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Minutes 07/05/2011 16 % 2JU1Y5, 11 A 15 MINUTES OF THE MEETING OF THE COLLIER COUNTY GOLDEN GATE COMMUNITY CENTER ADVISORY BOARD Fiala ---- 111031MMI Hiller CoylONaples, Florida, July 5, 2011 Coyle J c./ Coletta BY: LET IT BE REMEMBERED, that the Collier County Golden Gate Community Center Advisory Board, in and for the County of Collier, having conducted business herein, met on this date at 6:00 PM in a SPECIAL SESSION in Conference Room "D" of the Golden Gate Community Center, 4701 Golden Gate Parkway, Naples, Florida, with the following members present: CHAIRMAN: James Klug III VICE CHAIR: Kaydee Tuff Bill Arthur Darrin Brooks Peggy Harris Misc. Corres: Date: ' ' Item*: \L1 2•AVE C ,ies to: ALSO PRESENT: Commissioner Tom Henning Barry Williams, Parks and Recreation Director Annie Alvarez, Regional Manager III Vickie Wilson, Community Center Supervisor Sherry Pryor, Sr. Management & Budget Analyst 1 Al 161 2 5 Call to Order The meeting was called to order at 6:00 PM by Chairman,James Klug III. II. Attendance—Establish a Quorum A quorum was established. III. Approval of Agenda Bill Arthur moved to approve the July 5, 2011 Agenda as submitted. Second by Darrin Brooks. Motion carried unanimously 5-0. IV. Commissioner Henning meeting with Advisory Board He indicated the Advisory Board had concerns with the Budget/Budget • Process with valid questions that need to be answered. V. Approval of June 6,2011 Minutes Bill Arthur moved to approve the June 21, 2011 Minutes as submitted. Second by Peggy Harris. Motion carried unanimously 5-0. VI. Public Comments None VII. Member Comments Barry Williams addressed the GGCC MSTU Advisory Board and agreed the MSTU's Budget Process is complicated. • February—BCC policy 3% cut was set due to property value decrease • March/April—Department Staff enters data in GovMax to create draft budget. • May—Draft Budget to County Manager for approval. • June—Draft Budget to Advisory Board for approval. • July—Advisory Board sets millage rate. • September—Budget and millage rate submitted for BCC approval. Barry Williams welcomed James Klug to participate in the Budget Process and offered an Advisory Board Budget Workshop in March. James Klug expressed interest in being involved when budget decisions are made and prior to entering data in the GovMax stage. Annie Alvarez stated the MSTU's property values are available after June 1. Staff need the property values to complete the GGCC MSTU's draft budget. She reports the MSTU's budget status every month. • Revenue, Personal Services, Expenses and Operating Budget • Overall Report at the end of the fiscal year and the beginning of the year. • Informs Advisory Board of future possible cuts and other issues. 2 16I ZE A if • July 5 2011' ` 1 5 • Staff has been directed by the Advisory Board on all Capital Items. Jim Klug commended the Staff for all their cooperation in aiding him to understand the complicated budget. He noted the Advisory Board approved the budget prior to property value adjustments. The adjusted draft budget will require approval from the Advisory Board prior to submission to the BCC for their approval. He clarified the Capital Outlay account includes the funds to resurface the playground and ask what is the advantage of deferring$30,000 FY2011 to 2012 Budget. Sherry Pryor responded if the $30,000 is not spent this year,the funds will go into the Carry Forward account, which will be money that does not have to be raised FY2012. She asked for direction from the Advisory Board on which account the $30,000 and $13,600 should be transferred to and if the MSTU wants to keep the Millage rate at .1990. It was noted the Advisory Board has until September to make final recommendations on the millage rate. Discussion was made on the transfer of funds FY2011 to FY2012 and to an account most flexible to access funds when necessary. It was decided to direct Staff to transfer funds to the Contingency Fund. Ed Rogan - GG Civic Association inquired on the type of resurfacing to be installed on the playground. He stated there was a need for a shade structure for the playground, especially during the summer. Barry Williams responded the playground's special rubberize surface is expensive and ADA accessible. Annie Alvarez stated the Staff has researched shade structures and has received a quote for $120,000 - $150,000. Staff is working on a matching Grant opportunity. Jim Klug reviewed the "FY2011 Prior Year and FY2012 Current Year CAP for Fund 130"—An Indirect Cost by Line Item. (See attached) Sheryl Pryor noted this report was drafted by a hired Consultant and is based on FY2010 actual expenditures and actual statistical data of use. He compared the percentile differences on line items and asked several questions. Staff indicated the Ad Valorem on the report was incorrect and has since been adjusted. Sherry Pryor assured the Advisory Board there was no duplicated Indirect Cost line items within the budget expenditures. Commissioner Henning asked Staff what GGCC charges for Wheels participants living within and out of the MSTU District and what is the Center's benefit for the MSTU. 3 161 2 ' k.. 15 Pi July 5, 2011 Jim Klug responded the Advisory Board has that same concern and will address the issue in the near future. Darrin Brooks left at 7:00 pm. Staff will have Ilonka Washburn research what indirect costs are covered under the $193,915 - Facilities Management account. Further discussion was made on holding a Budget Workshop in March, before data input into GovMax. Staff will bring the Indirect Cost Book for the Board to review. Annie Alvarez suggested the Advisory Board review the GGCC Fee Policy and make change recommendations to be submitted to the BCC for approval. Vickie Wilson distributed"Wheels Skate & BMX Park Membership Status per Zip Code—Active Memberships" and "Wheels Skate BMX Park FY2011 Expenses"reports. (See attached) Jim Klug reviewed the reports revenue and expenses for Wheels. He was concerned the facility is operating at a large loss. Annie Alvarez stated revenue from room, amphitheatre and green space was not included in the revenue report. She also voiced concerns and reported cuts in Staff and Staff hours,plus the cross training for the facility. Kaydee Tuff suggested additional County wide promotional efforts to advertise Wheels in lieu of raising the fee structure. Jim Klug suggested Staff research the square footage on all the GGCC facilities to attain the actual percentage on County/MSTU split. Barry Williams noted the 60/40 MSTU split was a verbal agreement and not covered in the Ordinance. Discussion was ensued on how the Carry Forward has been increased by not filling the positions and the importance of filling the 2-vacant positions. The Board directed Staff to fill the positions by October 1St. Staff will make the request recommendation to fill the positions for October 1St. A suggestion was made to use Job Bank Employees as a possible resource. There being no further business for the good of the County,the meeting was adjourned by order of the Chair at 7:50 PM. COLLIER COUNTY GOLDEN GATE COMMUNITY CENTER ADVISORY BOARD 4 • • . , . 16L u15201 A, r �1 Y A kdHa1rrnan These Minutes were approved by the Committee/Board on j"--Z if—if , as presented X or as amended . 5