CITY OF SHAWNEE by a69hDM0v

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									                                CITY OF SHAWNEE
                   PUBLIC WORKS AND SAFETY COMMITTEE MEETING
                                    MINUTES
                                 MARCH 20, 2001
                                     7:00 P.M.

  Chairperson Segale called the meeting to order at 7:02 p.m. He stated Councilmember Meyers
  would represent Ward 3 in the absence of Councilmember Severance.

     Committee Members Present                   Staff Present
     Councilmember Goode                         City Manager Montague
     Councilmember Segale                        Assistant City Manager Gonzales
     Councilmember Boettcher                     Public Works Director Freyermuth
                                                 City Attorney Rainey
                                                 Fire Marshall Hudson
     Councilmembers Present                      Police Captain Morgan
     Councilmember Meyers                        Finance Director Meyer
     Councilmember Thomas                        Parks and Recreation Director Holman
     Councilmember Carlson                       City Engineer Wesselschmidt
                                                 Project Engineer Gregory

1.       DISCUSSION OF OPEN GYM HOURS AT THE CIVIC CENTRE.

         Chairperson Segale stated that he placed this item on the agenda following a constituent
         complaint. He stated that there have been discussions with staff and that the Council has
         always tried to generate revenue from the use of the City facilities. He stated that the
         open gym times do not generate any revenue.

         Parks and Recreation Director Holman stated that his focus over the past two years has
         been to generate funding back into the City’s budget. He stated that open gym times must
         be flexible.

         Councilmember Boettcher asked for clarification on the specific request to be addressed.

         Chairperson Segale stated that the constituent complaint states that there isn’t much time
         set aside for open gym for the public without being part of a league or renting the gym
         space. He stated that there appears to be only two hours per week of open gym time.

         Parks and Recreation Director Holman stated that this is not always true. He stated that
         the schedule is posted at the facility and anyone wanting to utilize open gym time should
         just call the Civic Centre to verify open gym times. He stated that it is very expensive to
         operate the facility for open gym times. He stated that staff are trying to rent the facility
         during the day from 8:00-5:00 p.m. for events such as Sprint Workshops, IRS training,
         and the Chamber of Commerce Showcase. He stated that these activities could not take
         place if there were not flexibility in the scheduling of open gym times.
PAGE 2              PUBLIC WORKS AND SAFETY COMMITTEE MINUTES                       MARCH 20, 2001




         Councilmember Meyers asked if the practice rental times are full.

         Parks and Recreation Director Holman stated that these times are not all taken by teams
         for practice. If there is no practice scheduled, that block of time is used as open gym time
         and the public should just call for availability. He stated that the practice times are
         usually booked during basketball season. He stated that currently, three of these practice
         times are taken. The remaining blocks of time are used for open gym. He stated that
         there are times when organizations will utilize the entire building for workshops or
         conferences. This involves changes in the open gym schedule.

         Chairperson Segale stated that he would like the committee to discuss if a reserved open
         gym time should be added to the schedule for Sunday mornings from 8:00-12:00.

         Parks and Recreation Director Holman requested that the Friday and Saturday schedules
         not be changed due to the frequent usage of the facility on these days.

         Councilmember Boettcher asked what is typically scheduled on Friday mornings that
         would interfere with open gym time.

         Parks and Recreation Director Holman stated that the gym can usually be open until noon
         on Fridays, but afternoons are used for set-up of events taking place Friday evenings and
         all day Saturday.

         Chairperson Segale stated that he would not propose changing the Friday and Saturday
         schedules. He stated that open gym in the evenings and on Sunday morning would allow
         families or groups of kids to utilize the gym.

         Councilmember Meyers asked if there have been numerous complaints from constituents

         Parks and Recreation Director Holman stated that he is not aware of any complaints other
         than the one received by Chairperson Segale.

         Councilmember Meyers stated that the type of facility limits options. He stated that the
         addition of a Sunday open gym time would not alleviate the problem. He stated that the
         City should not lose possible revenue by scheduling open gym on Sunday mornings. He
         asked if there are ever any events which utilize the facility on Sundays.

         Parks and Recreation Director Holman stated that there are events which utilize the
         facilities on Sundays. He stated that the use of the facility for an open gym on Sundays
         would probably be minimal due to families attending church.

         Councilmember Meyers stated that the City should not restrict itself further by scheduling
         additional open gym time. He stated that if more complaints are received, adjustment of
         the schedule would be warranted. He stated that rental revenue is important to the City.
MARCH 20, 2001            PUBLIC WORKS AND SAFETY COMMITTEE MINUTES                         PAGE 3


      He stated that there appears to quite a bit of open gym time that cannot be reflected on the
      schedule.

      Parks and Recreation Director Holman stated that this is correct. He stated that several
      churches utilize the upstairs portion of the facility on Sundays. They are not allowed to
      rent the downstairs portion of the facility. He stated that the downstairs portion of the
      facility is occasionally rented on Sundays for dance recitals, Boy Scout activities, etc. He
      stated that otherwise, the gym is open all day on Sundays.

      Councilmember Meyers stated that the same situation occurs with soccer and baseball
      fields in the area. He stated that due to limited facilities, there is no definite solution to
      the problem.

      Councilmember Thomas commended the Parks Department staff and stated that they
      should be allowed to make these decisions. She stated that the Council’s responsibility is
      to set policy. She stated that another problem with scheduling open gym on Sunday
      mornings would involve overtime pay for staff to clean up the facility after a Saturday
      event. She stated that it is appropriate to discuss the issue and respond to the complaint
      received, but added that these decisions should be left up to the Parks Department staff.

      Councilmember Goode asked if walkers still use the facility during the week.

      Parks and Recreation Director Holman stated that walkers use the facility from 8:00-9:30
      a.m. He stated that walkers can still utilize the facility even when staff is setting up for a
      scheduled function. He stated that staff is sensitive to requests for open gym and will try
      to respond accordingly.

      Councilmember Boettcher stated that if the policy of the City is to maximize income,
      then no changes should be made. He stated that it is an issue that should be discussed,
      but there don’t seem to be any specific solutions and complaints should be handled on a
      case-by-case basis.

      Parks and Recreation Director Holman stated that the goal is to have the facilities utilized
      as much as possible. He stated that staff tries to balance the usage of the facility to
      accommodate everyone. He stated that there must be flexibility in the scheduling.

      Councilmember Boettcher asked if people currently call the facility to check on open gym
      times.

      Parks and Recreation Director Holman stated that citizens do call to check on times.

      Councilmember Meyers asked why the schedule reflects so much open time on
      Wednesdays.
PAGE 4              PUBLIC WORKS AND SAFETY COMMITTEE MINUTES                       MARCH 20, 2001


         Parks and Recreation Director Holman stated that there had previously been plans to have
         a volleyball or basketball league on Wednesdays. He stated that since this did not
         happen, staff has been discussing the possibility of moving some of the practice times to
         Wednesday to create more open gym time on Tuesday and Thursday.

         Councilmember Meyers stated that he would support this idea.

         Councilmember Thomas asked if software has been purchased to assist with the
         scheduling of the facility.

         Parks and Recreation Director Holman stated that software has been purchased and staff
         will receive training at the end of the month.

         Councilmember Thomas asked if there is a possibility of placing the schedule on the
         Internet in the future.

         Parks and Recreation Director Holman stated that the software that has been purchased
         does have website capabilities, but it would cost more to utilize this capability. He stated
         that the budget for the Civic Center is $350,000. Last year, $212,000 was received in
         rental revenue. He stated that rescheduling practice times would create an additional six
         hours of open gym time. He stated that currently the facility is only to be used by
         Shawnee residents with a Civic Centre card and there are no provisions for guests from
         outside the City. He stated that Merriam and Lenexa allow one guest per person for a $2
         charge.

         Councilmember Segale asked if these changes would involve a revision of the policy
         statement.

         Parks and Recreation Director Holman stated that staff currently checks to make sure that
         everyone using the gym has a Civic Centre card.

         Chairperson Segale stated that he would support the addition of a provision for citizens to
         bring a guest.

         Parks and Recreation Director Holman stated that there are groups who rent the gym for
         basketball so that its usage is limited to their own group.

         Chairperson Segale, seconded by Councilmember Boettcher, moved to recommend that
         the Council approve a revision to Policy Statement 31 (PS-31), Open Gym, changing the
         Open Gym hours on Tuesday to 6 p.m. until 8 p.m.; adding Open Gym hours on
         Wednesday from 8 p.m. until 10 p.m.; changing Open Gym hours on Thursday to 8 p.m.
         until 10 p.m.; and, including a provision that will allow residents to bring guests during
         Open Gym for a $2 fee per guest. The motion carried 4-0.
MARCH 20, 2001           PUBLIC WORKS AND SAFETY COMMITTEE MINUTES                       PAGE 5


 2.   DISCUSSION OF FINAL PLANS FOR THE STREET AND STORM DRAINAGE
      IMPROVEMENTS FOR 61ST STREET FROM NIEMAN ROAD TO FLINT, P.N.
      3263.

      Project Engineer Gregory stated that no major changes have been made from the
      preliminary plans. He stated that no additional right-of-way is needed to complete the
      project. He stated that some retaining walls would be added to the area. He stated that he
      has discussed the project with residents and they all seem to be in favor of the
      improvements.

 3.   DISCUSSION OF FINAL PLANS FOR STORM DRAINAGE IMPROVEMENTS
      FOR 50TH AND MULLEN, P.N. 3243.

      Project Engineer Gregory stated that the total project cost is $260,000. The City’s portion
      will be $102,000. He stated that there have been no changes from the preliminary plans.
      Drainage pipes will be installed in the area.

      Chairperson Segale asked if Project Engineer Gregory has discussed the plans with the
      residents of two houses on 50th Street.

      Project Engineer Gregory stated that he has discussed the project with residents. He
      stated that the right-of-way acquisition has recently been completed. He stated that there
      were some questions from residents on why additional right-of-way was needed in one
      area. He stated that there are some ponding problems. The additional right-of-way will
      allow for grading to improve drainage.

      Councilmember Goode stated that this project has been discussed for many years. He
      stated that there is a real need for this project to be completed.

      Councilmember Carlson stated that one home appears to be very close to the drainage
      pipe that is proposed in the project.

      Project Engineer Gregory stated that in these types of situations, a separate inspection is
      completed on the foundation of the homes involved to verify that it is appropriate to
      proceed with the project. He stated that this particular situation shouldn’t be a problem
      because it involves an 18” line.

      Chairperson Segale asked if residents have been notified of the Council meeting next
      week.

      Project Engineer Gregory stated that they have been informed.

      Councilmember Thomas asked if issues regarding trees in the area have been resolved.
PAGE 6              PUBLIC WORKS AND SAFETY COMMITTEE MINUTES                     MARCH 20, 2001


         Project Engineer Gregory stated that he is not aware of any issues involving trees. He
         stated that some trees will need to be removed and property owners will be compensated
         accordingly.

 4.      CITY MANAGER’S MONTHLY REPORT.

         City Manager Montague announced the dedication for Stump Park, scheduled for
         Saturday, March 24 at 10:00 a.m. He stated that the dedication ceremony should last
         approximately one hour. He stated that the children from the Stump family will be
         attending the dedication. Chamber of Commerce officials, as well as current and past
         City Council members have been invited to attend as well. He stated that the soccer club
         will have a grand opening ceremony the following week.

         City Manager Montague stated that the improvement in the weather will allow staff to
         proceed with various projects in the City. Councilmember Carlson stated that the City of
         Shawnee has fewer problems with potholes in the roads than surrounding cities. City
         Manager Montague stated that this is due to the fact that the City has invested a large
         amount of money in the past to overlay the streets. This seems to have been helpful in
         avoiding pothole problems.

         City Manager Montague stated that the Planning Commission considered changes to the
         plans for the Green Lantern convenience store. Most of the requests for changes were
         denied. He stated that the Green Lantern officials have until Thursday, March 22 to
         appeal the decision. He stated that the retirement parties for the fire and police chiefs
         have been completed. He stated that the issuance of single family building permits is
         behind last year by 15 permits. Multiple family permits are ahead of last year. He stated
         that it is anticipated that lower interest rates might have an impact on the number of
         building permits issued in the near future. He stated that activity should increase due to
         new subdivisions.

         Councilmember Goode asked if additional information has been received on sales tax
         revenues.
         City Manager Montague stated that the sales tax payment for March hasn’t been received
         yet.

         Chairperson Segale asked if this payment should show a more accurate reflection of
         actual revenues.

         City Manager Montague stated that the April payment should be more accurate than the
         March payment.

         Councilmember Carlson asked the status on the construction of the Anniversary Inn. He
         stated that it appears that the property is still for sale.

         City Manager Montague stated that they have not received financing for the project.
MARCH 20, 2001           PUBLIC WORKS AND SAFETY COMMITTEE MINUTES          PAGE 7




ADJOURNMENT

Councilmember Meyers, seconded by Councilmember Thomas, moved for adjournment. The
motion carried 4-0.

The meeting adjourned at 7:43 p.m.

Minutes prepared by: Trisha Bunting, Recording Secretary

Approved by:


_________________________________
Carol Gonzales, Assistant City Manager

								
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