Commission Minutes: October 26, 2017
Members Present: President Joe Krapohl, Vice President Washington, Secretary Mike Lynch, Cloyce Dickerson, Mike Keeler, Bryant Nolden, Joe Madore
Members Absent: Gloria Nealy, David Martin, Jeff Wright
Staff Present: Amy McMillan, Director; Barry June, Deputy Director; Matt Armentrout, Facilities Director; Kevin Shanlian, Chief Park Ranger; Leisa Gagne, Finance Officer; Nancy Edwards, Recreation Program and Grants; Deborah Wilkes, Administrative Secretary
Others Present: Tom Kehoe, 4305 E. Stanley Road, Genesee
1) Call to Order. President Krapohl presided and called the meeting to order at 10:02 a.m.
2) Opportunity for members of the public to address the commission. Anyone wishing to address the commission must state their name and address and they have three minutes to speak.
The following opinions and questions were expressed during public comment:
Thank you to Mr. Lynch for his comments on the east pavilion on the beach and the conditions of the dam. A lot of what was said could be true in some cases but would like more information on how his opinions apply to those specific conditions.
3) Consent Agenda. President Krapohl asked commissioners if there are any items they wish to remove from the consent agenda for discussion. No items were removed from the consent agenda.
Action Taken:
Motion by Commissioner Washington
Supported by Commissioner Nolden
Motion and support for approval of Consent Agenda items A through D as listed in your packet.
Roll Call
Ayes: Dickerson, Keeler, Krapohl, Lynch, Madore, Nolden, Washington
Nays: None
Absent: Commissioners Nealy, Martin and Wright are absent
MOTION CARRIED 7-0
4) Director’s Report
A. Contracts for Services We have three contracts that had provisions for extensions written into their original contracts. They are companies we have done business with for a considerable period of time. We would like to exercise the right to extend those contracts for the following: Securitas Security (after-hours security at Crossroads Village); Carousel Acres (farm animals at the Village); Sullivan’s Catering (food service vendor at the Village). Staff recommends that we extend each of these contracts for each vendor by one year.
Action Taken:
Motion by Commissioner Lynch
Supported by Commissioner Washington
Motion and support for approval of Resolution #031-17 contract extension for security service provider Securitas Security.
Roll Call
Ayes: Madore, Washington, Dickerson, Krapohl, Lynch, Keeler, Nolden
Nays: None
Absent: Commissioners Nealy, Martin and Wright are absent
MOTION CARRIED 7-0
Action Taken:
Motion by Commissioner Nolden
Supported by Commissioner Lynch
Motion and support for approval of Resolution #032-17 contract extension for Carousel Acres for farm animal services at Crossroads Village.
Roll Call
Ayes: Washington, Nolden, Dickerson, Lynch, Krapohl, Keeler, Madore
Nays: None
Absent: Commissioners Nealy, Martin and Wright are absent
MOTION CARRIED 7-0
Action Taken:
Motion by Commissioner Washington
Supported by Commissioner Dickerson
Motion and support for approval of Resolution #033-17 for Sullivan’s Marketing Inc. contract extension
Roll Call
Ayes: Krapohl, Washington, Madore, Dickerson, Lynch, Keeler, Nolden
Nays: None
Absent: Commissioners Nealy, Martin and Wright are absent
MOTION CARRIED 7-0
B. County Policy Compliance. The County policy requires all expenditures in excess of $5,000 that are not personnel related to be approved by the Board of Commissioners in advance of the expenditure. In order to comply we are going through the process which first requires the approval of the Parks Commission, then on to Public Works, then on to the Board of Comm.
This has been quite an organizational task for our staff because of the wide variety of work that we do here. It doesn’t take a lot to spend $5,000 in the parks when we are upgrading facilities or programs. Today you have a list of the expenditures that we have projected out over at least the next quarter that are in excess of $5,000. They also include expenditures that apply against grants for grant funded programs or projects. We’ve divided the expenditures to show you which are grant-related and which are related to our budget. If you see that the bottom line of these expenditures is 12 million dollars and compare that to our budget, which is just over 9 million, you would wonder how that is going to happen. This is one of those years where we have some very large grants, particularly the grant to acquire Chevy Commons, Hegel Road property, Keep Genesee County Beautiful, and various other grants. After the new calendar year begins you will probably be seeing a new list of expenses exceeding $5,000 projecting out as far as we possibly can project those expenses.
There were a couple emergency expenditures that were approved outside of this policy for things such as cider and donuts and candy for the Halloween program at Crossroads. These items have a shelf life and cannot be purchased far in advance, nor do we want to get stuck with excess in case we get rained out one weekend and our attendance dips below our projection.
We’d like to acknowledge Leisa and Cassie from our accounting division and Barry and Matt, they all did an extraordinary job to put this list together so we can move forward with this today.
Madore: As far as the grants from 10-23-17, (clarification of) Keep America Beautiful…it flows into Keep Genesee County Beautiful? They get money then they pass it on?
McMillan: Correct, that is true, some of our grants have grants, which seems odd, but it is true. There is Keep America Beautiful, Lowes has given money to KGCB occasionally, and there are grants from Home Depot so that is tracked through the system.
Madore: So that shows grants that have already come in. The anticipated are grants you are basing on history?
McMillan: Yes, the document shows grants we have received to date. Those anticipated grants are based on some of our grantors having a regular funding cycle in which we apply, for example the Ruth Mott Foundation has us apply during its upcoming December round of funding. Nancy spends a good deal of her time researching grant opportunities. So this will always be one of those lists that may have some urgency if a grant opportunity pops up. This list consists of those grants we regularly apply for and are funded. Several grants are also associated with the FRRP and those will be similar, sometimes they are part of a regular funding cycle of an agency and sometimes they will just pop up. Also, the matching funds that are required for any of those grants may be coming from another grant source, like the CS Mott Foundation.
Madore: United Way for City Park Maintenance for $20,000. If he remembers right, when we did the partnership with the City of Flint that was the amount they were putting in?
McMillan: This money actually goes to KGCB for playgrounds they have built over the course of the last several years. Some of those playgrounds have been built by KGCB, some by Make and Impact. They have been built with grant funds, they are in City owned parks, or facilities, like at Berston Field House. The City does not have the ability to maintain these playgrounds going forward. They will require regular maintenance like safety surfacing, a part here or there. So the United Way has made a $20,000 contribution to the maintenance of those playgrounds that have been built. Our job is to say to them when the $20,000 has been expended we will either need more, or the City will have to support the ongoing maintenance of those playgrounds.
Madore: And that is what we expect to receive each year?
McMillan: We expect every couple of years because those are new playgrounds and we shouldn’t have any major issues with them. One of the things we have done in terms of our added value to KGCP program is before each of the playgrounds were complete and the contractors are released, we use our Certified Playground Inspector staff evaluates the playground to make certain it was built to code and meets all the requirements so that it doesn’t get done and have maintenance issues the next day.
Action Taken:
Motion by Commissioner Nolden
Supported by Commissioner Washington
Motion and support for authorization of expenditures in excess of $5,000 as listed.
Ayes: Dickerson, Keeler, Krapohl, Lynch, Madore, Nolden, Washington
Nays: None
Absent: Commissioners Nealy, Martin and Wright are absent
MOTION CARRIED 7-0
Action Taken:
Motion by Commissioner Nolden
Supported by Commissioner Washington
Motion and support to authorize upcoming grants in the attached documents
Ayes: Dickerson, Keeler, Krapohl, Lynch, Madore, Nolden, Washington
Nays: None
Absent: Commissioners Nealy, Martin and Wright are absent
MOTION CARRIED 7-0
Action Taken:
Motion by Commissioner Nolden
Supported by Commissioner Washington
Motion and support to authorize existing grants in the attached packet.
Ayes: Dickerson, Keeler, Krapohl, Lynch, Madore, Nolden, Washington
Nays: None
Absent: Commissioners Nealy, Martin and Wright are absent
MOTION CARRIED 7-1
C. Program Updates. We had just the right amount of people at Crossroads Village this past weekend. Running a park system is a lot like farming, in that the weather is either your friend, or flat out isn’t. The weather has been our friend so far this year with the Halloween program.
It looks like the rain will hold off until Sunday, down to a 30% chance. The reservation department has done an extraordinary job dealing with phone calls. At one point we had 20 callers in the loop. It was crazy from start to finish getting all those people on the trains and they were all sold out by the start of the weekend.
Staff at the Village did an extraordinary job managing those crowds safely and effectively and we continue to get glowing reviews about that program and the role it plays in family tradition. We are expecting another great crowd this weekend and although we have one weekend less in this year’s program than last year, we look to be on trend without attendance projections.
Opening night is the day after Thanksgiving and admission to the Village is free to all Genesee County residents. Trains do sell out very quickly, so if you are planning to attend with your family and you need train seats; contact us as soon as you possibly can.
We did interview two candidates for the Railroad Operations Manager yesterday. We feel we have two well-qualified candidates and hope to make an offer soon.
Nolden: Are all the candidates local?
McMillan: No, it is a highly specialized position and none live in Genesee County; one is just outside Genesee County and one is from out of state. Each has done work for us in the past so we are familiar with their work and we think we’re in a good spot to hire a good person for that job.
5) New Business There is no new business.
6) Opportunity for the public to address the commission.
No one addressed the commission.
7) Opportunity for Commissioners to address the Commission.
Madore: Thanked Nancy, Matt and the maintenance staff for their help with their hayride. The parks always look great. We could have used some of your cider because our hot cocoa wasn’t going over very well, it was just too warm!
Keeler: The warm weather brings out people. He was up north and on Saturday it was in the 70s up there, full color, and within 4 miles of his hike they probably ran into about 100-125 backpackers. He estimated there could have been 250-300 backpackers in a 19 mile loop.
Washington: November 18 there is a Big Brother Big Sister gala: Driving the Future at Factory One downtown, celebrating and honoring those that have been really strong contributors to the organization. He can provide you with a copy of the flyer. Tickets are $75 or for a table $600. It is for a great cause. They hope to funnel some of the Teen Quest students into the Building and Construction trades.
Krapohl: He attended Crossroads on Saturday. It was very well organized and it went well. The staff did a wonderful job. On the train he visited with a gentleman that brought his entire family from Grand Haven. Not only had they come to see Crossroads, they had spent the night in Genesee County and were looking for good restaurants in the area. He also promoted the treehouse at ForMar. He doesn’t know if they made it to ForMar, but they were familiar with Pete Nelson and his crew so hopefully they went to the treehouse. They may be back for Christmas, they liked Crossroads so much and he told them about the Christmas program. It was their first time here; they spent money in the County, that’s good.
Madore: Forgot to mention the Richfield BMX folks did not get the national race awarded to them. They will have a regional race. An out of state group was awarded the race.
8) Adjournment. Hearing no objections to adjournment, the meeting was adjourned at 10:28
a.m.
Recorded and transcribed by D. Wilkes p:commission/2017/Agenda and minutes/10-26-17
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