October 17, 2016


MEMBERS PRESENT:          Ben Van Meter                      Ursula McIntyre

                                                DT Wells                                 Jaime Kumar         

                                                Mary Singer                            Tom Willett

                                                Kenna Portwood                   Erik Flaig

                                                Russ Fendley


OTHERS PRESENT:              Sherri Nicholas                      Terri Wilkerson                      

                                                Robin Allen                            Rand Marshall

                                                Julie Wash                              Mary Franey

                                                Vicki Miller                             Gary Power


I.  CALL TO ORDER:  Ben Van Meter called October 2016 meeting of the Parks and Recreation Board to order.  Ben changed the order of the meeting to have Business C moved to Business A.

II. APPROVAL OF THE MINUTES:    A motion was made by Tom Willett to accept the minutes of the September 2016 meeting, second by Erik Flaig.  The motion carried unanimously.

III.  BOOKKEEPERS REPORT:  Julie reported that the balance on hand is $1,168,009.85.  The balance on hand this date last year was $1,003,443.00 

IV.  BILLS FOR APPROVAL:  Julie gave the Board a list of bills to be approved for payment.  A motion was made by Russ Fendley to approve the bills, second by Tom Willett.  The motion carried unanimously.



  1. Executive Session -  To discuss personnel issues potential appointment and possible disciplinary action.  Russ Fendley motioned to go into executive session for those reasons, Tom Willett second. The motion carried unanimously.  No action was taken in Executive session.

*Before discussing FLSA Tom Willett made a motion to hire Robin Allen as Assistant Director of Georgetown Scott Co. Parks and Recreation at her current salary, Mary Singer second.  The motioned carried unanimously.  


  1. FLSA -   Sherri Nicholas presented more information on the current salaries, comp time, overtime.  Job descriptions and charts were provided to show earned and used time.   The financial impact of complying with FLSA has been accounted for in the current budget.  Ben questioned if the comp time policy could be changed.  Rand Marshall replied that Parks could change the policy if needed.  Terri Wilkerson stated that it would be disheartening to employees not to be compensated for the numerous hours worked especially in the high season.  Mary Singer stated that any changes would need to be fair and managed properly.   Mary also stated that comp time typically starts at a 40-hour week.   Kenna Portwood made a recommendation to manage comp time differently and to not earn comp time until 40 hours were met.   Sherri stated that Parks department is different due to the hours our facilities are open.  There are always issues at the different parks, multiple facilities, issues with youth sports, various meetings and we are on call 24/7.  Russ inquired what would be the budgetary impact by the options presented, this information is included in the packet presented by Sherri. Russ would like to hear how other Parks are handling the new rules.  Sherri stated that comp time is a separate issue than FLSA.  December 1st is when the new FLSA rules go in to effect and that Andrea from KLC would be available to discuss what other agencies are doing, but everyone agreed no need for Andrea to present at next meeting.   Mary stated keep 35-hour work week and start comp time at 40 hours.  Sherri will email the matrix with the 5 options suggested to comply with FLSA rules previously presented to the Board.    Everyone agreed to look at the options so that a decision could be made at the next Board meeting.



  2. Advertising -  Sherri presented a sheet with a jumping off point for our advertising packages.  It included suggestions to get started.  Internal Guidelines, Limited Spots subject to our approval, Disclaimers.  The next step will be to build on the proposal which will be discussed at the next Marketing meeting on the last Wednesday of the month a 4:00pm.  DT Wells has a document to share with a structured example of some corporate sponsorships.   Sherri invited everyone to share if they have some examples for the advertising packages.


  3. Directors Report -  $46,000.00 is the total current vandalism report, which included the old Suffoletta pool building.  The usual average loss is about $800.00 a month.  As requested everyone is clocking out for their lunch breaks. 


  4. Pavilion/Program Report-  Robin Allen reported 3,624 Pavilion Program Attendance, 9,723 Total Pavilion Attendance.  Pavilion is at 93% recovery rate.   Ed Davis had 409 in Attendance. 



  5. Maintenance Reports –   Gary Power reported a new split rail fence was installed at Royal Spring Park. The department is still mulching.  They have built items to be used for the Haunted Swamp.  Soccer, Football and all the youth leagues are going good.  We used the Fire Department ladder to replace some lights.




VI.  ADJOURNMENT:  There being no further business to be brought to the Parks and Recreation Board, a motion was made by Russ Fendley to adjourn.  Second by Tom Willett, meeting adjourned.