9.21.15

GEORGETOWN -SCOTT COUNTY PARKS AND RECREATION
                                                                   
September 21, 2015
MEMBERS PRESENT:

Erik Flaig
Ben VanMeter
Bob Leonard
Tom Willett
Ursula McIntyre
D.T. Wells
Jamie Kumar
Russ Fendley

OTHERS PRESENT: Julie Wash, Donna Brandenburg, Bill Parker, Brook Miracle, Ed Maynard, Terry Smith, Kevin Kincaid, Jason Noffsinger, Gary Power, Dave Luttrell, Connie Stidham, Terri Wilkerson, Ryan Caudill, Sherri Nicholas, Terry Hopkins, Ben Brewer, Rand Marshall, Robin Allen

I.  CALL TO ORDER:
 
Chairman Russ Fendley called the September meeting of the Parks and Recreation Board to
order.
II.  READING OF THE MINUTES:
 
Russ asked if there were any corrections or additions to the minutes of the August Board meeting.  A motion was made by Jaime Kumar to approve the minutes .
 
Seconded by Tom Willett . 
The motion carried unanimously

III.  BOOKKEEPERS REPORT:
 
Donna reported that the balance on hand is $985,153.10 and last year’s balance at
this time was $808,237.11 . 

IV.  BILLS FOR APPROVAL:
 
Donna gave the Board a list of bills to be approved for payment.  A motion was made by Bob Leonard to approve the bills.  Seconded by Ursula McIntyre.  The motion carried unanimously.

V.  BUSINESS:

A. Baseball Appeal– Kevin Kincaid came to the Parks and Recreation Board to appeal his banning from coaching or serving on the SCYB Board for one year.  His offense was being involved / aware that there was a select team being formed before all stars had been selected.  This is prohibited according to the by-laws of the SCYB Board.   He explained his side of the story to the P & R Board including the fact that the SCYB by- laws state that violators are entitled to a hearing before the SCYB Board.  Mr. Kincaid stated that he did not have the opportunity to explain his side of the story to the SCYB Board.  He was called on the phone and told that he was banned for one year.  Terry Hopkins, President of the SCYB Board, told the P & R Board that he had met with Jason Mays, then Treasurer of the Board and Jason Noffsinger, then Vice President.  Jason had told the Executive Committee that Kevin Kincaid was in fact involved with forming the select team.  On that information the full SCYB Board voted to ban Mr. Kincaid.  The P & R Board agreed that Mr. Kincaid did not receive due process in the situation and he should have had the opportunity to have a hearing before the SCYB Board.  A motion was made by Ben VanMeter to overturn the suspension and have a hearing, with ample notice, before the SCYB Board.  Seconded by Tom Willett.  The motion carried unanimously.

B. David Luttrell – SFAC Concessions – Dave came to request from the Board some consideration in his contracted bid for SFAC concessions for this season.  He explained that the pool did not open until 8 days later than expected and that the weather had been rainy and gloomy much of the summer.  The Board.  The Board said that the weather is just what it is, they could not give any consideration for the weather.  A motion was made by Tom Willett to pro-rate Mr. Luttrell’s fee for the 8 days that the pool was not able to be opened at the beginning of the season.  Seconded by Bob Leonard.  The motion carried unanimously.  A motion was made by Jaime Kumar to extend the contract with Mr. Luttrell for the 2016 season.  Seconded by Bob Leonard.  The motion carried unanimously.

C. Brian Evans – Georgetown College Request – Brian did not attend the meeting

D. Super Sharks Lane Request Review – Terri Wilkerson gave the Board a proposed updated pool schedule with more times / lanes allowed for the Super Sharks swim team.  She also said that they are at max capacity now and can’t do anything else as far as adding any more time or lanes.  Sherri said that the contract would have to be changed to reflect the new schedule.  She suggested putting the contract in place until the end of the Super Shark season in March and then review it again to see how things are going on both ends. Connie Stidham told the Board that their group has been putting money aside to pay the Pavilion since 2011.  She said that there would be no problem going back to 2011 and paying the fees they owe.  A motion was made by Jaime Kumar to amend the contract, amend the schedule, figure back pay from 2011, and have the contract run from 9/28/15 through 4/1/16 to then review.  Seconded by Tom Willett.  The motion carried unanimously.

E. Sign Policy Update - Sherri gave the Board a copy of the current sign policy which states that there will be no signage in Scott County Park or Brooking Park.  Jamie Kumar reported that the SCHS Boosters would like to be able to put up signs to raise money for the club.  He said that the SCHS needs to be included or excluded in the policy.  A motion was made by Jaime Kumar to amend the policy to include signage at both parks pending approval from Judge Lusby.  Seconded by Erik Flaig.  The motion carried with D.T. Wells abstaining and Tom Willett voting against.

F. Marketing Request –

G. Marketing Report – Sherri gave the Board a list of things that the Marketing Committee has accomplished which includes the fast pass station set up at the Pavilion front door for annual pass holders to use during busy times, logos being painted at EDLC and SFAC, QR code, SWAG, brochures, among other things.

H. Leadership Scott County – Sherri told the Board that Leadership Scott County has chosen Royal Spring Park to do some projects such as picnic tables and benches.  Sherri is working with them.  She also said that there will be some signs put up about the parking there only being for park usage.  Some have been using that parking for nearby businesses.

I. Program / Pavilion Update – Robin reported that Ed Davis Learning Center attendance for August was 937.  Ed reported that they have been working with Feeding America to give back packs away to needy children with nonperishable foods enough to last them through the weekend when they can come back to school to receive a nutritious meal.  They will be distributing 100 back packs each Friday beginning on October 16.  Robin reported that the program attendance at the Pavilion for August was 1,877; regular attendance was 6,845.  Monthly income was $71,397.48; expenses were $81,613.00 for a monthly recovery rate of 87%.

Robin read a letter to the Board from the staff that basically said the staff was disappointed that the Board had decided to seek outside applicants for the Director position.  Staff believes that it undermines an in -house hiring policy designed to reward hard work, professional development, and experience.  She went on to say more of how the staff feels about Sherri and her leadership of the staff.  Russ told Robin that reading the letter was inappropriate.  He said that in the future that these things should be put on the agenda and not read during a Program Update.  And Robin so noted.  Bob Leonard said that he was glad to hear what the staff thinks, agreed on by Tom Willett.

Sherri told the Board that she spoke with Megan today and there have been 5 applicants chosen along with her to go through the interview process with the committee next week.  As she understands it the committee will narrow the outside 5 down to 3 and those 3 plus Sherri will come to the Board for an interview.  Russ said that he will follow up with Megan tomorrow and that there will probably have to be a special called meeting to do the interviews.  He will inform the Board when he has the schedule.

J. Maintenance Reports – Bill reported that they are preparing to begin winterizing SFAC in the next few weeks.  The Board suggested that Bill make a list of items that will be needing attention in the next few years as the building is 14 years old that things will begin to happen. Gary reported that his staff has been painting, trimming trees, and working on the property between the football field and Kroger.

Sherri reported that the comprehensive plan for the county is due to be updated.  She is working with Planning and Zoning to add that any land accepted by the City or County that is turned over to Parks and Recreation be usable land and not in a flood plain. She also said that there have not been any Year End Reports or full time evaluations done for several years and she is working to get those things back on track. Sherri told the Board that the KRPS Annual Conference will be co-hosted by Lexington and us this year and take place in Lexington.  Several events will be held here at the Pavilion.  She invited any Board member that wanted to attend to let her know so she can get them registered.

K. Closed Session – A motion was made by Ben VanMeter to go into closed session to discuss pending litigation.  Seconded by Bob Leonard.  The motion carried unanimously.

A motion was made by Bob Leonard to come out of closed session.  Seconded by Tom Willett.  The motion carried unanimously.
Russ Fendley reported that there was no action taken during closed session

ADJOURNMENT:
 
There being no further business to be brought to the Parks and Recreation Board, a motion was made by Jamie Kumar to adjourn.  Seconded by Tom Willett .