East Fork Swimming Pool District Board of Trustees General Meeting February 26, 2015 The Board of Trustees February meeting was called to order at 8:30 AM at the Carson Valley Swim Center, Minden, NV. Members present were Chairman Michael McCormick, Vice Chairman Janine Petrick-Sullivan, Gordon Gray, Alisha Ashbaugh and Dave Ellison. Staff members present were Linda Rigdon, Swim Center Director, Shannon Harris, Swim Center Assistant Director, Cindee Maxwell, Board Secretary and Michele Baugh Human Resources. AGENDA Upon motion by Gray, second by Petrick-Sullivan, the agenda was unanimously approved. MINUTES Upon motion by Gray, second by Ellison, the minutes of January 8, 2015 meeting were unanimously approved. PRESENTATION OF PLAQUE RECOGNIZING GORDON GRAY FOR 12 YRS. OF SERVICE McCormick recognized and thanked Trustee Gray for his 12 years of service on the Board and 10 years as Chairman. McCormick presented Gray with a plaque and gavel as a token of appreciation for his service. Harris expressed her appreciation to Gray for his support towards the staff; Petrick-Sullivan thanked Gray for helping her to have a voice. Ashbaugh also appreciated the time Gray spent educating the board. Public Comment: Kim Borgzinner and Carl Schnock expressed their gratitude towards Gray and thanked him for recognizing the public and serving in community events such as the parades in behalf of the Swim Center. Baugh stated that she appreciated Gray being pro-staff. CONSENT AGENDA ITEMS There was no public comment. Upon motion by Gray, second by Petrick-Sullivan, the consent agenda items were unanimously approved. 1a. For possible action. Discussion to maintain the current tax rate for the fiscal year 2015-16. 1b. For possible action. Discussion to approve the reclassification of Cindee Maxwell from parttime bookkeeper to full-time, 40 hours per week, Administrative Assistant-Finance. 1c. For possible action. Discussion on authorizing the Chair and Vice Chair as the authorized signees on behalf of the District for financial and other properly related matters including, but not limited to, the signing of all checks and other financial obligations as approved by the Board, to trade the Districts short-term investment as approved by the Board and the authority to execute all legal agreements as approved by the Board. 1d. For possible action. Discussion on abolishing the title of secretary/treasurer to the Board of Trustees as there is no legal requirements or authorization for this title and those duties are handled by Staff.
1e. For possible action. Discussion on delegating control over the suggestion box to the Director of the Swim Center. FOR POSSIBLE ACTION. DISCUSSION ON APPROVAL OF PROFESSIONAL SERVICES CONTRACTED WITH MARK FORSBERG ESQ. OF OSHINSKI & FORSBERG, LTD. TO PROVIDE LEGAL SERVICES TO THE DISTRICT AT THE RATE OF $200.00 PER HOUR. McCormick introduced Mark Forsberg to the board and explained that Forsberg specializes in government civil law and personal contracts both of which would be beneficial to the Swim Center. Forsberg stated that he had been Chief Civil Deputy DA in Carson City for 13 years and his hope was that he would not be considered as the sixth member of the board but rather be an advisor to the board, helping with negotiating contracts and assisting in employee issues. Forsberg stated that he worked on the Carson City Pool lawsuit case and also has a partner who is well qualified to assist the board if he wasn t available. There was no public comment. Upon motion by Ellison, second by Gray, Mark Forsberg was unanimously approved to represent the East Fork Swimming Pool District as Legal Counsel at the rate of $200 per hour. FOR POSSIBLE ACTION. REPORT AND APPROVAL ON GENERAL LEDGER CASH BALANCES, EXPENDITURES AND INVESTMENT THROUGH JANUARY 31, 2015. McCormick asked Trustee Ellison to explain the financial reports. Ellison said he would like this Board to become more educated in regards to the financial reports. He stated that he had worked closely with Cindee Maxwell and Patti Romanelli trying to clean up the balance sheet and produce better financial reports for the board. Ellison stated that his concern was that our earnings were $13,000 and our expenditures were $600,000 for each of the last five years. The $13,000 being the user fees the facility brought in. Ellison said he would really like the board to study the financial reports and in the future look at cost recovery for the Swim Center. Ellison said he would like the board to look at what are the spending limits, is there a cost recovery program and what is the boards guiding principles going forward. Gray stated that Safety and Maintenance has always been top priority. McCormick noted that an outside entity would be coming to the facility to assess all the pool equipment, hoping to have a better idea of maintenance needs in the future. Rigdon expressed that she thought cost recovery really needed to be examined and could be a guiding force moving forward. Ellison stated that when the Swim Center opened the cost recovery was 33% but currently we are at 19%. Ellison urged the board members to look over the financial statements and ask questions to the director. Ellison suggested that the board look at all the rates being charged at the Swim Center. There was not public comment. Motion by Gray, second by Ashbaugh. Motion to approve the general ledger cash balances, expenditures and investment through January 31, 2015 passed unanimously. PRESENTATION ONLY. PRESENTATION BY BRENT HOLDERMAN OF HERITAGE BANK FOR POSSIBLE INVESTMENT OPTIONS AND BANKING SERVICES FOR THE DISTRICT. NO ACTION WILL BE TAKEN.
Brent Holderman stated that he had reviewed all of our financial accounts. Heritage Bank is capable to comparable to what Wells Fargo offers us. It was his option that Wells Fargo was providing us with great rates on our CD s and various accounts. Heritage Bank would not be able to beat the rates Wells Fargo offers us, but he would be able to offer the same. The plus side of using Heritage Bank is that it is a local bank. Public comment was not taken. FOR POSSIBLE ACTION. DISCUSSION ON WHETHER TRUSTEE MONTHLY STIPENDS ARE TO BE PAID AS A MONTHLY AMOUNT OR FOR ATTENDANCE ONLY. McCormick asked Baugh to explain the PERS stipends. Baugh explained how PERS works for board members and attendance. Baugh stated that the board of trustees have a choice whether they would like to become a member of PERS (Public Employees Retirement System) and be paid as a monthly stipend or stay being paid for attendance and not be a member of PERS. If the board member chooses the stipend and be in PERS they would only be able to choose company which would cost the Swim Center 25% of their pay. Currently, due to the fact that board members are not a part of PERS they are only paid when they attend a board meeting. McCormick explained that attendance is counted if attending the meeting or if a Trustee calls on the phone into the meeting. There was no public comment. Ellison made a motion to leave the decision to join PERS up to each individual board member and whatever they chose would be for the entire elected term, a second by, Gray, and was unanimously approved. PRESENTATION ONLY UPDATE ON THE STATUS OF A MASTER PLAN FOR THE SWIM CENTER AND POSSIBLE OPTIONS. THERE WILL BE NO ACTION TAKEN ON THIS MATTER BUT STAFF MAY BE GIVEN DIRECTION HOW TO PROCEED. Harris stated that she and Ellison had been in contact with various companies regarding the master plan for the Swim Center. There are two companies able to assist the Swim Center with a Master Plan. Councilmen & Hunsaker and also Wood Rogers. Wood Rogers recently helped Douglas County with their master planning in Johnson Lane. Harris stated that there were three areas the master plan would focus on. 1. Facility Inventory 2. Market Analysis 3. Future Development. Wood Rogers would partner with Aquatic Design. Aquatic Design is a company we have partnered with previously and Rigdon has been in contact with them and they will be providing us with the Facility Inventory. Ashbaugh was in favor of the Swim Center being proactive rather than being reactive. Maintenance is working with Rigdon on producing a report to look at machines, pumps and other equipment and their longevity. Ellison asked the board to comment on whether to use or not use Aquatic Design. Gray stated that as long as Aquatic Design was reasonable in price he was in favor. McCormick was also in favor of using Aquatic Design and he suggested that as a board they work together in developing the master plan. Schnock from the public stated that the swim center over the years has made many improvements under capital outlay and encouraged the board to consider raising the fees.
There was not action taken. FOR POSSIBLE ACTION. DISCUSSION ON APPROVAL OF AN EMPLOYEE-INITIATED RETIREMENT CREDIT BUYOUT REQUEST BY POOL DIRECTOR LINDA RIGDON FOR THE PERIOD BEGINNING APRIL 4, 2015 THROUGH DECEMBER 31, 2015 IN AN AMOUNT NOT TO EXCEED $18,000. IF APPROVED, RIGDON WILL SUBMIT HER RESIGNATION EFFECTIVE APRIL 4, 2015. McCormick expressed that Rigdon has served the pool for 26 years and has done a great job. McCormick stated that this buyout was not due to poor job performance rather the buyout was for positive reasons. The PERS buyout would not exceed $18,000. Gray stated that by buying Rigdon out the pool would come out ahead financially because her predecessor would be hired at a lower salary. McCormick praised Rigdon for her years of knowledge and her dedication to the swim center. Ashbaugh and Petrick-Sullivan were both in support of the buyout. Public comment from Kim Borzinner stated that when the pool was built it was such a fantastic community gathering place and that she was so proud of her mother for what she was able to accomplish at the swim center. Carl Schnock stated the board should consider contracting with Rigdon for consulting services. Motion made by Gray, to buyout Rigdon from April 4, 2015 December 31, 2015, in the amount not to exceed $18,000, it was second by Ashbaugh, and unanimously approved. FOR POSSIBLE ACTION. DISCUSSION ON APPROVAL OF RESOLUTION NO. 2015-001, ESTABLISHING THE BOARD OF TRUSTEES CONDUCT AND PROCEDURES. McCormick explained that Resolution NO. 2015-001, was the Conduct and Procedures document used to explain the role of the Board and Staff in managing the District and that the document was modeled on other similar documents for public boards. Gray agreed with using it, Petrick- Sullivan praised the document, Ashbaugh also agreed with implementing it. Ellison stated that the document strongly urges the board to work together in solving problems without involving an attorney. Public Comment: Mike Freeman suggested having Pool Pact review the document. Motion made by Gray to approve Resolution NO. 2015-001, and the second by Ellison. The Resolution was unanimously approved. FOR POSSIBLE ACTION. DISCUSSION ON DESIGNATING THE THIRD THURSDAY OF EACH MONTH AT 8:30AM FOR THE BOARD MEETING. McCormick presented this item as establishing a set date so that Trustees and staff could plan accordingly. There was no public comment. Motion made by Gray, to designate the third Thursday of each month at 8:30AM for the Board Meeting, and a second by Ellison, and was unanimously approved. PRESENTATION ONLY. REPORTS FROM SWIM CENTER DIRECTOR AND ASSISTANT DIRECTOR.
Master Plan. Rigdon stated that part of the master plan needed to include the roof and that she has called in a structural engineer to assess the roof. Outdoor Pool. Rigdon stated that it was still too cold to open the outdoor pool and that she would watch the weather reports to determine its opening. Advertising. Rigdon explained that the Record Courier yearly Almanac always provided the Swim Center with a ½ page advertisement but this year they would be providing us with a fullpage back cover for the same price as the ½ page. Personnel Manuals. Rigdon presented the board with the new personnel manuals for their review. The manual is the District s policies and procedures. Michele Baugh has been working on the manual and has consulted with Pool Pact. Rigdon requested that the board take them home and read and be ready to discuss at the next board meeting. Lifeguard Activity Report. Harris presented the lifeguard activity report and gave a brief explanation of it. Ellison asked what the difference was between minor and major first-aid. Gray stated that anytime oxygen was administered it should be major medical. Harris said she would do some research because at this time the Swim Center does not classify oxygen under major first-aid. Harris stated that Ben Browning had been promoted from Sr. Lifeguard to Supervisor and that the center currently has three supervisors and two Sr. Lifeguards which are all EMT s. Harris reported that all the supervisors, senior guards and maintenance staff were officially Certified Pool Operators. Gray stated that the swim center currently has three instructors on staff. Rigdon is an EMT instructor and Robert Maxwell is a Certified Pool Operator instructor and Jan Lindsey is a Water Aerobics instructor. McCormick praised Gray for implementing the EMT program at the swim center. Harris stated there was a scheduled training with Pool Pact for all the supervisors on interviewing skills and Harris stated that she would like to see the supervisors take on more responsibility such as interviewing, discipline and mentoring. Harris said the DHS Aquatic classes were being taught by all the three supervisors and many of the summer lifeguards are hired from that class. Interviews for lifeguards will be starting at the end of March. Ellison inquired about how the skill level of the aquatic class compared to that of the lifeguard class students. Rigdon stated that there was no difference, both classes produced excellent candidates. Harris stated the Douglas High School dive and swim teams were now practicing at the Swim Center. Rigdon stated that all swim meets were scheduled during the AM hours and would be finished by noon. Harris stated that all swim levels were being taught at this time and swim lessons were going well. The Swim Center will be participating at the Senior Health Fair. C.C. Meneley also held a Community Education Night and Ben Browning and Cody Funk were there to represent the Swim Center. Ellison asked for an explanation on what a swim rescue was, Harris explained that anytime a lifeguard has to enter the pool to assist a swimmer it is classified as a swim rescue. Public Comment was not taken.
REVIEW OF AGENDA & DATE OF NEXT BOARD MEETING The Board of Trustees will hold its next regular meeting on Thursday March 19, 2015 held at the CVSC in Minden, NV at 8:30 AM. Upon motion by Gray, second by Petrick-Sullivan, the meeting adjourned at 11:00 AM.