Discussion of the 2018 Fire, Water and Ice Festival and the Impact of Construction on the Event Site.

Transcription

1 MINUTES FOR THE SPECIAL MEETING OF THE BOARD OF TRUSTEES OF THE OQUIRRH RECREATION AND PARKS DISTRICT TUESDAY DECEMBER 19, 2017 KEARNS OQUIRRH PARK FITNESS CENTER DIRECTOR S OFFICE 5624 S COUGAR LANE (4800 WEST), KEARNS, UTAH Present: Jeff Perry, Chair Vice Chair, Laurie Stringham - Telephone Becky Guertler, Trustee Patti Hansen, Executive Director Riley Astill, Controller Steve Cook, Marketing Director Call to Order: Chairman Perry called the special working meeting to order at 4:38 pm. Public Comment Chairman Perry noted that there was no public present; therefore there was no public comment. Discussion of the 2018 Fire, Water and Ice Festival and the Impact of Construction on the Event Site. Out of order This item was discussed out of order of the agenda and before the discussion on the Zion s Lease while waiting for Laurie Stringham to call in for the meeting. Mr. Steve Cook was asked to discuss the impact of the building construction on holding the festival. Mr. Cook explained that at a recent construction meeting he was told that we would not have the plaza area, a part of our grass area, and access to the Oval. He also stated that we would not have any electrical power available in our outside grass area or on the plaza. He stated that without these things we could not hold a festival. Vice-Chair Stringham joined the discussion via telephone. After further discussion with Mr. Cook the Board decided that without the necessary area, we could not realistically hold the festival and we should let the community and community organizations know as soon as possible of this issue. They stated that no final decision was being made at this time and they would discuss at their next meeting. Discussion and possible approval of the Lease Purchase Agreement from Zion s Bank to secure $2.3 million for Oquirrh Recreation and Parks District portion of the new Kearns Athletic Training and Event Center. Chairman Perry asked if anyone had any questions or issues on the lease. Ms. Hansen explained that there had been quite a bit of discussion on getting the lease finalized with Zions and our legal

2 counsel. Everyone acknowledged that they had reviewed the agreement. After further discussion, Chairman Perry moved to approve Resolution , approving the Lease Purchase Agreement with Zions Bank. Trustee Guertler seconded the motion. Motion carried unanimously with Chair Perry, Vice-Chair Stringham, and Trustee Guertler voting Aye. Chairman Perry stated that he would then sign the agreement and take it to MACU to get his signature notarized. He thanked everyone for their efforts in getting this agreement put together. ADJOURN Chairman Perry declared the meeting adjourned at 4:52 pm. Jeff Perry Chair Laurie Stringham - Vice-Chair Becky Guertler Trustee

3 MINUTES FOR THE PUBLIC HEARING ANG REGULAR MEETING OF THE BOARD OF TRUSTEES OF THE OQUIRRH RECREATION AND PARKS DISTRICT WEDNESDAY, DECEMBER 6, 2017 KEARNS OQUIRRH PARK FITNESS CENTER TENNIS CLUBHOUSE 5624 S COUGAR LANE (4800 WEST), KEARNS, UTAH Present: Jeff Perry, Chair Becky Guertler, Trustee Laurie Stringham, Vice Chair Staff Present: Patti Hansen Executive Director Riley Astill Controller Chris Johnson Accountant/HR Specialist Brad Peercy Aquatics Manager Kurt Warren Physical Facilities Manager Steve Cook Marketing Manager Sam Page Operations Manager Jacque Wardle Recreation Manager Others Present: Sandy Perry CALL TO ORDER Chairman Perry called the Regular Board Meeting to order at 7:13 p.m. PUBLIC COMMENT Chairman Perry welcomed all to the meeting and solicited any public comment. There was no public comment at this time. Public Hearing on 2018 Tentative Budget and Feet Chairman Perry moved to open the public hearing at 7:14 PM and ask if there were any comments. There was no public present and no comment at this time, Chairman Perry closed the Public Hearing at 7:15 PM. Discussion and Possible Approval of 2018 Budget and Fees Resolution Chairman Perry stated that there was no further discussion on the 2018 budget and fees. Chairman Perry read Resolution and moved to approve the 2018 budget with a net loss of $589, Trustee Guertler seconded the motion. Motion carried unanimously with Chairman

4 Perry, Vice-Chair Stringham and Trustee Guertler voting Aye. APPROVAL OF MINUTES Chairman Perry moved to approve the minutes, including a correction to Ms. Guertler s name on the November 21, 2017 Special Board Meeting-2017 Election Canvass, for: November 15, Working Board Meeting November 15, Regular Board Meeting November 21, 2017 Special Board Meeting Real Estate RFP November 21, 2017 Special Board Meeting 2017 Election Canvass December 1, 2017 Special Board Meeting 2017 Election Canvass Trustee Guertler seconded the motion. Motion carried unanimously with Chairman Perry, Vice- Chair Stringham and Trustee Guertler voting Aye. (The process for the minutes for each board meeting is as follows: Minutes are taken at each board meeting and prepared for the board to review for accuracy and completeness. The minutes are then ed to each Board member. The Board members review the minutes and make any necessary changes, which are then ed back to Ms. Johnson who is to prepare them for Board approval at the next regular Board meeting). APPROVAL OF PAYABLES After review, Trustee Guertler made a motion to approve the December 6, 2017 payables in the amount of $130, Vice-Chair Stringham seconded the motion. Motion carried unanimously with Chair Perry, Vice-Chair Stringham and Trustee Guertler voting Aye. FINANCIAL REPORT Mr. Astill stated that there was no new financial information to report at this time that had not already been reported at the last meeting. The November information would be reported at our meeting in January. MANAGER REPORTS PHYSICAL FACILITIES Mr. Warren reported on a small leak in the aerobics room ceiling from an elbow in the water system. He discussed various other maintenance issues concerning the building maintenance. He stated that a new custodial employee was hired and that he is in the process of learning the new position. OPERATIONS Ms. Page asked if the Board had any questions on the recent security incident. She stated that

5 they are watching the comp pool a little more closely to better understand the needs there. Ms. Page gave an update on Mr. Briggs. She discussed a training conference she had recently attended on safety. She stated that she is looking into ways to improve the safety at the facility. Ms. Page stated that she is still working with UPD to schedule training with our employees at our facility. Ms. Page stated that she is looking at ways to improve the lighting inside and outside of the facility. RECREATION Ms. Wardle discussed the Recreation report including the breakfast with Santa and stated it went very well. She reported the angel tree is doing well and all the tags have been taken. She then discussed the weight room issues and other Recreation programs. ACCOUNTING - MEMBERSHIPS Mr. Astill discussed the year end, stating that the auditors will be coming and they will be reaching out to the Board. Mr. Astill discussed the liability and workers compensation payments and stated our rates did not increase significantly. He then presented and discussed the November 2017 Membership Report noting that membership numbers were slightly down from last year. He then discussed the membership revenue numbers compared to prior years. AQUATICS Mr. Peercy reviewed the Aquatics report including the November 2017 attendance report, stating attendance was up 2% from last year, with 20,412 in attendance. He then reviewed the remaining attendance numbers. He reported on various activities and upcoming aquatic events stating that things were going well. He stated that we will be hosting the 52 nd Annual Holiday Open Swim Meet in December. MARKETING Mr. Cook stated he is working on the new brochure that will be delivered at the first of year. He stated that the Tri-series is almost full for He discussed advertising for the outdoor pools and was looking at ways to market it as a brand. He also discussed various items that he was working on in his department. Discussion of Parks RX Laurie Stringham Chair Perry stated he and Vice-Chair Stringham met with Mr. John Henderson, Parks RX Director, and stated that the District would like to work with them. Vice-Chair Stringham reported on the items she discussed with Mr. Henderson while she was in Washington DC. She explained who Parks RX is and how they operate. Discussion of 2018 Board Meeting Schedule After discussion, Chairman Perry moved to approve the 2018 Board Meeting Schedule with the

6 following dates: January 10th, February 21st, March 21st, April 18th, May 16th, June 20th, July 18th, August 15th, September 19th, October 17th, November 14th, and December 5 th. The Working Meetings will begin at 6:15 PM and the Regular Meetings will follow at 7:00 PM. Trustee Guertler seconded the motion. Motion carried unanimously with Chairman Perry, Vice- Chair Stringham, and Trustee Stringham voting Aye. Discussion of 2018 Board Positions After discussion, Chairman Perry moved that the Board continue to rotate the Board positions as planned, which means Laurie Stringham will become Chair, Trustee Becky Guertler will become Vice-Chair and Chairman Perry will become Trustee. Trustee Guertler seconded the motion. Motion carried unanimously with Chairman Perry, Vice-Chair Stringham and Trustee Guertler voting Aye. A swearing in will take place at the January meeting. EXECUTIVE DIRECTOR REPORT Ms. Hansen began by discussing various issues concerning the Facility. She updated the Board on the KATEC project. She updated the Board on the sale of the Parkwood Drive property and stated that all was going well. She then discussed the Fire Water and Ice festival for 2018 and would keep the Board informed on the progress with this. Ms. Hansen also discussed a project with KID concerning a sewer drain that will impact the south lot. She then discussed the nepotism policy stating that she would consult legal counsel for further input. Ms. Hansen discussed the Community Garden stating that Kearns High School also has a garden and would possibly have some room for the public to use. Ms. Hansen discussed ideas related to grants and thanked the Board and staff for attending the Staff recent retreat. NEXT REGULAR BOARD MEETING, JANUARY 10, 7:00 PM ADJOURN The Regular Meeting was adjourned at 8:49 p.m. Jeff Perry Chair Laurie Stringham Vice Chair Becky Guertler Trustee

7 MINUTES FOR THE WORKING MEETING OF THE BOARD OF TRUSTEES OF THE OQUIRRH RECREATION AND PARKS DISTRICT WEDNESDAY, DECEMBER 6, 2017 KEARNS OQUIRRH PARK FITNESS CENTER TENNIS CLUBHOUSE 5624 S COUGAR LANE (4800 WEST), KEARNS, UTAH Present: Jeff Perry, Chair Becky Guertler, Trustee Laurie Stringham, Vice-Chair Staff Present: Patti Hansen Executive Director Riley Astill Controller Chris Johnson Accountant/HR Specialist Others Present: CALL TO ORDER Chairman Perry called the meeting to order at 6:29 PM. He then turned the time over to Ms. Hansen to discuss agenda items and operational issues. Working Meeting Discussion Ms. Hansen asked if the Board had any questions concerning the 2018 Budget and Fees. She then discussed briefly the proposed change in exempt to non-exempt employees, and final changes to the budget and fee schedule. Ms. Hansen discussed the ongoing meetings with Zions Bank to get financing for the KATEC building. She asked the Board their thoughts on her continuing working with Zions to secure the financing for the project. They then briefly discussed the payables and remaining items under the Executive Directors Business on the regular meeting agenda. Chairman Perry declared the working meeting to be adjourned at 7:10 p.m. Jeff Perry Chair Laurie Stringham Vice-Chair Becky Guertler Trustee

8 MINUTES FOR THE SPECIAL MEETING OF THE BOARD OF TRUSTEES OF THE OQUIRRH RECREATION AND PARKS DISTRICT FRIDAY DECEMBER 1, 2017 EMBASSY SUITS HOTEL 3524 MARKET STREET, WEST VALLEY CITY, UTAH Present: Jeff Perry, Chair Vice Chair, Laurie Stringham Becky Guertler, Trustee Other Present: Brad Peercy District Clerk Riley Astill District Clerk Call to Order: Chairman Perry called the special working meeting to order at 9:05 Am. Public Comment There was none at this time Canvass the 2017 Election Results Chair Perry turned the time over to Mr. Brad Peercy to canvass the 2017 election. Mr. Peercy presented a report to the District Board of Canvassers showing the official voting results received from Salt Lake County. He stated that Laurie Stringham and Jeff Perry had received the most votes and were elected to the Board. Chair Perry, moved to approve the canvass results for the 2017 election. Vice-Chair Stringham seconded the motion. Motion carried unanimously with Chair Perry, Vice-Chair Stringham and Trustee Guertler voting Aye. Mr. Peercy then asked those on the Board of Canvassers to sign the report. ADJOURN Chair Perry declared the meeting adjourned 9:08 am. Jeff Perry Chair Laurie Stringham - Vice-Chair Becky Guertler Trustee

9 MINUTES FOR THE SPECIAL MEETING OF THE BOARD OF TRUSTEES OF THE OQUIRRH RECREATION AND PARKS DISTRICT TUESDAY NOVEMBER 21, 2017 KEARNS OQUIRRH PARK FITNESS DIRECTOR OFFICE 5624 S COUGAR LANE (4800 WEST), KEARNS, UTAH Present: Jeff Perry, Chair Vice Chair Laurie Stringham - Excused Becky Guertler, Trustee Other Present: Brad Peercy District Clerk Riley Astill District Clerk Call to Order: Chairman Perry called the special working meeting to order at 4:29 pm. Canvass the 2017 Election Results He then turned the time over to Ms. Hansen to discuss the canvass. She stated that the election results have been received and stated that Brad Peercy, the District Clerk had received the voting totals from Salt Lake County and had prepared an official canvass report to present to the Board. Mr. Peercy presented a report to the District Board of Canvassers showing the voting results received from Salt Lake County, stating that Laurie Stringham and Jeff Perry had received the most votes and were elected to the Board. He then reviewed the votes received by all of the candidates. He asked those on the Board of Canvassers to sign the report. ADJOURN Chairman Perry declared the meeting adjourned 4:34 pm. Jeff Perry Chair Laurie Stringham - Vice-Chair - Excused Becky Guertler Trustee

10 MINUTES FOR THE SPECIAL MEETING OF THE BOARD OF TRUSTEES OF THE OQUIRRH RECREATION AND PARKS DISTRICT TUESDAY NOVEMBER 21, 2017 KEARNS OQUIRRH PARK FITNESS DIRECTOR OFFICE 5624 S COUGAR LANE (4800 WEST), KEARNS, UTAH Present: Jeff Perry, Chair Vice Chair, Laurie Stringham - Excused Becky Guertler, Trustee Patti Hansen Kurt Warren Call to Order: Chairman Perry called the special working meeting to order at 3:17 pm. Review and Grading of the Real Estate Services RFP s for the Sale of the Land on Park Wood Drive: Ms. Hansen stated that she had received two responses to the RFP, one from CBRE and the other from Scott Romney Investment Realty. She stated that there was a panel of three people to review and grade the proposals based on a set of grading criteria she provided to them. Those on the panel were Jeff Perry, Becky Geurtler, and Kurt Warren. The proposals were being graded without knowledge of the fee s, which would be added later by Patti and she would combine the grade for the fees with the grades received from the panel. After a lengthy review the panel submitted their grading numbers to Patti to tabulate the results. The panel then discussed whether or not the fees portion of the proposals should be graded on fees charged or on the net proposed amount to the District taking into consideration of sales price less total fees. After tabulation, Ms. Hansen stated that CBRE had the highest score and she would contact them and get the process going. ADJOURN Chairman Perry declared the meeting adjourned 4:26 pm. Jeff Perry Chair Laurie Stringham - Vice-Chair Becky Guertler Trustee

11 MINUTES FOR THE REGULAR MEETING OF THE BOARD OF TRUSTEES OF THE OQUIRRH RECREATION AND PARKS DISTRICT WEDNESDAY, NOVEMBER 15, 2017 KEARNS OQUIRRH PARK FITNESS CENTER TENNIS CLUBHOUSE 5624 S COUGAR LANE (4800 WEST), KEARNS, UTAH Present: Jeff Perry, Chair Becky Guertler, Trustee Excused: Laurie Stringham, Vice Chair Staff Present: Patti Hansen Executive Director Riley Astill Controller Chris Johnson Accountant/HR Specialist Brad Peercy Aquatics Manager Kelly Briggs Physical Facilities Manager Steve Cook Marketing Manager Sam Page Operations Manager Jacque Wardle Recreation Manager Others Present: Sandy Perry CALL TO ORDER Chairman Perry called the Regular Board Meeting to order at 7:02 p.m. PUBLIC COMMENT Chairman Perry welcomed all to the meeting and solicited any public comment. There was no public comment at this time. APPROVAL OF MINUTES Chairman Perry, after discussion, moved to approve the minutes for: October 18, Working Board Meeting October 18, Regular Board Meeting Trustee Guertler seconded the motion. Motion carried unanimously with Chairman Perry and Trustee Guertler voting Aye

12 (The process for the minutes for each board meeting is as follows: Minutes are taken at each board meeting and prepared for the board to review for accuracy and completeness. The minutes are then ed to each Board member. The Board members review the minutes and make any necessary changes, which are then ed back to Ms. Johnson who is to prepare them for Board approval at the next regular Board meeting). APPROVAL OF PAYABLES After review, Trustee Guertler moved to ratify the November 1, 2017 payables in the amount of $25, Chair Perry seconded the motion. Motion carried unanimously with Chair Perry and Trustee Guertler voting Aye. After review, Trustee Guertler made a motion to approve the November 15, 2017 payables in the amount of $81, Chair Perry seconded the motion. Motion carried unanimously with Chair Perry and Trustee Guertler voting Aye. FINANCIAL REPORT Mr. Astill then presented the October 2017 financial statements, noting that the District was operating better than budget YTD on operating and non-operating revenues as well as expenses. Chair Perry moved to approve the October 2017 financial statements as presented. Trustee Guertler seconded the motion. Motion carried unanimously with Chair Perry and Trustee Guertler voting Aye. MANAGER REPORTS PHYSICAL FACILITIES Mr. Briggs reported that the new carpet was all installed with the exception of the stairs in tennis; he then discussed the boiler repair project. He reviewed the remainder of the physical facilities report including various maintenance projects they are working on stating that things are going well. RECREATION Ms. Wardle discussed the Recreation report including the upcoming Thanks Giving Turkey Lovers workout. She stated that the breakfast with Santa was approaching. She then explained childcare space issues. She then discussed other Recreation programs. ACCOUNTING - MEMBERSHIPS Mr. Astill presented and discussed the October 2017 Membership Report noting that membership numbers were up slightly from last year and slowly increasing, it was the second best October in history. He then discussed the membership revenue numbers for YTD October compared to prior years

13 AQUATICS Mr. Peercy reviewed the Aquatics report including the October 2017 attendance report, stating that attendance was down 3% from last year with 19,332 in attendance. He indicated that year to date swim lessons have already exceeding the total for the prior year. He then reviewed the remaining attendance numbers. He then talked about various activities and upcoming aquatic events stating that things were going well. MARKETING Mr. Cook thanked the staff for helping with the Trick or Treat Street program at the Oval. He discussed various items that he was working on in his department, such as the upcoming indoor Tri-Series which will begin in January 2018 and the Employee Social in March He also discussed other events and offerings his department is working on. OPERATIONS Ms. Page discussed and thanked the Board for considering the proposed wage increase for the part time employees. She discussed the accident and incident reports and how quiet the month was. She discussed a training conference she had recently attended on safety. She stated that she is looking into ways to improve the safety at the facility. She is looking to set up new policies and procedures for an active shooter situation. Ms. Page stated that she was working with SWAT to schedule training with our employees at our facility. Discussion of Parks RX Laurie Stringham Chair Perry stated he and Ms. Stringham met with Mr. John Henderson the Parks RX Director and stated that the District would like to work with them. He stated Laurie would discuss and explain at a future date. Discussion of Election Results and Canvass Meeting Ms. Hansen discussed that the date set to canvass the election results was November 21st A special Board meeting will be held for the canvass. Discussion of and Possible Approval of 2018 Tentative Budget The Board discussed the 2018 Tentative Budget and the changes from the original version presented to the Board. Chair Perry discussed the tentative budget and changes made since the original presentation to the board. After discussion, Chair Perry moved to tentatively approve the Tentative Budget for 2018, with a Net Loss of $589, Trustee Guertler seconded the motion. Motion carried unanimously with Trustee Guertler and Trustee Perry voting Aye

14 Set Public Hearing to Consider 2018 Budget at the December 6, 2017 Board Meeting at 7:00 pm After discussion, Chairman Trustee Perry moved to set the date of December 6, 2018 at 7:00 PM for a public hearing to adopt the 2018 Budget, and directed the District to provide a public notice of the hearing in a timely manner. Trustee Guertler seconded the motion. Motion carried unanimously with Chair Perry and Trustee Guertler voting Aye. Discussion of 2018 Board Meeting Schedule The Board then discussed the proposed 2018 Board meeting schedule, following the same schedule as in previous years. It was decided to consider the schedule and approve it at the next regular Board meeting. Discussion of 2018 Board Positions Chairman Perry suggested that the Board continue to rotate the Board positions as planned, which would mean that Ms. Laurie Stringham would become Chair, Ms. Becky Guertler would become Vice-Chair and Jeff Perry would move to Trustee. Mr. Perry stated they would consider and approve at the next Regular Board Meeting. EXECUTIVE DIRECTOR REPORT Ms. Hansen began by discussing the hiring of Kurt Warren as Facilities Manager. She then talked about the RFP for the sale of the Parkwood lot and would keep the Board informed on the progress with this. Ms. Hansen then recognized that KID had approved a reduction in the impact fees on the KATEC project. Ms. Hansen discussed that she was exploring the cost and possibility of repaving some of the tennis courts to convert them to additional parking, and converting the remainder to sport courts. She then discussed information received at the UASD conference on best practices for Special Districts. She also reminded staff and Board of the upcoming retreat on December 1st. Other Mr. Monson asked questions about the memorial that citizens have placed in the west parking lot. Staff and those in attendance, discussed ways to improve the lighting and look into increasing security in the area. He then asked questions about the impact that lighting may have on the surrounding homes if the tennis courts are converted to parking. NEXT REGULAR BOARD MEETING, DECEMBER 6, 7:00 PM ADJOURN The Regular Meeting was adjourned at 8:18 p.m

15 Jeff Perry Chair Laurie Stringham Vice Chair - Excused Becky Guertler Trustee

16 MINUTES FOR THE WORKING MEETING OF THE BOARD OF TRUSTEES OF THE OQUIRRH RECREATION AND PARKS DISTRICT WEDNESDAY, NOVEMBER 15, 2017 KEARNS OQUIRRH PARK FITNESS CENTER TENNIS CLUBHOUSE 5624 S COUGAR LANE (4800 WEST), KEARNS, UTAH Present: Jeff Perry, Chair Becky Guertler, Trustee Excused: Laurie Stringham, Vice Chair Staff Present: Patti Hansen Executive Director Riley Astill Controller Chris Johnson Accountant/HR Specialist Others Present: CALL TO ORDER Chairman Perry called the meeting to order at 6:17 PM. He then turned the time over to Ms. Hansen to discuss agenda items and operational issues. Public Comment No Public Comment Discussion of 2018 Tentative Budget Ms. Hansen introduced the 2018 Tentative Budget by reviewing items listed in the budget introductory letter. She stated that the budget did include a proposed wage increase for most hourly employees of $0.75 per hour. The managers are aware of this proposed increase but we have not informed the employees. She also stated that the festival is included in the budget, but we are concerned about whether or not we will have the space to hold the festival due to the construction. Working Meeting Discussion Ms. Hansen then discussed briefly each of the manager reports. She stated that we have hired Kurt Warren as our new Facilities Manager to replace Kelly. His official start date will be in about 2 weeks. She then talked about the selling of the south property stating she has put out an RFP for real estate brokers to sell the property. She then discussed the financing for the KATEC building. We should be able to get a 2.45% rate on the $2.3M loan and are planning to close on the loan by the end of the year. She discussed the project to investigate the paving of the tennis courts to make them a parking lot. Ms. Hansen then presented the board with a copy of the about Best Practices document released by the Utah State Auditor for Special Districts. She reminded everyone about our management retreat on December 1st

17 Mr. Astill discussed the Financial Statements for October and stated we are better than budget on revenues and expenses for the month and year-to-date. Ms. Hansen then presented a proposed schedule for 2018 board meetings for all to consider. She also stated that we would be holding an election canvass meeting on 11/21/2017 at 4:00 pm. Chairman Perry declared the working meeting to be adjourned at 6:52 p.m. Jeff Perry Chair Laurie Stringham Vice-Chair - Excused Becky Guertler Trustee

18 MINUTES FOR THE REGULAR MEETING OF THE BOARD OF TRUSTEES OF THE OQUIRRH RECREATION AND PARKS DISTRICT WEDNESDAY, OCTOBER 18, 2017 KEARNS OQUIRRH PARK FITNESS CENTER TENNIS CLUBHOUSE 5624 S COUGAR LANE (4800 WEST), KEARNS, UTAH Present: Jeff Perry, Chair Laurie Stringham, Vice Chair - Excused Becky Guertler, Trustee Staff Present: Patti Hansen Executive Director Riley Astill Controller Chris Johnson Accountant/HR Specialist Brad Peercy Aquatics Manager - Excused Kelly Briggs Physical Facilities Manager Steve Cook Marketing Manager Sam Page Operations Manager Jacque Wardle Recreation Manager Ezra Silva Aquatics Safety Supervisor Others Present: Sandy Perry CALL TO ORDER Chairman Perry called the Regular Board Meeting to order at 7:07 p.m. PUBLIC COMMENT Chairman Perry welcomed all to the meeting and solicited any public comment. There was no public comment at this time. APPROVAL OF MINUTES Chairman Perry, after discussion, moved to approve the minutes for: September 20, Working Board Meeting September 20, Regular Board Meeting Vice Chair seconded the motion. Motion carried unanimously with Chairman Perry and Trustee Guertler voting Aye

19 (The process for the minutes for each board meeting is as follows: Minutes are taken at each board meeting and prepared for the board to review for accuracy and completeness. The minutes are then ed to each Board member. The Board members review the minutes and make any necessary changes, which are then ed back to Ms. Johnson who is to prepare them for Board approval at the next regular Board meeting). APPROVAL OF PAYABLES After review, Trustee Guertler moved to ratify the October 4, 2017 payables in the amount of $33, Chair Perry seconded the motion. Motion carried unanimously with Chairman Perry and Trustee Guertler voting Aye. After review, Trustee Guertler made a motion to approve the October 18, 2017 payables in the amount of $98, Chair Perry seconded the motion. Motion carried unanimously with Chairman Perry and Trustee Guertler voting Aye. FINANCIAL REPORT Mr. Astill then presented the September 2017 financial statements, noting that the District was operating ahead of the YTD budget and all was going well. Chairman Perry moved to approve the September 2017 financial statements as presented. Trustee Guertler seconded the motion. Motion carried unanimously with Chairman Perry and Trustee Guertler voting Aye. MANAGER REPORTS (Out-of-Order) RECREATION Ms. Wardle discussed the Recreation report including programs, Ms. Wardle discussed the Halloween Carnival and let the Board know that it would be at the Kearns Recreation Center, Tennis has now completed the year and it was one of the highest in attendance. She then discussed other Recreation programs. ACCOUNTING - MEMBERSHIPS Mr. Astill presented and discussed the September 2017 Membership Report noting that membership numbers were 4691 Best September Ever. Slightly up from the previous year. He also presented the membership and attendance revenue numbers for September and YTD compared to prior years. AQUATICS Mr. Peercy was not in attendance, Mr. Silva discussed the aquatics report including the September 2017 attendance, 2200 more 11% up from the previous year. He then reviewed the remaining attendance numbers. He then talked about various activities and upcoming aquatic events

20 MARKETING Mr. Cook discussed various items that he was working on in his department, such as the upcoming Halloween Street at the Oval on Friday the 20 th from 6:00 to 9:00 PM,. He then discussed the private party s packages they were contemplating. OPERATIONS Ms. Page discussed various events and procedures for the active shooter policy, She Stated that we have updated our workers comp forms. She discussed the Accident/Incidents Report and reviewed some of the security incidents for the month. PHYSICAL FACILITIES Mr. Briggs reported they completed and shut down the sprinkling system. He discussed the physical facilities report including various maintenance projects they are working on stating that things are going well. EXECUTIVE DIRECTOR REPORT Ms. Hansen discussed the conversion of the Tennis Courts into parking; she then discussed the process for the new Physical Facilities position. She discussed the construction and various other opportunities going on within the district Business. Possible Approval of Employee and Trustee Membership Policy 1.27 Chair Perry Hansen presented to the Board Policy 1.27 as presented. Chair Perry read the changes and the Board agreed on the changes. Ms. Hansen would present an updated policy for approval at the next Board Meeting. Closed Meeting to Discuss Litigation and Consideration of Acquisition of Real Property & Personnel Matters Chairman Perry moved for a closed session at 7:40 p.m. to discuss the possible sale or transfer of an interest in real property held by the Oquirrh Recreation and Parks District as allowed by the Utah Code and to discuss the character, competence or physical or mental health of an individual. Trustee Guertler seconded the motion. Motion carried unanimously with Chairman Perry, and Trustee Guertler voting Aye. Chairman Perry motioned to come out of closed session at 7:56 p.m. Trustee Guertler seconded the motion. Motion carried unanimously with Chairman Perry, and Trustee Guertler voting Aye. The Board came back into regular session at 7:57 PM, Chair Perry state they would approve the Executive Directors annual review at the next regular board meeting

21 NEXT REGULAR BOARD MEETING, NOVEMBER 15, 7:00 PM ADJOURN The Regular Meeting was adjourned at 7:57 p.m. Jeff Perry Chair Laurie Stringham Vice Chair - Excused Becky Guertler Trustee

22 MINUTES FOR THE WORKING MEETING OF THE BOARD OF TRUSTEES OF THE OQUIRRH RECREATION AND PARKS DISTRICT WEDNESDAY, SEPTEMBER 20, 2017 KEARNS OQUIRRH PARK FITNESS CENTER TENNIS CLUBHOUSE 5624 S COUGAR LANE (4800 WEST), KEARNS, UTAH Present: Jeff Perry, Chair Laurie Stringham, Vice Chair Becky Guertler, Trustee Staff Present: Patti Hansen Executive Director Riley Astill Controller Chris Johnson Accountant/HR Specialist Others Present: CALL TO ORDER Chairman Perry called the meeting to order at 4:24 PM Public Comment No Public Comment Discussion of 2018 Tentative Budget Mr. Astill introduced the 2018 Tentative Budget by reviewing items in the budget introductory letter. A discussion of expenses then followed, including wage increases, health insurance, and travel. The discussion then turned to cash flow projections. The Board then inquired about our accounting controls on the use of credit cards. Our current policy was discussed and a follow-up discussion was to follow. The Board then proceeded to review all of the budget line items to discuss any additional significant revenue and expense items and compared them to the prior year. The Board then reviewed the proposed fee schedule and capital expenditures. Chairman Perry called the working meeting to order at 6:30 p.m. welcoming all present. He then turned the time over to Ms. Hansen to lead the discussion and to review the agenda items for the Regular meeting. Working Meeting Discussion Ms. Hansen introduced the agenda. Mr. Astill then briefly discussed the 2018 budgets and financial statements. Ms. Hansen then discussed and updated the Board on the Parkwood Drive property. She discussed the posting of the Physical Facilities manager position and issues being faced on the construction of the KATEC building. She talked about the upcoming NRPA conference. She presented December 1 st as a date for the all-day management retreat, and all

23 agreed they were available that day. Chairman Perry declared the working meeting to be adjourned at 6:55 p.m. Jeff Perry Chair Laurie Stringham Vice-Chair Becky Guertler Trustee

24 MINUTES FOR THE FRIENDS OF OQUIRRH RECREATION AND PARKS INC. WEDNESDAY, OCTOBER 18, 2017 KEARNS OQUIRRH PARK FITNESS CENTER TENNIS CLUBHOUSE 5624 S COUGAR LANE (4800 WEST), KEARNS, UTAH 8:00 PM Present: Riley Astill, Chair Laurie Stringham, Vice Chair Chris Johnson, Secretary Board Present: Pattie Hansen - Board Tom Haraldson - Board Brett Helsten Board Denise Taylor - Board Citizen Committee Present: Jeff Perry Dave Taylor Jeff Monson CALL TO ORDER Chairman Astill called the meeting to order at 8:03 p.m. welcoming all present. PUBLIC COMMENT Mr. Astill solicited any public comment and there was none. APPROVAL OF MINUTES Mr. Astill presented the minutes from September 20, After discussion, Ms. Hansen moved to approve the minutes as corrected. Ms. Johnson seconded the motion. Motion carried unanimously with all present voting Aye. Healthy Kearns Initiative Ms. Hansen explained that she attended the community meeting and presented information provided on the Healthy Kearns Initiative. She discussed that they have set up a Facebook page and stated that various business will be posting up- coming event to get information into the community. Ms. Hansen also discussed the community garden and let the committee know that they have lost the funding for three salaried employees to help run this program. Ms. Hansen discussed the progress of Healthy Initiative and what focuses they are currently or going to be working on of moving forward, the community is focusing on asthma and then breast cancer and how to work within the community and various ways to move forward

25 Final Review of Mission Statement and Values The proposed mission statement for FORP Inc. was presented as: The Mission of the Friends of Oquirrh Recreation and Parks District is to improve the overall health and lifestyle of the community. Chair Astill entertained a motion for the mission statement. Mr. Wright moved to approve the mission statement as presented. Ms. Denise Taylor seconded the motion. Motion carried unanimously with all present voting Aye. A discussion then followed to address the values for the organization, with several ideas being presented by those present for consideration by all. Each was asked to consider the ideas presented and think about what values they would like to establish and Building Overall Value is a Healthy and strong community. Suggested Values for consideration: Participate in and support the Healthy Kearns Initiative Support and Educate children and families on healthy lifestyles Provide education for all ages (meant to be inclusive of finances, relationships, fitness, mental, emotional, etc.) Improving the quality of life in the community Provide open and transparent communications Healthy Kearns Fitness After a lengthy discussion among those present, it was suggested that the committee review the values and discuss at the next meeting. Other Business: Chair Astill discussed when and how often would the committee like to meet and how often meetings and where does the committee go from here. Chair Astill and the committee discussed the financial aspect of the monies that have been in the account for many years. Ms. Hansen let the committee know, she is currently mentoring an employee of the Oquirrh Park Fitness Center on grant writing and how to submit and write grants. Mr. Taylor would like to see that the monies is used for the community and would like to work in tandem with the Kearns Coalition Group. Dave Taylor will reach out to Steve Hansen and see if he can discuss working with the coalition. NEXT REGULAR BOARD MEETING, NOVEMBER 15, 8:30 PM ADJOURN The Meeting was adjourned at 8:50 p.m

26 Riley Astill Chair Laurie Stringham Vice-Chair Christene Johnson Secretary

27 MINUTES FOR THE REGULAR MEETING OF THE BOARD OF TRUSTEES OF THE OQUIRRH RECREATION AND PARKS DISTRICT WEDNESDAY, SEPTEMBER 20, 2017 KEARNS OQUIRRH PARK FITNESS CENTER TENNIS CLUBHOUSE 5624 S COUGAR LANE (4800 WEST), KEARNS, UTAH Present: Jeff Perry, Chair Laurie Stringham, Vice Chair Becky Guertler, Trustee Staff Present: Patti Hansen Executive Director Riley Astill Controller Chris Johnson Accountant/HR Specialist Brad Peercy Aquatics Manager Kelly Briggs Physical Facilities Manager - Excused Steve Cook Marketing Manager Sam Page Operations Manager Jacque Wardle Recreation Manager Others Present: Sandy Perry CALL TO ORDER Chairman Perry called the Regular Board Meeting to order at 7:03 p.m. PUBLIC COMMENT Chairman Perry welcomed all to the Board Meeting and solicited any public comment. There was no public comment at this time. APPROVAL OF MINUTES Chairman Perry, after discussion, moved to approve the minutes for: August 16, Working Board Meeting August 16, Regular Board Meeting Trustee Stringham seconded the motion. Motion carried unanimously with Chairman Perry, Trustee Stringham and Trustee Guertler voting Aye. (The process for the minutes for each board meeting is as follows: Minutes are taken at each board meeting and prepared for the board to review for accuracy and completeness. The minutes

28 are then ed to each Board member. The Board members review the minutes and make any necessary changes, which are then ed back to Ms. Johnson who is to prepare them for Board approval at the next regular Board meeting). APPROVAL OF PAYABLES After review, Trustee Guertler moved to ratify the September 6, 2017 payables in the amount of $96, Vice Chair Stringham seconded the motion. Motion carried unanimously with Chairman Perry, Vice Chair Stringham and Trustee Guertler voting Aye. After review, Trustee Guertler made a motion to approve the September 20, 2017 payables in the amount of $101, Vice Chair Stringham seconded the motion. Motion carried unanimously with Chairman Perry, Vice Chair Stringham and Trustee Guertler voting Aye. FINANCIAL REPORT Mr. Astill briefly discussed the August 2017 financial statements. Mr. Astill noted that the District was operating ahead of the YTD expectations. Chairman Perry moved to approve the August 2017 financial statements as presented. Trustee Guertler seconded the motion. Motion carried unanimously with Chairman Perry, Vice Chair Stringham and Trustee Guertler voting Aye. MANAGER REPORTS (Out-of-Order) RECREATION Ms. Wardle discussed the Recreation report including programs, attendance for Tennis, Kids Camp, and other Recreation programs. Ms. Hansen discussed the Men s League and she stated they will not be doing men s league at the facility. PHYSICAL FACILITIES Ms. Hansen stated that Mr. Briggs was excused Ms. Hansen reported that his department has been very busy due to the closing of outdoor pools summer season. She discussed the physical facilities report including various maintenance projects they are working on and things are going well. AQUATICS Mr. Peercy discussed the aquatics report including: August 2017 had a decrease due to the cancellation of the Fire Water and Ice Festival about 2% down from last year. Mr. Peercy then discussed the numbers in attendance. He discussed varies activities and scheduled events that are currently going on. MEMBERSHIPS

29 Mr. Astill presented and discussed the August 2017 Membership Report noting membership is up. Mr. Astill discussed a few potential reasons why memberships were up, including the growth and revenue of various categories. MARKETING Mr. Cook discussed various items the marketing department is working on. Halloween Street with the Oval, new banners around the community, dates are set for the 2018 tri-series. He discussed the private parties packages, he also discussed OPERATIONS Ms. Page reviewed the Accident/Incidents Report and she then discussed the security incidences that have happened in the facility that. Ms. Page stated the new system is up and running. Ms. Page stated they are now in the fall schedule for operations: the policy for ADA Service Animal Certified is in effect. EXECUTIVE DIRECTOR REPORT Ms. Hansen briefly discussed various items of business including: the Park Wood Drive property parcel, Physical Facilities Position to hire a replacement, She also discussed the energy bill that has decreased due to the change to another company. She discussed the Workers Comp EMOD.86 which is a savings. She then discussed the construction update and some of the discussion from the working meeting. Discussion of Employee and Trustee Membership Policy 1.27 Ms. Hansen presented to the Board Policy 1.27 for discussion. Chair Perry read the changes and the Board agreed on the changes. Ms. Hansen would provide the completed policy at the next Board Meeting. Possible Approval of Vacation Leave Eligibility Policy 2.3 Vice Chair Stringham moved to approve the Vacation Leave Eligibility Policy Trustee Guertler seconded the Motion. Motion carried unanimously with Chairman Perry, Trustee Stringham and Trustee Guertler voting Aye. Chairman Perry moved to go into a recess at 7:53 PM for the Friends of Oquirrh Recreation and Parks Inc. board meeting. Vice Chair Stringham seconded the Motion. Motion carried unanimously with Chairman Perry, Trustee Stringham and Trustee Guertler voting Aye. Chairman Perry moved to go back into the regular Board Meeting at 8:56 PM. Vice Chair Stringham seconded the Motion. Motion carried unanimously with Chairman Perry, Vice Chair Stringham and Trustee Guertler voting Aye

30 Possible Approval of Use of Force Policy 1.4 Trustee Guertler moved to approve the Use of Force Policy 1.41 as presented. Vice Chair Stringham seconded the Motion. Motion carried unanimously with Chairman Perry, Vice Chair Stringham and Trustee Guertler voting Aye. Discussion and Approval of Park Wood Dr Acres Parcel to be Transferred to Salt Lake County Resolution Ms. Hansen presented Resolution After discussion, Chairman Perry moved approval of the Park Wood Dr Acres Parcel to be transferred to Salt Lake County, Trustee Guertler seconded the motion. Motion carried unanimously with Chairman Perry, Vice Chair Stringham and Trustee Guertler voting Aye. Discussion and Approval of Zion s Bank Real Property Lease Resolution Mr. Astill discussed the property lease briefly. It was decided that the District wait and discuss and approve at a later date. Other Business After Board discussion it was decided to change and hold the November 2017 Regular Board Meeting to Wednesday, November 15, 2017, rather than the scheduled date of November 8, 2017 NEXT REGULAR BOARD MEETING, OCTOBER 18, 7:00 PM ADJOURN The Regular Meeting was adjourned at 9:04 p.m. Jeff Perry Chair Laurie Stringham Vice Chair Becky Guertler Trustee

31 MINUTES FOR THE WORKING MEETING OF THE BOARD OF TRUSTEES OF THE OQUIRRH RECREATION AND PARKS DISTRICT WEDNESDAY, SEPTEMBER 20, 2017 KEARNS OQUIRRH PARK FITNESS CENTER TENNIS CLUBHOUSE 5624 S COUGAR LANE (4800 WEST), KEARNS, UTAH Present: Jeff Perry, Chair Laurie Stringham, Vice Chair Becky Guertler, Trustee Staff Present: Patti Hansen Executive Director Riley Astill Controller Chris Johnson Accountant/HR Specialist Others Present: CALL TO ORDER Chairman Perry called the working meeting to order at 6:30 p.m. welcoming all present. He then turned the time over to Ms. Hansen to lead the discussion and to review the agenda for the Regular meeting. Working Meeting Discussion Ms. Hansen discussed the regular board meeting agenda. Mr. Astill then briefly discussed the 2018 budgets then Ms. Hansen briefly reviewed the financials for the Board, she then discussed and updated the Board on the Parkwood Drive property. She discussed the posting of the physical facilities mangers position. Ms. Hansen discussed the various agenda items and construction issues of construction. She talked about NRPA and the agenda for the conference. December 1 st it was agreed that all were available for an all-day retreat. Chairman Perry declared the working meeting to be adjourned at 6:55 p.m. Jeff Perry Chair Laurie Stringham Vice-Chair Becky Guertler Trustee

32 MINUTES FOR THE FRIENDS OF OQUIRRH RECREATION AND PARKS INC. WEDNESDAY, SEPTEMBER 20, 2017 KEARNS OQUIRRH PARK FITNESS CENTER TENNIS CLUBHOUSE 5624 S COUGAR LANE (4800 WEST), KEARNS, UTAH 8:00 PM Present: Riley Astill, Chair Laurie Stringham, Vice Chair Chris Johnson, Secretary Board Present: Pattie Hansen - Board Tom Haraldson - Board Brett Helsten Board Denise Taylor - Board Citizen Committee Present: Jeff Monson - Becky Guertler - Jeff Perry - Sandy Perry CALL TO ORDER Chairman Astill called the meeting to order at 8:00 p.m. welcoming all present. PUBLIC COMMENT Mr. Astill solicited any public comment and there was none. APPROVAL OF MINUTES Mr. Astill presented the minutes from August 16, After discussion, Mr. Helsten moved to approve the minutes as corrected. Denise Tayler seconded the motion. Ms. Johnson abstained as she was not in attendance, Motion carried unanimously with all present voting Aye. Healthy Kearns Initiative Ms. Hansen explained that she had attended a County meeting and presented information they provided on the Healthy Kearns Initiative. She discussed some of the data and the areas of need in our community that had already been identified. A discussion followed, with Mr. Astill suggesting that we could join with them and give our input and seek their support in achieving our goals, rather than trying to duplicate their efforts on our own. The committee discussed various ways to move forward. Review of Mission Statement and Values The proposed mission statement for FORPInc. was presented as: The Mission of the Friends of Oquirrh Recreation and Parks District is to improve the overall

33 health and lifestyle of the community. A discussion then followed to address the values for the organization, with several ideas being presented by those present for consideration by all. Each was asked to consider the ideas presented and think about what values they would like to establish. Suggested Values for consideration: Participate in and support the Healthy Kearns Initiative Educate children and families on healthy lifestyles Provide education for all ages (meant to be inclusive of finances, relationships, fitness, mental, emotional, etc.) Improving the quality of life in the community Strong community Open communications Healthy Kearns Fitness Families After a lengthy discussion among those present, it was suggested that the committee review the mission statement and values and discuss at the next meeting. NEXT REGULAR BOARD MEETING, OCTOBER 18, 8:00 PM ADJOURN The Meeting was adjourned at 8:51 p.m. Riley Astill Chair Laurie Stringham Vice-Chair Christene Johnson Secretary

34 MINUTES FOR THE FRIENDS OF OQUIRRH RECREATION AND PARKS INC. WEDNESDAY, AUGUST 16, 2017 KEARNS OQUIRRH PARK FITNESS CENTER TENNIS CLUBHOUSE 5624 S COUGAR LANE (4800 WEST), KEARNS, UTAH 8:00 PM Present: Riley Astill, Chair Laurie Stringham, Vice Chair Chris Johnson, Secretary Not Present Board Present: Pattie Hansen - Board Tom Haraldson - Board Brett Helsten Board Denise Taylor - Board Citizen Committee Present: Jeff Monson - Wade Wright Dave Taylor Becky Guertler Jeff Perry CALL TO ORDER Chairman Astill called the meeting to order at 8:06 p.m. welcoming all present. PUBLIC COMMENT Mr. Astill solicited any public comment and there was none. APPROVAL OF MINUTES Mr. Astill reviewed the minutes from July 19, He listed the officers as they now stand which are: Chair- Riley Astill, 1 year term starting January 1, Vice Chair-Laurie Stringham, 2 year term starting January 1, Secretary Chris Johnson, 2 year term starting January 1, Board - Tom Haraldson, 1 year term starting January 1, Board - Pattie Hansen, 1 year term starting January 1, Board - Brett Helsten, 2 year term starting January 1, Board Denise Taylor, 2 year term starting January 1, After discussion, Mr. Helsten moved to approve the minutes for the July 19, 2017 FORP Inc. Regular Board Meeting Minutes as presented. Vice Chair Stringham seconded the motion. Motion carried unanimously with all present voting Aye. DISCUSSION FUTURE BUSINESS Mr. Astill opened the meeting to discussion about the future mission statement and vision ideas for FORP Inc. Vice-Chair Stringham discussed some grant opportunities in the community for