COMMISSIONERS: Andy Thomas, Chair Teddy Manos, Vice Chair Collin Bruner, Secretary-Treasurer Dale Aren Eduardo Curry Lisa King Mattese Lecque David Bennett, Executive Director Commission Update __________________________________________________________________________________ January 17, 2018 Commission Meeting – Monday, January 22, 2018 - CCPRC Headquarters at 5:30 pm Commission Meeting Agenda Highlights New Business: SCDNR Take One Make One (TOMO) Program Presentation: LCPL Mark Ferrell, a SCDNR representative, will give the Commission information on their current program. Action Items: There are three items that will require Commission action on Monday evening (supplemental information attached). Planning and Capital Projects Update: Kevin Bowie will give an overall update on the Planning and Captial Projects as well as the approved 5-Year Capital Improvements Plan Projects. Agency Highlight: Holiday Festival of Lghts Phil and Steve will give an update on the success of the 2017 Holiday Festival of Lights. Election of Officers The Commission will elect a Chair, Vice-Chair, and Secretary-Treasurer. The Chair will appoint two Commissioners to the Finance Committee and one Commissioner as The Parklands Foundation Liason. 861 Riverland Drive Charleston, South Carolina 29412 (843) 762-2172 FAX (843) 762-2683 1 CHARLESTON COUNTY PARK AND RECREATION COMMISSION REGULAR COMMISSION MEETING 861 RIVERLAND DRIVE, CHARLESTON, SC, 29412 MONDAY, JANUARY 22, 2018 AGENDA I. Call To Order And Welcome Thomas A. Introduction of Guests and Notification to Media II. Public Comments/Presentations Thomas III. Approval of Minutes Thomas A. (ACTION) Approval of December 18, 2017 Regular Commission Meeting Minutes IV. Old Business A. None V. New Business A. SCDNR Take One Make One (TOMO) Program Presentation Thomas B. Planning and Capital Projects Report Bowie C. Financial Report McManus a. (Action) Schroder Community Center Courts Renovations Contract b. (Action) McLeod Plantation Stabilization II Contract c. (Action) General Contractor New Waterpark Attraction Contract D. Agency Highlight: Holiday Festival of Lights Macchia/Hutton E. Election of Officers Thomas VI. Next Meeting A. Regular Commission Meeting, Monday, February 26, 2018, 5:30pm at CCPRC Headquarters, Charleston, SC UNAPPROVED MINUTES CHARLESTON COUNTY PARK & RECREATION COMMISSION REGULAR COMMISSION MEETING 861 RIVERLAND DRIVE, CHARLESTON, SC, 29412 MONDAY, DECEMBER 18, 2017 Commission Members Present: Mr. Andy Thomas, Mr. Teddy Manos, Mr. Collin Bruner, Ms. Dale Aren, Mr. Eduardo Curry, Ms. Lisa King, and Ms. Mattese Lecque Commission Members Absent: Staff Present: Mr. David Bennett, Mr. Kevin Bowie, Mr. Charlie McManus, Ms. Donna Gueldner, Ms. Gina Ellis- Strother, Ms. Jan Coulter, Ms. Julie Hensley, Mr. Phil Macchia, Ms. Patty Newshutz, Mr. Steve Hutton, Mr. Tommy Hale, Ms. Melissa Muse, Ms. Heather Newman, and Ms. Shanté Ellis Legal Counsel Present: Mr. Dwayne Green Guests Present: None I. Call to Order and Welcome A. Introduction of Guests and Notification to Media The Charleston County Park & Recreation Commission met on Monday, December 18, 2017 at the CCPRC Headquarters, Charleston, SC. Mr. Thomas, Chair, called the meeting to order and welcomed those in attendance. Mr. Thomas informed those present that notification of the meeting had been sent to the local news media and others requesting notification and asked that the record reflects the Commissioners present. II. Public Comments A. None III. Approval of Minutes A. (ACTION) Approval of minutes of November 20, 2017 Regular Commission Meeting Motion to approve the minutes of the November 20, 2017 Regular Commission Meeting was made by Ms. Lecque, seconded by Ms. Aren, and approved by the Commission. (#048-1718) IV. Old Business A. None V. New Business A. Planning and Capital Projects Report Mr. Bowie presented an update on the following Commission approved Capital Projects: o Upcoming RFPs expected to be presented for approval at the next Commission Meeting: . Waterpark Attractions at Whirlin’ Waters and Splash Zone Invitation for Bid Closes January 12, 2018 . McLeod Plantation Stabilization Request for Proposals due January 11, 2018 3 Regular Commission Meeting December 18, 2017 Page 2 of 4 o Pending Commission Approval: . Rural Pool Complex Town of Hollywood’s Infrastructure Request o In Progress . Johns Island County Park . Folly Beach County Park . Bulow County Park Mater Planning begins FY19-20 . Cooper River Marina . Rural Pool Complex RFP – Hollywood . Campground Restroom Renovations Mr. Manos asked for a copy of the assessment on the Cooper River Marina well in advance of the meeting to allow more review time. a) Executive Session: Contractual and Personnel Matters Motion to enter into Executive Session to discuss contractual and personnel matters was made by Ms. King, seconded by Ms. Lecque, and approved by the Commission. (#049-1718) Upon coming out of Executive Session, the Chair stated contractual and personnel matters were discussed. B. Financial Report Mr. McManus presented and reviewed the financial reports for the month of November; there were no further questions from the Commission. a. (ACTION) Town of Hollywood Water and Sewer Infrastructure Reimbursement Request Motion to reimburse the Town of Hollywood for water and sewer infrastructure through Carolina Contracting with a total cost reimbursement estimated to be $ 81,325.00 was made by Mr. Manos, seconded by Ms. Lecque, and approved by the Commission. (#050-1718) b. (ACTION) ExecuTime Time Clock Purchase Mr. Bruner asked about a mobile solution research. Ms. Muse noted that the research for mobile solutions was completed and based on geofencing capabilities that are being researched by ExecuTime. Mr. Manos asked for reasoning for needing to switch out. Mr. Bowie noted that the current time clocks won’t work with the new software. He also noted that the staff and ExecuTime have spent a number of hours discussing various approaches, but due to the varying employee types and the agency’s inability to dictate personal cell phone usage for agency business this was the recommended approach to ensure time/wage accuracy. Motion to purchase replacement time clocks in the amount of $95,000 from Tyler Technologies with funds coming from the General Agency IT Budget was made by Ms. Lecque, seconded by Ms. Aren, and approved by the Commission. Mr. Bruner abstained from the vote. (#051-1718) 4 Regular Commission Meeting December 18, 2017 Page 3 of 4 c. (ACTION) Computer Work Station Replacement Motion to purchase 55 workstations and laptops in the amount of $53,000 from Applied Data under SC State Contract with funding coming from the General Agency IT Budget was made by Ms. King, seconded by Mr. Curry, and approved by the Commission. (#052-1718) d. (ACTION) Reserve America Sole Source Procurement Motion to enter into a sole source contract with Reserve America for our Campground Reservation System with the funds coming from the approved IT budget for 2018 was made by Mr. Curry, seconded by Ms. Lecque, and approved by the Commission. (#053-1718) C. The Parklands Foundation Update Ms. King, The Parklands Foundation Commission Liaison, presented the following update to the Commission on the progress made by the Parklands Foundation: 2017 Overview Vision Review: o The Parklands Foundation of Charleston County has a vision to identify, develop, and sustain projects that actively encourage people to experience the Charleston County Park & Recreation Commission’s facilities, programs, and services for the benefit of living a healthier and safer lifestyle. Successes: o Pass it Forward 1. Clarified Purpose: PRC coordinates programs and the Pass it Forward will raise the funds and committee members will participate in the program (when desired). 2. SK8 Forward 3. Johns Island Lacrosse Program 4. Supper with Santa 5. Holiday Festival of Lights Sand Sculpture o Genesis 1. Started Construction of First Pool to be opened in spring/summer 2019 2. Swim For It 3. Plan 2018 Oyster Roast 4. Portable Pool Program o YTD Financial Overview 2018 Outlook Administration/Administrative Board o Transition to new Parkland Organization structure o Emphasize Committee Structure Pass It Forward o Continue with SK8 Forward o Continue with Lacrosse Program o Continue with Supper with Santa o Continue with Sand Sculpture Program o Finalize and Fund CCPRC Request List o Add an “interpretation” element to the scope of Pass It Forward Genesis Project 5 Regular Commission Meeting December 18, 2017 Page 4 of 4 o Expand Swim For It Program o Representation on Project team for Hollywood Pool o Plan the Pool Grand Opening Event for Spring of 2019 o Continue with the Portable Pool Program o Grow the number of Committee Members o Awareness – Awareness – Awareness Mr. Thomas discussed the procedure for having staff bring each piece of property to the Commission for consideration. Mr. Thomas asked the Commissioners consider potentially changing the procedure. Ms. King noted that she agreed with Mr. Thomas with the exception of property with water access. Mr. Manos noted that if the properties are not fiscally responsible then Commission could be put on notice or set up an on-site visit. Mr. Bennett noted that in the past, when the Commission gets a call about a property, they have been forwarded to the Executive Director and directed to the Planning Director. Mr. Bruner noted that it would be more consistent that the staff bring their property recommendations forward for Commission consideration.