BREC

Roll Call

III.           public comment on agenda items

IV.           APPROVAL OF MINUTES OF the regular Commission Meeting held APRIL 25, 2013

Resolved, That the reading of the minutes of the Recreation and Park Commission Meeting of April 25, 2013 be dispensed with, and that they be approved as written.

V.            Consent Calendar

The following items are considered to be routine and will be enacted with one motion. There will be no separate discussion of items unless a Commission Member so requests, in which event the item will be removed from the consent calendar and considered in the regular order of business.

Human Resources Advisory Committee

Resolved, That the Commission approve the Routine Personnel Transactions for the month of May 2013.

*******************END OF CONSENT CALENDAR**********************

VI.           PRESENTATIONS

A.    BREC Video 

VII.         Reports of Officers and Standing Committees

A.    Superintendent's Report      

1.     Administrative Matters

2.     Communications

a.    BREC Foundation

b.    Capital Projects Update

B.    Standing Committee Reports

1.     Finance - May 21, 2013

I.      Call to Order

Chairman, Carlos Sam, called the meeting to order at 11.34.  Members present: Wayne Messina, Bettsie Miller, Jon Malden, Tim Williams, and Tim Gaines. Absent: Benjamin Stove, Ronaldo Hardy, Mike Knaps, Barbee Edmonds, Katherine LeMelle, Laurie Marien, Jason DeCuir, Traci Lang, and Lloyd Benson. Staff present: Sheila Savoy, Carolyn McKnight, Ted Jack, Corey Wilson, Dale Auzenne, Sally Bourk, Lester Rainey, Kizzy Payton, Stephanie Trim, Stephen Knight, Brett Weinberger, and Cheryl Michelet.

II.    New Business

A.    Financial Statements

1.    Resolved, that the Commission approve the April 31, 2013 Financial Statements as presented which includes budget transfers between cost centers within departments, budget transfers and amendments between departments, appropriations to all funds for grants, donations, contractual and all other types obligations incurred by BREC. All budgeted operating reserves or surpluses are intended to be contingency funds for unplanned or unforeseen expenses which may arise during the course of the fiscal year.  Any unused operating reserves or surpluses are intended to remain in the funds at year end to offset future increases in expenditures.

A motion to approve was made by Wayne Messina and a second was received from Tim Williams. The motion was approved by unanimous vote.

B.    Contracts and Bids

1.    Annual Service Contracts - None

2.    Construction/Equipment Bids and Contracts - None

3.    Materials and Supplies - None

C.    Informational Items

The following informational items were reviewed:

1.    Capital Outlay Purchases Over $25,000 - None

2.    Small Claims Paid - see attached

3.    Contracts Under $15,000 - see attached

4.    Perkins Road Gym Update - see attached

5.    Worker's Comp Claims Settled $25,000 or less - None

III.   Other Business

A.    Update the on the status of BREC's Business Software Upgrade project. 

1.    Sheila Savoy presented to the Committee a report on the progress of the Business Solutions Technology Upgrade project.  A Request for Proposals (RFP) for Finance/Human Resources Software Solutions will be advertised Friday, May 24, 2013 for proposals to be opened June 24, 2013.

2.    Sheila Savoy presented to the Committee a report on a pilot program for evaluating timekeeping hardware and the various types of solutions needed to accurately digitize the collection of payroll time data. Ms. Savoy asked for committee approval for the following recommendation:

a.     Resolved, That the Commission authorize the waiver of compliance with BREC's purchasing policies and procedures in order to facilitate a pilot program utilizing automated timekeeping methods for select areas at BREC.  Adherence to all State Laws will be followed in any procurement of goods, materials or services. 

After discussion a motion to defer and table item 2.a. was made by Tim Williams and a second was received from Jon Malden. The motion to defer was approved by unanimous vote.

After further discussion about the purpose of the pilot program, the committee recommended that the staff be allowed to proceed with the pilot program while adhering to BREC's purchasing policies and procedures for procurement of goods, materials, and services. The pilot program will include three departments and five different cost centers. The cost of the program is estimated to be less than $2,000.  The data received from the pilot will be used to draft an RFP for Time/Attendance Solutions to be utilized at all BREC locations.

A motion to approve the recommendation to proceed with the pilot program as outlined above was made by Tim Gaines and a second was received from Tim Williams. The motion was approved by unanimous vote.

B.    Corey Wilson presented a presentation on the New Market Tax Credit Program as a potential funding source for the Knock Knock Museum's construction and exhibit space.

A motion to approve was made to move forward with the process to explore the New Market Tax Credit Program as a potential funding source for the Knock Knock Museum by Jon Malden and a second was received from Tim Williams. The motion was approved by unanimous vote.

A motion was made by Tim Williams and a second was received from Tim Gaines to add the following item to the agenda under Other Business.

C.   Resolved, That the Commission authorizes the surplus and sale of the items listed on the attachment entitled Bid #1562 - Surplus Sale of Equipment for a total of $17,634.16.

A motion was made by Bettsie Miller and a second was received from Tim Williams to approve item C, approved by unanimous consent.

IV.  Adjournment          

There being no further business the meeting was adjourned.

Respectfully,

Sheila Savoy, Director

Finance Department

2.     Golf - May 8, 2013

The Golf Advisory Committee met on Wednesday, May 8, 2013, at the BREC Administration Building, 6201 Florida Boulevard, Room 1801, Baton Rouge, Louisiana.

I.      Call to Order

The meeting was called to order at 3:00 p.m. by Chairman John Taylor.  Committee members present:  Linda Booth, Hal Butt, Rev. S.C. Dixon, Mazie Doomes, Arthur Dubriel, Cleve Dunn, Jr., Ronald Dupree, Jr., Barbara Freiberg, John Schiller, and Danny Spencer.  Committee members absent: Commissioner Carlos Sam and Dennis Allen.  BREC staff present:  Jeffrey Marks, Buddy Gautreau, Henry Pointer, Jack Terry, Chad Brewer, Carolyn McKnight, Tonnette McMorris, Erin O'Neill, Kizzy Payton, Corey Wilson and Chris Marchiafava.

II.    New Business

A.    Jeffrey Marks, Golf Director, introduced himself to the committee and told them about his background.

B.    Jack Terry gave an explanation of the proposed green fee discounts for children participating in the First Tee Program. Ms. Doomes made a motion to approve the following recommendation:

Resolved, That the Commission approve green fee discounts for participants in the First Tee Program as follows:

            Clark and Howell Golf Courses 50% discount

            City, Dumas and Webb Golf Courses    30% discount

            Beaver Creek and Santa Maria              25% discount

Players age 12 and under must be supervised by an adult or be participating in a program supervised by staff. Players age 13-17 may play without adult supervision. Day and time restrictions will apply and are available from First Tee staff.

The committee had a discussion about what the time and day restrictions would apply for a First Tee member using the discount and about having the same discount apply at all the courses. Mr. Marks told the committee that they would be provided with the date and time restrictions proposed for those using the discount.

Mr. Dunn made a substitute motion to offer a 50% discount to First Tee members at all golf courses, Rev. Dixon seconded. A vote was taken on the substitute motion with the following results:

Yeas: 3

Nays: 6

Abstain: 1

The substitute motion failed.

Mr. Butt then offered a second to the main motion. A vote was taken on the main motion with the following results:

Yeas: 6

Nays: 3

Abstain: 1

The committee approved the main motion therefore forwarding the resolution to the Commission for approval.

C.    Mr. Marks explained the proposal to approve tiered fees for golf tournaments. The committee had a brief discussion. Ms. Freiberg made a motion to approve the following recommendation:

Resolved, That the Commission approve tiered fees for golf tournament participants in tournaments with over 50 players. Tournament fees will be discounted $1.00 for every ten players beyond 50 players. (Example: 50 players @ $40; 60 players @ $39; 70 players @ $38; etc.)

Seconded by Ms. Booth

Approved by unanimous consent

III.   Information Items

A.    Jack Terry gave the Player Development Report and answered related questions.

B.    Rounds Report

C.    Mr. Marks reported various plans he was working on for the golf courses. He told the committee about plans to revamp the kitchen at Beaver Creek. He informed them about several temporary promotions that were being tried to increase play at some of the courses. He also told them about the customer information centers that were set up in each pro shop. A discussion followed about the plans and promotions and various other topics relating to the golf courses.        

IV.  Adjournment

The meeting adjourned at 4:00 p.m.

Respectfully submitted,

Jeffrey Marks

Golf Director

3.     Human Resources - May 15, 2013

The BREC Human Resources Committee met in regular session on Wednesday May 15, 2013 at the BREC Administration Building located at 6201 Florida Boulevard, Room 1801.

I.    Call to Order - By Mr. Craig Freeman at 4:10 p.m.

Roll Call - Members Present:  Craig Freeman-Chaired, John Taylor, Audrey Nabors-Jackson, John Firmin, Ginger Vann. Members absent: J R. Ball, David Guillory, Ralph Herig, Larry Minor, Leslie Nickels, Dalayshia Conway and Theresa Porter. Staff present:  Stephanie Trim, Corey Wilson, Dale Auzenne, Ted Jack, Jeffrey Marks and Erica Floyd.

                        Welcome new members

II.    New Business

      The Human Resources Advisory Committee recommends the following items to the Commission for approval:

A.   Resolved, That the Commission approve the Routine Personnel Transactions for the month of May 2013. (attached) [CONSENT CALENDAR]

The motion to approve by Audrey Nabors-Jackson, second by Ginger Vann and approved by unanimous consent.

B.   Resolved, That the Commission approve the Commission Policy on Golf Privileges for Employees and Retirees, Advisory Committee Members, Commissioners and Volunteers. (attached)

The motion to approve by John Taylor, second by Ginger Vann and approved by unanimous consent

C.   Resolved, That the Commission approve the recommendation of new position: Naturalist (Range 17: $42,056 - 62, 135). (attached)

The motion to approve by Audrey Nabors-Jackson, second by Ginger Vann and approved by unanimous consent.

D.   Resolved, That the Commission approve the recommendation of new position: Golf Operations Assistant (Range 11: $31, 382 - 46,366). (attached)

The motion to approve by Audrey Nabors-Jackson, second by Ginger Vann and approved by unanimous consent.

III.   Other Business/Informational only

A.   Golf Director, Jeffrey Marks to discussed an idea of expanded wage rate for BREC Managers; qualified teachers/golf pros. (will bring back before committee)

B.   Discuss professional certifications and memberships with BREC possibly offering monetary assistance of 50%, if not all, cost to employees for their professional certifications necessary for their profession. 

IV.  Adjournment

Meeting was adjourned at 4:32 p.m.

With Kindest Regards,

Stephanie Trim, PHR

Director of Human Resources

VIII.        reports of special committees - none

IX.           SPECIAL ORDERS

A.    Appointment of Representatives to:

1.     Standing Committees

X.            Unfinished Business and General Orders - none

XI.           New Business - NONE

XII.         Adjournment