MINUTES  Troy Recreation Board Meeting Wednesday, January 17,2024 4:00 p.m. Hobart Arena  Members oft the Recreation Board Present: Marty Hobart, President; Tom Dunn, Vice  President; Ashley Reed, Secretary; Eric Herman Kenneth Siler, Director of] Recreation; Carrie Slater, Assistant Director of Recreation and Sue Knight.  and Lindsy Fisher.  Others Present:  The meeting was called to order by the President oft the Recreation Board, Marty Hobart. The minutes of the December 20, 2023 Recreation Board meeting were read. It was moved by Mr. Herman and seconded by Mr. Dunn that the minutes be approved as read. Motion carried. The Director informed the board that park shelter reservations have been going on since January 2nd. Every year there are fewer people coming in to do reservations inj person. There were two Girls' softball registrations have started. Practice begins sometime in March. Most oft the other The winter session of the adult hockey league has started. The session is at capacity as it almost always is. There are usually four teams with 12 players each. There are generally a few people The Director informed the board that the upcoming arena event list is starting to pile up. Next Friday's Scotty McCreery concert, with the exception of about 20 individual tickets, is sold out. Itwill max out the facility with about 3,100 ticket sold, which is a great thing. Staffis working on getting all ofthe non-profits inj place in all ofthe concession stands, all of the part-time staff on board and security lined up. Hartzell Propeller will have their annual employee and retiree dinner on the main floor oft the arena on Saturday, February 3rd. There is no place but the arena: in Miami County to accommodate their number of employees. They will have approximately 500 people. The following week Riley Green will perform on Thursday, February gth and then the cheerleading competition Saturday, February 10th. The: following Wednesday staff will convert over: for the Home and Garden Show, which runs Friday, Saturday and Sunday. The following Saturday will be 38 Special and then several other events after that. There are events nearly every weekend until the middle ofJune with the exception of one weekend in May. Thereisa dance recital the second week in May, a dance recital the second week in June and an MMA  people that came in on the morning of. January 2nd this year. program registrations start at the beginning of April.  on the waiting list.    Troy Recreation Board Meeting Wednesday, January 17,2024  Page 2  even the third weekend in June. The state does not license those events until 90 days before, therefore they can'tcommit to a contract to the building and they can'tstart promoting until they have the license from the state. That will be announced sometime in March. Maintenance staffi is working on a lot of] projects right now. The arena is finally back toi full staff. They are able to tackle some things that were deferred from 2023. They are working on the front restrooms trying to get them re-done, get newj partitions put in, new paint, clean up the floors and re-caulk everything. They started with the men's and hoping to get it done before next weekend's show and then get started on the women's restrooms next once the run ofevents is The Assistant Director informed the board that season passes are on sale as they have been since December 1st. The last few weeks they have been running lifeguard classes Monday and Wednesday at the YMCA from 5:00 p.m. until 10:00 p.m. There are currently four kids enrolled with the potential oft two or three being employed through the Troy Aquatic Park. She has been working on securing staff for the summer. At this time, shei is comfortable that she should be able to maintain the number ofs staffi that she had last year. She needs about five or six more lifeguards. There is between twenty and twenty-three committed for the year sO far. The concession stand is full and she does not need anymore staff. She is also full with front desk staff. The Assistant Director has been putting in al lot of time at the YMCA. She has also been doing some training trying to get additional non-profit volunteers on board at the arena for the concession' s operations. It has been a struggle getting non-profits that want to step up. Without those groups, staffis still struggling to get enough people to cover the large-scale events. She continues to try to get them trained on team training and food safety. She is the one certified on the alcohol management program that has been done for about 15 years now. Mr. Hobart asked ifthe non-profit groups are just limited to Troy. The. Assistant Director was: in Sidney last night doing training at the. Junior High School. There are several Miami East groups, Troy HS The Recreation Board reorganized. It was moved by Herman and seconded by Mrs. Fisher that Marty Hobart remains the President, Tom Dunn remains the Vice President and Ashley Reed remains the Secretary of the' Troy Recreation Board for 2024. Motion carried. Itwas moved by Mr. Herman and seconded by Mr. Dunn to authorize the president, vice president, and the secretary oft the Recreation Board to sign purchase orders, invoices, and other  over.  Hockey, Troy Pop Rocks and a few other groups in the mix.  important board documents. Motion carried.    Troy Recreation Board Meeting Wednesday, January 17,2024  Page 3  Itwas moved by Mr. Dunn and seconded by Mrs. Reed that the Recreation Board recommend that Council authorize the Director of Public Service and Safety to enter into non-ticketed use agreements for concert events at' Treasure Island Park for summer of 2024. The 2024 dates are The Recreation Board would like to request authorization from Council to advertise for bids for Dehumidifier Replacement not to exceed $450,000. The Director revised the request on the agenda toi not be emergency because by the time it's advertised and the contract is awarded, the 30-day period oftime will have expired after council would have approved the advertising for bids. The $450,000 is approved in the 20241 budget to replace the dehumidifiers that were installed. The current units were installed in 1999 or 2000 as part of the renovation project. The contractors/engineers indicated that this equipment typically lasts anywhere from 15-20 years. They equipment is beyond that. There has been a significant number oft repairs to the two dehumidifiers that are out in the main arena space over the last few years. Ith has been an ongoing problem and has become more and more of an issue for reliability. They are terribly important for the: main arena space. When they are not operating properly and we. have high humidity outside, the building struggles to: not have fog and condensation over the rink space. The Director has been working with the engineers. The engineers are ini the process of working on the specs sO that they will be prepared to be advertise for bids. The target is to get this done in August when the ice is off because they will have tol have lifts out on the main arena floor to access the dehumidifiers. It will take about 2-3 weeks to accomplish the project. They key is the lead time on1 the equipment. It's about 61 months. It's going tol be tight tol hit the timeline. Mr. Hobart asked when Council would hear this and the Director told him it would go to committee next Monday or the following Monday. Sue Knight said there will be committee meetings either this coming Monday or the 29th of January and legislation the first Monday in February. She assumes it will be adopted on the first reading. Mr. Hobart asked ift that's when thel board would receive authorization from Council to advertise for bids. Sue said the board will have tol have a special meeting of the Recreation Board to award the bid. It was moved by Mr. Hobart seconded by Mr. Herman to request authorization from Council to advertise for bids for the Dehumidifier The Director informed the board that they are getting ready to advertise for the concession's operations at. Duke Park. Approval was received from Council last night to go ahead and Sue Knight informed the board that the event schedule for the City ofTroy is extremely populated. In addition to the events, the city is planning for the eclipse. The square will be closed down from Sunday through Monday. Concerts will be on Sunday and Monday. There will be events for people to come to. Emergency Management has been meeting with state and  June 22 & August 3. Motion carried.  Replacement not to exceed $450,000. Motion carried.  advertise for bids.    Troy Recreation Board Meeting Wednesday, January 17,2024  Page 4  local police for months. There is a couple traveling to Troy to get married during the eclipse. People have family coming from all over for the eclipse. There are lots of concerts coming up, porch fest, the Strawberry Festival, Float Troy, etc. Troy will be very busy this summer. Being no further business, it was moved by Mrs. Reed seconded by Mrs. Fisher to adjourn the  meeting. Motion carried.  Respectfully submitted, OAkSuy lood Ashley Reed Secretary