INDEPENDENCE RECREATION COMMISSION

Monthly Meeting March 19, 2025

Ash Youth Center

1501 N. 10th Street

Independence, KS 67301

Members Present: Others Present:

Greg Kelley Brent Julian

Joseph Housel Lori Bromley

Dustin Woodward Nick McBride

Galen Palmer

Neil Phillips, CPA

Greg Kelley opened the commission meeting at 11:30 a.m.

ROUTINE

Agenda

Dustin Woodward moved to approve the agenda as printed. Joe Housel seconded. Motion carried 3-0.

Minutes

Joe Housel moved to approve the minutes from the February 26, 2025 board meeting. Dustin Woodward seconded. Motion carried 3-0.

Bills

Joe Housel moved to approve the March 2025 invoices and checks for payment as presented in the amount of $6,299.32 as well as bills and employee benefits paid since the last board meeting in the amount of $13,070.06. Dustin Woodward seconded. Motion carried 3-0.

Treasurer’s Report

Galen Palmer reported the following bank balances as of February 28, 2025: First Oak Bank -Checking: $176,752.46; First Oak - Petty Cash: $385.00; Equity Bank - Savings $169,428.54. Dustin Woodward moved to approve the treasurer’s report as presented. Joe Housel seconded. Motion carried 3-0.

PROGRAMS/OPERATIONS

Maintenance Report

Brent Julian gave a verbal maintenance report to the commission stating that Ethan Speicher will start his new position as maintenance supervisor for IRC on June 1st. Brent informed the board that in the meantime he is working on the Central Park Sports Complex twice per week to make sure things are getting done in a timely manner and Ethan has also came in after hours to help out a few times as well. Brent informed the board that he is meeting with city officials on Friday, March 28th at 2:00 p.m. to discuss the CPSC maintenance and who is essentially responsible for what. Brent stated this meeting should clear up any confusion and if any of the board members would like to attend, they are welcome to. Brent informed the board that some shingles were blown off the roof of the concession building at the Central Park Complex during the high winds last week. Brent stated the city sent out H & H Roofing to get a quote on the repairs. Brent stated that moving forward at the new complex his main concern is the watering. Brent stated they have two big water wheels at the complex right now, but it is having the manpower available to get it watered consistently. Greg asked about getting wireless Internet installed at the Central Park Sports Complex and putting up security cameras. Brent stated that the city is taking the lead on that, they are currently proceeding with installing cameras at Riverside Park right now. Brent stated that IRC agreed to pay $4,500 for the initial wireless hub installation and now he is waiting on the city to get D & A Electrical, and he assumes KWIKOM down there to connect it. Greg asked about getting some compensation for Brent as he is doing most of the maintenance duties temporarily while waiting for Ethan to start. Joe Housel agreed stating they had discussed it at the previous board meeting, and he suggested talking to Chairman, Christy Mavers once she is back.

Programs Report

Nick McBride answered any questions the board had on the programs report. Nick discussed the recent soccer and flag football clinics he held at the Ash Center for participants to get some extra instruction; Nick stated that it went well. The commission asked about the All-Star basketball tournaments Nick hosted for 5th & 6th grade boys and girls last week and Nick stated it was very successful, they had a lot of fun and the kids really enjoyed it. A discussion was held on the spring sports participation numbers for soccer and flag football as well as the Spring Break activities going on this week at the Ash Center such as free throw contests, three-point contests, air hockey competitions etc…

Director/Aquatics/Special Events Report

Brent Julian answered any questions the board had on the director/aquatics/special events report. Brent thanked Lori and Nick for all the extra work, stating Lori did a great job helping

out with the audit and Nick is helping with basketball tournaments, spring break activities and the new website. Brent stated that staff has been working a lot of Sunday afternoons at the Middle School for women’s volleyball. Brent informed the board that the new retractable volleyball nets IRC helped purchase for the Middle School is working out great.

BUSINESS/FINANCE

Audit Findings/ Presentation

Neil Phillips, CPA, with Jarred, Gilmore & Phillips P.A., was present to discuss the FY24 audit with the board members and answer any questions. Neil presented the audit findings and discussed their responsibilities as auditors and what the actual audit process entails. Neil stated there were no violations found; some of the additional items discussed with the commission were state statues and the Kansas Municipal Accounting Guidelines as well as investments, lease and rentals, Kpers retirement, bank security pledges and segregation of duties. The board thanked Neil for coming and that his knowledge and professionalism was appreciated.

Central Park Sports Complex Update

Brent asked the board members if they had any questions regarding the Central Park Sports Complex. Brent stated that he will know more after next Friday’s meeting with the city, the architects and TLC Groundskeeping. Brent informed the board that the complex is already getting busy, there are probably 3 or 4 travel teams using it. Greg Kelley asked if people could call and reserve a field. Brent stated that eventually the plan will be to use Google Reservations or a similar program to reserve fields online, but for right now yes, they can call the Ash Youth Center for more information on field usage. Brent stated that it is important that IRC have the final say on rentals and reservations due to city rec programs and scheduling, that is one of the main reasons to have control of IRC’s own software. The board unanimously agreed that IRC teams should have priority over travel teams for field usage, and while travel teams are invited to play with city recreational teams, and some do, the city recreation teams and activities must be given precedence when scheduling field time.

New Website

Brent pulled up IRC’s new website on his tablet for the board to review. Dustin stated that he really liked the graphics, and Greg agreed it looked nice. Brent showed the board the new Icons under Sports Programs and what they entail and stated that Nick is going to add a registration and scheduling Icon soon. Brent stated that they still need to get some updated photos to post and it continues to be an ongoing project, but Nick is doing a great job with it.

EXECUTIVE SESSION

A. Personnel matters of non-elected personnel.

On the motion of Joseph Housel, seconded by Dustin Woodward the Commission recessed for an executive session to discuss an employee’s performance pursuant to the non-elected personnel exception, K.S.A. 75-4319(b)(1). The open meeting will resume at 12:46 p.m. in the Ash Center’s Meeting Room.

Aye: Greg Kelley, Joe Housel, Dustin Woodward

Nay: None

The open meeting resumed at 12:46 p.m. with no action taken.

ITEMS FROM THE COMMISSION

Dustin Woodward * Dustin informed the board that the school district is opening the position for an IRC Representative to serve on the rec board starting in July 2025. Dustin stated that Christy Mavers holds that position now and she may re-apply if she is interested in remaining on the board. Anyone that is interested needs to send a letter of interest or email to USD #446 Superintendent Jason McAfee.

ADJOURNMENT

The meeting was adjourned at 12:57 p.m.

Respectfully Submitted,

Joseph Housel

Secretary

Upcoming Board Meeting Dates

April 16, 2025

May 21, 2025

June - TBD

July 16, 2025

August 20, 2025

September 17, 2025

October 15, 2025

November 19, 2025

December 17, 2025