RECREATION AND PARK COMMISSION FOR THE PARISH OF EAST BATON ROUGE

Transcription

1 RECREATION AND PARK COMMISSION FOR THE PARISH OF EAST BATON ROUGE Regular Meeting 5:00 p.m. BREC Administration Building 6201 Florida Boulevard Baton Rouge, Louisiana Commission Minutes October 26, 2017 Call to Order A regular meeting of the Recreation and Park Commission for the Parish of East Baton Rouge (BREC) was held at BREC s Administrative Offices on October 26, The meeting was called to order at 5:02 p.m. by Lloyd H. Benson II, Chairman. Mr. Benson recognized Rev. Keno Spurlock, with Greater Beach Grove Baptist Church, who offered the invocation. Commissioner Davis Rhorer led the pledge of allegiance. Roll was taken and a quorum of Commissioners was present including Shelton C. Dixon, Vice Chairman; Sandra Davis; Kenneth Pointer; Davis Rhorer; and Rossie Washington, Jr. Commissioner Larry Selders arrived at 5:05 p.m. Commissioners David Tatman and Mike Walker were absent. Staff members present were Carolyn McKnight, Superintendent; Dale Auzenne, Assistant Superintendent of Recreation, Programs and Facilities; Reed Richard, Assistant Superintendent Planning and Construction; Corey Wilson, Chief of Management and Business Services; Michael Hutchison; Cheryl Michelet; Mike Raby; Christel Sims; Brandon Smith; Justin Smith; Stephanie Trim; Sam Winslow and Chris Marchiafava. Jim Raines, legal counsel, was also in attendance. The audience consisted of BREC staff, media, and the general public. Public Comment Mr. Benson opened the floor for public comment on the agenda action items and asked if there was anyone else who would like to speak on any agenda action item. Hearing none, Mr. Benson closed the floor. Adoption of Minutes Resolved, That the reading of the minutes of the Recreation and Park Commission Meeting of September 20, 2017 be dispensed with, and that they be approved as written. Motion to approve by Mr. Rhorer Second by Mr. Washington Consent Calendar The following items were approved as part of the Consent Calendar: Acceptance of Recommendations for the Human Resources Advisory Committee Resolved, That the Commission approve the Routine Personnel Transactions for the month of October Motion to approve by Ms. Davis Resolved, That the Commission approve the 2018 Holiday Schedules for Capital Improvement and BREC General Fund employees. BREC Commission Minutes Page 1 of 7 10/26/17

2 Second by Mr. Washington Presentations Mr. Benson recognized Cheryl Michelet and Brett Weinberger to present spot awards. Mr. Weinberger presented two spot awards to Yvette Marshall for her efforts to save taxpayer dollars by finding other ways to fund improvements to tennis and basketball courts. The first award was for obtaining a sponsor to donate the refurbishing of tennis and basketball courts for a total value of $54,000. The second award for Ms. Marshall was for obtaining a grant to redo the lights at some BREC tennis courts. Cheryl Michelet presented Chelsea Borruano a spot award for stepping up to take the lead on planning the 2017 employee appreciation event by organizing the event, developing timelines, assigning tasks, and getting the everyone excited about putting on the event. Mr. Benson recognized Ms. McKnight who presented gold medals of excellence to Brandon Smith for being the emcee for the employee appreciation event for a second year and Mike Raby for being a great ambassador for BREC both nationally and locally. Ms. McKnight then presented Corey Wilson with the Superintendent s Eagle Award for sustained superior performance. Ms. McKnight cited his work over the last year dealing with all the legal matters that confronted BREC. Ms. McKnight then introduced Mr. Wilson s wife and asked her to come forward. Mr. Benson also thanked Mr. Wilson for helping him with his house after the flood. Mr. Benson recognized Taylor Gravois, with CSRS, to give an update on the status of the flood recovery. Mr. Gravois stated that FEMA significantly reduced the damage amounts considered for reimbursement. The strategy for seeking funding for damages was revised in April and BREC is now submitting under the FEMA Alternative Procedures 428 Pilot Process for most of the damages. Using this process BREC can now expect to submit about $6,000,000 in damages to FEMA. Mr. Rhorer asked about how much BREC would get back from FEMA. Mr. Gravois explained that the $6,000,000 is the total of allowed damages after the FEMA reductions and that amount will be reimbursed on a match of 90% from FEMA and 10% from BREC. Mr. Gravois stated there is the possibility of an additional grant to help BREC with the 10% match. Mr. Benson asked about the golf cart reimbursement of $600,000. Ms. McKnight and Mike Raby explained that the carts were from both Howell and Dumas. FEMA has already approved replacement of the carts. After a brief discussion, Mr. Benson asked if there were any more questions. There were no further questions. The Commission viewed an informational video highlighting the Youth 360 Program and the upcoming events in November. Reports of Officers and Standing Committees Mr. Benson recognized Ms. McKnight for the Superintendent s Report. Ms. McKnight stated that there were no administrative matters. Ms. McKnight stated that Quality Courts was instrumental in resurfacing basketball and tennis courts. She then recognized Dale Auzenne to provide details. Mr. Auzenne stated that Quality Courts had provided the resurfacing of the tennis courts at Jefferson Highway Park. He continued that the next project Quality Courts would be working on with BREC is resurfacing the tennis and basketball courts at Brooks Park and McKinley Middle School. This project will serve the students at McKinley as well as the public. Mr. Brian Connolly, with Quality Court Industries, stated how pleased and excited they were for the BREC Commission Minutes Page 2 of 7 10/26/17

3 opportunity to work with BREC and give back to the community by helping in different areas where the facilities need some help. He continued that this is a way for Quality Courts to be a part of promoting tennis and basketball in the parish. Ms. McKnight spoke briefly about the awards BREC received at the recent NRPA conference. She noted that for the second year in a row BREC was a finalist for the Gold Medal. Ms. McKnight thanked the staff for the major part they played in receiving the finalist plaque. One of the other awards BREC received was the Excellence in Innovative Programming Award for the LEO program working to bridge the gap between law enforcement and youth. BREC also received the Barb King Environmental Stewardship Award for Project ARK: Animals Reaching Kids which brings Zoo staff and animals underserved communities to introduce kids to science, technology, and animals. Ms. McKnight told the Commission that Diane Drake also received a national award and was featured in the NRPA magazine for the BREC on the Geaux mobile playground. Mr. Benson recognized Mr. Selders for the Finance Advisory Committee report. Mr. Selders asked Michael Hutchison, Finance Director, to review the items recommended for approval by the Finance Advisory Committee. Mr. Hutchinson reviewed the financial statements. Mr. Dixon thanked Mr. Hutchinson for responding to the requests from a committee member regarding the financial statements. Mr. Hutchison then read the following resolution: Resolved, That the Commission accept the unaudited financial statements for the nine months ending September 30, 2017 (fiscal year-to-date period January 1 September 30, 2017), as presented. Motion to approve by Mr. Washington Mr. Hutchison stated that there was one bid for approval and then read the following resolution: Resolved, That the Commission award the construction contract for Sealed Bid #1712 Hartley/Vey Gardere Park: Site Improvements to the lowest responsive and responsible bidder, Sienna Construction LLC, for the Base Bid of $320, and Alternate No. 1 for $21, for a total of $341, (The project includes asphalt overlay, limestone parking, site work, concrete paths, basketball court, drainage, pavilions, and other general park improvements.) Motion to approve by Mr. Washington Second by Mr. Pointer Mr. Hutchinson stated that there were two change orders for consideration and read the following resolution: Resolved, That the Commission approve Change Order Two in the amount of $108,491 in the construction contract with J. Reed Constructors, Inc. for North Sherwood Forest Community Park Site Improvements for work including erosion control blankets at the lake edge, relocation of the Welcome Building to raise the elevation one foot to mitigate flood damage potential, field paint the steel trellis members in lieu of hot dip galvanize, modifications to the Welcome Building for roof attachment due to changing from stud to CMT walls and additional wall prep and painting due to changing from interior gypsum walls to CMU, and for the addition of 177 contract days. Current contract cost is $3,255,200 and new contract cost with Change Order Two will be $3,363,691. Also recommend the reestablishment of a $100,000 threshold for future change orders. Motion to approve by Mr. Pointer BREC Commission Minutes Page 3 of 7 10/26/17

4 Mr. Hutchinson read the next resolution: Resolved, That the Commission approve Change Order Nine in the amount of $84,243 in the construction contract with M.D. Descant LLC for Knock Knock Children s Museum for work including third floor electrical and data lines, updated landscape plan with added irrigation system, and additional sod in backyard and gravel extending from bed areas. Knock Knock's cost share for this change order is $46, Current contract cost is $6,570, and the new contract cost with Change Order Nine will be $6,654, Also recommend the reestablishment of a $100,000 threshold for future change orders. Motion by Ms. Davis Mr. Hutchison asked if the Commission would like to take the three sealed bid items together and they agreed. Mr. Hutchinson read the following resolutions: Resolved, That the Commission award Sealed Bid #1708 BREC Annual Contract for Grass Seed for BREC Golf Courses and Athletic Fields, to the lowest responsive bidder Harrell s LLC, for Overseed/50 LB bags at $1.12/pound and POA Trivialis Overseed/50 LB bags at $2.42/pound. Estimated annual cost is $28, Contract will be for 12 months, with the option to renew for two additional 12-month terms, at same prices, terms and conditions, not to exceed 36 months. Resolved, That the Commission award Sealed Bid #1709 BREC Annual Contract for Limestone and Recycled Concrete, to the lowest responsive bidders, Bear Industries, Inc. Items 1-3 and 9; Perrault s Trucking and Dirt Service, Inc. Items 7-8 and 10. Current contract s last 12 month usage totaled $141, Contract will be for 12 months, with the option to renew for two additional 12-month terms, at same prices, terms and conditions, not to exceed 36 months. Resolved, that the Commission award Sealed Bid #1710 BREC Annual Contract for Dirt, Sand, Gravel and Clay, to the lowest responsive bidders, Items 9 & 20 to Bear Industries, Inc.; Item 12 to Perrault s Trucking and Dirt Service, Inc.; and Items 2-7, 10, to Southern Aggregates, LLC. Current contract s last 12 month estimated usage was $82, Contract will be for 12 months, with the option to renew for two additional 12-month terms, at the same prices, terms and conditions, not to exceed 36 months. Motion to approve the three items by Mr. Dixon Second by Mr. Selders Mr. Benson recognized Ms. Davis for the Human Resources Advisory Committee report. Ms. Davis asked Stephanie Trim, Human Resources Director, to review the items. Ms. Trim introduced Mr. Dale Ducote, with Arthur Gallagher and Company, to give and overview of the health insurance, what it will cost for 2017, and the forecast for Ms. Trim then read the following resolution: Resolved, That the Commission approve BREC s 2018 Employee and Retiree Health Insurance Benefit Package, Self-funded by BREC and administered by Blue Cross Blue Shield of Louisiana. A five (5%) percent increase in premiums with no change in medical benefit schedules; BREC Commission to pay 85% of the employee HMO plan premium and 60% of the BREC Commission Minutes Page 4 of 7 10/26/17

5 dependent premium as a preferred premium for employees who participate in the BREC Employee Wellness Program. This amount will be applied to the PPO Plan, HMO, Community Blue and Blue Saver (High Deductible Plan) if the employee wishes to upgrade. Non participants of the Employee Wellness Program will be subject to a premium increase of $20 per pay period or $520 annually. Resolved, That the Commission approve the 2018 Employer Paid Group Term Life Insurance and Voluntary Life administered by Southern National Life with no increase in premium to include a one (1) year rate guarantee. Motion by Ms. Davis Second by Mr. Pointer Resolved, That the Commission approve the 2018 Voluntary Supplemental benefits: 1.) Voluntary Dental Insurance administered by Delta Dental 2.) Voluntary Vision Insurance administered by Starmount - Always Care 3.) Voluntary Supplemental Insurance administered by Colonial Life Supplemental Insurance with no change to benefits and no increase in employee premium. Second by Mr. Selders Resolved, That the Commission approve the 2018 City Parish Employees Retirement System employer contributions increase for Special Fund Departments. The rate is set at 35.49%. Employee contribution remains at 9.5% Resolved, That the Commission approve the proposed retiree supplemental payment for Motion by Mr. Rhorer Second by Mr. Selders Ms. Trim asked the Commission to table the following item until the November meeting so the staff can gather more information. The item reads as follows: Resolved, That the Commission approve the 2018 Administrative Services Agreement and Stop Loss Policy Schedule administered by Blue Cross Blue Shield of Louisiana. Motion to table by Mr. Dixon BREC Commission Minutes Page 5 of 7 10/26/17

6 Mr. Benson recognized Mr. Rhorer for the Planning and Park Resources Advisory Committee report. Mr. Rhorer stated that there was one item for approval regarding obsolete land. He stated that the staff did an excellent job of answering the committee s questions. Mr. Rhorer asked Reed Richard to review the item. Mr. Richard presented the information regarding declaring Woodstock Park obsolete and selling the park. Mr. Selders asked about the possibility of requiring the purchaser to reserve some of the property for green space. Mr. Dixon stated that he did not want that to be an obstacle to the sale. Mr. Rhorer commented that this park was adjacent to University Club which has a great deal of green space and this would probably be similar development. Ms. McKnight commented that this was making wise use of taxpayer dollars. Mr. Richard read the following resolution: Resolved, that the Commission declare that Woodstock Neighborhood Park is obsolete and not needed for public purposes and authorize the Superintendent to begin the process of selling the property at a minimum of its appraised value pending all legal review. The proceeds will be used to reinvest in parks and recreation facility improvements in the same service area. Authorize superintendent to execute necessary documents. Motion to approve by Mr. Washington Mr. Dixon asked if BREC had any more land. Mr. Richard stated that BREC had 18 properties on the obsolete land list. Mr. Richard proceeded with the construction update. Mr. Benson recognized Mr. Washington for the Selection of Professionals Committee report. Mr. Washington asked Corey Wilson to review the CSRS contract item. Mr. Wilson reviewed the item and read the following resolution: Resolved, That the Commission approve amending existing contract with CSRS for RFP #163 Recovery Program and Grants Management Services increasing the not to exceed amount from $800,000 to $1,022,000; a net increase of $222,000. All other original award terms and conditions remain unchanged. Motion by Mr. Dixon Second by Mr. Washington Mr. Wilson reviewed the third item recommended regarding the request for proposals (RFP) for the Enterprise Resource Planning and read the following resolution: Resolved, That the Commission approve contracting with Plante & Moran, PLLC for consulting services for RFP #170 Enterprise Resource Planning (ERP) to analyze BREC s current ERP system and other software applications and operational processes and make recommendations that will allow BREC to utilize its software environment in the most effective and efficient manner possible. Services to be provided through 12/31/2018 at a cost not to exceed $184,500. Motion by Mr. Dixon Mr. Auzenne reviewed the item regarding the bus contract and read the following resolution: Resolved, That the Commission approve amending existing Contract # with First Student for Bus Transportation Services, originally $150,000, by adding $100,000 to the contract to make the final value $250,000. BREC Commission Minutes Page 6 of 7 10/26/17

7 Motion by Mr. Selders Adjournment Ms. Davis made a motion to adjourn, Mr. Dixon seconded, and Mr. Benson adjourned the meeting without objection at 6:31 p.m. Carolyn McKnight, Superintendent and Ex-Officio Secretary Lloyd H. Benson II, Chairman BREC Commission Minutes Page 7 of 7 10/26/17