Approved Minutes of Regular Meeting

Thursday, 12 Feb 09, in the COG Building - 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 (6 of 6):  Sue Mascolo, Donna Conway, Chris Hurley, Roy Harpster, Kathy Matason, Dr. Donna Ricketts

Staff:  Director Ronald J. Woodhead                    Recreation Supervisor for Sports & Fitness Jeff Hall

          Aquatics Supervisor Todd Roth                 Parks Supervisor Greg Roth

          Senior Center Dir. Barbara Lindenbaum     Recreation Supervisor - Nature Center Molly Hetrick

          Recreation Supervisor for Programs & Special Events Beth Lee

          Office Manager Diane Ishler 

II.      COMMENTS FROM THE PUBLIC - none

III.    APPROVAL OF MINUTES

The minutes of the January meeting were approved as amended on a motion by Ms Conway and seconded by Mr. Hurley. All in favor. The amendment was “the District-wide Facility Master Plan meeting is 12 Feb 09" not 11 Feb 09. There was a discussion concerning the actual term expiration date for Ms. Mascolo; and Ferguson Township confirmed that the expiration date was December 31, 2013. Ms. Conway also wanted to update her information on the Board roster. (An updated roster was later distributed.)

IV.     ACTION ON VOUCHERS

The December 2008 and January 2009 vouchers were approved on a motion by Mr. Hurley and seconded by Mr. Harpster. Ms. Conway asked about the Playground Safety Inspection Certification (it is a certification for the Parks Supervisor) and the monthly lease payments for the COG office spaces.

V.       COMMITTEE REPORTS

Municipal Boards & Committees: Issues & Updates by Board Members

- College Twp. Parks & Recreation Committee: Ms. Matason reported that College Township’s last meeting was to reorganize. The Township had a request to snow plow the bike paths during the winter and are getting bids to determine the cost.

- Patton Twp. Rec. Advisory Committee: Mr. Hurley reported that Patton Township had their reorganization meeting and he was re-elected as chair.

- Borough of State College: No report

- Harris Twp. Park & Recreation Committee: Mr. Harpster reported that the Harris Township 2009 Plan was presented.

- Ferguson Township: Ms. Mascolo reported that there was some problem with at the Tudek Butterfly Garden in 2008 due to the gypsy moth spraying (which also targets the butterfly caterpillars).

          - State College Area School District: No report

Millbrook Marsh Nature Center Advisory Committee - Ms. Matason reported that the committee talked about the new Spring Creek Education Building, reviewed plans for the summer and appointed a subcommittee for the Spring Creek Educational Building process. Ms. Hetrick reported that the sub-committee continues to talk with the architect with the goal to get College Township Planning Commission & Council approvals of the designs. The goal is to make the building LEED certified and they have a person from Penn State University to help with this certification.

COG Ad Hoc Regional Park Committee - The January 15, 2009 was a Joint Meeting with Ad Hoc Regional Park Committee and the Centre Regional Recreation Authority where they agreed to go ahead with Welch Pool MSP while the parking agreements are being finalized. They also talked about Hess Field; Ms. Farkas reported that Mr. Dreibelbis is to lease the property for another year so that softball can continue in 2009 and possibly 2010.

Regional Park Planning Committee - This committee met on January 27, 2009 to hear a presentation by the consultants of a draft Master Site Plan for the Oak Hall Parklands. They also presented a field capacity diagram for the Whitehall Road parklands. A public meeting was held on Tuesday evening February 10, 2009 at the College Township Municipal Building with good participation; there were approximately 80 people present. There was some concern from local residents about the safety of the intersection. There was also a vocal representation from a tennis group who would like to see a structure or dome covering approximately 6 courts. A member of the tennis group called the office asking how to get on the agenda to make a presentation to the CRRA. A discussion was held concerning keeping the parks available to everyone.

VI.     STAFF REPORTS

January 2009 Activity Report - Mr. Woodhead reported that January was a great month with the publishing of the Winter/Spring Leisure Guide and getting ready for February camp registrations.

Community Garden Plot Update 2008 /2009 - Mr. Woodhead shared that the 2009 fees for rental of a garden plot at Tudek Gardens are the same as 2008 and previous renters have until February 23 to return their paperwork to have a garden plot for 2009. There are 50 new gardeners on the waitlist. There are 104 plots; 60 have been paid & signed for 2009. He also reported that in 2008 we made $700 while the prior year we operated at a $1,700 deficit - which is now being repaid.

2008 Program Report - Mr. Woodhead indicated that the Annual Program Report is the big picture of 2008. He asked everyone to focus on the last section on page 4; the website is still increasing in average number of visitors per day. The Active.Net statistics show that even with the charges assessed for transactions, the net revenue has been higher than the prior year. Mr. Woodhead thanked everyone for their work. Mr. Harpster asked why the number of participants were down for the Halloween Parade in 2008? Ms. Lee related that the weather was really cold. Ms. Conway asked if the fees listed were on all registrations or just those paid by credit card. Mr. Woodhead indicated the fees represented the fees for all registrations. Ms. Mascolo asked why the high school natatorium swimming lessons were less at the end of 2008. Mr. Roth reminded everyone that the school natatorium was not available from SCASD for swim lessons during a portion of the summer so we lost a session of lessons.

2008 Agency Highlights - Mr. Woodhead thanked the staff and the Board members for their participation in making 2008 a successful year. Ms. Mascolo asked about the status of the proposed automatic door at the Senior Center. Ms. Lindenbaum replied that the door project is to be paid from the funds connected to an estate which has not yet settled.

2008 Ending / 2009 starting Fund Balances - Mr. Woodhead reviewed the Beginning Fund Balances for 2009 for all the park budget funds. Parks - Fund 45 finished ahead of where we thought we would be by $47,505; Parks Capital - Fund 40 finished behind by $2,938 due to one used piece of equipment not sold in 2008; Pool Operations - Fund 46 finished ahead by $6,632; Pool Capital - Fund 48 is being paid from construction loan - so the fund balances varies as construction bills come in and loan funds are drawn; Senior Center - Fund 49 finished behind by $198 but was scheduled to use Reserve Funds which we did not use; Nature Center - Fund 47 finished ahead by $17,131; Nature Center Capital - Fund 39 finished ahead by $59,998; and Regional Parks - Fund 42 finished ahead $4,943. Mr. Woodhead indicated that the auditors would be using these numbers. Ms. Mascolo asked where to find the pool construction numbers. Mr. Woodhead related that the pool construction remains within the approved budget (see Item VIII D below).

2009 Park Project Schedule - Mr. Woodhead reviewed the 2009 Parks Maintenance Major Project Schedule prepared by Mr. Greg Roth. Mr. Roth related that there are 22 work days in March and 20 items on the list.

Supervisor Highlights:

Greg Roth, Parks Supervisor - Mr. Roth stated that the winter sports venues (ice skating and sledding) were closed due to warmer weather so the crew is working inside. The PCC crew is working on the Wetlab and hopefully will be putting in the lights next week.

Barbara Lindenbaum, Senior Center Director - Ms. Lindenbaum reported that the Fund Raisers to increase their revenue has started with Casino Day where seniors paid a modest fee and played casino games. Everyone had a lot of fun. She is now planning for a Murder Mystery Luncheon.

Beth Lee, Recreation Supervisor for Programs & Special Events - Ms. Lee indicated that a summer camp brochure was printed for the summer camp youth fair. The Youth Fair was held 7 Feb 09 at the Mt. Nittany Middle School where CRPR had a prime location and talked to a lot of people. They took the Park Forest Pool picture with them and had a lot of people comment on it. So far, KidVenture South is approximately 20% full and Park Forest is 46% full. The nature center camps: Canoe, Bass Fly Fishing; and Wetlands Camp are all full and the Trout Fishing camp only has 3 spots. There is a $5 discount for each week registered before April 1. Ms. Lee continues to promote all the programs for CRPR.

Jeff Hall, Recreation Supervisor for Sports & Fitness - Mr. Hall reported there are 12 fitness classes and 2 adult leagues with over 300 participants.

Todd Roth, Aquatic Supervisor - Mr. Roth reported that 60 were registered for the first session of swimming lessons and the second session appears to be filling up rapidly. Pool renewals are progressing. He is working on programs for the summer and getting things set up. People are asking to reserve the Park Forest Pool already and we will again be having the Youth Triathlon.

Molly Hetrick, Recreation Supervisor - Nature Center - Ms. Hetrick is looking forward to summer and hiring staff. Earth Day Birthday will be held 25 Apr 09. Ms. Mascolo asked if there is going to be a second Canoe Camp. Ms. Hetrick that she has another canoe camp about ready to go and it may be scheduled for the week of 3 Aug 09.

Mr. Harpster asked about the status of the municipal request to use the PF pool. Mr. Woodhead indicated that they were going to use the pool but it would not be a rental and it would be a one-time event. Discussion followed.

VII. COMMUNICATIONS - none

VIII.  ACTION ITEMS

A.      2009 Pool Operations Policy - Mr. Woodhead requested that the 2009 Pool Operations Policy approved at the last CRRA meeting be revised (to correct an error) to read “at least 48" tall and able to swim” for use of the Welch slide and the PF Drop Slide instead of the 42" approved earlier. The 42" minimum would still apply to the PF Run-out Slide. Ms. Matason moved to amend the 2009 Pool Operations Policy as requested. Mr. Hurley seconded. All in favor.

B.       Award Bids for Portable Toilet Rental & Services - Due to the amounts involved, this year the portable toilet rentals were decided by a sealed bid process that included newspaper advertisements. Mr. Woodhead opened the bids at a public opening on Tuesday, 10 Feb 09 at 3:00 PM. A bid tabulation sheet was distributed and Robinson Septic was the lowest bidder and his references checked out. Mr. Woodhead recommended that the Portable Toilet Bid for both contracts be awarded to Robinson Septic for a two-year period. Mr. Hurley moved to accept the Robinson Septic Bids for both contracts for two years. Ms. Matason seconded. All in favor.

C.       Exchange of Services Agreement - Park Crest Farm - Mr. Woodhead requested that the Board Members approve the renewal of the Exchange of Services Agreement between Tom Tudek Memorial Park Trust and CRRA to provide indoor storage for parks maintenance equipment in exchange for CRPR mowing services there. Mr. Harpster moved to renew the agreement and Dr. Ricketts seconded. All in favor.

D.       Park Forest Pool Construction Updates - The following Change Orders were previously executed by the Director and are proposed for endorsement by CRRA:

          - #G-08        add $808.67 to install 7 owner-provided locker room benches

          - #G-09        add $983.37 for specified framing modifications for soffit above the patron entrance area

          - #P-04         add $1,696.46 to revise the vent piping for the 2 pool boilers per the manufacturer’s requirements

          - #P-05         add $1,060.74 add isolation valves (emergency shut0offs) to 16 plumbing fixtures. This amount is to be paid directly to the contractor by Reese Engineering. Net cost to CRRA is $0.

          - #E-06         No cost change: add a microphone jack in the pool entrance room, delete the concrete encasement of the electric conduit.

          Ms. Matason moved to endorse these change orders. Ms. Conway seconded. All in favor.

Mr. Woodhead then reviewed the change orders that are “on the horizon” and require no action at this meeting. So far, $670,000 has been borrowed for the PF Pool construction and we still have $50,000 contingency funds.

E. Welch Pool Renewal - The ten principles of agreement that were approved by the Authority and by the School District have been sent to Betsy Dupuis, Attorney acting for CRRA for these agreements, to be written into official (proposed) agreements. Mr. Woodhead returned the draft to her with comments. He is hoping that she has it back to us by next week for the Ad Hoc Regional Park Committee meeting on 19 Feb 09. Mr. Woodhead wants to send the draft agreements to the Authority and the Ad Hoc Regional Park Committee before it goes to the school district. Mr. Klees had asked for extra parking spaces since the Authority was paying to construct the ADA spaces and drop off area but the School Board declined. There are two separate agreements, the Shared Parking Agreement and the Shared Bathhouse Agreement. Mr. Harpster asked if the Bathhouse Agreement was a year to year or a multi-year agreement? Mr. Woodhead indicated that it was multiple but it depends on what we say in the agreement. He emphasized the fact that we have to finalize these agreements. The consultants and architects working on the plans for construction are very concerned about the compressed time and making sure everything is done correctly. It was suggested that if we have to go to September before construction starts and not open until July of 2010, the parking and bathhouse agreements have to be flexible enough to allow this to happen.

IX.     DISCUSSION / INFORMATION ITEMS

Mr. Woodhead shared that some officials in Harrisburg may be rescinding grant announcements that they have already made. He expects to submit partial payment requests on all the grants we have approved.

          A regular Regional Park Planning meeting is not yet scheduled.

X.       ADJOURNMENT

There being no further business, the meeting was adjourned at 1:20 PM on a motion by Ms. Conway and seconded by Ms. Matason. All in favor.

THE NEXT REGULAR MEETING has been scheduled for
Thursday, 12 Mar 09, 12:15 PM, at the COG Building Forum Room

These minutes were approved at the Board meeting on 12 Mar 09.
They will now be distributed to Municipal Managers, SCASD and posted on the CRPR website.
Meeting summary prepared by Diane Ishler, CRPR Office Manager