stark county park district park board - regular meeting minutes sippo … · · 2018-02-07page 2...

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Stark County Park District Park Board - Regular Meeting Minutes Sippo Lake Clubhouse

January 3, 2018 Page 1 of 12

(AGENDA ITEM: 3)

1. CALL TO ORDER - The regular meeting of the Stark County Park Commission was called to order by

Andy Hayden at 2:00 p.m.

A. Roll Call of Members:

MEMBERS PRESENT: Andy Hayden, Denise Freeland, Bill Bryan, Charlie Ringer and Pat Quick

STAFF PRESENT: Robert A. Fonte, Park Director/Secretary to the Board Sarah Buell, Projects and Administration Manager Corianne Kocarek, Volunteer Coordinator Victoria Gill, Clerk to the Board GUESTS PRESENT:

Dan Schonhoft Mark Thekep – S.C.O.R.E. Jon Epling – B.L.I.C.K.

B. Adoption of Agenda

C. Ringer MOVED to adopt the agenda as amended, which was SECONDED by D. Freeland

DISCUSSION: None

MOTION CARRIED on a vote as follows: Voting Aye: Andy Hayden, Denise Freeland, Bill Bryan, Charlie Ringer and Pat Quick

C. Informational - Appointments of Commissioners to the Stark County Park Board

Probate Judge Dixie Park has re-appointed Andrew Hayden for a full three-year term of office as a Commissioner of the Stark County Park District Board commencing on January 1, 2018 and expiring on December 31, 2020.

Probate Judge Dixie Park has reappointed Charles E. Ringer for a full three-year term of office as a Commissioner of the Stark County Park District Board commencing on January 1, 2018 and expiring on December 31, 2020.

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D. Informational - Park Board Policy Manual (PBPM): Receipt from New and Reappointed

Commissioners documenting they have received and read the Board Governance Process.

New and Re-appointed Commissioners are required to sign 6.2 of the PBPM that deals with the Board Governance Process. We will have printed copies for signatures at the meeting.

The Park Board Policy Manual is located in the Stark Parks Resources folder with a file name of Policy Manual. Section 6.0 and 6.1 are the pages that discuss the Board Governance Process.

E. RESOLUTION: #18-01-001: Election of Officers: Chairperson

WHEREAS, it is necessary for the Stark County Park District Board of Park Commissioners to make a motion to nominate a member as Chairperson of the Stark County Park Board.

NOW, THEREFORE, BE IT RESOLVED, by the Stark County Park District Board of Park Commissioners to elect Andy Hayden as Chairperson of the Stark County Park Board.

C. Ringer MOVED to adopt this resolution, which was SECONDED by B. Bryan

DISCUSSION: None.

F. Resolution #18-01-002: Election of Officers: Vice-Chairperson

WHEREAS, it is necessary for the Stark County Park District Board of Park Commissioners to make a motion to nominate a member as Vice-Chairperson of the Stark County Park Board.

NOW, THEREFORE, BE IT RESOLVED, by the Stark County Park District Board of Park Commissioners to elect Denise Freeland as Vice-Chairperson of the Stark County Park Board.


DISCUSSION: None.

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G. Resolution #18-01-003: Adoption of Proposed 2018 and January 2019 Board Meeting Schedule

WHEREAS, the following is a list of proposed meeting dates for 2018 and January 2019 Board Meeting Schedule:

Wednesday, January 3, 2018 at 2:00 PM

Wednesday, February 7, 2018 at 2:00 PM

Wednesday, March 7, 2018 at 2:00 PM

Wednesday, April 4, 2018 at 2:00 PM

Wednesday, May 2, 2018 at 2:00 PM

Wednesday, June 6, 2018 at 2:00 PM

Wednesday, July 11, 2018 at 2:00 PM

Wednesday, August 8, 2018 at 2:00 PM

Wednesday, September 5, 2018 at 2:00 PM

Wednesday, October 3, 2018 at 2:00 PM

Wednesday, November 7, 2018 at 2:00 PM

Wednesday, December 5, 2018 at 2:00 PM

Wednesday, January 2, 2019 at 2:00 PM

NOW, THEREFORE, BE IT RESOLVED by the Stark County Park District Board of Park Commissioners to adopt the 2018 and January 2019 Board Meeting Schedule as listed above.

D. Freeland MOVED to adopt this resolution, which was SECONDED by P. Quick

DISCUSSION: None

MOTION CARRIED on a vote as follows: Voting Aye: Andy Hayden, Denise Freeland, Charlie Ringer, Bill Bryan and Pat Quick

H. Resolution #18-01-004: Appointment of Member to Friends of Stark Parks Board of Trustees

WHEREAS, it is necessary to appoint a Park Board Commissioner or a designated representative to represent the Park Board on the Friends of Stark Parks Board of Trustees; and

WHEREAS, the Friends of Stark Parks meeting schedule for 2018 is as follows:

Wednesday, February 14, 2018 – Exploration Gateway

Wednesday, March 14, 2018 – Exploration Gateway – Canalway Center (upstairs)

Wednesday, April 11, 2018 – Quail Hollow – Manor House – 13480 Congress Lake Ave, Hartville

Wednesday, May 9, 2018 – Exploration Gateway

Wednesday, June 13, 2018 – Fry Family Park – Shelter – 2533 Farber St. SE, Magnolia

Wednesday, July 11, 2018 – Exploration Gateway

Wednesday, August 8, 2018 – Exploration Gateway

Wednesday, September 12, 2018 – Walborn Reservoir – Shelter – 11324 Price St. NE, Alliance,

Wednesday, October 10, 2018 – Exploration Gateway

Wednesday, November 14, 2018 – Exploration Gateway

Wednesday, December 12, 2018 – Sippo Lake Clubhouse – 5300 Tyner St. NW, Canton

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WHEREAS, all meetings begin at 4:00 pm and are held at the Exploration Gateway unless otherwise specified; and WHEREAS, from time to time the Friends of Stark Parks Board of Trustees conducts an electronic vote to facilitate an action by the Friends of Stark Parks Board of Trustees and since polling the Stark County Park District Board of Park Commissioners for a consensus on such vote would, in the opinion of legal counsel, be a violation of the Sunshine Law. NOW, THEREFORE BE IT RESOLVED, by the Stark County Park District Board of Park Commissioners to rotate the Stark County Park District Board of Park Commissioners representative to the Friends of Stark Park Board of Trustees as follows:

Wednesday, January 10, 2018 – Denise Freeland

Wednesday, February 14, 2018 – Bill Bryan

Wednesday, March 14, 2018 – Pat Quick

Wednesday, April 11, 2018 – Charlie Ringer

Wednesday, May 9, 2018 – Andy Hayden

Wednesday, June 13, 2018 – Charlie Ringer

Wednesday, July 11, 2018 – Bill Bryan

Wednesday, August 8, 2018 – Pat Quick

Wednesday, September 12, 2018 – Denise Freeland

Wednesday, October 10, 2018 – Andy Hayden

Wednesday, November 14, 2018 – Charlie Ringer

Wednesday, December 12, 2018 – Bill Bryan

BE IT FURTHER RESOLVED, to designate the Stark County Park District Board of Park Commissioners Chairperson as the voting member for all electronic votes by the Friends of Stark Parks Board of Trustees.


DISCUSSION: None


I. Resolution #18-01-005: Appointment of a Representative and an alternate to the Stark County Regional Planning Commission

WHEREAS, the Stark County Park District Board of Park Commissioners by Resolution#: 14-01-006 entered into a Resolution of Cooperation with Stark County Regional Planning Commission (SCRPC); and WHEREAS, the Stark County Park District Board of Park Commissioners in accordance with said Resolution shall make an annual payment of Two Thousand Dollars ($2,000.00) and shall appoint a representative and an alternate. NOW, THEREFORE, BE IT RESOLVED, by the Stark County Park District Board of Park Commissioners to appoint Park Director, Robert A. Fonte, the Park District representative and Projects and Administration Manager, Sarah Buell, as alternate.

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BE IT FURTHER RESOLVED, by the Stark County Park District Board of Park Commissioners to authorize the annual payment of Two Thousand Dollars ($2,000.00) in accordance with the approved 2018 Budget (Resolution #: 17-12-075).

D. Freeland MOVED to adopt this resolution, which was SECONDED by C. Ringer

DISCUSSION: None


J. Resolution #18-01-006: Appointment of Alternate(s) to Stark County Area Transportation Study (SCATS) Policy Committee

WHEREAS, the Stark County Park District Board of Park Commissioners authorized signing a Resolution of Cooperation with the Stark County Regional Planning Commission with Resolution #: 14-01-006; and

WHEREAS, the Stark County Area Transportation Study (SCATS) Policy Committee is a sub-division of the Stark County Regional Planning Commission; and

WHEREAS, the SCATS Policy Committee is comprised of county officials, mayors, a township representative and representatives from Ohio Department of Transportation (ODOT), the Stark Area Regional Transit Authority (SARTA), the TAC Chair and the CAC Vice-Chair; and WHEREAS, the SCATS Policy Committee is responsible for the basic non-technical policies, adopting the Transportation Plan and Transportation Improvement Program and approving the budget; and

WHEREAS, the SCATS Policy Committee revised their policy to include the Stark County Park District as a member and designated the Stark County Park District Board of Park Commissioners Chairperson as a voting representative to the SCATS Policy Committee; and WHEREAS, The SCATS policy allows for the appointment of an alternate(s) to attend meetings and vote on behalf of the designated voting member.

NOW, THEREFORE, BE IT RESOLVED, by the Stark County Park District Board of Park Commissioners to appoint Park Director, Robert A. Fonte, as first alternate to the Park Board Chairperson and to appoint Projects and Administration Manager, Sarah Buell, as second alternate to the Park Board Chairperson; and

BE IT FURTHER RESOLVED, by the Stark County Park District Board of Park Commissioners to authorize the Park Director to sign/execute any documents necessary for the continued membership to the Stark County Area Transportation Study (SCATS) Policy Committee.

P. Quick MOVED to adopt this resolution, which was SECONDED by B. Bryan

DISCUSSION: None


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K. Resolution #18-01-007: Stark Council of Governments (SCOGS) Representation

WHEREAS, the Stark County Park District Board of Park Commissioners authorized an agreement to join SCOG with Resolution #: 99-014; and WHEREAS, as a Member of the Stark County Council of Governments (SCOG) the Board of Park Commissioners is entitled to at least one (1) representative but no more than three (3) representatives; and WHEREAS, if the Board of Park Commissioners appoints more than one (1) representative they must advise SCOG of the respective voting authority of the representatives in accordance with the “By Law of the Stark Council of Governments” as amended. NOW, THEREFORE, BE IT RESOLVED, by the Stark County Park District Board of Park Commissioners to appoint Park Director, Robert A. Fonte, as the Park District representative having full voting authority on behalf of the Stark County Park District and Chief, Dan George, as the second representative of the Park District having full voting authority in the Park Director’s absence and Board member C. Ringer, as the third representative of the Park District having full voting authority in the absence of the first and second representative.


DISCUSSION: None.


2. PUBLIC COMMENT

D. Schonhoft inquired as to the status of Tam O’Shanter plan, to which R. Fonte stated that there is a contract with owners to purchase all non-commercial property (200+ acres), and that 20 acres will be donated to Jackson Township for active recreation, for which the Park District has no say over what the future development plans will be. The Master Plan will begin in 2018 once we have final payment from owners; the planning process and public meetings take six months. We will announce the public meetings in the media and on the Stark Parks website.

M. Thekep is an avid golfer and wanted to know if the marina was an amenity or revenue generator, and A. Hayden and R. Fonte responded that it is both, but it is not a large profit-making operation. R. Fonte explained that it’s difficult to run a golf course as a public entity. M. Thekep asked about the driving range and whether it is self-funding and R. Fonte answered that it is on commercial property and thus not included in the contract purchase; Parks are not revenue-based and it is difficult to run a business model in a government organization. M. Thekep said that S.C.O.R.E. counselors are available to discuss this opportunity with the Park District.

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D. Schonhoft inquired as to the source of the $5 million funding to purchase the Tam O’Shanter property and will the Park be able to operate the park in the future. R. Fonte explained that the money for the purchase comes from the Clean Ohio Fund, as well as other state and local taxes. Also, the Board budget is based on a levy and the operating budget is projected through 2020 and includes the future Tam O’Shanter operating expenses.

J. Epling, in attendance on behalf of a local mental health organization, asked about the Arboretum Circle property in North Canton in the hopes of expanding their business to North Canton. S. Buell explained that that particular property will be demolished and is not for sale due to flooding and safety concerns. S. Buell did, however, mention that there are many opportunities to partner with organizations.

3. APPROVAL OF MINUTES:

WHEREAS, minutes from the December 6, 2017 Regular Park Board meeting have been submitted for review.

NOW, THEREFORE, BE IT RESOLVED, by the Stark County Park District Board of Park Commissioners to approve the minutes from the December 6, 2017 Regular Park Board meeting as submitted.

D. Freeland MOVED to adopt this resolution, which was SECONDED by P. Quick DISCUSSION: None


4. FINANCIAL REPORTS

WHEREAS, the monthly Financial Report and Summary Financial Report for the period ending November 30, 2017 have been submitted to the Board for review.

NOW, THEREFORE, BE IT RESOLVED, by the Stark County Park District Board of Park Commissioners to approve and accept for audit the Financial Report and Summary Financial Report for the period ending November 30, 2017 as submitted.


DISCUSSION: A. Summary Financial Report B. Budget – No discussion C. Grant Status – No discussion


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5. APPROVAL OF PAYROLLS AND BILLS

WHEREAS, copies of payroll and bills for the month of November 2017 were submitted for the Board’s review in accordance with Resolution #98-133.

NOW, THEREFORE, BE IT RESOLVED, by the Stark County Park District Board of Park Commissioners to approve and accept for audit the payroll and bills for November 2017 as submitted.


DISCUSSION:

D. Freeland asked if we had signage indicating directions for the Fry Family Park, and R. Fonte responded that there is a north and south sign, though they were not installed before the opening of Fry Family Park in late August.


6. OLD BUSINESS

A. Informational: Upcoming Events B. Informational: Park Organizational Charts (Exhibit A)

DISCUSSION:

It was mentioned by D. Freeland how time will tell if an Executive Assistant affects the Director’s work load as R. Fonte may need a Deputy Director in the future. Also, R. Fonte explained Human Resources will be a manager position, and how the Volunteer Coordinator position will report to Human Resources.

C. Informational: Electric Bicycles-Land Manager Handbook (Exhibit B) DISCUSSION:

C. Ringer asked if there was more information other than mountain bikes, and R. Fonte said he will have M. Duplay provide to the Board the remaining report on e-bikes that did not get downloaded.

7. NEW BUSINESS

A. RESOLUTION: #18-01-008: Request for Advance of Taxes

WHEREAS, in order for the Park District to obtain tax revenues early in the year, an executed “Request for Advance of Taxes Collected” is required; and

WHEREAS, it is advantageous to the Park District to submit said requests weekly until all funds have been distributed.

NOW, THEREFORE, BE IT RESOLVED, by the Stark County Park District Board of Park Commissioners to authorize the submission of a “Request for Advance of Taxes Collected” by the Park Director, Robert A. Fonte, and/or Financial Manager, Barbara G. Wells, as needed until all funds collected have been distributed.

D. Freeland MOVED to adopt this resolution, which was SECONDED by B. Bryan

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DISCUSSION: None.

MOTION CARRIED on a vote as follows: Voting Aye: Andy Hayden, Denise Freeland, Bill Bryan, Charlie Ringer, and Pat Quick

B. RESOLUTION: #18-01-009: Transfer of Previous Year(s) Certificates

WHEREAS, any funds remaining on a certificate (encumbrance) that are closed following the certification year(s), are now automatically added back into the unencumbered balance in the same master account by the Auditor; and

WHEREAS, it is the recommendation of the Park Director to transfer these remaining unencumbered master account balances to the master account of Project Fund Unallocated until such time as the Board decides to appropriate these funds to specific projects in the year 2018. NOW, THEREFORE, BE IT RESOLVED, by the Stark County Park District Board of Park Commissioners to authorize the Park Director to transfer funds to the master account Project Fund Unallocated (072.28.0000.65000) as these funds become available throughout the year 2018.


DISCUSSION: R. Fonte explained this is an annual, ongoing process.


C. RESOLUTION: #18-01-010: Fry Family Park – Sanitary Project

WHEREAS, the Fry Family Park-Sanitary Project is already underway and needs funding approved by the Stark County Park District Board of Park Commissioners to keep it moving forward until the complete 2018 Project List & Budget is adopted; and WHEREAS, the Park Director proposes that the Fry Family Park-Sanitary Project be approved in advance of the adoption of the 2018 Project List & Budget in an amount not to exceed Eighty Thousand Dollars ($80,000.00). NOW, THEREFORE, BE IT RESOLVED, by the Stark County Park District Board of Park Commissioners to authorize the Fry Family Park-Sanitary Project in an amount not to exceed Eight Thousand Dollars ($80,000.00) as part of the recommended 2018 Project List & Budget. BE IT FURTHER RESOLVED, to authorize the appropriation of funds from the Project Fund-Unallocated Account 072.28.0000.65000 as they become available in accordance with the previously approved budget (Resolution #: 17-12-075). BE IT FURTHER RESOLVED, to authorize the Park Director, Robert A. Fonte, to sign/execute any contracts to complete the 2018 Project List & Budget provided the total project cost does not exceed the original project budget as approved by the Stark County Park District Board of Park Commissioners.

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DISCUSSION: R. Fonte explained we are trying to get this project moving along before February so the shelter may be opened in the Spring of 2018.


D. RESOLUTION: #18-01-011: Clean Ohio Trail Fund Application for Iron Horse Trail Phase 3

WHEREAS, grant funding is available from the Ohio Department of Natural Resources for recreational trail projects; and

WHEREAS, goals of the grant projects include development of urban trail linkages and development and construction of new trails; and

WHEREAS, the 1.27-miles of proposed trail will complete the Iron Horse Trail within the City of Alliance and provide signage for the new segment and for the Iron Horse Trail within the campus of Mt. Union University; and

WHEREAS, the Iron Horse Trail is the major Stark County Trail & Greenway Plan project for eastern Stark County and will eventually connect Deer Creek Reservoir, Alliance, the Nickel Plate Trail, and Minerva; and

WHEREAS, the minimum 25% match required for the grant will be made in the form of Stark Parks force account labor for trail construction and right-of-way provided by the City of Alliance and Mt. Union University, and cash dependent upon the final budget.

NOW, THEREFORE, BE IT RESOLVED, by the Stark County Board of Park Commissioners to authorize the Park Director, Robert A. Fonte, to submit a Clean Ohio Trail Fund application not to exceed the amount of Five Hundred Thousand Dollars ($500,000.00) to the Ohio Department of Natural Resources for construction of the Iron Horse Trail from Simpson St. to Prospect St. in the City of Alliance, including signage for the above as well as for the Iron Horse Trail within the campus of Mt. Union University.

DISCUSSION: R. Fonte explained there is no final number yet, though it may be in the $300,000.00 range.

D. Freeland MOVED to adopt this resolution, which was SECONDED by C. Ringer


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E. RESOLUTION: #18-01-012: Exploration Gateway Security Cameras Replacement-Change Order

WHEREAS, the Stark County District Board of Park Commissioners previously approved the Exploration Gateway Security Cameras Replacement Project in an amount not to exceed Thirty Four Thousand Nine Hundred Sixty Eight Dollars and No Cents ($34,968.00) with Resolution #17-11-069; and WHEREAS, the change order is for two additional cameras including installation in an amount not to exceed One Thousand Two Hundred Sixty Eight Dollars and No Cents ($1,268.00); and

WHEREAS, it is necessary to reallocate/transfer an amount not to exceed One Thousand Two Hundred Sixty Eight Dollars and No Cents ($1,268.00) from the Project Fund – Exploration Gateway Capital Replacement (529.28.0000.65000) to Capital Outlay: Buildings (529.28.0000.65200) for the Exploration Gateway Security Cameras Replacement-Change Order for a total Exploration Gateway Security Camera Replacement Project of Thirty Six Thousand Two Hundred and Thirty Six Dollars and No Cents. ($36,236.00).

NOW, THEREFORE, BE IT RESOLVED, by the Stark County Park District Board of Park Commissioners to authorize the reallocation/transfer in an amount not to exceed One Thousand Two Hundred Sixty Eight Dollars and No Cents ($1,268.00) from the Project Fund – Exploration Gateway Capital Replacement (529.28.0000.65000) to Capital Outlay: Buildings (529.28.0000.65200) for the Exploration Gateway Security Cameras Replacement-Changer Order.

B. Bryan MOVED to adopt this resolution, which was SECONDED by C. Ringer

DISCUSSION: R. Fonte explained that this change order will come from capital funds to cover two cameras that were not included in the original bid.


8. DIRECTOR’S REPORT

A. 2017 Project List & Budget:

None. B. Director’s Report:

R. Fonte described how he had received notice from the Park’s attorney that the Iron Horse Trail is being appealed; oral statements have not yet been scheduled. R. Fonte has requested legal counsel to provide an estimated time line on cost of services estimate. C. Ringer indicated the appeal process will be significantly less money than the trial.

R. Fonte discussed a potential donation intended for the Park District for the express purpose of paving an existing trail with asphalt. Staff plans to meet with the donor to explain our policy on trail surfaces and attempt to redirect the donor’s interest.

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9. EXECUTIVE SESSION

BE IT RESOLVED, to adjourn into Executive Session at 3:14 PM to consider a complaint against a public employee pursuant to division (G) (1) of this section of the Ohio Revised Code (ORC).

C. Ringer moved to adopt this motion, which was SECONDED by B. Bryan

MOTION CARRIED on a roll call vote as follows: Voting Aye: Denise Freeland, Bill Bryan, Charlie Ringer and Pat Quick

10. RECONVENE FROM EXECUTIVE SESSION

BE IT RESOLVED to reconvene to Regular Session at 4:01 p.m.



11. ADJOURNMENT

BE IT RESOLVED to adjourn at 4:02 p.m. Next scheduled meeting: February 7, 2018 at 2:00 PM at the Sippo Lake Clubhouse.

D. Freeland MOVED to adjourn the meeting, which was SECONDED by P. Quick


APPROVAL DATE: February 7, 2018

ATTEST:

Andy Hayden, Chairperson

Stark County Park Commission

Robert A. Fonte, Director/Secretary to the Board Stark County Park District

Victoria Gill/Clerk to the Board

Stark County Park District

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