GEORGETOWN-SCOTT COUNTY PARKS AND RECREATION

                                                                    June 20, 2016


MEMBERS PRESENT:           Erik Flaig                                 Ben VanMeter

                                                Kenna Portwood                    

                                                Jaime Kumar          

                                                Mary Singer

                                                Russ Fendley


OTHERS PRESENT:             Bill Parker          Sherri Nicholas                                                      

                        Mary Franey      Robin Allen 

 Julie Wash           Terri Wilkerson

                                             Rand Marshall    Vicki Miller


I.  CALL TO ORDER:  Chair-elect Jaime Kumar called the June meeting of the Parks and Recreation Board to order.

II. APPROVAL OF THE MINUTES:  Jaime asked if there were any corrections or additions to the minutes of the May Board meeting.   A motion was made by Mary Singer to accept the minutes of the May meeting as presented.  Seconded by Russ Fendley.  The motion carried unanimously.

III.  BOOKKEEPERS REPORT:  Julie reported that the balance on hand is $876,874.33.  The balance on hand this date last year was $435,320.41. 

IV.  BILLS FOR APPROVAL:  Julie 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 Mary Singer.  The motion carried unanimously.


  1. Revision of Pavilion Business Plan – Sherri presented an easier to understand plan.  1-25 Passes purchased will be handled the same as current and save 10%, 25-100 Passes purchased at same time save 15% with payroll deduct and 100+ Passes purchased at the same time save 18% also with payroll deduct.  We will go to the business to set up the passes and we will be paid with quarterly payments.  Motion to approve Jaime Kumar, Second by Mary Singer.  The motion carried unanimously.

  2. Director’s Report -   2016-17 Budget Passed by the City and County.  Only one change is on the last page Capital Budget, Ed Davis $15,000.00 removed. No other changes.   Included in the Budget is the 3 percent raise for full time employees and .50 raise for part time employees. $191,709 additional in overall budget. FLSA suggstions will be presented at next board meeting. Capital Items roof, hvac, vehicles, mowers, stairs approved.  Erik Flaig motion to approve 2016-17 budget, second Mary Singer, the motion carried unanimously.  Ed Davis Basketball Court is finished. Hamilton Hinkle donated half, city paid for half and Parks paid for resurface out of current budget.  Pictures and thanks will be posted to social media.  Seed to feed changed to June 25th Royal Springs Park.  We are putting Social Media/Marketing information on back of our new business cards.  Sherri will be sitting on Scott Family & Consumer Services Program Advisory Council through UK.  We will see if Parks can partner with their programs.  Working with City Fire Department, Police & Sheriff. Starting with  – Meet Your Local Super Hero- July 9th at SFAC.  12:45 to 4:00pm.  Fire Damage to Old Suff. Building contents $37,240.  City’s Damage $200,000.  Russ Fendley requested a running total of damage due to vandalism, weather etc.  Sherri will compile a list of current fiscal year totals.  Russ asked for update on Road Dept. building, nothing at this time.  Russ inquired about our Severe Weather Policy, which is the Red Cross=30-minute sight and sound. Russ suggested KHSAA.  All Parks programs need to use same Policy. Also questioned where participants should go if outdoor.  All agreed one standard and if anything else followed must be tougher policy. Parks Policy needs to be communicated to all youth sports.  Sherri will research other Parks policies. We follow KHSAA Heat policy. The “No Drugs” signs are in.  Board Members have received comment on the no smoking signs.  Mostly positive. 

  3. Pavilion / Program Report – Robin Allen reported that the EDLC attendance for May was 557.  Pavilion program May attendance was 3,170; regular attendance was 11,405.  Monthly income was $90,563.66 and expenses were $79,191.06 for a monthly recovery of 114%.  Russ had received many compliments on Pavilion swim lessons.  Russ requested Ed Davis yearly comparison report. Robin will have fiscal year comparison on Pavilion numbers next meeting.  Half of the invoice for the Climbing wall is paid.

  4. Maintenance Reports – Sherri presented for Gary Power – Oxford Rd. park expansion is almost complete. Toddler swings and spring ride. One piece is still on order. Oxford has had many compliments.  Findley park has been mowed.  Any amount of rain makes it difficult and we mow as we can. It can be very dangerous.  Some trail bridges have been washed out.  Working to repair.  Russ mentioned a chain link fence that is washed out at Suffoletta needs to be looked at.                                                                                                                                                Bill Parker – SFAC opened.  Pavilion Parking lot complete.  Fair and Firework preparations.  Participated in Housing Authority Community Fair, Getting ready for Pavilion shutdown, Gathering Bids for Roof and HVAC unit for fitness room.   Mary asked about a treadmill that may need service.  Erik inquired about landscape at SFAC. Ben inquired about Parks being included in signage for Fair & Fireworks.    Russ inquired about updated device connections on Cardio room equipment.  Bill to check on this.

  5. Aquatic Report – Terri Wilkerson introduced Mary Franey.   There is still a problem with people watching SFAC activity from other property.  Police are aware of the problem.  SFAC compared to 2015 is ahead $21,000.  Erik stated there is still a parking problem.    Sherri stated we are still in process to help alleviate parking issue. Pavilion Climbing Wall will be installed in August.  It will be installed with the help of Swim Pro.  SFAC  June 11th record day of 1607 of regular participants.  Horse Park Contract renewal is due. Previous amount $62,000 now submitted for $88,000.  Waiting on them to provide contract to sign. Russ Fendley made motion to approve the signing of the Horse Park pool contract, Second by Erik Flaig, the motion carried unanimously.

  6. Executive Session – Personnel Issues – A motion was made by Erik Flaig to go into closed session to discuss Assistant Office Manager and Assistant Director positions. Second by Russ Fendley. The motion carried unanimously.  Rand- No Action Taken in Executive Session.  Erik Flaig motioned to come out of Executive Session, Kenna Portwood second, the motion carried unanimously.

  7. Ben VanMeter opened regular session.  Mary Singer motioned to hire Victoria Miller as Assistant Office Manger at $16.51 per hour with 3% raise July 1, second by Kenna Portwood, the motion carried unanimously.  Erik Flaig motioned that 2 in house candidates will interview and also open to the outside for the Assistant Director position for 10 days, that a committee will be appointed to hire new assistant director.  Sherri voiced her concerned that she would not have a vote in hiring her assistant. Mary Singer seconded, the motion carried unanimously.


VI.  ADJOURNMENT:  There being no further business to be brought to the Parks and Recreation Board, a motion was made by Kenna to adjourn.  Seconded by Mary Singer.