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Board of Park Commissioners of the Cleveland Metropolitan Park District

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Board of Park Commissioners of the Cleveland Metropolitan Park District BOARD OF PARK COMMISSIONERS OF THE CLEVELAND METROPOLITAN PARK DISTRICT FRIDAY, JUNE 17, 2016 Cleveland Metroparks Administrative Offices Rzepka Board Room 4101 Fulton Parkway Cleveland, Ohio 44144 8:00 A.M. – REGULAR MEETING AGENDA 1. ROLL CALL 2. PLEDGE OF ALLEGIANCE 3. MINUTES OF PREVIOUS MEETING FOR APPROVAL OR AMENDMENT • Regular Meeting of May 26, 2016 Page 81684 4. FINANCIAL REPORT Page 01 5. NEW BUSINESS/CEO’S REPORT a. APPROVAL OF ACTION ITEMS i) General Action Items (a) Appointment of Chief Financial Officer/Treasurer Page 04 (b) Chief Executive Officer’s Retiring Guest(s): Page 04 • Gregory G. Hromi, Grounds Maintenance (c) 2016 Budget Adjustment #1 Page 05 (d) Proposed Tax Budget for 2017 Page 05 (e) Contract Amendment- RFP #6119-B: Sulphur Springs Headwater Wetland Page 06 Restoration at South Chagrin Reservation – Construction Guaranteed Maximum Price (f) Hinckley Reservation: Authorization to Submit Grant Applications Page 07 and Commit Funds (g) Acceptance of Land Donation from L.A.N.D. studio, Inc. (±2.8 acres) and Page 08 County of Cuyahoga (±0.2 acres): Lakefront Reservation – The Cleveland Foundation Centennial Trail (North Lake Link) ii) TABULATION AND AWARD OF BIDS RECOMMENDED ACTION RELATED TO ALL BIDS: Page 10 (a) Bid #6193: Cleveland Foundation Centennial Trail-North – Page 11 Lakefront Reservation (b) OSC Co-Op #6199: Various Food Purchases with Sysco and GFS Page 13 (c) Ohio Co-Op #6202: Natural Gas through Third Party Suppliers Page 14 (d) Ohio Co-Op #6203/ORC 125.04: Network/Telecommunications & Page 16 Security Equipment/Subscription Services (e) Ohio Co-Op #6204/ORC #125.04: Two (2) New Jacobsen Eclipse 322 Gas/ Page 17 Hybrid Triplex Greens Mowers for Cleveland Metroparks Golf Courses iii) PURCHASES PURSUANT TO BY-LAW, ARTICLE V Page 18 iv) CONSTRUCTION CHANGE ORDERS Page 20 b. APPROVAL OF VOUCHERS AND PAYROLL – Resolution No. 16-06-099 Page 21 6. INFORMATION/BRIEFING ITEMS/POLICY a. Chief Executive Officer’s Employee Guest(s): • Michael T. Inman, Golf Clubhouse Supervisor Page 22 • Bryan C. VanLoan, General Manager of Restaurant, Food & Beverage Page 22 b. Cleveland Metroparks Zoo Capital Improvements Page 22 c. Greater Cleveland Trails & Greenways Conference (GCTGC) Showcase Awards Page 23 d. Centennial Moment: The History of Cleveland Metroparks Rangers Page 23 7. OLD BUSINESS a. None. 8. PUBLIC COMMENTS 9. DATE OF NEXT MEETING Regular Meeting – Thursday, July 7, 2016 – 8:00 a.m. Cleveland Metroparks Administrative Offices Rzepka Board Room 4101 Fulton Parkway, Cleveland, Ohio 44144 EXECUTIVE SESSION 1. Personnel (Employment) Matter 2. Acquisition/Purchase of Real Property 3. Security MAY 26, 2016 81684 MINUTES OF THE BOARD OF PARK COMMISSIONERS OF THE CLEVELAND METROPOLITAN PARK DISTRICT MAY 26, 2016 The Board of Park Commissioners met on this date, Thursday, May 26, 2016 8:00 a.m., at the Board’s office, 4101 Fulton Parkway, Cleveland, Ohio. The roll call showed President Debra K. Berry, Vice President Dan T. Moore, and Vice President Bruce G. Rinker, to be present. It was determined there was a quorum. Chief Executive Officer, Brian M. Zimmerman, Interim Chief Financial Officer, Karen Fegan, and Chief Legal and Ethics Officer, Rosalina M. Fini, were also in attendance. APPROVAL OF MINUTES. No. 16-05-089: It was moved by Vice President Moore, seconded by Vice President Rinker and carried, to approve the minutes from the Regular Meeting of May 12, 2016, which were previously submitted to the members of the Board, and by them read. Vote on the motion was as follows: Ayes: Ms. Berry, Messrs. Moore and Rinker. Nays: None. FINANCIAL REPORT. Interim Chief Financial Officer, Karen Fegan, presented a Comparative Summary of Revenues & Expenditures 2016 vs. 2015 Year-To-Date, for the Month Ended April 30, Schedule of Accounts Receivable, Encumbrances and Investments Placed, as found on pages 81708 to 81710 and they were filed for audit. MAY 26, 2016 81685 ACTION ITEMS. (a) Establish Date of Hearing for Proposed 2017 Tax Budget (Originating Source: Karen Fegan, Interim Chief Financial Officer) Ohio Revised Code requires the Board of Park Commissioners to set the date for a public hearing for the proposed 2017 tax budget, and to advertise the same not less than ten days before the hearing date. The tax budget does not replace the appropriation document, approved by the Board by April 1 annually, but provides the Cuyahoga County Budget Commission with the assurance that all taxes levied by the Park District are needed for its operations and capital appropriations. The proposed tax budget will be distributed to the Board of Park Commissioners for approval at the meeting of June 17, 2016. No. 16-05-090: It was moved by Vice President Moore, seconded by Vice President Rinker and carried, to authorize the Interim Chief Financial Officer to conduct a public hearing of the Cleveland Metroparks Proposed 2017 Tax Budget on Friday, June 10, 2016 at 1:00 p.m; also, that the Interim Chief Financial Officer be instructed to comply with legal advertising requirements. Vote on the motion was as follows: Ayes: Ms. Berry, Messrs. Moore and Rinker. Nays: None. (b) North Chagrin and Rocky River Reservations: Authorization to Submit Grant Applications and Commit Funds (Originating Sources: Joseph V. Roszak, Chief Operating Officer Jim Rodstrom, Director of Construction/Kristen Trolio, Grant and Outreach Coordinator) Cleveland Metroparks proposes to submit two applications to the Ohio Department of Natural Resources for their NatureWorks program, which supports park and trail development and rehabilitation projects throughout the State of Ohio. Each county in the State of Ohio is allocated Funds for the program and Cleveland Metroparks proposes to submit applications for the following two projects in the following counties: 1. North Chagrin Reservation: Squire’s Castle Rehabilitation (Lake County) This project will support rehabilitation work on Squire’s Castle, which includes tuck-pointing and masonry work. This rehabilitation work is necessary to maintain the safety and integrity of the structure and to preserve the structure as a popular destination for park visitors. The costs for this project are as follows: NatureWorks: $25,000 Cleveland Metroparks: 25,000 Total Project: $50,000 MAY 26, 2016 81686 ACTION ITEMS (cont.) 2. Rocky River Reservation: Rocky River Nature Center Trail Bridge and Dipping Deck (Cuyahoga County) This project will remove the existing dam and associated section of trail adjacent to Rocky River Nature Center. This section of trail will be replaced with a trail bridge to continue to provide access to the reservation’s trail system from the nature center. Removal of the dam will reduce ponding and flooding of other sections of trail around the nature center. Additionally, a dipping deck will be constructed to provide access to the Rocky River for education programs. The costs for this project are as follows: NatureWorks: $ 90,000 Cleveland Metroparks 45,000 Total Project: $135,000 The required resolutions are on pages 81711 and 81712. No. 16-05-091: It was moved by Vice President Moore, seconded by Vice President Rinker and carried, to approve the adoption of the resolutions to authorize the submittal of the grant applications to the Ohio Department of Natural Resources for funding assistance through the NatureWorks program, as described above; to authorize and agree to obligate the funds required to satisfactorily complete the proposed projects in the amount of $25,000 for the North Chagrin Reservation: Squire’s Castle Rehabilitation project, and in the amount of $45,000 for the Rocky River Reservation: Rocky River Nature Center Trail Bridge and Dipping Deck, for a total amount of $70,000, and become eligible for reimbursement under the terms and conditions of the program; and further, that the Board authorize the Chief Executive Officer to enter into agreements and execute any other documents as may be required to accept the grants upon award; form of document(s) to be approved by Chief Legal and Ethics Officer. Vote on the motion was as follows: Ayes: Ms. Berry, Messrs. Moore and Rinker. Nays: None. (c) Authorization to Enter into Grant Agreement (Originating Sources: Sean E. McDermott, P.E., Chief Planning and Design Officer / Stephen Mather, GIS Manager / Kristen Trolio, Grant and Outreach Coordinator) Background: Cleveland Metroparks is a sub-grantee on a grant submitted by ShadowView, based in the Netherlands, and received from the Enhancing Learning and Research for Humanitarian Assistance (ELRHA) Humanitarian Innovation Fund (HIF). MAY 26, 2016 81687 ACTION ITEMS (cont.) The purpose of the grant funding is to extend OpenDroneMap, a Cleveland Metroparks initiated open source drone imagery project. The extension of OpenDroneMap will improve the quality of processing of airborne imagery and create an easy-to-use interface for kite, balloon, and drone operators for processing their imagery. The primary costs for OpenDroneMap are software development, testing, and deployment costs. Cleveland Metroparks will receive £81,400 (~$120,000) and will be using the HIF funds to contract with a computer vision developer to improve the quality of image processing from OpenDroneMap. University of Wollongong (Australia) will use HIF funds to build easy-to-use web interfaces to OpenDroneMap. ShadowView will oversee project administration and execution. Cleveland Metroparks match to the received grant funding will be achieved in matching staff time, valued at $17,000. The total project budget is: ShadowView Project Administration: £9,000 (~$13,000) University of Wollongong (UoW): £30,233 (~$44,000) University of Wollongong (UoW) in kind: £4,743 (~ $7,000) Vela Aerial: £800 (~ $1,200) Vela Aerial in kind: £4000 (~ $6,000) Médecins Sans Frontières in kind: £4000 (~ $6,000) Cleveland Metroparks: £81,400 (~$120,000) Cleveland Metroparks in kind project management: £12,000 (~ $17,000) TOTAL MINUS IN-KIND CONTRIBUTIONS £121,433 (~$178,200) The improvements brought by the grant will allow for future ease of use by Cleveland Metroparks staff and volunteers when utilizing drone and aerial image data gathering.
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