ADVISORY BOARD MEETING AGENDA Tuesday, September 25, :00 PM Irene B. French Community Center Conference Room

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1 ADVISORY BOARD MEETING AGENDA Tuesday, September 25, :00 PM Irene B. French Community Center Conference Room 1. Roll Call/Attendance Billy Crook 2. Public Comments Billy Crook 3. Approval of August 28, 2018 Minutes Billy Crook 4. Staff Reports a. Director s Report Anna Slocum i. Recreation Supervisor Position Update ii. Merriam Drive Live Update iii Summer Rec Report iv. Car Show Update v. Community Center Update b. Assistant Director s Report Dave Smothers i. Updates 1. Farmers Market Update 2. Vavra Park Playground Relocation Update ii. Upcoming Events 1. Tim Murphy Art Gallery Seniors Stand Out c. Recreation Supervisor Report Dave Smothers i. Updates 1. Funday Sunday Report 2. Girls on the Run Program ii. Upcoming Events 1. Halloween Happenings 5. New Business 6. Other Business 7. Adjournment Billy Crook Distribution: Board Members: Leary, Downey, Howard, Heffron, Stull, Fowler, Getzlow, Crook Mayor Sissom City Council Members Chris Engel Meredith Hauck City Clerk Anna Slocum Dave Smothers Ingrid Berg

2 CITY OF MERRIAM PARK AND RECREATION ADVISORY BOARD MEETING MINUTES Tuesday, August 28 th, :00 PM Roll Call The August meeting of the Merriam Parks & Recreation Advisory Board was called to order at 6:02 pm, by chairperson Billy Crook. Board members in attendance included: Suzanne Downey, Kathy Stull, LaVera Howard, Grant Getzlow and Thelma Fowler. Katie Leary was sick and Tom Heffron was out of town. Staff members in attendance included: Anna Slocum, Director; Dave Smothers, Assistant Director and Ingrid Berg, Assistant Program Coordinator. Public Comments No public present. Approval of Meeting Minutes Billy Crook made a motion to accept the July meeting minutes and Kathy Stull seconded the motion; motion was approved unanimously. Staff Reports Director s Report Car Show Update At this time there are 86 cars registered for the 2018 car show which is about normal for this time. Staff hopes for preshow entries with a goal of 250 overall. This being the 50 th anniversary of the movie The Bullitt a rendition of the movie poster is being used for the logo. Each registrant receives a t-shirt, dash plaque/magnet and calendar with last years winners. Calendars are generously donated by Shawnee Copy. Staff is hoping to get everything by Friday so bags can be stuffed next week. Juli Pinnick is the volunteer coordinator. Recreation Supervisor Position Update Staff completed the first round of interviews with two being individuals called back for second interviews. It was offered to a candidate from Colorado Springs, but declined the offer stating personal issues. Second round of interviews are scheduled with three new candidates on Wednesday, August 28 th. Seasonal Facilities Report Staff will not know Super Pass numbers until the other pools are closed for the season. Attendance to the MAC was about the same for 2017 with daily visits as well as Super Pass Visits increasing. MAC Garage Sale Update The pool garage sale made $1,500. The remaining items will be posted on Purple Wave (freezers, lounge chairs, etc). Public Works is removing and storing the life guard chairs, ADA lift and lane reels with lane lines. Public Works will also be moving the Vavra Park playground equipment to Waterfall Park and are repurposing the landscaping that can be salvaged. The hexagon picnic tables and new trash / recycling containers will be repurposed at other locations throughout the park system in the near future.

3 Community Center Update City Council s study session from August 27 th was recapped. Finish boards showing examples of floor and wall coverings were displayed. It was suggested to maybe try to incorporate some blue & yellow tiles into the pool liner. Courtyard plantings are proposed to include some white barked trees that will up light well, Artic Fire Dogwood for fall and winter color, variegated periwinkle and Little Bluestem grasses. The courtyard will have more light as well as a speaker system. There is some concern from Board members with the construction timeframe of the library and hope that it will not be during the summer pool season. There were also questions about the distance of the parking structure from the community center entrance. It is about the same distance from the front door of city hall to the front door of the police station. It was also asked if there will be electric car charging stations. Staff will explore that as an option. Parking will be first come first serve and will not be assigned (community center or library). The ground breaking ceremony is scheduled for Thursday, August 30 th at 8:30 am. There will be a swap of water in the outdoor pool in order to enlarge it from 25 yards to 25 meters. This will take 7 feet of space out of the zero depth fan pool. In addition, the designer is looking to expand the amount of water in the 5 6. Concern was voiced about having a grassy area on the pool deck as it attracts yellow jackets and bugs and clippings end up around and in the water. Another concern was the height of the retaining wall that will border the 25-meter pool. The indoor floor plan is experiencing minor changes to determine access to the locker rooms / restrooms as well as address egress code issues. The party rooms will be the same, but the fit desk will change to a few high top tables. Interiors will focus on exposed textures, refined colors and nature inspired materials. Meredith is still taking suggestions at: mcc@merriam.org. Assistant Director s Report Updates Farmers Market This season there have been 11, 421 shoppers, up from 9,280 over 2018 and there has been an upswing in daily vendors. Tomorrow is the last Wednesday Farmers Market ever as it is being discontinued due to consistently low shopper numbers. This was the first year Dave and market managers from Overland Park, Lenexa and Olathe met to share ideas. They plan on trying to do this pre and post season in the future. Upcoming Events Opening Night Reception Tim Murphy Art Gallery-Imagination Combined Thursday, September 6 th from 7-8:30 pm. To date there have been $7,200 in art gallery sales as compared to $6,600 last year. Recreation Supervisor Report Evaluations for the following special events were provided in your packet. Quail Creek Party in YOUR Park-175 in attendance Pool Party Palooza-110 in attendance National Night Out-120 in attendance Pooch Paddle-81 in attendance. May be the last one as it is TBD whether staff will continue this event at the new pool. Cruise Night-360 in attendance Campbell Party in YOUR Park-165 in attendance

4 Upcoming Events Funday Sunday This event is scheduled for Sunday, September 16 th from 4:00-7:00 pm. New Business No new business Other Business Merriam Drive Live (aka-mdl) the new and hopefully annual live music festival is scheduled for Saturday, October 6 th from 10am-5pm between the lawn of the IBFCC and Merriam Marketplace. Contact Dave Smothers if you would like to volunteer as there will be plenty of opportunities. Adjournment LaVera Howard moved to adjourn the meeting at 7:12 pm and Suzanne Downey seconded; motion was approved unanimously.

5 Food Trucks Farmers Market PUMPKIN ZONE: Face Painting, Rock n Rob, Balloon Creations, Caricatures, Touch-a-Truck 10:30 AM 12:30 PM 11:30 AM & 2:30 PM live music beer garden Artisans 10 AM 5 PM Yard Games 2 4 PM 12 2 PM Scott Duncan 10 AM Jenn Lari Duo 11 AM Nick Schnebelen 12 PM Rusty Laffoon Duo 2 PM Lyin Eyes 3 PM TITLE SPONSOR: CENTER STAGE SPONSOR: FALL FUN ZONE SPONSOR: PUMPKIN ZONE SPONSORS: Electronic Technology, Inc.; Health Partnership Clinic; Lindan Auto, Mechanical & Body Midwestern Mechanical Specialties /MerriamParks merriam.org/merriamdrivelive

6 MERRIAM PARKS & RECREATION Class Program Report SUMMER YOUTH Variance Variance Class Enrolled Participation Enrolled Participation Enrolled Participation (+/-) (+/-) Swim Team 47 1, , , Parent/Child Preschool Aquatics Level Level Level Level Private Lessons Challenger Sports Soccer Mini Kickers 0 0 Challenger Sports Soccer Camp CSI Merriam Youth Tennis - Pee Wee 0 0 Youth Tennis - Beginner 0 0 Youth Tennis - Intermediate 0 0 Youth Tennis - Private 0 0 Okinawan Karate The KI Society Minecraft Engineering Minecraft Masters Engineering Intro to STEM with LEGO STEM Challenge with LEGO Preschool Park Spectators TOTAL 151 2, , , ADULT FITNESS Enrolled Participation Enrolled Participation Enrolled Participation Belly Dancing Intermediate Belly Dancing Advanced Belly Dancing Boot Camp / Fat Burn/ Fit Blend Core & More Zumba 0 0 Gentle Yoga Summer Rec Report 1

7 Hatha Yoga Yoga Express Iyengar Yoga Level Iyengar Yoga Level Iyengar Yoga Level Iyengar Yoga Level 4 4 Ultimate Yoga 2 3 Dancing in Merriam 2 20 The KI Society Tai Chi for Health Yoshokai Aikido Rain Barrel Workshop 0 Pickelball TOTAL SENIOR Enrolled Participation Enrolled Participation Enrolled Participation Merriam 50+ Club AFEP///Flexercise JOCO Meal Program 1,629 1,560 1, BBQ Bingo Breakfast Bingo Bingo Ageless Yoga Chair Yoga Level Chair Yoga Level Senior Movie Senior Wii TOTAL 31 2, , , SPECIAL EVENTS Enrolled Participation Enrolled Participation Enrolled Participation Brown Party in Park Quail Creek Party in Park Campbell Park Party in Park Summer Sunday June Summer Sunday July Summer Sunday August F4F Food Truck Event Annual Pool Party National Night Out Summer Rec Report 2

8 Cruise Night Park Passport Program Art Gallery Receptions Attendance TOTAL 2,535 1,976 1, RENTALS Gym (Sports) Gym (Set-up) City Meetings Room Shelter Rentals Field Rentals TOTAL 203 1, , , DAILY VISITS Daily Passes , Walkers IBT JOCO Mental Health Outdoor Volleyball TOTAL 2,818 2,714 2, GRAND TOTAL , , , *2016 June-August *2018 June-August Summer Rec Report 3

9 Special Event Evaluation Event Name: -Turkey Creek Car and Motorcycle Show Date: September 8, 2018 Location: Merriam Marketplace Number of Registrants: 185 Number of attendees: 1,200 Cost of Event: $20 pre-registration; $30 day-of-registration $5 for 2018/2019 calendar; $15 t-shirt / $17 (xxl shirt); dash plaques $3; retro souvenirs (prices varied items included retro street banners, retro t-shirts and dash plaques) Revenues: 158 $ 3, day of $ 810 Sponsorship $ 6,150 Concession Vendors $ 360 (4@$80 / Souvenir Sales $ 768 People s Choice $ 97 Total Revenues: $11,345 Expenses: Awards $ Dash Plaques $ Calendar Photos $ Marketing (billboard, social media) $ Printing $ Radios $ People s Choice $ T-shirts $ 3, Bullitt Art Work $ Misc. Supplies (meals, office supplies) $ DJ $ Barricades $ Portable Toilet $ Grand Prize Award $ 4, Young Gun Award $ Total Expenses: $13, Net: ($1,875.81) Special Items Needed: There is an event specific list that is utilized every year and updated that includes necessary items. Modes of Publicity: MPRD Fall Brochures; flyer at all parks and library, Cruise Night, various businesses on Merriam Drive and event sponsors; ed flyer to city council, city employees; poster at Community Center,

10 Merriam Marketplace and City Hall; registration forms mailed to past participants; Community Calendar Channel 4, 41, Shawnee Mission Post; posted on various car club websites; lobby TV slide show, City Hall slide show; (13) 4 x 4 signs posted within two blocks of Merriam Marketplace; Facebook. Outdoor electronic sign at Merriam Marketplace; Police and Public Works message boards. Committees/Volunteer/Staff: Parks and Recreation Director, Assistant Director, Facility Supervisors (7); 25 volunteers; 3 police officers Strengths: Registration the day of event works well. Staff feels the set-up has been perfected as long as PD continues to have an extra air card day of event. Great volunteerism- this event would not be possible without the continued dedication of volunteers. Meeting prior to the start of each shift worked well volunteers had radios and vests and were keyed into conversations and how they were impacted. Dedicated photographer to shoot the car calendar awards. Having 58 th Street blocked to east bound traffic improved the traffic congestion on Kessler. Improved day-of-event registration form with standardized location for sequential items proved helpful. Skyline printing was fabulous in working through t-shirt color options and the quality of the print job was superb. Doing a sound check with the DJ and ETI proved helpful especially with the weather. The system connected with relatively few problems. Added the Motoring Memories award in which entries could submit a 500-word or less story about their car. Story was recognized at the event and the car will be featured on the 13 th month of the calendar for 2018/2019. Weaknesses: Weather significantly hampered the event. With better weather an additional 63 day-of-event registrations would have allowed this event to break even as it has in the past with direct costs. Weather also impacted options for calendar photos. The photographer worked to change angles and perspectives but there will not be a variety of background options in the calendar as in past years. Opportunities: Staff will target new car dealership on Merriam Drive that grand opened the week after the car show for sponsorship next year. Continue the sound check with DJ and ETI prior to ensure coverage. Save a few calendars to take to potential sponsors as an example. Create an Action Plan for the event within all areas so that if there is an emergency and someone is not available another person can pick up that section and follow through with event details. Written directions to Young Gun and Grand Prize Winner as to the protocol of redeeming their winnings. Stage ETI s bucket truck on the south end of Merriam Drive / Hocker Drive to get an aerial photo of the event. Create a sign that says DETOUR TO JOHNSON DRIVE the most asked question on the 57 th / Merriam Drive barricade. Investigating adding picnic tables to the north and south ends of the Marketplace for permanent use. Still would want picnic tables in the grass but would provide for optional seating. Thoughts: For registration table use the MPRD logo table clothes for a more professional look.

11 Farmers Market Update The entertainment for the month of September included: The Pic & Bow, Exit 13 & Rhythm Room Trio. There was one kids activity on the schedule, Making Flower Pots. The market spaces have sold out for the season, but as in years past, season vendors may choose not to attend every week if their crop is limited. This provides the opportunity for daily vendors to rent unused spaces. This year there has been a record number of 45 daily vendors sell at the market. The chart below compares the market operation from 2013 to current year. Saturday Market Shoppers Week ,025 15,278 14,591 15,839 11,335 12,453 Wednesday Market Week 1 12* (no Market July 4 1,695 2,004 2,539 2,423 1,245* The Wednesday Night Farmers Market concluded on August 29. This 12-week market had 63 vendors, 3 daily vendors and 1,245 shoppers. On the first Wednesday of each month we offered a Happy Hour event where we had a wine & beer vendor that sold drinks during the farmers market. Attendance has really dropped off on the Wednesday night Farmers Market. Vendor attendance has dropped from 17 vendors to 9. Shopper attendance has dropped from 2,423 to 1,245. It is going to be staff s recommendation that we the Wednesday night market is discontinued. On Saturday, September 8, the market relocated to the Community Center parking lot, there were 4 vendors and 156 shoppers the day of the car show ( vendors/388 shoppers). This year weather did play a part in that it was a rainy dreary day until late in the afternoon. On Sunday, September 9, the Merriam Marketplace was rented to the KC Pagan Festival Committee with an anticipated 1,200 visitors. The last day of the Farmers Market is Saturday, September 29, this is two weeks earlier than normal in preparation for Merriam Drive Live. Saturday, October 6, downtown Merriam be host the first ever Merriam Drive Live event from 10am-5pm. The end of the season vendor meeting is scheduled for Thursday, November 6:00pm.

12 SENIORS STAND OUT OCTOBER 4 27 OPENING NIGHT RECEPTION Thursday, October 4 from 7 8:30 p.m. FEATURING: THE SENIOR ARTS COUNCIL GALLERY HOURS Monday-Thursday 8 a.m. 9 p.m. Friday 8 a.m. 5 p.m. Saturday 8 a.m. 4 p.m. Sunday 1 5 p.m. SPONSORED BY City of Merriam and the Merriam Parks, Recreation and Community Center Foundation IRENE B. FRENCH COMMUNITY CENTER // 5701 Merriam Drive // Merriam, KS VISIT THE SHOW ONLINE AT merriam.org/artgallery //

13 Special Event Evaluation Form Event Name: Funday Sunday Date: Sunday, September 16, 2018 Location: Merriam Marketplace Number of Registrants: n/a Number of participants: 194 Ages various Cost of Event: FREE to attendees Revenues: $30 x 5 = $ $10 donation to Flags 4 Freedom Event Expenses: Creative Carnival $ Timberfall Band $ Caritas Face Painting $ Total Expenses: $1, Special Items Needed: We have a dedicated list (tent, tables, chairs, water for bands, etc.) Modes of Publicity: Fall brochure, Channels 4/41, Community Calendars, Shawnee Mission Post, fliers to all park bulletin boards, East Antioch, Merriam Park and Crestview Elementary PTO s, flier sent thru food truck followers, band, Lobby TV, poster in lobby at Community Center, face book, e Merriam news, flier/ sent to City Council, City Employees, Community Foundation, Park Board, Boomer Buzz, business contacts: Lee Jeans, Seaboard, Shawnee Mission Medical Center, Bayer and IBT. Committees/Staff: Volunteers: Staff: Anna Slocum Dave Smothers, Pam Oswald, Hannah Daily Strengths: Band was pretty good. People enjoyed the tumbling timbers and corn hole games. Face painting was a big hit. Weaknesses: Hot, humid weather. Taste of Brazil cancelled last minute leaving only 5 Trucks. Staff is evaluating if the 4-7 pm timeframe was good for people. With the car show last weekend, and Merriam Drive Live in a few weeks, not sure having events so close together made this event have successful numbers. Opportunities: The five hexagon picnic tables that were brought over from the pool were full of people all night long. Thoughts: JCPRD hosted a Park Palooza event that from 11 am-5 pm with several bands, food trucks and activities that likely hurt attendance. Attendance has continued to drop the last several years. Some of the food truck vendors suggested eliminating this event and just have two events each year.

14 We inspire girls to be joyful, healthy and confident using a fun, experience-based curriculum which creatively integrates running. Inspire girls to recognize their inner strength & celebrate what makes them one of a kind. what we do Girls in 3rd-5th grade develop essential life skills over the course of 10 weeks. Trained coaches lead girls through our curricula which includes discussions, activities & running games. The program ends with girls completing a service project & being prepared to complete a 5K event. What's included in the $165 registration fee? Twenty 90-minute lessons of the Girls on the Run nationally-recognized curriculum conducted by specially trained coaches A healthy snack at each practice An official Girls on the Run program t-shirt A Girls on the Run water bottle Entry fee for the Girls on the Run 5K A 5K finisher's medal A lifetime appreciation for health and fitness Online registration opens at 8 a.m. on Saturday, August 11 at Our season begins the week of September 10 and concludes on November 16. Mark your calendar for the celebratory Girls on the Run Spring 5K at Children's Mercy Park (home of Sporting KC) on Saturday, November 10. NEW! Register early for the opportunity to enroll in our 3-month payment plan! For details about our fall season, visit Financial assistance available upon request. Team: Irene B. French Community Center Practice Days/Times: Tuesday and Thursday / 5:30-6:45 PM