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HomeMy WebLinkAbout2018CITY of CAPE GIRARDEAU PARKS & RECREATION DEPARTMENT FOUNDATION MEMBERS: Bari Neff, President Mark Lanzotti, Vice President Kevin Noel, Secretary Danny Essner, Treasurer Julia Jones, Foundation Director Bob Basler Percy Huston Pete Poe Tyler Cuba Bob Fox Michael Gardner Nathan McGuire Aaron Panton PARKS & RECREATION FOUNDATION MINUTES Thursday April 19, 2018 Osage Centre 12:00 PM Noon Absent: Kevin Noel, Michael Gardner, Nathan McGuire, Bob Basler 1. Call to Order President Bari Neff called the meeting to order. 2. Welcome & Introductions President Bari Neff welcomed everyone and introduced new Board Members Aaron Panton and Tyler Cuba. She also introduced the newest council liaison Stacy Kinder. The new members told a little about themselves, and each of the existing board members introduced themselves. 3. Approval of Minutes President Bari Neff asked for the approval of minutes from the January 4, 2018 meeting. Pete Poe made a motion, seconded by Mark Lanzotti. All approved. 4. Treasurers Report A. Proposed 2018-2019 Budget Handout — Scott Williams /Stacey Welter I . Recreation Division Manager Scott Williams gave an overview of the proposed budget, comparing the budget to actuals from the previous fiscal year. A line item was added for the Schneider Memorial. Manager Williams gave details of how that program works. He mentioned that the sign sponsorships currently are short but payment would be coming in the next couple of months. Next he moved on to expenses and briefly went through those line items. The proposed projects were also listed but were not finalized. Approval of the projects would happen at the July meeting. B. Account Balances as of 12.31.17 Handout—Stacey Welter/Scott Williams i. Administrative Coordinator Stacey Welter reviewed each of the restricted account balances with the board and asked if anyone had questions. The Finance Sub -Committee had previously reviewed these numbers and approved them. President Neff asked for the approval of these balances from the full board. Pete Poe made a motion seconded by Danny Essner. Motion approved. S. Old Business A. Celebration of Youth Sports Banquet Summary i. Division Manager Penny Williams reported that the event was a success and netted over $3000. She explained that the biggest expenses were the food and awards. She believes there is room for growth in the tickets sales. They added leagues from the SportsPlex this year and did not include SMSC. The Chamber Banquet was held on the same night again this year, and they are looking at possibly switching the banquet to a different night. B. Calendar of Events i. Division Manager Penny Williams reported that the upcoming events were the Bike to Work Day held May 4" and the City to City race will be held May 6", At least two volunteers will be needed for each event. Please let Penny know if you can help. C. Skate Park Update i. Division Manager Brock Davis reported that the city council had approved the project to be turnkey. They are using the American Ramp Company to build and transport the structures and then pour concrete around them once they are set. As soon as they are mobilized it should only take them about three months to complete the project. New Business A. Care and Share Loyalty Card L Manager Scott Williams reported that he had been working with Bi - State for about three years now to get this started. BrState Owner Scott Blank decided to go with the company Zipline. Benefits of this loyalty card would Include 10 cents/gallon off of gas to the customer, and 1% of every sale within the store would go to the Foundation. Custorners would need to register for this card online. The Foundation would do all of the marketing for this program. Mr. Blank will have all set up done on his part by June V. June 2"' - 30`h will be a trial run, and time to build a marketing list. This program would be exclusive to Parks and Recreation for a 6 month period. This program has the potential to raise an addition $4000/year for the foundation. Mr. Blank has given us references of others that have already implemented this program. Zipline is very credible. Mark Lanzotti suggested showing the history of the family on part of the marketing pieces so people understand the impact Bi - State has with the community. President Neff asked for the board's approval to move forward with this program. Mark Lanzotti made a motion seconded by Danny Essner. Motion approved. B. Sponsorship of Movie in the Park i. Director Janes reported this is an event they have wanted to do for a long time. There would be a movie in Capaha Park every Friday night in July. The movies include Moana, Grease, Beauty and the Beast and Sing. Food trucks will be there to provide food and beverage. This event is Co -Sponsored with the Arts Council, with the expense split down the middle- The event as a whole would cost $5000.00, and the Parks and Recreation Department would be responsible for $2500.00. Director Jones informed the board that she had asked the finance committee if the foundation would sponsor $1500.00 for the event. The committee approved to spend funds for this event and It to come out of the Recreation restricted account. Director Jones said that her staff would be finding other sponsors to cover the remainder of the costs. C, Approval of the Spring/Summer Foundation Newsletter i. Manager Scott Williams handed out the newsletter and asked the board to take it home to review it and let him know if there are any corrections. D. Sub -Committee Openings I. Manager Scott Williams reported that there were three openings on the Program Sub-committere and the Sponsorship committee could use one or two more. He asked them to let him know if they were interested in a particular committee. Reports A. Finance Sub -Committee I, Previously Reported B. Membership Sub -committee I. Manager Scott Williams reported that they were making one last push to get last minutes organizations and families renewed. Overall numbers were looking good. C. Special Events & Programs Sub -Committee— Bari Neff L Manager Penny Williams reported on the upcoming events previously. B. Other Business A. Parks & Recreation Projects / Reports i. PRS 1 & 2/Parks & Recreation and Trails Master Plan 1. Director Jones reported that the tax passed! Currently everyone is in regrouping mode. The tax will not start collecting until January 2019. This will be fazed over 15 years. Capaha Field is in need of renovation first for the prospect league to get started. They are still deciding on what projects will be bonded vs. cash flow. 2. The SEMO Fair Board Donated $3000.00 to the foundation to help fund metal portable fencing. The fencing is used for league play as well as the fair. B. Next Meeting — July 11, 2018 @ 12:OOpm 9. Adjournment There being no further business, the meeting was adjourned with a motion from Danny Essner and seconded by Percy Huston. Motion passed. Respectfully submitted, Stacey Welter, Administrative Coordinator F0 UAPF, GIRARI�EAU -MRS & IRGAIION `+ 1OV CITY Of CAPE GIRARDEAU PARKS & RECREATION DEPARTMENT FOUNDATION MEMBERS: Bari Neff, President Mark Lanzotti, Vice President Kevin Noel, Secretary Danny Essner, Treasurer Julia Jones, Foundation Director Bob Basler Percy Huston Pete Poe Tyler Cuba Stacy Kinder Michael Gardner Nathan McGuire Aaron Panton PARKS & RECREATION FOUNDATION MINUTES Thursday October 11, 2018 Osage Centre 12:00 PM Noon Absent: 1. Cali to Order President Bari Neff called the meeting to order. 2. Welcome & Introductions President Bari Neff welcomed everyone, 3. Approval of Minutes Secretary, Kevin Noel asked for the approval of minutes from the July 11, 2018 meeting. Pete Poe made a motion, seconded by Mark Lanzotti. All approved. 4. Treasurer's Report A. Review of Accou nt Balances — Scott Wil Hams/Stacey Welter I . Recreation Division Manager Scott Williams and Stacey Welter gave an overview of the account balances for the 2017-2018 fiscal year. The board reviewed it and asked any questions they had. The finance committee had made a motion to approve the account balances at their previous meeting. 5. Old Business A. Spaghetti Day 2018 - Fenny Wiliiams L Division Manager Penny Williams informed the board that the goal this year was to raise $30,500.00. The board members need to submit their sponsors into Stacey by November 1". Then they discussed ideas for raffle prizes. Mark Lanzottt will get a bike from Cycle Werx, and other board members are looking at other prizes. If board members are able to volunteer please contact Stacey. B. Skate Park Update - BrockDavis L Division Manager Brock Davis reported that American Ramp Company was ahead of schedule. He said that the constructors of the ramps are ex -skaters are and very particular in their work. Everything is looking great. 6. New Business A. 2018-2019 Operation Budget Revisions -Scott Williams i. The board recommended revising the revenue budget to reflect $5000.00 income for the skate park from Cape Noon Optimist Club, and they also recommended bugdeting $2000.00 in revenue for the loyalty card program. Mark Lanzotti made a motion to approve the amendments, seconded by Nathan McGuire, Director Jones also mentioned that they had received a $10,000 grant from Keep America Beautiful to use for trail heads and to partner with the rotary club to plant 100 trees. B. Election of Officials i. After little discussion it was recommended to keep the current standing officials as is. Bari Neff — President, Mark Lanzotti — Vice President, Danny Essner—Treasurer, Kevin Noel —Secretary. Pete Poe made a motion to elect these officials, seconded by Nathan McGuire. Motion approved. C. Celebration of Youth Sports Awards Banquet 2019 i. Division Manager Scott Williams reported that the event would be held January 2Sth. The Chamber Event is not on the same date. He will be talking to the committee about the special awards in the near future. Work on the individual nominees has begun. Jr. NBA and Youth Volleyball will be new league additions to the event. Mr. Williams will ask the board to vote for the community impact award and life time achievement award via email. D. Calendar of Events 2019 L Mrs. Penny Williams stated that the upcoming events included Spaghetti Day, Breakfast with Santa, Cardinals Caravan and the Sports Banquet. Any volunteers to help with this event would be greatly appreciated. E. Membership Campaign 2018-2019— Reviewed under reports. Reports A. Finance Sub -Committee i. Division Manager Scott Williams reported on the year ending budget results. Expense was $4000 under budget. He explained that 33% of our revenue was from special events, 32% is from other programs, 24% sign program, and 11% misc. He believes this is a good and safe way to manage the foundation funds. B. Sponsorship Sub -Committee L Danny Essner reported that the committee had recently met and they are fine tuning the process. Currently Parks and Recreation is bringing in around $200,000+ in sponsorships for the foundation and the department combined. They would like to see the corporate sponsorships grow. Currently they have five and they are looking for five more. They are reviewing the benefits given as a corporate sponsor. He stated that they are also reviewing the sign sponsorship packages and would like the committee to bring back suggestions of companies they could ask to become a sponsor. C. Membership Sub -committee i. Division Manager Scott Williams would like to see the revenue of the membership program to reach $10,000 in 2019. He's looking to add eight new corporate sponsors, and ten new families. Jordan Eastridge designed a new brochure. Recruitment will begin in January. D. Special Events & Programs Sub -Committee i. Division Manager Penny Williams reported that the committee had recently met and talked about 2018 events. They talked about moving the Night Fall Glow Ball tournament to September and alternating the event with disc golf. They discussed getting one large sponsor for the Senior 2 Man Scramble tournament, and increasing the fee to $100. For Breakfast with Santa this year they are looking for more food sponsors. They are looking for a big prize give-away for the Sports Banquet to help keep the crowd there until the end. B. Other Business A. Parks & Recreation Projects / Reports i. PRS 2/Parks & Recreation and Trails Master Plan 1. Director Jones reported that they had the Aquatic Facility consultant kick off meeting yesterday. They are currently working through the location and budget. Council approved the bonding needed to get the work done at the Capaha Ballfield sooner. Penzel was awarded the bid. The PRS2 Arena ditch project, Good Hope drainage, and Capaha Lagoon were also bonded and will start soon. Director Jones and her staff will be looking for around 25 acres for the new youth ballfield complex. B. Next Meeting — January 24, 2019 @ 12:OOpm 9. Adjournment There being no further business, the meeting was adjourned with a motion from Pete Poe and seconded by Mark Lanzotti. Motion passed. Respectfully submitted, Stacey Welter, Administrative Coordinator ow U' CAPE GIRARDEAU PARKS nc RI:CJRI'.A'I'I0N NUUTADA'IION