Page 1 of 77 353 East Hanover Avenue | P.O. Box 1295 | Morristown, New Jersey 07962-1295 Telephone: 973.326.7600 | Fax: 973.644.2726 | TTY Relay: 7-1-1 www.morrisparks.net THE MORRIS COUNTY PARK COMMISSION DISTRIBUTION OF PARK COMMISSION MEETING MINUTES SEPTEMBER 23, 2013 1. President John R. Sette 2. Vice President Betty Cass‐Schmidt 3. Commissioner Julie C. Baron 4. Commissioner Stuart Lasser 5. Commissioner Philip T. Santiago 6. Commissioner Judith Schleicher 7. Commissioner Richard Seabury, III 8. Commissioner Barbara Shepard 9. Commissioner Kim M. Wentworth 10. Executive Director David D. Helmer 11. Freeholder Liaison Douglas R. Cabana 12. File – 2 Page 2 of 77 THE MORRIS COUNTY PARK COMMISSION 353 East Hanover Avenue Morristown, New Jersey President Sette called to order the seven hundredth and ninety‐second meeting of the Morris County Park Commission at 7:30 p.m. on September 23, 2013, in the Park Commission Board Room at The Frelinghuysen Arboretum, 353 East Hanover Avenue, Morris Township, New Jersey. Executive Director Helmer then read the following notice: PURSUANT TO N.J.S.A. 10:4‐6 et seq., adequate notice of this meeting held at 7:30 p.m. on the 23rd day of September 2013, has been provided by publication in the Daily Record and The Star‐Ledger, by posting of said notice in the Administration Building of the Morris County Park Commission, on the Morris County Park Commission website, and at the County Courthouse, and by filing a copy of the same with the Morris County Clerk. ROLL CALL The following were present: President John R. Sette Commissioner Julie C. Baron Vice President Betty Cass‐Schmidt Commissioner Judith Schleicher Executive Director David D. Helmer Commissioner Richard Seabury, III Deputy Executive Director Richard Vitale Commissioner Barbara Shepard Park Counsel John Suminski Commissioner Kim Wentworth (via phone) Treasurer Glenn Roe Freeholder Liaison Douglas R. Cabana Representatives from the Jerzey Derby Brigade roller derby team were present for a portion of the meeting and presented the Park Commission with a check for $1,000.00. SALUTE TO THE FLAG President Sette led those present in the salute to the flag. APPROVAL OF MINUTES Commissioner Baron moved to accept the minutes of the July 22, 2013, regular Park Commission meeting. The motion was seconded by Commissioner Wentworth and unanimously approved by roll call vote. HEARING OF CITIZENS There were no citizens in attendance. 1 Page 3 of 77 LIST OF BILLS Vice President Cass‐Schmidt recommended the payment of bills for the months of August and September 2013, totaling $5,943,498.29. The motion was seconded by Commissioner Shepard and unanimously approved by roll call vote. (Attachment No. 1) President Sette announced that the report of the Promotion and Business Activities Committee would be reviewed prior to the Finance and Budget Committee’s because Commissioner Baron had to depart early. PROMOTION AND BUSINESS ACTIVITIES COMMITTEE Commissioner Julie C. Baron, Chair PRESENT: Commissioner Julie C. Baron, Chair Assistant Deputy Director Lanza Executive Director David D. Helmer Manager of Recreation Biase Deputy Executive Director Richard Vitale Manager of Marketing and Communications Wnek Recreation ‐ Acknowledging that the new website re‐design, development, and implementation is on schedule, and Park Commission staff will begin submitting divisional and programmatic page information to Manager of Recreation Biase in the next few weeks. There are five phases to the project including post‐launch evaluation and the project is currently in the middle of the third phase, which is about five weeks into the 16‐week schedule. ‐ Noting the status of the installation schedule for the artificial turf fields at Central Park of Morris County, and that the Snack Bar/Restroom Building will most likely be constructed first, then the fields will be installed, with a contracted completion date of approximately January 6, 2014. The installation of the four artificial turf fields will take an estimated 60 days. ‐ Noting that the 5‐year drawdown of Lake Hopatcong will begin shortly and the Lake Hopatcong Foundation is promoting a Lake‐wide Community Clean Up event on Saturday, November 9, 2013, from 8:00 a.m. to 12:00 noon. The Park Commission and the MCMUA will be partnering on cleaning the Lee’s County Park Marina lake‐front area. The MCMUA will be provided a dumpster(s). ‐ Executive Director Helmer received correspondence from Mr. Lee regarding some concerns he had with the operations of the Marina, primarily related to parking, cash collections, etc. He expressed that he had some the same issues when he was operating the Marina. The Marina has experienced a significant turnover of supervisory staff over the last five years. ‐ Recommending that the Park Commission contribute $8,000.00 towards the cost of the $28,000.00 Feasibility Study of the Lee’s County Park Marina Pavilion that the Lake 2 Page 4 of 77 Hopatcong Foundation is funding. Three proposals were received by the Foundation for the study, and the recommendation of the Foundation and Park Commission staff is that HMR Architects of Princeton, New Jersey, be awarded the contract by the Foundation. ‐ Being apprised that the Mountain Lakes Rowing Club will not be allowed to use the bottom of the Lee’s County Marina Pavilion for anything other than storage due to issues brought up by the Morris County Fire Marshall. The Committee felt that no significant alterations or improvement should be made to the structure to accommodate for any other use until the Lake Hopatcong Foundation’s funded feasibility study for the Pavilion is completed. ‐ Acknowledging the plaque given by the Saffin Pond Swim Team, thanking the Park Commission for its support and the use of Saffin Pond at Mahlon Dickerson Reservation. ‐ Reviewing and recommending approval of the proposed Athletic Field Allocation policy that will replace the three current policies (softball and soccer fields and kickball allocations). This policy will have its first public review at the September 23, 2013 Park Commission meeting and formally approved at the October 28, 2013 Park Commission meeting. (Attachment No. 2) ‐ Denying a refund request for a July 28, 2013, picnic at Sunrise Lake, Lewis Morris County Park, and offering three one‐day family beach passes instead. The weather that day although somewhat inclement did not necessitate the closure of the beach that stayed open until 3:45 p.m. and the permit holder was offered two dates to reschedule even though the event rescheduling policy is for the Park Commission to be notified 48 hours in advance of the scheduled event date. ‐ Denying a Special Event fee waiver to the Hudson Valley Orienteering group for their special event on October 20, 2013, at Silas Condict County Park. The group is charging a fee to participants in the program, and is requesting use of an area that would prohibit use by the general public. ‐ Agreeing that the fee waiver request for the Long Valley Garden Club for its hike on October 20, 2013, is not necessary. This is not a special event, this is just a hike; therefore, there is no fee but a permit should still be processed so that staff and Park Police are aware of the activity. ‐ Acknowledging the status of the Go Ape Ropes Course project at Lewis Morris County Park and that the two remaining issues to be addressed by New Jersey Department of Community Affairs – Bureau of Codes Services for the Carnival and Amusement Ride Safety Program are the supervision ratio and the breaking mechanism. Go Ape continues to plan on having the Ropes Course operational in the spring of 2014. ‐ Noting the key areas on the Marketing and Communications Report and the New Jersey Greener Productions will begin filming again at various Park Commission facilities this fall. 3 Page 5 of 77 ‐ Agreeing to let staff submit their recommendations for the 2013 NJRPA Design Awards. Commissioner Baron moved to accept the report of the Promotion and Business Activities Committee. The motion was seconded by Commissioner Shepard and unanimously approved by voice vote. Commissioner Baron departed the meeting. FINANCE AND BUDGET COMMITTEE September 23, 2013 Vice President Betty Cass‐Schmidt, Chair PRESENT: Vice President Cass‐Schmidt, Chair Executive Director David D. Helmer President John R. Sette Deputy Executive Director Richard Vitale Commissioner Stuart Lasser Commissioner Barbara Shepard Park Counsel John Suminski Treasurer Glenn Roe The Committee reviewed and confirmed approval of the August and September, 2013 List of Bills consisting of Operating Bills in the amount of $273,652.99; Prepaid Expenditures totaling $4,235,069.99; including five payrolls totaling $2,862,706.21; Park Capital $ 811,053.02; Morris County Park Improvement Trust $566,636.90; Park Trust $17,463.15; and Grant Fund expenditures of $39,622.24; for a total of $5,943,498.29. The Committee also recommended approval of Morris County Capital bills in the amount of $170,569.17. The Committee recommended authorization of the award, extension and rejection of contracts contained in the Resolutions presented for approval at the Park Commission meeting, and the adoption of the following Resolutions No. 129-13 through No. 142 -13. Resolution No. Description No. 127-13 Places the Park Commission in Executive Session pursuant to the pertinent provisions of the Open Public Meetings Act. No. 128-13 Adopts Resolution No. 129-13 through No. 142-13 No. 129-13 Confirms the actions of the Director of Finance and the Treasurer in voiding the checks listed in the Resolution. No. 130-13 Advises the Commission that a tax lien has been filed against Grinnell Recycling and authorizes the Morris County Park Commission to process payments as listed in the resolution. No. 131-13 Advises the Commission of the shared services agreement with the 4 Page 6 of 77 Resolution No.