  All the money raised will be channeled through the Historical Society.

    SFAC – Concrete repair begins tomorrow, then painting will be done, and then water.

    Sherri will be sending the Board two field contracts before the next Board meeting.  One has expired and one will expire at the end of this year.  Jamie Kumar asked if Parks could get a new flag for Sutton Field.  The one there is really tattered.  Sherri asked Gary to get a new one and put it up.

    Sherri gave the Board a copy of a United Healthcare Fitness Reimbursement Plan to review and discuss at the next Board meeting.

    She told the Board that Parks and Recreation has a trust fund that was set up in 1970 that has grown to $20,000.  The Kentucky Trust Co. representative came and met with Sherri and Rand and told them that there was money to be spent.  The money must be spent at Suffoletta Park.  She said that the shelter at Suffoletta Park is in need of replacing as it has been broken into several times through the roof.  It will be replaced with a metal roof at a cost of approximately $4,000.  The rep said that she will present this project at their next meeting and they will take a vote on it.

    Sherri told the board that the City has sold a strip of land adjacent to Sam Pollock Drive at Marshall Park.  The strip behind the Orient Express, Valvoline, the collision center, and the old tile store has been sold.  This is where girls softball has been parking and will now have to find other parking.  Sherri also said that she has been talking to Chief Lewis about the parking at Marshall Park.  She and Gary will meet with him again this week and see if they can come up with any solutions.

    Parks and Recreation now has an app.  Robin has been working with Omveria.  They set up the app for a cost of $400 per year and that cost will not go up as long as we stay with them.  The Parks app cannot be downloaded to Windows phones.  Parks will move from Sophicity to NetGain on March 24.

    Sherri received a request from two Eastern Kentucky students for permission to build 3 informational stations at Brooking Park around the pond.  They will be doing this project as part of an Independent Study Program for a Recreation and Park Administration Masters.  They would like to begin the project on April 4.  The stations will be monitored by the students for vandalism, paper replacement, maintenance, and upkeep.  A motion was made by Mary Singer to approve the project with the stipulation that if they are not maintained then Parks and Recreation will have the right to remove them from the park.  Seconded by Erik Flaig.  The motion carried unanimously.

  12. Pavilion / Program Report – Robin reported that the attendance for February at EDLC was 389.  Pavilion February program attendance was 4,749; regular attendance was 14,848.  The monthly income was $128,879.54 and expenses were $72,545.95 for a monthly recovery rate of 178%.  There will be a PYO class beginning in April.  This is a combination of Pilates and yoga.

  13. Maintenance Reports – Gary reported that they have been seeding, have begun mowing, rolling the soccer fields, put new roofs on the Ed Davis Park shelter and the Suffoletta shelter, working on bleachers and new picnic tables.  They have replaced the wooden tables at Brooking Park with the new metal mesh ones.  They have taken tables to Marshall Park for the girls softball concession.  They have put some handicapped parking spaces on Holmes Field.

    Bill reported that there will be another blood drive at the Pavilion on April 1 and one July 29 at the City parking lot.  They are working on SFAC, the City health fair, County EukoEn, and the hospital health fair.  They are having the Pavilion outside doors and 1 curtain in the gym worked on.  The parking lot repaving will be going out for bid before the next Board meeting.  He will be graduating tomorrow night from the Citizen’s Fire Academy.


    Sherri asked the Board to fill out and return the Ethics sheet to either Donna or Tracy Hoffman at the City.  The sheets need to be notarized b4 turning them in


VI.  ADJOURNMENT:  There being no further business to be brought to the Parks and Recreation Board, a motion was made by Tom Willett to adjourn.  Seconded by Ursula McIntyre.