jekyll island-state park authority august 15, 2016€¦ · 15/08/2016 · golf carts at the jekyll...

JEKYLL ISLAND-STATE PARK AUTHORITY August 15, 2016

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The Jekyll Island State Park Authority (JIA) committees met in Public Session on Monday, August 15, 2016 at the Jekyll Island Convention Center on Jekyll Island, GA. Members Present: Richard Royal, Chairman Bob Krueger, Vice-Chairman Mike Hodges, Secretary/Treasurer Sybil Lynn Joy Burch-Meeks

Bill Jones III Nancy Gallagher, Senior Assistant Attorney General Via teleconference: Mark Williams Trip Tollison Members Absent: Bill Gross Staff Present: Jones Hooks, Executive Director Marjorie Johnson, Chief Accounting Officer Noel Jensen, Sr. Director of Facilities and Public Services Meggan Hood, Sr. Director of Marketing Jenna Johnson, Director of Human Resources Bruce Piatek, Director of Historic Resources Daniel Strowe, Legal Associate Jim Broadwell, Project Manager Cliff Gawron, Director of Landscaping and Planning Dion Davis, Executive Director, Jekyll Island Foundation Linda de Medicis, Executive Assistant and others Various members of the public and press were present. Chairman, Richard Royal called the Committee session to order at 9:30 a.m., introduced Board members participating via teleconference and a quorum was established. Mr. Jones Hooks, Executive Director, introduced new hotel General Managers: Mr. Bruce Westerlin, Jekyll Island Club Hotel and Ms. Sharon Dennis, Beachview Club Hotel. Historic Preservation/Conservation Committee: Mr. Ben Carswell, Director of Conservation, introduced Mr. Tim Keyes, Wildlife Biologist – Nongame Conservation Section, Wildlife Resources Division, Georgia Department of Natural Resources (DNR). Keyes provided an overview of the Western Hemisphere Shorebird Reserve Network (WHSRN) established in 1985 as a site specific, hemisphere scaled shorebird conservation strategy. In the 1990’s, research by DNR shorebird biologist Brad Winn uncovered the importance of the Altamaha Delta to migratory birds of a variety of species, which led to the area’s WHSRN designation in 1999. Georgia DNR will nominate Jekyll Island and other Georgia coastal areas of significance, to be classified as a “landscape of hemispheric importance” for shorebirds. The designation would provide an opportunity for education and outreach campaigns and help when applying for future grants to continue research and management work on the coast. This designation would carry no regulatory authority. Krueger confirmed the cooperation of other stakeholders in the area and that Sea Island and St. Simon’s Island would also be approached for a letter of support. Krueger also confirmed there were no financial obligations with the designation. Hooks asked where WHSRN was based, Keyes answered the Director is in South America and volunteer council, located internationally. Ms. Lynn moved to approve a letter of endorsement from Jekyll Island in support of the establishment and participation in the WHSRN Landscape of Hemispheric Importance; seconded by Mr. Royal. Unanimously approved subject to legal and staff review.


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Mr. Krueger concluded his report. Chairman Royal asked for public comments. Ms. Alice Keyes, 100 Miles, thanked the Board for supporting the application for WHRSN designation. Finance Committee: Committee Chair, Mr. Mike Hodges reviewed June, end of fiscal year and July financials, traffic counts, convention center revenues and hotel reports. Revenues for June were $2,760,968, which reflects a favorable $231K (9%) variance from budget. Revenues also reflect a favorable $1.8M (8%) variance from year to date budget as well as a favorable $3.3M (15%) variance from prior year to date. Expenses were $2,023,329 for June and reflected an unfavorable budget variance of $122K (6%) for the month. Expenses reflect an unfavorable $344K (2%) variance from year to date budget and an unfavorable $2.2M (11%) variance from the prior year to date expenses. The Net Operating Cash Income for the month of June is $737,639, which is a $109K (17%) favorable variance from the budgeted net operating cash income of $628,645. Net Operating Cash Income reflects a favorable $1.5M variance for the fiscal year and a favorable $1.1M variance from the prior fiscal year. Year to date Net Operating Cash Income is $2,699,576, from which $2,594,396 has been set aside for designated funds and capital projects and equipment, leaving a $105,179 contribution to cash reserves. Revenues for July were $4,394,693, which reflects a favorable $350K (9%) variance from budget. Revenues also reflect a favorable $353K (9%) variance from July 2015. Expenses were $2,384,175 for July and reflected a favorable budget variance of $226K (9%) for the month. The majority of the expense categories reflect favorable budget variances for the month. All of these variances are assumed to be timing variances as this is the first month in our fiscal year. The Net Operating Cash Income for the month of July was $2,010,519, which is a $576K (40%) favorable variance from the budgeted net operating cash income of $1,434,285. Net Operating Cash Income reflects a favorable $296K variance from the prior fiscal year. Traffic Counts:


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Convention Center: Hotels: July 2016 Year-to-Date: Ms. Marjorie Johnson, Chief Accounting Officer, reviewed the 2016-2017 AmeriCorps Grant from the Georgia Department of Community Affairs. This is the 5th year JIA has received funding to provide for 31 AmeriCorps members, supplies for education, and turtle care at the Georgia Sea Turtle Center. Grant Period: September 2016 to August 2017; Georgia Department of Community Affairs: $316,847.00; Matching Funds from JIA (42%): $229,440.00; Total Program: $546,287.00. Mr. Jones moved to accept the AmeriCorps Grant from the Georgia Department of Community Affairs; seconded by Mr. Krueger. Unanimously approved. Mr. Daniel Strowe, Legal Associate, reviewed the 2nd Amendment to the Revised and Restated Lease for Villas by the Sea. The proposed amendment provides that the lender be given thirty (30) days, as opposed to ten (10 days) following a note of default by Lessee to determine whether to cure the Lessee’s default. In addition, the amendment also revises the length of time for the lender to determine whether to assume the lease under the same terms and conditions in the event of the Lessee’s default from ten (10) days to thirty (30) days. Mr. Krueger moved to approve the 2nd Amendment to the Revised and Restated Lease for Villas by the Sea; seconded by Mr. Jones. Approved by a vote of 4-0-1 vote. Mr. Hodges abstained from voting due to professional association. Strowe continued with the Quality Inn request for a sixty (60) day extension to certain Development Milestone dates:

• Section 5.2(a)(i) – “Concept Plans” from July 31, 2016 to September 29, 2016; • Section 5.2(a)(ii) – “Schematic Design Drawings” from July 31, 2016 to September 29, 2016; • Section 5.2(a)(iv) – “Design Development Drawings” from July 31, 2016 to September 29, 2016; • Section 5.2(a)(v) – “Financial Closing Date” from July 31, 2016 to September 29, 2016; • Section 5.2(a)(vi) – “Construction Documents” from July 31, 2016 to September 29, 2016; • Section 5.2(a)(vii) – “Begin renovation and construction” from September 30, 2016 to November 29, 2016; • Section 5.2(a)(viii) – “Complete renovation and construction” from July 31, 2017 to September 29, 2017.


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Mr. Jones moved to approve the Quality Inn Request for a sixty (60) day extension to certain Development Milestones; seconded by Mr. Krueger. Unanimously approved. Hooks visited the owners Island Inn project on St. Simons Island and was impressed with the renovations and progress. Hodges concurred. Strowe continued with the Red Bug Motors, LLC lease with Mr. Rich Van Iderstyne. Term of Lease: Ten years with two separate five year options to renew for a total of twenty years. Annual Rent: Year 1 through Year 2: $8,100.00 ($675.00/month)

Year 3 through Year 5: $8,400.00 ($700.00/month) Year 6 (61st month): Rent subject to CPI Adjustment Year 9 (109th month): Rent subject to second CPI Adjustment

*Parties will review rent structure prior to exercising either option to renew for an additional five years based on business operations Specified Use of Premises: Retail rental of electric touring vehicles; all matters of business concerning air travel and operation of airport Licenses: Tenant responsible for obtaining vehicle rental license and bicycle rental license as required Insurance Coverage: $2 million aggregate Hodges asked for clarity on the insurance. Strowe stated Red Bug Motors is responsible for obtaining their own policy in addition to coverage under the Georgia TORT Claims Act. Hodges asked if the $2M was an appropriate amount of insurance coverage for airport operations. Ms. Gallagher noted the lease includes an indemnification clause. Hooks added lease payments are for the operation of Red Bug Motors rentals. JIA receives the benefit of staffing and operation of the airport with the association with Mr. Van Iderstyne. Mr. Jones moved to approve the Red Bug Motors Lease; seconded by Mr. Krueger. Unanimously approved. Mr. Noel Jensen, Senior Director of Facilities and Public Services, reviewed the details of the lease agreement for golf carts at the Jekyll Island Golf Club. Of the three proposers for leased golf carts (Yamaha, Club Car and EZ Go), Yamaha rated highest with a score of 4.67 out of 5. The monthly lease payment for golf carts totals $20,700 (slightly lower than budgeted). Yamaha will provide a range ball picker at no charge and can confirm delivery of 160 carts with GPS and geo-fencing capabilities, and an additional 20 carts without GPS capabilities (for Great Dunes), by the Georgia/Florida Golf Classic in October. Yamaha had good references, a good warranty, are made in Georgia and holds the state contract for golf carts. Jensen recommended the award be made to Yamaha and that Mr. Hooks be given the authority to execute the agreement, pending final legal review. Mr. Krueger moved to approve the lease agreement with Yamaha for golf carts as recommended, subject to legal review; Mr. Royal and Mr. Jones seconded. Unanimously approved. Mr. Hodges concluded his report. Chairman Royal asked for public comments. There were none. Personnel Committee: Mr. Royal called Ms. Jenna Johnson, Director of Human Resources for a FY16 employee staffing level report. JIA employed an average of 276 full and part time employees and according to exit interviews, forty percent of those employees left employment in FY16.

The largest (65%) reason for leaving employment is opportunity (43% full-time/57% part-time). 76% of full-time employees left for higher pay, 20% left for positions that offered a promotion within their field, and 4% left to pursue self-employment. 85% of part-time employees left for full time positions that offered benefits that included health insurance, 12% left for full time positions within their field of study, and 3% left to join the military. Part-time employees make up 44% of the JIA workforce. In FY16 six (6) part-time employees were promoted to full time position.

65%18%

11%

4% 2%

OpportunityRelocateFamilyRetiredEducation


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This is the first year employers are required to submit reporting for the Affordable Care Act and to keep track of the number of hours’ part-time employees worked. The Human Resources department participates in every interview and works closely with supervisors on interviewing techniques to hire people who truly want to work at JIA. Hooks added the Human Resources team does a great job with personnel efforts, tracking data, nurturing/care for employees, coordinating regularly scheduled staff meetings to brief employees on policy and procedures, and orientation sessions for new hires. Ms. Johnson concluded her report. Mr. Royal asked if there were public comments. There were none. Marketing Committee: Committee Chair, Ms. Joy Burch-Meeks, called Ms. Meggan Hood, Sr. Director of Marketing. Hood introduced the magazine of Jekyll Island, 31•81. The magazine is not a visitor’s guide or a local lifestyle publication, but will focus on discovery, exploration, and education with deep, rich storytelling.

• Educate & inspire readers through photography and editorial features (Atlanta Magazine Custom Publishing)

• Inspirational magazine to drive loyalty and visitation • Published twice per year, October and April • Partially supported with limited advertising pages

31•81 is not being created to compete with other area magazines. Magazines will not be available in hotel rooms or on the island but will be mailed to homes and will require an “opt-in” by those wishing to receive the publication. The cost of the magazine will be offset by advertising and underwriting revenue, additional details will be provided as the project moves forward. Ms. Burch-Meeks concluded her report. Chairman Royal asked if there was public comment. Ms. Tommie Crum, owner of Golden Isles Carriage and Trail, shared the positive feedback the business has received on the carriage and beach horseback rides her company provides on Jekyll Island. Committee of the Whole: Mr. Ben Carswell, Director of Conservation reviewed the revised Request for Proposal (RFP) #327 for the erosion concerns on the beach facing side of the north end of the island. The project is made possible by $4M in funds allocated to Jekyll Island in the Governors FY17 budget. Items to note include the request to proposers to clean up the debris field along the area and to design a clearly defined northern terminus of the revetment that would not exacerbate erosion. There is also language which would allow alternatives based on research and proven innovations. The timeline has been finalized, if approved, the RFP will be posted by August 17th and will close on September 16, 2016. Hooks asked that item “F” be changed to “a guarantee maximum price and any contingency amount must be clearly specified”. The format of this RFP is unusual for JIA projects in that it is a design/build project and has a guaranteed maximum price. The process will include permitting and public engagement components. Mr. Krueger moved to approve RFP 327; seconded by Ms. Lynn. Unanimously approved. Mr. Jones Hooks, Executive Director, reviewed the proposed National Golf Foundation Consulting, Inc. (NGF) Contract Agreement for the Jekyll Island Golf Master Plan. NGF scope of services includes 1) external market analysis, 2) comprehensive review of operations, 3) comprehensive review of physical plant, 4) operational and physical recommendations and 5) stakeholder (public) input. Should the Board approve the NGF agreement, the start date would be August 23rd with a completion date in early 2017. Total cost as proposed is $50,000, inclusive of all expenses and deliverables, and is included in the FY17 budget. The NGF has no affiliations or specialties (i.e. turf maintenance, equipment, etc.). Mr. Jones moved to approve the National Golf Foundation Consulting, Inc. Agreement; seconded by Ms. Lynn. Unanimously approved. Mr. Hooks reviewed the proposed Project Outline for the Comprehensive Disability Accessibility and Improvement Plan as proposed by the Georgia State Financing and Investment Commission (GSFIC), State ADA Coordinator’s Office. On page 4, footnote item 5 of the project outline the following language was added “Throughout the project, JIA will proactively engage the disability community and obtain feedback from individuals and organizations representing a wide range of disabilities. This will be accomplished through formal public forums and meetings, social media, and customer interviews. JIA will also recruit people with various disabilities (including persons with


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mobility impairments, sensory disabilities, intellectual disabilities, and mental health conditions, among others) to participate in the planning process. These individuals should have disability expertise and represent the perspective of a broad constituency within the disability community.” The proposed project start date is September 15, 2016. Collaborating agencies include JIA, GSFIC State ADA Coordinator Office as well as the potential of a private consultant. There is no cost to the JIA for the study; there will be a costs associated with any proposed improvement implementation. Mr. Krueger moved to approve the Project Outline for the Comprehensive Disability Accessibility and Improvement Plan; seconded by Ms. Burch-Meeks. Unanimously approved. Hooks continued, confirmation letters have been received from the Georgia Department of Transportation (DOT) to resurface roads on Jekyll Island ($100K to be matched by JIA with Board approved budget allocations) and for safety pedestrian crosswalk improvements ($50K). Ms. Lynn moved to approve the Georgia Department of Transportation grants for road resurfacing and pedestrian crosswalk improvements; seconded by Ms. Burch-Meeks. Unanimously approved. Hooks reviewed the Revitalization Update: Beach Village Retail • Twenty-one (21) tenants are open. • Jekyll Island Seafood Restaurant build-out design will start within the next thirty (30) days. • Tenants for R-3, Suite 101 are being pursued. • We have received a proposal for the 2nd floor of R-1, and it’s under review. • We have retained Robert Jahn of Driggers Commercial Group Inc. to market the remaining retail space. Beach Village Vacant Parcel • New RFP 326 issued June 22, 2016. • Four (4) proposals received Friday, August 12, 2016. • List of proposers posted on website Friday, August 19, 2016. Jekyll Club Suites • Civil construction 50% complete. • Vertical construction 65% complete. • Revised drawings for restaurant and expanded pool area received August 10, 2016. Under review. • June 2017 opening expected. Youth and Learning Center

1. Building 1 – Auditorium – 96% complete 2. Building 2 – Maintenance Facility – 75% complete 3. Building 3 – Staff Housing – 75% complete 4. Building 4 – Cafeteria – 76% complete 5. Building 5 – 32 Bed Cabin – 99% complete 6. Building 6 – 32 Bed Cabin – 99% complete 7. Building 7 – 32 Bed Cabin – 99% complete

8. Building 8 – 64 Bed Cabin –99% complete

9. Building 9 – Open Picnic Shelter – 99% complete 10. Building 10 – Historic Pavilion – 96% complete 11. Building 11 – Open Picnic Shelter – 99% complete 12. Building 12 – 64 Bed Cabin – 99% complete 13. Building 13 – 32 Bed Cabin – 99% complete

• Civil construction – 87% complete; Fill 100% complete. • Anticipate Ribbon Cutting in December • Opening January 2017. • 4-H has opened the reservations for the new center to all environmental education students. As of Friday,

August 12th, 4,971 students have been registered for programs. • 4-H is offering seven (7) weeks of summer sessions instead of the originally planned six (6) weeks.


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The Cottages at Jekyll Island • All cottages (57) in Phase I and II are under construction with 24 units already occupied. • Ninety-two (92) cottages sold in Phases I, II, III and IV. • Thirty-one (31) closings with cottage buyers have occurred to date; four (4) additional closings are scheduled in

August 2016 which will complete Phase I. • Amenity Center is 65% complete. Pool construction 60% complete. • Paving for Phase III started August 15, 2016. • Phase III vertical should start late August. • 250 workers are onsite working daily. Island Hopper Bike Trail (TE) • RFQ 325 was issued. Only one quote received. DOT required Re-bid. • Specification revised and RFQ 330 was issued Thursday, July 14, 2016 and three (3) quotes received on

Thursday, August 11, 2016. Under review.

A preliminary request for Historic District improvements ($5.6M) has been submitted to the State of Georgia Office of Planning and Budget (OPB), as a placeholder for bond planning. JIA received a letter from OPB that capital outlay bond planning in the amount of $500K for FY18 has been included in discussions for funding ADA and safety improvements in the Historic District. The Post Office should open in the Historic District October 1, 2016. Jekyll EMS received a letter of thanks for their efforts in helping the citizens of Jekyll Island. Congressman Buddy Carter met with Hooks for an update on Jekyll Island and visited the Georgia Sea Turtle and Youth and Learning Centers on Friday, August 12th. Dr. Terry Norton, Director and Veterinarian at the Georgia Sea Turtle Center, is the recipient of the “Emil Dolensek Award” from the American Association of Zoo Veterinarians. This most prestigious award goes to individuals for exceptional contributions to the conservation, care, and understanding of zoo and free-ranging wildlife. The Association recognizes Dr. Norton as one of the leaders in wildlife medicine and management throughout the world. Jekyll Island is on the list in Glynn County for $2.3M in Special Local Option Sales Tax (SPLOST) funding for street resurfacing and public parking lot improvements. Vote is on November 8, 2016. Glynn County collects between 55.6 and 59.5 percent of its local sales tax from non-county residents according to a study conducted by the University of Georgia Carl Vinson Institute. Mr. Hooks concluded his report. Chairman Royal summarized the items approved and discussed at the meeting and asked for public comments. Ms. Mindy Egan, resident, was pleased the ADA program was going to include those with disabilities and go beyond the minimum to include all amenities and suggested the project team include an independent consulting organization and the self-evaluation team include a person with a disability. Being no further public comments, Chairman Royal adjourned the Committee Session at 11:09 a.m.


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Jekyll Island Authority Board Meeting Chairman Royal called the Jekyll Island Authority Board of Directors meeting to order at 11:13 a.m. Minutes: Chairman Royal called for a motion to approve the minutes of the July 18, 2016 Board of Directors meeting. Mr. Krueger moved to approve; seconded by Ms. Lynn. Unanimously approved by the Board. Historic Preservation/Conservation Committee: Recommended approval of the Letter of Endorsement to Nominate the Georgia Coast as a Western Hemisphere Shorebird Reserve Network Landscape of Hemispheric Importance – Subject to staff & legal review. Chairman Royal stated no second required; unanimously approved. Finance Committee: Recommended acceptance of the Georgia Department of Community Affairs 2016-2017 AmeriCorps Grant ($316,847.00). Chairman Royal stated no second required; unanimously approved. Recommended approval of Villas by the Sea- 2nd Amendment to the Revised and Restated Lease Agreement. Chairman Royal stated no second required; approved by a vote of 6-0-1. Mr. Mike Hodges abstained from vote due to professional relationship. Recommended approval of the Quality Inn Milestone Deadline Extension. Chairman Royal stated no second required; unanimously approved. Recommended approval of the Red Bug Motors, LLC Lease – Subject to legal review. Chairman Royal stated no second required; unanimously approved. Recommended approval of the Yamaha Golf Cart Lease – Subject to legal review. Chairman Royal stated no second required; unanimously approved. Committee of the Whole: Recommended approval of the Request for Proposal (RFP) #327 – North Shore Revetment Repair and Rehabilitation as amended in committee session. Chairman Royal stated no second required; unanimously approved. Recommended approval of the National Golf Foundation Consulting, Inc. Contract Agreement. Chairman Royal stated no second required; unanimously approved. Recommended approval of the GSFIC State ADA Coordinators Office Comprehensive Disability Accessibility Assessment and Improvement Plan. Chairman Royal stated no second required; unanimously approved. Recommended acceptance of the Georgia Department of Transportation Grants for road resurfacing ($100K) and crosswalk safety improvements ($50K). Chairman Royal stated no second required; unanimously approved. Election of Officers (Vice Chairman and Treasurer/Secretary): Ms. Sybil Lynn nominated Mr. Bob Krueger for Vice-Chairman. Mr. Jones moved to approve; seconded by Mr. Hodges. Unanimously approved. Mr. Bill Jones III nominated Mr. Mike Hodges for Treasurer/Secretary. Mr. Krueger moved to approve; seconded by Ms. Lynn. Unanimously approved. There being no additional items to bring before the Board, Chairman Royal adjourned the meeting at 11:20 a.m.

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BOARD MEETING

Monday, August 15, 2016 Agenda

9:30 a.m. JIA Committee Meetings* Convention Center Rooms 7/8

*All applicable public comments will be heard during the appropriate committee meeting.

Chairman Richard Royal – Welcome

Historic Preservation/Conservation Committee – Section I Bob Krueger, Chair

A.) Ben Carswell, Director of Conservation 1. Nominating the Georgia Coast as a Western Hemisphere Shorebird Reserve Network

Landscape of Hemispheric Importance - Tim Keyes, Wildlife Biologist – Nongame Conservation Section, Wildlife Resources Division, Georgia Department of Natural Resources

Finance Committee – Section II Mike Hodges, Chair

A.) Financials 1. June and Fiscal Year 2016 End of Year Financial Summary - Marjorie Johnson, Chief

Accounting Officer 2. July Financials – Mike Hodges, Chair

B.) Consideration of Acceptance of the 2016-2017 AmeriCorps Grant of $316,847.00 from the Georgia Department of Community Affairs – Marjorie Johnson, Chief Accounting Officer

C.) Real Estate Leases – Daniel Strowe, Legal Associate 1. Villas by the Sea – 2nd Amendment to the Revised and Restated Lease Agreement 2. Quality Inn Milestone Deadline Extension Request 3. Red Bug Motors, LLC Lease Terms

D.) Business Leases 1. Yamaha Golf Cart Lease (Subject to Legal Review) - Noel Jensen, Sr. Director of

Facilities and Public Services

Personnel Committee – Section III Bill Gross, Chair

A.) Jenna Johnson, Director of Human Resources 1. FY2016 Employee Staffing Level Update

Legislative Committee – Section IV

Richard Royal, Interim Chair

A.) No Report

Marketing Committee – Section V Joy Burch-Meeks, Chair

A.) Marketing Update – Meggan Hood, Senior Director of Marketing Committee of the Whole – Section VI Richard Royal, Chairman

A.) Request for Proposal (RFP) #327 – Design, Permit, and Repair/Rehabilitate an Existing Ocean-

Facing Shoreline Rock Revetment, along with Associated Upland Restoration and Evaluation/Design/Permitting/Construction of Engineering Alternatives to the Revetment in Select Areas – Ben Carswell, Director of Conservation

B.) National Golf Foundation Consulting, Inc. Contract Agreement - Golf Course Master Plan – Jones Hooks, Executive Director

C.) Georgia State Finance and Investment Commission (GSFIC) State ADA Coordinators Office Comprehensive Disability Accessibility Assessment and Improvement Plan – Jones Hooks, Executive Director

D.) Consideration of Department of Transportation Grants – Jones Hooks, Executive Director 1. Road Resurfacing ($100K) 2. Crosswalk Safety Improvements ($50K)

E.) Executive Director’s Report 1. Revitalization Update 2. Other

F.) Chairman’s Comments Adjournment

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JIA Board Meeting Agenda Richard Royal, Chairman Action Items

A.) July 18, 2016 Board Meeting Minutes B.) Letter of Endorsement to Nominate the Georgia Coast as a Western Hemisphere

Shorebird Reserve Network Landscape of Hemispheric Importance C.) Georgia Department of Community Affairs 2016-2017 AmeriCorps Grant ($316,847.00) D.) Villas by the Sea- 2nd Amendment to the Revised and Restated Lease Agreement E.) Quality Inn Milestone Deadline Extension F.) Red Bug Motors, LLC Lease G.) Yamaha Golf Cart Lease – Subject to Legal Review H.) Request for Proposal (RFP) #327 – North Shore Revetment Repair and Rehabilitation I.) National Golf Foundation Consulting, Inc. Contract Agreement J.) GSFIC State ADA Coordinators Office Comprehensive Disability Accessibility

Assessment and Improvement Plan K.) Department of Transportation Grants

1. Road Resurfacing ($100K) 2. Crosswalk Safety Improvements ($50K)

L.) Election of Officers 1. Vice-Chairman 2. Treasurer/Secretary

Adjournment

Board of Directors Working Session immediately following JIA Board Meeting Convention Center – Room 11

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MEMORAND UM

TO: COMMITTEE OF THE WHOLE

FROM: NOEL JENSEN, SR. DIRECTOR OF FACILITIES AND PUBLIC SERVICES

SUBJECT: OPERATIONS MONTHLY REPORT – JULY 2016

DATE: 8/06/16

PUBLIC SERVICES July Highlights:

Roads & Grounds in tandem with Landscaping executed a storm water drainage project in the historic district designed by the UGA landscape summer interns.

Installed kiosks in the Beach Village and Historic District with maps and a distribution point for the Official Island Guide.

Completing Phase II of Campground Pavilion upfit.

Facilities Department Work Orders

New Work Orders 94

Completed 73

Outstanding 42

Awaiting Parts 31

94

73

42

31

0

10

20

30

40

50

60

70

80

90

100

New Work Orders Completed Outstanding Awaiting Parts

2

PUBLIC SAFETY – Fire & EMS July Highlights:

Responded to seven brush and one structure fire.

Continued working with Monroe Communications on process to move JIFD and JIA repeater antennas to a collocated position at the Verizon Cell Tower behind the fire station for increased coverage/range.

Jekyll Island Fire & EMS Responses Total Responses 50

EMS Responses 31

Transported to ER 15

Fire Responses 19

False Alarms 0

0 5 10 15 20 25 30 35 40 45 50

Total Responses

EMS Responses

Transported to ER

Fire Responses

False Alarms

50

31

15

19

0

3

PUBLIC AMENITIES

Jekyll Island Tennis Center July Budget $ 12,511

July Actual $ 9,081

Mini Golf & Bike Rental July Budget $ 58,055

July Actual $ 56,731

$1,000

$3,000

$5,000

$7,000

$9,000

$11,000

$13,000

$9,081

July Budget July Actual

$56,000

$56,500

$57,000

$57,500

$58,000

$58,500

$56,731


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Jekyll Island Golf Club July Budget $ 146,225


Golf revenues are up $4,499 over July FY 15

Average Revenue per round is $43.75 (up $9.76 from FY15)

Annual memberships are up to 146 as compared to 51 in July FY15

Membership revenue is up $7,266 as compared to July FY 15

Passport ticket sales are down $2,250 compared to July FY 15

Merchandise revenues are up $2,334 over July FY 15

July play was down 850 rounds from July FY 15 on: Pine Lakes, Indian Mound and Oleander

July play was up 61 rounds from July FY 15 on: Great Dunes Golf Course

$137,000

$138,000

$139,000

$140,000

$141,000

$142,000

$143,000

$144,000

$145,000

$146,000

$147,000

$140,467


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Summer Waves July Budget $ 692,396


$- $200,000 $400,000 $600,000 $800,000 $1,000,000

July Budget

July Actual

$692,396

$918,622

MEMORANDUM

TO: HISTORIC PRESERVATION/CONSERVATION COMMITTEE

FROM: BEN CARSWELL, DIRECTOR OF CONSERVATION

SUBJECT: CONSERVATION UPDATE

DATE: 8/10/2016

Research and Monitoring

• Wilson’s Plover nesting season has concluded for the season with 16 documented nests. Six of these nests made it to hatching, producing 16 chicks, none of which appear to have survived beyond two weeks and were likely taken by natural predators (see Figure 1).

• A dry weather sampling event for the Watershed Protection Plan will occur during the month of August to satisfy requirements from the EPD. We are working with the water department on this project.

Management and Planning

• Over the past few weeks with the help of the research department, we have installed nearly 30 “Be Aware about alligators” and “Do Not Feed Wildlife (focusing on alligators)” signs across the island to remind residents and visitors about the dangers of feeding alligators and other wildlife and the importance of awareness and safety around waterbodies.

• The Conservation staff has coordinated with multiple departments and a homeowner to arrange for the last Jekyll island residence with a septic system to hook up to the public waste water system. 814 South Beachview will hopefully be connected to sewer within the next couple weeks.

• We are in the process of finalizing drafts on an “omnibus” beach management shore protection act permit that will allow us to more efficiently and effectively manage and improve the functionality of various resources beyond the SPA boundary. This permit is focused on facilitating activities that support conservation goals, such as native landscape restoration, and controlling the impacts of foot and vehicle traffic to and from the beach. Our goal is to submit this permit application by the end of August.

• The RFP 327 draft, concerning revetment rehabilitation on the north end of the island, has been updated accounting for public input received and will be brought back before the board at this month’s meeting for consideration.

Staffing

• We are currently interviewing for two 6-month AmeriCorps positions that will be focusing on Invasive Species management on Jekyll. These positions will substantially increase our ability to control invasive plants on Jekyll, allowing us to expand our efforts beyond just the highest priorities and most tractable problems. There will also be a community engagement requirement within their position that is yet to be determined.

• Next week, Conservation Coordinator Yank Moore is scheduled to participate in a two-day professional development workshop focusing on the identification of native sedges and rushes on St. Catherine’s Island.

Figure 1. 2016 nesting data for Wilson’s Plovers on Jekyll Island including nest location and fate.

Nest # Outcome Reason Date Nested

Date Cam Installed

Date Predated

Time Predated

Date Hatched

Chicks In/Out Ropeline

Days

1 Abandoned Sand 4/3 4/4 4/8 x x x Out 52 Predated Unknown 4/3 4/4 4/24 21:00 x x In 213 Predated Ghost Crab 4/7 4/8 4/28 8:18 x x In 214 Hatched x 4/4 4/8 x x 5/5 3 In 315 Predated Fish Crow 4/10 4/11 4/12 12:32 x x In 26 Predated Fish Crow 4/9 4/11 4/26 13:02 x x In 177 Predated Unknown 4/17 4/21 4/25 x x x In 48 Predated Opossum 4/23 4/25 5/13 1:09 x x In 209 Abandoned x 4/29 x 4/30 x x x Out 1

10 Hatched x 5/2 5/5 x x 6/3 3 Out 3211 Predated Gray Fox 5/1 5/6 5/8 12:44 x x Out 712 Predated x 5/13 x 5/17 x x x In 413 Hatched x x 6/2 x x 6/3 3 In x14 Hatched x x 6/9 x x 6/10 2 Out x15 Hatched x 6/12 6/14 x x 7/12 2 Out 3016 Hatched x x x x x 6/16 3 Out x

Predator Nests Range Average

Opossum 1 20 20

Ghost Crab 1 21 21

Fish Crow 2 2-31 16.5

Gray Fox 1 7 7 *1 nest not locatedUnknown 2 4-21 12.5

Abandoned 2 1-5 3

*only 2 predations within 3 days of installing cam

*0 confirmed fledge

*6 nests hatched, 6 birds banded, 10 unbanded

*9 nests inside ropeline, 7 outside

Hampton Inn Jekyll Island Youth & Learning Center

Great Dunes Park

MEMORANDUM

TO: PERSONNEL COMMITTEE

FROM: JENNA JOHNSON, HR DIRECTOR

SUBJECT: PERSONNEL COMMITTEE REPORT

DATE: 8/8/2016

JIA Workers Compensation Claims: (Target goal for FY17 = TBD).

Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total

FY17 2

FY16 4 1 1 0 0 1 1 1 0 1 1 3 14

JIA Employee Census: 409

Recognition:

o Pocket Praise Winners …..Thank you for going above and beyond!

o Cheltsey Vann with the Museum o Ainsley Toal with Marketing o Sloane Wiggers with Georgia Sea Turtle Center

0

1

2

3

4

5

Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

FY17

FY16

Month Full time Part Time Seasonal Interns Total

Employees

July 2016 155 128 106 20 409

o Retirements:

o None

o Meet our August Featured Employee: Brooke Butler

Brooke Butler, lifeguard at Summer Waves, won a national award in Occupational Health and Safety. Brooke, a student at Camden County High School, was awarded 1st place-gold in Occupational Health and Safety at the annual SkillsUSA National Leadership and Skills conference and SkillsUSA Championships.

The competition was held at the Kentucky Exposition Center in Louisville June 20-24, 2016. More than 6,000 students from every state and two territories competed in 100 contests in technical, skilled, and service occupations, including health occupations this year.

In order to qualify for the national competition, the students competed in local and state contests. Brooke, who was our state gold medal winner, advanced to the national SkillsUSA Championships.

Congratulations, Brooke! We are so proud of you!

MEMORANDUM


FROM: BRUCE PIATEK, DIRECTOR OF HISTORIC RESOURCES

ANDREA MARROQUIN, PROGRAM COORDINATOR

CC:

SUBJECT: HISTORIC RESOURCES UPDATE

DATE: 8/10/2016

Jekyll Island Museum Paid Tours: Public: 2,298 Group: 317

Total: 2,615 Revenue: Public: $29,135 Group: $ 5,328 Store: $22,571 Total: $57,034

• The Jekyll Island Museum set a record for Group Tour Revenue for the month of July, beating a prior record established in 2004.

• The museum also bested prior monthly records for Museum Store Revenue and Total Revenue, surpassing the prior July records set last year in 2015.

$-

$20,000.00

$40,000.00

$60,000.00

$80,000.00

$100,000.00

$120,000.00

$140,000.00

JULY AUG SEPT OCT NOV DEC JAN FEB MAR APR MAY JUNE

Museum Revenue - FY2016 - FY2017

FY2016 FY2017

$29,696.00

$3,889

$20,768.00

Museum Revenue - July, 2016

Tour Revenue Group Revenue Shop Revenue

Education Programs

• July 4 Parade – approximately 900 attended The Jekyll Island Museum hosted our second Independence Day Parade through the historic district. Prizes were awarded at the conclusion of the parade for Most Patriotic Person, Most Patriotic Pet, Best Decorated Bicycle, Best Decorated Cart, and Overall Best of Parade. The parade was a great success and is becoming a signature “hometown” event for Jekyll Island.

Curatorial/Research

• Completed the installation of the Jennings Exhibit in Villa Ospo • Developing an exhibit on the Dolphin Club for the 4-H Center • Working with the marketing department to develop an ADA tour booklet • Working with ERS to verify employee retirement records • Received a furniture donation from the Davenport House in Savannah • Continued processing the residential lease collection • Worked with the GSTC to resolve preservation issues in their natural history collection • Responded to 5 internal and 4 external research requests • Curator Gretchen Greminger resigned to become the Site Managed at Wormsloe Plantation

outside Savannah. Her replacement is being sought. Historic District/Preservation

• Hollybourne Porch Project Completed project to rebuild Hollybourne’s original side porch.

• Drainage Improvements

Monitored the drainage project occurring to the east of the Morgan Center parking lot to document any archaeological resources found within the excavation area. Two areas of interest were documented. One was a Native American deposit of food remains including oyster shells, bones and unmodified whole conch shells. The other was evidence of a Club or State Era structure, most likely associated with the vegetable gardens that were in this area.

• Condition Assessment of All Historic Structures Examined buildings from basements to attics and collected condition data for over 34 structures in the Historic Landmarks District and island wide. Then developed a spreadsheet of cost estimates and priorities for needed repairs and improvements at each structure. Structural repair issues, building preservation and ADA access issues are key priorities.

• Mosaic A team of senior JIA staff visited the Florida Museum and Natural History in Gainesville, Florida and met with senior exhibit development staff to examine exhibit development processes, techniques that work, and to help identify possible exhibit design and fabrication vendors.

Developed a draft plan for the temporary relocation of Historic Landmark District business activities (tours and gift shop) during construction of the Mosaic. Business operations will move to the Infirmary building, currently occupied by the Jekyll Island Bookstore. Planned improvement will need to be made to the building; including restrooms, signs and interior finishes.

• Museum Improvements Identified and purchased two replacement pull tractors. The replacement tractors are refurbished aircraft tugs. These vehicles will replace the similar tractors that pull the large group tour trailers. This purchase will improve the reliability, safety and functionality of our historic landmark tour program, which is the revenue generator for the Historic Landmark District.

MEMORANDUM

TO: JIA BOARD

FROM: TERRY M. NORTON, GSTC DIRECTOR AND VETERINARIAN, JOHN MARR, GSTC GENERAL MANAGER

SUBJECT: GEORGIA SEA TURTLE CENTER UPDATE – JULY 2016

DATE: 08/01/2016

Love the night beach walk: We went on the night beach walk. It was wonderful and the program beforehand was very informative. We would like to go back again in the near future.Quote from Trip Advisor (July 2016) Summary Comparisons with Prior Year (July 2016 vs. July 2015) July 2016 was a nice start to the new fiscal year with a 9% increase in admissions (7% more people) despite a slight 1% decrease in concessions compared to July 2015. Tours and behind the scenes were substantially lower than July 2015, however nesting beach programs and Gatorology experienced increases, doing as much as 40% better compared to last year. Sea Turtle Camp was once again at capacity and proving to be a very popular children’s program. Revenue Categories*

• July total concessions $161,758.29 was $7,241.62 less than budgeted • July total admissions $110,435.44 was $5,435.34 more than budgeted • Adoption (Sea Turtle) 99 | $4,950 Bricks 4 | $400 • Donations (general) | $NA GuidedTours(Groups) 78 participants | $684 • Independent Tours 213 participants | $1,077 Behind the Scenes 125 partic. | $2,196 • School Field Trips 0 students | $0 Distance Learning 1 ( students) | $55 • School Outreach 0 students Public Outreach people reached • Memberships 33 | $2,597 Daily Programs 157 • Sea Turtle Camp 60 participants | $13,571 Scouts 66 particiants | $561 • Turtle Walk 788 participants | $14,090 Ride with Patrol 32 participants | $3,140 • Nest Tracker 25 | $1,000 Egg-Sperience Dawn Patrol 44 partic. | $2,175 • Gatorology 143 participants | $1,338

Sub-Total Education Reservations: Clients 357 | Revenues $2,322

*some online payments are received 2 weeks later

These numbers include select education activities including events and off-island outreach.

Marketing/PR/Events • A Westin wildlife social reached 68 adults and 10 children as this program has become very popular. • Several magazine and other media groups visited this month. • Social Media, Website and Communications Updates:

o Trip Advisor: 1,280 reviews, ranking GSTC #3 out of 20 Jekyll attractions o Facebook: Over 30,060 likes

Presentations, Publications & Grants • Dr. Andrews and team attended various meetings to present JIA research at professional conferences. Education • A replacement mirror for our largest tank was installed this month. Rehabilitation

Research • Jekyll Nesting Beach Activity: 168 Nests; 417 False Crawls; 72 Unique Females Encountered; 31

Remigrants; 39 Novel Females AmeriCorps Program, Volunteer Program, and Marine Debris Initiative

Service Hours Monthly

Total Year to Date Total

Cumulative Total

AmeriCorps Service Hours

4634 35,505.93 227,164.83

Volunteer Hours

973.25 5035.25 49,739.8

Marine Debris Hours

33.75 1084.75 8276.75

MDI & Volunteer Program MDI Clean Ups 0 17 17 MDI Items Collected 10,305 44,287 202,131 New Volunteers Trained 7 125 125 Volunteer Shadow Shifts 0 37 37 Volunteer Advancements 0 74 74

Notes: Volunteer Spotlight: Kyle Santeria; 2016-17 AmeriCorps grant awarded; GA Aquarium volunteers hosted.

Sea Turtle

Other Turtle

Bird

New Patients

5 20 8

Current Patients

14 28 2

Released Patients

8 5 0

Transferred Patients

0 0 1

Total since 2007

667 591 563

MEMORANDUM


FROM: DION DAVIS

SUBJECT: FOUNDATION UPDATE

DATE: 8/8/2016

Board of Director’s Meeting: The Board held its regularly scheduled quarterly meeting on Thursday, July 28, 2016 at the Jekyll Island Club Hotel. Agenda items included: Capital Campaign Update, FY17 Budget, Marketing Reports, JIA Update, and Upcoming Events. Executive Committee: The Executive/Finance Committee will hold its regularly scheduled meeting via conference call on Thursday, August 11, 2016. Agenda items include: Capital Campaign, Marketing and Event Updates, and FY16 Audit. Jekyll Island Mosaic Campaign Update – as of 8/08/16

Pledge and Paid Report Goal: $ 3,134,000 157 Investors: $ 2,773,310 Remaining: $ 360,690 % Goal: 88.5% Cash Received: $ 758,873

Cultivations Solicitation Overview (Individuals & Corporations)

QTY Prospect Category 144 Awarded: Individual (126@$494,010) / Corporations (18@$1,289,800) 19 Asks Pending (AP): $118,500* 23 Asks in Progress (AiP): $500* 8 Prospects with Green Light (GL) for cultivation 77 Prospects Waiting on Green Light (WGL)/No Contact Yet (NCY) 5 HOLDs* 23 Declines

*Not all prospects included in the Qty have been assessed for potential $ Foundation Overview

13 Awarded: $989,500 2 Pending (submitted applications): $225,000 6 Declined: $520,000

MEMORANDUM

TO: FINANCE COMMITTEE

FROM: MARJORIE JOHNSON

SUBJECT: JUNE FINANCIAL STATEMENTS

DATE: 8/8/2016

Revenues

Revenues for June were $2,760,968, which reflects a favorable $231K (9%) variance from

budget. Revenues also reflect a favorable $1.8M (8%) variance from year to date budget as well

as a favorable $3.3M (15%) variance from prior year to date.

June Revenue14%

2%

7%

15%

52%

7%2% 1%

Leases (commercial)

Leases (residential)

Hotel Tax

Parking

Amenities

Utilities & maint

Marketing & Events

Other

The largest variances for the month are:

Lot leases (+$56K) – Participation fees received from The Cottages at Jekyll Island

($45K) and participation fees from Villas by the Sea ($4K).

Business leases (+$78K) – Businesses and hotels revenues were better than anticipated

for June. Also includes $18K payment from Villas resulting from our previous lease

audit.

Convention Center (+$79K) – 21 events were picked up in June, and one budgeted group

cancel their event. The GA Pupil Transportation group spent $25K more than budgeted

and Institute of Continuing Legal Education group (a new group) spent $20K more than

we had budgeted. (See convention center report for more information).

Golf (-$76K) – These revenues were previously reported as revenue at the time of

purchase and not as advanced sales. With the new POS system, membership revenue will

now be recognized over the term of the membership and not at the beginning of the

membership term in order to recognize the revenues in the month they occur. Without

this adjustment, golf would have shown an approximately $9K favorable budget variance

for the month.

Georgia Sea Turtle Center (+$70K) – Grant revenues were $26K higher than budget for

the month, license fees were $11K higher than budget and retail sales were $18K higher

than budget for the month. The GSTC gift shop reached their $1M retail sales goal for

the year with about two hours to spare before the end of the fiscal year!

Summer Waves (+$52K) – Daily admission fees were $30K higher than anticipated.

Locker rentals (+$11K) and consignment ticket sales (+$8K) were also higher than

budget for the month.

Museum (-$48K) - $70K was budgeted for reimbursement of the Hollybourne porch this

year, however the project was not completed until July, so this expense and

corresponding reimbursement will be recorded in next fiscal year.

Expenses

Expenses were $2,023,329 for June and reflected an unfavorable budget variance of $122K (6%)

for the month. Expenses reflect an unfavorable $344K (2%) variance from year to date budget

and an unfavorable $2.2M (11%) variance from the prior year to date expenses.


Contracts (+$111K) – Convention Center (+$85K) variance is from having 27 pay

periods in the fiscal year, an occurrence that does not happen often. Marketing (+$12K)

variance is from the website development project.

Repairs – Facilities & Grounds (-$94K) – The variance in this account for the Baker-

Crane stabilization project. Expenses for this project were expected to be less than

$100K and were budgeted in Building repair & maintenance expense. The project came

in higher than anticipated ($101,227) which exceeded the capitalization threshold set by

the State at $100K. I have moved the expense from Repair & maintenance to an asset

account in June.

June Expenses

0

200,000

400,000

600,000

800,000

1,000,000

1,200,000

HumanResources

Supplies &Materials

Contracts Utilities Advertising &Sales

Repair &Maint

Insurance Other

Net Operating Cash

The Net Operating Cash Income for the month is $737,639, which is a $109K (17%) favorable

variance from the budgeted net operating cash income of $628,645. Net Operating Cash Income

reflects a favorable $1.5M variance for the fiscal year and a favorable $1.1M variance from the

prior fiscal year.

Year to date Net Operating Cash Income is $2,699,576, from which we were able to set aside

$2,594,396 for designated funds and capital projects and equipment, leaving a $105,179

contribution to our cash reserves.

-1,000,000

-500,000

0

500,000

1,000,000

1,500,000

2,000,000

July September November January March May

Net Operating Cash

Actual

Budget

0

500,000

1,000,000

1,500,000

2,000,000

2,500,000

3,000,000

3,500,000

4,000,000

4,500,000


FY2016 Revenues

Actual

Budget

0

500,000

1,000,000

1,500,000

2,000,000

2,500,000


FY2016 Expenses

Actual

Budget

PRIOR

MONTH MONTH BUDGET YTD YTD BUDGET YEAR

ACTUAL BUDGET VARIANCE ACTUAL BUDGET VARIANCE ACTUAL VARIANCE(000's) % (000's) % (000's) %

Revenues

Administration Business Leases 391,986 313,750 78 25% 3,954,491 3,699,479 255 7% 3,321,477 633 19% Hotel Tax 130,409 145,874 (15) -11% 1,281,095 1,341,423 (60) -4% 1,194,717 86 7% Tourism Development Fund 58,200 61,887 (4) -6% 548,841 567,334 (18) -3% 243,443 305 125% Parking 402,417 372,927 29 8% 3,378,418 3,009,731 369 12% 2,974,199 404 14% Interest 275 230 0 19% 2,960 2,844 0 4% 2,706 0 9% Lot Rentals 60,281 3,833 56 1473% 534,479 257,236 277 108% 286,091 248 87% Foundation 5,460 4,968 0 10% 63,276 59,616 4 6% 104,000 (41) -39% Grants - - - 0% - - - 0% 3,308 (3) -100% Administration revenue 9,780 5,962 4 64% 211,498 113,472 98 86% 136,432 75 55% Intern Housing 4,900 4,710 0 4% 44,010 41,550 2 6% 39,548 4 11%

Total Administration 1,063,707 914,141 150 16% 10,019,068 9,092,685 926 10% 8,305,921 1,713 21%

Enterprises

Golf 42,186 117,778 (76) -64% 1,772,264 1,845,638 (73) -4% 1,645,775 126 8% Convention Center 280,877 202,187 79 39% 3,109,069 2,116,974 992 47% 2,302,288 807 35% McCormick's Grill 15,581 28,524 (13) -45% 307,457 385,547 (78) -20% 353,446 (46) -13% Summer Waves 567,288 515,686 52 10% 2,048,439 1,852,451 196 11% 1,974,082 74 4% Campground 112,717 113,410 (1) -1% 1,076,490 1,196,240 (120) -10% 1,150,041 (74) -6% Life is Good 15,304 37,613 (22) -59% 103,816 252,250 (148) -59% - 104 0% Museum 66,656 114,759 (48) -42% 700,123 656,219 44 7% 694,945 5 1% Georgia Sea Turtle Center 269,203 199,525 70 35% 1,767,411 1,658,672 109 7% 1,639,986 127 8% Conservation 5,511 200 5 2655% 15,378 18,556 (3) -17% 30,201 (15) -49% Miniature Golf & Bikes 43,384 46,211 (3) -6% 352,385 293,710 59 20% 279,247 73 26% Water/Wastewater 135,248 112,088 23 21% 1,207,134 1,261,739 (55) -4% 1,169,088 38 3% Sanitation 42,528 41,481 1 3% 498,507 499,019 (1) 0% 475,245 23 5% Fire Department 9,341 8,632 1 8% 929,409 921,412 8 1% 929,745 (0) 0% Tennis 7,244 12,745 (6) -43% 62,081 73,003 (11) -15% 60,542 2 3% Destination Mktg & Special Events 62,602 44,612 18 40% 602,799 626,655 (24) -4% 252,005 351 139% Guest Information Center 16,059 15,654 0 3% 194,272 184,379 10 5% 189,856 4 2% Soccer 3,200 2,385 1 34% 28,598 28,619 (0) 0% 28,354 0 1% Landscaping, Roads & Trails 2,331 2,500 (0) -7% 22,179 30,500 (8) -27% 26,450 (4) -16%

Jekyll Island AuthorityCONSOLIDATED BUDGET COMPARISON

For the Twelve Months Ending June 30, 2016



Vehicle & Equipment Maintenance - - - 0% - 3,000 (3) -100% 10,011 (10) -100% Facility Maintenance - - - 0% 1,556 - 2 0% - 2 0%

Total Enterprises 1,697,260 1,615,990 81 5% 14,799,367 13,904,584 895 6% 13,211,307 1,588 12%

Total Revenues 2,760,968 2,530,131 231 9% 24,818,435 22,997,268 1,821 8% 21,517,228 3,301 15%

Expenses

Human Resources 1,024,421 1,015,744 9 1% 11,229,201 11,283,268 (54) 0% 9,939,928 1,289 13% Supplies & Materials 231,631 207,688 24 12% 1,651,796 1,640,885 11 1% 1,588,533 63 4% Advertising & Sales 111,347 71,991 39 55% 1,176,771 1,059,121 118 11% 857,954 319 37% Repairs - Facilities & Grounds 30,804 125,303 (94) -75% 1,421,163 1,329,309 92 7% 1,442,619 (21) -1% Utilities 146,454 139,439 7 5% 1,593,446 1,619,714 (26) -2% 1,662,610 (69) -4% Insurance 4,048 3,164 1 28% 821,444 807,746 14 2% 874,461 (53) -6% Contracts 336,215 225,526 111 49% 2,678,670 2,511,519 167 7% 2,161,779 517 24% Rentals 30,376 24,071 6 26% 358,862 354,014 5 1% 317,559 41 13% Printing 7,580 4,845 3 56% 173,385 167,460 6 4% 172,859 1 0% Motor Vehicle 19,591 23,342 (4) -16% 201,253 264,921 (64) -24% 230,706 (29) -13% Telephone 8,930 7,597 1 18% 102,833 95,568 7 8% 85,566 17 20% Equipment Purchase <$1K 12,833 20,636 (8) -38% 106,779 77,585 29 38% 63,840 43 67% Equipment Purchase $1K to $5K (247) - (0) 0% 98,781 97,776 1 1% 65,664 33 50% Travel 7,587 5,066 3 50% 70,379 89,671 (19) -22% 65,563 5 7% Dues 28,181 4,760 23 492% 149,280 118,494 31 26% 126,187 23 18% Grants expenses - - - 0% - - - 0% 7,952 (8) -100% Satellite Transmitters & time 167 200 (0) -16% 355 2,400 (2) -85% 1,478 (1) -76% Credit Card Fees 23,410 21,361 2 10% 250,700 212,943 38 18% 216,934 34 16% Bank Fees - 750 (1) -100% 145 9,000 (9) -98% 1,740 (2) -92% Interest Expense - - - 0% 33,616 33,616 - 0% - 34 0%

Total Expenditures 2,023,329 1,901,486 122 6% 22,118,860 21,775,010 344 2% 19,883,932 2,235 11%

Net Operating Cash Income ** 737,639 628,645 109 17% 2,699,576 1,222,258 1,477 121% 1,633,296 1,066 65%

BOARD DESIGNATED FUND CONTRIBUTIONS and CAPITAL EQUIPMENT AND PROJECTS:

Tourism Development fund 548,841 243,000

Water/Sewer Fund 261,657 197,000

Retail Village principal payment ($1.6M loan) 150,370 0



Retail Village principal payment (delayed loan) 0 0

Fire Department equipment fund 25,000 28,000

Payment to JIF for Mosaic Project 150,000 0

Baker-Crane stabilization 101,228 0

Equipment & Projects approved by Board 1,357,300 970,144

TOTAL FUND DESIGNATIONS, CAPITAL EQUIPMENT AND PROJECTS 2,594,396 1,438,144

Contributions to Cash Reserves 105,179.39 195,151.70

** Does not include depreciations (non-cash item) or capital project expenses

MEMORANDUM

TO: FINANCE COMMITTEE

FROM: MARJORIE JOHNSON

SUBJECT: JULY FINANCIAL STATEMENTS

DATE: 8/10/2016

Revenues

Revenues for July were $4,394,693, which reflects a favorable $350K (9%) variance from

budget. Revenues also reflect a favorable $353K (9%) variance from July 2015.

July Revenue8%1%

5%

12%

49%

25%

0% 0%

Leases (commercial)

Leases (residential)

Hotel Tax

Parking

Amenities

Utilities & maint

Marketing & Events

Other


Lot leases (+$37K) – Participation fees received from The Cottages at Jekyll Island

($60K) and participation fees from Villas by the Sea ($3K).

Convention Center (+$53K) – Several of our July events came in higher than budgeted

for the month. (See convention center report for more information).

Summer Waves (+$239K) – July was a fantastic month for Summer Waves. Daily

admission fees were $214K higher than anticipated. Locker rentals (+$13K),

consignment tickets (+$6K) and retail sales (+$9K) were also higher than budget for the

month.

Expenses

Expenses were $2,384,175 for July and reflected a favorable budget variance of $226K (9%) for

the month. The majority of the expense categories reflect favorable budget variances for the

month. All of these variances are assumed to be timing variances as this is the first month in our

fiscal year.

Net Operating Cash

The Net Operating Cash Income for the month is $2,010,519, which is a $576K (40%) favorable

variance from the budgeted net operating cash income of $1,434,285. Net Operating Cash

Income reflects a favorable $296K variance from the prior fiscal year.

July Expenses

0

200,000

400,000

600,000

800,000

1,000,000

1,200,000

HumanResources

Supplies &Materials

Contracts Utilities Advertising &Sales

Repair &Maint

Insurance Other

PRIOR



Revenues

Administration Business Leases 346,166 356,765 (11) -3% 346,166 356,765 (11) -3% 336,115 10 3% Hotel Tax 165,257 163,585 2 1% 165,257 163,585 2 1% 168,061 (3) -2% Tourism Development Fund 70,825 70,108 1 1% 70,825 70,108 1 1% 70,875 (0) 0% Parking 505,930 479,052 27 6% 505,930 479,052 27 6% 454,606 51 11% Interest 385 216 0 78% 385 216 0 78% 216 0 78% Lot Rentals 65,115 28,000 37 133% 65,115 28,000 37 133% 3,584 62 1717% Foundation 5,564 5,564 - 0% 5,564 5,564 - 0% 4,968 1 12% Administration revenue 9,613 6,218 3 55% 9,613 6,218 3 55% 8,092 2 19% Intern Housing 4,630 4,995 (0) -7% 4,630 4,995 (0) -7% 4,995 (0) -7%

Total Administration 1,173,485 1,114,504 59 5% 1,173,485 1,114,504 59 5% 1,051,512 122 12%

Enterprises

Golf 123,632 130,025 (6) -5% 123,632 130,025 (6) -5% 119,371 4 4% Convention Center 542,221 489,507 53 11% 542,221 489,507 53 11% 579,877 (38) -6% McCormick's Grill 23,463 25,932 (2) -10% 23,463 25,932 (2) -10% 25,140 (2) -7% Summer Waves 893,939 654,515 239 37% 893,939 654,515 239 37% 694,411 200 29% Campground 139,912 105,398 35 33% 139,912 105,398 35 33% 107,131 33 31% Life is Good 16,742 22,440 (6) -25% 16,742 22,440 (6) -25% - 17 0% Museum 46,517 63,568 (17) -27% 46,517 63,568 (17) -27% 52,971 (6) -12% Georgia Sea Turtle Center 265,983 268,607 (3) -1% 265,983 268,607 (3) -1% 256,921 9 4% Conservation - 300 (0) -100% - 300 (0) -100% 151 (0) -100% Miniature Golf & Bikes 54,685 55,979 (1) -2% 54,685 55,979 (1) -2% 56,332 (2) -3% Water/Wastewater 143,234 138,582 5 3% 143,234 138,582 5 3% 90,337 53 59% Sanitation 44,769 44,072 1 2% 44,769 44,072 1 2% 17,736 27 152% Fire Department 895,942 896,015 (0) 0% 895,942 896,015 (0) 0% 850,903 45 5% Tennis 5,956 11,300 (5) -47% 5,956 11,300 (5) -47% 11,340 (5) -47% Destination Mktg & Special Events (0) 0 (0) -133% (0) 0 (0) -133% 101,754 (102) -100% Guest Information Center 18,814 19,839 (1) -5% 18,814 19,839 (1) -5% 21,025 (2) -11% Advertising 3,250 2,250 1 44% 3,250 2,250 1 44% - 3 0% Soccer 2,000 - 2 0% 2,000 - 2 0% 2,363 (0) -15% Landscaping, Roads & Trails 149 1,500 (1) -90% 149 1,500 (1) -90% 2,048 (2) -93%

Jekyll Island AuthorityCONSOLIDATED BUDGET COMPARISON

For the One Month Ending July 31, 2016

Total Enterprises 3,221,208 2,929,830 291 10% 3,221,208 2,929,830 291 10% 2,989,810 231 8%

Total Revenues 4,394,693 4,044,334 350 9% 4,394,693 4,044,334 350 9% 4,041,322 353 9%

Expenses

Human Resources 1,023,980 1,119,763 (96) -9% 1,023,980 1,119,763 (96) -9% 1,052,347 (28) -3% Supplies & Materials 91,391 121,118 (30) -25% 91,391 121,118 (30) -25% 118,128 (27) -23% Advertising & Sales 24,433 54,382 (30) -55% 24,433 54,382 (30) -55% 84,040 (60) -71% Repairs - Facilities & Grounds 154,197 151,605 3 2% 154,197 151,605 3 2% 102,206 52 51% Utilities 181,131 181,223 (0) 0% 181,131 181,223 (0) 0% 167,520 14 8% Insurance 511,534 535,221 (24) -4% 511,534 535,221 (24) -4% 413,940 98 24% Contracts 225,274 255,886 (31) -12% 225,274 255,886 (31) -12% 263,663 (38) -15% Rentals 33,998 26,852 7 27% 33,998 26,852 7 27% 25,093 9 35% Printing 1,638 16,900 (15) -90% 1,638 16,900 (15) -90% 6,024 (4) -73% Motor Vehicle 18,076 20,059 (2) -10% 18,076 20,059 (2) -10% 23,779 (6) -24% Telephone 3,786 8,768 (5) -57% 3,786 8,768 (5) -57% 6,361 (3) -40% Equipment Purchase <$1K 11,530 17,408 (6) -34% 11,530 17,408 (6) -34% 6,372 5 81% Equipment Purchase $1K to $5K 22,983 19,188 4 20% 22,983 19,188 4 20% 11,166 12 106% Travel 7,014 11,070 (4) -37% 7,014 11,070 (4) -37% 3,192 4 120% Dues 28,097 32,880 (5) -15% 28,097 32,880 (5) -15% 17,516 11 60% Satellite Transmitters & time - 95 (0) -100% - 95 (0) -100% 95 (0) -100% Credit Card Fees 34,423 26,911 8 28% 34,423 26,911 8 28% 25,840 9 33% Bank Fees - 30 (0) -100% - 30 (0) -100% - - 0% Interest Expense 10,691 10,691 - 0% 10,691 10,691 - 0% - 11 0%

Total Expenditures 2,384,175 2,610,049 (226) -9% 2,384,175 2,610,049 (226) -9% 2,327,284 57 2%

Net Operating Cash Income ** 2,010,519 1,434,285 576 40% 2,010,519 1,434,285 576 40% 1,714,038 296 17%

** Does not include depreciation or capital projects

Week Ending: 7/31/2016 31 Days Passed

Revenue Days Remaining: 0 31 Days Available

100% Pacing Target

Department Subset MTD Revenue MTD % of Goal Monthly Goal

Museum 57,033.67$ 91% 62,481.09$

Public Tours 29,134.55$ 78% 37,446.48$

Group Tours 5,328.00$ 148% 3,608.74$

Retail Sales 22,571.12$ 105% 21,425.87$

Info Center Parking Fee 496,272.00$ 104% 479,052.00$

Info Center Gift Shop 37,786.87$ 96% 39,264.00$

GSTC 272,193.73$ 99% 274,000.00$

Concessions 161,758.29 96% 169,000.00$

Admissions 110,435.44 105% 105,000.00$

Campground 147,026.00$ 129% 114,316.00$

Site Rental 129,327.00 137% 94,500.00$

Concessions 17,699.00$ 89% 19,816.00$

Golf 140,467.09$ 96% 146,225.00$

Mini-Golf/Bikes 56,730.87$ 98% 58,055.00$

Tennis 9,081.01$ 73% 12,511.00$

Summer Waves 918,622.00$ 133% 692,396.00$

Life Is Good 31,890.82$ 72% 44,000.00$

McCormick's 33,152.29$ 82% 40,403.29$

2,200,256.35$ 112% 1,962,703.38$

Notes:

TOTAL REVENUES

JIA JULY 2016 EOM REVENUE UPDATE

64,082 Guests experienced Summer Waves in the month of July which is a

new record. Parking fees are also up $51,000 over last July. Summer Waves

enjoyed the "Perfect Storm" of five weekends + 4th of July being on a three

day weekend which made for a $200,000 gain over July 2015.

Daily/Weekly Annual Passes Total Daily/Weekly Annual Passes Total Daily/Weekly Annual Passes Total Daily/Weekly Annual Passes Total

January 16,980 39,244 56,224 16,937 35,978 52,915 24,403 38,634 63,037 24,977 42,084 67,061

February 17,138 37,244 54,382 20,290 37,338 57,628 23,944 40,037 63,981 31,332 45,113 76,445

March 32,263 44,105 76,368 33,228 43,011 76,239 39,989 47,779 87,768 46,104 52,582 98,686

April 34,063 40,096 74,159 40,134 39,732 79,866 49,237 45,221 94,458 57,158 49,140 106,298

May 50,586 44,254 94,840 56,718 43,118 99,836 71,430 48,837 120,267 69,981 52,704 122,685

June 54,932 41,247 96,179 63,203 41,339 104,542 75,121 46,845 121,966 74,618 50,525 125,143

July 74,988 42,597 117,585 76,467 42,546 119,013 71,405 48,717 120,122 90,544 52,276 142,820

August 46,634 37,890 84,524 47,550 50,188 97,738 48,062 43,299 91,361

September 41,269 37,767 79,036 38,426 54,357 92,783 46,013 43,015 89,028

October 29,299 37,553 66,852 35,214 40,702 75,916 38,480 44,986 83,466

November 20,672 32,283 52,955 22,907 34,107 57,014 29,820 39,722 69,542

December 18,912 32,861 51,773 23,502 35,552 59,054 24,484 42,096 66,580

Totals 437,736 467,141 904,877 474,576 497,968 972,544 542,388 529,188 1,071,576 394,714 344,424 739,138

Year to Date

Comparison

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

Oct

Nov

Dec

590,039 671,599

Traffic Counts2015 2016

2016 YTD739,138

2015 YTD

2013

2013 YTD569,737

2014

2014 YTD

0

20,000

40,000

60,000

80,000

100,000

120,000

140,000

160,000

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

2013

2014

2015

2016

Gate Traffic Counts by Month

0

200,000

400,000

600,000

800,000

1,000,000

1,200,000

1,400,000

2013 2014 2015 2016 Projected

# V

ehic

les

Annual Traffic Count

0500,000

1,000,0001,500,0002,000,0002,500,000

3,000,0003,500,000

2013 2014 2015 2016 ProjectedD

olla

rs

Annual Revenue Passes Daily/Weekly

2,705,086 2,782,951

3,192,565 3,562,360

8/8/2016

August 3, 2016 July Financial Review Jekyll Island Convention Center JULY FY2017 FY2016 FY2015 FY2014 FY2013

July opened with SuperWOW bringing 1450 Baptist youth. GA Educational Leadership attendance was down slightly at 1200 but last year was high due to corporate scholarships given to every district so this year was “normal”. Both GA Prosecuting Attorneys and Assessors went off without a hitch and higher attendance. FUTURE Contracts Issued – 8 estimated revenue -$256,500 Conventions –4– Anticipated rev of $166,000 Meetings –1 –Anticipated revenue $9,000 Banquet –1 – Anticipated revenue $10,000 Weddings – 3 – Anticipated revenue $71,500 Public Event – 0- Anticipated revenue $0 PROPOSALS CVB – 8 Westin – 5 Cvent- 0 Combined site and planning meeting with all staff - 17

Number of Events

22 21 11 11 9

Event Days 38 51 38 47 36

Attendance 21,493 30,241 24,214 19,304 16,689

Revenue $598,922 act $566,095 budget

$643,239 act $450,534 act $395,552 act $294,661 act

HOTEL STATISTICS AT-A-GLANCE daysHotel Revenue

Total RevenueOccupancy RateRev PARADR

Total RevenueOccupancy RateRevPARADR


OCCUPANCY REPORT DETAIL2016 2015

# of Units Units Percent Average Room Room

Hotel Rms Avalbl Occpd Occpd Daily Rate RevPAR Revenue Revenue

Beachview Club 38 1,140 885 77.6% 194.89$ 151.30$ 172,477.05$ 134,787.40$ 37,690$ 28%

Buccaneer Beach Resort - 0 0 #DIV/0! #DIV/0! #DIV/0! -$ -$ -$ 0%

Holiday Inn Resort 157 4,867 4,184 86.0% 198.51$ 170.65$ 830,556.05$ 755,716.01$ 74,840$ 10%

Days Inn & Suites 124 3,844 3,538 92.0% 171.92$ 158.24$ 608,269.40$ 566,196.17$ 42,073$ 7%

GA Coast Inn - 0 0 #DIV/0! #DIV/0! #DIV/0! -$ -$ -$ 0%

Hampton Inn 138 4,278 3,865 90.3% 199.19$ 179.96$ 769,864.30$ 740,976.60$ 28,888$ 4%

Jekyll Cottages - 0 0 #DIV/0! #DIV/0! #DIV/0! -$ -$ -$ 0%

Jekyll Island Club Hotel 157 4,867 3,911 80.4% 219.36$ 176.28$ 857,934.00$ 886,975.00$ (29,041)$ -3%

Quality Inn & Suites 71 2,201 1,826 83.0% 143.19$ 118.79$ 261,464.00$ 232,839.00$ 28,625$ 12%

Villas by the Sea 141 4,167 3,123 74.9% 215.29$ 161.35$ 672,361.00$ 659,830.29$ 12,531$ 2% Villas by the Sea - Jekyll Realty 17 527 437 82.9% 205.83$ 170.68$ 89,947.02$ 75,584.52$ 14,363$ 19%

Villas by the Sea - Parker Kaufman 16 496 428 86.3% 150.23$ 129.63$ 64,298.60$ 50,542.30$ 13,756$ 27%

Westin 200 6,200 5239 84.5% 238.89$ 201.86$ 1,251,535.00$ 996,080$ 255,455$ 26%

Vacant - Limited Service Hotel - 0 0 #DIV/0! #DIV/0! #DIV/0! -$ -$ -$ #DIV/0!

Jul-16 Total 1,059 32,587 27,436 84.2% 203.34$ 171.19$ 5,578,706$ 5,099,527$ 479,179$ 9.4%

Revenue Variance

188.11$

171.19$

203.34$

Jul-15

5,099,527$

79.7%

156.22$

195.90$

Jul-14

3,315,954$

81.7%

153.69$

84.2%

JEKYLL ISLAND AUTHORITY

HOTEL OCCUPANCY STATISTICS

July 2016

Jul-16

5,578,706$

$100.00

$120.00

$140.00

$160.00

$180.00

$200.00

$-

$1,000,000

$2,000,000

$3,000,000

$4,000,000

$5,000,000

$6,000,000

2013 2014 2015 2016

RevP

AR

-A

DR

Reven

ue

Hotel Revenue Statistics - History

Revenue

ADR

RevPAR

____________________________________________________________________________________________________________________________________________________________

HOTEL STATISTICS AT-A-GLANCE daysHotel Revenue

Total RevenueOccupancy RateRev PARADR


Total RevenueOccupancy RateRevPARADROCCUPANCY REPORT DETAIL 2016 2015

# of Units Units Percent Average Room Room

Hotel Rms Avalbl Occpd Occpd Daily Rate RevPAR Revenue Revenue

Beachview Club 38 7,599 3,919 51.6% 156.34$ 80.63$ 612,690 643,514 (30,824)$ -5%

Buccaneer Beach Resort - 0 0 #DIV/0! #DIV/0! #DIV/0! 0 0 -$ 0%

Holiday Inn Resort 157 33,441 20,640 61.7% 159.75$ 98.60$ 3,297,236 2,258,233 1,039,003$ 46%

Days Inn & Suites 124 26,412 20,758 78.6% 126.51$ 99.43$ 2,626,045 2,501,148 124,898$ 5%.

GA Coast Inn - 0 0 #DIV/0! #DIV/0! #DIV/0! 0 0 -$ 0%

Hampton Inn 138 29,394 23,279 79.2% 157.06$ 124.39$ 3,656,295 3,569,673 86,622$ 2%

Jekyll Cottages - 0 0 #DIV/0! #DIV/0! #DIV/0! 0 0 -$ 0%

Jekyll Island Club Hotel 157 33,441 23,531 70.4% 196.48$ 138.26$ 4,623,397 4,762,223 (138,825)$ -3%

Quality Inn & Suites 71 15,123 9,679 64.0% 112.37$ 71.92$ 1,087,655 1,133,027 (45,373)$ -4%

Villas by the Sea 141 26,440 16,893 63.9% 156.60$ 100.06$ 2,645,478 2,556,819 88,660$ 3% Villas by the Sea - Jekyll Realty 17 3,652 2,215 60.7% 127.42$ 77.28$ 282,241 241,802 40,438$ 17%

Villas by the Sea - Parker Kaufman 16 3,379 2,221 65.7% 108.29$ 71.18$ 240,522 209,053 31,469$ 15%

Westin 200 42,600 27,334 64.2% 199.88$ 128.25$ 5,463,567 2,609,175 2,854,392$ 109%

Vacant - Limited Service Hotel - 0 0 #DIV/0! #DIV/0! #DIV/0! 0 0 -$ #DIV/0!

2016 Total 221,481 150,469 67.9% 163.06$ 110.78$ 24,535,127$ 20,484,668$ 4,050,459$ 19.8%

2015 Total 189,487 129,933 68.6% 157.66$ 108.11$ 20,484,668$

2014 Total 147,957 102,268 69.1% 150.15$ 103.78$ 15,355,470$

103.78$

150.15$

Revenue Variance

68.6%

108.11$

157.66$

2014

15,355,470$

69.1%

20,484,668$

JEKYLL ISLAND AUTHORITY

HOTEL OCCUPANCY STATISTICS

Calendar Year to Date - July 2016

2016

24,535,127$

67.9%

110.78$

163.06$

2015

$- $20.00 $40.00 $60.00 $80.00 $100.00 $120.00 $140.00 $160.00 $180.00

$-

$5,000,000

$10,000,000

$15,000,000

$20,000,000

$25,000,000

$30,000,000

2014 2015 2016

RevP

AR

-A

DR

Reven

ue

YTD Hotel Statistics - History

Revenue

ADR

Rev PAR

$-

$1,000,000.00

$2,000,000.00

$3,000,000.00

$4,000,000.00

$5,000,000.00

$6,000,000.00

January February March April May June July

Revenues by Month 2014

2015

2016

____________________________________________________________________________________________________________________________________________________________

Proposed Western Hemisphere Shorebird Reserve Network (WHSRN) status for Georgia Barrier Islands.

Background:

In 1974, Manomet shorebird biologist Brian Harrington established the International Shorebird Survey (ISS), a volunteer shorebird survey timed with spring and fall migration throughout North America. At least 1,200 locations have been surveyed over 80,000 times in 47 states. The information gathered through the ISS has proven pivotal to shorebird conservation planning in the United States. The U.S. Shorebird Conservation Plan and Atlantic Flyway Shorebird Initiative both draw heavily on this information in setting regional and national and flyway wide priorities. ISS data have also documented major shorebird migration staging areas throughout the Western Hemisphere.

By the 1980’s data from the ISS clearly highlighted the disproportionate importance of relatively few staging sites, where migrating shorebird presence coincided with abundant food resources during long distance migrations. At the same time, survey data also suggested wide-scale declines in many shorebird populations. In 1985, the Western Hemisphere Shorebird Reserve Network (WHSRN) was established as a site specific, hemisphere-scaled shorebird conservation strategy. WHSRN is the longest serving migratory bird conservation initiative in the Americas. WHSRN designation of a site highlights the importance of that site to migratory shorebirds, and encourages local land-owners and managers to maintain the ecological integrity of these sites for the long term conservation of the species that depend on them. There are no regulatory components to a WHSRN designation, but it is a determination by highly respected shorebird experts of the value of a site for shorebird conservation.

Sites can be designated as areas of regional, international or hemispheric importance to shorebirds depending on the total number of birds and/or the proportion of a particular species’ population using the site. To qualify for a WHSRN designation, a site must meet these established bird use categories, and the land owner must agree to 1) make shorebird conservation a priority, 2) protect and manage shorebird habitat and 3) keep WHSRN informed of any changes at the site.

Delaware Bay is a classic example of a stopover site important to a large percentage of shorebirds on the Atlantic Flyway, and was the first designated WHSRN site in 1986. Since then a total of 95 sites have been designated in 14 countries from Alaska to Tierra del Fuego. These sites include more than 32 million acres of shorebird habitat.

In the 1990’s research by DNR shorebird biologist Brad Winn uncovered the importance of the Altamaha Delta to migratory shorebirds of a variety of species, but particularly the rapidly declining and ESA listed Red Knot (Calidris canutus rufa). Other species of shorebirds including Marbled Godwit (Limosa fedoa), Whimbrel (Numenius phaeopus), Dunlin (Calidris alpine), American Oystercatcher (Haemotopus palliatus) and the federally listed Piping Plover (Charadrius melodus) strengthened the case for the designation. Georgia DNR, Little St Simons Island, US Fish and Wildlife Service and The Nature Conservancy applied for WHSRN designation for the Delta. The international WHSRN Council unanimously supported the designation in 1999. The designated area covers Wolf Island Federal Wildlife Refuge, the state owned and protected Little Egg Island Bar Natural Area, the southern portion of Sapelo Island, and Privately owned Little St. Simons Island.

The designation of the Altamaha Delta has served to focus more attention not just on the Delta itself, but on the south Atlantic bight as an area of importance for shorebird conservation. Compared to important shorebird sites further north like Delaware Bay, the southeast had received very little attention from the shorebird conservation community. Designation of the Altamaha Delta helped secure funding for research there and more broadly on the Georgia coast that has reinforced the importance of the area, and lead to the current effort to expand the designation to the entire Georgia coast as a site of hemispheric importance.

Biological Justification for expanded designation:

Intensive band resight surveys of Red Knot in the Altamaha Delta in the fall of 2011 documented 22,890 (95% CI: 20,944 – 25,115). This represents more than 50% of the estimated global population of the rufa subspecies of Red Knot (estimated at 42,000 in AFSI business plan). While the Altamaha Delta is the key fall stopover location for Red Knot, northbound birds in spring are more likely to congregate widely across the coast depending on where there is significant horseshoe crab spawning. Key sites in spring often include Little Tybee Natural Area, the Ogeechee River mouth, St. Catherines Island Bar and Cabretta Island. Band re-sight surveys in spring have documented up to 18,000 Red Knot passing through the Georgia coast. When there is a good season for horseshoe crabs, many of these birds likely fly directly from Georgia to their high Arctic breeding grounds. Based on these two survey results alone, the Georgia coast qualifies for a designation as a site of hemispheric importance (>30% of a population for a targeted species). The Georgia coast provides significant habitat for at least 7 other species of the 15 listed as high priority in the Atlantic Flyway Shorebird Initiative.

The Georgia coast hosts roughly 10% of the Atlantic population of American Oystercatcher in winter, and provides habitat for over 100 nesting pairs. The Georgia coast also supports over 300 nesting Wilson’s Plover (Caradrius wilsonii) pairs each season. During spring migration Georgia’s extensive salt marsh habitat is a key staging area hosting thousands of Whimbrel. Spring migration also brings thousands of Semi-palmated Sandpipers (Calidris pusilla) to the Georgia coast, one of the most rapidly declining species in the Atlantic Flyway. Ruddy Turnstone (Arenaria interpres) and Sanderling (Calidris alba) use the Georgia coast in migration and winter and the Georgia coast provides critical habitat for wintering Piping Plover, particularly from the federally endangered Great lakes population. Up to 10% of the Atlantic population of Marbled Godwit winter on the Georgia Coast.

Our increased knowledge of shorebird use of the Georgia coast, particularly detailed study of populations of Red Knot, Whimbrel and American Oystercatcher justify a broader designation of the entire Georgia coast.

Benefits of the designation:

Achieving the designation from one of the leading shorebird conservation initiatives that our coast is a site of hemispheric importance for shorebirds should be a wonderful testament to the landowners, managers and policy makers’ hard work in protecting and managing the Georgia Coast. We should be proud that our coast provides such an important habitat in the annual cycle of so many long distance migrants.

This designation will provide an excellent opportunity for an education and outreach campaign to help make residents and visitors aware of the importance of our marsh and beaches for a variety of priority species.

This could help in the promotion of the Georgia coast as a wonderful and important natural area to visit, and could be highlighted by tourism bureaus along the coast.

This designation could be helpful in applying for future grants to continue research and management work on the coast, as well as land acquisition sites along the coast whose protection would help maintain the ecological integrity of the coast.

While some people may fear additional regulatory burdens, this designation carries no regulatory authority.

Application Process:

Due to the scale and multiple ownerships within the Georgia Barrier Islands, we will be applying for a landscape designation rather than a site designation. A WHSRN Landscape is an area where habitat availability varies spatially and temporally and where broad scale changes due to anthropogenic influences are often extensive. Often Landscapes are characterized by complex ownership patterns. Landscapes must be of Hemispheric Importance to gain WHSRN recognition.

To achieve a Landscape designation, there must be a legally recognized entity (such as GA DNR) to nominate the site, and would accept responsibility for:

- making shorebird conservation a priority;

- working with landowners to protect and manage habitat for shorebirds;

- keeping WHSRN updated on changes in the landscape's status; and

- supply point-of-contact information.

Landscape nominations must be accompanied by a letter from the nominator:

- demonstrating that there has been adequate public notification (including landowners, other stakeholders, and the public in general) and opportunity for comment; and

- indicating how the requested landscape recognition from WHSRN will advance the cause of conservation generally, and for the target shorebirds in particular.

While it seems likelty that Georgia DNR would be the signatory, the application and following outreach and management activities would be conducted by the Georgia Shorebird Alliance (GSA). The GSA is a group of federal, state, academic, non-profit and public volunteers working to conserve, monitor and research shorebirds on the Georgia Coast. Manomet has applied for funding from the Council for Environmental Cooperation (CEC) to assist both with the application process and the roll-out of an education campaign to help raise awareness of both the importance of the Georgia coast for shorebirds, as well as the plight that many shorebird species are facing. It appears that these funds have been awarded. Some of the funds will go towards the compilation of all the relevant biological data to make the case for the designation. These will include intensive Red Knot resight surveys, mid-winter shorebird counts, ISS counts, eBird review, breeding data for American Oystercatcher and Wilson’s

Plover, and possibly satellite data for Marbled Godwit, Whimbrel and Long-billed Curlew (Numenius americanus).

We will reach out to two sets of potential partners (see preliminary lists below), including site partners, who have some direct management authority over shorebird habitat within the designated area, and coastal partners, who could help support the designation and hopefully the mission of shorebird conservation. The more of these partners who support the designation with a letter, the better for the designation process as well as future shorebird education and management on the coast.

Public engagement will be coordinated between One Hundred Miles and DNR, to ensure that there has been an opportunity for people to learn about the proposed designation and comment on it. There would likely be several meetings scheduled for the fall with potential partners as well as public involvement welcomed.

The application needs to be complete before the end of 2016. It will be reviewed by WHSRN during the winter of 2017 and we should hear in April whether we received the designation. If the designation is approved, we will schedule a ceremony, possibly at Altama Plantation to highlight the project, designation, and importance of shorebird conservation work on our coast. We would also use this designation, in coordination with other members of the Georgia Shorebird Alliance to develop an outreach and education campaign promoting shorebirds and their conservation on the Georgia coast.

Preliminary list of potential Site and Coastal Partners.

Site Partners:

- Tybee Island: Tybee City Council - Little Tybee: GA DNR - Wassaw: USFWS, private land-owners - Ossabaw WMA: GA DNR - St Catherines Island: Nobel Foundation, SCI staff - Blackbeard NWR: USFWS - Sapelo Island: GA DNR, SINEER, UGA Marine Inst - Wolf NWR: USFWS - Little St Simons Island: Paulson’s, Island Staff - Sea Island: Sea Island Acquisitions - Sea Island Spit & Cannons Point: St Simons Land Trust - St Simons Island: Island Planning Commission - Jekyll Island: Jekyll Island Authority - Little Cumberland: LCI Homeowners Association - Cumberland Island National Seashore: National Park Service - Salt Marsh: GA DNR Coastal Resources Division - Jurisdictional Beach front: GA DNR Coastal Resources Division

Coastal Partners:

- The Nature Conservancy, The Georgia Conservancy, One Hundred Miles, River Keepers (Savannah, Ogeechee, Altamaha, Satilla), Savannah-Ogeechee Audubon, Coastal Audubon, Southeast Adventures, Savannah canoe and kayak club, Sundial charters, Georgia State parks (Skidaway, Fort McAllister, Crooked River, Ossabaw Island Foundation, UGA Marine Institute, SINEER, Friends of Jekyll Island, Georgia Ornithological Society

100 James Road, Jekyll Island, Georgia 31527

August, __, 2016 WHSRN Executive Office Manomet P.O. Box 1770, 125 Manomet Point Rd. Manomet, Massachusetts 02345 USA [email protected]

Dear Dr. Clay,

The Jekyll Island – State Park Authority (JIA), an Authority of the State of Georgia, fully supports the proposed nomination to designate the Georgia Coast as a Landscape of Hemispheric Importance through the Western Hemisphere Shorebird Reserve Network (WHSRN).

We understand and proudly accept the required responsibilities, as prospective Site Partners, of making shorebird conservation a priority, working with our stakeholders to protect and manage habitat for shorebirds, and keeping WHSRN and other Site Partners updated on developments that could have significance for shorebird populations using Jekyll Island. Our Conservation Department, led by Director of Conservation Ben Carswell, will serve as our point-contact to WHSRN.

These responsibilities will be easily integrated with our current objectives, priorities, strategies, and ongoing efforts as guided by our comprehensive Conservation Plan. The overarching mission articulated in the Jekyll Island Conservation Plan is to preserve, maintain, manage, and restore Jekyll Island’s natural communities and species diversity while providing nature-based educational and recreational opportunities for the general public. Shorebirds are listed among the priority wildlife species identified in the Plan which includes a stated objective to “protect wildlife species that nest, roost, or are otherwise full-time inhabitants on beaches”.

We currently participate in the International Shorebird Survey fall and spring counts as well as the midwinter shorebird survey, and our Conservation staff is actively engaged with the Georgia Shorebird Alliance. Our staff has been closely monitoring the status of a small nesting population of Wilson’s Plovers on Jekyll Island for two years with the support of our non-profit affiliate, the Jekyll Island Foundation. We have also developed educational and outreach programming in support of shorebird awareness and conservation.

We appreciate the opportunity to partner in this initiative to formally recognize the immense value of the entire Georgia Coast in supporting diverse and abundant shorebird populations.

Sincerely, the Officers of the JIA Board of Directors

MEMORANDUM


FROM: DANIEL STROWE

SUBJECT: VILLAS BY THE SEA – SECOND AMENDMENT TO THE REVISED AND RESTATED LEASE AGREEMENT

DATE: 8/10/2016

LEASE SUMMARY

LESSEE: Villas by the Sea Condominium Association, Inc. ADDRESS: 1175 North Beachview Drive Jekyll Island, GA 31527 Term of Lease: Through 2048 Summary: This amendment concerns the mortgage of the leasehold interest. It

provides that the lender shall have thirty (30) days, as opposed to ten (10) days, following notice of default by Lessee to determine whether to cure the Lessee’s default. In addition, the amendment revises the length of time for the lender to determine whether to assume the lease under the same terms and conditions in the event the Lessee’s default from ten (10) days to thirty (30) days.

MEMORANDUM


FROM: DANIEL STROWE, LEGAL ASSOCIATE

SUBJECT: QUALITY INN – MILESTONE DEADLINE EXTENSION REQUEST

DATE: 8/10/2016

LEASE SUMMARY

TRADE NAME: Quality Inn LESSEE: BA Jekyll Island, LLC ADDRESS: 700 North Beachview Drive BA Jekyll Island, LLC has requested a sixty (60) day extension to certain Development Milestone dates as set forth in Section 5.2 of the lease as follows:

• Section 5.2(a)(i) – “Concept Plans” from July 31, 2016 to September 29, 2016;

• Section 5.2(a)(ii) – “Schematic Design Drawings” from July 31, 2016 to September 29, 2016;

• Section 5.2(a)(iv) – “Design Development Drawings” from July 31, 2016 to September 29, 2016;

• Section 5.2(a)(v) – “Financial Closing Date” from July 31, 2016 to September 29, 2016;

• Section 5.2(a)(vi) – “Construction Documents” from July 31, 2016 to September 29, 2016;

• Section 5.2(a)(vii) – “Begin renovation and construction” from September 30, 2016 to November 29, 2016;

• Section 5.2(a)(viii) – “Complete renovation and construction” from July 31, 2017 to September 29, 2017.

MEMORANDUM


FROM: DANIEL STROWE, LEGAL ASSOCIATE

SUBJECT: RED BUG MOTORS AIRPORT LEASE

DATE: 8/10/2016

LEASE SUMMARY TRADE NAME: Red Bug Motors LEASEHOLDER: Red Bug Motors, LLC Richard Van Iderstyne ADDRESS: 500 Riverview Drive Jekyll Island, GA 31527 Term of Lease: Ten years with two separate five year options to renew for a total of twenty years Property Size: 110 square feet Terminal Building 3500 square foot airport hangar Annual Rent: Year 1 through Year 2: $8,100.00 ($675.00/month) Year 3 through Year 5: $8,400.00 ($700.00/month) Year 6 (61st month): Rent subject to CPI Adjustment Year 9 (109th month): Rent subject to second CPI Adjustment *Parties will review rent structure prior to exercising either option

to renew for an additional five years based on business operations Specified Use of Premises: Retail rental of electric touring vehicles; all matters of business

concerning air travel and operation of airport Licenses: Tenant responsible for obtaining vehicle rental license and bicycle

rental license as required Insurance Coverage: $2 million aggregate

JEKYLL ISLAND-STATE PARK AUTHORITY RFP 327

REQUEST FOR PROPOSALS TO DESIGN, PERMIT, AND REPAIR/REHABILITATE AN EXISTING OCEAN-FACING

SHORELINE ROCK REVETMENT, ALONG WITH ASSOCIATED UPLAND RESTORATION AND EVALUATION / DESIGN /

PERMITTING / CONSTRUCTION OF ENGINEERING ALTERNATIVES TO THE REVETMENT IN SELECT AREAS.

JEKYLL ISLAND, GEORGIA

August 15, 2016

________________________________ CONTENTS PAGE SECTION 1 INSTRUCTIONS TO PROPOSERS 1-4 SECTION 2 PROPOSAL FORMAT AND CONTENT 4-8 EXHIBIT A GEOGRAPHIC CONTEXT 9 EXHIBIT B PROJECT EXTENT AND ZONE CATEGORIES 10 EXHIBIT C ZONE CATEGORY DESCRIPTIONS 11

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SECTION I INSTRUCTIONS TO PROPOSERS

1.1 Introduction

The Jekyll Island State Park Authority (the “Authority” or “JIA”) is seeking proposals from qualified engineers with extensive experience in ocean-facing shoreline protection and restoration projects to design, permit, repair/rehabilitate an existing ocean-facing shoreline rock revetment on Jekyll Island, Georgia, along with associated upland restoration and evaluation, design, permitting, and construction of engineering alternatives to the revetment in select areas. The project area includes a maximum extent of approximately 9,704 linear feet of shoreline as set forth in Exhibits A and B. Within this area, a granite rock revetment currently armors the shoreline. The revetment’s function as shoreline erosion protection is currently compromised, much more severely at the northern end of the project area, due to a possible combination of subsidence, displacement of rocks by wave action, and substandard construction. The result is a rock revetment that is routinely overtopped by high tides that are unrelated to storms. Upland erosion is occurring shoreward of the compromised revetment and the severity of the erosion is likewise progressively greater approaching the northern end of the project area.

Proposals responsive to this request should include all public engagement

design, modeling, permitting, and construction costs required to complete the proposed work. This work may include a combination of revetment repair, addition of larger boulders, and rebuilding to an appropriate and consistent peak elevation accounting for a reasonable prediction of sea-level changes over the life-span of the structure. Shoreward of the revetment, proposals should call for restoring eroded sand dunes and upland sediment to create an elevated sand terrace that may be planted with appropriate native vegetation and provide for public enjoyment of that space where compatible with the primary project goals of shore protection and stabilization. Proposals may also call for the evaluation, design, permitting, and construction of alternative shoreline protection technologies in the zone identified in Green in Exhibit B. Such alternatives, if proposed, should address the goals of slowing erosion of uplands, capturing sand, and improving the status quo for availability of beach nesting habitat for sea turtles. Restoring the full-functionality of existing, compromised but still partially-functional, revetment within budgetary limitations and the maximum project extent identified in Exhibit B is the primary purpose of this project. Proposals should make clear a commitment to a product that will not cause any negative environmental or public-access impacts beyond those that may have resulted from the original revetment project. Proposals that aim to minimize such negative impacts, improving the status quo for environmental and public-access conditions while still effectively addressing the primary purpose, are preferred. If a proposer determines that significant knowledge/information gaps exist limiting the successful realization of the project goals described above, a component of the proposed project plan/budget may be identified in the proposal to support or potentially leverage investment in research and/or modelling of relevant systems. Such proposal elements will only be given favorable consideration if they are well-justified with a clearly-articulated, strong and reasonable connection to supporting

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sustainable improvements in the environmental and public-access conditions of the project area.

Further specifications for this proposal are outlined in the proposal package in Section 2. Please pay careful attention to all requested items contained in this RFP. Proposers are required to respond to all questions and provide all information requested in the RFP. Proposals submitted which do not comply in all material respects with the provisions of this RFP will be deemed non-responsive.

All submitted proposals become the property of the Authority, subject to Section 2.6 below. The price and terms offered by the Proposer shall be firm for acceptance for a period of 90 days from the proposal due date of Friday, September 16, 2016. 1.2 Proposal Submission Deadline and Opening

To be considered, proposals must arrive at the offices of the Jekyll Island Authority on or before 5:00 p.m. Eastern Daylight Time, Friday, September 16, 2016. Proposers are required to submit seven (7) sets of complete hardcopy documents, all copies to be signed in blue ink by the Proposer’s contractually binding authority. Additionally, one complete set of documents must be provided electronically on a flash drive or CD. The proposal package is to be inserted in a sealed envelope and clearly marked on the outside with “RFP 327”, the submitting Proposers name, address, and delivered by the date specified to: Mr. Ben Carswell – Director of Conservation Jekyll Island-State Park Authority

100 James Road Jekyll Island, GA 31527

Faxed or emailed proposals are not responsive.

It is the sole responsibility of the Proposer to have their proposal delivered to the Authority on or before the deadline and at the location specified above. Proposals delivered after the specified deadline or to a different location, for any reason, are non-responsive, will be returned, and will not be evaluated.

Proposer must submit a complete response to this RFP using the format outlined in Section 2. The Proposer shall include all supportive documents in the proposal.

On Monday, September 19, 2016, The Authority will announce the list of all Proposers. The Authority will begin review of the proposals immediately after the submission deadline. During the evaluation period the Authority will review the proposals against the requirements of this RFP and announce the short-list of the responsive and most-qualified proposals on Friday, September 23, 2016. Any requests for additional information or clarification of the proposals will be directed to the short-listed proposers prior to interviews in order to prepare a response at the interview. Interviews with the short-listed proposers will be held the week of October 3-7, 2016 on Jekyll Island. It is anticipated that a recommendation will be presented to the Authority Board October 17, 2016.

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1.3 Reserved Rights

The Authority reserves the right to reject any or all proposals, or any portions or items of a proposal, and to waive technical defects or informalities which are not material to the proposal in the Authority’s sole discretion and best interest. The Authority reserves the right to obtain clarification of any point in a Proposer’s submittal or to obtain additional information during the RFP process. The Authority will proceed with the selection of that proposal which, in its opinion, is responsive to the RFP and is in the best interest of the Authority and the State of Georgia.

The Authority also reserves the right to negotiate changes in the successful proposal afterward. These negotiations may encompass the proposed concept plan, public engagement process, project timeline, and any other items identified during the RFP selection and negotiation processes. On the basis of these negotiations, the Authority may decline to enter into any contract if it is unable to negotiate final terms acceptable to the Authority. In this event, it may declare an impasse and terminate negotiations with the selected Proposer. In this event, The Authority may also, in its sole discretion, begin discussions with the Proposer who was ranked as the next most qualified in the evaluation process. 1.4 Changes or Alterations in Proposals

Changes or modifications in proposals can only occur prior to the deadline for submission, and must be done via formal written requests from the Proposer indicating the nature, scope and effect of the modification of their proposal. Oral or email requests for proposal modification will not be considered. 1.5 Proposer Questions and Inquiries

Questions and requests for clarification may be submitted up to Friday, September 2, 2016 via email to: Ben Carswell, Director of Conservation, JIA [email protected] Contact with other members of the Authority Board or staff regarding this RFP is strictly prohibited and will result in disqualification of the Proposer.

A summary of the questions received and the Authority’s responses will be posted on the Georgia Procurement Registry, the Authority website and sent periodically via email to those who have requested the RFP. No questions will be accepted after Friday, September 2, 2016. A final summary of questions and responses will be posted and sent no later than Wednesday, September 7, 2016. 1.6 Key Dates for the RFP Process

RFP Issued August 17, 2016 Proposals Due September 16, 2016 Estimated Short List Release September 23, 2016 Estimated Interviews with Short-Listed Proposers October 3-7, 2016 Estimated JIA Board Consideration October 17, 2016

mailto:[email protected]

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Estimated Notice to Proceed Date November 1, 2016 1.7 Site Visits

A mandatory pre-bid conference, in person or by phone, is required of all proposers. All site visits or calls must be coordinated directly with:

Ben Carswell, Director of Conservation, JIA [email protected]

1.8 Extension of Proposal Period

This solicitation terminates on the date and time indicated above, unless an addendum is issued by the Authority extending the proposal period.

1.9 Compliance with Glynn County, State of Georgia and Federal Laws and

Permit Requirements

The successful Proposer shall comply with all applicable rules, regulations, ordinances, laws and permitting requirements, now in force or hereafter adopted, of the Authority and Glynn County, the State of Georgia, and the Federal Government. 1.10 Licenses, Permits and Taxes

The successful Proposer shall secure all licenses and permits applicable to the proposed Project and will be responsible for operating within the project budget to cover any fees necessary to complete the work. 1.11 Assignment and Subcontracting

The successful Proposer may not sell, subcontract, assign or otherwise transfer its interest in the project without the prior written approval of the Authority. 1.12 Indemnification

By submitting a Proposal, the successful Proposer hereby agrees to indemnify, defend and hold harmless the Authority, the State of Georgia and its departments, agencies and instrumentalities and all of their respective officers, members, employees and directors (hereinafter collectively referred to as the “Indemnitees”) from and against any and all claims, demands, liabilities, losses, costs or expenses, including attorneys’ fees, due to liability to a third party or parties, for any loss due to bodily injury (including death), personal injury, and property damage, including but not limited to intellectual property claims, arising directly or indirectly from the submission of the Proposal hereunder by the Proposer or its agents, employees, associates, subcontractors or others working at the direction of Proposer. This indemnification obligation survives beyond the submission date of the Proposal and the dissolution or, to the extent allowed by law, the bankruptcy of the Proposer. This indemnification applies where the Indemnitees are partially responsible for the situation giving rise to the claim, provided however, that this indemnification does not apply to the extent of the sole negligence of the Indemnitees.

mailto:[email protected]

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1.13 Right to Protest/Proposal Challenges

Proposers to this RFP are required to respond at their own risk and expense. By responding to this RFP, Proposers acknowledge, understand and accept the Authority’s Reserved Rights set forth above.

Any actual Proposer who is aggrieved in connection with the award of this RFP may protest that award on the grounds of irregularities in the proposal procedures, but not based upon the evaluation of each proposal. Written protest must be filed with the Executive Director of the Authority within five (5) business days of the award. The written protest must include a statement with particular facts and grounds identifying the basis for the protest, including applicable statutes, laws or ordinances. For purposes of this section and the deadlines specified herein, a written protest or notice of intent to protest shall be considered filed when it is delivered to and received by the offices of the Authority. Failure to timely file the written protest shall constitute a waiver of rights of protest under this section. Any and all actions or decisions of the Authority in response to the protest shall be final.

SECTION 2

PROPOSAL FORMAT AND CONTENT 2.1 To be considered responsive, the proposal must respond to all requirements of this portion of the RFP. Any other information you believe to be relevant, but not covered in this section should be submitted as an appendix to your proposal. Please include sections in your proposal which correspond to the following major categories. The proposal must include the following items: 2.2 Cover Letter

Please include in your cover letter a summary of the members of your team, identifying who will be the principal contact/project director from your firm and the primary person authorized to negotiate on behalf of your team. Point of contact information, including email addresses, should be provided. Provide hourly rates for key principals and estimated hours of involvement in the project for each. 2.3 Statement of Project Understanding

Briefly describe the concept and scope of your proposed project and explain why your proposal is the best approach to address the needs articulated in section 1 of this RFP. 2.4 Description and Capabilities of the Proposer and its Project Team

In this section of your response please include information in the following subsections:

a) General Background and Experience: Describe the background,

history, and core competencies of your organization as they relate to this project.

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b) Relevant Projects: Describe three recent projects in detail which you and/or other members of your team have been involved in that are relevant to your qualifications for this RFP. Please include in your description/profiles information on:

(i) Project name and location (ii) Start date and completion date (iii) Project scope (iv) Project costs including design, permitting, overhead rates billed,

and construction costs. (v) The role of all partners in the project - Identify the firm and person

with primary management responsibility for the successful completion of the project.

(vi) Design renderings and photos of completed project components (vii) Contact information for project references who can speak

knowledgeably about your involvement.

c) Key Principals: Please include resumes of the principals who will be leading your project team, identifying the primary point of contact for each partnering company. For each person identified, specify the extent of their direct time commitment to the project. If any subcontractors are specifically identified in the proposal include the names of these companies and the resumes of key principles. Key Principals must be willing to agree to a criminal background check if determined to be advisable by the JIA proposal review team.

d) Conceptual Plan: Your conceptual plan for the project should address:

(i) Key technical details of all engineered shoreline elements (e.g. boulder size, revetment peak elevation, dune restoration design elements and sediment source, etc.).

(ii) All project costs, including contingency, with separate estimates for multiple scope scenarios based on the project zone categories identified in Exhibit B. Proposer should outline a range of alternative scope scenarios as appropriate to the proposer’s capabilities and qualifications. For example, alternative scopes may include, addressing red zone areas only, addressing red and yellow zones, addressing red, yellow, and blue zones, or addressing all zones as set forth in Exhibit C.

(iii) The design considerations for the northern terminus of the revetment including identification of any necessary modeling work to ensure that this feature does not exacerbate shoreline erosion adjacent to the structure or northward in the area known as “Driftwood Beach”.

(iv) Public engagement plan, including, but not limited to meeting with representatives of key stakeholder groups during the design phase of the project; production and presentation of preliminary, interim, and final public reports to be made before the JIA Board; periodic meetings with key JIA and Georgia Department of Natural Resources (GADNR) staff and participation in any supplemental public-input and stakeholder engagement processes to-be-specified by the JIA.

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(v) Technical details and justification for any innovative alternative technologies or design elements and at least three examples of successful application of such technologies or elements in environments comparable to the project area.

(vi) Technical details and justification for any additional proposed research or modeling components included.

(vii) A statement of capability and any preliminary plans for managing the construction phase of the project, specifically addressing the logistics of equipment access to the project area and coordination of the work around the tides.

(viii) Estimated lifetime and recommended routine maintenance practices for the finished product.

e) Project Schedule: A detailed schedule that outlines the proposed project

timeline and milestones from contract initiation through completion.

f) Payment Schedule (enclosed in a separate, sealed envelope with hardcopies and in a separately labeled file for digital copy): Outline the proposed process and timeline for payments to be made by the JIA in support of this project. A Guaranteed Maximum Price and a contingency amount must be clearly specified.

2.5 Substantive Nature of Proposals

Proposals which do not provide substantive information or are incomplete will be considered non-responsive. Proposals will be deemed as non-responsive which are general in nature or do not incorporate the terms and requirements outlined in this RFP. 2.6 Evaluation and Selection Process

The Authority will form an evaluation team to initially review and evaluate the submitted proposals. Based on this review, the proposals will first be evaluated as either “responsive” or “non-responsive”. Proposals determined to be non-responsive may be eliminated from further consideration at this point. The proposals will then be evaluated for content, and ranked in accordance with their merits. The evaluation team may recommend interviews with up to five (5) finalists. Those proposals not achieving finalist status will be eliminated from further consideration.

The evaluation team may interview selected Proposers to clarify specific matters presented in their proposals, and as part of this process may request the submittal of additional information clarifying the issues discussed. The evaluation team will use the information gained during these discussions, along with information presented in the proposals, to rank the proposals. The following factors will, at a minimum, be considered during the evaluation process:

a) The qualifications of the project team including a demonstrated solid track record in shoreline engineering and project management applicable to the complete scope of this project;

b) The quality and completeness of the proposal package;

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c) Overall project costs and value delivered;

d) Demonstrated understanding of Jekyll Island’s unique environmental, social, and economic circumstances and vision for how the project will be uniquely designed to fit these circumstances.

e) Demonstrated understanding of the shoreline protection and public-use needs of the site along with appreciation of the need for identifying and incorporating environmental enhancements where appropriate;

f) Proactive approach to thorough and thoughtful consideration of any innovative alternative design and construction methodologies or technologies that could result in improved natural/public resource conditions over the status quo;

g) The quality of interview presentation and response to questions from

interviewer; and

h) Proposer’s commitment and capability to work expeditiously and collaboratively with the JIA to implement the project.

The responsive proposals will be ranked according to the above criteria and recommendations will be made to the JIA Board for consideration.

The JIA Board will be solely responsible for the final selection of the successful

Proposer. Upon selection of the successful Proposer, the Authority will immediately enter into negotiations to finalize the contract terms. 2.7 Confidentiality of Trade Secrets

In accordance with Georgia law, the following shall apply to any trade secrets obtained from a person or business entity that are required by law, regulation, bid, or request for proposal to be submitted to the Authority. An entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10 of the Official Code of Georgia Annotated (O.C.G.A.). If such entity attaches such an affidavit, before producing such records in response to a request under this article, the Authority shall notify the entity of its intention to produce such records as set forth in this paragraph. If the Authority makes a determination that the specifically identified information does not in fact constitute a trade secret, it shall notify the entity submitting the affidavit of its intent to disclose the information within ten days unless prohibited from doing so by an appropriate court order. In the event the entity wishes to prevent disclosure of the requested records, the entity may file an action in superior court to obtain an order that the requested records are trade secrets exempt from disclosure. The entity filing such action shall serve the requestor with a copy of its court filing. If the Authority makes a determination that the specifically identified information does constitute a trade secret, the Authority shall withhold the records, and the requester may file an action in superior court to obtain an order that the requested records are not trade secrets and are subject to disclosure.

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Each Proposer is required to keep the contents of their proposal confidential once it is submitted until the award to the successful Proposer. Releasing any information regarding the proposal to third parties or the media prior to the conclusion of the selection process will be immediate grounds for the Authority to reject the proposal as non-responsive.

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EXHIBIT A. GEOGRAPHIC CONTEXT

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EXHIBIT B. MAXIMUM PROJECT EXTENT AND PROJECT ZONE CATEGORIES

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EXHIBIT C. ZONE CATEGORY DESCRIPTIONS Latitude and Longitude points are approximations derived from Google Earth Red Zone This zone contains the most severely dysfunctional existing revetment and corresponding severe upland shore erosion. Extensive rehabilitation work will be required in this zone to restore revetment functionality along with eroded shoreline features and vegetation.

• Approximate total extent – 2,891 linear feet • Composed of two distinct areas bounded by the following points listed from north to

south o N 31.102628°, W -81.403650° to N 31.099296°, W -81.402989° o N 31.091058°, W -81.402285° to N 31.086503°, W -81.401840°

Yellow Zone This zone contains moderately dysfunctional existing revetment and corresponding moderate upland shore erosion. Significant rehabilitation work will be required in this zone to restore revetment functionality along with eroded shoreline features and vegetation.

• Approximate total extent – 4,431 linear feet • Composed of two distinct areas bounded by the following points listed from north to

south o N 31.099296°, W -81.402989° to N 31.091058°, W -81.402285° o N 31.086503°, W -81.401840° to N 31.082572°, W -81.401905°

Blue Zone This southernmost zone contains existing revetment that is relatively functional but needs to be evaluated and may require rehabilitation in localized areas within this zone, within project budget limitations. Some eroded upland shoreline features and vegetation may call for restoration.

• Approximate total extent – 1,694 linear feet • Composed of one section bounded by the following points listed from north to south

o N 31.082572°, W -81.401905° to N 31.077935°, W -81.402193°

Green Zone This northernmost zone contains no functional revetment, but the beach is strewn with a debris field of small to medium-sized granite rocks derived from the revetment and other materials associated with past shoreline armoring efforts. All proposals should include removal of this debris to give the northern extent of the revetment a clearly defined terminus at or near the northern extent of the northern red-zone. Proposers are encouraged to consider alternative, innovative, or emerging, low-environmental-impact methodologies and technologies to reduce upland shoreline erosion in the green zone, capture sand, and preferably allow for improvement of sea turtle nesting habitat value. Any proposals that may negatively impact potential for sea turtle nesting habitat relative to the status quo in this zone will not be considered.

• Approximate total extent – 688 linear feet • Composed of one section bounded by the following points listed from north to south • N 31.104434°, W -81.404316° to N 31.102628°, W -81.403650°

MEMORANDUM


FROM: JONES HOOKS, EXECUTIVE DIRECTOR

SUBJECT: JEKYLL ISLAND GOLF MASTER PLAN – NATIONAL GOLF FOUNDATION CONSULTING, INC. (NGF)

DATE: AUGUST 15, 2016

PURPOSE: This proposal has been designed to provide the Authority with the appropriate information and insights to assist in making key decisions about the future of Jekyll Island Golf Club. The NGF is mindful of recent revitalization efforts on Jekyll Island and the Authority’s desire to see that the golf “brand” is a match with all that Jekyll Island has to offer. NGF is proposing an extensive program of public/stakeholder input to occur throughout the engagement period. The NGF will participate in several meetings to allow Authority Board members and active users of the golf courses to provide insight and direction to NGF in preparing recommendations for the future of the Jekyll Island Golf Club. SCOPE OF SERVICES: NGF will complete a comprehensive golf master plan for Jekyll Island GC focusing on key internal and external factors that drive the success of the golf enterprise. The five key areas of NGF review will include:

1. External Market Analysis a. Demographic and Market Supply/Demand Analysis b. Competitive Analysis c. Benchmarking Analysis d. Appropriate Configuration Findings

2. Comprehensive Review of Operations a. Golf Operations Analysis b. Concession Operation Analysis

3. Comprehensive Review of Physical Facilities, including Clubhouse 4. Public & Stakeholder Input

a. GolfSAT Survey Program 5. Operational and Physical Recommendations

a. Operational Recommendations b. Physical Recommendations c. Action Plans d. Financial Analysis

PROFESSIONAL FEES: National Golf Foundation Consulting, Inc. proposes a total not-to-exceed price of $50,000, inclusive of all expenses and deliverables as noted, up to and through the delivery of a final report and presentation of findings to the Jekyll Island Authority.

MEMORANDUM


FROM: JONES HOOKS, EXECUTIVE DIRECTOR

SUBJECT: JEKYLL ISLAND COMPREHENSIVE DIABILITY ACCESSIBILITY ASSESSMENT AND IMPROVEMENT PLAN – GEORGIA STATE FINANCING AND INVESTMENT COMMISSION, STATE OF GEORGIA ADA COORDINATOR'S OFFICE

DATE: AUGUST 15, 2016

RECENT HISTORY: Over the past year, complaints have been filed concerning beach accessibility on Jekyll Island. Over several months, a review of the applicable ADA regulations as well as technical consultations with representatives from the U.S. Department of Justice and U.S. Access Board, have occurred. Moreover, in response to a formal complaint filed against the Jekyll Island Authority (JIA), the U.S. Department of the Interior determined that the JIA was not discriminating against individuals with disabilities at beach access points #32 & #38 (May 10, 2016). Before any complaints, the JIA was engaged in ADA access improvements, however, as a result of the concerns additional time and resources have been devoted to improved access. ADA compliance is about working collaboratively to identify creative solutions that go beyond the law’s minimum requirements. This is the approach the JIA will utilize to address disability access to its facilities, programs, services, and activities. PURPOSE: The purpose for this proposed project is to update the JIA ADA Action Plan by developing a Comprehensive Disability Accessibility Assessment and Improvement Plan for the Jekyll Island Authority (“Plan”) to promote and enhance access and inclusion for people with disabilities in recreation, leisure activities, and tourism offered by JIA. PROPOSED PROJECT START DATE: September 15, 2016 COLLABORATING AGENCIES: Jekyll Island Authority, Georgia State Financing and Investment Commission-State ADA Coordinator’s Office, Private Consultant PROJECT TEAM MEMBERS: JIA ADA Team Members, GSFIC-ADA Staff, GSFIC-ADA Consultant (proposed) ESTIMATED BUDGET ALLOCATION: No cost to JIA for State ADA Coordinator’s services; JIA’s implementation costs to be determined. ESTIMATED TOTAL PROJECT HOURS ALLOCATION: To be determined

DELIVERABLES:

1. Comprehensive Disability Accessibility Assessment and Improvement Plan 2. Core ADA training curriculum for JIA’s key ADA Compliance Team; 3. Provision of ongoing technical assistance to JIA’s key ADA personnel for the maintenance and update of the

ADA plan; and 4. ADA-related training for JIA staff.

PROJECT PHASES:

1. Phase 1: Planning for ADA Compliance 2. Phase 2: Conducting an Updated ADA Self-Evaluation and Transition Plan 3. Phase 3: Implementing the ADA Plan 4. Phase 4: Maintaining and Updating the ADA Plan as Necessary

REVISED 8/5/16

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Draft Project Outline for the Jekyll Island Authority (JIA) Comprehensive Disability Accessibility Assessment and Improvement Plan

Purpose: The purpose for this proposed project is to update the JIA ADA Action Plan by developing a Comprehensive Disability Accessibility Assessment and Improvement Plan for the Jekyll Island Authority (“Plan”) to promote and enhance access and inclusion for people with disabilities in recreation, leisure activities, and tourism offered by JIA. Recent History: Over the past year, complaints have been filed concerning beach accessibility on Jekyll Island. Over several months, a review of the applicable ADA regulations as well as technical consultations with representatives from the U.S. Department of Justice and U.S. Access Board, have occurred. Moreover, in response to a formal complaint filed against the Jekyll Island Authority (JIA), the U.S. Department of the Interior determined that the JIA was not discriminating against individuals with disabilities at beach access points #32 & #38 (May 10, 2016). Before any complaints, the JIA was engaged in ADA access improvements, however, as a result of the concerns additional time and resources have been devoted to improved access. The beach access challenge on Jekyll Island is not a matter of ADA compliance. Rather, it is about working collaboratively to identify creative solutions that go beyond the law’s minimum requirements. This is the approach the JIA has adopted to address beach access issues, as well as disability access to its other programs, services, and activities. Proposed Project Start Date: September 15, 2016 Collaborating Agencies: Jekyll Island Authority, Georgia State Financing and Investment Commission-State ADA Coordinator’s Office Project Team Members: JIA ADA Team Members, GSFIC-ADA Staff, GSFIC-ADA Consultant (proposed) Estimated Budget Allocation: No cost to JIA for State ADA Coordinator’s services; JIA’s implementation costs to be determined.1 Estimated Total Project Hours Allocation: To be determined

1 See Action #7 and fn. 5, and Action #12 and fn. 6.

REVISED 8/5/16

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Deliverables:

(1) Comprehensive Disability Accessibility Assessment and Improvement Plan2 (2) Core ADA training curriculum for JIA’s key ADA Compliance Team; (3) Provision of ongoing technical assistance to JIA’s key ADA personnel for the

maintenance and update of the ADA plan; and

(4) ADA-related training for JIA staff. Introduction and Project Approach As increasing numbers of people with disabilities visit our state’s vast array of natural and cultural resources, including Jekyll Island, accessibility to the activities, facilities, and events offered is critically important. The goal is equal opportunity and access in an integrated setting. Everyone who visits Jekyll Island should be able to do so comfortably and efficiently. To achieve this goal, this proposed project partners the Jekyll Island Authority (“JIA”) with the Georgia State Financing and Investment Commission - State ADA Coordinator (“State ADA Coordinator”) to promote and enhance access and inclusion for people with disabilities in recreation, leisure activities, and tourism offered by JIA through (a) updating the JIA’s ADA compliance plan; and (b) identifying and implementing best practices for designing or adapting JIA’s programs with the widest range of users in mind. Accessibility is a mandate covered in federal and state laws, standards, and regulations. Title II of the ADA (Title II) covers the programs, activities, and services of public entities, which include any state government and any of its departments, agencies, or other instrumentalities. Title II states that “no qualified individual with a disability shall, by reason of disability, be excluded from participation in or be denied the benefits of the services, programs, or activities, of a [state government agency], or be subjected to discrimination by any such [agency].” Title II also directs state agencies to carry out specific methods of administration enumerated in its implementing regulations to ensure compliance with the Act’s mandate, which include:

• Designation of an agency ADA Coordinator to establish a single line of

responsibility and intra-agency coordination for the purpose of ensuring

2 The Plan formalizes JIA’s continuing actions to develop and increase meaningful disability access to its programs, services, and activities. While the JIA proactively addresses accessibility on a regular basis, visitors have expressed ongoing concerns about access to the beach. Although JIA’s current beach access is ADA compliant, this is an opportunity for JIA to look beyond the law’s minimum requirements and advance its commitment to a customer-oriented culture that includes individuals with disabilities.

REVISED 8/5/16

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that its programs, services and activities provide genuine, effective and meaningful access to individuals with disabilities (28 C.F.R 35.107(a));

• Development of the agency’s ADA self-evaluation (28 C.F.R. 35.105);

• Development of the agency’s transition plan (28 C.F.R. 35.150);

• Establishment and administration of the agency’s ADA informal grievance

procedure (28 C.F.R. 35.107);

• Provision of public notice of the agency’s ADA-related activities (28 C.F.R. 35.106).

It is critical that state agency administrators, construction compliance specialists, procurement officers, and facility operators understand and implement these basic requirements. Accessibility laws and standards, however, only set minimum standards for accessibility and accommodations. We want to rethink accessibility - not as a legal requirement or unwanted mandate, but as the direct route to creating a customer-oriented culture that includes individuals with disabilities and promotes full participation and equal opportunity for everyone. Our challenge is to move beyond the minimum requirements - and embrace a concept of universal design that serves everyone’s needs and ensures designed environments that are functional, safe, and accommodating.3 The project outline includes four general phases:

• Phase 1: Planning for ADA Compliance • Phase 2: Conducting an Updated ADA Self-Evaluation and Transition Plan • Phase 3: Implementing the ADA Plan • Phase 4: Maintaining and Updating the ADA Plan as Necessary

The roles and responsibilities for JIA and the State ADA Coordinator, as well as timelines to complete actions, will be established for each proposed action item. Each action item is sequential unless otherwise indicated. Phase 1: Planning for ADA compliance

3 For some activities, other critical priorities, including environmental and endangered species protection laws, must be considered when implementing accessibility solutions. Under these circumstances, flexibility of approach is critical. In the spirit of collaboration, JIA will call on interested stakeholders from environmental agencies and organizations, the accessibility profession, and the disability community to develop a cross-disciplinary approach for addressing access challenges.

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Goal of Phase 1: Establish and train JIA’s ADA Compliance Team (lead and team members)4 1. Gather JIA’s key ADA personnel for coordination of the Plan and orientation to roles. 2. Identify each of the JIA activities, events, and facilities open to the general public. 3. Review current ADA-related protocol, policies, and grievance procedure. 4. Conduct outreach activities with the disability community and general public to obtain initial feedback.5 5. Identify critical or time sensitive JIA ADA-related issues. 6. Deliver the next phase of ongoing training curriculum for JIA ADA Compliance Team with a focus on conducting ADA self-evaluation and transition planning tasks.

7. Update informal grievance procedure and public notice. End of Phase 1: The JIA ADA Compliance Team will be ready to carry out its responsibilities. Phase 2: Conducting an Updated JIA ADA Self-Evaluation & Transition Plan Goal of Phase 2: Assess JIA’s current level of Title II compliance and disability access. 8. Conduct self-evaluations to identify potential barriers to access to services for individuals with disabilities.6 9. Identify potential new technologies and accommodation solutions to address challenging accessibility issues.

4 While there is no requirement to designate a person in any particular position as an ADA team member, it is critical to identify the right people for JIA’s ADA Team. When selecting team members, some variables to consider are: (a) commitment to this initiative; (b) authority within respective division or office; (c) experience working with disability-related issues; (d) knowledge of the programs offered; and (e) strong organizational skills. Although familiarity with the ADA’s requirement is helpful, the State ADA Coordinator’s Office will provide all necessary ADA-related training applicable to this initiative. 5 Throughout the project, JIA will proactively engage the disability community and obtain feedback from individuals and organizations representing a wide range of disabilities. This will be accomplished through formal public forums and meetings. This will be accomplished through formal public forums and meetings, social media, and customer interviews. JIA will also recruit people with various disabilities (including persons with mobility impairments, sensory disabilities, intellectual disabilities, and mental health conditions, among others) to participate in the planning process. These individuals should have disability expertise and represent the perspective of a broad constituency within the disability community. 6 JIA and the State ADA Coordinator’s Office will review an inventory of JIA’s existing facilities (where no changes are planned) to determine whether a consultant will need to be procured to conduct an updated accessibility assessment.

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10. Develop an access assessment, summary and action plan for barrier removal for each of JIA’s activities, events, and facilities which includes:

(a) current steps to address access barriers in accordance with JIA-identified priorities;

(b) strategies for addressing those gaps in service delivery; and (c) costs to implement the updated ADA Action Plan.

11. Share the proposed Plan with the general public for public input and feedback. End of Phase 2: JIA completes assessment of their current level of Title II compliance and disability access. Phase 3: Implementing the JIA ADA Action Plan Goal of Phase 3: Implement a comprehensive JIA ADA Action Plan. Note - Timelines for action items 11-14 run simultaneously. 12. Revise and update the Plan in accordance with JIA-identified priorities. 13. Implement the Plan, including making accessibility-related alterations to facilities (multi-year implementation).7

14. Develop and/or update ADA protocols for collaborative partners, contractors and consultants. JIA will identify ADA-related technical support and training needs for each entity applicable to their public responsibility to JIA’s internal and external customers. 15. Provide technical assistance to JIA regarding the development of ADA protocols for responsible collaborative partners, contractors and consultants. Provide technical assistance related to technical support and training needs for each entity.

16. Provide ADA trainings to JIA staff/employees on JIA disability-related protocols/policies. End of Phase 3: The JIA ADA Action Plan is implemented.

7 This critical action will require coordination with the Governor’s Office of Planning and Budget to develop a comprehensive approach to ADA-related capital planning.

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Phase 4: Maintaining and Updating the JIA ADA Action Plan as Necessary Goal of Phase 4: Ensure the JIA ADA Action Plan addresses ongoing needs at JIA. 17. Develop and utilize an ADA checklist when activities are added or modified within each one of JIA’s offices, divisions or services. 18. Provide technical assistance to JIA regarding the development and utilization of an ADA checklist when activities are added or modified within each one of JIA’s offices, divisions or services. 19. Continue providing periodic training, as necessary, to JIA ADA Compliance Team members on ADA-related updates.

20. Incorporate ADA coordination into JIA’s strategic planning and customer service initiatives.