RECREATION AND PARK COMMISSION FOR THE PARISH OF EAST BATON ROUGE

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 November 29, 2018 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 November 29, 2018. The meeting was called to order at 5:01 p.m. by Lloyd H. Benson Jr., Chairman. Mr. Benson recognized Rev. Shelton C. Dixon, 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; Larry Selders, Treasurer; Sandra Davis; Davis Rhorer; and Rossie Washington, Jr. Commissioners Kenyetta Nelson-Smith, Kenneth Pointer, and Mike Walker were absent. Staff members present were Carolyn McKnight, Superintendent; Reed Richard, Assistant Superintendent Planning and Construction; Brandon Smith, Interim Assistant Superintendent of Recreation, Programs and Facilities; Corey Wilson, Chief of Management and Business Services; Chelsea Borruano; Phil Frost; Steven Knight; Mike Raby; Lester Rainey; Justin Smith; Darlene Winfield; and Chris Marchiafava. Murphy Foster, legal counsel, Carl Stages, Executive Director of BREC Foundation, and Leslie Austin and John Snow, consultants with Emergent Methods, were also in attendance. The rest of the audience consisted of other BREC staff, media, and the general public. Public Comment Mr. Benson opened the floor for public comment on the agenda action items. He asked if there was anyone 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 October 25, 2018 be dispensed with, and that they be approved as written. Motion to approve by Mr. Washington The motion was unanimously approved. Consent Calendar Resolved, That the Recreation and Park Commission for the Parish of East Baton Rouge does hereby approve the Consent Calendar item. Motion to approve by Ms. Davis Second by Mr. Selders The following item was 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 November 2018. BREC Commission Minutes Page 1 of 5 11/29/18

Presentations The Chairman recognized Ms. McKnight who presented the On the Spot Award to Johan Samuel, a district manager in the Park Operations Department. Mr. Samuel gave the most Spot Awards to recognize his staff throughout the year. Ms. McKnight presented the Commission the Gold Medal finalist plaque BREC received at the National Recreation and Park Association conference for the third year in a row. The Commission viewed a brief video highlighting the ribbon cutting celebration for the new amenities at Longfellow Park and upcoming events in December. Reports of Officers and Standing Committees Mr. Benson recognized Ms. McKnight for the Superintendent s Report. Ms. McKnight stated that she would provide a report on the lakes project at the December meeting. Ms. McKnight asked Phil Frost, Zoo Director, to report on the status of the Zoo accreditation process. Mr. Frost explained that the master plan for the Zoo should be complete in the fall of 2019. The master plan will help in prioritizing the work necessary for the Zoo to get accredited again. At that time BREC will determine what funds may be available within BREC and what funds we may need to seek outside of BREC. BREC will need to complete construction on the areas needed to bring the Zoo back in compliance with Association of Zoos and Aquariums standards before reapplying for accreditation. Mr. Rhorer clarified that any construction done at the Zoo would be part of the overall master plan for the Zoo. Mr. Rhorer asked the Superintendent if any BREC funds had been identified for the Zoo. Ms. McKnight stated that they had identified at least $5,000,000 and possibly more. Mr. Rhorer stated that the Commission will be monitoring the progress to get the Zoo where it needs to be. Ms. McKnight stated that the next item was the approval of the Records Management Policy and Procedures. This policy is needed as part of BREC s accreditation process with CAPRA. Ms. McKnight read the following resolution: Resolved, That the Commission approve BREC's Records Management Policy and Procedures. Ms. McKnight recognized Reed Richard to give the construction update and stated that the presentation on the Netherlands would be provided at the December meeting. Mr. Richard did a brief construction update and answered questions from the Commission. Mr. Benson recognized Corey Wilson and Chelsea Borruano, Publicity and Marketing Manager, to give the Communications and I. T. Advisory Committee report. Mr. Wilson stated that the committee did not have a quorum at the meeting. He recognized Ms. Borruano who gave a summary of the marketing plan and answered questions. She then read the following resolution: Resolved, That the Commission approve the 2019 Marketing Plan, as presented. Motion to approve by Mr. Selders Second by Mr. Washington Ms. Borruano recognized Chentrell Brown, Volunteer Manager, to provide information about the Volunteer Manual. Ms. Brown gave an overview of the process utilized to compile the Volunteer Manual and then read the following resolution: BREC Commission Minutes Page 2 of 5 11/29/18

Resolved, That the Commission approve the BREC Volunteer Manual. Motion to approve by Mr. Rhorer Second by Ms. Davis Mr. Benson recognized Mr. Selders for the Finance Advisory Committee report. Mr. Selders asked Lester Rainey, Interim Finance Director, to review the items recommended for approval. Mr. Rainey read the resolution for the approval of the financial statements and reviewed the executive summary. The resolution follows: Resolved, That the Commission accept the unaudited financial statements for the ten months ending October 31, 2018 (fiscal year-to-date period January 1 October 31, 2018), as presented. Second by Mr. Selders Approved without objection Mr. Rainey stated that there were six contracts and bids. Mr. Selders stated that he would like to take them together and Mr. Rainey read the following resolutions: Resolved, That the Commission award Sealed Bid #1739 Cunard Avenue Park to the lowest responsive bidder, Site-Tech Consulting & Construction for the Base Bid and Alternate #1 for a total of $150,000 for the project. Resolved, That the Commission award Sealed Bid #1741 Trash Dumpster Services to the lowest responsive bidder, Republic Services, per the prices, terms, and conditions set forth with an estimated amount of $54,445. Resolved, That the Commission approve accepting all qualified high bidders for the sale of surplus equipment opened November 13, 2018 as noted in the bid recap. Resolved, That the Commission award a contract for Sealed Bid #1731 Webb Park New Cart Barn to the lowest responsive bidder, The Luster Group LLC, for the Base Bid of $423,000 and concurrently accept a deductive change order to reduce the project cost by $41,800 for a total contract price of $381,200. Resolved, That the Commission award a contract for Sealed Bid #1737 North 14th Street Park Improvements to the lowest bidder, ANR Construction, LLC for the Base Bid and Alternates 1 and 2 for a total of $152,600. Motion by Mr. Selders Mr. Selders had asked to take the next item separately. He then stated that he would be abstaining from the item. The Chairman stated that Mr. Selders would be abstaining. Mr. Rainey read the following resolution: Resolved, That the Commission award a contract for Sealed Bid #1738 - CAPP - Ochsner Wards Creek Bridge to Morning Glen Segment to the lowest bidder, Kelly Construction Group, LLC, for the Base Bid of $218,000. Second by Mr. Washington Mr. Selders abstained, with the remaining members voting in favor the resolution was approved. BREC Commission Minutes Page 3 of 5 11/29/18

Mr. Selders thanked Mr. Rainey for stepping up as interim director. The Chairman recognized Ms. Davis for the Human Resources Advisory Committee report. Ms. Davis asked Darlene Winfield, Assistant Director of Human Resources, to review the items recommended for approval. Ms. Winfield explained the item regarding the administrative service agreement and stop loss policy. Ms. Winfield made a correction to the resolution as follows: Resolved, That the Commission approve the 2019 Administrative Services Agreement administered by Blue Cross Blue Shield of Louisiana and the Stop Loss Policy administered by ExcessRe. Motion to approve by Mr. Selders Second by Ms. Davis Ms. Winfield explained the purpose of the supplemental pay for the retirees. She the read the following resolution: Resolved, That the Commission approve BREC s 2019 Retiree Supplemental Pay. The Chairman recognized Mr. Washington for the Selection of Professionals Committee report. Mr. Washington stated that the committee did not have a quorum so the items did not receive committee approval. Mr. Washington recognized Justin Smith, Park Operations Director, who reviewed the item regarding mowing contracts. Mr. Benson stated that the correct resolution would be read from the sheet provided. Mr. Smith stated that there was a correction to the contract period and read the following resolution: Resolved, that the Commission approve the award of RFP #182 for Mowing Services for the Contract Period January 1, 2019 through December 31, 2020, with three possible 12-month renewals for an annual amount not to exceed $539,045.48 as follows: Group 1 to Louisiana Vegetation Management Inc. for an annual total of $43,760.00 Groups 2, 3, 5, 6, 8, 9, 10, 13,17, 23 to Rotolo Consultants Inc. for an annual total of $232,675.20 Groups 4, 7, 11, 15, 16, 18, 19, 20 to KJD Inc. for an annual total of $171,540.00 Group 14 to Brother s Services Inc. for an annual total of $16,272.00 Group 12 to H and O Investments LLC for an annual total of $30,348.00 Group 22 to Jay s Landscaping LLC for an annual total of $5,400.00 Group 21 to Caruth Holdings (dba U.S. Lawns Baton Rouge) for an annual total of $39,050.28 Mr. Dixon asked how many of the bidders were minority owned businesses. Mr. Smith stated that Caruth Holdings was a woman owned businesses. Mr. Dixon asked Mr. Smith to get the information about bidding on BREC mowing contracts to more minority owned business who may be unaware of the opportunity. Mr. Washington made a motion to approve the award of RFP #182. Mr. Dixon seconded. Mr. Washington recognized Mr. Wilson to review the next item. Mr. Wilson explained that staff is recommending doing disparity study for BREC to assess the award of contracts to minority BREC Commission Minutes Page 4 of 5 11/29/18

businesses and determine if the BREC s process is equitable. Ms. Davis asked if this process would give an advantage to a minority owned business if they were not the low bidder. Mr. Wilson gave a brief explanation of how general contractors would need make an effort to find minority owned subcontractors to include in their bid. Since there were no more questions Mr. Wilson read the following resolution: Resolved, That the Commission approve the award of a contract to Keen Independent Research LLC, utilizing the contract awarded under Request for Proposal No. 20008-EBR Disparity Study for the City of Baton Rouge, Parish of East Baton Rouge, to conduct a BREC Disparity Study for the amount of $149,978 for this work, inclusive of all professional fees, subconsultant costs and project expenses as outlined in the workscope document. Motion to approve by Mr. Washington Second by Mr. Dixon Reports of Special Committees Mr. Benson recognized Mr. Selders for the Superintendent Search Committee report. Mr. Selders made a motion to remove the approval of the Superintendent s job description from the table, Mr. Dixon seconded, and the motion to remove the item from the table was unanimously approved. Mr. Selders recognized Leslie Austin, consultant with Emergent Methods, who reviewed the changes to the job description. Mr. Dixon made a motion to approve the revised job description, Mr. Rhorer seconded, and the motion was unanimously approved. Special Orders The Chairman stated that Mr. Rhorer had some appointments to make to the advisory committees. The appointments are as follows: Davis Rhorer Bettsie Miller Human Resources Gabe Vicknair Zoo Motion to approve by Mr. Rhorer Second by Mr. Dixon New Business Chairman Benson stated that the next item was to introduce the 2019 Budget for Recreation and Park Commission for the Parish of East Baton Rouge; set the date for a public hearing and final adoption of said 2019 Budget at the regular meeting of the BREC Commission at 5:00 p.m. on December 19, 2018 at BREC s Administration Building, 6201 Florida Boulevard, Baton Rouge, Louisiana. Mr. Dixon made a motion to approve the introduction of the budget and setting the public hearing. Mr. Selders seconded. Adjournment Mr. Dixon made a motion to adjourn and Mr. Washington seconded. Mr. Benson adjourned the meeting without objection at 6:00 p.m. Carolyn McKnight, Superintendent and Ex-Officio Secretary Lloyd H. Benson Jr., Chairman BREC Commission Minutes Page 5 of 5 11/29/18