REGULAR BOARD MEETING MINUTES JCPRD Administration Building 7904 Renner Road, Shawnee Mission, KS January 19, :00 p.m.

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1 REGULAR BOARD MEETING MINUTES JCPRD Administration Building 7904 Renner Road, Shawnee Mission, KS January 19, :00 p.m. BOARD OF PARK AND RECREATION COMMISSIONERS George J. Schlagel, Chair Nancy Wallerstein, Vice Chair Steven L. Baru, Secretary William Flohrs, Treasurer R. Eric Hughes, Assistant Secretary John P. Miller, Assistant Treasurer Vacant, Board Member Jim Allen, BOCC Liaison/Ex Officio Board Member NOTE: Due to inclement weather and per the Kansas Open Meeting Act, some Board Members participated in the meeting via telephone conference call, as noted in the roll call. All conference call discussions were publically audible throughout the open sessions of the meeting. CALL TO ORDER / ROLL CALL The meeting was called to order by Board Chair George Schlagel and roll call was taken as follows: Board Members in Attendance in Person: Steve Baru, George Schlagel Board Members in Attendance via Audible Telephone Conference: Bill Flohrs, Eric Hughes, John Miller, Nancy Wallerstein/departure noted in minutes BOCC Liaison: Jim Allen was not in attendance. Legal Counsel: Bill Tuley s arrival noted in minutes. Staff in Attendance: Michael Meadors, Director of Parks and Recreation Bill Maasen, Supt. of Parks & Golf Courses Jill Geller, Superintendent of Recreation Mike Ray, Supt. of Park Safety & Interpretation Guests: See Visitor Register. PLEDGE OF ALLEGIANCE Mr. Schlagel led the Pledge of Allegiance. AGENDA REVIEW Jo Ann Courtney, Administration & HR Manager Mary Eads, Administration Assistant Cliff Middleton, Planning & Development Mgr. Greg Reinert, Finance & ITS Manager Ms. Wallerstein moved to approve the agenda for the Regular Board Meeting. Mr. Baru seconded. UNANIMOUSLY CARRIED. PRESENTATIONS Due to inclement weather, presentations were postponed to the February Board Meeting. PUBLIC COMMENTS None. CONSENT AGENDA Regular & Special Board Meetings BRD-1 Consider approval of minutes of Regular Board Meeting on December 15, Page 1 of 7

2 Administrative Services Committee ASV-1 Consider approval of minutes of the Administrative Services Committee Meeting held January 12, Finance Reports *Treasurer s Report was relocated to Discussion & Action Items FIN-1 Approval of checks written December 16, 2010 to January 19, 2011, (Copies reviewed in advance by Board Treasurer). Payroll... $1,320, Accounts Payable... 1,140, Total... $2,461, Park Safety & Interpretation Committee PSI-1 Consider approval of minutes of the Park Safety & Interpretation Committee Meeting held January 10, Parks & Golf Courses Committee PGC-1 Consider award of the Tomahawk Hills Golf Course Clubhouse demolition bid. PGC-2 Consider approval of minutes of the Parks & Golf Courses Committee Meeting held January 10, Recreation Committee REC-1 Consider approval of the 2011 Roeland Park Sports Dome Lease Agreement, between the City of Roeland Park, Kansas and Johnson County Park and Recreation District (REC ). REC-2 Consider approval of Agreement between the Johnson County Human Services Department and the Johnson County Park and Recreation District (REC ). REC-3 Consider approval of Park Closings for 2011 Recreation Special Events. REC-4 Consider approval to change Picnic Shelter Policy and Shelter Fees & Charges. REC-5 Consider approval to seek bids for event and program t-shirts. REC-6 Consider approval of amendment to the New Century Fieldhouse Construction Contract due to new Kansas law related to retainage. REC-7 Consider acceptance of the Theatre Council Meeting Minutes dated December 10, REC-8 Consider approval of minutes of the Recreation Committee Meeting held January 12, Ms. Wallerstein moved to approve all Consent Agenda Items. Mr. Baru seconded. UNANIMOUSLY CARRIED. DISCUSSION & ACTION ISSUES A. Treasurer s Report dated December 31, Total of All Funds: $12,919,723 Greg Reinert, Finance & ITS Manager Mr. Reinert presented the Treasurer s Report, noting it was a preliminary report subject to completion of final end-of-year processes. Mr. Meadors suggested the Board accept the report at this time and delay final approval of it until the February Board Meeting. Mr. Flohrs moved to accept the Treasurer s Report dated December 31, 2010; Total of All Funds: $12,919,723. Mr. Baru seconded. UNANIMOUSLY CARRIED. B. Kansas City Corporate Challenge, Inc. Agreement Mr. Miller noted the matter had been tabled by the Recreation Committee for full Board discussion, including the issues included in the County s internal audit report related to the relationship between the District, staff, and the KCCC, Inc. Ms. Geller advised that, per Board direction, the KCCC, Inc. Articles of Incorporation had been reviewed by the District s accounting consultant to ensure the KCCC, Inc. did not claim any ownership of the corporate challenge games or funds, which was affirmed. She noted the KCCC, Inc. owns the Kansas City Corporate Challenge name and torch logo. Note arrival of District Legal Counsel Bill Tuley. Note arrival of KCCC, Inc. Attorney Neil Johnson. Page 2 of 7

3 Ms. Geller introduced Neil Johnson, attorney for the KCCC, Inc., who confirmed his review of the KCCC, Inc. Articles of Incorporation and affirmed no ownership of the games or funds by the KCCC, Inc. Ms. Wallerstein moved to approve the Agreement between Kansas City Corporate Challenge, Incorporated and Johnson County Park and Recreation District Annual Games and Events Mr. Baru seconded. UNANIMOUSLY CARRIED. C. Olathe Multi-Sport Complex Update Mr. Miller noted the Recreation Committee had tabled this matter for full this discussion at the Regular Board Meeting and so representatives from DLT Development and Global Sports International could be present to respond to questions, if any, from the Board. Ms. Geller informed that DLT Development, Global Sports International, LLC, and the City of Olathe were in the process of developing a 12-field soccer/multi-sport complex to be built at College Boulevard and Ridgeview Road in Olathe. She informed the development group s offer for the District to be a preferred-status tenant at the complex had been pulled following a change in County support and changes to the escrow requirements based on County legal counsel s review. Instead, the group was seeking the District s interest in evening-time field rental or hosting recreation fall or spring soccer tournaments. Mr. Geller advised staff would seek Board direction once the group releases a rental rate schedule so the District could make sure projected costs and goals could be met. Mr. Miller suggested that, under the circumstances, the District should wait to see if this development goes forward and then decide if there is an interest in renting fields. Mr. Schlagel said he understands the developers were putting together a financial package of which the District s interest would be an important element and the group wanted to know if the District was interested or not. Mr. Meadors informed the BOCC has stated it is still very supportive of the project. Ms. Geller reiterated staff was not requesting Board action at this time and further information would be forthcoming. D. Internal Audit Response Michael Meadors 1. District Housing Policy Mr. Meadors reminded that he meets with the Board Chair and Vice Chair prior to every Regular Board Meeting. He reported that, as he had been requested by Mr. Schlagel to do, he had drafted a revised housing policy as it related to employees residing in District houses, which was reviewed at his meeting this morning with Mr. Schlagel and Ms. Wallerstein. He informed that after that meeting, Mr. Schlagel, Ms. Wallerstein and he met with County Commission Chair Eilert and Commissioner Allen to further discuss the District s housing policy, and it was the commissioners positions that the District get out of the housing business. Mr. Meadors presented the drafted revisions to the housing policy, as well as an updated housing matrix. As part of the Board s review, Mr. Meadors noted the revised policy would require staff to reside in four residences as a condition of their employment and all other houses be vacated by staff and used for other purposes, sold and relocated, or torn down. He recommending Board direction that staff bring the matter back in February for Board consideration of a final draft of the revised housing policy. Mr. Schlagel requested the record note the District acknowledges and accepts redirection from the BOCC Chair related to its housing policy. In reviewing the revised matrix, Ms. Wallerstein suggested that Items 1, 5, 9, 10 be torn down or sold as they are expendable based on their value and projection of no future use for the District with a deadline for staff to move out by August 1, Mr. Schlagel noted staff had requested that the incumbent employees living in the residences would have until July 1, 2011, to vacate the houses. Ms. Wallerstein moved to approve (1) Items #1, #5, #9, and #10 as identified on the distributed housing matrix be torn down or sold by August 1, 2011, and (2) staff currently residing in District houses but who are not required to do so as a part of their jobs be immediately notified that they must vacate the houses by July 1, Mr. Baru seconded. Discussion: Mr. Tuley cautioned that the current housing policy was still in place until revised and the District must comply with current policies. Mr. Flohrs inquired if an employee who currently lived in one of the houses identified for rental potential wanted to rent the house for whatever public rental cost was assigned, could he/she do so. Mr. Schlagel stated that after a meeting he had with Commissioner Hayden following the other meetings noted above, Commissioner Page 3 of 7

4 Hayden had affirmed that under no circumstances should any District employee reside in any District house with the exception of the four employees identified as a requirement of their jobs. Mr. Schlagel said he had the feeling that if the District wanted to lease with outside people, the commission would not have the same concerns as they do with housing for employees. Mr. Miller noted the housing issues not included in Ms. Wallerstein s motion would be considered further and decided in February. Mr. Schlagel concurred that the Board consider the motion for removal of four of the District s 11 houses as identified on the District s housing matrix. Mr. Meadors noted the District has need for additional office spaces, including the theatre in the park staff, and suggested that the houses identified as items #9 and #10 be allowed for consideration for use for potential offices and/or storage space. He noted the location of both houses would be in close proximity to The Theatre in the Park and so that might be a consideration for theatre offices. AMENDED Ms. Wallerstein amended her previous motion to approve (1) Items #1, #5, #9, and #10 as identified on the distributed housing matrix, be torn down or sold by August 1, 2011, or as soon after as possible, unless it is determined there could be alternative, non-resident uses for Items #9 and #10 that would be of benefit to the District, such as offices and/or storage spaces, and (2) staff currently residing in District houses but who are not required to do so as a part of their jobs be immediately notified that they must vacate the houses by August 1, Mr. Baru seconded the amended motion. MOTION CARRIED: Yes-5/Baru, Hughes, Miller, Schlagel, Wallerstein. No-1/Flohrs. 2. Oracle Ms. Wallerstein stated she needed to disconnect from the conference call at this time. Mr. Schlagel asked if before she disconnected she could give her opinion related to the District s Admin Team s recommendation to migrate the District s finances to the County s Oracle system. Ms. Wallerstein informed she supported migration to County Oracle. Ms. Wallerstein disconnected from the meeting at 7:30 p.m. Mr. Meadors reported County Manager Hannes Zacharias has confirmed there would be no expenses on the District s part related to migration to Oracle. Mr. Meadors advised the County wants the District to utilize the County s chart of accounts; however, District staff have concerns whether the County s chart could delve down to the cost-recovery levels in cost centers required by the District for its detailed budget and accounting, especially in the case of the Enterprise Fund. Mr. Meadors noted this would be a critical requirement by the District. He advised District legal counsel has been directed to initiate working with County legal counsel on the development of a Memorandum of Understanding (MOU) for migration to Oracle and contracting with the County for required services related to that migration. He also advised it was the District s position that such migration must be without compromise to the District s internal or external services. In response to inquiry by Mr. Flohrs, Mr. Meadors affirmed the District would still be required to do a separate annual external audit every year and that the District s finances would just be housed on the County s Oracle system as the District s finances would need to be maintained separately from the County. Mr. Flohrs noted the level of detail is not the same between the District s finances and the County s finances, which has been a concern expressed in the past in trying to figure out if switching to Oracle will cause issues for the District, including its audit. Mr. Schlagel advised he had talked with Mr. Zacharias about the District s enterprise fund and the need for Oracle to adapt to the level of detail required by the District to hold accountability for cost centers. He stated he would like for a motion to include something that has us working with the County to identify District needs for Oracle and how Oracle could be modified get to and maintain those needs. In response to inquiry by Mr. Flohrs, Mr. Meadors responded District staff would be required to be trained on the Oracle system. He stated Mr. Zacharias had said it would likely take a year to get everything prepared for and entered into Oracle and to get staff trained in the system. He stated because of this, it would likely be the beginning of 2012 Page 4 of 7

5 before the District could initiate utilization of the County s Oracle system. He reminded the District would not be able to mix its current financial platform, Great Plains, with the County s platform, Oracle, within the same business year. Mr. Meadors stated if the motion was worded correctly it would direct staff and legal counsel to work with County legal counsel and Oracle staff to move toward the District s migration to Oracle but still require District Board action to approve the migration through ratification of an MOU and how the District would contract with the County for specific associated services. In response to inquiry by Mr. Schlagel, Mr. Tuley acknowledged his concurrence with Mr. Meadors statement. Mr. Miller moved to approve that (1) the District move forward with migration of the District s electronic financial services to the County s Oracle system subject to development and final Board approval of a Memorandum of Understanding (MOU), which would serve to contract the District and the County related to financial services including but not limited to operations, management, and accountability; (2) for the District s legal counsel to immediately begin working with the County s legal counsel to develop the MOU; and (3) for District staff to work with County Oracle staff to determine what aspects of the District s finances, including cost center accounting, would require modification of the Oracle system to meet the District s needs. Mr. Baru seconded. UNANIMOUSLY CARRIED. In response to inquiry by Mr. Schlagel if Mr. Tuley had gotten an Attorney General opinion on what constitutes compensation for board members, Mr. Tuley advised he had researched the matter but had not yet sought an AG s opinion, but could do so at the direction of the Board; however, he wanted to discuss the matter further with Mr. Schlagel before doing so. He suggested that discussion of the matter be done in executive session as a matter of attorney-client privilege. E. Board/Staff Retreat (Committee of the Whole) Michael Meadors The Board discussed conflicts with the previously scheduled Board committee meetings and Committee of the Whole meeting in February. Mr. Meadors advised the Committee of the Whole meeting was scheduled as a Board/Staff retreat to review the District s mission, vision and values statements and the District s Capital Improvements Program priorities but additional topics could include review of District statutes, Board Member responsibilities, agency organization, budget, and internal audit responses. He noted the Board may want to determine if any of these or other issues should be tabled to another Committee of the Whole meeting at a later date. Mr. Schlagel noted he would like a Budget 101 session to explain and educate Board Members on the District s budgeting processes; however, he felt it was important that the District s new finance manager be on staff and participate in the session. It was suggested that a follow-up Committee of the Whole meeting might be scheduled on a Saturday at the end of February or early March. REPORTS A. Staff Reports 1. Parks & Golf Courses Division Bill Maasen, Superintendent of Parks & Golf Courses Mr. Maasen advised he was delaying his agenda item to request an executive session to discuss preliminary land acquisition to the February Board meeting. Mr. Maasen requested Board permission to dispose of used golf maintenance equipment, specifically three greens mowers, through other means than trade in. In response to inquiry, Mr. Tuley advised the District s statutes did not mandate how the District dispose of such equipment. Mr. Hughes moved to grant permission to staff to dispose of identified used golf maintenance equipment as staff deems in the best interest of the District. Mr. Baru seconded. UNANIMOUSLY CARRIED 2. Recreation Division Jill Geller, Superintendent of Recreation Ms. Geller requested an executive session for five minutes at the end of regular business to discuss preliminary land acquisition. Page 5 of 7

6 B. Director of Parks & Recreation Michael Meadors Mr. Meadors stated he had no further report. C. Legal Counsel Bill Tuley In response to inquiry by Mr. Schlagel, Mr. Tuley advised the matter of what constitutes compensation for Board Members could be held for discussion at the February Board meeting. Mr. Schlagel stated he wanted it to be clear to the County that the District was moving forward with this issue and requested the meeting record reflect that District legal counsel had researched the issue of what constitutes compensation for Board Members and that the matter will be brought before the Board in some form in the not-too-distant future. D. Board of County Commissioners Jim Allen, BOCC Liaison Mr. Schlagel noted Commissioner Allen was not present. E. Board Chair George Schlagel Mr. Schlagel stated he had no further report. OTHER BUSINESS A. Board Comments None B. Other Business None NOTIFICATION OF UPCOMING OPEN MEETINGS AND OTHER ANNOUNCEMENTS A. Schedule Upcoming Open Meetings Based on previous discussion in the Board/Staff Retreat (Committee of the Whole) section, it was the consensus of the Board that the February Board committee meetings and Committee of the Whole meetings be moved from February 7 th to February 9 th to be held at the same time and location as previously scheduled and announced. Mr. Meadors noted the regular schedule for the March Board Meeting would place the meeting during spring break week. Ms. Geller noted she would be at the NRPA Legislative Forum during the following week; however, she would be in attendance at the Recreation Committee meeting and staff could cover for her at the Regular Board Meeting if rescheduled for that week. Mr. Flohrs moved to reschedule the Regular Board Meeting in March to be held on March 23, 2011, at 7:00 p.m. in the JCPRD Administration Building Mr. Hughes seconded. UNANIMOUSLY CARRIED. B. Public Announcement of Upcoming Open Meetings and Other Announcements Administrative Services/Recreation Committees February 9, 2011, 5:00 p.m., JCPRD Administration Building, Shawnee Mission Park, 7904 Renner Road, Shawnee Mission, KS Park Safety & Interpretation/Parks & Golf Courses Committees February 9, 2011, 5:00 p.m., JCPRD Administration Bldg., Shawnee Mission Park, 7904 Renner Road, Shawnee Mission, KS Committee of the Whole February 9, 2011, 6:00 p.m., JCPRD Administration Building, Shawnee Mission Park, 7904 Renner Road, Shawnee Mission, KS (annual Board/staff retreat) Regular Board Meeting February 16, 2011, 7:00 p.m., JCPRD Administration Building, Shawnee Mission Park, 7904 Renner Road, Shawnee Mission, KS Park Safety & Interpretation/Parks & Golf Courses Committees March 7, 2011, 8:00 a.m., JCPRD Administration Building, Shawnee Mission Park, 7904 Renner Rd., Shawnee Mission, KS Administrative Services/Recreation Committees March 9, 2011, 9:00 a.m., JCPRD Administration Building, Shawnee Mission Park, 7904 Renner Road, Shawnee Mission, KS Regular Board Meeting March 23, 2011, 7:00 p.m., JCPRD Administration Building, Shawnee Mission Park, 7904 Renner Road, Shawnee Mission, KS Page 6 of 7

7 EXECUTIVE SESSION (IF REQUESTED) Mr. Flohrs moved to recess into executive session at 7:55 p.m. for five minutes to discuss preliminary land acquisition. Mr. Hughes seconded. UNANIMOUSLY CARRIED. The meeting recessed into executive session at 7:55 p.m. The meeting reconvened at 8:00 p.m. ADJOURNMENT No further business was discussed. Mr. Flohrs moved to adjourn the meeting at 8:00 p.m. Mr. Baru seconded. UNANIMOUSLY CARRIED. ATTEST: Chair - Vice Chair Secretary - Assistant Secretary Prepared by: Jo Ann Courtney, Administration & HR Manager Page 7 of 7

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