The mission of Metroparks of the Toledo Area is to conserve the region’s natural resources by creating, developing, improving, protecting, and promoting clean, safe, and natural parks and open spaces for the benefit, enjoyment, education, and general welfare of the public. AGENDA METROPOLITAN PARK DISTRICT OF THE TOLEDO AREA WEDNESDAY, JANUARY 22, 2020, 8:30 A.M. WARD PAVILION – WILDWOOD PRESERVE METROPARK
ROLL CALL Executive Director: David D. Zenk Commissioners: President Scott Savage, Vice President Fritz Byers, Vice President Lera Doneghy, Molly Luetke, Kevin Dalton Others present and appearing before the Board: David Smigelski
BOARD MEETING
1. 8:30 a.m. to 8:35 a.m. NON‐RESOLUTION BOARD ITEMS
A. Pledge of Allegiance
2. 8:35 a.m. to 10:00 a.m. CONSENT AGENDA ITEMS
The president will propose a blanket motion to approve all items. Before the motion, all those present will have the opportunity to remove any item from the consent agenda and discuss separately.
A. Board Changes or Additions to the Agenda and Reading and Disposition of Minutes of the Regular Board Meeting held on December 18, 2019.
3. CONSIDERATION OF REPORTS FROM DIRECTOR AND EMPLOYEES OF THE DISTRICT FOR REVIEW
A. Lori Miller, Manager of Staff Development & Performance – Position Update
B. Emily Ziegler, Chief of Planning and Capital Projects; Matt Killam, Chief of Community Outreach and Experiences – Treehouse Update
C. Matt Cleland, Deputy Director & Treasurer – Treasurer’s Report
4. BOARD APPROVAL OF CONTRACTS, DEEDS, AGREEMENTS, ETC.
A. Contracts, Deeds, Agreements, Etc.
Resolution No. 01‐20 Ratification of Schedule of Payables Pg. # 22 Approval of Supplement and Amendment of the 2020 Certificate of Resolution No. 02‐20 Pg. # 32 Estimated Resources and Appropriations Measure Approval of Return of Advances from Funds 256, 258 and 402 to the Resolution No. 03‐20 Pg. # 34 General Fund Agenda Regular Board Meeting – 1/22/2020 Get Outside Yourself. Your Clean, Safe, Natural Metroparks1 Transfers from General Fund to Capital Construction and Education Resolution No. 04‐20 Pg. # 36 Funds Authorization to Request Support through the AmeriCorps National Resolution No. 05‐20 Pg. # 38 Civilian Community Corps Resolution No. 06‐20 Approval to Purchase Signage from Terrabilt Way Finding Systems Pg. # 40 Resolution No. 07‐20 Approval of Board Governance Policy; Revenue Policy Pg. # 50 Resolution No. 08‐20 Approval of Board Governance Policy; Partnership Policy Pg. # 51
5. BOARD INITIATED TOPICS AND DISCUSSION
6. UPCOMING EVENTS
Big Board Snapshot Date Event Location Saturday, Feb. 8, 2020 Brookwood Concert Series Brookwood 7:00pm Andrew Brown’s Djangophonique
Saturday, Feb. 22, 2020 Wintering the Towpath Providence 10:00am Saturday’s Jan. & February Travel Circle ‐Wildwood, Ward 2:00pm ‐Oak Openings, Lodge Jan. & Feb. Magical Igloo Dining Experience Wildwood 6:30pm SOLD OUT Jan. & Feb. Escape the Manor House Wildwood, Manor House Various times/days
For a full listing of all events, please reference the Visitors Guide or the calendar at https://metroparkstoledo.com/discover/special‐events‐and‐programs/
DDZ/kjm
Agenda Regular Board Meeting – 1/22/2020 Get Outside Yourself. Your Clean, Safe, Natural Metroparks2
Regular Board Meeting Minutes – December 18, 2019
Regular Board Meeting – December 18, 2019
Resolution Summary
Resolution Description Byers Dalton Doneghy Luetke Savage Resolution No. 90‐19 Ratification of Schedule of 2nd Motioned Approved Payables Resolution No. 91‐19 Approval of Supplement and 2nd Motioned Approved Amendment of the 2019 Certificate of Estimated Resources and Appropriations Measure Resolution No. 92‐19 Approval of Final Amendment and Motioned 2nd Approved Supplement of the 2019 Certificate of Estimated Resources and Appropriations Measure Resolution No. 93‐19 Approval of General Fund Advance 2nd Motioned Approved Resolution No. 94‐19 Establish Use and Amount of 2nd Motioned Approved Blanket Purchase Orders for 2020 Resolution No. 95‐19 Issuance of Super Blanket Motioned 2nd Approved Purchase Orders for 2020 Waste Disposal Services Resolution No. 96‐19 Authorization of Issuance of Super 2nd Motioned Approved Blanket Purchase Order for 2020 Bank Fees Resolution No. 97‐19 Authorization of Issuance of Super 2nd Motioned Approved Blanket Purchase Order for 2020 Unemployment Fees Resolution No. 98‐19 Issuance of Purchase Order for 2nd Motioned Approved 2020 Annual Workers’ Compensation Premium Resolution No. 99‐19 Authorization of Issuance of Super 2nd Motioned Approved Blanket Purchase Order for Real Estate Taxes Resolution No. 100‐19 Issuance of Super Blanket Motioned 2nd Approved Purchase Orders for 2020 Utilities Resolution No. 101‐19 Authorization of Purchase Order 2nd Motioned Approved for Purchase of General Liability, Etc. Insurance Coverage from Hylant Administrative Services Resolution No. 102‐19 Authorization of Issuance of Super 2nd Motioned Approved Blanket Purchase Order to Wright Express Fleet Services (WEX Bank) Resolution No. 103‐19 Issuance of Super Blanket and Motioned 2nd Approved Blanket Purchase Orders for 2020 Health Insurance Resolution No. 104‐19 Authorization to Engage the Law 2nd Motioned Approved Firm Spengler Nathanson P.L.L. for Legal Services Resolution No. 105‐19 Authorization to Engage NORTH 2nd Motioned Approved Design for Provision of Marketing Services Resolution No. 106‐19 Authorization of Image Focus Motioned 2nd Approved Communications to Negotiate on Behalf of Metroparks Toledo for the Placement of Advertising Resolution No. 107‐19 Authorization of Agreement with 2nd Motioned Approved Ohio History Connection for the Curation of Items and Artifacts Found at Fallen Timbers and Fort Miamis National Historic Site Resolution No. 108‐19 Ratification of Land Purchase: 917 Motioned 2nd Approved Pontiac St. and 123 Alpena St.
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Regular Board Meeting Minutes – December 18, 2019
Resolution No. 109‐19 Ratification of Land Purchase: Motioned 2nd Approved 1021 Front Street Resolution No. 110‐19 Contract Approval, Metroparks 2nd Motioned Approved Toledo – Wabash Cannonball Trail North Fork Extension Phase I Resolution No. 111‐19 Contract Approval, Manhattan 2nd Motioned Approved Marsh Metropark Development
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Regular Board Meeting Minutes – December 18, 2019
The mission of Metroparks of the Toledo Area is to conserve the region’s natural resources by creating, developing, improving, protecting, and promoting clean, safe, and natural parks and open spaces for the benefit, enjoyment, education, and general welfare of the public.
Board Minutes
METROPOLITAN PARK DISTRICT OF THE TOLEDO AREA WEDNESDAY, DECEMBER 18, 2019, 8:30 A.M. WARD PAVILION – WILDWOOD PRESERVE METROPARK
Commissioners Present:
Scott Savage, President Lera Doneghy, Vice President Fritz Byers, Vice President Molly Luetke, Officer
Unable to Attend: Kevin Dalton, Officer
Executive Director, Dave Zenk
Dave Smigelski, Legal Counsel
Staff present: Matt Killam, Matt Cleland, Scott Carpenter, Carrie Alexander, Allen Gallant, Ally Effler, Nate Ramsey, Bethany Sattler, Lillie Frybarger, Jon Zvanovec, Chris Smalley, Craig Elton, Heather Mosqueda, Felica Clark, Trish Hausknecht, Shannon Hughes, Brad Hooven, Alan Rombkowski, Wendy Garczynski, Emily Ziegler, Joe Fausnaugh, Tim Schetter
1. NON‐RESOLUTION BOARD ITEMS President Scott Savage called the meeting to order at 8:39 a.m.
Mr. Savage led the Pledge of Allegiance.
2. CONSENT AGENDA ITEMS Mr. Savage identified one addition to the agenda: the addition of an executive session to the meeting to discuss the employment of a public employee. Mr. Fritz Byers made a motion to approve the consent agenda, as amended, and for the disposition of the minutes for the regular Board meeting held on November 20, 2019. This motion was seconded by Mrs. Lera Doneghy and approved.
3. CONSIDERATION OF REPORTS FROM DIRECTOR AND EMPLOYEES OF THE DISTRICT FOR BOARD REVIEW A. Dave Zenk, Executive Director – Metroparks Toledo Year in Review
Mr. Dave Zenk presented a review of Metroparks Toledo’s 2019 accomplishments. Highlights included the increased diversity of funding with the evolution of the Metroparks Toledo Foundation and additional Membership program funds. The Secret Forest at Toledo Botanical Garden opened in September, which was Get Outside Yourself. Your Clean, Safe, Natural Metroparks 5
Regular Board Meeting Minutes – December 18, 2019
the culmination of a philanthropic endeavor started before Metroparks took over TBG operations. Additionally over $6 million in grants was awarded to Metroparks in 2019 for varying projects. The core standards of Clean, Safe, Natural were maintained and enhanced throughout the park district as well through large projects, such as the Pine Management at Oak Openings and restoration work at the site of Manhattan Marsh and Cannonball Prairie Metroparks, along with many smaller scale improvement projects. New construction highlights included the completion of the first phase of the Moseley Trail connecting Secor and Wiregrass Lake Metroparks, the new Chessie Circle trailhead improvements, and the official start of construction on Glass City Metropark in downtown Toledo. Mr. Zenk reported that additional work has been completed in the staff development realm, including the utilization of the Predictive Index and employee development planning. Community partnerships also expanded with the opening of two new FitParks sponsored by Mercy Health and the introduction of the Inclusive Outdoor Adventure program at Middlegrounds Metropark. Communications have been enhanced to improve the story‐telling of the park district and highlight the unique accomplishments of Metroparks Toledo. Metroparks Toledo and individual employees have received multiple awards from OPRA, NACPRO, and others.
Ms. Molly Luetke expressed her appreciation for the work of Metroparks and her pride in being a Board of Park Commissioner. Mrs. Doneghy echoed these sentiments and congratulated the park district on its accomplishments.
Mr. Byers expressed that the work Metroparks has done annually for the past ten years has been in keeping with its promises to the public and observed that Metroparks provides an optimism that does not always exist in all public agencies. The work done in Metroparks is important in maintaining the high esteem held by the agency and its level of leadership in the region’s development.
Mr. Savage commented on the new energy provided by the addition of Ms. Luetke and Mr. Kevin Dalton to the Metroparks Board of Park Commissioners and the continued high level of excellence projected by the entire agency. He expressed his appreciation of the staff and volunteers of Metroparks on behalf of the entire Board.
B. Matt Cleland, Deputy Director/Treasurer – Treasurer’s Report
Mr. Matt Cleland reported that the fringe benefits varied slightly from projections for the month of November due to the timing of the health benefit payment, but stated that the amounts are on track for the year. Salaries continue to be close to the budget with the expectation of being on track through year‐end. Additionally, funds held at Fifth Third Bank were invested in the Fifth Third Money Market Navigator program, which is similar in performance to STAR Ohio.
Mr. Byers commented on the ability of the finance staff to adeptly manage and minimize any variations throughout the year. He stated that the financial stability of the agency is integral to the public confidence in the park district.
4. BOARD APPROVAL OF CONTRACTS, DEEDS, AGREEMENTS, ETC.
A. Ms. Luetke offered and moved for adoption of the following resolution, with a second by Mrs. Doneghy: Resolution No. 90‐19 ‐ Ratification of Schedule of Payables
After discussion and upon unanimous vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
B. Mrs. Doneghy offered and moved for adoption of the following resolution, with a second by Mr. Byers:
Resolution No. 91‐19 – Approval of Supplement and Amendment of the 2019 Certificate of Estimated
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Regular Board Meeting Minutes – December 18, 2019
Resources and Appropriations Measure
Mr. Cleland indicated this change was a function of the timing of funding related to Secor Metropark.
After discussion and upon unanimous vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
C. Mr. Byers offered and moved for adoption of the following resolution, with a second by Ms. Luetke:
Resolution No. 92‐19 – Approval of Final Amendment and Supplement of the 2019 Certificate of Estimated Resources and Appropriations Measure
After discussion and upon unanimous vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
D. Ms. Luetke offered and moved for adoption of the following resolution, with a second by Mrs. Doneghy:
Resolution No. 93‐19 – Approval of General Fund Advance
Mr. Cleland indicated that this functions to advance out funds that would otherwise be negative at year‐end, and stated that the revenues will appear in the following year.
After discussion and upon unanimous vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
E. Mrs. Doneghy offered and moved for adoption of the following resolution, with a second by Mr. Byers:
Resolution No. 94‐19 – Establish Use and Amount of Blanket Purchase Orders for 2020
After discussion and upon unanimous vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
F. Mr. Byers offered and moved for adoption of the following resolution, with a second by Mrs. Doneghy:
Resolution No. 95 ‐19 – Issuance of Super Blanket Purchase Orders for 2020 Waste Disposal Services
After discussion and upon unanimous vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
G. Ms. Luetke offered and moved for adoption of the following resolution, with a second by Mr. Byers:
Resolution No. 96 ‐19 – Authorization of Issuance of Super Blanket Purchase Order for 2020 Bank Fees
After discussion and upon unanimous vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
H. Mrs. Doneghy offered and moved for adoption of the following resolution, with a second by Mr. Byers:
Resolution No. 97 ‐19 – Authorization of Issuance of Super Blanket Purchase Order for 2020 Unemployment Fees
After discussion and upon unanimous vote the resolution was declared duly adopted and recorded in the appendix to these minutes. Get Outside Yourself. Your Clean, Safe, Natural Metroparks 7
Regular Board Meeting Minutes – December 18, 2019
I. Ms. Luetke offered and moved for adoption of the following resolution, with a second by Mrs. Doneghy:
Resolution No. 98 ‐19 – Issuance of Purchase Order for 2020 Annual Workers’ Compensation Premium
Mr. Cleland indicated that this expense is anticipated to be similar to previous years, with a rebate expected at year‐end, though it is not relied upon in the budget.
After discussion and upon unanimous vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
J. Mrs. Doneghy offered and moved for adoption of the following resolution, with a second by Mr. Byers:
Resolution No. 99 ‐19 – Authorization of Issuance of Super Blanket Purchase Order for Real Estate Taxes
After discussion and upon unanimous vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
K. Mr. Byers offered and moved for adoption of the following resolution, with a second by Ms. Luetke:
Resolution No. 100 ‐19 – Issuance of Super Blanket Purchase Orders for 2020 Utilities
After discussion and upon unanimous vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
L. Ms. Luetke offered and moved for adoption of the following resolution, with a second by Mrs. Doneghy:
Resolution No. 101 ‐19 – Authorization of Purchase Order for Purchase of General Liability, Etc. Insurance Coverage from Hylant Administrative Services
After discussion and upon unanimous vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
M. Mrs. Doneghy offered and moved for adoption of the following resolution, with a second by Mr. Byers:
Resolution No. 102 ‐19 – Authorization of Issuance of Super Blanket Purchase Order to Wright Express Fleet Services (WEX Bank)
After discussion and upon unanimous vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
N. Mr. Byers offered and moved for adoption of the following resolution, with a second by Mrs. Doneghy:
Resolution No. 103 ‐19 – Issuance of Super Blanket and Blanket Purchase Orders for 2020 Health Insurance
Mr. Cleland indicated that the employee health insurance benefits provided through Lucas County are the best available option for the park district with no increase in the last few years and an increase of approximately six percent (6%) for 2020.
After discussion and upon unanimous vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
O. Ms. Luetke offered and moved for adoption of the following resolution, with a second by Mrs. Doneghy: Get Outside Yourself. Your Clean, Safe, Natural Metroparks 8
Regular Board Meeting Minutes – December 18, 2019
Resolution No. 104 ‐19 – Authorization to Engage the Law Firm Spengler Nathanson P.L.L. for Legal Services
Mr. Byers noted that the relationship with Spengler Nathanson is appreciated and integral in the continued efficient operations of Metroparks.
After discussion and upon unanimous vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
P. Mrs. Doneghy offered and moved for adoption of the following resolution, with a second by Mr. Byers:
Resolution No. 105 ‐19 – Authorization to Engage NORTH Design for Provision of Marketing Services
After discussion and upon unanimous vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
Q. Mr. Byers offered and moved for adoption of the following resolution, with a second by Mrs. Doneghy:
Resolution No. 106 ‐19 – Authorization of Image Focus Communications to Negotiate on Behalf of Metroparks Toledo for the Placement of Advertising
After discussion and upon unanimous vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
R. Ms. Luetke offered and moved for adoption of the following resolution, with a second by Mrs. Doneghy:
Resolution No. 107 ‐19 – Authorization of Agreement with Ohio History Connection for the Curation of Items and Artifacts Found at Fallen Timbers and Fort Miamis National Historic Site
Dr. Shannon Hughes explained that this was a long‐planned project. Ohio History Connection will provide the service free of charge to curate items from the battlefield sites and will allow for future use of the items for educational purposes.
After discussion and upon unanimous vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
S. Mrs. Doneghy offered and moved for adoption of the following resolution, with a second by Ms. Luetke:
Resolution No. 108 ‐19 – Ratification of Land Purchase: 917 Pontiac St. and 123 Alpena St.
Dr. Schetter indicated these acquisitions are routine and constitute additions to the Manhattan Marsh site. Eventually these streets will be removed from city maps as they become a part of the Metroparks Toledo footprint.
After discussion and upon unanimous vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
T. Mr. Byers offered and moved for adoption of the following resolution, with a second by Mrs. Doneghy:
Resolution No. 109 ‐19 – Ratification of Land Purchase: 1021 Front Street
After discussion and upon unanimous vote the resolution was declared duly adopted and recorded in the appendix to these minutes. Get Outside Yourself. Your Clean, Safe, Natural Metroparks 9
Regular Board Meeting Minutes – December 18, 2019
U. Mrs. Doneghy offered and moved for adoption of the following resolution, with a second by Mr. Byers:
Resolution No. 110‐19 – Contract Approval, Metroparks Toledo – Wabash Cannonball Trail North Fork Extension Phase I
Mr. Jon Zvanovec indicated that ten (10) bids were received, with the apparent lowest and best being from Expercon, LLC.
Ms. Emily Ziegler indicated that the maintenance of the site will be provided through a partnership with the Northwestern Ohio Rails‐to‐Trails Association (“NORTA”). The extension will be six (6) miles in length, with the first mile dedicated to Mr. Tom Duvendack, a long‐time Metroparks Toledo employee who passed away earlier in 2019. The project will be completed with ninety‐five percent (95%) of the cost being covered through outside funding and with an expected opening in August 2020.
Mr. Tom Striggow, NORTA board member, expressed that this project provides additional resources to NORTA, including the confidence of other partners to extend the trail in Fulton County. NORTA is seeking additional partners like Metroparks Toledo to continue its mission of extending the trails in the region.
After discussion and upon unanimous vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
V. Mrs. Doneghy offered and moved for adoption of the following resolution, with a second by Mr. Byers:
Resolution No. 111 ‐19 – Contract Approval, Manhattan Marsh Metropark Development
The brief and resolution were provided the day‐of the Board meeting due to bidding opening the Friday prior to the Board meeting. Mr. Zvanovec indicated that seven (7) bids were received with apparent lowest and best being Salenbien Trucking & Excavating, of Dundee, MI.
Ms. Ziegler provided an overview of the importance of the Manhattan Marsh site, which will fulfill the goal to place a Metropark within five (5) miles of all Lucas County residents. The neighborhood surrounding the site is classified as underserved, which makes the partnerships planned in connection with the new Metropark all that more integral. Additionally, the site is environmentally significant for bird migrations and water quality in the area. A federal grant of $479,000.00 was received to aid in the development of the site, with the park set to open in September 2020.
Mr. Byers spoke to the overall importance of this project and the historic and ecologic significance of this site. He highlighted the importance of the due diligence given by the natural resources and planning teams to responsibly steward the Marsh and make good on the commitment made to the community.
Mrs. Doneghy indicated that the educational opportunities provided to Toledo Public Schools through this project will be important to increasing the level of education available to area students.
After discussion and upon unanimous vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
5. BOARD INITIATED TOPICS AND DISUCSSIONS
At 10:07 a.m., President Scott Savage made a motion to recess into executive session to consider the items that qualify for consideration in executive session. Mr. Savage stated that the purpose of the executive session was to discuss the employment of a public employee pursuant to Ohio R.C. §121.22(G)(1). Mr. Savage asked if there was
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Regular Board Meeting Minutes – December 18, 2019
any discussion and reported, under Ohio R.C. §121.22, that a roll call vote on this motion is necessary. Mr. Cleland conducted a roll call vote of the commissioners.
ROLL CALL Mr. Byers ‐ Yes Mrs. Doneghy – Yes Ms. Leutke – Yes Mr. Savage – Yes
Mr. Savage reported, upon roll call vote, that the motion passed, and the Board recessed into executive session.
The Board adjourned executive session at 10:33 a.m. and resumed its regular session.
With no further business or action to be taken, Mr. Byers made a motion to adjourn the Board meeting at 10:33 a.m., which was seconded by Mrs. Doneghy and approved.
______Attest: ______Scott Savage, President Dave Zenk, Executive Director
DDZ/bs 12/18/2019
Get Outside Yourself. Your Clean, Safe, Natural Metroparks 11 Board Brief Administrative Office 5100 West Central Avenue 419.407.9700 MetroparksToledo.com Toledo, Ohio 43615-2100 Fax 419.407.9785
Meeting Date: January 22, 2020
Agenda Item: Treasurer’s Report
Prepared By: Matt Cleland, Deputy Director/Treasurer
DESCRIPTION:
Treasurer's Report containing: 1. Revenues, Expenditures and Changes in Fund Balances – Budget vs. Actual – General Fund -- as of December 31, 2019 2. Receipts, Disbursements and Changes in Fund Balances – Budget vs. Actual – All Funds -- as of December 31, 2019 3. Fund Advances Report as of December 31, 2019 4. Outstanding Debt Report as of December 31, 2019 5. Credit Card Account Review as of December 31, 2019 6. Investment Ledger as of December 31, 2019 7. Then & Now Report for the month ended December 31, 2019
RECOMMENDATION:
Move to accept Treasurer's Report
Deputy Director/Treasurer
Supplementary Materials Attached
12
Treasurer: Matt Cleland Reporting Period: Month Ended: 12/31/2019 1. Revenues, Expenditures and Changes in Fund Balances – Budget vs. Actual – General Fund as of 12/31/2019
Description: This report is a comparison of the General Fund budgeted revenues, expenditures and transfers compared to actual revenues, expenditures and transfers by month as well as year-end. The approved 2019 general operating fund budget and actual cash basis revenues, expenditures and transfers are represented. Budget distribution is based upon 2018 actuals with the exception of salaries and fringe benefits. Salary and fringe benefit budget distribution is based upon the schedule of pay dates. (See Appended Statement – Attachment A).
Current State: 2019 closed as expected with revenues slightly exceeding projection and expenditures within budget.
2. Receipts, Disbursements and Changes in Fund Balances – Budget vs. Actual – All Funds as of 12/31/2019
Description: This report is a comparison of annual budgeted receipts and disbursements compared to cash basis actuals as of month end. The General, Education/Programming and Capital Construction funds are presented as individual columns. The “Grant Funds”, “Land Acquisition/Development” and “All Other Funds” columns are each summaries of multiple funds. The far right column is a total of all funds. General fund budget and actual numbers presented in this report are consistent with those presented in the report listed above. (See Appended Statement -- Attachment B).
Current State: Revenue and expenses for all funds closed the year as expected. General Fund advances approved in December to address year end cash flow needs in funds 256, 258 and 402. Necessary classification adjustments are made in the Final Appropriation Measure.
3. Fund Advances Report – All Funds as of 12/31/2019
Description: This is a report of inter-fund, Board approved advances activity. Advances are made to support reimbursement grants and activities that would otherwise result in negative fund balances. Advances are returned in anticipation of or when reimbursements are received.
Current State: Year end fund advances will be made from the general fund totaling $875,000, as detailed below:
Fund 256 $330,000 Fund 258 $415,000 Fund 402 $130,000
4. Outstanding Debt Report as of 12/31/2019
Description: This report shows creditors, principle debt, interest owed, payments made to date, and remaining total balance owed as identified below.
13
Current State:
Metroparks Outstanding Debt Principle Current Current Loan/Lease Total Payments Current Principle Creditor Interest Rate Interest Charges Amount to Date Balance Owed DeLage Landen Public N/A N/A $38,983.64 $27,387.30 $12,982.23 Finance DeLage Landen Public N/A N/A $58,983.64 $15,813.75 $43,169.89 Finance
5. Credit Card Account Review as of 12/31/2019
Description: Per Ohio Revised Code 1545.072 the credit card compliance officer must review the number of cards and accounts issued, the number of active cards and accounts issued, the cards' and accounts' expiration dates, and the cards' and accounts' credit limits and report this information to the board at least quarterly. (See Appended Statement -- Attachment C)
Current State: Josh Brenwell, Credit Card Compliance Officer, has reviewed the attached report and compared it with credit card statements to confirm the accuracy of information provided.
No rewards have been received based on the use of the park district's credit card account for 2019.
6. Investment Ledger as of 12/31/2019
Description: This report is a listing of the Park District’s current investment holdings. Current investments are allowable per the Ohio Revised Code and are laddered over a 5-year period. (See Appended Statement -- Attachment D).
Current State: Four government securities with UBS were called and one certificate of deposit with TD Ameritrade matured.
7. Then and Now Report for the month ended 12/31/2019
Description: The Ohio Revised Code (ORC) requires fiscal certification indicating that amounts required for purchases, obligations, contracts, etc. have been lawfully appropriated and are in the treasury or in the process of collection to the credit of an appropriate fund free from any previous encumbrances. Then and now is a certification by the Board that funds were available when an obligation was made (then) and at the time of certification (now) for obligations made prior to certification. (See Appended Statement -- Attachment E).
14 Current State: There are ten items requiring certification by the Board on the Then and Now Report for the month of December.
15 METROPOLITAN PARK DISTRICT OF THE TOLEDO AREA Statement of Revenues, Expenditures and Changes In Fund Balance - Budget vs. Actual 2019 General Fund Report for the Period Ended December 31, 2019
2019 YTD YTD Annual YTD December 19 Actual Budget Budget Variance 1 mo 12 mos 12 mos 12 mos 12 mos Beginning of Year Carryover Fund Balance $ 12,340,792 $ 12,340,792 $ 12,340,792 $ 12,340,792
Revenues Taxes - 14,732,576 14, 704,996 14, 704,996 0% Intergovernmental 53,857 2,516,739 2, 503,675 2, 503,675 1% Fines and Forfeitures - 2,390 2, 000 2, 000 20% Charges for Services/Fees 38,366 594,138 592, 566 592, 566 0% Sales - 46,060 9, 822 9, 822 369% Donations - 6,570 500 500 1214% Interest Income (5,073) 224,937 218, 700 218, 700 3% All Other Revenue 121,872 390,523 280, 286 280, 286 39% Total Revenues 209,022 18,513,933 18, 312,545 18, 312,545 1%
Expenditures Salaries 837,371 6,868,855 6, 901,929 6, 901,929 0% Fringe Benefits 132,391 2,284,230 2, 447,509 2, 447,509 -7% Materials & Supplies 98,734 1,041,320 1, 222,740 1, 222,740 -15% Utilities 55,414 903,624 935, 680 935, 680 -3% Contract Services 230,178 4,110,515 4, 771,862 4, 771,862 -14% Contingencies - - - 121, 000 Capital Outlay 23,791 198,064 186, 500 186, 500 6% Other 795 11,173 159, 060 159, 060 -93% Total Expenditures 1,378,673 15,417,781 16, 625,280 16, 746,280 -7%
Revenues Over (Under) Expenditures (1,169,651) 3,096,153 1, 687,265 1, 566,265
Other Financing Sources (Uses) Advances In - 526,000 - - Transfers In - - - - Transfers Out - Education Fund - (834,901) (834,901) (834,901) Transfers Out - Capital Construction Fund (3,000,000) (7,884,528) (4,884,528) (4,884,528) Advances Out (875,000) (875,000) - - Total Other Financing Sources (Uses) (3,875,000) (9,068,429) (5,719,429) (5,719,429)
Net Change in Fund Balance (5,044,651) (5,972,276) (4,032,164) (4,153,164)
Fund Balance $ 7,296,141 $ 6,368,516 $ 8, 308,628 $ 8, 187,628
16 METROPOLITAN PARK DISTRICT OF THE TOLEDO AREA Statement of Cash Receipts, Disbursements and Changes In Fund Balance -- Budget vs. Actual For the Month Ended December 31, 2019
Land General Education/Programming Grant Funds Acquisition/Development Capital Construction All Other Funds TOTAL ALL FUNDS
Budget Actual Budget Actual Budget Actual Budget Actual Budget Actual Budget Actual Budget Actual
Fund Balance Beginning of Year $ 12,340,792 $ 12,340,792 $ 71,297 $ 71,297 $ 293,606 $ 293,606 $ 602,740 $ 602,740 $ 1,952,551 $ 1,952,551 $ 4,744,223 $ 4,744,223 $ 20,005,211 $ 20,005,211
Revenues Taxes $ 14,704,996 $ 14,732,576 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 14,704,996 $ 14,732,576 Intergovernmental 2,503,675 $ 2,516,739 - - 2,489,137 1,091,713 241,500 350,000 - - - $ - 5,234,312 $ 3,958,452 Fines and Forfeitures 2,000 $ 2,390 ------500 $ 525 2,500 $ 2,915 Charges for Services/Fees 592,566 $ 594,138 150,000 150,697 ------$ - 742,566 $ 744,834 Sales 9,822 $ 46,060 60,000 42,952 ------$ 50,163 69,822 $ 139,175 Donations 500 $ 6,570 500 895 1,402,065 18,210 - - - - 75,000 $ 1,648,518 1,478,065 $ 1,674,193 Fees (Memberships) ------$ 3,175 - $ 3,175 Interest Income 218,700 $ 224,937 ------$ 130,680 218,700 $ 355,617 All Other Revenue 280,286 $ 390,523 13,500 15,409 - 745,000 - 140,613 - - 3,000 $ 4,665 296,786 $ 1,296,210 Total Revenues $ 18,312,545 $ 18,513,933 $ 224,000 $ 209,952 $ 3,891,202 $ 1,854,923 $ 241,500 $ 490,613 $ - $ - $ 78,500 $ 1,837,726 $ 22,747,747 $ 22,907,148
Expenditures Salaries $ 6,901,929 6,868,855 $ 691,241 $ 640,870 $ 28,919 $ 23,379 $ - $ - $ - $ - $ 190,207 $ 177,487 $ 7,812,296 $ 7,710,591 Fringe Benefits 2,447,509 2,284,230 255,281 227,756 8,058 4,416 - - - - 83,348 64,045 2,794,196 2,580,447 Materials & Supplies 1,222,740 1,041,320 61,280 58,570 14,716 475,764 - - - - 75,600 92,166 1,374,336 1,667,820 Utilities 935,680 903,624 ------935,680 903,624 Contract Services 4,771,862 4,110,515 53,111 41,371 1,546,647 10,988 85,000 315,992 - - 76,750 392,023 6,533,370 4,870,889 Contingencies 121,000 ------150,000 - 271,000 - Capital Outlay 186,500 198,064 50,000 26,819 2,332,725 663,762 556,425 449,893 6,053,864 1,571,817 1,720,597 291,244 10,900,111 3,201,598 Other 159,060 11,173 6,000 6,013 1,055 50 - - - - 89,840 87,989 255,955 105,224 Total Expenditures $ 16,746,280 $ 15,417,781 $ 1,116,913 $ 1,001,398 $ 3,932,120 $ 1,178,359 $ 641,425 $ 765,885 $ 6,053,864 $ 1,571,817 $ 2,386,342 $ 1,105,437 $ 30,876,944 $ 21,040,677
Excess of Revenues Over (Under) Expenditures $ 1,566,265 $ 3,096,153 $ ( 892,913) $ ( 791,446) $ ( 40,918) $ 676,564 $ ( 399,925) $ ( 275,272) $ ( 6,053,864) $ ( 1,571,817) $ ( 2,307,842) $ 732,288 $ ( 8,129,197) $ 1,866,471
Other Financing Sources (Uses) Transfers In $ - $ - $ 834,901 $ 834,901 $ - $ - $ - $ - $ 4,884,528 $ 7,884,528 $ - $ - $ 5,719,429 $ 8,719,429 Advances In 526,000 - - - 745,000 - 130,000 - - - - - 1,401,000 Transfers Out - Education (834,901) (834,901) ------( 834,901) ( 834,901) Transfers Out - Capital Construction (4,884,528) (7,884,528) ------( 4,884,528) ( 7,884,528) Advances Out (875,000) - - - ( 421,000) - ( 105,000) - - - - - ( 1,401,000) Total Other Financing Sources (Uses) $ (5,719,429) $ (9,068,429) $ 834,901 $ 834,901 $ - $ 324,000 $ - $ 25,000 $ 4,884,528 $ 7,884,528 $ - $ - $ - $ -
Net Change in Fund Balance $ (4,153,164) $ (5,972,276) $ ( 58,012) $ 43,455 $ ( 40,918) $ 1,000,564 $ ( 399,925) $ ( 250,272) $ ( 1,169,336) $ 6,312,711 $ ( 2,307,842) $ 732,288 $ ( 8,129,197) $ 1,866,471
Fund Balance $ 8,187,628 $ 6,368,516 $ 13,285 $ 114,752 $ 252,688 $ 1,294,170 $ 202,815 $ 352,468 $ 783,215 $ 8,265,263 $ 2,436,381 $ 5,476,512 $ 11,876,014 $ 21,871,681
17 Cardholder Name Account Status Credit Limit Expiration Date ALLEN GALLANT Open 2,500.00 Nov-22 AMY MOSSING Open 5,000.00 Nov-20 ANTHONY W AMSTUTZ Open 5,000.00 Nov-20 ASHLEY R SMITH Open 3,500.00 Nov-22 BETHANY A SATTLER Open 3,000.00 Nov-23 BRAD HOOVEN Open 4,800.00 Nov-22 BRAD NAVARRE Open 5,000.00 Nov-20 BRANDON TOWNSEND Open 5,000.00 Nov-21 CARRIE A ALEXANDER Open 1,500.00 Nov-23 CHRIS SMALLEY Open 5,000.00 Nov-20 CONSTRUCTION CREW Open 11,000.00 Nov-22 CRAIG ELTON Open 5,000.00 Nov-22 DAVE D ZENK Open 5,000.00 Nov-21 DAWN DICKERSON Open 3,000.00 Nov-22 DENIS A FRANKLIN Open 3,000.00 Nov-23 EFFLER ALLY Open 5,000.00 Nov-22 EMILY ZIEGLER Open 9,000.00 Nov-21 FARNSWORTH PARK Open 4,000.00 Nov-22 FELICA CLARK Open 5,500.00 Nov-21 HEATHER MOSQUEDA Open 5,000.00 Nov-21 JAMES CASSIDY Open 6,000.00 Nov-20 JENELLA HODEL Open 4,500.00 Nov-21 JILL MOLNAR Open 4,000.00 Nov-20 JON R ZVANOVEC Open 2,500.00 Nov-21 JOSEPH FAUSNAUGH Open 10,000.00 Nov-20 LARAE SPROW Open 9,500.00 Nov-21 LORI MILLER Open 3,000.00 Nov-23 MATT CLELAND Open 1,500.00 Nov-21 MATT KILLAM Open 3,500.00 Nov-21 NATE RAMSEY Open 2,500.00 Nov-20 OAK OPENINGS METROPARK Open 3,500.00 Nov-23 PATRICIA M HAUSKNECHT Open 2,500.00 Nov-21 PATTY MORGENSTERN Open 5,000.00 Nov-21 PEARSON METROPARKS Open 5,000.00 Nov-22 ROBERT HECKMAN Open 5,000.00 Nov-20 RUTH GRIFFIN Open 6,000.00 Nov-20 SCOTT CARPENTER Open 1,500.00 Nov-21 SHANNON HUGHES Open 2,500.00 Nov-21 STEVE STOCKFORD Open 7,500.00 Nov-21 TIM GALLAHER Open 3,500.00 Nov-21 TIM SCHETTER Open 1,500.00 Nov-21 TOLEDO AREA METROPARKS Open 10,000.00 Nov-20 TOLEDO AREA METROPARKS Open 10,000.00 Nov-20 TOLEDO AREA METROPARKS Open 10,000.00 Nov-20
18 VALERIE JUHASZ Open 5,500.00 Nov-20 VOLUNTEER SERVICES Open 2,500.00 Nov-21 JAMES CASSIDY Open $6,000.00 Nov-20 SHANNON HUGHES Open $3,500.00 Nov-21
19 METROPOLITAN PARK DISTRICT OF THE TOLEDO AREA INVESTMENT LEDGER December 31, 2019
FACE / CURRENT INVESTABLE INTEREST PURCHASE MATURITY / INTEREST PURCHASE INVESTED CUISP or ID NUMBER AMOUNT RATE DATE CALL DATE PAYMENTS AMOUNT AMOUNT SIGNATURE BANK ‐‐ Hankison Endowment Fund Certificate of Deposit Account Registry Service (CDARS) CD 123132164 $122,186 1.250% 10/17/19 10/16/20 Maturity $122,186 $122,186 UBS FINANCIAL Municipal Securities 02765UEC4 $110,000 6.12% 11/21/17 02/15/20 Semi-Ann $120,075 $110,541 172311KB7 $120,000 2.57% 11/21/17 12/01/21 Semi-Ann $122,629 $121,814 Government Securities FNMA #3136G3JY2 $300,000 1.53% 01/09/19 04/28/21 Semi-Ann $291,741 $299,274 FHLB #3134GUKP4 $260,000 1.92% 10/22/19 10/22/20 Quarterly $259,948 $659,769 FHLB #3130AA2F4 $250,000 1.70% 11/23/16 11/23/21 Semi-Ann $248,069 $249,698 FHLB #3130A9Z95 $285,000 1.00% 07/06/17 11/23/21 Semi-Ann $281,831 $283,926 Certificates of Deposit and Shared Certificates CD 949763FV3 $100,000 1.85% 04/19/17 03/30/20 Monthly $100,575 $100,048 CD 89677DGG5 $100,000 2.15% 10/28/19 03/30/20 Maturity $249,199 $247,291 CD 05580AHL1 $200,000 1.80% 05/02/17 04/21/20 Semi-Ann $200,560 $200,084 CD 02587DT81 $148,000 1.90% 06/20/17 05/26/20 Semi-Ann $149,258 $148,144 CD 140420RT9 $250,000 1.85% 05/28/15 06/03/20 Semi-Ann $250,000 $250,310 CD 795450A54 $120,000 1.90% 06/20/17 06/15/20 Semi-Ann $120,858 $120,133 CD 38148JB83 $250,000 2.35% 08/04/15 08/12/20 Semi-Ann $250,000 $250,990 CD 14042E5M8 $250,000 2.30% 08/04/15 08/12/20 Semi-Ann $250,000 $250,990 CD 02006L5G4 $248,000 1.95% 09/19/17 09/08/20 Semi-Ann $249,451 $248,506 CD 795450E35 $120,000 1.95% 09/19/17 09/14/20 Semi-Ann $120,552 $120,252 CD 40434YCA3 $150,000 1.50% 09/27/16 12/30/20 Quarterly $150,000 $149,465 CD 05581W2J3 $248,000 1.85% 10/28/19 03/30/21 Semi-Ann $248,491 $248,384 CD 949763GD2 $95,000 2.25% 04/19/17 04/12/21 Monthly $95,713 $95,694 CD 45083AHX3 $249,000 2.90% 06/13/18 05/28/21 Semi-Ann $249,000 $253,235 CD 02589AAC6 $100,000 3.00% 06/11/18 06/07/21 Semi-Ann $100,000 $101,868 CD 17312QS67 $250,000 3.00% 08/30/18 09/07/21 Semi-Ann $250,000 $255,395 CD 02587CGA2 $148,000 2.20% 09/19/17 09/07/21 Semi-Ann $149,110 $148,983 CD 61760AVM8 $250,000 2.85% 02/27/19 02/07/22 Semi-Ann $249,750 $255,798 CD 78414TBC5 $245,000 1.95% 09/12/19 02/28/22 Semi-Ann $245,613 $246,139 CD 17284A2L1 $120,000 2.60% 07/06/17 07/18/22 Semi-Ann $122,640 $122,459 CD 33847E2V8 $250,000 1.80% 11/25/19 11/15/22 Semi-Ann $249,750 $249,913 CD 48126YSP9 $250,000 2.30% 11/17/17 11/30/22 Semi-Ann $250,000 $250,638 CD 20056QRU9 $240,000 2.75% 07/31/19 04/10/23 Monthly $245,543 $247,018 CD 25665QAX3 $115,000 2.90% 08/22/19 04/13/23 Semi-Ann $118,492 $118,907 CD 87164WWA2 $230,000 3.05% 04/03/19 05/04/23 Semi-Ann $232,908 $239,057 CD 254673QR0 $240,000 3.22% 05/14/19 06/27/23 Semi-Ann $240,000 $251,875 CD 61747M4Z1 $250,000 3.30% 08/07/18 08/16/23 Semi-Ann $250,000 $262,808 CD13135NAG5 $245,000 2.20% 08/22/19 08/16/23 Semi-Ann $245,245 $245,191 CD 956320AH9 $236,000 2.50% 07/31/19 09/28/23 Semi-Ann $246,280 $248,019 Cash and Money Market Funds MM #27772 $1,589,156 $1,589,156 UBS FINANCIAL ‐‐ Gallon Trail Endowment Fund Municipal Securities 02765UED2 $100,000 6.22% 08/28/17 02/15/21 Semi-Ann $114,215 $104,449 Certificates of Deposit and Shared Certificates CD 080515CB3 $200,000 1.75% 08/01/17 07/27/20 Monthly $200,720 $200,108 CD 02587CGB0 $100,000 2.40% 08/30/17 09/06/22 Semi-Ann $100,000 $101,195 Cash and Money Market Funds MM #27773 $ 671,284 $ 671,284 OHIO STATE TREASURER State Treasury Asset Reserve of Ohio (STAR) STAR76354 $1,918,967 2.50% Monthly $1,918,967 $2,029,236 TD AMERITRADE Money Market Funds MM #058780 $1,796,867 $1,796,867 Fifth Third Money Market Funds MM #01885071517 $2,500,000 $2,500,000 MM #06090483460 $2,500,000 $2,500,000 $18,716,675
20 METROPOLITAN PARK DISTRICT OF THE TOLEDO AREA Then & Now Report For the Month Ended December 31, 2019
Payment Check Account Purchase Invoice Days in Date Number Amount Vendor Number Order PO Date Date Violation Invoice Line Description 12/6/2019 6010806 $ 5,500.00 4851 (Black Swan Interactive LLC) 100.4000.551900 2019003068 11/25/2019 11/6/2019 19 MKTG_Oct. web maintenance 12/6/2019 6010817 $ 3,277.35 4601 (Forever Redwood) 100.5001.552800 2019003202 12/4/2019 11/27/2019 7 PC_Middlegrounds Pergola 12/20/2019 6011021 $ 4,493.27 07410 (Terrabilt, Inc.) 100.6000.530900 2019003479 12/19/2019 11/22/2019 27 OPS_Additional Terrabilt Signage Needs 12/6/2019 6010808 $ 3,225.20 08485 (CGS Imaging) 201.4000.580900 2019003069 11/25/2019 11/7/2019 18 MKTG_floor graphic for Holidays MH room 12/13/2019 6010947 $ 3,462.10 06158 (KC's Catering) 201.4000.580900 2019003246 12/5/2019 11/22/2019 13 MKTG_catering for Volunteer preview party 12/13/2019 6010947 $ 4,405.00 06158 (KC's Catering) 204.8000.532100 2019003291 12/6/2019 12/3/2019 3 PRG_catering 12/20/2019 6011021 $ 15,714.56 07410 (Terrabilt, Inc.) 400.5058.572900 2019003430 12/9/2019 11/22/2019 17 DW_Wayfinding and Trail Signage 12/13/2019 6010965 $ 4,910.81 07410 (Terrabilt, Inc.) 400.5058.572900 2019003429 12/9/2019 6/20/2019 172 SI_Replacement Signage due to Flood Damage 12/20/2019 6011006 $ 49,865.00 4980 (Walter Schunk Excavating & Trucking Inc.) 400.5405.571210 2019003444 12/10/2019 11/26/2019 14 SE_Install playground @ Secor 12/13/2019 6010966 $ 6,098.90 00056 (The Image Group) 600.4004.530200 2019003404 12/7/2019 11/22/2019 15 OD_Picnic baskets (400)
21 METROPOLITAN PARK DISTRICT OF THE TOLEDO AREA
______offered and moved adoption of the following resolution:
RESOLUTION NO. 01‐20
RATIFICATION OF SCHEDULE OF PAYABLES
WHEREAS, the Metropolitan Park District of the Toledo Area Board of Park Commissioners, Lucas County, Ohio, wishes to ratify its payments on certain accounts listed on the Schedule of Payables for the month of December 2019, NOW, THEREFORE,
BE IT RESOLVED, that the Board of Park Commissioners hereby approves the payments listed on the Schedule of Payables for the month of December 2019, in the amount of $1,709,999.58.
______seconded the motion and upon vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
CERTIFICATION
I hereby certify the foregoing to be a true and correct copy of a resolution duly adopted at the regular board meeting of the Metropolitan Park District of the Toledo Area held on January 22, 2020.
______David D. Zenk Executive Director
Approved as to Form:
(David Smigelski) Attorney for the Board January 22, 2020
22
Board Brief
5100 West Central Avenue 419.407.9700 MetroparksToledo.com Toledo, Ohio 43615‐2100 Fax 419.407.9785 Administrative Office
Meeting Date: January 22, 2020
Agenda Item: Approval of Supplement and Amendment of the 2020 Certificate of Estimated Resources and Appropriations Measure
Prepared By: Matt Cleland, Deputy Director/Treasurer
DESCRIPTION:
The 2020 Annual Appropriations Measure was approved by the Board at the November 2019 Board Meeting. Additional supplements to the 2020 Certificate of Estimated Resources and Appropriations Measure are needed to address supplements as summarized below. The affected line item appropriations and Certificate of Estimated Resources are attached.
The affected funds are as follows:
Fund 202 – Buckeye Fund Buckeye Fund – Increase appropriations in the amount of $35,125 in support of canal bank repairs. This increase brings total 2020 appropriations in fund 202 to $1,455,125.
Fund 256 – Federal Grants Federal Grant – Increase appropriations in the amount of $10,803 in support of plant labeling at TBG. This increase brings total 2020 appropriations in fund 256 to $6,727,359.
Fund 258 – Local and Other Grants Local and Other Grants – Increase appropriations in the amount of $345,000 in support of treehouses. This increase brings total 2020 appropriations in fund 258 to $570,000.
Fund 400 – Capital Construction Fund Capital Construction Fund – Increase appropriations in the amount of $3,000,000 in support of Fort Miamis Improvements and Glass City Metropark construction. This increase brings total 2020 appropriations in fund 400 to $8,723,863.
RECOMMENDATION: Approve 2020 Supplementing Appropriations Measure of $37,681,096.
Supplementary Materials Attached
Get Outside Yourself. Your Clean, Safe, Natural Metroparks Board Brief Revised 02/2016 23 METROPOLITAN PARK DISTRICT OF THE TOLEDO AREA 2019 SUPPLEMENT TO CERTIFICATE OF ESTIMATED RESOURCES BY LINE ITEM January 22, 2020
Buckeye Fund - France Stone Foundation - Canal Lock Repairs
Current Revised Revenue Acct. # Project # Description Budget Budget 202.0000.471020 TBD Nongovernmental Grants $ 25,000 $ 60,125 Total $ 25,000 $ 60,125
Federal Grants
Current Revised Revenue Acct. # Project # Description Budget Budget 256.0000.421000 Federal Grants $ 6,716,556 $ 6,727,359 Total $ 6,716,556 $ 6,727,359
24 METROPOLITAN PARK DISTRICT OF THE TOLEDO AREA 2019 APPROPRIATIONS SUPPLEMENT BY LINE ITEM ACCOUNT January 22, 2020
Buckeye Fund - France Stone Foundation - Canal Bank Repairs
Current Revised Expense Acct. # Project # Description Budget Budget 202.5019.570000 TBD Capital Improvement $ - $ 35,125 Total $ - $ 35,125
Federal Grants
Current Revised Expense Acct. # Project # Description Budget Budget 256.6010.510600 Intern - TBG $ - $ 1,724 256.6010.520100 OPERS - TBG $ - $ 241 256.6010.520500 Medicare - TBG $ - $ 25 256.6010.530900 Other Op Mtrls & Supplies - TBG $ - $ 8,813 Total $ - $ 10,803
Local and Other Grants - Glass City
Current Revised Expense Acct. # Project # Description Budget Budget 258.5001.551900 Misc. Contract Services - PC $ 200,000 $ 545,000
Total $ 200,000 $ 545,000 Capital Construction Fund
Current Revised Expense Acct. # Project # Description Budget Budget 400.1201.572000 New Park $3,288,636.00 $7,140,713.00 400.1501.572000 New Park Contruction $ - $ 542,000 400.1601.570200 Land Improvements $ 235,385 $ 385,385
Total $ 3,524,021 $ 8,068,098
25 Metropolitan Park District of the Toledo Area 2020 Certificate of Estimated Resources and Appropriations Measure January 22, 2019
100 200 201 Land Acquisition General Levy Cardinal BEGINNING BALANCE Unaudited Unencumbered $ 6,443,600 $ 100,973 $ 1,032,426 Fund Balance as of 1/1/2020 ESTIMATED REVENUES Taxes 14,714,045 - - Intergovernmental 2,528,712 - - Fines and Forfeitures 2,000 - - Charges for Services/Fees 701,487 - - Sales 44,057 - - Donations 200,000 - 25,000 Fees (Memberships) - - - Interest Income 192,765 - - All Other Revenue 408242 - 2,000 Total Estimated Revenues 18,791,308 - 27,000
APPROPRIATIONS Salaries $ 7,289,034 $ - $ 133,874 Fringe Benefits 2,698,182 - 50,205 Materials & Supplies 1,171,716 - 60,000 Utilities 1,066,980 - - Contract Services 4,966,135 - - Contingencies 194,600 - - Capital Outlay 131,000 - - Other 144,610 - 223,550 Total Appropriations $ 17,662,257 $ - $ 467,629
Excess of Estimated Revenues Over (Under) Appropriations 1,129,051 - (440,629)
OTHER FINANCING SOURCES (USES) Transfers In - - - Advances In 875,000 - - Transfers Out - Education (834,901) - - Transfers Out - Capital Construction (4,323,830) - - Advances Out - - - Total Other Financing Sources (Uses) (4,283,731) - -
Net Change in Fund Balance (3,154,680) - (440,629)
Est. Fund Balance as of 12/31/2020 $ 3,288,920 $ 100,973 $ 591,797
26 Metropolitan Park District of the Toledo Area 2020 Certificate of Estimated Resources and Appropriations Measure January 22, 2019
202 203 204
Buckeye Law Enforcement Education BEGINNING BALANCE Unaudited Unencumbered $ 3,982,950 $ 17,596 $ 110,225 Fund Balance as of 1/1/2020 ESTIMATED REVENUES Taxes - - - Intergovernmental - - - Fines and Forfeitures - 500 - Charges for Services/Fees - - 150,942 Sales - - - Donations 260,125 - 895 Fees (Memberships) - - - Interest Income - - - All Other Revenue - - 18,120 Total Estimated Revenues 260,125 500 169,957
APPROPRIATIONS Salaries $ - $ - $ 637,882 Fringe Benefits - - 234,413 Materials & Supplies 10,000 3,500 76,825 Utilities - - - Contract Services 110,000 - 52,532 Contingencies 300,000 - - Capital Outlay 1,035,125 - 50,000 Other - - - Total Appropriations $ 1,455,125 $ 3,500 $ 1,051,652
Excess of Estimated Revenues Over (Under) Appropriations (1,195,000) (3,000) (881,695)
OTHER FINANCING SOURCES (USES) Transfers In - - 834,901 Advances In - - - Transfers Out - Education - - - Transfers Out - Capital Construction - - - Advances Out - - - Total Other Financing Sources (Uses) - - 834,901
Net Change in Fund Balance (1,195,000) (3,000) (46,794)
Est. Fund Balance as of 12/31/2020 $ 2,787,950 $ 14,596 $ 63,431
27 Metropolitan Park District of the Toledo Area 2020 Certificate of Estimated Resources and Appropriations Measure January 22, 2019
205 256 257
Members Federal Grants State Grants BEGINNING BALANCE Unaudited Unencumbered $ 126,692 $ 2,781 $ 449,237 Fund Balance as of 1/1/2020 ESTIMATED REVENUES Taxes - - - Intergovernmental - 6,727,360 407,920 Fines and Forfeitures - - - Charges for Services/Fees - - - Sales - - - Donations - - - Fees (Memberships) - - - Interest Income - - - All Other Revenue 1,700 - - Total Estimated Revenues 1,700 6,727,360 407,920
APPROPRIATIONS Salaries $ 41,337 $ 1,724 $ - Fringe Benefits 25,664 266 - Materials & Supplies 8,100 8,813 - Utilities - - - Contract Services - 6,146,556 407,920 Contingencies - - - Capital Outlay - 570,000 - Other 15,000 - - Total Appropriations $ 90,101 $ 6,727,359 $ 407,920
Excess of Estimated Revenues Over (Under) Appropriations (88,401) 1 -
OTHER FINANCING SOURCES (USES) Transfers In - - - Advances In - - - Transfers Out - Education - - - Transfers Out - Capital Construction - - - Advances Out - (330,000) - Total Other Financing Sources (Uses) - (330,000) -
Net Change in Fund Balance (88,401) (329,999) -
Est. Fund Balance as of 12/31/2020 $ 38,291 $ (327,218) $ 449,237
28 Metropolitan Park District of the Toledo Area 2020 Certificate of Estimated Resources and Appropriations Measure January 22, 2019
258 400 401 Local and Other Capital Land Grants Construction Development BEGINNING BALANCE Unaudited Unencumbered $ 267 $ 8,262,839 $ 118,977 Fund Balance as of 1/1/2020 ESTIMATED REVENUES Taxes - - - Intergovernmental - - 500,000 Fines and Forfeitures - - - Charges for Services/Fees - - - Sales - - - Donations 725,000 - - Fees (Memberships) - - - Interest Income - - - All Other Revenue - - - Total Estimated Revenues 725,000 - 500,000
APPROPRIATIONS Salaries $ - $ - $ - Fringe Benefits - - - Materials & Supplies - - - Utilities - - - Contract Services 570,000 - 307,000 Contingencies - - - Capital Outlay - 8,723,863 100,000 Other - - - Total Appropriations $ 570,000 $ 8,723,863 $ 407,000
Excess of Estimated Revenues Over (Under) Appropriations 155,000 (8,723,863) 93,000
OTHER FINANCING SOURCES (USES) Transfers In - 4,323,830 - Advances In - - - Transfers Out - Education - - - Transfers Out - Capital Construction - - - Advances Out (415,000) - - Total Other Financing Sources (Uses) (415,000) 4,323,830 -
Net Change in Fund Balance (260,000) (4,400,033) 93,000
Est. Fund Balance as of 12/31/2020 $ (259,733) $ 3,862,806 $ 211,977
29 Metropolitan Park District of the Toledo Area 2020 Certificate of Estimated Resources and Appropriations Measure January 22, 2019
402 500 501 Wetland Hankison Tigges Mitigation Endowment Endowment BEGINNING BALANCE Unaudited Unencumbered $ 2,520 $ 122,133 $ 105,822 Fund Balance as of 1/1/2020 ESTIMATED REVENUES Taxes - - - Intergovernmental 241,500 - - Fines and Forfeitures - - - Charges for Services/Fees - - - Sales - - - Donations - - - Fees (Memberships) - - - Interest Income - - - All Other Revenue - - - Total Estimated Revenues 241,500 - -
APPROPRIATIONS Salaries $ - $ - $ - Fringe Benefits - - - Materials & Supplies - - - Utilities - - - Contract Services 114,690 - - Contingencies - - - Capital Outlay - - - Other - - - Total Appropriations $ 114,690 $ - $ -
Excess of Estimated Revenues Over (Under) Appropriations 126,810 - -
OTHER FINANCING SOURCES (USES) Transfers In - - - Advances In - - - Transfers Out - Education - - - Transfers Out - Capital Construction - - - Advances Out (130,000) - - Total Other Financing Sources (Uses) (130,000) - -
Net Change in Fund Balance (3,190) - -
Est. Fund Balance as of 12/31/2020 $ (670) $ 122,133 $ 105,822
30 Metropolitan Park District of the Toledo Area 2020 Certificate of Estimated Resources and Appropriations Measure January 22, 2019
600
Retail Operations Total All Funds BEGINNING BALANCE Unaudited Unencumbered $ 33,316 $ 20,912,354 Fund Balance as of 1/1/2020 ESTIMATED REVENUES Taxes - 14,714,045 Intergovernmental - 10,405,492 Fines and Forfeitures - 2,500 Charges for Services/Fees - 852,429 Sales - 44,057 Donations - 1,211,020 Fees (Memberships) - - Interest Income - 192,765 All Other Revenue - 430,062 Total Estimated Revenues - 27,852,370
APPROPRIATIONS Salaries $ - $ 8,103,851 Fringe Benefits - 3,008,730 Materials & Supplies - 1,338,954 Utilities - 1,066,980 Contract Services - 12,674,833 Contingencies - 494,600 Capital Outlay - 10,609,988 Other - 383,160 Total Appropriations $ - $ 37,681,096
Excess of Estimated Revenues Over (Under) Appropriations - (9,828,726)
OTHER FINANCING SOURCES (USES) Transfers In - 5,158,731 Advances In - 875,000 Transfers Out - Education - (834,901) Transfers Out - Capital Construction - (4,323,830) Advances Out - (875,000) Total Other Financing Sources (Uses) - -
Net Change in Fund Balance - (9,828,726)
Est. Fund Balance as of 12/31/2020 $ 33,316 $ 11,083,628
31 METROPOLITAN PARK DISTRICT OF THE TOLEDO AREA
______offered and moved adoption of the following resolution:
RESOLUTION NO. 02‐20
APPROVAL OF SUPPLEMENT AND AMENDMENT OF THE 2020 CERTIFICATE OF ESTIMATED RESOURCES AND APPROPRIATIONS MEASURE
WHEREAS, the 2020 Certificate of Estimated Resources and Appropriations Measure was initially approved by the Board of Park Commissioners at the November 2019 Board Meeting, AND,
WHEREAS, amendments to the Certificate of Estimated Resources and Appropriations Measure require approval of the Board of Park Commissioners, AND,
WHEREAS, certain amendments and supplements to the 2020 Certificate of Estimated Resources and Appropriations Measure are proposed to address updates for capital construction and grant programs as identified in the supplements attached hereto, NOW, THEREFORE,
BE IT RESOLVED, that the Board of Park Commissioners hereby approves the attached amended and supplemental 2020 Certificate of Estimated Resources totaling $48,764,724.00 and Appropriations Measure totaling $37,681,096.00.
______seconded the motion and upon ______vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
CERTIFICATION
I hereby certify the foregoing to be a true and correct copy of a resolution duly adopted at the regular board meeting of the Metropolitan Park District of the Toledo Area held on January 22, 2020.
______David D. Zenk Executive Director
Approved as to Form:
(David Smigelski) Attorney for the Board January 22, 2020
32
Board Brief
5100 West Central Avenue 419.407.9700 MetroparksToledo.com Toledo, Ohio 43615‐2100 Fax 419.407.9785 Administrative Office
Meeting Date: January 22, 2020
Agenda Item: Approval of Return of Advances from Funds 256, 258 and 402 to the General Fund
Prepared By: Matt Cleland, Deputy Director/Treasurer
DESCRIPTION:
The Board approved advances out with Resolution Number 93‐18, in the amount of $875,000 from the General Fund to grant funds as follows:
Fund 256 $330,000 Fund 258 $415,000 Fund 402 $130,000 Total $875,000
Advances are to be returned to the General Fund in the year following the advance out. Return of advances are supported by reimbursement of expenditures from grantors.
RECOMMENDATION:
Approve return of advances to the General Fund.
Get Outside Yourself. Your Clean, Safe, Natural Metroparks Board Brief Revised 02/2016 33 METROPOLITAN PARK DISTRICT OF THE TOLEDO AREA
______offered and moved adoption of the following resolution:
RESOLUTION NO. 03‐20
APPROVAL OF RETURN OF ADVANCES FROM FUNDS 256, 258, AND 402 TO THE GENERAL FUND
WHEREAS, the Board of Park Commissioners previously has authorized the Park District’s participation in State, Federal, and other grants, AND,
WHEREAS, reimbursement‐type grants typically require program expenditures to be made and then submitted to the grantor agency for reimbursement, AND,
WHEREAS, advances out, in the amount of $875,000.00, were necessary from Metroparks’ General Fund to funds 256 ($330,000.00), 258 ($415,000.00), and 402 ($130,000.00) to maintain positive fund balances and facilitate the processing of grant expenses in the previous fiscal year, AND,
WHEREAS, Metroparks Toledo expected and planned for these advances to be returned to the General Fund in the following fiscal year, NOW, THEREFORE,
BE IT RESOLVED, that the Board of Park Commissioners hereby approves the return of advances in the amount of $875,000.00 from funds 256, 258, and 402 to the General Fund.
______seconded the motion and upon ______vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
CERTIFICATION
I hereby certify the foregoing to be a true and correct copy of a resolution duly adopted at the regular board meeting of the Metropolitan Park District of the Toledo Area held on January 22, 2020.
______David D. Zenk Executive Director
Approved as to Form:
(David Smigelski) Attorney for the Board January 22, 2020
34
Board Brief
5100 West Central Avenue 419.407.9700 MetroparksToledo.com Toledo, Ohio 43615‐2100 Fax 419.407.9785 Administrative Office
Meeting Date: January 22, 2020
Agenda Item: Transfers from General Fund to Capital Construction and Education Funds
Prepared By: Matt Cleland, Deputy Director/Treasurer
DESCRIPTION:
At the November 2019 Board Meeting, by Resolution No. 84‐19, the Board approved fund appropriations which included transfers from the General Fund to the Capital Construction Fund in the amount of $4,323,830, and the Education Fund in the amount of $834,901.
Ohio Revised Code 5705.14(E) states, in part, that money may be transferred from the general fund to any other fund of the subdivision.
RECOMMENDATION:
Recommend the Board approve a fund transfer in the amount of $4,323,830 from the General Fund to the Capital Construction Fund and a fund transfer in the amount of $834,901 from the General Fund to the Education Fund.
Get Outside Yourself. Your Clean, Safe, Natural Metroparks Board Brief Revised 02/2016 35 METROPOLITAN PARK DISTRICT OF THE TOLEDO AREA
______offered and moved adoption of the following resolution:
RESOLUTION NO. 04‐20
TRANSFERS FROM GENERAL FUND TO CAPITAL CONSTRUCTION AND EDUCATION FUNDS
WHEREAS, at the November 2019 Board meeting, the Board of Park Commissioners, by Resolution No. 84‐19, approved fund appropriations which included transfers from the General Fund to the Capital Construction Fund in the amount of $4,323,830.00, and from the General Fund to the Education Fund in the amount of $834,901.00, AND,
WHEREAS, Ohio Revised Code 5705.14(E) states that money may be transferred from the general fund to any other fund of the subdivision, NOW, THEREFORE,
BE IT RESOLVED, the Board of Park Commissioners hereby approves a fund transfer in the amount of $4,323,830.00 from the General Fund to the Capital Construction Fund, and a fund transfer in the amount of $834,901.00 from the General Fund to the Education Fund.
______seconded the motion and upon ______vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
CERTIFICATION
I hereby certify the foregoing to be a true and correct copy of a resolution duly adopted at the regular board meeting of the Metropolitan Park District of the Toledo Area held on January 22, 2020.
______David D. Zenk Executive Director
Approved as to Form:
(David Smigelski) Attorney for the Board January 22, 2020
36
Board Brief
5100 West Central Avenue 419.407.9700 MetroparksToledo.com Toledo, Ohio 43615‐2100 Fax 419.407.9785 Administrative Office
Meeting Date: January 22, 2020
Agenda Item: Authorization to Request Support through the AmeriCorps National Civilian Community Corps
Prepared By: Allen Gallant, Chief of Community Development
DESCRIPTION:
AmeriCorps National Civilian Community Corps (NCCC), is a full‐time, residential, national service program whose mission is to strengthen communities and develop leaders through direct, team‐ based national and community service. Each year hundreds of young adults, ages 18‐24, serve for 10 months as NCCC members on diverse teams of 8 to 12 people at one of five regional campuses. AmeriCorps NCCC teams are assigned 3‐5 service projects throughout their 10 month service term, primarily in the 8‐10 states within that region. Service projects help to meet critical community needs in the areas of natural and other disasters, infrastructure improvement, environmental stewardship and conservation, energy conservation, and urban and rural development.
Metroparks will be requesting for one NCCC team to work for seven weeks in May and June of 2020, primarily at Toledo Botanical Garden and Wildwood Preserve Metropark. The NCCC team will assist staff and volunteers with the installation of a newly designed accessible garden, grooming plants, preparing soil and installing the summer annual display, general garden and trail cleanup and maintenance, removing invasive species from natural areas and riparian corridor cleanup.
RECOMMENDATION:
Approve staff to submit an application to the AmeriCorps National Civilian Community Corps.
Get Outside Yourself. Your Clean, Safe, Natural Metroparks Board Brief Revised 02/2016 37 METROPOLITAN PARK DISTRICT OF THE TOLEDO AREA
______offered and moved adoption of the following resolution:
RESOLUTION NO. 05‐20
AUTHORIZATION TO REQUEST SUPPORT THROUGH THE AMERICORPS NATIONAL CIVILIAN COMMUNITY CORPS
WHEREAS, the AmeriCorps National Civilian Community Corps (“NCCC”) provides teams to work on service projects in the area of environmental stewardship and conservation, AND,
WHEREAS, Metroparks Toledo is seeking support for projects at Toledo Botanical Garden and Wildwood Preserve Metropark, AND,
WHEREAS, Metroparks Toledo desires to request one NCCC team to provide support for such projects for a seven (7) week period from May through June 2020, NOW, THEREFORE,
BE IT RESOLVED, that the Board of Park Commissioners hereby authorizes the Park District to submit a grant application to the AmeriCorps NCCC for the purpose of supporting projects at Toledo Botanical Garden and Wildwood Preserve Metropark.
______seconded the motion and upon ______vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
CERTIFICATION
I hereby certify the foregoing to be a true and correct copy of a resolution duly adopted at the regular board meeting of the Metropolitan Park District of the Toledo Area held on January 22, 2020.
______David D. Zenk Executive Director
Approved as to Form:
(David Smigelski) Attorney for the Board January 22, 2020
Get Outside Yourself. Your Clean, Safe, Natural Metroparks Board Brief Revised 02/2016 38
Board Brief
5100 West Central Avenue 419.407.9700 MetroparksToledo.com Toledo, Ohio 43615‐2100 Fax 419.407.9785 Administrative Office
Meeting Date: January 22, 2020
Agenda Item: Approval to Purchase Signage from Terrabilt Way Finding Systems
Prepared By: Joe Fausnaugh, Chief of Operations
DESCRIPTION:
At the October 2011 meeting, staff discussed the new Way Finding System that has been implemented across the Park District. At that time staff also discussed the reasons Terrabilt Way Finding System of Larchmont, New York, was identified as the only vendor capable of meeting the comprehensive requirements. Over the past eight years, staff have systematically installed this new signage system in our current parks and also in our new parks as they are developed. The park district regularly receives positive feedback from park users and other park professionals about the quality of our wayfinding and interpretive signage. In 2020 staff would like to continue this process, implementing signage updates at current parks within the District and also at new parks as they are established.
RECOMMENDATION:
Approve ratification of expense not–to‐exceed $300,000.00, which will include shipping and design from Terrabilt, a sole‐source provider.
Get Outside Yourself. Your Clean, Safe, Natural Metroparks Board Brief Revised 02/2016 39 METROPOLITAN PARK DISTRICT OF THE TOLEDO AREA
______offered and moved adoption of the following resolution:
RESOLUTION NO. 06‐20
APPROVAL TO PURCHASE SIGNAGE FROM TERRABILT WAY FINDING SYSTEMS
WHEREAS, Metroparks Toledo, on a periodic basis, requires the replacement of signage throughout the Park District, AND,
WHEREAS, Metroparks Toledo has identified Terrabilt Way Finding Systems of Larchmont, New York, as a sole source provider capable of meeting Metroparks’ comprehensive requirements for reasons including that its unique product is built from eighty percent plus (80%+) recycled content, uses a patented fastening system that is vandal resistant, provides added versatility by allowing individual signs to be replaced seasonally, and includes an industry leading warranty, AND,
WHEREAS, Metroparks has determined based on prior installations that this signage system is cost‐ effective and can be efficiently maintained and updated, AND,
WHEREAS, continued purchases and installations will provide consistency with trail‐related signage across the park system, which benefits park users, AND,
WHEREAS, the total cost for such signage purchases from Terrabilt Way Finding Systems in 2020 is anticipated not to exceed $300,000.00, NOW, THEREFORE,
BE IT RESOLVED, that the Board of Park Commissioners hereby approves and authorizes the purchase of signage for all parks within the Park District in an amount anticipated not to exceed $300,000.00 for 2020 from Terrabilt Way Finding Systems.
______seconded the motion and upon ______vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
CERTIFICATION
I hereby certify the foregoing to be a true and correct copy of a resolution duly adopted at the regular board meeting of the Metropolitan Park District of the Toledo Area held on January 22, 2020.
______David D. Zenk Executive Director Approved as to Form:
(David Smigelski) Attorney for the Board January 22, 2020
40
Board Brief
5100 West Central Avenue 419.407.9700 MetroparksToledo.com Toledo, Ohio 43615‐2100 Fax 419.407.9785 Administrative Office
Meeting Date: January 22, 2020
Agenda Item: Approval of Board Governance Policies; Revenue Policy and Partnership Policy
Prepared By: Carrie Alexander, Chief of Strategic Planning & Business Development
DESCRIPTION:
The Executive Director and Senior Management Team have prepared two new policies for consideration and adoption:
Board Policy #25 – Earned Revenue Policy Board Policy #26 – Partnership Policy
RECOMMENDATION:
That the Board approve the attached resolution adopting the Board Governance Policies.
Supplementary Materials Attached: Board Policies 25, 26, Partnership Evaluation
41
Board Policy
Board Policy #25
Earned Revenue Policy
Purpose
This policy establishes guidelines for evaluating earned revenue opportunities according to alignment with Metroparks Toledo’s mission; cost and pricing structure to ensure inclusivity while recovering costs; use of diversified revenue; and other factors.
Background
Metroparks Toledo maintains a commitment to operating clean, safe, natural places for public enjoyment. By and large, Metroparks operations are and will continue to be funded by tax income generated through operating levies.
Metroparks Toledo may, from time to time, charge fees for goods, services, and experiences that offer individual benefit and/or are of limited supply/capacity. Income from these sources provides non-tax, diversified funding, allowing for the addition and maintenance of amenities and experiences without increased taxpayer burden.
Metroparks Toledo and the Metroparks Toledo Foundation receive funds from sources other than local taxes and fees, such as: memberships, gifts, bequests, and grants. This policy does not address these funding sources.
Governing Principles
Metroparks Toledo will consider earned revenue that meets these criteria: Supports our mission and core principles of clean, safe, natural operations and experiences o Is non-consumptive and in no way undermines Board Policies #2: Acquisition of Parklands, #3: Use of Parklands, and #4: Stewardship of Parklands Represents an opportunity for park activation: offering new or enhanced experiences to drive park engagement and visitation diversity Does not interfere with or detract from existing park visitation Is accessible to all community members both physically and financially: inclusive, not exclusive Allows for a natural interaction that park visitors desire and expect Provide opportunities that derive benefit from occurring in the natural areas Metroparks steward Is authentic to the Metroparks Metroparks Toledo will not proceed if earned revenue scenarios could: Lead to unintentional exclusion of any community group(s) Pose a risk to the positive reputation of Metroparks Result in experiences or amenities that don’t align with or are not related to our mission and core principles
Page 29 of 33 42
Board Policy
Guiding Principles
1. User benefit and relative affordability
The level of benefit the user receives from experiences and amenities will affect how fees are set.
HIGHLY INDIVIDUAL benefit INDIVIDUAL / community benefit
COMMUNITY / individual benefit
COMMUNITY benefit
Community Benefit represents an opportunity available to all members of the general public. Supply/capacity is generally not limited. These are provided free of charge, such as trails and playgrounds.
Individual Benefit represents park amenities and experiences that provide educational, cultural, physical, and/or economic value to the individual user. They require staff planning and involvement. And, supply or usage may be limited by capacity. Examples include facility rentals, camps, intensive programs, purchased food or beverages, and merchandise. The costs of these experiences/amenities may be recovered through fees or direct sales. In the case of highly individual benefit and/or limited supply/capacity, these may be priced to produce revenue that exceeds costs which will be reinvested in park operations and/or amenities.
2. Inclusion
Metroparks will support continued accessibility for those unable to pay all or a portion of fees. The method of access will depend on the amenity/experience and may include: Reduced or waived fees Capacity set aside for community groups, schools, and clubs Grants, scholarships, and gifts that provide access to individuals or groups
Usual Procedures
1. Pricing Approach
In determining whether to charge a fee and the fee amount, Metroparks will generally consider the following: Determine the cost for amenities and experiences, including: o Direct cost (supplies)
Page 30 of 33 43
Board Policy
o Indirect cost (staff time, depreciation, etc.) Set prices based on: o Direct + indirect costs o Market value – Metroparks may set and/or vary the price of certain experiences and amenities depending on the market demand, supply/capacity, timing (such as higher prices during more desirable seasons/weekends), competitor pricing, and individual value provided o Fees may be adjusted based on the balance of community versus individual benefit, scaling up for increased individual benefit: . No fees . Nominal fee to recover partial costs . Fee to recover direct costs . Fee to recover all costs plus a profit Regularly re-evaluate alignment to Metroparks mission and core principles in making pricing determinations
2. Uses and benefits of non-tax revenue
Metroparks may allocate proceeds of earned revenue to defray operating costs, expand opportunities for user experiences, and generally support the ongoing mission of the organization, including: General operating revenue Directly offset the cost of the amenity/experience
Implemented:
Page 31 of 33 44
Board Policy
Board Policy #26
Partnership Policy
Purpose
Metroparks Toledo offers a diverse array of programs, experiences, and natural areas that provide park visitors a wide variety of opportunities to connect with nature. The organization intends to continue focusing on operating clean, safe, natural parks – while enhancing and diversifying the types of experiences available. To allow staff to maintain focus on core services as offerings are expanded, Metroparks may partner with third parties for services beyond our core areas of expertise.
The purpose of this Partnership Policy is to provide guidance to Metroparks for evaluating, entering into, and monitoring partnerships with third-party entities to deliver non-core services and experiences when doing so will enhance, augment, and/or deepen our ability to pursue and align with our mission.
Partnership Philosophy
Metroparks Toledo recognizes that developing mutually beneficial partnership with individuals, businesses, nonprofit organizations, private entities, public agencies, and community groups is a viable and appropriate way to increase the variety and quality of programs and experiences as well as make physical improvements to parks and facilities. Metroparks will consider partnership opportunities as they are brought forward and will actively pursue partnerships as deemed appropriate. Metroparks will evaluate these partnerships on an ongoing basis to assess effectiveness in supporting our core mission, achievement of desired outcomes, and provision of public benefits.
Metroparks Toledo will consider partnerships that meet these criteria:
Are lawful, meeting all city, county, state, and federal rules and regulations Align brands, mission, and vision with Metroparks’ mission and core principles of clean, safe, natural operations and experiences Are non-consumptive and in no way undermine Board Policies #2: Acquisition of Parklands, #3: Use of Parklands, and #4: Stewardship of Parklands Offer opportunities for park activation through new or enhanced experiences to drive engagement and visitation diversity Provide a source of financial benefit such as earned revenue, as outlined in Board Policy #x: Earned Revenue Metroparks Toledo will cautiously examine partnerships that:
Could lead to unintentional exclusion of any community group(s) Pose or could pose a risk to the positive reputation of Metroparks Don’t align with or are not directly related to Metroparks’ mission and vision Interfere with or detract from existing park visitation
Page 32 of 33 45
Board Policy
Responsibilities
Metroparks Toledo staff is responsible for partnership development, contracting, implementation, and operations.
Partners are responsible for delivering products and services as agreed to in the Partnership Agreement, and acting in such a way that upholds the mission, vision, and values of Metroparks Toledo.
Financial Implications
In cases where a Partner receives private gain (such as monetary profit) from the Partnership, a Partnership Agreement will be established that outlines business and remuneration terms. Generally these Partnership Agreements will establish rent, profit sharing, and/or other financial and operating arrangements. Partnership Agreements will be evaluated and renegotiated periodically. Metroparks Commissioners will approve all Partnership Agreements – new and renegotiated.
In cases where Metroparks Toledo earns revenue, the Earned Revenue Policy will apply.
Partnership Evaluation
1. Entering into Partnerships
Metroparks Staff, when considering entering into Partnership Agreements, shall: Consider partnership ideas that are brought to us Proactively reach out to potential partners who share a vision for the Partnership and Metroparks mission Follow a process to inform potential partners of the opportunity and to offer a meaningful opportunity to present proposals in a format that allows Metroparks to: o Complete a fair and full evaluation of the proposal o Make decisions and respond in a manner that is consistent with this policy Seek the input and, where appropriate, approval of the Metroparks Board of Commissioners If earned revenue is expected, draft the Partnership Agreement
2. Ongoing Evaluation of Partnerships
Metroparks will regularly evaluate Partnerships to ensure the partnerships:
Continue to provide value for the public, Metroparks, and the Partner Remain in compliance and adhere to Metroparks mission and values
Accordingly, Metroparks will adjust or terminate those partnerships that no longer meet these standards.
For Partnerships under Agreement, annual review should take place either near the anniversary date of the contract or at a time of year that is suitable to both parties. For other Partnerships, periodic review as needed or due to changes or problems will suffice; annual review is not required.
Implemented:
Page 33 of 33 46
Partnership Criteria and Assessment Checklist To best serve visitors, Metroparks Toledo may partner with third-party organizations to deliver experiences outside of our core services. Potential partners will be evaluated according to the following criteria. Partnership Proposal 1. Please describe in detail the proposed partnership approach, concept, and activity. Include scope of those you serve. a. Overview of program/services b. Expected participation/patrons c. Frequency/scale of program/experience d. Duration 2. Please list the Metropark and facility from which the Partnership would operate. 3. Please provide the following information (attachments are acceptable): a. Project design b. Letters of support c. Management plan d. Monitoring plan e. Insurance 4. Please complete a proposed partnership budget, including: a. Staffing requirements b. Funding sources c. Management capacity/approach d. Total project cost e. Estimated project revenue f. Proposed rent/profit sharing 5. Does Metroparks currently offer a program, service, or experience similar to your proposal? 6. Start-up timeline and estimated completion date 7. Does the partnership include additional parties? If so, please list and describe. 8. Please list partnership benefits a. To your organization b. To Metroparks Toledo c. To current park users d. To the general public 9. Please describe in detail what makes you uniquely qualified to provide the proposed service or activity. 10. What else is important to consider?
47
Partnership Entry Evaluation 1. Alignment with Metroparks mission, values, and policies. Does the proposed partnership: a. Support Metroparks’ mission and priorities? If yes, how? b. Assist Metroparks in achieving goals of the Future State Vision? c. Align with Board Policies, in particular: i. #2: Acquisition of Parklands ii. #3: Use of Parklands iii. #4: Stewardship of Parklands iv. #x: Earned Revenue
2. Benefits to Metroparks Toledo and the Public Will the proposed partnership: a. Increase public access to parks, facilities, programs, or experiences? b. Help meet the needs and interests of underserved and/or diverse populations; add new user groups? i. Increase variety of programs/services ii. Increase capacity that will expand access by diverse user groups c. Improve quality of programs/services? i. Physical improvements or added amenities? How will these be maintained? ii. Increase safety iii. Enhance quality of programs/services? d. Other benefits to the public and/or Metroparks?
3. Budget Considerations Does the proposed partnership: a. Provide a financial benefit to Metroparks? i. Bring in additional revenue ii. Potentially reduce operating, maintenance, or capital costs b. Align with the Capital Improvement plan? c. Use or enhance existing resources? d. Potentially increase or decrease Metroparks’ legal liability? If any responses to questions 1 – 3 above are unacceptable, then the partnership is deemed unviable. 4. Community Relations Does the proposed partnership: a. Have the potential for controversy? Why or why not? b. Have the potential of being perceived as commercialization of Metroparks without offsetting public benefits? Why or why not? c. Require a public comment process? If yes, how and by whom? How will public feedback be collected and measured? d. Require a marketing or communications plan? If yes, please describe. e. Have the potential for negative impact to the neighboring community(ies)? i. Increased traffic, noise, or reduced available parking/access f. Have the potential to adversely impact natural areas or result in significant change in use?
48
If the majority of responses to question 4 above are ‘yes,’ then the partnership is deemed unviable. 5. Other considerations Will this proposal require review and approval? a. If partnership agreement results in significant change of use or activity in a park, or significant commitment of Metroparks resources, it needs review by Metroparks Commissioners. b. If entering into a Partner Contract, requires legal review as well as Metroparks Commissioners approval.
Partnership Review Considerations 1. Benefits Did the partnership result in expected benefits to Metroparks Toledo and/or the public? a. Were the desired goals achieved? b. Are there positive measurable outcomes? c. Is there data to support outcome achievement? 2. Cost Benefit Did this partnership: a. Result in new earned revenue for Metroparks? b. Achieve revenue and expense reduction expectations? c. Result in added or decreased liability to Metroparks? 3. Community Relations a. Was there adequate marketing? b. Was there adequate public involvement? c. Was there public feedback, and if so, what did it tell us? d. Are the majority of users satisfied with the partnership? If the outcome of the partnership review is positive, issue a one-year extension or begin a long- term agreement.
49 METROPOLITAN PARK DISTRICT OF THE TOLEDO AREA
______offered and moved adoption of the following resolution:
RESOLUTION NO. 07‐20
APPROVAL OF BOARD GOVERNANCE POLICY; REVENUE POLICY
WHEREAS, the Executive Director and Senior Management Team have developed a new Board Governance Policy: Revenue Policy and recommend adoption of such policy, AND,
WHEREAS, the Board of Park Commissioners has reviewed the proposed attached policy and finds it to be appropriate and useful, NOW, THEREFORE,
BE IT RESOLVED, that the Board of Park Commissioners hereby approves adoption of the Revenue Policy as an addition to the Board Governance Policies.
______seconded the motion and upon ______vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
CERTIFICATION
I hereby certify the foregoing to be a true and correct copy of a resolution duly adopted at the regular board meeting of the Metropolitan Park District of the Toledo Area held on January 22, 2020.
______David D. Zenk Executive Director
Approved as to Form:
(David Smigelski) Attorney for the Board January 22, 2020
50 METROPOLITAN PARK DISTRICT OF THE TOLEDO AREA
______offered and moved adoption of the following resolution:
RESOLUTION NO. 08‐20
APPROVAL OF BOARD GOVERNANCE POLICY; PARTNERSHIP POLICY
WHEREAS, the Executive Director and Senior Management Team have developed a new Board Governance Policy: Partnership Policy and recommend adoption of such policy, AND,
WHEREAS, the Board of Park Commissioners has reviewed the proposed attached policy and finds it to be appropriate and useful, NOW, THEREFORE,
BE IT RESOLVED, that the Board of Park Commissioners hereby approves adoption of the Partnership Policy as an addition to the Board Governance Policies.
______seconded the motion and upon ______vote the resolution was declared duly adopted and recorded in the appendix to these minutes.
CERTIFICATION
I hereby certify the foregoing to be a true and correct copy of a resolution duly adopted at the regular board meeting of the Metropolitan Park District of the Toledo Area held on January 22, 2020.
______David D. Zenk Executive Director
Approved as to Form:
(David Smigelski) Attorney for the Board January 22, 2020
51