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BOARD of PARK COMMISSIONERS of the CLEVELAND METROPOLITAN PARK DISTRICT THURSDAY, JULY 7, 2016 Cleveland Metroparks Administrati

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BOARD of PARK COMMISSIONERS of the CLEVELAND METROPOLITAN PARK DISTRICT THURSDAY, JULY 7, 2016 Cleveland Metroparks Administrati BOARD OF PARK COMMISSIONERS OF THE CLEVELAND METROPOLITAN PARK DISTRICT THURSDAY, JULY 7, 2016 Cleveland Metroparks Administrative Offices Rzepka Board Room 4101 Fulton Parkway Cleveland, Ohio 44144 7:00 A.M. – POST AUDIT CONFERENCE PARK COMMISSIONERS AND PARK DISTRICT AUDIT COMMITTEE (Pursuant to Section 121.22 (D) (2) of the Ohio Revised Code) 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 June 17, 2016 Page 81782 4. NEW BUSINESS/CEO’S REPORT a. APPROVAL OF ACTION ITEMS i) General Action Items (a) Authorization and Revision to Change Fund and Petty Cash Fund Page 01 (b) Authorization to Submit Request to the Ohio Department of Transportation Page 06 (ODOT) for Repurposed Federal Highway Administration (FHWA) Earmark Funds July 7, 2016 Page 2 ii) TABULATION AND AWARD OF BIDS RECOMMENDED ACTION RELATED TO ALL BIDS: Page 08 (a) RFP #6165-b: Valley Parkway Connector Trail Phase 2 Page 09 (b) RFP #6196: Automated Teller Machines (ATMs) Page 11 (c) Bid #6198: 2016 Asphalt Parking Lot Improvements Page 13 (d) AZA Co-Op #125.04 - #6209: Garfield Park Maintenance Buildings/ Page 14 Timberlane Stables Metal Roof Coating (e) GSA Co-Op/ORC 125.04 #6210: Data Center, Power Cooling, Racks Page 16 (f) ORC 125.04 #6211: Audio/Visual - Administration Building/ Page 17 Addition/Renovation iii) PURCHASES PURSUANT TO BY-LAW, ARTICLE V Page 18 iv) CONSTRUCTION CHANGE ORDERS Page 20 b. APPROVAL OF VOUCHERS AND PAYROLL – Resolution No. 16-07-112 Page 21 5. INFORMATION/BRIEFING ITEMS/POLICY a. Chief Executive Officer’s Employee Guest(s): • Joshua Kovach, Grounds Maintenance – South Chagrin Page 22 • David Schwind, Grounds Maintenance – South Chagrin Page 22 b. Grants Update: 2015 and First Half 2016 Page 22 c. Grafton Correctional Institution Fish Breeding Program: Page 23 A Mutually Beneficial Collaboration 6. OLD BUSINESS a. None. 7. PUBLIC COMMENTS 8. DATE OF NEXT MEETING Regular Meeting – Thursday, July 28, 2016 – 8:00 a.m. Cleveland Metroparks Administrative Offices Rzepka Board Room 4101 Fulton Parkway, Cleveland, Ohio 44144 EXECUTIVE SESSION 1. Acquisition/Purchase of Real Property JUNE 17, 2016 81782 MINUTES OF THE BOARD OF PARK COMMISSIONERS OF THE CLEVELAND METROPOLITAN PARK DISTRICT JUNE 17, 2016 The Board of Park Commissioners met on this date, Thursday, June 17, 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. 16-06-100: It was moved by Vice President Moore, seconded by Vice President Rinker and carried, to approve the minutes from the Regular Meeting of May 26, 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 May 31, Schedule of Accounts Receivable, Encumbrances and Investments Placed, as found on pages 81805 to 81807 and they were filed for audit. JUNE 17, 2016 81783 ACTION ITEMS. (a) Appointment of Chief Financial Officer/Treasurer (Originating Source: Board of Park Commissioners) As the result of the resignation of former Chief Financial Officer/Treasurer, David J. Kuntz, effective January 31, 2016, Controller Karen Fegan was designated as the Interim Chief Financial Officer/Treasurer by Resolution No. 16-01-016 on January 27, 2016. During January, 2016, a public announcement to identify candidates, as well as recruitment initiatives, resulted in Chief Financial Officer/Treasurer finalists being identified. These finalists were interviewed by a Park District staff committee, including the Chief Executive Officer, and subsequently and independently, by the Board of Park Commissioners. Based upon interviews, background check, and performance, the Board of Park Commissioners will consider the appointment of Karen Fegan as Chief Financial Officer/Treasurer for Cleveland Metroparks, effective June 17, 2016. No. 16-06-101: It was moved by Vice President Moore, seconded by Vice President Rinker and carried, to appoint Karen Fegan as Chief Financial Officer/Treasurer for Cleveland Metroparks, effective June 17, 2016. Vote on the motion was as follows: Ayes: Ms. Berry, Messrs. Moore and Rinker. Nays: None. (b) Chief Executive Officer’s Retiring Guest(s): (Originating Source: Brian M. Zimmerman, Chief Executive Officer) Gregory G. Hromi, Grounds Maintenance Gregory G. Hromi has served Cleveland Metroparks for 30 years, utilizing his knowledge, skills and abilities as a Handyperson, Senior Handyperson, Senior Service Worker and Grounds Maintenance employee. He has used his knowledge and skills to operate various mowing and small engine equipment to maintain the grounds, assist with numerous facility improvements and initiatives such as roof replacement and repair, drywall installation, painting, and was responsible for restoration and annual planting of flower beds throughout the reservation. Greg could always be counted on to support programs and events such as Canoe Challenges, Buzzard Day celebrations, Dive-In Movies, Dog Paddles and Adventure Races. Because of his spirit of cooperation and teamwork, Greg was the recipient of Safety for the Long Run, an acknowledgement of work days without interruption by injury. Greg also assisted Natural Resources staff with extensive wildlife tree and shrub plantings throughout the Park District, and with tree removal and plantings as part of the Seneca Golf Course project. Greg’s dedication and commitment to Hinckley Reservation and its visitors has been appreciated and will not be forgotten. JUNE 17, 2016 81784 ACTION ITEMS. No. 16-06-102: It was moved by Vice President Moore, seconded by Vice President Rinker and carried, to recognize Gregory G. Hromi for his years of service to Cleveland Metroparks and the greater Cleveland community by adopting the Resolution found on page 81808. Vote on the motion was as follows: Ayes: Ms. Berry, Messrs. Moore and Rinker. Nays: None. (c) 2016 Budget Adjustment No. 1 (Originating Source: Karen Fegan, Interim Chief Financial Officer/Brian M. Zimmerman, Chief Executive Officer) Two types of 2016 budget adjustments are requested for Board approval: Type I: Transfers, listed on pages 81809 to 81811. Represents transfers with NO NET INCREASE/DECREASE to the 2016 operating and/or restricted fund budgets. Type II: Appropriations, listed on pages 81812 to 81813. The effect of these adjustments in the Operating/Capital Fund is $0; in the Restricted Funds, an increase of $3,761,465 (derived from grants and/or donations). A summary of the adjustments, by category, can be found on page 81814. The effect of both types of adjustments is a combined net increase of $3,761,465. No. 16-06-103: It was moved by Vice President Moore, seconded by Vice President Rinker and carried, to approve the 2016 Budget Adjustment No. 1 for "Type I: Transfers,” for NO OPERATING OR RESTRICTED FUND NET INCREASE/DECREASE and "Type II: Appropriations," for an increase of $3,761,465 as noted on page 81814. Vote on the motion was as follows: Ayes: Ms. Berry, Messrs. Moore and Rinker. Nays: None. JUNE 17, 2016 81785 ACTION ITEMS (cont.) (d) Proposed Tax Budget for 2017 (Originating Source: Karen Fegan, Interim Chief Financial Officer) The Board of Park Commissioners is required to adopt an annual tax budget for the forthcoming fiscal year by July 15 of the current year. The proposed tax budget for 2017, found on pages 81815 to 81822, is recommended for approval, a public hearing of the same having been conducted by Interim Chief Financial Officer, Karen Fegan, on June 10, 2016. No. 16-06-104: It was moved by Vice President Moore, seconded by Vice President Rinker and carried, to approve the proposed 2017 Tax Budget and instruct the Interim Chief Financial Officer to transmit the same to the Cuyahoga County Budget Commission. Vote on the motion was as follows: Ayes: Ms. Berry, Messrs. Moore and Rinker. Nays: None. (e) Contract Amendment - RFP #6119-B: Sulphur Springs Headwater Wetland Restoration at South Chagrin Reservation – Construction Guaranteed Maximum Price (Originating Sources: Sean E. McDermott, P.E., Chief Planning and Design Officer/Tammy Oliver, Director of Project Development/Chris Cheraso, Landscape Architect/Jennifer Grieser, Senior Natural Resources Manager-Urban Watersheds) Background: Cleveland Metroparks, in partnership with Western Reserve Land Conservancy, acquired key property in 2013 within the Sulphur Springs sub-basin, a priority watershed in the South Chagrin Reservation. In 2014 Cleveland Metroparks partnered with Chagrin River Watershed Partners to receive a grant from Ohio EPA’s Section 319 grant program, which enables restoration activities. On December 17, 2015 Cleveland Metroparks awarded a contract to Davey Resource Group, a division of Davey Expert Tree Company (“Davey”) for the Sulphur Springs Headwater Wetland Restoration. The project objectives are to restore approximately 3 acres of headwater wetlands, to remove a 100’ section of culvert at Sulphur Springs, and to reforest an abandoned airfield. Working from criteria drawings developed by Cleveland Metroparks, Davey has been developing plans with park staff since the project was awarded in December. Davey’s guided approach to the project will leave little evidence of construction, while providing a lasting impact on local wetland resources. Plans call for minimal tree removal. The limited woody material removed will remain onsite to conceal the access route and to encourage habitat in the wetland pools. Davey plans to restore the stream JUNE 17, 2016 81786 ACTION ITEMS (cont.) channel by removing the culvert, providing a new channel with floodplain connection and providing wetland habitat.
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