Potter Park Zoo Advisory Board AGENDA 1301 S. Pennsylvania Avenue ~ Lansing, MI 48912 Telephone: 517.342.2776; Fax: 517.316.3894 The Board information packet is available on-line by going to www.ingham.org, selecting “Monthly Calendar,” and clicking on “Wednesday, June 10, 2020”. POTTER PARK ZOO ADVISORY BOARD MEETING Wednesday, June 10, 2020 6:00 PM Via Zoom 1. Call to Order 2. Approval of May 13, 2020 Meeting Minutes. 3. Limited Public Comment – Limited to 3 minutes with no discussion 4. Late Items/Deletions/Consent Items 5. Director’s Report a. May 2020 Finance Report – Delphine Breeze b. Director’s Report – Cynthia Wagner/Amy Morris 6. New Business a. Resolution – Ingham County Parks and Zoo Rules b. 2021 Budget Discussion 7. Old Business a. Zoo Reopening Plan b. Strategy Subcommittee – Mary Leys c. External Relations Subcommittee – Cheryl Bergman d. Financial Sustainability Subcommittee – Kyle Binkley 8. Board Comments 9. Limited Public Comment - Limited to 3 minutes with no discussion 10. Upcoming Meeting a. Zoo Advisory Board Meeting July 8, 2020 at 6:00 PM 11. Adjournment Official minutes are stored and available for inspection at the address noted at the top of this agenda. Potter Park Zoo will provide necessary reasonable auxiliary aids and services, such as interpreters for the hearing impaired and audio tapes of printed materials being considered at the meeting for the visually impaired, for individuals with disabilities at the meeting upon five (5) working days’ notice to the Zoo. Individuals with disabilities requiring auxiliary aids or services should contact the Zoo by writing to: Zoo Director, 1301 S. Pennsylvania Ave., Lansing, MI 48912, or by calling 517.342.2776. MINUTES – INGHAM COUNTY POTTER PARK ZOO ADVISORY BOARD 1301 S. Pennsylvania Avenue, Lansing, MI, May 13, 2020 The Ingham County Potter Park Zoo Board held a regularly scheduled meeting via Zoom due to the health emergency which was permitted per Executive Order #2020-75. BOARD MEMBERS PRESENT: Commissioner Trubac, Chair John Groen, Julie Pingston, Molly Korn, Cheryl Bergman Cindy Kangas, Mary Hauser, and Mary Leys ALSO PRESENT: Cynthia Wagner, Zoo Director; and Amy L. Morris-Hall, Zoological Society Executive Director ABSENT: Commissioner Tennis, Vice Chair Kyle Binkley, Dr. Richard Snider, and Yanice Jackson Long CALL TO ORDER: Chair John Groen called the regular meeting of the Ingham County Zoo Advisory Board to order at 6:04 p.m. MINUTES: Moved by Julie Pingston and supported by Molly Korn to approve the minutes of the March 11, 2020 meeting as written, Yes-8; No-0; MOTION CARRIED. LIMITED PUBLIC COMMENT None LATE ITEMS/DELETIONS/CONSENT ITEMS None FINANCIAL REPORTS Zoo Financial Report Director Wagner stated that the balance sheet ending April 30, 2020 shows the fund balance with $717,892 which is a decrease of $248,713. She stated that the revenue management system expenses in 2020 equaled $110,000 of that $248,713 decrease. She also shared there had been no revenue other than tax revenue since March 13, 2020. Director Wagner stated she estimated the net loss in May to be close to $250,000 and if the zoo remained closed in June it could be an additional $300,000. ATTENDANCE REPORT Director Wagner stated the zoo had been closed since March 14, 2020 so admission numbers were down in March compared to 2019. There will not be an admission report for April as there was no attendance. MINUTES OF THE MEETING Potter Park Zoo Board May 15, 2020 Page 2 ZOO DIRECTOR REPORT Directors Wagner and Morris then reviewed major elements of their report: • All centennial activities are postponed until 2021. o Historical walking tour signs are printed and will be installed for the remainder of 2020 and will stay in place in 2021. • AZA announced they have extended accreditation by one year for all facilities currently accredited. • The Zoological Society employees will be employed with funding from the PPP loan until June 19. Starting June 20 most of the Society employees will be laid off. All education programming and events are cancelled until further notice. The Society is not pursuing any loans at this time and Ms. Morris-Hall is working closely an accounting consultant during this time. o Chair Groen stated Ms. Morris-Hall is doing good and he is sorry this has happened. o Ms. Leys stated they are doing the best they can. o Chair Groen asked if the Society had come up with several budget scenarios. Ms. Morris stated they had, but worst-case scenario is there is not enough money to have the Society continue the functions as it was previously. Chair Groen asked when the County would do budget adjustments and Director Wagner stated she believed they are done quarterly. • All zoo employees are required to complete a health screen prior to starting work each day. The screening process was provided by the Ingham County Health Department. • All staff have been provided 200 hours of paid time to be used for COVID-19 related absences in 2020. • Seasonals are difficult to hire right now due to limited applicants, longer hiring process, and uncertainty with start times. • AZA facilities are sharing protocols and information about their experiences reopening. Director Wagner stated she believes this has been the most cooperative time she has experienced among AZA facilities. • Zoo Volunteers are making hundreds of cloth masks for staff to use at the zoo. • The otter pup names that won the naming contest were Mack and Potter. The contest raised over $5,000 for the Society. NEW BUSINESS Zoo Reopening Plan Director Wagner shared that she had been working on a reopen plan with the zoo leadership team. This plan is a phased approach organized using the stacked approach of personal controls, administrative controls, engineering controls, and public health controls. Ingham County is also providing all departments with a return to work plan that the zoo will adopt and then build off of with protocols that are specific to the zoo. Ms. Wagner also shared that the zoo is working closely with Ingham County Parks to ensure Potter Park protocols are in line with all parks. The zoo specific plan includes: • Limiting services – no behind the scenes encounters/tours, no interns or teen keepers, no animal encounters in phase 1 (pony path, contact area, camel rides, and wings of wonder), no keeper talks or scheduled Page 2 MINUTES OF THE MEETING Potter Park Zoo Board May 15, 2020 Page 3 enrichments, close all buildings (feline/primate, bird house, gift shop, wolf cabin, discovery center), gift shop sales outdoors only, limited food service • No outside food or beverage allowed in the zoo • Paw prints painted 6’ apart throughout the zoo and at viewing areas • Blocking off unnecessary paths to highly encourage one-way traffic (will not be enforced) • Timed ticketing • Enhanced sanitization schedules • Increased communication with members, press, social media, and staff leading up to opening and immediately following opening • Removing unnecessary touch points (face boards, wind tunnel, photo booth, extra picnic tables, exit turnstile, etc.) Discussion ensued OLD BUSINESS Strategy Subcommittee No report External Relations Subcommittee No report Financial Sustainability Subcommittee No report BOARD COMMENTS Chair Groen stated this is not an easy situation and that he appreciates Director Wagner’s and Ms. Morris-Hall’s leadership. Mary Leys commented that leadership is doing a great job looking ahead and planning. LIMITED PUBLIC COMMENT None ADJOURNMENT Being no further business, the meeting was adjourned at 7:05PM Page 3 POTTER PARK ZOO YEAR TO DATE BUDGET/ACTUAL REPORT - PRELIMINARY FOR 5 MONTHS ENDED MAY 31, 2020 MAY 2020 YTD BUDGET MAY 2019 YTD 2020 BUDGET ACTUAL REMAINING % OF BUDGET ACTUAL REVENUES PROPERTY TAX $ 3,134,484 $ 3,074,178 $ 60,306 98.08% $ 2,967,772 UNALLOCATED PORTION OF TAXES (7 MONTHS) $ (1,793,268) $ (1,731,199) ADMISSIONS $ 610,000 $ 15,978 $ 594,022 2.62% $ 163,155 CONCESSIONS, GIFT SHOP, VENDING $ 500,500 $ 13,167 $ 487,333 2.63% $ 160,095 PARKING FEES $ 190,000 $ - $ 190,000 0.00% $ 50,828 INTERACTIVE SITES $ 64,455 $ - $ 64,455 0.00% $ 23,952 INTEREST INCOME $ 28,000 $ 10,802 $ 17,198 38.58% $ 21,957 OTHER REVENUES $ 133,265 $ 53,730 $ 79,535 40.32% $ 89,435 TOTAL REVENUES $ 4,660,704 $ 1,374,587 $ 3,286,117 29.49% $ 1,745,995 EXPENDITURES PERSONNEL SERVICES Salaries & Wages - Full Time $ 1,563,127 $ 636,827 $ 926,300 40.74% $ 526,381 Salaries & Wages - Seasonal $ 453,284 $ 116,817 $ 336,467 25.77% $ 174,513 Benefits $ 1,003,708 $ 362,881 $ 640,827 36.15% $ 290,738 Total Personnel Services $ 3,020,119 $ 1,116,525 $ 1,903,594 36.97% $ 991,632 CONTROLLABLE EXPENDITURES Supplies $ 330,000 $ 92,414 $ 237,586 28.00% $ 108,412 Animal Care $ 278,000 $ 108,253 $ 169,747 38.94% $ 107,117 Purchased Services $ 384,078 $ 243,238 $ 140,840 63.33% $ 116,171 Utilities - Telephone $ 24,125 $ 5,008 $ 19,117 20.76% $ 9,157 Rentals & Leases $ 2,000 $ - $ 2,000 0.00% $ 746 Other Expenses $ 118,600 $ 47,339 $ 71,261 39.91% $ 49,385 Total Controllable Expenditures $ 1,136,803 $ 496,252 $ 640,551 43.65% $ 390,988 NON-CONTROLLABLE EXPENDITURES Utilities $ 210,000 $ 83,751 $ 126,249 39.88% $ 89,633 Insurance $ 80,000 $ 60,448 $ 19,552 75.56% $ 57,023 IT Support Expense $ 79,928 $ 33,627 $ 46,301 42.07% $ 40,354 Other Expenses $ 401 $ 213 $ 188 53.12% $ 182 Total Non-Controllable Expenditures $ 370,329 $ 178,039 $ 192,290 48.08% $ 187,192 CAPITAL OUTLAY Capital Improvements $ - $ - $ - $ - TOTAL EXPENDITURES $ 4,527,251 $ 1,790,816 $ 2,736,435 39.56% $ 1,569,812 TOTAL CHANGE IN FUND