BOARD MEETING AGENDA
Tuesday, April 11, 2017
Derby Recreation Center
6:00pm
A. Consent Agenda (action required)
1. Regular Meeting Minutes March 2017
2. Checks and Vouchers March 2017
B. Superintendent Report (receive & file)
C. Staff Highlights (receive & file)
PUBLIC FORUM
OLD BUSINESS
D. Software Update (receive & file)
Trina Bauer, Assistant Superintendent
NEW BUSINESS
E. Volunteer of the Year Award (receive & file)
Kathleen Avitt, Director of Programs
F. Volunteer Recognition Gifts (receive & file)
Kathleen Avitt, Director of Programs
G. Proclamation “May: National Water Safety Month” (action required)
Donita Grinde-Houtman, Aquatic Program Coordinator
H. Proclamation “May: Bike Month” (action required)
Debbie Williams, Community Wellness Coordinator
I. Equipment Purchase Request (action required)
Chris Drum, Director of Facilities
ADD ONS
BOARD MEETING MINUTES
March 14, 2017
A regular meeting of the Derby Recreation Commission was held at the Derby
Recreation Commission, 801 E. Market, Derby, Tuesday, March 14, 2017.
Chairman Rick Ruff called the meeting to order. Present were Board members Brian
Johnson, Eric Tauer and Kerry Dexter. Also present were Frank Seitz, Superintendent of
Recreation, Trina Bauer, Assistant Superintendent, Derek Smith, Director of
Administration, Kathleen Avitt, Director of Programs, Rob McDonald, Director of IT, Chris
Drum, Director of Facilities, Jen Tribue, Director of Marketing, and Caryn Greenstreet,
Administrative Assistant. Guests included Leon Younger and Austin Hochstetler, Pro’s
Consulting, Gary Lillich and Dan Thole, Derby Barn Dance Club, Chandler Ochoa, Derby
Informer.
Kerry Dexter moved to approve the consent agenda, Brian Johnson seconded, motion
carried 4-0.
The Superintendent Report was reviewed.
The Staff Highlights were reviewed.
Gary Lillich and Dan Thole presented a donation to the Derby Recreation Commission
from the Derby Barn Dance Club.
Laura Branstetter arrived at the meeting.
Kathleen Avitt presented the 2017 Spring Program Guide to the board.
Trina Bauer gave a PerfectMind software update to the board.
Leon Younger, Pro’s Consulting, updated the board on the progress of the Master Plan
Project.
Frank Seitz presented the 2016 DRC Annual Report to the board.
Chris Drum reviewed the CIP recommendations for the City of Derby and USD 260 with
the board.
Rick Ruff moved to go into executive session for a period of 30 minutes for personnel
purposes, Eric Tauer seconded, motion carried 5-0.
Rick Ruff moved to come out of executive session, Kerry Dexter seconded, motion
carried 5-0.
Rick Ruff announced that no action was taken as a result of executive session.
Rick Ruff moved to approve the proposal from Pro’s Consulting for the Superintendent
search, Eric Tauer seconded, motion carried 5-0.
Eric Tauer moved to adjourn, Rick Ruff seconded, motion carried 5-0.
MEMORANDUM
TO:
DRC BOARD MEMBERS
FROM:
Frank Seitz, Superintendent of Recreation
DATE:
April 6, 2017
RE:
SUPERINTENDENT REPORT
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Had several meetings with staff members Derek Smith, Director of Administration,
and Janet Roberts, Bookkeeper, regarding the KPERS audit.
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Gave a tour of the Derby Recreation Commission and Rock River Rapids to the
director of Great Bend Recreation Commission and Great Bend city and school
officials.
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Met with Chairman Rick Ruff to review agenda for the March board meeting.
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Participated in a KPERS webinar.
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Reviewed the Rock River Rapids marketing budget with Jen Tribue, Director of
Marketing and Derek Smith, Director of Administration.
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Attended the PROS organizational assessment meeting for DRC administrators.
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Worked with staff and PROS Consulting on benchmarking questions and survey
questions for DRC master plan study.
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Worked with PROS Consulting and Derek Smith, Director of Administration, on
preparing for Superintendent search.
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Met with City Manager and Superintendent of Schools at our bi-monthly meeting.
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Attended Rainbow United Blarney Breakfast.
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Met with DRC Attorney, Lee Kinch, concerning software with active.com as well as
KPERS information.
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Met with former county commissioner, Ben Sciortino.
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Took seven days of vacation.
MEMORANDUM
TO:
DRC BOARD MEMBERS
FROM:
Derek Smith, Director of Administration
DATE:
April 6, 2017
RE:
MARCH ADMINISTRATIVE HIGHLIGHTS
Accounting/Risk Management
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Reviewed monthly revenue and expenditure report.
Continuing process with KPERS audit. Have come to agreement on all but one individual
employee accounts.
Met with numerous employees on individual KPERS accounts resulting from audit
process.
Working with Supt on budget prep.
Completed paperwork for annual property/auto/liability/work comp insurance renewal.
Working on employee work comp claim.
Contracts
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Working with Civic plus and internal staff team to develop content for website update.
Met with DRC attorney on retrieving data from our current software provider. Elected to
take no action.
Personnel
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Numerous hires.
Attended Employee Wellness Committee Meeting.
Returned two employees to work who were on medical leave.
Attended lunch and learn.
Met with new ICMA representative.
Interviewed candidates for RRR manager positions.
Other
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Completed significant amount of research for DRC master planning prices re
benchmarking and community survey.
Attended USD 260 Financial Advisory Committee.
Attended School Process for Success Steering Committee Meeting.
Attended an Education Foundation Meeting.
Technology
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Started work with Marketing on the upcoming Summer Program Guide.
Met with Health and Wellness Coordinator about upcoming new projects.
Purged old backup files on SQL server to conserve space.
Replaced poster series with spring programs.
Continued to meet and work with Perfect Mind software on our August release. Much
progress has been made.
Repaired a couple of printers that were having problems.
Started some initial work on the startup of Rock River Rapids.
Created Summer Marketing graphics from t-shirt design to program guide, parking lot and
feather banner theme.
Took a week of vacation.
Started worked on CIP Technology plan for upcoming budget year.
Ordered new equipment for training stations for the DRC for our Perfect Mind software
rollout.
Purged old transaction and log files out of our SQL server for our accounting software
Microsoft Dynamics.
Worked on some internal signage and marketing materials.
Met with City to look at open space availability with Director of Facilities.
Worked on repairing wide format printer.
Worked on some sound system issues with our spin studio.
Marketing
Community Involvement
 Attended Chamber luncheon
Program Support
 Revised sponsor request letter for Derby Kite Festival
 Worked with advertisers for the Summer Program Guide
 Distributed Spring Program Guides to Chamber, Welcome Center, etc.
 Created charts/flyers for aquatics and fitness programs
 Promoted events and classes on Facebook
 Wrote Derby Informer column
 Finished 2016 Annual Report
 Created ad/flyer for 2017 Kite Festival
 Created Dive In Movie Flyer
 Submitted summer events to the Eagle Summer Activity Guide
 Created Kite Festival ad for Eagle Summer Activity Guide.
 Started the Summer program guide
 Created fitness/aquatic chart template for front desk
 Designed school newsletters
 Promoted events/programs on Facebook
Rock River Rapids
 Met with Cox Media about media buy
 Met with Wichita Eagle regarding advertising
 Updated RRR Brochure
 Met with Best of Kansas to finalize advertising for RRR
 Created RRR Ad for Eagle Summer Activity Guide
 Met with Derby representatives to review market plan/budget
Miscellaneous
 Met with radio and television representatives for summer media buy
 Attended KRPA Marketing Committee Meeting
 Attended Master Planning Meeting
 Attended Civic Plus website redesign meeting
 Created color palette for Derbyrec.com revamp
Social Media
DRC Facebook ‘likes’ – 3, 285 (decrease 27 since February)
RRR Facebook ‘likes’ – 5, 598 (increase 10 since February)
MEMORANDUM TO: DRC BOARD MEMBERS FROM: Trina Bauer, Assistant Superintendent DATE: April 4, 2017 RE: FACILITY BOARD HIGHLIGHTS Derby Recreation Center  March membership totals – 7946. Auto pay 3358.  Kids Club memberships – 350, usage – 1634.  DRC/DNMS Bus memberships – 25, usage – 518.  Attended organizational assessment meeting with Pro’s Inc.  Helped prepare benchmark answers and reviewed survey draft.  Met three times per week with PerfectMind. Spent many hours on software configuration.  Helped prepare material for DRC board workshop.  Spring Break was great for business at the DRC! Lots of day passes.  Spring registration began on March 13th and the spring session began March 27th, making the facility a very busy place!  Compiled and sent monthly usage to corporate members.  Completed auto pay batch renewals. Fitness Center  Completed weekly schedules for all Fitness Specialists.  MidStates was out for some small maintenance needs for an abdominal machine and AMT.  Continued work on CIP’s and other needs for the fitness center  MidStates brought out a spin bike and a new model of Precor EFX for demo in the fitness center and spin room.  Attended meeting with Pros Consulting on Tuesday March 14.  Participated in the Daily 30 challenge March 20‐31. Indoor Pool  Completed weekly schedules for all aquatic staff.  Attended weekly aquatic management meeting.  Key Logs were in the pool from 1‐3 on Saturday March 4. 
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Aquatics staff meeting was held on March12. Meet with Chris, Todd and Jack Ray Painting in pool on March 7 to look at possible painting project to be done during annual maintenance. Hosted AFO training in the Greteman room March 15‐16. 
Staff Emergency Action Preparedness (EAP) 
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In March we had several real emergencies that occurred at the DRC that I feel tested staff’s skills. The first was a water rescue in the pool area on March 20. A young swimmer overestimated their ability after swimming for approximately 1 hour and became tired. The lifeguard on duty responded appropriately from activating the EAP and alarm to completing the rescue with a sense of urgency. Building staff responded quickly upon hearing the alarm, brining all required equipment and supplies and were ready to provide support to the lifeguard if necessary. The swimmer was released to the adult chaperone. The second was a response to an ankle injury on the basketball court at the DRC on March 28. A young man twisted his ankle, the coordinator responded and provided ice, elevation and upon conducting a secondary assessment the young man complained of dizziness. The coordinator contacted the young man’s parents, assisted him to the front door where the parents picked him up and were going to transport him to a medical facility for evaluation of the ankle. Oaklawn Activity Center  Attendance for the month of March was 2,728.  Developed weekly work schedules for DRC and OAC facility staff.  Attended weekly Perfect Mind software meetings.  Attended the website re‐design meetings throughout the month.  Continue to work on CIP proposals for the 2017/2018 facility budgets.  Met Jack Ray Painting to acquire a bid for painting of the indoor pool walls.  Attended the USD #260 Process for Success committee meeting on March 16th.  Attended the DRC Master Plan public forum on March 13th.  Attended the organizational assessment meeting with Pro’s Consulting.  Attended the monthly DRC Wellness Committee meeting.  Prepared facility benchmarking requests for the DRC Master Plan.  Organized the mound clinic facilitated at Panther Field. DRC staff and staff from other Government agencies in our area were present. Tom Burns, Former Grounds Director for the Texas Rangers taught the clinic.  Met with Opp Concrete regarding some potential concrete repairs to the OAC parking lot.  Prepared material regarding HVAC projects and OAC CIP for the upcoming Board/Staff Workshop. 
The following events were facilitated at the OAC in March: o Derby Barn Dance Club o Derby China Painters o Village Steppers Events o Radio Control Club Events o Corvair Club Events o Private Rentals Fitness  Operation of the fitness center continues to run smoothly. Rock River Rapids  Interviewed six and hired two new managers for this summer.  Finalized the training schedule for summer 2017 employees  Continued ordering equipment and supplies in preparation for the season.  Held annual job fair from 9‐12 on Friday March 24.  Continuing interviews for potential employees. Outdoor Maintenance & Fleet  Facilitated a pitchers mound clinic at Panther Field that was hosted by Ewing Irrigation and instructed by Tom Burns, Former Groundscrew Director for the Texas Rangers. The mound was completely rebuilt during this clinic and was a very positive experience for staff and all in attendance.  New work station was installed in the Maintenance shop.  Began mowing schedule for both DRC and OAC.  Field maintenance performed on High Park practice fields.  Spring clean up of DRC and OAC completed  Soccer and flag football fields have been set up and painted in preparation for the upcoming seasons.  Preventive maintenance performed on the lips of fields. DRC Membership Comparison Report Jan
Feb
Mar
April
May
June
July
Aug
Sept
Oct
Nov
Dec
2012
2013
2014
2015
2016
2017
4460
4400
4367
4225
4106
4006
3750
3268
3568
3515
3501
3622
3961
3863
4113
3854
3742
3709
3502
2940
3153
3571
3963
4354
5008
5126
5174
4944
4990
4920
4881
4129
4508
4668
4766
4849
7089
7025
7259
7005
6786
6708
6330
6512
6019
6156
6397
6486
7104
7182
7259
7052
7125
7033
6653
6572
6244
6442
6640
6882
7629
7946
46788
44725
57963
79772
82188
15575
construction
membership
promotion
MEMORANDUM
TO:
DRC BOARD MEMBERS
FROM:
Kathleen Avitt, Director of Programs
DATE:
April 5, 2017
RE:
MARCH PROGRAMS BOARD HIGHLIGHTS
Program Area Highlights
 Coordinated garden weed pulling and assisted on March 6. Beds are
ready for dirt.
 Oversaw Health and Wellness while Debbie was on medical leave.
 Conducted a Facebook Live feed for Actor’s Studio.
 Attended the PROS meeting to discuss Program Assessment.
 Attended the PROS meeting to discuss Organizational Assessment.
 Attended Shocker Pride Celebration Awards. Deanna Carrithers (DRC
Grant Writer) and Kayla Jasso (former DRC intern) received awards for
their performance.
 Submitted mid-term evaluations for Allison Heimerman and Byron Harris.
 Worked on Summer Program Guide content.
 Attended the March Derby Health Collaborative Meeting.
 Attended the March Internal Wellness Meeting.
 Attended a StoryWalk Meeting to discuss responsibilities and marketing.
 Held conference call with PROS to discuss Program Lifecycle data
collection. The due date for this project is April 21.
 Coordinated with Blue Cross Blue Shield to attend School Board Meeting
for the Blue Chip Award presentation.
 Outlined Summer Theme and met with Shirts Plus for t-shirt color for
summer staff shirts.
 Proofed all Spring Notify Messages.
 Reviewed FRPA’s Health and Wellness Initiative.
 Completed program area Benchmark questions for PROS.
 Completed Winter Comparison Report information.
 Reviewed information for proposed bills for KRPA Advocacy Committee.
 Working with Creative Award for Volunteer of the Year Plaque.
 Completed five year comparison of programs for PROS consulting.
 Met with Jennifer Nixon about Fall Movie in the Park and Sponsor.
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Working on information to submit for the SWANK Movie Contract.
Completed volunteer gift order and working on postcards for April.
Completed Summer Program Calendar.
Submitted Summer Programs to the Wichita Eagle for the Summer Activity
Guide.
Working with Programmers on Spring Minimums.
Completed Program Year Calendar for Program Guide
Working with Debbie Williams, Community Wellness Director on
implementation of KDHE grant funds.
Submitted final information for the Tour de Cure booth.
Submitted application for the Derby 150th Anniversary Task Force
Committee.
Met with Marketing bi-weekly.
Completed School Newsletters for April.
Completed channel 7 power point information for April.
Reviewed month e-mail newsletters for Health and Wellness.
Held monthly Programmers’ Meeting.
Attended weekly all staff meetings.
Reviewed the Month end Reports.
Reviewed GL Account Report.
Aquatics
 Completed & submitted the summer 2017 program charts/master list.
 Reviewed the first draft of aquatic programs in the summer program guide.
 Subbed 2 water fitness classes on March 1.
 Assisted with manager interviews on March 3 and 8.
 12 swim lesson classes ended on March 9.
 Met with Kathleen on March 10 regarding programming and special event
planning.
 Assisted with lifeguard in-service plans for activities and helped lead the
in-service on March 12.
 Participated in the Aquatic Facility Operator (AFO) course to renew my
certification on March 15 and 16.
 Taught the lifeguard training class March 17-21.
 Continued to work on RRR items; such as new staff ideas and updating
the manager training for summer 2017.
 Prepared for and provided interviews for the Rock River Rapids Job Fair
on March 24.
 Began the first session of spring swimming lessons on March 27 with 59
students enrolled.
 El Paso Elementary school ended their session of Unsinkables with 45
students participating.
 Derby Hills Elementary school began their session of the Unsinkables
program on March 27 and had 91 students participate.
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Art
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Ordered supplies for classes as well as first aid supplies for the DRC,
OAC and Rock River Rapids.
Assigned private swim lesson instructors, scheduled Water Safety
Instructors and Lifeguard Instructors to assist with the lifeguarding courses
in March and April.
Submitted a lifejacket grant application through the Association of Aquatic
Professionals requesting 35 lifejackets which will be used for swimming
lessons, Unsinkables and available during operating hours for members
and guests to use if awarded the grant.
Worked on additional information with Darcie for the Crisis Management
Plan that is being developed with the City of Derby for Rock River Rapids.
Attended bi-weekly meeting with Director of Programs.
Attended weekly all staff meetings.
Daily visits to all off-site classes.
Purchased ceramics supplies from local Wichita vendor for classes bi-weekly.
Loaded, fired and unloaded all bisque and glaze kilns weekly.
Arranged for pick-up of finished art projects the all participants
Installed art show of Derby Elementary Schools student work at the Derby
Public Library Gathering Space gallery.
Assisted all youth dance classes during Observation day in 5 different
classes.
Assisted Actors’ Studio with performance with 26 in attendance at Derby
Public Library.
Began programming for Summer 2017.
Interviewed potential art instructors.
Attended first day of Spring 2017 classes for all youth and adult art classes at
off-site locations.
Held first One Day Art Class with 20 participants on clay wheels making 52
individual pieces.
Fitness
 The yoga team has several new instructors that we are so excited to make
part of our team.
 We hosted the third Paddle Board Yoga event on March 11 with 17 people
attending that evening.
 Completed the fitness charts for the summer session and finished loading
it in CLASS.
 Got bid and purchased replacement equipment for Studio D and the Spin
Room.
 Sorted through all the fitness equipment. We took inventory of what the
replacement need was and made that purchase.
 Cleaning of all the equipment in the studios.
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Started the fitness budget that is due in April.
Health and Wellness
Derby Recreation Commission
 Developed classes for summer brochure.
 Continue work with a practicum student from WSU.
 Attending assessment meeting with PROS consultants.
Derby Health Collaborative
 Updated Facebook and Wellness pages.
 Developed and sent Healthlink Newsletter.
 Developed meeting agenda and materials for DHC meeting.
 Attended “We All Eat” event at K-State Extension Center.
 Hosted Community Baby Shower meeting. Developed marketing materials
 Met with library staff to finalize the purchase of signs and the marketing of
the StoryWalk project.
 Finalized donations for StoryWalk.
 Finished spring classes.
 Held Bike Month committee meeting. Worked with Josh and Bike Month
events and activities.
 Met with a couple gardeners to explain process and procedure.
 Met with school district personnel on development of a policy for foods
given to children.
 Arranged to have garden dirt delivered.
 Met with a few City staff regarding Diabetes program.
 Held first Derby Walks Jamboree. Had 36 get blood pressure.
 Attended 2 meetings with the Facebook group 260 Grow Smart and
Strong meeting.
 Hosted speaker for “Stop Food Waste”.
Employee Wellness
 Lead and attended employee wellness committee meeting.
 Developed and sent newsletter.
 Worked with Wellsteps.
 Met with Maggie Jackson from the City regarding DHC and wellness
programs
Corporate Wellness
 Re-worked A Candy Here, A Candy There presentation.
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Met with subcommittee and developed criteria for new Working Well
Award.
Met with school district personnel to plan wellness retreat.
Special Events, Special Programs and Oaklawn
 Continued to oversee the OAC After School Program. Set up schedule for
March. Shopped for varies activities and picked up and delivered snack
from Oaklawn Elementary daily.
 Scheduled Summer Primetime field trips and began filling summer
positions.
 Held 6 days of Recreation Station. Campers swam at the indoor pool and
went bowling during spring break.
 Began scheduling field trips and overall organization of the summer
Recreation Station program.
 Continued overseeing the Connect program. Our last session for the
school year starts in April.
 Ordered the Easter Eggs for the four hunts in April and build-a-kites for the
Derby Kite Festival.
 Organized and ran March Mania on March 21 at the DRC and OAC.
 Met with the new Pee Wee Cheer Instructor and class began.
 Held Kids in the Kitchen. The kids made stackable pancakes, veggie
people and fruit cars.
 Programmed and held Preschool Games at the DRC. We had 40 attend.
 Coordinated a tour of the DRC for the USD 260 Parents as Teachers
preschool program. Activities included a tour of the facility, preschool
games obstacle course and swimming in the indoor pool.
 Free Spirits basketball and cheerleading teams concluded their seasons.
Teams participated in the Special Olympic state tournament in Hays.
 Held Afternoon Adventures for the USD 260 Early Childhood special
education classes. The adventure was bowling at Derby Bowl.
 Held a sports banquet for Free Spirit athletes that competed in
cheerleading and basketball. We had 60 people attend.
 Enrolled in and began an online course for the Program Director’s Kansas
Department of Health requirements. This course is about Family
Partnerships.
 Continued work on the 2017-2018 budget.
 Updated CLASS and corrected Summer Master Lists.
 Attended a PROS Consulting meeting regarding the DRC master plan.
Sports
 Supervised youth and adult sports on nights and weekends.
 Scheduled USD 260 facilities for spring sports seasons.
 Held open court Pickleball on Wednesdays at DRC and Fridays at OAC.
 Scheduled sports officials for youth and adult spring sports leagues.
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DRC adult volleyball league began this month. League games are held at
the OAC.
Completed youth league schedules for spring soccer and flag football.
Held youth volleyball skills clinic in March with 27 participants.
Held coaches’ meetings for spring soccer and flag football seasons.
Completed adult league schedules for spring coed and men’s softball.
MEMORANDUM
TO:
DRC BOARD MEMBERS
FROM:
Trina Bauer, Assistant Superintendent
DATE:
April 4, 2017
RE:
SOFTWARE UPDATE
The DRC system administrators continue to attend bi-weekly online meetings with our
PerfectMind Implantation Specialist, to catch up on outstanding questions and to
continue the work on the configuration process. Our system administrators are in the
PerfectMind software daily testing and refining processes.
The DRC software committee also meets with our PerfectMind Project Manager bimonthly to update our schedule and to make sure timeline dates are being met.
Some of our key dates are for training of frontline staff. The first training will be May 2nd
– 19th. The training will occur throughout this time frame. Staff will then be able to
refine the new processes and build their skills in our training version (sandbox).
Refresher training will occur August 1st – 3rd. Our Go Live date is August 21st.
Due to timeline constraints we are moving forward to manually loading auto pay
memberships.
Beginning August 16, 2017 we will start setting up auto pay
memberships in our new software. On September 15, 2017 all active auto pay
memberships will be processed through our new software system. We will be asking
members to update their credit card information before September 15th. By doing this
there will be no interruption in their membership. We also plan to provide some type of
incentive to get as many of our auto pay members to this before September 15th.
As an organization, the DRC will start planning for the transition to the software and
begin to develop a marketing plan for the transition. Our goal is to make it as easy as
possible for our customers, through communication and education. As we development
the plan we will update the board on the timeline and tasks.
MEMORANDUM
TO:
DRC BOARD MEMBERS
FROM:
Kathleen Avitt, Director of Programs
DATE:
April 5, 2017
RE:
VOLUNTEER OF THE YEAR
The Volunteer of the Year committee has chosen Joe Futhey be our Volunteer of
the Year. We will be honoring their volunteerism as a Free Spirits Coach. We
will present a plaque to them at our board meeting.
MEMORANDUM
TO:
Frank Seitz, Superintendent of Recreation
FROM:
Kathleen Avitt, Director of Programs
DATE:
April 5, 2017
RE:
VOLUNTEER RECOGNITION GIFTS
National Volunteer Week is April 24-28, 2017. In honor of our volunteers to
whom we owe great thanks for their endless hours of dedication, we will be
giving the following volunteer recognition gifts. 45 plus hours will receive a
Bluetooth Speakers. The second level of 44-10 hours will receive Metal Cap
Bottles.
MEMORANDUM
TO:
DRC BOARD MEMBERS
FROM:
Donita Grinde-Houtman, Aquatic Program Coordinator
DATE:
April 5, 2017
RE:
PROCLAMATION “MAY: NATIONAL WATER SAFETY MONTH”
Please consider the approval of the included proclamation to designate May as
National Water Safety Month. Pending DRC Board approval, we will request this
proclamation be presented at the Derby City Council Meeting on April 25.
2017 National Water Safety Month PROCLAMATION
WHEREAS, citizens of Derby recognize the vital role that swimming and aquaticrelated activities relate to good physical and mental health and enhance the
quality of life for all people; and
WHEREAS, the citizens of Derby understand the essential role that education
regarding the topic of Water Safety plays in preventing drowning and recreational
water-related injuries; and
WHEREAS, the City of Derby and the Derby Recreation Commission is aware of
the contributions made by the recreational water industry, as represented by the
Association of Pool & Spa Professionals, the National Recreation & Park
Association and the World Waterpark Association in developing safe swimming
facilities, aquatic programs, home pools and spas, and related activities providing
healthy places to recreate, learn and grow, build self-esteem, confidence and
sense of self-worth which contributes to the quality of life in our community; and
WHEREAS, the citizens of Derby recognize the ongoing efforts and
commitments to educate the public on pool and spa safety issues and initiatives
by the pool, spa, waterpark, recreation and parks industries; and
WHEREAS, the citizens of Derby understand the vital importance of
communicating Water Safety rules and programs to families and individuals of all
ages, whether owners of private pools, users of public swimming facilities, or
visitors to waterparks;
Resolved, that I, Randy White of Derby do hereby proclaim the month of May,
2017, as National Water Safety Month.
Signed this _______________ day of April, 2017
_________________________
Rick Ruff
Chairman, DRC Board
_________________________
Randy White
Mayor, City of Derby
MEMORANDUM
TO:
DRC BOARD MEMBERS
FROM:
Debbie Williams, Community Wellness Coordinator
DATE:
April 5, 2017
RE:
PROCLAMATION “MAY: National Bike Month”
Please consider the approval of the included proclamation to designate May as
National Bike Month. Pending DRC Board approval, we will request this
proclamation be presented at the City Council Meeting on April 25.
MEMORANDUM
TO:
DRC BOARD MEMBERS
FROM:
Chris Drum, Director of Facilities
DATE:
April 5, 2017
RE:
EQUIPMENT PURCHASE REQUEST
Ball Field maintenance is a major responsibility of the DRC Outdoor Maintenance
Department. We currently perform maintenance on a total of18 baseball/softball
fields within the City of Derby and Oaklawn. Staff expects this number to
continue to increase as additional practice fields are developed at High Park and
when the Decarsky Park development occurs.
For many years staff has performed field maintenance with a utility vehicle that
includes an attached drag system on the rear of the vehicle. While this system
has worked for us over the years, it does not have the versatility or the available
technology that are now offered on updated ball field groomer models. In fact,
very few agencies in our region who maintain ball fields are still using the type of
field maintenance equipment that we are currently using. The ball fields that we
maintain are very heavily used which results in the need for best maintenance
practices on a daily basis. In addition, it is very important that our fields are of
high quality for DRC tournaments and to draw in outside tournaments as they
both attract hundreds to thousands of visitors into our community. Staff feels that
an upgraded groomer system with increased versatility will allow us to keep up
with necessary maintenance required on our heavily used ball fields.
Staff has acquired bids from two manufacturers. Both manufacturers quote their
machines as a base model bid with attachments quoted additionally. The
following quotes are for the base model only:
Toro Sand Pro 3040 -
$15,490.56
Professional Turf Products
John Deere 1200 -
$15,940.84
Van Wall Equipment, Inc.
Staff is recommending that we purchase the Toro Sand Pro 3040 due to its
increased versatility over the John Deere 1200. The Toro also has many more
attachments that are not available on the John Deere.
Staff is recommending the following attachments for the Toro in addition to the
base unit:
Mid-Mount Assembly Weeder Tine Toolbar Spring Tine Toolbar Drag Mat Carrier System Steel Mat Drag Quick Assembly Nail Drag Front Blade -
$1,161.10
$771.10
$825.70
$1,083.10
$232.89
$1,083.10
$1,246.90
With these attachments, staff will be able to perform various tasks on the fields
with the same unit while also minimizing labor costs. In addition, this unit can be
used for tasks off the fields such as snow removal and clean-up on sidewalks
with the front mount blade. Essentially, this machine provides the versatility to be
used year round for various maintenance tasks.
Staff is recommending the Toro Sand Pro 3040 with the previously noted
attachments from Professional Turf Products for $21,894.45
Staff has budgeted $25,000 for this purchase in our current 16/17 fiscal budget.
LINE ITEM
Maintenance Equipment
BUDGETED
$40,200
EXP TO BALANCE
DATE
$3,823.11 $36,376.89