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Commission Update Mattese Lecque, Chair COMMISSIONERS: Andy Thomas, Vice Chair Collin Bruner Teddy Manos, Secretary-Treasurer Benjy Cooke Tom O’Rourke, Executive Director Lisa King Ravi Sanyal Commission Update __________________________________________________________________________________ September 16, 2015 Commission Meeting – Monday, September 21, 2015, 5:30pm – CCPRC Headquarters Commission Meeting Highlights AGENDA REVIEW What will NOT be on the Agenda A. OPEB Post Employment Benefits discussion At the last Commission meeting I may have actually promised that September will be the meeting where I present staff’s final recommendation for the OPEB policy change. I would respectfully ask for one more month to make sure that we are 100% sure, and not 99% sure, of our recommendation. We must have this right before it comes to you again. Although we think we have it right where we need it, we want to avoid what happened the last time we made a recommendation to you for approval. We intend to inform staff with enough time for them to provide feedback. We want to insure that when we bring this to you, you will be satisfied that this has been thoroughly reviewed. One point to remember is that although this is a policy that affects employees’ benefits that this is being done because of financial implications to the Agency. We very recently received the actuarial report on how various contributions affect our “account.” We would like a little more time to be comfortable with explaining this to the Commission. We anticipate this to be on the October Commission Meeting Agenda. Agenda Highlights: A. We will have officers from the Friends of McLeod on hand to receive a recognition plaque from the Commission. Working with this group from the purchase to the opening has been smooth, mainly because of how our staff worked with their officers. These existing officers’ terms have expired, and we wanted to say thank you. B. Donna Gueldner, with the help of Phil Macchia and Steve Hutton, will bring the recommended Fees and Changes Proposal to the Commission. We do this at this time of year as we are ready to begin the budget process for FY 16-17. C. Our Financial Report will have two Action Items. Both of these items are in memo form in your packet. 861 Riverland Drive Charleston, South Carolina 29412 (843) 762-2172 FAX (843) 762-2683 D. There are some recommended By-Laws changes. These changes are a result of our Accreditation process. The changes are enclosed and complete in documentation. E. I would like to give an overview of how the “Tom to David” transition is going so far. September marks the first 6-month period. I wanted to go over what we have done so far and what the next 6 months will bring. We wanted to do this so that The Commission can have the opportunity to direct this process. 861 Riverland Drive Charleston, South Carolina 29412 (843) 762-2172 FAX (843) 762-2683 CHARLESTON COUNTY PARK AND RECREATION COMMISSION REGULAR COMMISSION MEETING 861 RIVERLAND DRIVE, CHARLESTON, SC, 29412 MONDAY, SEPTEMBER 21, 2015 AGENDA I. Call To Order And Welcome Lecque A. Introduction of Guests and Notification to Media II. Public Comments Lecque III. Approval of Minutes Lecque A. (ACTION) Approval of minutes of August 17, 2015 Regular Commission Meeting IV. Old Business V. New Business A. Friends of McLeod Recognition O’Rourke B. Rural Swim Lessons Thesis N. Bowie/Emma Rodgers C. (ACTION) Fees & Changes Proposal Gueldner D. Financial Report McManus 1. Checks in Excess of $7500 2. Financial Reports 3. (ACTION) SCE&G Utility Easement Request (Baker Site) Approval 4. (ACTION) Computer Workstation Purchase Approval E. (ACTION) Bylaws Change Approval O’Rourke F. Transition Update To/From Executive Director O’Rourke/Bennett VI. Next Meeting A. Regular Commission Meeting, Monday, October 26, 2015, 5:30pm at CCPRC Headquarters, Charleston, SC UNAPPROVED MINUTES CHARLESTON COUNTY PARK & RECREATION COMMISSION REGULAR COMMISSION MEETING 861 RIVERLAND DRIVE, CHARLESTON, SC, 29412 MONDAY, AUGUST 17, 2015 Commission Members Present: Ms. Mattese Lecque, Mr. Ravi Sanyal, Ms. Lisa King, Mr. Collin Bruner, Mr. Benjy Cooke, Mr. Teddy Manos Commission Members Absent: Mr. Andy Thomas Staff Present: Mr. Tom O’Rourke, Mr. David Bennett, Mr. Kevin Bowie, Mr. Charlie McManus, Mr. Steve Hutton, Mr. Tommy Hale, Ms. Gina Ellis-Strother, Ms. Jan Coulter, Mr. Phil Macchia, Mr. David Chappell, Ms. Jeanne Lange, Mr. Josh Hall, Ms. Dora Hartsell, Ms. Elizabeth Tamasa, Ms. Karen Thompson, PRC Academy Class Members: Ms. Bekah Cantwell, Mr. Jason Clay, Ms. Cassie Horne, Ms. Terry Gray, and Mrs. Pam Ragland Guests Present: Ms. Brianne Savage, Maui County Department of Parks and Recreation Deputy Director Legal Counsel Present: Mr. Dwayne Green I. Call To Order and Welcome A. Introduction of Guests and Notification to the Media The Charleston County Park and Recreation Commission met on Monday, August 17, 2015 at the CCPRC Headquarters, Charleston, SC. Ms. Lecque, Chair, called the meeting to order and welcomed those in attendance. Ms. Lecque informed those present that notification of the meeting had been sent to the local news media and others requesting notification and asked that the record reflect the Commissioners present. The Chair recognized Ms. Thompson, who introduced five members of the current class of PRC Academy. II. Public Comments There were no public comments at this meeting. III. Approval of Minutes A. (ACTION) Approval of minutes of July 20, 2015 Regular Commission Meeting Motion to approve the minutes of the July 20, 2015 Regular Commission Meeting was made by Mr. Cooke, seconded by Mr. Sanyal, and approved by the Commission. (#007-1516) IV. Old Business A. Parklands Foundation Report Mr. O’Rourke reported on the Foundation’s history from its inception until current, outlining the change that took place in 2012 and the recent history. Mr. Bruner reported on his experience with the Foundation Board, and the plans that the Board has for a retreat to plan the budget and Regular Commission Meeting August 17, 2015 Page 2 of 4 events for the next year. Mr. O’Rourke and Mr. Bruner reported on the Foundation Board’s motion to start paying back the loan that was awarded in 2012. Motion to accept Parklands Foundation plan to designate 10% of all donations and non-grant related revenues to repay CCPRC’s Administration Costs including all Operating Expenses and Interfund Payable, was made by Mr. Bruner, seconded by Mr. Cooke, and approved by the Commission. (#008-1415) V. New Business A. Strategic Planning Committee Report Mr. Cooke reported on the Strategic Planning Committee’s meeting prior to this meeting, discussion about projects to be included in the bond. Motion to notify Charleston County Council that CCPRC intends to pursue a bond referendum to be included on the November 2016 ballot was made by Mr. Cooke, seconded by Mr. Sanyal, and approved by the Commission. (#009-1516) B. Finance Committee Report Mr. Manos reported that the Finance Committee met last week and discussed the Parklands Foundation and the payback schedule, as well as the OPEB Policy Changes and the requested change to the Procurement Policy. 1. OPEB Policy Changes Mr. O’Rourke reported that these changes were reviewed at the Finance Committee meeting last week, that staff was working towards specific language for the documentation to staff, and that staff would be requesting Commission action at the next meeting. 2. (ACTION) Procurement Policy Changes Mr. McManus reported that staff is requesting a change to the minimum threshold amount as it applies to items purchased under $5000, and that this threshold amount has not been changed in more than ten years, and that all usual internal controls remain the same. Motion to approve recommended revision to the Procurement Policy, replacing $2500 with $5000 as it applies to Small Purchases: Request for Quotations, Emergency Procurement, Contract Formation, Budgeted Expenditures, Changes in Expenditures, and Prompt Payment of Commission Obligations, was made by Mr. Manos, seconded by Mr. Sanyal, and approved by the Commission. (#010-1516) C. Financial Report 1. Checks in Excess of $7500 Mr. McManus reported on the Checks issued in Excess of $7500, stating that all were for the normal course of business, and that some account for insurance premiums paid at the beginning of the fiscal year for the entire year. Regular Commission Meeting August 17, 2015 Page 3 of 4 2. Financial Reports Mr. McManus reviewed the Financial Reports for the month of July stating that many expenses occur in the first part of the new fiscal year under General Agency, and also that revenue is up on the Enterprise side due to the continuance of the waterpark season. 3. (ACTION) Tent Services for McLeod Plantation Contract Approval Mr. McManus reported that a Request for Proposal was issued and publically advertised to provide tent services for special events and programs contracted by CCPRC for McLeod Plantation for a base year with two one-year options, that five firms responded, and that Event Haus, Inc., provided the best value overall proposal which included technical and cost factors. Mr. McManus further reported that Event Haus, Inc., submitted a proposal with not to exceed totals for base year $56,100, option 1-year two $56,100, and option 2-year three $56,100, for a total of $168,300. Motion to approve entering into a contract with Event Haus Inc., for the base year and two one- year options, with the cost for this years’ service estimated at $56,100 and current and future services not exceeding the annual budget with funds coming from the approved Enterprise Budget and future appropriations of the Commission, was made by Mr. Cooke, seconded by Mr. Sanyal, and approved by the Commission.
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