GEORGETOWN-SCOTT COUNTY PARKS AND RECREATION

                                                                    April 18, 2016


MEMBERS PRESENT:             Erik Flaig                                 Ben VanMeter

                                                Kenna Portwood                     Tom Willett

                                                D.T. Wells                               Jamie Kumar          

                                                Ursula McIntyre                     Mary Singer

                                                Russ Fendley


OTHERS PRESENT:                  Bill Parker                               Sherri Nicholas                                                      

Robin Allen                             Connie Stidham

Julie Wash                              Terri Wilkerson

Donna Brandenburg              


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

II.  APPROVCAL OF THE MINUTES:  Ben asked if there were any corrections or additions to the minutes of the March Board meeting.   A motion was made by Jamie Kumar to accept the minutes of the February meeting with the corrections.  Seconded by Erik Flaig.  The motion carried unanimously.

III.  BOOKKEEPERS REPORT:  Donna reported that the balance on hand is $846,602.73.  The balance on hand this date last year was $547,245.42. 

IV.  BILLS FOR APPROVAL:  Donna gave the Board a list of bills to be approved for payment.  A motion was made by Russ Fendley to approve the bills.  Seconded by Erik Flaig.  The motion carried unanimously.


  1. Super Sharks – Connie Stidham came to the Board to report on the new times given to the Super Sharks and that they were working out well.  They will be getting some extra times in the mornings.  They would still like to host a swim meet if it can be worked out.  The contract will be signed again in September and reviewed and signed each year thereafter.

  2.  United Healthcare Approval – Sherri asked the Board for approval of the information given to them last month on the United Healthcare fitness program here at the Pavilion.  It is similar to the Silver Sneakers program.  A motion was made by Russ Fendley to approve the program with United Healthcare.  Seconded by Jamie Kumar.  The motion carried unanimously.


  3. Memorial Policy – Andy Williams @ Ed Davis – Sherri gave the Board information she received as a request for a memorial to Mr. Andy Williams at Ed Davis.  She also gave the Board a copy of Parks Memorial Policy to review.  She said that this request came from a Neighborhood Vision Meeting at EDLC.  She asked the Board to look over the information.  She also said that she has sent a copy of our Memorial Policy to the gentleman making the request.

  4. Pavilion Request – Shirley Moody has requested that Senior Citizens age 75 and older be allowed to utilize the Pavilion free of charge since most of them are on a fixed income and may not be able to afford the price.  The Board felt that this would open up a precedent for all groups to request the same treatment.  No action taken.

  5. Climbing Wall Approval – Sherri reported that all the approvals necessary are in place for the climbing wall.  The estimate for the wall is $8,773.00.  It will be one panel wide and 5 panels high.  In order to order it we would be required to pay ½ up front.  All the prep is done and the wall is clear so that the guards can see through it.  The product will be coming from AquaClimb.  A motion was made by Erik Flaig to approve going ahead with the climbing wall.  Seconded by Tom Willett.  The motion carried unanimously.  A motion was also made by Erik Flaig to approve paying ½ of the climbing wall to get it ordered.  Seconded by Tom Willett.  The motion carried unanimously.

  6. Director’s Report – Sherri reported that some kids had set the old Suffoletta pool building on fire.  They were two young offenders – 10 – 13 years old.  They were caught and we will be pressing charges.  The inside of the building is pretty much destroyed. 

    Staff should be ready to paint SFAC beginning in a couple of weeks and it should open on time.

    Bronson Williams, Assistant Aquatic Manager, is leaving us to go to Montana and be a fire fighter.  Applications are being taken now and Sherri and Terri have come up with a plan to have four head guards act as managers during the summer to try and alleviate some work for the new Assistant Aquatic Manager coming in new.

    Sherri has spoken with C.J. May who purchased the land where Orient Express and the Tile Shop are.  The land backs up to Marshall Park where girls softball has been parking for their games.  He said that he will try to work with Parks and Recreation on the parking situation.  He also owns the old Kroger and said that we may be able to utilize the parking lot at the old Kroger in Washington Square and run some busses to and from Marshall Park if need be.

    The City Health Fair will be May 10 – 12.  Sherri requested that we be able to do the same as last year on giving passes to the Pavilion for the fair.

    She also reported that the County budget has passes and everything we requested was approved with the exception of the Ed Davis basketball courts resurfacing.

    Sherri has a meeting with the Mayor tomorrow to discuss the City budget request.

    Net Gain has replaced Sophicity and is up and running.

    Sherri and Robin have attended some KLC training and are learning some things about Employee Files and how they need to be kept. 

    She said that the City is have the first reading of the new employee handbook tonight and the second reading of the new pay scale as well.  They are also working on updating the bid process.

    Sherri reminded the Board to sign and return the Ethics Package they received last month to Tracy at City Hall.

    Main Street has given $2,000 more for work to be done on the cabins at Royal Spring Park.  There is also a muskrat infestation there and Fish and Wildlife has been contacted.

    Had a health fair this past weekend at the Japanese Garden.

    We will have one Movie in the Park this year on July 22 with a rain date on July 29.  There will be some pre-show entertainment from Miss Artie’s group.

    Robin has been asked to the sit on the Community Connection Board.

    She told the Board that there has been a new Parks Maintenance Documentation program started with outdoor maintenance.  It will be brought to indoor maintenance as well. 

    We will be having expectation meetings is employees beginning soon.

    The new logo will be put on the doors at the concession buildings in the parks beginning with  Brooking Park.

    She said that the County has had a new shelter put up at Scott County Park across from the maintenance shop.  We will buy tables for it and begin renting when it is complete.

    The Police Department will be having a 5K and we will be co-sponsoring with the.   We will be providing Parks and Recreation bottled water for the event.  We will be on all of their advertisements and social media.

    We have ordered some window clings of our logo for placement.


    Russ said that the Judge has made some improvements to the hitting facility so the baseball organization wants to go something nice for the Judge and Parks and Recreation.  He said that there were some chain link gates that Parks may want to use.  They are in good shape.  There is some other things down there that they will need Parks help with in cleaning up and tanking away.  It is sitting between the horseshow ring and the outfield fence.  They need to get the batting cage fencing replaced at Sutton Field.  It is 10’ high by 60’ – 80’ long.  He asked Parks to get a price.  They are looking for things to do with youth baseball like letting them go out on the field at one of the high school games and maybe getting the high school coaches to do a baseball clinic with the youth baseball program.


  7. Pavilion / Program Report – Robin Allen reported that the EDLC March attendance was 580.  The Pavilion program attendance was 4,388 and regular attendance was 14,407.  Monthly income was $81,565.39 and expenses were $74,401.26.  This makes the monthly recovery 110%.

  8. Maintenance Reports – Bill reported that he is working on SFAC, fireworks, and the fair.  Moved bleachers for Miss Artie’s recital. 

    Russ said the High School will be hosting the District Tournament this year and will need some bleachers.  Sherri will talk to Gary about it.

    Sherri said thanks to Jonathan and Mike for all the work they have done at SFAC.

    She said that Gary’s crew has been mowing a lot.  They have three part time employees back from last year and are looking to hire 2 more.  They will be putting some playground equipment up at Oxford Park from the Center of Town.

  9. Executive Session –Directors Position – A motion was made by Erik Flaig to go into closed session.  Seconded by Russ Fendley.  No action taken during closed session. 


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.