PUBLIC NOTICE

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RECREATION AND PARK COMMISSION

FOR THE PARISH OF EAST BATON ROUGE

Regular Meeting 5:00 p.m.

BREC Administration Building

6201 Florida Boulevard

Baton Rouge, Louisiana

Commission Minutes

November 30, 2022

Call to Order

A regular meeting of the Recreation and Park Commission for the Parish of East Baton Rouge (BREC) was held at BRECs Administrative Offices on November 30, 2022. The meeting was called to order at 5:08 p.m. by Chairman Kenneth Pointer. Commissioner Sandra Davis offered the invocation. Commissioner Rossie Washington Jr. led the pledge of allegiance. Roll was taken and a quorum of Commissioners was present including Kenneth Pointer, Chair; Sandra Davis, Vice Chair; Donna Collins Lewis, Treasurer; Trina Hall; Jason Hughes; William Scheffy; Collis Temple, Jr.; and Rossie Washington, Jr. Commissioner Connie Bernard was absent. Staff members present were Corey K. Wilson, Superintendent; Reed Richard, Assistant Superintendent of System Planning; Brandon Smith, Assistant Superintendent of Recreation; Aneatra Boykin, Chief Administrative Officer; Andrea Roberts, Chief Operating Officer; Tracy Fountain, Chief Financial Officer; Angela Harms; Steven Knight; RaHarold Lawson; Cheryl Michelet; Mike Raby; Katrina Ward; Darlene Winfield; and Chris Marchiafava. Murphy Foster, legal counsel, and Carl Stages, Executive Director of BREC Foundation, were also in attendance. The rest of the audience consisted of other BREC staff and the public.

Public Comment

Chairman Pointer opened the floor for public comment on the agenda action items. He asked if there was anyone who would like to speak on any agenda action item. Hearing none, Chairman Pointer closed the floor.

Adoption of Minutes

Resolved, That the reading of the minutes of the Recreation and Park Commission Meeting of October 27, 2022 be dispensed with, and that they be approved as written.

Motion to approve by Ms. Davis

Second by Mr. Washington

Unanimously approved

The Chairman requested a Consent to Consider to add the following item to the agenda under the Finance section Contracts and Bids as follows

Resolved, That the Commission award SB #1822 Purchase or Installment Purchase for twelve John Deere Mowers or Approved Equal to Beard Equipment, Company as the lowest responsive bidder, (Items 1-3) for a 48-month installment purchase agreement in the total amount of $696,439.68.

Motion to add the item to the agenda by Mr. Washington

Second by Ms. Lewis

Approved unanimously

Consent Calendar

Resolved, That the Recreation and Park Commission for the Parish of East Baton Rouge does hereby approve the Consent Calendar items.

Motion to approve by Ms. Davis

Second by Ms. Hall

Unanimously approved

The following item was approved as part of the Consent Calendar:

Acceptance of Recommendations from the Human Resources Advisory Committee

Resolved, That the Commission approve the Routine Personnel Transactions from October 18, 2022 November 4, 2022, as presented.

Presentations

The Chairman recognized Assistant Superintendent of System Planning Reed Richard to provide the construction update. He reviewed information for the ongoing and upcoming projects and answered related questions from the Commissioners. Addressing a question from Mr. Scheffy, Mr. Richard clarified that the public meetings for the Perkins Road Master Plan would begin in the first quarter of 2023. Mr. Temple expressed his interest in projects involving City Park and the Lakes Project. He stated that the project should be a priority.

The Commission viewed a brief video highlighting the Zoo Run Run event that was held at the Zoo on November 12 and various upcoming events throughout the parish in the month of December.

Reports of Officers and Standing Committees

Superintendent Wilson stated that there was one administrative item for approval regarding name changes. He provided an explanation for the changes being proposed and noted the changes would be made to bylaws, committee names, and all agency documents. He then read the following resolution:

Resolved, That the Commission make the following name changes for the listed agency department or division:

from Information Technology Department to Information Systems Department; and

from Capital Improvement Program (CIP) Division to Capital Construction Division (CCD).

Mr. Washington asked if there would be any additional name changes necessary. The Superintendent stated that no additional name changes were anticipated. Mr. Washington made a motion to approve the resolution.

Seconded by Mr. Hughes

Unanimously approved

Under Communications, Mr. Wilson provided the Commission with facility attendance information for September. Mr. Scheffy asked about collecting attendance information from organizations with whom we have cooperative endeavor agreements. The Superintendent stated that BREC received the attendance information annually from these organizations and will work toward getting the information on a more frequent basis. Superintendent Wilson told the Commission about the staff attending the recent Louisiana Recreation and Park Association (LRPA) Conference. He stated that BREC won eight LRPA Awards, five presented to the Planning and Engineering Department, two individual awards, and an organization award. He congratulated everyone who contributed to the projects or helped with compiling the award applications. Superintendent Wilson noted it was the last day of hurricane season and he expressed his appreciation to the all the team members responsible for BRECs hurricane preparation planning.

Chairman Pointer recognized Commissioner Washington for the Communications and Information Technology Advisory Committee report. Mr. Washington asked Communications Director Cheryl Michelet to inform the Commission about the 2023 Marketing Plan. Ms. Michelet gave a summary of the process utilized to develop the marketing plan. She stated that an increase in the marketing plan is being requested for three main reasons to educate the public on the upcoming Imagine Your Park Master/Strategic Plan and the progress of the two previous plans, to address the large-scale talent acquisition for the agency, and to promote two new exhibits and a new Zoolights event at the Zoo. Ms. Michelet stated that 33% of the 48 vendors being contracted with are DBE (Disadvantaged Business Enterprise) owned. She also noted that the new BREC tagline for the Imagine Your Parks campaign will be: You Imagined We Delivered Gold. Ms. Michelet then asked if there were any questions. Mr. Temple asked if the next tax election will be held in 2023 or 2024. Ms. Michelet stated that the timing was being discussed and a survey was being conducted to help determine the best time, but it has not been decided yet. The Superintendent stated that staff was still gathering information and would provide a recommendation to the Commission in January or February. Mr. Scheffy clarified that something needs to be in place by 2025. Ms. Michelet then read the following resolution:

Resolved, That the Committee approve the 2023 Marketing Plan, as presented.

Motion by Ms. Davis

Second by Mr. Washington

Mr. Scheffy asked if the marketing plan was part of the budget. He wanted to know why the Commission would approve the marketing plan before the 2023 budget is approved. Chief Financial Officer Tracy Fountain explained that the contracts being executed were to secure reduced rates but that do not commit BREC to expend a certain amount if the budget is reduced. Mr. Temple stated that the work BREC does in the community has a positive impact which needs to be publicized more. Superintendent Wilson noted the different ways that BREC will be promoting the Gold Medal and other achievements.

The motion was approved without objection.

Chairman Pointer recognized Treasurer Lewis for the Finance Advisory Committee report. Chief Financial Officer Tracy Fountain was recognized to review the Finance items. Mr. Scheffy asked about grouping self-generated revenues. He then asked several questions regarding the financial statements and the budget and Ms. Fountain answered his questions. Ms. Fountain then read the following resolution:

Resolved, That the Commission accept the unaudited financial statements for the nine months ending September 30, 2022 (fiscal year-to-date period January 1 September 30, 2022), as presented.

Motion by Mr. Hughes

Second by Ms. Lewis

Unanimously approved

Ms. Fountain then read the following resolution:

Resolved, That the Commission award Sealed Bid No. 1823 Pre-Owned 2018 EZ Go TXT Lithium Golf Carts or Approved Equal to the lowest responsive bidder, Ben Nelson Golf & Utility Vehicles LLC, for a quantity of 60 at a cost of $6,200 each, for the base bid of $372,000.

Motion by Mr. Hughes

Second by Ms. Hall

Ms. Fountain then read the following resolution:

Resolved, That the Commission award Sealed Bid No. 1824 Golf Course Barrier Netting for Santa Maria Golf Course and various other courses to the lowest responsive bidder, Automatic Access Gates LLC, for the base bid of $311,000.

Motion by Ms. Lewis

Second by Mr. Washington

Approved by unanimous consent

Ms. Fountain noted that the next item was the consent to consider item and read the following resolution:

Resolved, That the Commission award SB #1822 Purchase or Installment Purchase for twelve John Deere Mowers or Approved Equal to Beard Equipment, Company as the lowest responsive bidder, (Items 1-3) for a 48-month installment purchase agreement in the total amount of $696,439.68.

Motion by Mr. Washington

Second by Ms. Lewis

Unanimously approved

Chairman Pointer noted that the Golf Advisory Committee only had information items with no action necessary.

Chairman Pointer recognized Ms. Davis for the Human Resources Advisory Committee report. Ms. Davis stated that a quorum was not present at the committee meeting as a result these items are forwarded to the Commission without a committee recommendation. Ms. Davis recognized Superintendent Wilson to review the items. He provided information about BRECs holiday schedules. Commissioner Hall asked about the difference between the holiday schedule for regular employees and the Capital Construction Division employees. Mr. Richard provided an explanation to the question. The Superintendent then read the following resolution:

Resolved, That the Commission approve BRECs 2023 Holiday Schedules for General Fund employees and CIP/CCD, as presented.

Motion by Mr. Hughes

Second by Mr. Washington

Approved by unanimous consent

Chairman Pointer asked for a motion to delete the item regarding the community engagement manager job description from the agenda since the Superintendent had stated that it was not being presented for a vote at this meeting. The Superintendent also stated that no new positions were being added to the 2023 budget.

Motion to delete the item by Mr. Washington

Second by Ms. Lewis

Unanimously approved

Chairman Pointer stated that the next item on the agenda was to introduce the 2023 Budget for Recreation and Park Commission for the Parish of East Baton Rouge; set the date for a public hearing and final adoption of said 2023 Budget at the regular meeting of the BREC Commission at 5:00 p.m. on December 14, 2022 at the BREC Administration Building, 6201 Florida Boulevard, Room 1800, Baton Rouge, Louisiana.

Ms. Fountain gave a brief explanation of the budget documents provided to the Commission and asked if there were any questions. Mr. Scheffy expressed his concern about the lack of availably of a fund balance report and that the budget shows an eight million dollar deficit. He stated that we are shifting some of the capital costs to the operating budget through infrastructure as a service model. Ms. Fountain discussed different options. There was a brief discussion on different aspects of the budget. Ms. Fountain stated that there will be adjustments made to the budget prior to adoption in December and those adjustments will be presented to the Commission with the final budget.

Ms. Hall made a motion to approve the introduction of the 2023 Budget and set the public hearing and final adoption for regular meeting of the BREC Commission at 5:00 p.m. on December 14, 2022 at the BREC Administration Building, 6201 Florida Boulevard, Room 1800, Baton Rouge, Louisiana.

Motion by Ms. Hall

Second by Mr. Hughes

Unanimously approved

Adjournment

Chairman Pointer asked for a motion to adjourn. Mr. Washington made a motion to adjourn, Mr. Hughes seconded, and the meeting was adjourned at 6:49 p.m. without objection.

Corey K. Wilson, Superintendent

and Ex-Officio Secretary

Kenneth Pointer, Chairman

DRAFT

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