COMMISSIONERS: Benjy Cooke, Chair Lisa King Mattese Lecque, Vice Chair Wesley Lybrand Andy Thomas, Secretary-Treasurer Ravi Sanyal Tom O’Rourke, Executive Director Commission Update __________________________________________________________________________________ February 19, 2014 Commission Meeting – Monday, February 24th, 2014, 10:00am. – Bulow Plantation Commission Retreat Please NOTE : The retreat will start at 10:00am and will be completed prior to 2:00. Lunch will be served. Please NOTE: The location for the retreat is Bulow Plantation. Directions: Take US 17 South, At the Redtop area of Town, HUGHS RD. is on the right side of the road traveling south. (At the convenient store where Dodges Chicken is sold.) Go about 2 miles down the road and you will see Bulow Plantation on the right. If you are having trouble finding it, call my cell number 843-345-3915 Retreat Agenda: You will see on the agenda that we will be discussion some regular business items. We will need some time in Executive Session to discuss our contractual and legal issues with our repairs at the Folly Pier. We also will talk about the College of Charleston Lease at the property next to James Island County Park and Gina will be going over our exciting new “Branding” initiative for the agency. Most of the retreat will focus on the Agency Financial situation, the buget, and more efficient reporting of our information. 861 Riverland Drive Charleston, South Carolina 29412 (843) 762-2172 FAX (843) 762-2683 CHARLESTON COUNTY PARK AND RECREATION COMMISSION LAKE HOUSE AT BULOW REGULAR COMMISSION MEETING MONDAY, FEBRUARY 24, 2014 AGENDA I. Call To Order And Welcome Cooke A. Introduction of Guests and Notification to Media II. Public Comments III. Approval of Minutes Cooke A. (ACTION) Approval of minutes of January 27, 2014 Regular Commission Meeting IV. Old Business V. New Business A. Administrative Services Report Bowie 1. Status Report 2. (ACTION) Purchase of Ice Cream products, equipment, maintenance and services-RFP B. Branding Ellis-Strother C. College of Charleston lease O’Rourke D. Budget and Reporting Discussion O’Rourke & Staff VI. Next Meeting A. Regular Commission Meeting, Monday, March 17, 2014, 5:30pm at CCPRC Headquarters, 861 Riverland Drive UNAPPROVED MINUTES OF THE CHARLESTON COUNTY PARK AND RECREATION COMMISSION HEADQUARTERS BOARD ROOM, 861 RIVERLAND DRIVE, CHARLESTON, SC REGULAR COMMISSION MEETING MONDAY, JANUARY 27, 2014 Commission Members Present: Mr. Benjy Cooke, Chair, Mr. Ravi Sanyal, Ms. Mattese Lecque, Mr. Andy Thomas, Ms. Lisa King, Mr. Wes Lybrand Commission Members Absent: Staff Present: Mr. Tom O’Rourke, Ms. Donna Gueldner, Mr. Kevin Bowie, Ms. Jan Coulter, Mr. Steve Hutton, Mr. David Chappell, Ms. Gina Ellis-Strother, Mr. Tommy Hale, Ms. Julie Hensley, Mr. Michael Bradley, Ms. Jeanne Lange and Mrs. Pam Ragland Guests Present: Mr. Teddy Manos; Ken Meadows and Emily Sobjak, Greene, Finney & Horton Legal Counsel Present: Mr. Dwayne Green I. Call To Order and Welcome A. Introduction of Guests and Notification to Media The Charleston County Park and Recreation Commission met on Monday, January 27, 2014 at CCPRC Headquarters, Charleston, SC. Mr. Cooke called the meeting to order and welcomed those in attendance. Mr. Cooke informed those present that notification of the meeting had been sent to the local news media and other requesting notification and asked that the record reflect the Commissioners present. II. Public Comments There were no public comments at this meeting. III. Approval of Minutes A. (ACTION) Approval of minutes of December 16, 2013 Regular Commission Meeting Motion to approve minutes of December 16, 2013 Regular Commission Meeting was made by Mr. Sanyal, seconded by Ms. Lecque, and approved by the Commission. (#041-1314) IV. Old Business There was no Old Business discussed at this meeting. V. New Business A. Administrative Services Report 1. Status Report Mr. Bowie reported on the Checks in Excess of $7500, stating that many of the Regular Commission Meeting January 27, 2014 Page 2 of 4 checks were consolidating cash to BBT and moving to Wells Fargo. Mr. Thomas asked about the purchase of Asset Core, and Mr. Bowie explained that this is software that manages IT equipment. Mr. Hale reported on the combined and governmental statements. Ms. King and Mr. Thomas asked for further information regarding the enterprise funds statements. Mr. O’Rourke responded that this would be covered for Commissioners at a later date as it relates to the budget. 2. (ACTION) Beer and Wine Products, Equipment and Services RFP Approval Mr. Bowie reported that a Request for Proposal was issued and publically advertised for purchase of beer and wine products, equipment and services for a base year with two (one) year options and that one firm responded. Motion to approve entering into a two year contract with Southern Eagle Distributing to provide beer and wine resale products, equipment, services and sponsorship opportunities to the Commission with the funds coming from the appropriate operating budget, was made by Mr. Sanyal, seconded by Ms. Lecque, and approved by the Commission. (#042-1314) 3. (ACTION) Catering Services RFP Approval Mr. Bowie reported that a Request for Proposal was issued and publically advertised for catering services for a base year with two (one) year options, and that two firms responded. Motion to approve entering into a contract with The Caterer with the funds coming from the appropriate operating budget and future appropriations of the Commission, was made by Ms. Lecque, seconded by Mr. Sanyal, and approved by the Commission. #043-1314) 4. (ACTION) Old Towne Creek County Park Rain Hut Roof Repair Contract Approval Mr. Bowie reported that an invitation for bid was issued and publically advertised for Old Towne Creek County Park Rain Hut Roof Repairs, that two firms responded, that Treat and Woodman, LLC, submitted a bid of $37,130.00, and that they proposed a small business enterprise goal of 100%. Motion to approve entering into a contract with Treat and Woodman, LLC, with allowances for estimated quantities of additional repair work if needed and inclusion of the Add Alternate for a standing seam metal roof for a total of $37,130.00 with the funds coming from the approved CIP budget, was made by Mr. Sanyal, seconded by Ms. Lecque, and approved by the Commission. (#044-1314) Regular Commission Meeting January 27, 2014 Page 3 of 4 B. Election of Officers Mr. Cooke opened the floor for nominations for office. Chair: Motion to nominate Benjy Cooke for the office of Chair was made by Andy Thomas, seconded by Lisa King, and there being no other nominations, Benjy Cooke was elected by acclimation. (#045-1213) Vice Chair: Motion to nominate Mattese Lecque for the office of Chair was made by Ravi Sanyal, seconded by Lisa King, and there being no other nominations, Mattese Lecque was elected by acclimation. (#046-1213) Secretary-Treasurer: Motion to nominate Andy Thomas for the office of Chair was made by Lisa King, seconded by Ravi Sanyal, and there being no other nominations, Andy Thomas was elected by acclimation. (#047-1213) C. McLeod Plantation Update Mr. Chappell reported that the agency is underway with necessary paperwork, permits, etc., and that bids would be brought to the February Commission meeting for approval. D. Accreditation Report Ms. Ragland reported that the Self Assessment Report was submitted on January 17 and that Commissioners received the report (without attachments) in their meeting packets. E. Audit Report Presentation Mr. Meadows presented the audit report for 2013, stating that they had issued an unmodified opinion on the audit, that there were no written management letter findings, and that the Commission was in good financial shape. The Commission thanked Mr. Meadows, his staff and the CCPRC staff for their work on the audit. F. Parklands Foundation Mr. O’Rourke reported that the foundation bylaws require between seven and eleven directors, and that it currently had six. Motion to appoint Will Taylor to the Parklands Foundation Board of Directors was made by Mr. Sanyal, seconded by Mr. Thomas, and approved by the Commission. (#048-1314) Regular Commission Meeting January 27, 2014 Page 4 of 4 G. Executive Session – Personnel Matter Motion to enter into Executive Session for the purpose of discussing a personnel issue was made by Mr. Sanyal, seconded by Ms. King, and approved by the Commission. (#049-1314) Motion to authorize Mr. Dwayne Green to negotiate with a former employee for an amount not to exceed six months’ salary was made by Ms. King, seconded by Ms. Lecque, and approved by the Commission. (#050-1314) VI. Next Meeting A. Staff Commission Annual Banquet, Friday, February 21, 2014, Founders Hall B. Regular Commission Meeting, Monday, February 24, 2014, 5:30pm at CCPRC Headquarters, 861 Riverland Drive There being no further business, the meeting adjourned at 7:00 pm. Respectfully submitted, Benjy Cooke, Chair Pam Ragland, Administrative Manager Attendance and Web and Attendance — Partnerships, Promotions & Sales Promotions Partnerships, Stats SERVICES In the News In Perspectives Public PARK & RECREATION RECREATION & PARK January 3 2 1 Bulow is closed in January for maintenace for Bulow is closedJanuary in C&C HFOL,Includesattendance. and waterpark, Includes attendance. waterpark Attendance Attendance Attendance 2013 vs 2014 2014 vs 2013 2014 vs 2013 Occupancy Occupancy Occupancy Jan 2014 Jan 2013 Jan 2012 Jan 2014 Jan 2014 Jan 2013 Jan 2012 Jan 2013 Jan 2012 Vehicles Vehicles