REGULAR MEETING January 26, 2006

Call to Order – Meeting was called to order at 5:07 PM.

Quorum – Board members present: Bob Clonch, Donna Sanders, Frank Scafella, Ron Justice, Edward Cordwell, Greg Good. Not present: Denver Allen. Staff present: Mark Wise, Ralph LaRue, Denise White, Melissa Burch.

Minutes – December minutes stood as presented.

Delegations and Guests – Two individuals from the Youth Commission and an individual from the WVU School of Journalism were present to observe the meeting.

Correspondence – The Board reviewed correspondence.

President Scafella indicated that prior to reviewing reports he would request moving item K on New Business to the front of the New Business listed on the agenda, due to the fact that Ron Justice would have to leave the BOPARC meeting at 7:00 PM to attend a special MPO meeting. Director Wise noted the placement on New Business.

Staff Reports – Ralph LaRue gave an overview of the recent Metropolitan Theatre Air Conditioning Project bids. The low bid, which was received from Suburban Plumbing and Heating, came in at $290,000. Ralph noted that as part of the project, the air conditioning unit would need ordered. This project was item G under New Business on the agenda. Edward Cordwell made a motion and Ron Justice seconded to accept the low bid and order the unit. Motion passed unanimously. Ralph also reported that the Wiles Hill Gym is now empty and the heaters would need replaced since they cannot be repaired. This would make the gym ready for rental and was listed as item B under New Business on the agenda. Mr. LaRue then described some redesign issues related to ADA accessibility and reviewed chair lifts that could be purchased and installed in-house. He described the chair lifts from an operational standpoint. Ron Justice motioned to proceed with the heater replacement and the purchase of the chair lifts. Greg Good seconded the motion. The motion passed unanimously. Ron suggested that the Athletic Manager, Gordon Shilling, design an in-house plan as to what the gym would be most useful for from an activity standpoint. Mr. LaRue then discussed the tennis court bid, which was listed as item F under New Business. He reported that the tennis court low bid was approximately $21,000 and was from Miller Seal Coating and Striping out of Fairmont, WV. Greg Good motioned and Ed Cordwell seconded to accept the low bid and award the contract to Miller’s. Motion passed unanimously. Greg Good requested that Mr. LaRue attempt to secure a quote for the same at Krepps courts. Other staff answered questions from the Board about their reports as necessary.

Director’s Report – Mr. Wise updated the Board on daily activities at Dorsey Knob Lodge and Park, indicating that there are many people calling for tours of the Lodge and interest seems to be increasing. There is one naming opportunity remaining at the Lodge, due to the promise of two more contributions from two different families. These families were recent renters of the facility. Each family has pledged $2500, one for assistance with the basement and one for one of the remaining first floor rooms. Mr. Wise also reported on the development of a request for proposals for a management contract on the Lodge. He will keep the Board updated on this project and the Board will approve the RFP prior to publication. Additional topics related to Dorsey Knob were progress on the deck design, which is still in the planning process, and the easement issues related to a second entrance into the park. Mr. Wise then reported on the Met Theatre, where an Activity Committee is being formed to contribute ideas and rental possibilities for the Met. The Board of Education has also been approached about adding use of the Met to their yearly schedule for school groups, practices, performances, etc. Lastly, Mr. Wise reviewed for the Board the Proclamation that City Clerk Linda Little forward for the service of Dr. Jacob Seitz. This proclamation will be presented in early March if that date is acceptable to Mrs. Seitz. Bob Clonch also suggested that plaque be presented for Morgantown High School as well. The remaining Board members agreed.

Financial Report – Denise White presented the Financial Report, mentioning specifically that the City’s accounting system is a modified accrual system in which they report all expenses as they are incurred but revenue is not reported until it is received. She informed the Board that the City of Morgantown’s 2005 audit had been completed and would be released soon. Specifically related to BOPARC, the audit dictated that she adjust two items, the first being a “prepaid lease” listed on page 2 of the BOPARC Financial Report in the amount of $33,750 for 9 years of use of the sports floor at the Ice Arena. The second item, listed on page 1 of the BOPARC Report was for “other receivables” and is what is still due from one of the donors contributing to the sports floor. This amount is $7,500. She also reported there is $57,000 in the money market account, the majority of which comes from Hotel/Motel allocations. Ed Cordwell moved and Bob Clonch seconded to approve the Financial Report. Motion passed unanimously.

OLD BUSINESS

Designate July Parks & Recreation Month – Director Wise gave the Board copies of the National Recreation & Park Association’s calendar of events for National Recreation & Park month in July. He requested that if Board members had ideas for this celebration they bring them to the next meeting.

NEW BUSINESS

Quality of Life Program Capital List – Director Wise added one item to the equipment portion for an additional $8,000. This item is a cleaning tool for the sports floor at the Ice Arena. Bob Clonch inquired as to an equipment maintenance schedule and Director Wise advised that the capital improvement fund from two years prior had went to Dorsey Knob and this year had to be used for roofing projects due to the poor condition of those areas in many facilities. Ed Cordwell suggested that there needed to be some sort of storage building for equipment. Ron Justice stressed that the Marilla Center and the staff housing must be the first priority and there was discussion on options for alternate locations for staff and estimated costs for upgrading Marilla Center. The Board directed Mr. Wise to continue to revise the list. A work session was scheduled for Monday to review and continue requested revisions.

Ron Justice left the meeting at 6:50 PM to attend the MPO meeting at City Council Chambers at 7:00 PM.

Engineer for Wiles Hill HVAC – Director Wise requested approval to utilize $11,478 in the Wiles Hill Escrow account for the engineering study for the HVAC with Miller Engineering. Greg Good moved and Donna Sanders seconded a motion to approve the expenditure. Motion passed unanimously.

C. Skate Rental Purchase - Director Wise requested that $5,233 from the Capital Upgrade account be used for new skates for rental. Bob Clonch motioned and Ed Cordwell seconded to approve the expenditure. Motion passed unanimously.

D. Park Sign Design – Director Wise reviewed the proposed new signage for our parks and requested that the Board approve the concept so that he could bid the project. Ed Cordwell motioned and Greg Good seconded the approval of the concept and to bid. Discussion included Director Wise clarifying that the main priority places for the signage will be Marilla Park, Krepps Park, White Park, Dorsey Knob Park and Hazel Ruby McQuain Park. Greg Good suggested that the next phase should be to place similar signage in the smaller parks. Motion passed unanimously.

E. Museum Commission Lease – Director Wise presented an updated lease for the Museum Commission due to the fact that they will be utilizing additional space. Donna Sanders motioned to accept the new lease. Greg Good seconded and motion passed unanimously.

H. Trail Manager Rate Change – Director Wise indicated the Mr. LaRue had requested a rate change for the Trail Manager, who had completed the six month probationary period. The recommended change was to increase from $10 an hour to $11 an hour. Greg good motioned to accept the recommendation as of next pay period. Ed Cordwell seconded and the motion passed unanimously.

I. Senior Center Administrative Assistant Classification Change – Director Wise advised the Board of a request from the Senior Center that their Administrative Assistant be reclassified as full time with benefits, due to the increased availability of workload through the Senior Center and the RSVP department. The Administrative Assistant has been employed at the Senior Center since 2004 and the RSVP department agreed to pick up the cost of the additional hourly rate while the two departments agreed to split the additional personnel costs. Bob Clonch motioned and Greg Good seconded the approval of this request. Motion passed unanimously.

K. Community Liaison Leave of Absence – Director Wise advised the Board of the need to approve a leave of absence for the Community Liaison per the BOPARC Personnel Policies and that the leave would be retroactive. Bob Clonch inquired as to when the leave would be effective. Mel Burch clarified that the leave would have to begin on the first day of the pay period after the employee’s last earned hours, which would have been November 21, 2005. She advised the Board they could approve the leave for six months, meaning the leave would be granted through May 21, 2006. Greg Good motioned and Ed Cordwell seconded approval of the leave of absence. Motion passed unanimously.

L. County Commission Budget Request – Director Wise indicated that he would be making the annual request to the County Commission and planned to request $75,000 for the regular operating budget and $25,000 for the Met Theatre operating budget. No vote necessary.

Adjournment – Ed Cordwell motioned for adjournment of the meeting at 7:07 PM. Meeting adjourned.

Respectfully Submitted,

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Mark Wise, Secretary to the Board

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Frank Scafella, President

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