CITY OF SHAWNEE
FINANCE AND ADMINISTRATION COMMITTEE MEETING
JUNE 2, 2009
Chairperson Distler called the meeting to order at 7:03 p.m.
Committee Members Present Staff Present
Councilmember Distler City Manager Gonzales
Councilmember Scott Assistant City Manager Charlesworth
Councilmember Goode City Clerk Powell
Councilmember Kuhn Assistant City Attorney Rainey
City Engineer Wesselschmidt
Planning Director Chaffee
Fire Chief Hudson
Other Councilmembers Present Police Chief Morgan
Councilmember Sawyer Information Technologies Director Doherty
Councilmember Sandifer Finance Director Kidney
Parks and Recreation Director Holman
Deputy Parks and Recreation Director Lecuru
Fire Marshal Maddox
Museum Director Clemenson
Human Resources Manager Crawford
Senior Accountant Oldham
Accounting Manager Kelly
Senior Information Technology Advisor Bedsaul
Public Works Coordinator Martin
Court Manager Dalton
Police Sergeant Larsen
Deputy Police Chief Larimore
Network Systems Manager Bunting
Members of the public who spoke: None.
1. GENERAL FUND OVERVIEW – DEPARTMENT PRESENTATIONS.
City Manager Gonzales stated they will begin this evening with the General Fund. She
reminded the Committee that she came before the Council in April with a preliminary
overview and have made a lot of progress since that time, but they are still not finished
and have been working towards getting the budget adopted in July.
City Manager Gonzales stated she would like to change the budget schedule. She stated
on June 16th they will do a pre-overview of the General Fund with department
presentations. She stated on June 16th they will do department presentations and a post
overview of the General Fund. They will somewhat wrap things up at that time and will
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need direction from the Council and set the stage this evening. She stated before that
time, she will have some information to provide to the Council so they can have some
good discussion and get some direction on how to proceed.
Councilmember Sawyer left the Council chambers at 7:05 p.m.
City Manager Gonzales stated they can only do the things the City can afford – revenue
and expenses. She stated as they think about the fiscal capacity, in order to maximize it,
the staff needs to determine if they are being absolutely efficient as possible; being
absolutely effective as possible. She stated they are asking if they are providing services
with best practices and doing things the right way for the short term and long term. She
stated the staff is also determining if they are providing services that people really want
and how do they know what the people really want. She stated that is part of being an
effective local government – are they providing the right services with the resources they
City Manager Gonzales stated for years and years, even with Gary Montague before her
and now this is her fourth budget as City Manager, they have done the comparison graphs
to show how Shawnee compares to other cities. She stated it is hard to determine if they
are being efficient. She stated the work gets done, but unless they really compare
themselves with others, there is not a lot of other ways to measure.
City Manager Gonzales stated last year the staff started doing internal performance
measures and in the long term, they will be able to compare themselves with cities much
broader than just the local geographic area. She stated they will see some of those in the
individual department presentations – the departments that have started doing those and
are actually very interesting measures to look at. She stated they do not yet have a lot of
history, so it will take some time to build that system.
City Manager Gonzales stated the first couple of slides talk about resources and how
Shawnee compares with other cities in terms of the resources they have to provide
services. She stated these are based on 2008 actuals from each of their neighboring
cities. She stated it shows total sales tax numbers in 2008 and the other cities are
experiencing similar situations in terms of lower sales taxes, but this chart shows from
the perspective of how much revenue each of the cities get and is based on makeup; how
much retail tax and sales tax is being generated.
Councilmember Sawyer returned to the Council chambers at 7:06 p.m.
City Manager Gonzales stated when dividing that by the number of people, it is
somewhat of an odd measure but a good measure to think about – they have the
resources, so how much are they spending per person – how much revenue are they
getting in per person for each city. She stated Shawnee gets about $317.00 per person of
sales tax revenue. She stated Olathe is closest to them with $344.00 and the other cities
are a little higher.
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City Manager Gonzales stated the Council has heard the staff talk about franchise
revenue in this budget cycle. She presented the total franchise revenue that the other
cities are getting and the Council knows that Shawnee does not have the residential piece,
hence the reason their number is considerably lower than the other cities. She stated
Assistant City Manager Charlesworth has worked on estimating if they did a full 5% on
all their residential it would come to about $2.5 million. She stated if they added the $2.5
million, it would put Shawnee more in the ballpark of the other cities. She stated the per
capita revenue would come from that franchise and if the City had that additional revenue
it would then increase that ratio. That is a real important thing to think about and is a
resource all the other cities have to provide the same services that Shawnee is trying to
provide with considerably less resources.
City Manager Gonzales presented the total budget divided by people. It showed how
much each city spends on each person – theoretically. She stated they could look at it a
couple different ways and thinks the more the City spends on the citizen the better, or the
less they spend the better, because obviously that would mean the City was being very
efficient and making good use of their resources. She said this was a good demonstration
to show that they are.
City Manager Gonzales presented Expenditures per Square Mile. She stated it is
interesting to think about what kinds of demands for services are associated with the
physical size – streets, parks, infrastructure, storm drainage – what kinds of things are
related to the size of their community. She stated Shawnee has 42.25 square miles. She
stated Leawood has 14.7 square miles so they are considerably smaller than Shawnee.
She stated Lenexa has 34 square miles, Olathe 60 square miles, and Overland Park is 75
square miles. It is interesting to think about the sizes of the communities.
City Manager Gonzales continued with Employees per 1,000 Population. She stated
these are budgeted 2009 numbers, so it does not represent what they are actually working
with now as they have their vacancies, as do other neighboring cities. She stated she
knows probably all of them are not filling vacancies similar to how they are doing things
right now in Shawnee. She presented two slides showing how incredibly efficient
Shawnee is and how they have consistently been that way for years.
City Manager Gonzales stated in April when she came before the Council, she presented
the General Fund projection. She stated they are most worried about a couple numbers –
revenues over expenditures. She stated they want that number to be closer to zero and in
April they had a long ways to go and were looking at 2009E with a million dollar gap.
She stated getting that number closer to zero will show they are building that fiscal
capacity and they are only spending what they are making and as they went up, the
budgets at that time were based on a 3% increase over the previous year budget and they
were looking at some big numbers.
City Manager Gonzales stated the other number that is important to note is the fund
balance. She stated the Council knows they are trying to keep that above 30 and are
trying to get as close to 30 as possible and stay at it for a long time - consistently.
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City Manager Gonzales noted the changes in revenue numbers. She stated the staff
received the City’s sales tax last week and it was not pretty at all and put the City about
7% down for the year. She stated since April the numbers have changed.
City Manager Gonzales stated the departments have been working on their budgets and
have submitted some amazing budgets that were at or less than 2009 budgets. She stated
they did a wonderful job and she did not set any standards and tell them to come in at any
certain percent, they just knew what they needed to do and did it; they have worked very
hard. She stated they compiled all that information and it is still not as close as they
wanted. She had hoped to fill some vacancies in 2010, but they cannot. She stated they
have to look at some restructuring and reorganization, but have pulled those vacant
salaries back out in 2010.
City Manager Gonzales stated they also zeroed out any kind of market or merit increase
in 2010. She stated the number is a little closer, but the big picture shows the numbers a
whole lot better. She stated it makes her a lot more comfortable than she was in April.
She stated they brought the million dollars in 2009E all the way around to a positive of
$361,000. She stated they are sitting $1 million under now with 2010 and it gets larger as
they go out to 2011 and 2012.
City Manager Gonzales stated 2011 and 2012 are based on a 3% increase. She stated 3%
above a budget that does not have any salary adjustments and does not have 19 positions,
so 2011 and 2012 are still very lean budgets, even with the 3% increase, but they wanted
to make some kind of projection to see where they were.
City Manager Gonzales stated they can see that this holds them up above the 30% until
they get to 2012, so it is looking much better. She stated the staff still has work to do.
She stated she would like to get at least 10 and it does not have to be a positive number,
but needs to be closer. She stated that she and Finance Director Kidney have been
playing with some spreadsheets/numbers and are looking for $800,000 to a million a year
either less expenses or more revenue to even still be very lean, but to help fix that
Chairperson Sandifer asked if all the projections now are set off of what the tax numbers
were for last month.
City Manager Gonzales replied as of 6/2/2009, the sales tax has been adjusted down to
-.2%. She stated they did not take it down the full 7% and are hoping it will get better at
the end of the year.
Chairperson Sandifer stated that is if they get some changes.
City Manager Gonzales stated that is correct. She stated they get their next distribution
around June 25th.
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Chairperson Sandifer stated 2% could make a major difference.
City Manager Gonzales stated the revenue assumptions make huge differences. She
stated they have to make these assumptions to plan and want to make conservative
assumptions. She stated they only budgeted a -2% and are at -7%, so she is afraid they
are not quite conservative enough, but are certainly hopeful. She stated Chairperson
Sandifer is exactly correct, in that the assumption in the assessed value is at -.74 for 2010,
0 for 2011, and a 2% increase for 2012. She stated they will not know that number until
August - what 2010 will be exactly.
City Manager Gonzales stated assumptions make a big difference on the revenues side
and the assumptions side and they just build the best picture possible.
Councilmember Distler asked since the City is holding off on Monticello South, are those
funds being put back into the overall picture or is the City still holding them aside and not
counting that here.
City Manager Gonzales explained the Monticello South project would be out of the Debt
Service Fund, so it would not directly impact this unless they moved mills.
Councilmember Distler asked since they know that project is going to be put on hold for
a while, is there any way.
City Manager Gonzales stated when she comes back on June 16th with the wrap-up, they
are going to look at more than just the General Fund. She is going to take the three tax
funds, the Public Safety Reserve Fund, General Fund, and the Debt Service Fund and see
if maybe one year one is healthier than the other and if there is room to move anything.
She stated the fourth fund will be the Special Highway Fund with the Mill and Overlay
Program, because she feels those funds are very critical in terms of how they interrelate
together because three of them are mill levy funds.
City Manager Gonzales stated the Debt Service Fund is probably in a lot worse shape
than the General Fund, so there really is no money sitting there for Monticello South and
they would be debt financing. She stated the $3.1 million they have in the project now
will have to be debt financed if they stop now or spend a little more to button it up.
Chairperson Sandifer asked where they paid the bills.
City Manager Gonzales replied they paid the bills out of the project fund which gets
reimbursed with the bond proceeds. She stated it is not reflected in these numbers at all.
She stated they are getting closer.
Councilmember Kuhn asked if it is not like it is a $13 million project and the City has
$13 million sitting in there to write a check. She stated it is a $13 million project that was
going to be more or less serviced like a mortgage where the City would tax “X” dollars
out of that Debt Service Fund each year, so there is no money sitting there to transfer
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back and use, but means that would not be spent, assuming that not being spent would
show when they get the Debt Service.
City Manager Gonzales stated that is correct.
City Manager Gonzales stated there is also no money in these budgets for the facility
improvements, facility reserve funds, the capital, and they have not replaced parks and
public works equipment in several years. She stated they scaled clear back on technology
City Manager Gonzales stated over the next couple of weeks as the staff tries to build
some models for the Council to look at, which is her intent, she intends to build a model
that is the budget she thinks they really need to have going forward. She stated they may
not be able to afford it this year, but thinks they need to have it in their minds because as
she has said before, they cannot not replace vehicles, not take care of their buildings, not
replace their technology, and not take care of their employees.
City Manager Gonzales stated she has shown list after list of all the things the staff has
cut and saved and will not go over that this evening. She stated it is a huge list and she is
very proud of all the things that come from all the different departments that they have
done and managed to reduce budgets.
City Manager Gonzales stated she was looking back today at actual budgets. She stated
the 2006 budget for General Fund and Employee Benefit which would be apples to
apples with these was $36,715,456. She stated the 2010 budget is almost exactly the
same. She stated they obviously have changed a lot of things and changed a lot of service
that they produce and reduced service levels.
Councilmember Kuhn asked with the City having the same budget going into 2010 as
they need four years ago, if there is any way to know how many more citizens they have
than four years.
City Manager Gonzales stated she will get Councilmember Kuhn that number.
Councilmember Kuhn stated she assumes that it is not just that obviously they have
stayed within their means, but that they probably have reduced the amount of money the
City spends on each citizen’s needs and reduced the service level buyback, so maybe they
could get that idea as well.
City Manager Gonzales stated Councilmember Kuhn has a good point. She stated some
of them may have heard about the Virginia Graham Baker Act where the City had to
replace all the grates in their pools and they got it finished at 1:00 a.m. Saturday morning
before the pools opened. She thanked Parks and Recreation Director Holman. She stated
there was a cost to that of about $30,000. She stated they were planning to use the
fireworks money out of the General Fund because they had freed that up and the alcohol
JUNE 2, 2009 FINANCE AND ADMINISTRATION MINUTES PAGE 7
tax revenue was up, so they are going to charge that cost to the Special Park Fund from
the Alcohol Tax. She stated it is a way of reducing expenditures to the General Fund.
City Manager Gonzales stated they have filled some of their full time positions with
seasonal positions. She stated there are some really good people out there needing to
work and have hired some of them. They hired a gentleman who has a great background
in plumbing and with he and Jeff Crouse, the City’s full time facilities person, were able
to de-winterize the City’s bathrooms in all their facilities for the spring/summer season
which saved the City $15,000 to $20,000.
City Manager Gonzales stated they have had some pregnancies and babies which is
always fun, but there have been some people who have been off work for a while and
instead of hiring temps, which has been their practice in the past, they have moved staff
around and covered those positions which has been a good way to save a little money.
City Manager Gonzales stated Senior Accountant Oldham did a great job with Human
Resources Manager Crawford calculating the actual dollar savings and they estimated the
benefit savings. She stated there are 18 positions listed and that number is in flux
depending on how they look at it and what day it is, but that is about $1 million for those
18 positions, so that is a huge savings.
City Manager Gonzales stated she has showed the Council the program inventories in the
past and will take it one small step further. She will give the Council information
between now and June 16th about these programs. She stated as they look for that million
dollars, they are really down to the nitty-gritty and have cut everything they can without
cutting programs. She stated programs mean people. She stated of that General Fund
budget, two-thirds are people and the other third is the stuff they need to do the work they
City Manager Gonzales stated they have reduced service levels of the things they are not
doing as much of as they have in the past. She stated they are going to have to dig a little
deeper this year if they are going to fix that structural imbalance. She stated if things do
not turn around by 2011, it will be even deeper.
City Manager Gonzales stated the Council has seen these things before. She noted on the
slide that the blue list includes things the staff has already reduced service levels on. She
stated that she lined through things that the City is not doing any more, such as going to
Topeka and going to D.C. to do the programs. She stated they did a little of that, but not
nearly as much as they would have liked.
City Manager Gonzales stated the red items are the things the staff is now going to try to
cost out for the Council and bring forward. She stated it is a list of programs and what it
might in savings if the City were to cut these programs. She stated she will not go
through all of them, but one is Animal Licensing. She stated if the City were to rescind
their order on animal licensing and just not do it, they would probably save $40,000 to
$50,000 and a person that handles that job and manages that program. She stated the City
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would lose some revenue from the licensing, so they will do that calculation and is the
type of thing they will include for the Council.
City Manager Gonzales continued with Public Information. She stated they have talked
about the CityLine and no one wants to cut it back, but it costs around $25,000 a year.
She stated they may just be at the point where that they just can’t do that.
City Manager Gonzales stated economic development flies in the face of just about
everything the City is about and is the last thing she would want to reduce, but she and
Jim Martin work very closely and have talked about doing with less and not do quite as
City Manager Gonzales stated there are cities that did not open their pools this summer
because they just could not afford it. She thinks Wichita was one of those cities. She
stated it is not a desirable thing, but they are really trying to find programs that are things
they can put costs with. She stated maybe they do not necessarily have to cut the entire
program, but parts of programs.
City Manager Gonzales stated the snowflake decorations cost about $15,000 to $20,000
to put up every year and maybe they will skip a year.
City Manager Gonzales stated the staff gave the Council the benefit presentation a while
back. She stated the staff is looking at some of the programs that they felt could be
reduced. She stated they ran numbers to some programs and not necessarily cancel the
program, but possibly tailor back the benefits a little.
City Manager Gonzales moved on the firefighters are a program that has a long history in
Shawnee. She stated they have probably outgrown the program, but keep it because of
the tradition and history, but is about a $20,000 program. She thinks they can honor
those people and appreciate those people, but not have that program and will be looking
into it further and talk with Fire Chief Hudson about it.
City Manager Gonzales stated the downtown program on neighborhood planning is truly
a program and is a person who supports those programs. She stated they could reduce
that program and spread the work to other staff and lose one position.
City Manager Gonzales continued with codes enforcement which is near and dear to all
their hearts. She stated they have three codes enforcement officers and get 120 hours a
week of codes enforcement work and could cut it back and do 80 hours a week or 40
hours a week. She stated that means with someone calls her about a person who have
weeds in their front yard it will take even longer to get back to them.
City Manager Gonzales stated they are doing 80 hours a week of street sweeping and
could run 40 hours a week and the same with storm water maintenance.
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City Manager Gonzales stated one option they do have is moving some of the positions
that are currently funded in the General Fund that do stormwater work into the
Stormwater Utility, because it is a separate funding source and a more certain funding
source. That would keep the people hole and the maintenance hole, but would mean they
would have to cancel some projects. She stated right now they are using that utility more
for those small projects that they were unable to fund in the past that are not big enough
to be SMAC eligible. That will be part of the options they will look at and if they do not
have any additional revenue options that is a ‘have to’.
City Manager Gonzales stated the Police Department has done a fantastic job. She stated
they have a bigger organization and have moved their organizational structure to move
people around wonderfully over the past year and a half to two years to try and reduce
costs. She stated they have reduced overtime, but have in the process lost the D.A.R.E.
Program and most of the City’s Community Policing and the Crime Prevention Program.
City Manager Gonzales stated the only one that is still out there, which is hard to think
about losing, is the School Crossing Guard Program. She stated she knows there are
some other cities that have looked into volunteer programs and there are some cities that
do not pay for crossing guards because the schools pay for them, but the schools do not
have any money either. She stated that is a $170,000 program, which is part of the
City Manager Gonzales stated she knows some of these are very difficult to think about,
but the staff is going to provide them some good information. She stated the staff is
reading everything they receive and are talking with other cities. She stated she went to
the Spring City Manager’s Conference and she and Finance Director Kidney are going to
a seminar on Friday being put on by Springsted called Developing Sustainable Budgets.
City Manager Gonzales stated the good thing about those conferences is when she attends
and hears what they have to say, they are doing all the right things here in Shawnee. She
stated it is not easy for anyone and there is no silver bullet missing. She presented an
article she found in her Public Management Magazine. It talks about using good
information and not holding back before they make decisions – the longer they hang on
the worse things are going to get and don’t forget about the future which is her other
message about what to keep on the Council’s mind as they think about things they need
to scale back on.
City Manager Gonzales stated they need to think about what kind of community they
want Shawnee to be in 2015 to 2020. She stated if they do not do any street maintenance
for 10 years, this community is going to look drastically different and be a different
community than it is today.
City Manager Gonzales stated as they think about all these hard decisions, they try to
keep in mind at a staff level, as well as she knows the Council always thinks about, the
long run in trying to protect the community in the long haul.
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City Manager Gonzales stated these are still her goals and she is going to bring the
Council some models that help start meeting these goals. She stated the other two will be
a little less close, but will head that direction. She stated the next step is there are
difficult choices ahead of them and she knows the Council, staff, and all the employees in
the organization get it.
City Manager Gonzales stated with all that depression news, she does not want the
Council to not enjoy the department presentations, because they have great people doing
lots of really good work. She stated the Council is going to be amazed with some of the
numbers they have of the things they have done in the last year in 2008. She hopes the
Council is proud of that and enjoys hearing about it because the staff is very proud of the
work they do.
Councilmember Kuhn stated she knows the Council is going to receive more specific
numbers when they put it together, but according to her math there are 16 red line items.
She asked if City Manager Gonzales has a ballpark number [idea] if they willy-nilly cut
everything that was in red.
City Manager Gonzales answered no, but she hopes by Friday, the latest by Monday. She
stated she has a spreadsheet on the Intranet that all department heads are feeding into
called the Drastic Cut Spreadsheet. She stated some of it is based on some of the
questions Councilmember Distler was asking about, tying together the CIP and mill and
overlay stuff and they have not done any of that yet. She has not gone in her mind what
that total might be yet.
Councilmember Kuhn stated she was just trying to get an idea between the differences
and revenue sources they do not have and things Shawnee cuts that other cities might not
have to and is trying to come up with those numbers.
Assistant City Manager Charlesworth began with the Council budget. She stated there
are nine (9) positions budgeted – part-time positions. She presented the Council’s
mission statement. She stated the most significant difference is between Contractual
Services where there is a $15,000 increase. She deducted costs for those councilmembers
who did not attend the NLC meetings in the spring in Washington, D.C., the
transportation reception fees, and the registration fees. She stated she included them back
in the 2010 request.
Assistant City Manager Charlesworth moved to the Administration budget. She stated
there are six divisions and will talk about five this evening. Jim Martin with the
Economic Development Council will present at the meeting on June 16th and talk about
Assistant City Manager Charlesworth presented the mission statements for all the
different divisions and noted the Council has seen them all in the past. She presented
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staffing levels. She pointed out that the City Manager appoints the municipal judge, so
he is shown in the organizational chart but his actual dollar figures are budgeted under
Municipal Court in the Finance Department’s budget.
Assistant City Manager Charlesworth presented the organizational chart. She noted the
positions in blue are vacancies. The positions in green are part-time positions.
Assistant City Manager Charlesworth presented the highlights from Legal. She thinks
the most significant difference she saw are that all the numbers are down, with the
exceptions of cases set for plea which are up. That means more people are pleading their
tickets this year rather than setting for trials, video arraignment, or motion hearings.
Assistant City Manager Charlesworth continued with the City Clerk highlights. She
presented some statistics about some of the work they do. She pointed out the ordinances
they codify. She stated they have 71% of those up on the webpage posted within five
days of the effective date, so they are available to the public.
Assistant City Manager Charlesworth stated the staff processes the business licenses
within two days of someone coming in and applying for them at 100% rate. She stated
they responded to 95% of the open records requests within three days. She stated the
ones they do not respond to within three days are the more difficult ones that take a little
more staff time.
Assistant City Manager Charlesworth stated in 2008, the Licensing Division collected
$368,000 in revenues from businesses and regulatory licenses. She stated they collected
a little over $16,500 in animal licenses and a little over $1,800 in pet permits. She stated
the Council does not see those anymore, but they are still being processed.
Assistant City Manager Charlesworth presented highlights from the Human Resources
Division. She stated the first one is the Employee Wellness Program. She stated their
goal for this program is to keep health insurance costs affordable for both the City and
employees. She stated they may remember from Liz Crawford’s recent benefit
presentation, that the City’s overall health insurance rates are lower than all the other core
comparable cities so that program is really effective.
Assistant City Manager Charlesworth stated just today in their staff meeting, they talked
about how they have gone 78 days without an accident. She stated they will see a slide a
little further down into her presentation related to performance measures about what the
City’s cost for workers compensation insurance as compared to the ICMA costs for other
cities that participate in the ICMA performance measures.
Assistant City Manager Charlesworth stated even though they are not filling some of
their full-time positions, they have still been filling their seasonal positions. A lot of
those positions take as much paperwork as their regular full-time positions, so the work is
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Assistant City Manager Charlesworth stated they like to keep their turnover rates low.
She stated they have stayed pretty close to the medium in the last few years.
Assistant City Manager Charlesworth stated the City Manager has made receiving
employee performance reviews on time a priority. She stated it is directly tied to
employee satisfaction and she thinks everyone in the organization recognizes that. They
are going to try to bring that number up next year.
Assistant City Manager Charlesworth presented the workers compensation expenditures
per $100.00 of jurisdiction, salaries, and benefits she was talking about earlier and the
City’s numbers are way lower. She stated they participate in the Kansas Eastern
Regional Insurance Trust, which is made up of cities in the eastern part of Kansas. That
helps them keep their costs down along with the progressive safety program.
Assistant City Manager Charlesworth continued with Work Plan Projects. She stated
City Manager Gonzales has talked about some of these in the past. She stated there is
integrating Council direction on priority of City programs and services and that is what
they will see in the next few weeks. She stated the staff has already done presentations
on the County’s Solid Waste Program and are continuing to work on recycling.
Assistant City Manager Charlesworth moved to the Energy Efficiency and Conservation
Block Grant. She stated the City has been notified that they will be awarded a little over
a $500,000. She stated City Clerk Powell has worked very hard to identify projects that
will qualify, so they get the biggest bang for their buck to help the City save money in the
future for energy conservation. The Council will see a presentation at the next City
Assistant City Manager Charlesworth stated the Council has seen the Comprehensive
Review of the Compensation and Benefits on the employee Intranet. She stated they
used to do a monthly newsletter for employees and have been able to do the same
infrastructure they are using for the new webpage to use for an Intranet. She stated it
allows the staff to communicate daily with their employees and they found that to be a
Assistant City Manager Charlesworth presented additional projects. She stated each year
the prosecutor reviews new State legislation to make sure that the City’s standard traffic
ordinance and their public offence codes are in line with state statutes and recommends
modifications. She stated they also do annual training for the Police Department to help
Assistant City Manager Charlesworth continued with Future Challenges. She stated City
Manager Gonzales talked about some of these earlier, such as balancing expenditures
with revenues and determining citizen priorities for services. She stated in the past the
staff has put in as a decision package a citizen survey and has not been able to fund it.
She stated there is no money in it for the 2010 budget. She thinks it is a really good tool
to use to determine some of the priorities, but cost is certainly a factor.
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Councilmember Distler stated her thought may not be as efficient as the survey, but just
for the time being with the new website, she wonders if they could some type of their
own informal-type thing to try to keep a pulse on the community while they are not doing
Assistant City Manager Charlesworth deferred to Information Technologies Director
Senior Information Technology Advisor Bedsaul stated they could certainly incorporate a
survey and have actually already done an internal one.
Assistant City Manager Charlesworth stated there are a lot of funds out there through the
American Recovery and Reinvestment Act. She stated one thing they found is that
sometimes it is not clear about what qualifies and what they need to report. She stated
they found it takes staff a lot of time to weed through all that. She stated City Clerk
Powell has spent endless hours on it, but they do not want to miss out on anything.
City Manager Gonzales stated they have been very successful so far. She stated just
yesterday they were notified of an additional water quality project that Mike Gregory put
together. She stated they were awarded an amount to help subsidize the project out at the
Justice Center that they were going to do anyway with SMAC funds and City funds
which means they will have funds to do something else. She stated the people have been
putting some good applications together and have been very successful.
Assistant City Manager Charlesworth presented the Administration budget. She stated
the most significant is in Services. She stated there were some people who went on
maternity leave, so they backed out their salary for the time they were gone in 2009 and
had to put them back in for 2010. She stated they had $25,000 in the Municipal Court
budget for professional services for a temporary person to assist the prosecutor. She
stated they have always thought they should not be using the Municipal Court staff to do
all the paperwork for the prosecutor and should keep that separate. She stated they have
budgeted for that in the past and thinks it would be more efficient to have a part-time
employee do that, rather than a temporary employee.
Assistant City Manager Charlesworth stated it was moved. She stated it is still only 2009
Municipal Court Professional Services and has been moved to Salaries and Legal in 2010
– these are the two significant differences.
Assistant City Manager Charlesworth stated the 6% difference for Contractual Services is
the 3% increase for the City Attorney fees. She stated she would argue that they get great
bang for their dollar with their attorneys. She stated they looked at other legal budgets
and Lenexa’s is a little over $1.4 million, Leawood’s is a little over $500,000, and
Shawnee’s, for 2010, is $515,000, so they do really well.
JUNE 2, 2009 FINANCE AND ADMINISTRATION MINUTES PAGE 14
Assistant City Manager Charlesworth stated they also increased the City Clerk’s
contractual services budget by $52,000 to pay for the election in 2010. She stated they
have talked a little about moving the election cycle, but that would not happen until a
future time, so they will still have to pay for it in 2010. She stated she talked to Election
Commissioner Newby who suggested that $52,000 would probably be a good number.
Assistant City Manager Charlesworth stated they will see a $16,000 increase in capital
outlay. She stated that is actually for the Council chambers. She stated they want to pull
the benches out of the Council chambers and put in chairs so they can also use this as a
large conference room. She stated right now they hold the Downtown Partnership
meetings downstairs and prop open the back door with a brick to let people in and out.
She stated when she held her recycling meetings, they tried to have them in the Council
chambers, but there was just not enough room to set up a table to have people sit around.
The meetings were then moved downstairs which made it harder for the public to find
Assistant City Manager Charlesworth stated the Council Chambers is a really good room
for the staff to have bigger meetings which justifies the $16,000 expense.
Finance Director Kidney explained that the Finance Department includes both
Accounting and Municipal Court. He introduced Court Manager Dalton, Accounting
Manager Kelly, and Senior Accountant Oldham. He stated Senior Accountant Kelly not
only works in the Finance Department but is also very instrumental in working very
closely with everyone to put together the entire presentation making sure numbers tie.
Finance Director Kidney presented the Finance Department’s Mission Statement. He
stated the City’s Municipal Court Division also strives to provide dedication of municipal
citations in a prompt, fair, knowledgeable, and respectful manner. He stated he thinks
both the Accounting and Municipal Court divisions are very proud of their customer
service and what they have been able to provide to citizens. He stated he is really glad to
be working with this group of people.
Finance Director Kidney continued with staffing levels. He stated there is the Finance
Director, Accounting Manager, Senior Accounting, and two Payroll Accountants and an
A/P Accountant within the Finance/Accounting portion.
Finance Director Kidney stated within Municipal Court, there is the Municipal Court
Manager and the Judge. He stated the dollars are paid for out of the Finance Court
account, but reports directly to City Manager Gonzales. He stated they have four court
clerks and a part-time court security officer/bailiff. He stated out of those positions, there
is one part-time person, which is the court security officer/bailiff. He stated they are
currently fully staffed. He stated in the Accounting Department, there is currently
someone on maternity leave and have moved one of the Court Clerks over into
JUNE 2, 2009 FINANCE AND ADMINISTRATION MINUTES PAGE 15
Accounting to help with the Payroll several days a week. He stated that is also helping
their bottom line budget.
Finance Director Kidney presented highlights. He stated the department processed more
than 30,000 invoices. There were also the payroll checks. He stated they are still
receiving the budget award and the financial reporting award and they are very proud of
that achievement. He stated the Municipal Court did not move over to the new Justice
Center this year and they are still working on that.
Finance Director Kidney stated they have started over the past couple of years turning
bad accounts over to collection agencies and have collected $16,000 since 2007. He
stated that is just current outstanding – people have not paid. He stated they have not had
a chance to go further back and just started in 2007 of what is currently (90 day past
dues) turning those over and have never actually had the opportunity to get the staffing
together or even bring someone in on a fee service to go through the hundreds of files of
people who are out on warrants that the City can not collect. He stated that is possibly a
long-term project of theirs – being able to service those better.
Councilmember Kuhn asked about the firms they are using to do the collections and if
they are a percentage of collection-based firm, or straight fee firm.
Finance Director Kidney replied they use two collection firms. He stated one is more of
a passive collection agency. He stated there is a debt set-off program. He stated the City
just submits those to the State and any time they have a tax refund or an A/P check where
someone actually hits the City’s system, then they collect that and charge the City a fee.
He stated he believes it is less than 15%, but does not have that number right now.
Finance Director Kidney stated the other agency is called the Collection Bureau of
Kansas. He stated they went through a bidding process on them, but they are very
customer-friendly, if there is anything such as a customer-friendly collection agency. He
stated he went to cosign his son’s lease by being contacted by this group and they were
just very good people and good to get along with making payments on everything they
Finance Director Kidney stated there has been recent legislation back in 2008 that
actually allows a municipal court to charge the collection fee on top of what is owed, so
that is what they are doing with that firm. He stated if someone owes $100.00, they are
charged $115.00 and the collection agency collects the money and the City is made
whole with that $100.00. He stated that actually includes Court. He stated if it actually
goes to the district court, they are charged an additional fee, but that does not come out of
the City’s fee. That is really good legislation.
Finance Director Kidney continued with 2009/2010 work plan projects. One of the big
goals he has had is working with developers to use the best incentive tools possible. He
stated there has been TIF, TDD, and recently there has been the CID. He stated they
JUNE 2, 2009 FINANCE AND ADMINISTRATION MINUTES PAGE 16
have those tools now and are more proactive going in. That is one of his goals if a
developer comes in and asked what they can get and work out the best way to do that.
Finance Director Kidney stated the staff is trying to intensify their cash flow analysis and
their debt management. He stated the City has less cash and less interest income coming
in, so they are working on going back and using three year’s history. He stated they
really need to know of the money they have sitting in the bank what they can turn around
and place in higher yield investments, so that is a major project he has been working on
Finance Director Kidney stated they recently updated the City’s purchasing manual. He
stated Debbie and her staff went out into the departments to make sure they are all trained
properly and know the right way to do things when they have to go out for bid and do
purchase orders, etc.
Finance Director Kidney stated they researched and implemented an electronic capital
project database. He stated that goes more into the cash flow area. He stated as funds
gets tighter and tighter, he is trying to make sure the City has just enough money to pay
their vendors – their large contracts when they need them. He stated in order to do that,
they really need to be on the same page with all the departments who are involved in a
major project. He stated the staff is working on making an in-house reporting structure,
so he knows how much money he can turn around and invest.
Finance Director Kidney stated they are also developing strategic plans for Finance and
Court. He stated they have never really gone back and said how they are doing business,
so they are taking a step back looking at what they can do to make changes and make
things better for their customers.
Finance Director Kidney continued with additional projects. He stated they have several.
He stated there is the IRB tracking database. He stated they are utilizing their in-house
IT Department to help them put this together. He stated wants to get some administration
training. He stated City Manager Gonzales mentioned they are working on making some
changes and just want to make sure they are on top of everything.
Finance Director Kidney stated they recently implemented a City-wide fuel card system.
He stated they are doing a cost analysis of bulk fuel, versus using fuel cards.
Finance Director Kidney stated they want to continue becoming paperless in their court
system. He stated they are really becoming more and more efficient in their transactions
between the Police Department and Court making sure everything is paperless for the
judge and prosecutors. He stated it is a long term project and they are still moving
through it all.
Finance Director Kidney stated they continue to learn more and more about the software
the City already has. He stated by bringing in Court Manager Dalton, they are
JUNE 2, 2009 FINANCE AND ADMINISTRATION MINUTES PAGE 17
determining what the City can do for their customers to make things even more efficient
and get people in and out quicker.
Finance Director Kidney stated they are collaborating with the City’s Police Department
to work on projects.
Finance Director Kidney stated some Future Challenges obviously involve funding
necessary City services during this downturn. He stated with their fund balances, they
are maintaining the recent Moody’s AA2 rating.
Finance Director Kidney stated on the Courts side, they want to meet statutory
requirements for fingerprinting and DUI arrests. He stated it is a new statutory
requirement that everyone has to be fingerprinted right when someone is charged with a
Finance Director Kidney stated the bottom line is some very recent news that hit home.
He stated they need to meet the need for more stringent court security and ensure the
safety of the public, as well as court employees. He stated there was a person recently
arrested for the shooting in Wichita who actually had an open case that was to appear in
Shawnee’s municipal court. He stated they step back and acknowledge that Shawnee
really does have some dangerous people coming into their court with probably not the
Finance Director Kidney stated the overall combined budget of Court and Finance shows
a big number with Personnel Services. He stated they had the maternity leave in 2009
and put back in 2010 at the full amount. He stated Assistant City Manager Charlesworth
mentioned about the services going from Court to prosecutors and is where it has gone
down, but has gone up in the Legal Department.
Finance Director Kidney stated with commodities, they are upgrading a server for their
finance software. He stated that concludes his presentation.
Information Technologies Director Doherty stated the Council has all seen their mission
statement from last year. He stated the primary thing is supporting all the technology for
the City staff and ultimately the citizens of the City.
Information Technologies Director Doherty started with staffing levels. He stated there
is ten (10) full time equivalents, himself, two (2) in Geographical Information Systems
(GIS), one in Network, and three (3) in Systems Support, one in the phone system, one in
E-Gov, and one in Application Support.
Information Technologies Director Doherty stated there are no open positions at this
time. He stated with regard to Performance Measurements and Highlights for 2008, there
JUNE 2, 2009 FINANCE AND ADMINISTRATION MINUTES PAGE 18
are 375 PCs, 100 laptops, 32 servers, and numerous printers. He stated were over 4,500
problem request tickets. He stated all of those they tried to resolve within 24 hours.
Information Technologies Director Doherty stated they received 41,000 sessions on the
City’s web page and maintained 278 layers of GIS information. He stated, as he
mentioned last year, that is hyphens like roads and CSR information and capital projects.
He stated Susan and Doug presented some of that at one of the last committee meetings.
Information Technologies Director Doherty stated they want to implement the City
internet – the internal webpage. He stated work plan projects include continued
implementation of document imaging, complete implementation of the City’s new phone
system. He stated they only have two locations left to do on that for the City. He stated
there is implementation of fiber optic between Town Hall and the Aquatic Center Pool.
There is implementation of the new website redesign that they had covered in a recent
committee meeting and the development of an information technology strategic plan.
Information Technologies Director Doherty stated some additional projects include the
implementation of the electronic timesheets for City staff, the new Police in-car digital
video system which they will soon be working on, and replacement of the Finance
Department system server.
Information Technologies Director Doherty continued with Future Challenges. He stated
the department has eliminated their replacement program for the PCs and printers. He
stated that will be a challenge. He stated there is also the support of the complex
technology of the new Justice Center. He stated there is about 30 miles of wiring in that
facility and they are constantly putting in technology into that facility, such as the new in-
car digital video system where they use wireless capabilities, so there is a lot of
technology involved in that area.
Information Technologies Director Doherty stated they also have responsibility for the
Citywide phone system and are currently doing that with in-house staff.
Information Technologies Director Doherty stated the IT budget is primarily going
through and looking at things. He stated they do some training and travel associated with
that. He stated they have a net reduction of 1.5% for the year.
Planning Director Chaffee presented the Planning Department’s Mission Statement. He
stated his department deals mostly with the growth of the City and try to maintain
adequate development opportunities for different types of development within the City
and also maintain the high quality of life that all citizens of Shawnee have come to
JUNE 2, 2009 FINANCE AND ADMINISTRATION MINUTES PAGE 19
Planning Director Chaffee stated they are a small department. He stated there are six
employees. He stated in the past they have budgeted for an intern position and removed
that position from the budget. He stated all of their positions are currently full.
Planning Director Chaffee presented the 2008 highlights. He stated last year the
department processed a fewer amount of applications, although it did not mean that any
of them were any easier than in the past. He stated they have had some interesting
projects come through this year and did their first review on a TIF project with
Cobblestone which was interesting. He stated they not only had to teach their staff how
to go through the process, but also the Planning Commission and their obligations.
Planning Director Chaffee stated the department issues 274 sign permits. He stated that
number was encouraging. He stated that number is about the same as they have been
issuing in 2005, 2006, and 2007, so it is an indication that the City is still getting new
businesses coming into the City.
Planning Director Chaffee stated they removed almost 2,000 illegal signs. He stated
2008 is an election year and unfortunately there are some candidates who can not read
instructions about where to put their signs, so the number was a little higher this year.
Planning Director Chaffee stated the department reviewed 84 special use and special
event permits, five rezoning applications, 16 variance applications, processed 41 site
plans, and began a comprehensive rewrite of the City’s zoning regulations.
City Manager Gonzales stated as they talk about those vacancies, they are due to attrition.
She stated staff looked at that and still has to do critical work, so when vacancies occur,
they do not need any vacancies and still have plenty of work to do. She stated one of
thing that was left with Sara’s position, is that she was chairing the Safety Committee and
was in charge of the City’s safety efforts. She stated Mark, in Paul’s office, was on that
committee and stepped up to be the chairman, going on his second year now. She stated
part of that was just planning. She stated there is not as much development going on
right now, so the staff felt that would be a good place to put it and Mark has done a
phenomenal job at that committee. She stated some of the numbers Assistant City
Manager Charlesworth showed earlier are attributable to Mark’s leadership, in addition to
the Safety Committee, but that is a huge accomplishment that one would not normally
think would come out of the Planning Department and a Citywide effort, but is certainly
due largely to the work done by Mark.
City Manager Gonzales stated they guessed on hours and he is spending a lot of hours on
it and it has been a great use of resources.
Planning Director Chaffee continue with some of the department’s work plan projects for
2009 and 2010. They want to complete the comprehensive review of zoning regulations
and think they are almost there. He stated they should be finished up in August. He
stated they have really looked at doing some regulations that will compliment the City’s
new stormwater regulations, encourage environmentally sensitive development and some
JUNE 2, 2009 FINANCE AND ADMINISTRATION MINUTES PAGE 20
of the new regulations have to do with landscaping and parking. He stated rather than
just having minimum parking requirements of what a business has to have and take a
look at doing maximum parking, so perhaps they do not end up with so many huge seas
of parking that no one uses or if they feel they need to have additional parking above a
maximum, then give them a menu of choices of things they can do to perhaps collect
some additional stormwater on site and do some other features on the site that they may
Planning Director Chaffee stated the department is also looking at developing some wind
energy ordinances and requirements for those types of uses.
Planning Director Chaffee stated the department did the review and update of the
development fees. He stated they prepared a series of PowerPoint presentations that
include individual slides on demographics within the City, the downtown incentives, the
Neighborhood Revitalization Program, and City financial incentives. He stated Cheryl is
putting together a traffic count PowerPoint right now with different traffic counts at
Planning Director Chaffee stated they intend to use that study not only for the staff’s
knowledge if they just want one entire presentation on demographics, but if a business is
coming to town and they need to pick and choose how they want to put together a
presentation, the slides are already there and they can just pull out of the different
PowerPoint presentations. He stated those slides can somewhat cater to the business
coming in or to a neighborhood group who may be interested in some of those things. He
stated along the line throughout the year, the staff will be thinking of other things that
may be beneficial to them that they can just continue to add in.
Planning Director Chaffee stated they the I-35 corridor study should be done by the end
of this month. He stated the department is getting ready to wrap up a land use study
between Midland Drive and Woodland. He stated the staff has completed the study and
will be holding a neighborhood meeting in June or July. He stated one of the businesses
out there has agreed to open up their place of business – Christ Tots, a preschool out there
who is kind of in the middle of that road. He stated that was nice of them when he asked
that they would be willing to allow the City to use their place in the evening.
Planning Director Chaffee stated the department has developed and implemented the
downtown retail attraction plan. He stated this is already started. He stated one of the
PowerPoint presentations put together was for the Downtown Incentive Program and they
did a mailing to developers, realtors, and property owners about the benefits and why the
City wants them to come downtown and what is available.
Planning Director Chaffee stated the department just wants to continually actively
promote the incentive programs and support the road improvement committee.
Planning Director Chaffee continued with additional projects. He stated they are refining
the Planning Department procedures for the development tracking system. He stated his
JUNE 2, 2009 FINANCE AND ADMINISTRATION MINUTES PAGE 21
department is basically finished with their entries and how that development tracking
system is set up, but they are finding that as some of the other departments enter into that
system, there are some refinements they need to do since the Planning Department is the
initial one that enters that information to get a project listed and follow through.
Planning Director Chaffee stated the department provides updates for the IRB database,
basically going in and taking a look at how the appraised and assessed values have
changed, what taxes are being collected, and what amount is attributable to an abatement,
and how much they really collect and sort of tracking through their 10 year period to see
what that is, so he thinks that will be a real good example. He stated one slide is an
example of what they use for their City-wide incentive program that they can pull in to
show a business a sample of someone and what they have saved and the taxes the
collected and now they are off the books and on full time.
Planning Director Chaffee stated at the Council’s request late last fall, the staff is in the
process of establishing a fourth neighborhood in the Neighborhood Improvement
Planning Director Chaffee continued with Future Challenges. He stated once they get the
I-435 study completed, they need to identify those opportunities and stick with what the
plan indicates they should do and the policies the City should follow to make sure I-435
develops to the best benefit for the City of Shawnee. He stated it is Shawnee’s only
chance along an interstate highway, so they need to make sure they do it right.
Planning Director Chaffee stated they need to ensure office, commercial, and industrial
development is high quality. He stated the higher the quality, the better building
materials they have and the higher value that building has initially and throughout its
Planning Director Chaffee stated they want to encourage continued redevelopment efforts
and continue to coordinate with water and sewer districts to provide adequate services.
He stated they need to keep on them and try to keep them ahead of the game that they
know development may occur in such and such an area and if they can start taking a look
at what it would cost or where an extension may be run in the future. They also need to
ensure continued compliance with the sign ordinance.
Planning Director Chaffee stated the Planning Department budget’s big item is personal
services which are salaries. He stated there is a small increase in contractual services.
That is because Rebuilding Together Shawnee has requested some human service
funding this year. He stated they have not received any human service funds in the past.
The transfer is out of the General Fund to fund the Downtown Partnership Program. He
stated last year in the budget it was $64,000. He stated 2010 is $50,000. He stated the
staff expects maybe in the estimated budget that they may only need to transfer $25,000
over this year. He stated each year is a little different not know the business needs.
JUNE 2, 2009 FINANCE AND ADMINISTRATION MINUTES PAGE 22
Planning Director Chaffee stated he knows there is a chance for three pretty large loans
coming through with Donovan’s and Bates City Barbecue, so they replenished it at the
high end at the beginning of the year and by this time next year they can kind of know
how 2010 will fall out and will come in with an estimated number at that time.
City Manager Gonzales stated that money goes into the Neighborhood Revitalization
Fund, so the reason that 2009E number is so much lower is because they had fund
balance, so they really are not reducing the downtown contribution. There was fund
balance at the end of 2009, so they did not have to move as much over from the General
Planning Director Chaffee stated another thing they are doing is continuing what they
promised the Council they would do the first two years. He stated in 2003 and 2004, they
made a transfer of $100,000 and promised that along the way as they received money
from the Neighborhood Improvement Program and from the various incentives that they
would reduce the City’s contribution to those programs and are still continuing to do that.
Councilmember Sawyer asked for clarification. He stated the City is not loaning
businesses money, but just buy down the loans.
Planning Director Chaffee stated that is correct. He stated the City buys down 1 ½
Councilmember Sawyer stated they tend to have some difficulty with people not
understanding the English language on this Council.
Parks and Recreation
Parks and Recreation Director Holman stated he is here this evening to present the 2010
Parks and Recreation budget. He recognized two staff members who helped him a lot
during this process – Deputy Parks and Recreation Director Lecuru and Museum Director
Parks and Recreation Director Holman stated the Parks and Recreation Department is
made up of seven (7) division:
JUNE 2, 2009 FINANCE AND ADMINISTRATION MINUTES PAGE 23
Parks and Recreation Director Holman presented the mission statement which comes
down to providing the citizens of Shawnee the best quality of life possible through their
programs and facilities.
Parks and Recreation Director Holman presented staffing levels:
Administration – 2
Park Maintenance – 11
Civic Centre – 4.8
Aquatics – 2
Shawnee Town – 5.2
Pool Staff – 204 (concession, lifeguard, swim and dive team)
Parks and Recreation Director Holman presented the layout of all the employees. They
have three positions unfortunately all on the Park Maintenance side that are vacant. They
have part-time staff that does their Civic Centre and Shawnee Town rentals.
Parks and Recreation Director Holman presented Park Department highlights:
Maintain 562 acres of parkland (440 acres in high use)
Maintain 35 sports fields
21 park shelters
2 inline skate parks
Offer more than 650 recreation programs at the Civic Centre, but also go out to
businesses, i.e. wine classes, barbecue classes.
Parks and Recreation Director Holman stated the pools had an annual attendance of
135,000 in 2008. He stated that was down from 2007, which was 147,000 – due to
Parks and Recreation Director Holman stated Shawnee has two pools and Lenexa has
three pools and only had 77,000 in attendance. He stated Merriam has one pool with an
attendance of 18,000, so what Shawnee has done with their pools has really paid off.
Parks and Recreation Director Holman stated they instructed over 1,847 swim lessons
which was up from the previous year at just over 1,500. He stated the Aquatics’ staff has
a goal for 2010 of 2,000.
Parks and Recreation Director Holman stated the municipal pools brought in $673,000
which was down a percentage from the previous year, but the recovery rate is 74% which
is not bad.
Parks and Recreation Director Holman stated since the department does snow removal,
they performed 14 snow removal operations. The recreation division had 100% direct
cost recovery and generated $255,000 and returned $38,000 to the General Fund. He
JUNE 2, 2009 FINANCE AND ADMINISTRATION MINUTES PAGE 24
stated they do pay for a staff person and indirectly pay for a teacher, all the costs for the
class and if they are at the Civic Centre it is a free room, but if they have to pay for the
room that is counted into the cost.
Parks and Recreation Director Holman stated it was Shawnee’s 12th year to receive the
Tree City USA distinction. He stated they received $700,000 from KDOT for Clear
Creek Phase II and have already started that process.
Parks and Recreation Director Holman stated the $500,000 from the Deffenbaugh
Foundation is a very nice show of support for Shawnee Town.
Parks and Recreation Director Holman continued with Work Plan Projects. He stated
they have the completion of the farmstead in the works. He stated hopefully within the
next month or two, they will start getting the ball rolling. He stated Phase I of Clear
Creek is currently under construction and Phase II is in the design process. He stated at
the end of June they will bring forth bids for the repair at the aquatic center.
Parks and Recreation Director Holman stated they still have completion of the farmstead
interpretative plan. He stated this is a plan where the volunteers will actually teach about
the farmstead and it is an interpretive guideline to teach the kids and get the message
Parks and Recreation Director Holman stated the Civic Centre is being trained on the Rec
Trac System for registrations and past sales so it is not just the staff during the day.
Parks and Recreation Director Holman stated as far as additional projects are concerned,
they plan to update the Parks and Recreation information on the website. Collaborate
with other City departments in development of the City’s Facebook and twitter to
Parks and Recreation Director Holman stated Deputy Parks and Recreation Director
Lecuru, Desiree, Bridget, and Assistant City Manager Charlesworth have all been
working on Facebook and Twitter.
Parks and Recreation Director Holman continued that they plan to develop the Parks and
Recreation Strategic Plan and all divisions will help in that effort.
Parks and Recreation Director Holman stated Future Challenges include the ability to
attract and maintain highly motivated and skilled employees to help achieve their
mission. They want to develop a funding system for the fleet and facility expansions and
replace programs for the needs and aging inventory.
Parks and Recreation Director Holman stated they plan to implement more
environmentally friendly green practices into their parks operations. He stated doing all
their own plumbing has been fantastic. He stated they have light sensors in the restrooms
JUNE 2, 2009 FINANCE AND ADMINISTRATION MINUTES PAGE 25
now. He thinks next year to save on water they might go with waterless urinals. It is
good for the environment.
Parks and Recreation Director Holman continued with Future Equipment and Staffing
Forecasting and Preventive Maintenance. He stated that is a big one. He stated they have
older equipment and the department is just trying to keep up. He stated Ramie and the
Parks staff did a fantastic job doing the paint on the awnings.
Parks and Recreation Director Holman presented the overall budget for all the
departments. He stated they have looked at everything, came down, and are at a -.5%.
Councilmember Kuhn reminded everyone of Old Shawnee Days this coming weekend.
They are having the 1st Annual Old Shawnee Days Baking Contest. She hopes to see all
of them in attendance.
Councilmember Goode, seconded by Councilmember Scott, moved to adjourn. The motion
carried 4-0, and the meeting adjourned at 8:27 p.m.
Minutes prepared by: Cindy Terrell, Recording Secretary
Stephen Powell, City Clerk