Minutes ofNov 16, 2017
The regular meeting of the Grand Blanc Parks and Recreation Commission was called to order at
5:30 p.m. by B. Hesterat the Grand Blanc Parks and Recreation Office, 360 E. Grand Blanc Road,
Grand Blanc, Michigan.
Commission Present: Brad HesterChairman
Jason MaccoVice Chairman
Paula NasSecretary / Deputy Treasurer
Tom PettitTreasurer
Jake MengelCommissioner
Gary GreenCommissioner
Ken ThomasCommissioner
Staff Present:KaeEidsonDirector
Jamie WeaselAssistant Director
Rob McRaeProgrammer
Misty MoenSenior Coordinator
Absent: Carol NeumannOffice Manager
Chris HesterMaintenance Supervisor
Agenda
T. Pettit made a motion to accept theNovember agenda as presented.J. Mengel provided support. No discussion needed.Vote taken7 Yeas – 0 Nays. Motion carried.
Minutes
T. Pettitmade a motion to accept theOctober 19, 2017Minutesas presented. G. Greenprovided support.
Vote taken 7 Yeas–0 Nays. Motion carried.
Directors Report
T. Pettit inquired about the shredding of documents that was done in conjunction with the township. T. Pettit asked about what is required for document retention. K. Eidson noted for most items it is seven years; however, we are keeping senior millage information for ten years.
T. Pettit inquired about the Chamber of Commerce Executive meeting and wondered if the topic of the Festival Beer Tent came up in discussion. K. Eidson noted J. Kilmer is aware that Parks & Recreation is considering no longer handling the event and it didn’t seem to be a concern.
T. Pettit asked about the Glow Golf Event. He inquired about the revenue/profit generated and wondered if it was comparable to 2016. K. Eidson noted it was definitely a more lucrative event in 2017. There were additional opportunities for donations that were new to 2017 event plus additional sponsor support. The number of teams remained the same and if anything we would like to reduce that number due to the late hour the event gets over. The last golfers don’t get into the club house until approximate 11:30pm. Scores have to be tallied and awards presented which makes for an early morning end to the event.
Assistant Director
No questions were raised
Recreation Programmer
T. Pettit inquired if Little League has been in touch after the newly elected board has been put in place. R. McRae noted he is aware they have had some meetings but they have not reached out to him as of yet. J. Macco made note that the feedback that we received from the 2017 season seemed very positive so he hoped that they were happy with the partnership and benefit we provide to their organization. G. Green noted that they didn’t want the old board making decisions on behalf of the new board. J. Weasel asked if the registration was scheduled for December 1. G. Green indicated that was his understanding.
Maintenance Supervisor
T. Pettit inquired about the field re-grading and restoration due to normal wear and tear from the past season. K.Eidsonnoted the dog park water line installation took significantly more time than expected due to weather and a few unexpected issues. Due to the weather, the need to get the water turned off, and closing the pavilions for the season the fields have been put on the back burner.
B. Hester asked about the status of the security cameras at the park. K. Eidson said it is a work in progress. The company installing was hoping to be able to use Comcast which ended up not to be an option. Apparently there is a company out of Fenton which will be meeting with them this week. They are hoping to either use a tower close by or hook something to the cell tower. K.Eidson noted the cameras are working and consumers called this week and they will have their part done by December 8th. They had to order some different brackets that delayed things a bit but should have it done by next week and possibly have some training next week as well.
J. Macco asked if the Youth Football organization has started moving any dirt on the north side of the park. K. Eidson noted nothing has been done yet. They are still talking about it but no work has begun.
Senior Center Coordinator
No questions were raised
Correspondence
No questions were raised
Administration & Policy Committee
J. Macco indicated the committee met regarding the proposals for the 2018 compensation package for full time staff members. He noted that it was being handled a little differently than in previous years. Essentially there are two different compensation packages depending on what the township approves from an appropriation stand point. A request for an increase has been made to the township and they will have a public hearing on Nov. 28th at which point we should know if it is approved.
T. Pettit made a motion to approve the proposed salary compensation (7B) based on township approval of an increase to their annual appropriation to Parks & Recreation. J. Mengel provided support. There was no additional discussion needed. Vote taken 7 Yeas – 0 Nays. Motion carried
J.Macco made a motion to approve the proposed salary compensation (7C) if the township denies the request for the increase to their annual appropriation to Parks & Recreation. T. Pettit provided support. Vote taken 7 Yeas – 0 Nays. Motion carried
Area & Facilities
Did not meet.
Budget & Finance Committee
T.Pettit noted, as with the salary compensation, the 2018 budget is also being handled in a slightly different manner than in previous years. The budget will depend on whether the township approvesan increase to their annual appropriation to Parks & Recration.
T. Pettit made a motion to approve the proposed 2018 budget (8B) based on township approval of an increase to their annual allocation. J. Mengel provided support. K. Thomas had some questions regarding the budget to actual numbers related to the 2016 & 2017 budgets. Much of the confusion seemed to stem from categories that could have been more clearly labeled. K. Eidson agreed therequested changes could be made going forward. Additionally,K. Thomas had questions related to the compensation summery reports. Compensation summary report is used to show individual compensation numbersfor specific employees. In this case it was for years 2016, 2017, and proposed for 2018. The compensation summary will not directly transfer to the budget as there are events such as staffing changes that take place in a year that affect the overall numbers. 2016 held significant staffing changes which changed the outcome of the forecasted budget. Changes were approved through the commission along with documentation to support the changes.
J. Macco made the point noting Yeo & Yoe, the company that handles the annual required governmental audit,goes through these items indepth. J. Macco indicated in his time on the commission Yoe & Yeo has never raised any red flags nor presented any concerns regarding the compensation budget or the budget to actual numbers. J. Macco noted he does not claim to be a financial expert and values the expertise and reporting done by Yeo & Yeo. Ultimately,K.Thomas indicated he did not have a issue with voting for the budget; however, his issue lies with the way it is being presented.
K. Eidson noted had she been aware of his questions and concerns she could have provided a different format or addressed his specific questions prior to the meeting. G. Green directed a comment to K. Thomas indicating he should
have sought clarification directly from K. Eidson. K. Thomas indicated he was not comfortable going to her and didn’t want to burden her thus deciding to take his questions and concerns to the township supervisor and manager. No further discussion was needed. Vote was taken 6 Yeas – 1 Nays. Motion carried
J.Macco made a motion to approve the proposed budget (8C) if the township denies the request for the increase in the annual appropriation.T. Pettit provided support. No discussion was needed. Vote taken 6 Yeas – 1 Nays. Motion carried.
Senior Committee
Did not meet / No Report
Old Business
None to report
New Business
None to report
Financial Reports
T. Pettit made a motion to accept the October financials as presented. J. Mengel provided support.
Vote taken 7 Yeas – 0 Nays. Motion carried.
T. Pettit made a motion to accept theOctober payables check register as presented.J. Mengel provided support.
Vote taken 7 Yeas – 0 Nays. Motion carried.
Round Table
K. Eidson took a moment to acknowledge the maintenance staff, J. Weasel and the Township for their effort put forth to install the waterline for the dog park. K. Eidson noted it was a tedious process but they stuck with it and did a great job.
G. Green noted that he supported K. Thomas in his recommendation to clear up some of budget headers to provide more clarity.
J. Macco noted it was nearly time to report out on Parks & Recreation to the schools. J. Macco requested J. Weasel to assist in providing some statistical information regarding programs and participants.
Adjourn
As there was nothing further to discuss J. Macco made a motion to adjourn at 7:04p.m. Support provided by J. Mengel.
Vote taken 5 Yeas – 0 Nays
Respectfully submitted,
Paula Nas
PN/CN