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 __________________________________________________________________________________ July 11, 2018 Commission Meeting – Monday, July 16, 2018 - CCPRC Headquarters at 5:30 pm Commission Meeting Agenda Highlights Old Business: None New Business: Planning and Capital Projects Update: Kevin Bowie will give an overall update on the Planning and Capital Projects as well as the approved 5-Year Capital Improvements Plan Projects. Action Items: Four items will require Commission action on Monday evening (supplemental information attached). Special Commission Highlight: Right after normal business is concluded, we will journey next door to JICP to introduce you to the new Rain Forest Water Feature that recently opened to the public at Splash Zone. Gina will be ready to take pictures of the Commission. A news release is being prepared and will be sent to the media immediately following Monday night’s meeting. 1 CHARLESTON COUNTY PARK AND RECREATION COMMISSION REGULAR COMMISSION MEETING 861 RIVERLAND DRIVE, CHARLESTON, SC, 29412 MONDAY, JULY 16, 2018 AGENDA I. Call To Order And Welcome Thomas A. Introduction of Guests and Notification to Media II. Public Comments/Presentations Thomas A. Public Comments III. Approval of Minutes Thomas A. (ACTION) Approval of June 18, 2018 Regular Commission Meeting Minutes IV. Old Business A. None V. New Business A. Planning and Capital Projects Report Bowie B. Financial Report McManus a. (ACTION) Motorola Radio Purchase b. (ACTION) Consultant Services for James Island County Park Fishing Dock Replacement c. (ACTION) Change Order Approval for Master Planning Services for Cooper River Marina C. (ACTION) Agency Rules and Regulations Review and Approvals Bowie D. Commission Highlight: Splash Zone New Feature Staff VI. Next Meeting A. Regular Commission Meeting, Monday, August 20, 2018, 5:30pm at CCPRC Headquarters, Charleston, SC 2 UNAPPROVED MINUTES CHARLESTON COUNTY PARK & RECREATION COMMISSION REGULAR COMMISSION MEETING 861 RIVERLAND DRIVE, CHARLESTON, SC, 29412 MONDAY, JUNE 18, 2018 Commission Members Present: Mr. Andy Thomas, Mr. Teddy Manos, Mr. Collin Bruner, Ms. Dale Aren, Ms. Lisa King, and Ms. Mattese Lecque Commission Members Absent: Mr. Eduardo Curry Staff Present: Mr. David Bennett, Mr. Kevin Bowie, Mr. Charlie McManus, Ms. Donna Gueldner, Mr. Greg Elliott, Ms. Jan Coulter, Mr. Tommy Hale, Ms. Carol Gethers, Ms. Susie Goudy, Ms. Carolyn Thames, Mr. Mark Madden, and Ms. Shanté Ellis Summer Interns: Sydney Harring (Clemson– JICP), Zack Russell (North Carolina State University – WCP), Samantha Colgate (Georgia Southern University – JICP), Cameron Talavera (East Carolina University – PICP), and Mary Ashton Wattson (Clemson – Marketing) 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, June 18, 2018 at the CCPRC Headquarters, Charleston, SC. Mr. Thomas, Meeting Chair, called the meeting to order and welcomed those in attendance. Mr. Thomas informed those present that notification of the meeting was sent to the local news media and others requesting notification and asked that the record reflects the Commissioners present. II. Public Comments A. None B. Employee Retirement Acknowledgement Mr. Thomas noted that this meeting is a unique meeting where the Commission will acknowledge staff that deserve to be recognized. Mr. Bennett noted that he requested the Chair’s permission to recognize the agency’s retirees in a new way. After getting David’s confirmation that the agency would be ok, Mr. Thomas gave him the green light to pursue. He noted that since there were quite a few retirees leaving at the same time he asked Mr. Thomas to start a new tradition for those retiring with 20 or more years with PRC. He noted that seven staff with over 196 years on institutional knowledge will retire. Bea Billingsley – Marketing Services Coordinator – Marketing Division – 25 years Susie Goudy – Assistant Director of Recreation – Recreation Division – 26 years Carol Gethers – Executive Administrative Support Associate – Executive Division – 28 years Carolyn Thames – Staff Accountant – Finance Division – 28 years Julie Hensley – Director of Planning and Resource Management – Planning Division – 28 years Tracey Moser – Marketing Manager – Marketing Division – 28 years Donna Gueldner – Chief Operating Officer – Executive Division – 33 years 3 Each retiree received a plaque from the Commission via Mr. Thomas and a photo was taken by Human Resource Director Jan Coulter. Mr. Bennett introduced Mark Madden as the new Assistant Director of Recreation, Greg Elliott as the new Director of Parks, and Phil Macchia as the new Chief Operating Officer. III. Approval of Minutes A. (ACTION) Approval of minutes of May 21, 2018 Regular Commission Meeting Motion to approve the minutes of the May 21, 2018 Regular Commission Meeting was made by Mr. Bruner, seconded by Ms. Lecque, and approved by the Commission. (#080-1718) 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: Current Request for Proposal (RFP): o Engineering Consulting Service for the replacement of the James Island County Park Fishing Dock (Closed 5/28/2018) . Staff are negotiating with the firm with the best overall proposal. o Engineering Consulting Service for replacement of the Folly Beach Fishing Pier (Closes 6/28/2018) o Whirlin Waters Invitation for Bid for a general contractor for the new attraction (Closes 8/7/2018) o Stono River County Park Phase 1 construction contract should be advertised in 30 days. o Wannamaker County Park “Bark City” Dog Park construction should be advertised within 60 days. Completed Capital Projects: o Old Towne Creek County Park (August 2017) o Mullet Hall Stable Repairs (January 2018) o Schroder Community Center Dugouts Covers (January 2018) o Palmetto Islands Boardwalk Replacements (February 2018) o Cooper River Marina – Assessment Study (April 2018) o Folly Beach Fishing Pier – Piling Encapsulations (April 2018) o JICP Campground Bath House Renovations (April 2018) o JICP SZ Water Fall Painted (April 2018) o Schroder Community Center Court Renovations (May 2018) o Folly Beach County Park Sand Monitoring (June 2018) o McLeod Plantation – Stabilization II (June 2018) Ongoing Capital Projects: o FBCP – New Dunes House o FBFP – Replacement o CRM – Master Plan 4 o JICP – Splash Zone Attraction o WCP – Whirlin’ Waters Attraction o Rural Recreation – Hollywood Pool Complex o IOPCP – Shade Shelters o BWP – Gatehouse and Boardwalk Replacement o JICP – Fishing Dock Replacement o JOICP – Entry Drive Improvements o Stono River County Park – Construction o Old Towne County Park – Construction o WCP – Dog Park Construction o McLeod Plantation Stabilization o Splash Zone Attraction o Meggett (Harmony Hall Tract) . Opens to the public in July o Johns Island County Park o Carter Property Needs Assessment (1.91 Acres) . Additional boat landing parking . The Commission reviewed the recommendations of the 2007 SC Five Coastal County Boat Ramp Study, compared county population estimates, # of registered vessels (for every 10 citizens there’s a boat), and # of spots currently available (possible 733 spots with creative parking). Property could potentially offer 40-50 additional spots. Staff recommendation: Look at grant opportunities to acquire the property o County Water Recreation Funding (Gas Tax) o Wildlife & Sport Fish Restoration Program Conduct an appraisal if necessary to the overall process . Commission favored continued pursuit. B. Financial Report Mr. McManus presented and reviewed the financial reports for the month of April; there were no further questions from the Commission. a. Audit Notification Mr. McManus presented an acknowledgment letter from Greene, Finney and Horton regarding the role of the Commission and staff during the 2017-18 process. Mr. McManus noted a decrease in the audit fee of $18,000 due to increased efficiencies due to the new MUNIS software. b. 2019 Budget Update Mr. McManus noted the 2019 budget passed its second reading at County Council. c. (ACTION) Copier Services Contract Approval Motion to approval to award copier services under the NASPO Cooperative Agreement to Konica Minolta Business Solutions U.S.A. Inc., for a five-year lease period for a yearly total 5 of $39,108.00 with the funds coming from the General Agency GL Line: 11102700 82430 0000 was made by Ms. King, seconded by Mr. Manos, and approved by the Commission. (#081-1718) d. (ACTION) Janitorial Services Contract Approval Motion to enter into a contract with Cleaning Sensations, LLC in the amount of not to exceed $18,900.00 for base year, with option to renew for two one year options with the funds coming from the approved General Agency Operating budget was made by Mr. Bruner, seconded by Mr. Manos, and approved by the Commission. (#082-1718) C. (ACTION) Agency Policies Review and Approvals Motion to modify the Executive Director’s donation approval threshold in paragraph five of Policy 002 from $25,000 to "Those totaling less than $5,000 will be accepted only by approval of the Executive Director and more than $5,000 will be accepted only by approval of the Commission." was made by