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HomeMy WebLinkAbout2016CITY u/ CAPE GIRARDEAU PARKS & RECREATION DEPARTMENT FOUNDATION MEMBERS: Bari Neff, President Danny Essner, Vice President Tom Neumeyer, Secretary Beverly Evans, Treasurer Bob Basler Larry Essner Percy Huston Pete Poe Craig Billmeyer Michael Gardner Nathan McGuire Loretta Schneider PARKS & RECREATION FOUNDATION MINUTES Thursday January 7, 2016 Osage Centre 12:00 PM Noon Absent: Craig Billmeyer 1. Call to Order President Bari Neff called the meeting to order. 2. Welcome & Introductions President Bari Neff welcomed everyone and began the meeting. 3. Approval of Minutes President Bari Neff asked for the approval of minutes from the October 16, 2015 meeting. Pete Poe made a motion, seconded by Beverly Evans. All approved. 4. Treasurer's Report: Beverly Evans A. YTD Budget Report i. Division Manager Scott Williams began by reviewing expenses on the budget and he pointed out what was over or under budget. He then reviewed the revenue budget. He pointed out that this is just a mid -year review and not all events have occurred yet. Everything is looking on track as of now. 5. Old Business A. Spaghetti Day Review L Recreation Division Manager Penny Williams gave a brief report on Spaghetti Day and its financial analysis. She stated that the event was very successful bringing in around $26000 in revenue and expending about $8000. This was the biggest profit year to date and most of that is contributed to the sponsors. She thanked everyone for their hard work and challenged them to possibly ask their sponsors to move up a level next year. Division Manager Scott Williams explained that the format of the sponsor packets may change next either raising the prices or reducing the amounts of free tickets they get. The board will talk more on this at the July meeting. B. Breakfast With Santa i. Recreation Division Manager Penny Williams reported that Breakfast with Santa was down a little in attendance which could have been because other entities were having their own Santa events. Despite the lower attendance the event was still a success. C. Cardinals Caravan i. The Cardinals Caravan will be held January 18"', Players coming to the event include Matt Adams, and Greg Garcia. Tickets sales have been steady. D. Youth Sports Banquet i. Recreation Division Manager Scott Williams reported that everything was falling in place for the event. Sponsors were being collected, the meal from Olive Garden was secured, audio/visual was secured, and Adam Halter is collecting items for the silent auction. They still need to know who will be attending the event so Mr. Williams told board members to email Stacey and let her know. The four major award winners have been decided and the John Schneider Memorial Fund would be announced that night. E. Calendar of Events i. Division Manager Penny Williams handed out the calendar of events and told board members to let her know if they were unable to volunteer at the event that their name was listed by. G. New Business A. John Schneider Memorial — youth Sports Scholarship Fund I, Recreation Division Manager Scott Williams explained that he, Loretta, and Stacey met to discuss what the Schneider Family would like to do with the funds that have been raised. The name of the fund would be the John Schneider Memorial —Youth Sports Scholarship. The funds would be used to help fund children who cannot afford the fees for youth sports. Loretta read the letter that would be presented at the Youth Sports Banquet to introduce the memorial. She thinks it would be a good idea to have teachers disperse information about the fund to kids they see deserve it. The fund should be able to sustain itself, however there is an option for people to give to it. Director Thompson explained that federal guidelines would be used and potential users of this fund would have to submit paperwork to prove their poverty. Division Manager Scott Williams asked for the approval of the John Schneider Memorial —Youth Sports Scholarship to be established January 7, 2016. Tom Neumeyer made a motion seconded by Beverly Evans. Motion approved. Potential Equipment Purchases for 2016-17 L This will be discussed at the April meeting. C. Election of Officers. I, After discussion for the board, they had decided to keep the same elected officers, Bari Neff as President, Danny Essner as Vice President, Beverly Evans as Treasurer and Tom Neumeyer as Secretery. Pete Poe made a motion to keep the same officers, seconded by Percy Huston. All approved. 7. Reports A. Finance Sub -Committee I. Treasurer Beverly Evans reported that the committee did not meet. There is nothing to report. B. Membership Sub -Committee L Board Member Percy Huston asked the board to invite people to became members of the foundation. He also asked them to lead by example and to became a member themselves. So far the campaign is going well. Division Manager Williams reported that as soon as the discount cards come in they would be mailed out. As a perk the foundation is offering one free voucher to the Cardinals Caravan to all Foundation Members. C. Special Events & Programs Sub -Committee— Bari Neff I. President Bari Neff reported that the committee did not meet. D. Sponsorship Sub -Committee i. Danny Essner reported that the committee did not meet this month. There is nothing to report. 8. Other Business A. Parks & Recreation Projects / Reports i. PRS/Parks & Recreation and Trails Master Plan 1. Parks and Recreation Director Julia Thompson informed that board that the PRS Tax renewal will be up for vote in two year. Currently they are working on the master plan for PRS 2 and finalizing project from PRS 1. PRS 1 has generated an excess of funds and the City Manager is currently reviewing options on what to do with that money. The survey results are being complied and will be presented at the April meeting. The will help determine what the funds from PRS 2 would be used for. ii. Indoor Sports Complex 1. Parks and Recreation Director Julia Thompson reported to the board that they have not broken ground yet due to weather. B. Next Meeting — April 7, 2016 @ 12:00pm 9. Adjournment There being no further business, the meeting was adjourned with a motion from Pete Poe and seconded by Beverly Evans. Motion passed. Respectfully submitted, Tom Neumeyer, Secretary `'- CAPE GIRARDEAi �' I,O PARKS 8c RN.CRI:ATION l FOUN13AI [ON CITY ifJ CAPE GIRARDEAU PARKS & RECREATION DEPARTMENT FOUNDATION MEMBERS: Bari Neff, President Danny Essner, Vice President Tom Neumeyer, Secretary Beverly Evans, Treasurer Bob Basler Larry Essner Percy Huston Pete Poe Michael Gardner Nathan McGuire Loretta Schneider PARKS & RECREATION FOUNDATION MINUTES Thursday April 7, 2016 Osage Centre 12:00 PM Noon Absent: Michael Gardner 1. Call to Order President Bari Neff called the meeting to order. 2. Welcome & Introductions President Bari Neff welcomed everyone and began the meeting. 3. Approval of Minutes President Bari Neff asked for the approval of minutes from the April 7, 2015 meeting. Tom Neumeyer made a motion, seconded by Pete Pae. All approved. 4. Treasurer's Report: Beverly Evans A. YTD Budget Report i. Treasurer Beverly Evans reported that the Finance Sub Committee approved a motion to transfer all Capaha Ballfield funds from the Parks Misc. Account "502" to the Shawnee Park Sports Complex Account "512". She explained that the sub -committee is asking for an appropriation of $15,000 from the Employee Deduction Fund, along with $5,000 of Spaghetti Day funds to help fund a playground and shelter at the Arena Park Sport Complex quad Fields. Other funding for this project would come from PRS funds. $25,000 would come from the Arena Park fund, $5,000 from PRS Trails fund, and $5,000 from PRS Arena Park Ballfield fund. Treasurer Evans reported that a motion has come from the Finance Sub -Committee, seconded by board member Pete Poe. Motion passed. Old Business A. Cardinal Caravan I. Recreation Division Manager Penny Williams reported that the Cardinal Caravan had 452 people in attendance with a net profit of $2,800. Manager Williams explained that the fans and the player preferred the event being at the Osage Centre, She suggested in the future they could sell booth spaces to vendors to increase the revenue for the event. She also stated that they could potentially raise the ticket price. B. Celebration of Youth Sports Awards Banquet I. Recreation Division Manager Scott Williams reported the event had over 600 in attendance and brought in a net profit of $4000 for the foundation. He reported that everything went very well. Next year he recommends moving all special awards to the beginning of the program so the recipients get full recognition from everyone there. The nomination process went much smoother this year as well. C. Calendar of Events I . Division Manager Penny Williams handed out the calendar of events and told board members to let her know if they were unable to volunteer at the event that their name was listed by. The next events the foundation will host are National Ride your Bike to Work/School Day on May 6ih, National Running Day on lune 1", and Night Fall Glowball Golf Tournament on July 91h. Manager Williams reminded the board how important it is to have volunteers at these events. New Business A. 2015-2016 Mid -year Review of Account Balances I. Recreation Division Manager Scott Williams reviewed the report with the board and asked if anyone had questions. Board member Huston asked why the miscellaneous account in Parks was in the hole and Manager Williams explained that that is an account where items are purchased from but money is not allocated to go back into the account. There is a manual transfer that needs to be done every year to replenish the miscellaneous account. B. 2016-2017 Proposed Budget Review I . Recreation Division Manager Scott Williams reported that a draft budget will be given to the Finance Sub -Committee at their next meeting. The report will show YTD numbers along with proposed budget items. C. Potential Equipment Purchases 2016-2017 i. Division Manager Scott Williams reviewed the potential purchases with the board and explained that this list may change a little. An updated list will he presented at the July meeting. D. Nomination of new Foundation Board Member I . Director Thompson reported that Craig Billmeyer has resigned from the foundation. She asked board members to bring names to the table and a nomination will take place at the July meeting. Reports A. Finance Sub -Committee i. Treasurer Beverly Evans reported that everything was covered in the previous conversations. Membership Sub -Committee i. Board Member Percy Huston reported that the numbers were almost exactly the same as they were at this time last year. The membership is currently up 1 in corporate sponsors, up 2 in family sponsors and up 2 in Individual sponsors. Division Manager Scott Williams is going to make another push to bring in more members and asked the board members to do the same. Special Events & Programs Sub -Committee— Bari Neff i. President Bari Neff reported that the committee did not meet. Sponsorship Sub -Committee i. Danny Essner reported that the committee did not meet this month, They will meet again soon to come up with 10 new potential corporate sponsors. Other Business A. Parks & Recreation Projects / Reports i. PR5/Parks & Recreation and Trails Master Plan 1. Parks Division Manager Brock Davis reported that Kiwanls Shelter #3 and Playground project was complete and they would have the ribbon cutting May 61°. They are currently working on Kiwanis Shelter #2 construction and Kiwanis Shelter #4 restroom. They are also in the process and getting the Cape La Croix Trail widened with Bowen Engineering. ii. Indoor Sports Complex 1. Parks and Recreation Director Julia Thompson reported to the board that everything was going well. She stated that as of now they have a completion date of February 2017 and an official opening of the building in April 2017. She explained that the landscaping could be completed this fall if all outside aspects of the building are complete. B. Next Meeting — July 7, 2016 @ 12.00pm 9. Adjournment There being no further business, the meeting was adjourned with a motion from Danny Essner and seconded by Tom Neumeyer. Motion passed. Respectfully submitted, Tom Neumeyer, Secretary C 1YE G RZARDEAU 1 �l hS & RI. CKL'.A7.10V CITY i -i CAPE GIRARDEAU PARKS A, RECREATION DEPARTMENT FOUNDATION MEMBERS: Bari Neff, President Danny Essner, Vice President Tom Neumeyer, Secretary Beverly Evans, Treasurer Bob Basler Larry Essner Percy Huston Pete Poe Bob Fox Michael Gardner Nathan McGuire PARKS & RECREATION FOUNDATION MINUTES Thursday July 7, 2016 Osage Centre 12:00 PM Noon Absent None 1. Call to Order President Bari Neff called the meeting to order. 2. Welcome & Introductions President Bari Neff welcomed everyone and began the meeting. 3. Approval of Minutes President Bari Neff asked for the approval of minutes from the April 7, 2016 meeting. Tom Neumeyer made a motion, seconded by Pete Poe. All approved. 4. Treasurer's Report: Beverly Evans A. Current Foundation Balance as of May 30, 2016 i. Treasurer Beverly Evans reported that the Foundation currently has a balance around $420,000.00. The final foundation balance for the 2015-2016 fiscal year will be presented at the October meeting. 5. Old Business A. National Ride Your Bike to Work / School Day L Recreation Division Manager Penny Williams reported that the event had a great turn out once again this year. She explained that this was a free event and a lot of vendors from the community donated items such as bikes, breakfast items, and other give -a -ways to enhance the event. She also thanked the volunteers who came out to help with the event. Calendar of Events i. Division Manager Penny Williams handed out the calendar of events and told hoard members to let her know if they were unable to volunteer at the event that their name was listed by. The next events the foundation will host are the Glow Ball Tournament, the Cary Flanagan Memorial Softball Tournament, the Down Town Golf Tournament, Doggy Swim Day, and Senior 2 -Man Scramble. Manager Williams reminded the board how important it is to have volunteers at these events. New Business A. 2016-2017 Proposed Budget Presentation / Approval i. Recreation Division Manager Scott Williams reviewed the budget report with the board and asked if anyone had questions. He explained that all budgeted expenses and revenues were based off of last year's actuals. He gave explanations of overages and short falls in both the expense and revenue budget. He then went on to budgeted projects. The only items not completed in the 2015-2016 budget year were the Arena Restroom partitions, and the special events equipment. Projects for the upcoming year include golf course hitting nets, portable sports fencing, portable pitching mound, pitching machine, special event signage, kiosks for cape splash, lounge furniture and chairs for Central Pool and Cape Splash, Playmo accessories, gaming equipment, catering supplies, volleyball systems, and Indoor SportsPlex equipment. Board member Danny Essner was interested in helping to fund the Skate Park with $15 to $20,000. Director Thompson explained that they probably wouldn't begin construction until spring of 2017. Danny Essner made a motion to donate $20,000 to the skate park for the 2016-2017 budget, seconded by Bari Neff. Motion approved. Manager Williams then asked the board for a motion to approve the adjusted budget with the skate park donation reflected in it. Danny Essner made a motion seconded by Larry Essner. Motion approved. Foundation Board of Trustees Terms I . Director Thompson informed the board that according to the bi-laws of the foundation, board members serve in 3 year terms and then need to be reelected after the term expires. This will be looked at in more detail at the October meeting. Nomination process of new Foundation Board Member I . Director Thompson reported that there were two candidate interested in the foundation board position. The board performed a closed vote and Mark Lanzotti was elected the newest board member to the foundation. D. Review / Approval of the Quarterly Membership Newsletter i. Division Manager Scott Williams reviewed the newsletter with board members and asked for any revisions. None were given. Bari Neff made a motion to approve the newsletter seconded by Beverly Evans. Motion approved. 7. Reports A. Finance Sub -Committee i. Treasurer Beverly Evans reported that the committee met in lune and reviewed the budget as It was presented to the board. Membership Sub -Committee i. Board Member Percy Huston reported that the membership program was up in numbers and in revenue. Next year they want to target more card sales and individual sales. Special Events & Programs Sub Committee — Bari Neff I . President Bari Neff reported that the committee did not meet, however the 4"' cf July concessions stand went very well and all proceeds went to the foundation. Q Sponsorship Sub -Committee I, Danny Essner reported that the committee did not meet this month. 8. Other Business A. Parks & Recreation Projects / Reports i. PRS/Parks & Recreation and Trails Master Plan 1. Parks Division Manager Brock Davis reported that they are currently working on Kiwams Shelter k2 construction and Kiwanis Shelter 44 restroom. They are also in the process and getting the Cape La Croix Trail widened with Bowen Engineering. Ii. Indoor Sports Complex I. Parks and Recreation Director Julia Thompson reported to the board that everything was going well. She stated that the roof was on and the siding was going up. B. Next Meeting— October 13, 2016 @ 12:00pm Y. Adjournment There being no further business, the meeting was adjourned with a motion from Bari Neff and seconded by Tom Neumeyer. Motion passed. Respectfully submitted, Tom Neumeyer, Secretary CAVIE, GIRARDL,AU PARKS fi RLC. RCA'1'ION FO U N1XVI ION