CENTRE REGION PARKS AND RECREATION BOARD
CENTRE REGIONAL RECREATION AUTHORITY

Approved Minutes of Regular Meeting

Thursday, 14 Aug 08, in the COG Forum Room

I. CALL TO ORDER and ROLL CALL

Chair Sue Mascolo called the meeting to order at 12:15 P.M.

Board members attending (4 of 6): Sue Mascolo, Donna Conway, Chris Hurley, Roy Harpster

Absent with notice: Dr. Ricketts, Ms. Matason

Staff: Director Ronald J. Woodhead

Recreation Supervisor for Sports & Fitness Jeff Hall

Recreation Supervisor for Programs & Special Events Beth Lee

Recreation Supervisor - Nature Center Molly Hetrick

Aquatics Supervisor Todd Roth

Parks Supervisor Greg Roth

Senior Center Director Barbara Lindenbaum

Office Manager Diane Ishler

II. COMMENTS FROM THE PUBLIC - none

III. APPROVAL OF MINUTES

The minutes of the July meeting were approved on a motion by Ms. Conway and seconded by Mr. Harpster. All in favor.

IV. ACTION ON VOUCHERS

Action on the July vouchers was postponed until the August meeting since the voucher listing was not available until the day of the meeting.

V. COMMITTEE REPORTS

Millbrook Marsh Nature Center Advisory Committee - The Advisory Committee did not meet in July. Their next meeting will be 20 Aug 08.

COG Ad Hoc Regional Park Committee - The Committee met on 17 Jul 08 with the main discussion concerning the proposed Musser Gap bikeway by ClearWater Conservancy.

Regional Park Planning Committee - The Regional Park Planning Committee is sending out surveys to 2,433 randomly-selected homes to gather information for the Master Site Plan of Oak Hall Parkland and public information that can also be used for the Whitehall Rd Parkland planning. After the mail portion of the survey is finished, the survey will be placed on the website so additional input can be received from the public.

Municipal Boards & Committees: Issues & Updates by Board Members

- Patton Twp. Rec. Advisory Committee: No report

- Borough of State College: No report

- Harris Twp. Park & Recreation Committee: Mr. Harpster reported that a survey is going out to Harris Township residents to find out about future growth in the Township and how to fund the related improvements.

- Ferguson Township: Ms. Mascolo reported they are working on updating their municipal Parks, Recreation and Open Space Plan.

- College Twp. Parks & Recreation Committee: No report

- State College Area School District: No report

VI. STAFF REPORTS

July 2008 Activity Report - Mr. Woodhead reported that the Park Forest Pool had its “Last Splash Event”, and has been closed. He thanked everyone involved for their participation in the event. There was nothing to add to the July report as distributed.

2007 Audit Report - Ms. Conway asked who “PLGIT” was since agency funds were invested there. Mr. Woodhead explained that PLGIT stands for Pennsylvania Local Government Investment Trust. Ms. Conway moved to accept the 2007 Audit report and Mr. Hurley seconded. All in favor.

2009 Budget Process:

The Program Plan - Mr. Woodhead provided the Board members with a CD containing the entire 2009 COG Program Budget.

2009 Funding Shares (Senior Center) - Mr. Woodhead explained that originally the funding shares for the Senior Center were based on meals served. About ten years ago the programs became more popular than the meals so the COG agreed to base the shares on participation in the programs instead of the meals. Those numbers included the programs of the Community of Life Long Learning (CALL) classes whether they were held in the Senior Center or at other locations. For 2009, the staff is requesting that the Senior Center Funding Shares be determined by using Method #2 which would only count Senior Center Programs (and omit CALL (now OLLI) classes). The COG Finance Committee has decided to accept that method for determining the 2009 municipal shares.

2009 Detailed Budgets -Version 1 - Mr. Woodhead referred to the copies of Version 1 of the 2009 Budget that was included in the Board member packets (numbers only, not explanatory text). He told the Board members that the budget was based on the information included in the 2009 Program Plan. He asked them to review the numbers and let him know of any suggestions, concerns or changes that the Board members would like to make. He also related that the figures will no doubt change before the final version is issued to COG Finance Committee. The Parks & Recreation Agency hearing date with the Finance Committee is set for 30 Sept 08 (7:30 AM) and Mr. Woodhead asked Ms. Mascolo if she could attend. (Of course, all Board members are also invited.)

Millbrook Marsh Nature Center Architectural Services - In July the Authority authorized staff to seek a proposal from HP Architects for architectural services related to the Spring Creek Education Building. Mr. Popovich, HP Architects, asked for an extension until later in August due to his work load. Mr. Harpster asked about the release of the money from the State Budget. Mr. Woodhead indicated that the money has not been released. Ms. Mascolo, Mr. Klees and Ms. Hetrick will be attending the luncheon with the Governor here in State College for more information.

Advisory Committees - Mr. Woodhead explained that we are getting more ongoing projects such as the Community Gardens and Dog Park at Tudek and he is struggling with how or if to make them advisory committees. There are people involved in both of these projects that are working to help keep the projects on track. After a discussion, Mr. Harpster suggested that if the people involved in these projects request to become advisory committees, we deal with it then; for now, just let it go.

Supervisor Highlights:

Greg Roth, Park Supervisor - The contractor for College Township finished the install of the automatic irrigation system at Fogleman Fields and the new restroom /storage building is almost finished - waiting for approval from inspectors. The PCC crew is at Kaywood Park and they just finished installing the new fitness area equipment at Sunset Park.

Jeff Hall, Recreation Supervisor - Sports and Fitness - Getting ready for Fall programs. The summer programs are almost over; Adult Softball League playoffs start tomorrow and this is the last day for tennis lessons. There were more youth signed up for tennis this summer than before.

Barbara Lindenbaum, Senior Center Director - New program this fall on how to help people save money on their car, house, groceries, insurance, etc..

Todd Roth, Aquatics Supervisor - The Park Forest Pool is closed and construction has begun. Thanks to Greg’s crew for the help they gave in cleaning out the Park Forest site in one day. Welch Pool will be open through Labor Day. The challenge is to keep sufficient staff until the pool closes. This is the last day of swim lessons for the summer. He is also planning for the fall lessons.

Beth Lee, Recreation Supervisor - Programs & Special Events - Summer Camp is over and was very successful. We are teaming up with the Nittany Valley Shakespeare Company for performances of “Midsummer Night’s Dream” at Orchard Park Amphitheater, at Millbrook Marsh Nature Center and at the State Theater. The performances will be free. The Fall Leisure Guide will be in the newspaper on Sunday, 24 Aug 08. She is also planning her fall programs.

Molly Hetrick, Recreation Supervisor for the Nature Center - Wetlands Camp is this week at Millbrook Marsh Nature Center and everything is progressing great. All the other camps for the summer are finished and this has been a very successful summer. Ms. Hetrick is looking forward to the fall.

VII.    COMMUNICATIONS

Representative Benninghoff Letter - A copy of the letter Representative Benninghoff sent to Governor Rendell was included with the Board members packet.

Request for Commercial Use of Pools - Mr. Woodhead reported that he has had two requests from vendors for permission to use the pool grounds. The Girl Scouts would like to be able to recruit scouts on the premises and a woman from Port Matilda proposed to sell swim team related supplies at the pool. Due to the pool renewals, Mr. Woodhead declined both requests for this summer. He relayed that staff will propose a policy for the new pools with respect to vendor and group requests which would also recognize what products may be sold or promoted at the pools.

Ms. Mascolo reported that she was at the pool when buses pulled into the parking lot and the large group came into the pool; regular pool patrons were upset. Todd Roth related he was aware of the group, and they were scheduled to use the Penn State Pool - but Penn State closed it for a special swim meet so they paid the standard daily admission rates to use Welch Pool that afternoon.

VIII. ACTION ITEMS

A. Park Forest Pool Construction -

- Mr. Woodhead recognized the donors that have donated a total of $5,245 already for the Park Forest Pool renewal. They have been mailed thank you letters: J.P (anonymous), the Parry Family, Ken & Mechteld Hillsley, Brad & Susan Lunsford, Ross & Brenda Cooper, Brian Raider and the Park Forest Swim Team. Mr. Woodhead then asked the Board members to review the Park Forest Pool Renewal Project Contract Summary that he had distributed at the meeting. This summary listed the pool contracts, the alternates (those accepted, declined and pending) with costs, and updated information on donations, credits and unneeded water tap fees.

- An allowance of $35,000 was provided in the General Contract for the proper disposal of materials with lead-based paint. The results of testing indicated that only a few items had lead-based paint and will require special handling. The General Contractor will propose the costs associated with the testing, disposal, and the resulting credit. In the meantime, the Authority may wish to prioritize alternatives to be included depending on the funds available.

- The fees from State College Borough Water Authority will be $6,000 less than expected since a 2nd tap is not required.

- It was necessary for the Director to formally commit to the alternates selected by the Authority (in June) for the Swimming Pool Contractor, since the contractor maintained that postponing a commitment until the 1 Oct 08 deadline would delay the completion of the project:

- to NOT add Alternate #SP-2 (Ultraviolet Filter for the tot pool) with an increase of $30,000

- to NOT deduct Alternate #SP-4 (drop slide) with a reduction of $218,000.

It was requested that the Authority endorse this action which will maintain the contract price at $1,478,800, as originally authorized. Mr. Hurley moved to endorse the action of the Director to not add Alternate #SP-2 (Ultraviolet Filter) and to not deduct Alternate #SP-4 (drop slide). Ms. Conway seconded. All in favor.

- The staff also recommends that the selected deduct Alternate #G-1 (to substitute 6' high fence for the originally-specified 8' high perimeter fencing) be rescinded in the General Contract in the interest of safety and security. It would increase the contractor’s original bid by $4,900. The new contract price would be $1,017,000. Mr. Steff asked if Patton Township has an ordinance as to the height of the fence. Mr. Woodhead indicated the township previously approved the plans with the 8' high perimeter fence. Mr. Hurley moved to include the 8' fence instead of the 6' fence originally approved. Mr. Harpster seconded. All in favor.

B. Welch Pool Renewal

Mr. Woodhead referred to the letter from Ron Pavlechko, SCASD Athletic Director, that provides information about how the school district would like to use (via shared access) the new Welch Bathhouse, number of players and teams, and some of their requests.

Shared Parking -The SCASD has proposed a temporary solution to the shared parking by saying they would provide a dedicated drop-off area and ADA parking spaces for pool patrons - to allow time for them to complete their District-wide Facilities Master Plan. They have also said that Memorial Day 2012 may be a possible deadline to provide the “permanent” shared parking, combined with the action by Borough Council on specifying the required parking quantities. Also to be resolved is the potential access conflicts with the marching band using the South Parking lot for practice in late-July and August. A draft agreement will be prepared by staff for these items. Ms. Mascolo related that the letter / memorandum of understanding must be binding on future School Boards. Mr. Todd Roth related that at the recent school board meeting, the Board seemed to indicate that they wish to fulfill their responsibility as stated in the lease agreement for the pool.

Proposed Shared Use of the Changing Rooms - Mr. Todd Roth attended the SCASD Board Meeting and his understanding was that the School Board did not want to tell us how to build the Welch Bathhouse nor did they want to delay the construction of the pool project. The facility could be built as shown in the “concept plan” with the addition of two doors so the teams could have access to the changing rooms but not to the rest of the facility. The shared use would be a temporary measure until the school district builds their own facility. The question was asked about an agreement. Mr. Roth related that we would have a use agreement that they would sign and a fee would be assessed plus an extra fee for damage repairs or special cleaning.

Mr. Hurley indicated that we need a draft agreement in writing. The Authority members did not want to see the Welch Pool project delayed. The feeling of the Authority was to try to work this out with the SCASD Board without delaying the project. Mr. Woodhead indicated that staff would proceed to finalize the 2009 budget with Welch Pool closing the first Sunday of August 2009.

C. Auction of Surplus Equipment - The staff was requesting that the Authority authorize the Director to participate in an on-line bidding program offered by Assets Auctions LLC ( http://www.asset-auctions.com ) as a method to sell used equipment including vehicles, mowing tractors, pool starting blocks, etc. A sample agreement was included in the agenda packet. The program has been endorsed by the Commonwealth and is used by the State College Borough and the State College Area School District. Mr. Harpster asked if the program was new? Mr. Woodhead said the service was new. The service fee is 10% of the final auction price of each item. Mr. Harpster moved to authorize the Director to participate; Mr. Hurley seconded. All in favor.

D. Renewal of Membership for Cooperative Purchasing - Mr. Hurley moved to approve Resolution #4-2008 that authorizes the renewal of the Authority’s annual “associate membership” in the Central Westmoreland COG for $150 per year to permit us to purchase new vehicles via their cooperative purchasing contract - as in years past. Ms. Conway seconded. All in favor.

IX. ADJOURNMENT

There being no further business, the meeting was adjourned at 1:15 PM on a motion by Mr. Harpster and seconded by Mr. Hurley. All in favor.

THE NEXT REGULAR MEETING has been scheduled for Thursday, 11 Sept 08, 12:15 PM, at the Millbrook Marsh Nature Center Barn

Meeting summary prepared by Diane Ishler, CRPR Office Manager