Call to Order:

Roll Call:

AGENDA Board of Park Commissioners

Tuesday, May 6, 2014 11:00 a.m.- Troy City Hall Council Chambers

President- Mr. Kappers

Mr. Kappers Mr. Phillips Mrs. Pierce

Approve Minutes: April1, 2014 Meeting

Reports:

Old Business:

New Business:

Other:

Executive Session:

Adjourn

Jeremy Drake, Park Superintendent (Report) Ken Siler, Recreation Director (Report Attached) Ken Green, Director of Golf (Report Attached) Mr. Kappers, Planning Commission Report

Status Update regarding the Barn in the Park Lease.

Accept check from the William H. Maier Trust in the amount of $1,532.67.

Request from Lincoln Community Center for permission to place a tent on land behind the Center, which is deeded to the Board of Park Commissioners. The tent would remain in place for nine weeks.

MINUTES JOINT BOARD OF PARK COMMISSIONERS AND

RECREATION BOARD MEETING TUESDAY, APRIL 1, 2014

COUNCIL CHAMBERS 11:00 A.M.

The meeting was called to order by Mr. Kappers, President.

Members of the Board Present: Mr. Alan Kappers, President Mr. Stan Phillips, Vice-President Mrs. Becky Pierce, Secretary

Members of the Recreation Board Present:

Members of the Recreation Board Absent:

Others present: Jeremy Drake Carrie Slater Ken Green Patrick Titterington Sue Knight Stan Kegley

Mr. Martin Hobart, President Mr. Doug Jackson Mr. Dave Heffner Mrs. Donna Snipes Mr. Torn Dunn, Secretary

Park Superintendent Assistant Recreation Director Director of Golf, Miami Shores Golf Course Director of Public Service and Safety Administrative Assistant Project Manager

The minutes of the January 16, 2014 joint meeting were approved as assimilated.

The minutes of the March 4, 2014 meeting of the Board of Park Commissioners were approved following a motion made by Mrs. Pierce and seconded by Mr. Phillips.

REPORTS: • The report from Jeremy Drake, Park Superintendent, was accepted as

submitted. Mr. Drake added that Friday, they received $10,000 from The Troy Foundation for the design of the mountain bike trail. He noted that he just left a meeting regarding this, and the majority of these funds will be going into the design. Mr. Kappers asked if any utilities would be required for this project and Mr. Drake replied that there would be water for track and trail maintenance, but this is in the very preliminary stages right now. Mr. Phillips asked Mr. Drake about the roofing project. Mr. Drake replied that they have awarded Hubbard Roofing the job; he added that they did get one other quote from Shaffer, but after looking at that quote, the system that was quoted would not work on the building. Mr. Phillips asked when they would start working on the roof, and Mr. Drake replied that they would hopefully be able to get started yet this month.

Page 2 Park Board Minutes April 1, 2014

• The report from Ken Siler, Recreation Director, was accepted as submitted. Mr. Siler was not able to attend, so Mrs. Slater reported for Hobart Arena on his behalf. Mrs. Slater thanked the Park Department for their assistance in the change overs that they helped with. She also noted that they had a very successful concert last weekend. They were only 100 tickets away from a full house. Mr. Hobart added that he also attended the concert, and he too felt it was a very good concert. He said that the sound was good, and the staff did a good job too.

• The report from, Ken Green, Director of Golf at Miami Shores Golf Course, was accepted as submitted. Mr. Green also thanked the Park Department for their help in removing the ash trees. He noted that they would not have been able to remove all the trees that needed to be removed had it not been for the help of the Park Department. Mr. Kappers asked Mr. Green if he had been able to check on the extent of the winter damage, and Mr. Green replied that there was some damage to a couple of greens in the back, and there was some snow mold, but these areas should be able to grow out rather quickly. Mr. Kappers then asked about the flood last winter, and Mr. Green replied that they are still not able to turn the water on, but if the temperatures stay up, they should be able to turn it on in the next couple of weeks. Mr. Green then talked about the GolfN ow. com program that they are trying on a trial basis. He noted that Cincinnati increased business by 75,000 rounds since going with this program. Mr. Kappers asked if a contract had to be signed, and if so, would it be cancellable. Mr. Green replied that when he is asked to sign a contract, he would have Mr. Kappers look at it first.

• Mr. Kappers had nothing to report from the Planning Commission.

BARN IN THE PARK AGREEMENT UPDATE: Mr. Kappers asked if there was an update for the Barn in the Park Lease

Agreement. Mrs. Knight explained that she was waiting to hear back from the Board Members. Mr. Kappers thought he had forwarded information to Mrs. Knight, but she had not received it. He said he would make sure those comments would be sent out and we would discuss this at the next meeting.

REQUEST FROM THE TROY HAYNER CULTURAL CENTER TO USE THE GAZEBO AND PARK BEHIND THE TROY-MIAMI COUNTY PUBLIC LIBRARY: A request was received from the Troy Hayner Cultural Center for permission to use the gazebo and park behind the Troy-Miami County Public Library on Saturday, August 9, 2014 from 9:00 a.m. until approximately 6:00 p.m. After hearing no concerns, Mrs. Pierce moved to approve the request subject to the provision of insurance requirements. Mr. Phillips seconded and the motion carried.

Page 3 Park Board Minutes April 1, 2014

REQUEST FROM THE TROY-MIAMI COUNTY PUBLIC LIBRARY TO HOST A "STORYBOOK WALK" AT BRUKNER PARK: A request was received from the Troy-Miami County Public Library requesting permission to host a "storybook walk" at Brukner Park. The walk is scheduled during the month of May. After hearing no concerns, Mr. Kappers moved to approve the request subject to the provision of insurance requirements. Mr. Phillips seconded and the motion carried.

REQUEST FROM THE CITY OF TROY TO APPROVE RETURNED CHECK FEE POLICY: A request was received from the City of Troy to approve a policy to charge a fee of $25 for a returned check. Mr. Hobart noted that the Rec Board had approved this policy at their least meeting. Mrs. Pierce said she felt this was reasonable, and she moved to approve the policy to charge a fee of $25 for a returned check. Mr. Phillips seconded and the motion carried.

GRANT RECEIVED FOR SHOWMOBILE IMPROVEMENTS: Mr. Titterington noted that a grant was received from The Troy Foundation in the amount of just over $6,000 to make improvements to the showmobile. Mr. Kappers asked what improvements would be made and Mr. Drake replied that the stage extensions needed to have some flooring repaired, the stairs needed repairs, the back wall needed to be cleaned, and they would be installing a system to attach banners.

There being no further business, Mr. Phillips moved to adjourn the meeting. Mrs. Pierce seconded and the motion carried.

Respectfully submitted by, Julie Morrison, Ass't. to Rebecca Pierce, Secretary.

MEMO

TO: Board of Park Commissioners

DATE: May 30,2014

FROM: Lincoln Community Center

SUBJECT: AUTHORIZATION TO PLACE TENT ON LAND ADJACENT TO LINCOLN CENTER

It would be appreciated if the Board would consider authorizing Lincoln Community Center to place a tent (approx. 20'x40') on land behind the Center, which is deeded to the Board of Park Commissioners. This request is to accommodate a Cross Fit Program for youth. Other details are:

The program is fully funded by a Miami County Grant. Through a private grant, all participants will be provided proper foot wear.

The program is conducted by qualified trainers.

For many participants, the program will work best if located at the Center as not all the youth have a way to travel to another location.

During parts of the summer, the gym at the Center is too warm to conduct the program.

The tent would be in place approximately nine weeks. As the tent would be on City property (if approved by the Board), adjacent to a City facility, that time period can be accommodated. The tent has been funded by a private grant.

May?, 2014 Council Chatnbers 11:00 a.m.

ITEMS TO BE DISCUSSED BY THE RECREATION DEPARTMENT AT THE PARK BOARD MEETING:

1. The Director met with the United Way ofTroy, Ohio, Inc. representative on Monday, April 28th to review the funding application for the 2015 Troy Playground Program. $20,000 has been requested for 2015.

2. The Indoor Soccer League at Hobart Arena began on Tuesday, April s•h. There are 174 participants registered in the program. Numbers are up from last year.

3. Upcoming Events:

a. AAYA Cheer Competition- May 10,2014.

b. Troy High School Scholarship Assembly- May 20, 2014.

c. UVCC Graduation-May 22,2014.

d. Miami East Graduation - May 23, 2014.

e. Troy High School Graduation- May 24, 2014.

f. Covington High School Graduation - May 25, 2014.

g. Troy Skating Club Summer Skating Competition- July 9-13, 2014.

4. One Hundred Twenty-Seven (127) Troy Aquatic Park season passes have been sold to date for the discount promotions.

~tQ'I, Q'f\\0 City of Troy

us~ To: Board of Park Commissioners From: Jeremy Drake, Superintendent of Parks

May 6, 2014 Park Board Report ~ Held weekly staff meetings

Jeremy S. Drake - -....

City of Troy

Park Department

265 Adams Street Troy, Ohio 45373

Phone: (937) 335-4612

~ Held a planning meeting for the Showmobile and upcoming special events

~ Completed top dressing and seeding on the little league football field

~ Hubbard Roofing completed the new roof on the Park Department building

~ Fences of Distinction completed repairs on the vinyl fence at Duke Park

~ Continued to work with the Kensington Home Owners Association on placement of 2 new park benches and decorative trash receptacles in Kensington Park. These will be paid for by the HOA.

~ Began weed spraying program and mowing of all athletic fields 2X weekly

~ Met with Trail Solutions to discuss design of the mountain bike trail.

~ Prepped softball fields for games at Duke Park

~ Serviced equipment

~ Assisted with tree removals at Riverside Cemetery.

~ Completed flood debris clean-up along the bike path

~ Painted soccer fields, flag football fields and softball fields as needed

~ Installed fountains at E. Main Street, Mayor's Park, and Duke Park

~ Turned on all drinking fountains

~ Assisted the Electrical Department with replacement of downtown electric receptacles

~ Completed annual playground inspections and completed necessary repairs

~ Continued to work with Henne and Assoc. on replacement signs for McKaig-Race Park

~ Met with Scarff s Nursery and Landscaping for landscape design at the gateway to Treasure Island

~ The park laborer position was posted internally. The deadline for applicants was Friday May 2nd.

~ Repairs to the Showmobile were completed including: rebuilding both stairs, cleaning the back wall, and installing banner hangers

To: Board of Park Commissioners

From: Ken Green, Director of Golf

Subject: 2014 May Report

Date: Tuesday, May 6, 2014

Maintenance staff is performing routine maintenance.

Spring core aeration and top dressing has been completed.

Greenside bunkers on hole #10 have been completed.

Upcoming Events: Saturday, May 3rd SOPGA Futures Tour Event

Sunday, May 18th TSF Junior Golf Tournament

Sunday, May 25th Two Man Best Ball

Please find attached the HowGoezit, MTD/YTD Expense, and Seasonal Employees Reports.

2014 HowGoezit Report Thru April 30, 2014 !

2014 Green fees 2013 Green Fees ---r---·

-·-'---

Winter Rate 9 Holes

Winter Rate 18 Holes Wkdy

Winter Rate 18 Holes Wknd

Winter Rate 18 Holes Af1 PM

Jr Green Fee 9 Holes 16 $176.00 8 $88.00 WE 18 Hole GreenFee 191 $4,393.00 240 $5,520.00

WE 18 Hole Green Fee af 1 PM 153 $2,907.00 163 $3,097.00 -

WD 18 Hole Green Fee 467 $9,340.00 314 $6,280.00

WE 9 Hole Green Fee AF 1 PM 161 $1,771.00 127 $1,397.00

WD 9 Hole Green Fee 630 $9,135.00 684 $9,918.00

Member Unlimited Green Fee 488 $0 484 $0.00

Adult Pass Green Fee 352 $2,112.00 407 $2,442.00

Senior Pass Green Fee 823 $4,115.00 606 $3,030.00

Junior Pass Green Fee 64 $320.00 16 $80.00

PGA-GCSAA Green Fee 1 $0 2 $0.00

Jr Green Fee 18 Holes 14 $224.00 3 $48.00

9 Hole Promo 10 ($145.00) 8 ($116.00)

18 Hole WD Promo 2 ($40.00) 1 ($20.00) --18 Hole WE Promo

Fam. Night Ad Green Fee

Fam. Night Jr Green Fee -·-

Fam. Night Fam. Green Fee

Total 3372 $34,308.00 3,063 $31,764.00

-Cart Fees~ 18 Holes 1,013 $9,346.00 874 $8,610.00

Cart Fees: 9 Holes 568 $3,714.00 526 $3,450.00 ·- -

Total 1581 $13,060.00 1400 $12,060.00

Memberships Memberships

Single Adult 8 $6A80.00 5 $4,050.00 Husband & Wife 1 $1,395.00 1 $1,395.00 Juniors 1 $250.00 1 $250.00 Seniors 25 $17,625.00 27 $19,035.00 Senior Hus & Wife 5 $5A50.00 7 $7,630.00 Adult Pass 52 $19,500.00 68 $25,500,00 1

Senior Pass 119 $38,675.00 108 $35,100.00 Junior Pass 21 $1,785.00 9 $765.00

'

!Total 232 $91,160.00 226 $93,725.00

2014 2013

Club Storage 28 $1,680.00 25 $1,500.00 Replacement Cards

Total 28 $1,680.00 $1,500.00

Golf Course Revenue Total S140!208.oo S139!049.oo

Snack Bar Snack Bar

Food $2,765.00 $2,577.00

Beverage $1,218.00 $1,225.00

Alcohol $3,200.00 $3,223.00

Total $7,183.00 $7,025.00 ---- L_ _

CURRENT MTD/YTD EXPENSE REPORT FOR MONTH 04 - City of Troy 08:24:05 01 May 2014 PAGE: 1

Account ........ Description ........ Revised app ... MTD Expense ... YTD Expense ... Unexpended . . .. Encumbrance . . . Unencumbered .. %Used

713.445.5101 FT/PT EMPLOYEES W/ 231,042.00 19,370.39 76,399.71 154,642.29 0.00 154,642.29 33.07 713.445.5102 OVERTIME W/ PERS 1,000.00 0.00 740.71 259.29 0.00 259.29 74.07 713.445.5143 TERMINATION PAY-SIC 0.00 0 . 00 0.00 0.00 0.00 0.00 0.00 713.445.5144 TERMINATION PAY-VAC 0.00 0.00 0.00 0.00 0.00 0.00 0.00 713.445.5151 CITY SHARE-PERS PEN 32,350.00 4,053.12 9,448.53 22,901.47 0.00 22,901.47 29.21 713.445.5161 LIFE INSURANCE 420.00 28.75 108.75 311.25 0.00 311.25 25.89 713.445.5162 HEALTH INSURNACE 71,545.00 5,878.82 23,515.28 48,029.72 0.00 48,029.72 32.87 713.445.5164 WORKERS' COMPENSATI 7,510.00 7,182.72 7,182.72 327.28 0.00 327.28 95.64 713.445.5165 UNEMPLOYMENT COMPEN 0.00 0.00 0.00 0.00 0.00 0.00 0.00 713.445.5166 MEDICARE 3,355.00 265.86 1,038.20 2,316.80 0.00 2,316.80 30.94 713.445.5201 OFFICE MATERIAL & S 1,000.00 40.65 113.36 886.64 0.00 886.64 11.34 713.445.5202 REPRODUCTION/PRINTI 0.00 0.00 0.00 0.00 0.00 0.00 0.00 713.445.5203 MEDICAL SUPPLIES 1,000.00 0.00 0.00 1,000.00 0.00 1,000.00 0.00 713.445.5205 CHEMICALS 42,500.00 0.00 7,582.99 34,917.01 406.20 34,510.81 18.80 713.445.5207 COMPUTER SUPPLIES 300.00 0.00 0.00 300.00 0.00 300.00 0.00 713.445.5210 FOOD 30,000.00 2,469.09 2,918.76 27,081.24 18,202.57 8,878.67 70.40 713.445.5211 BEVERAGE\SUPPLIES 15,000.00 1,173.40 1,949.05 13,050.95 0.00 13,050.95 12 . 99 713.445.5213 BUILDING MAINTENANC 2,500.00 0.00 0.00 2,500.00 0.00 2,500.00 0 . 00 713.445.5231 MACH & EQUIP SUPPLI 18,000.00 0.00 766.87 17,233.13 0.00 17,233.13 4.26 713.445.5239 OTHER MATERIALS & S 3,000.00 0.00 245.54 2,754.46 0.00 2,754.46 8.18 713.445.5241 UNIFORM ALLOWANCE 2,800.00 700.00 1,400.00 1,400.00 0.00 1,400.00 50.00 713.445.5243 SAFETY CLOTHING/EQU 500.00 0.00 203.25 296.75 0.00 296.75 40.65 713.445.5251 LICENSED VEHICLE SU 0.00 0.00 0.00 0.00 0.00 0.00 0.00 713.445.5253 FUEL-DIESEL 4,500.00 418.08 1,216.82 3,283.18 0.00 3,283.18 27.04 713.445.5254 FUEL-GASOLINE 6,000.00 551.58 2,233.13 3,766.87 0.00 3,766.87 37.22 713.445.5255 NON-LICENSED MACH & 1,000.00 0.00 0.00 1,000.00 0.00 1,000.00 0.00 713.445.5269 SUPPLIES FOR RESALE 0.00 0.00 0.00 0.00 0.00 0.00 0.00 713.445.5301 RENT/LEASE OF GOLF 1,000.00 0.00 0.00 1,000.00 0.00 1,000.00 0.00 713.445.5302 RENT/LEASE OF EQUIP 800.00 0.00 0.00 800.00 0.00 800.00 0.00 713.445.5309 RENT/LEASE-OTHER 550.00 0.00 0.00 550.00 750.00 -200.00 136.36 713.445.5312 ELECTRICITY 20,000.00 1,956.84 7,217.37 12,782.63 0.00 12,782.63 36.09 713.445.5313 WATER/SEWER 3,000.00 62.18 248.72 2,751.28 0.00 2,751.28 8 . 29 713.445.5315 FUEL OIL-HEATING 1,000.00 0.00 1,871.59 -871.59 0.00 -871.59 187.16 713.445.5316 TELEPHONE 2,000.00 203.80 766.92 1,233.08 0.00 1,233.08 38.35 713.445.5321 TRAVEL, LODGING, ME 0.00 0.00 0.00 0.00 0.00 0.00 0.00 713.445.5322 TRAINING/REGISTRATI 200.00 0.00 0.00 200.00 0.00 200.00 0.00 713.445.5324 MEMBERSHIPS 1,250.00 110.00 475.00 775 . 00 105.00 670.00 46.40 713.445.5331 ARCHITECTS AND ENGI 0.00 0.00 0.00 0.00 0.00 0.00 0.00 713.445.5335 EDP CONSULTANTS 1,200.00 0.00 0.00 1,200.00 1,200.00 0.00 100.00 713.445.5336 HEALTH SERVICES 0.00 0.00 0.00 0.00 0.00 0.00 0.00 713.445.5338 PERSONAL SERVICE CO 64,000.00 4,536.01 4,647.94 59,352.06 0.00 59,352.06 7.26 713.445.5339 MISCELLANEOUS SERVI 48,300.00 2,626.29 3,754.44 44,545.56 42,000.00 2,545.56 94.73 713.445.5359 INSURANCE POOL 5,200.00 0.00 0.00 5,200.00 0.00 5,200.00 0.00 713.445.5361 MAINT. OF FACILITIE 47,000.00 8,507.04 12,100.47 34,899.53 2,089.58 32,809.95 30.19 713.445.5363 MAINT . MACH/EQUIP 38,750.00 1,845.86 19,190.33 19,559.67 1,650.58 17,909.09 53.78 713.445.5364 MAINT. LICENSED VEH 8,500.00 7 51. 8 9 928.68 7,571.32 0.00 7,571.32 10.93 713.445.5365 MAINT. NON-LICENSED 10,000.00 294.24 6,458.50 3,541.50 0.00 3,541.50 64.59 713.445.5369 MAINTENANCE-OTHER 500.00 0.00 0.00 500.00 0.00 500.00 0.00 713.445.5381 POSTAGE 50.00 0.00 0.00 50 . 00 0.00 50.00 0.00 713.445.5384 MILEAGE REIMBURSEME 0.00 0.00 0.00 0.00 0.00 0.00 0.00 713.445.5386 ADVERTISING 500.00 0.00 0.00 500.00 0.00 500.00 0.00 713.445.5389 OTHER COMMUNICATION 1,500.00 135.99 407.97 1,092.03 0.00 1,092.03 27.20 713.445.5390 TRANSFER STATION/DI 0.00 0.00 0.00 0.00 0.00 0.00 0.00 713.445.5398 PRINTING EXPENSE 1,000.00 0.00 0.00 1,000.00 0.00 1,000.00 0.00

CURRENT MTD/YTD EXPENSE REPORT FOR MONTH 04 - City of Troy 08:24:05 01 May 2014 PAGE: 2

Account ........ Description ........ Revised app ... MTD Expense ... YTD Expense ... Unexpended .... Encumbrance ... Unencumbered .. % Used

713.445.5399 OTHER EXPENSE FOR 0 1,200.00 398.50 802.50 397.50 0.00 397.50 66.88 713.445.5411 PRINCIPAL PYMT-NOTE 0.00 0.00 0.00 0.00 0.00 0.00 0.00 713.445.5421 INTEREST PYMT-NOTES 0.00 0.00 0.00 0.00 0.00 0.00 0.00 713.445.5511 REFUND-CURRENT YR R 40,000.00 3,007.25 5,244.72 34,755.28 0.00 34,755.28 13.11 713.445.5524 ACCRUED INTEREST 10.00 0.00 0.00 10.00 0.00 10.00 0.00 713.445.5525 REMITTTANCE OF STAT 17,000.00 320.04 320.04 16,679.96 0.00 16,679.96 1. 88 713.445.5527 PREMIUM ON INVESTME 0.00 0.00 0.00 0.00 0.00 0.00 0.00 713.445.5542 PETTY CASH ESTAB/IN 1,000.00 0.00 1,000.00 0.00 0.00 0.00 100.00 713.445.5602 LAND IMPROVEMENTS 0.00 0.00 0.00 0.00 0.00 0.00 0.00 713.445.5611 BUILDINGS 0.00 0.00 0.00 0.00 0.00 0.00 0.00 713.445.5631 FURNITURE & FIXTURE 0.00 0.00 0.00 0.00 0.00 0.00 0.00 713.445.5632 VEHICLES 0.00 0.00 0.00 0.00 0.00 0.00 0.00 713.445.5633 MACHINERY & EQUIPME 37,000.00 0.00 0.00 37,000.00 0.00 37,000.00 0.00 713.445.5636 GOLF CARTS 0.00 0.00 0.00 0.00 0.00 0.00 0.00 713.445.5637 COMPUTER HARDWARE/S 0.00 0.00 0.00 0.00 0.00 0.00 0.00 713.445.5639 OTHER EQUIPMENT 0.00 0.00 0.00 0.00 0.00 0.00 0.00

* Dept 445 MUNICIPAL FACILITIES 827,832.00 66,888.39 202,498.86 625,333.14 66,403.93 558,929.21

** 713 MIAMI SHORES FUND 827,832.00 66,888.39 202,498.86 625,333.14 66,403.93 558,929.21

*** 827,832.00 66,888.39 202,498.86 625,333.14 66,403.93 558,929.21

2014 Seasonal Employees 3/9/2014 3/16/2014 3/23/2014 3/30/2014 4/6/2014 4/13/2014 4/20/2014 4/27/2014 5/3/2014

Flinn, B. $8.15 10 4.5 10 10.5 13.25 3.45 13.25 Florence, B. $8.00 10 11.5 7.5 6 14.25 21.75 18.5 Giangu lio, L. $8.00 3 9 24.75 Holtel, J. $8.30 5.75 4.75 11.75 5.75 13.5 Massie, R. $8.15 7.25 9.5 10.25 4.5 18.75 17 12 25 May, A $8.15 4.5 4 7 4.75 12.25 11 14.25 Mumma, J. $8.15 3 10.5 9.25 9.75 14.5 9.5 17.25 Weaver, G. $8.00 8 11.5 26.75 Wichie, J. $8.00

Wilson, S. $8.30 6 5.25 3 Woolery, B. $8.60 5.5 3 4.5 Wiehe, J. $8.00 15 15.25

Total 10.25 55.5 39.5 55.25 60.5 93.75 81.45 176

Baumann, B. $8.00

Gillespie, A. $8.75 6.75 14 19.25 7.25

Hanger, D. $8.00 17

Smith. D. $8.75 25.5 17.5 33.5 24.75 37

Monroe, R. $7.95 17.75 10.5

Dunne, S. $7.95 16.75 20.25

19.75

Total 6.75 25.5 31.5 70.5 59.25 94