Centre Region Parks & Recreation Board / Centre Regional Recreation Authority
Approved Minutes of Regular Meeting
Thursday, 17 Jun 08 at the Millbrook Marsh Nature Center Barn (rescheduled from 12 Jun 08)

I.         CALL TO ORDER and ROLL CALL

Chair Sue Mascolo called the meeting to order at 12:15 P.M.

Board members attending (6 of 6):  Sue Mascolo, Roy Harpster, Donna Conway, Kathy Matason, Chris Hurley, Dr. Donna Ricketts

Staff:    Director Ronald J. Woodhead, Recreation Supervisor Programs & Special Events Beth Lee, Recreation Supervisor - Nature Center Molly Hetrick, Aquatics Supervisor Todd Roth, Parks Supervisor Greg Roth, Senior Center Director Barbara Lindenbaum, Office Manager Diane Ishler.

Guests: Megan Hutchinson, CRPR summer intern; Alan Popovich, Architect; Terry Williams, Solicitor; Jim Pawelczyk, Swim Team Parent’s Group representative.

II.       COMMENTS FROM THE PUBLIC - none

III.      APPROVAL OF MINUTES

The minutes of the May meeting were approved as revised on a motion by Ms. Conway and seconded by Dr. Ricketts. All in favor. The revision was with respect to Mr. Hurley’s comments under the Patton Township report to “He also reported they discussed the possibility of an easement from Penn State for foot access to the back side of the Bernel Road parklands.”

IV.      ACTION ON VOUCHERS

The vouchers for May were approved on a motion by Ms. Conway and seconded by Mr. Hurley. All in favor. Mr. Hurley asked for an explanation of the purchasing procedures and Mr. Woodhead replied that we follow the established COG Purchasing Policies and state laws that are specified depending on the dollar value of the purchase.

Ms. Mascolo asked that we move to Item VIII B on the agenda...

Park Forest Pool Construction - Mr. Woodhead reviewed the bid process for the Park Forest Pool Renewal: Upon approval by PA DCNR a Notice to Bidders was issued on 12 May 08 with a bid opening date of 12 Jun 08. Several bidders requested the bid opening date be extended, and it was extended until 17 Jun 08. He explained that there were four contracts for bid and asked the Board members to look at all the details of each of the bid types separately, then look at the big picture. He explained that using these bids, the project could be completed within the approved budget. He then turned the presentation over to Alan Popovich, the project architect.

Mr. Popovich went over the four types of contracts provided: General Contractor, Plumbing, Electrical and Swimming Pool Contractors. There were 20 contractors who paid to pick up the bid requirements. A summary sheet of all four contracts were distributed. Mr. Popovich then went over the bids for each contract:

General Contract Low bid was from Mid-State Construction, Inc. with a base bid of $1,089,000, with recommended alternates of:

                        ■ G-1 for 6' instead of 8' chainlink perimeter fence deduct of $4,900);

                        ■ G-3 Pavilion Roof (shingles instead of metal) deduct of $7,000;

                        ■ G-4 Bathhouse Roof (shingles instead of metal) deduct of $65,000.

                        Total of General Contract $1,012,100.

                        Alternates not chosen included:

                        ○ G-2 Leisure Park (trail) add $15,800;

      ○ G-5 Ceramic Tile add $13,200;

                        ○ G-6 HDPE Toilet Partitions add $25,000;

                        ○ G-7 HDPE Benches add $22,000.

Plumbing Contract Low responsible bid was Goodco Mechanical, Inc. with a base bid of $193,900 with no alternates. The lowest bid was Montgomery Brothers Plumbing & Heating, but on the advise of Solicitor Terry Williams, this bid was declared non-conforming due to the contractor submitting a Bid Bond from an “A-“ rated bonding firm.

Electrical Contract Low bid was Mountainside Electric with a base bid of $175,136 with recommended alternates of:

                        ■ E-2 Simplified Lighting Controls deduct of $3,636

                        ■ E-3 Sound System Hardware deduct of $3,733

                        for a total contract of $167,767.

                        Alternates not chosen included:

                        ○ E-1 Leisure Park electrical work add $5,000.

Swimming Pool Contract Low bid was Stoneridge, Inc. with base bid of $1,466,800 with recommended alternates:

                          ■ SP-3 add of $12,000 (for starting blocks) for a total bid of $1,478,800.

                          Alternates not chosen:

                          ○ SP-1 Recreation Amenities add $30,000;

                          ○ SP-2 UV Filter add $30,000; and

                          ○ SP-4 Drop Slide deduct $218,000.

Mr. Popovich explained that the contracts could be written to allow extra time to decide about some of the alternates. If extra money becomes available to allow the acceptance of some of the alternates, they could be approved at a future time. Those alternates specifically discussed were the metal roof, the UV Filter for the wading pool, the additional ceramic tile, and the drop slide. After discussion about the alternates, Mr. Popovich reviewed the Summary of Contracts explaining the hard construction costs as well as the indirect soft costs. Allowing a 2% construction contingency and accepting the recommended alternates as stated, the total project is $3,200,000, which is at the allowable project cost authorized by the COG General Forum.

Mr. Terry Williams, the COG Solicitor, told the Board members that there are two actions they should make:

1) officially waive the non-collusion bid requirement for Stoneridge, Inc. since it was supplied the same day. 2) request the pool consultants provide a written opinion that the swimming pool portion of the project can be completed within the base bid amount of $1,466,800 (which was later obtained by Mr. Popovich).

1) Ms. Matason moved that the Authority accept the bid for the General Construction from Mid-State Construction, Inc. in the amount of $1,012,100 including the specified add / deduct alternates, and authorize the Officers to execute the contract documents pending the approval of Solicitor Williams and PA DCNR. Mr. Harpster seconded. All in favor.

2) Mr. Hurley moved that the Authority accept the bid for the Plumbing contract from Goodco Mechanical, Inc. in the total amount of $193,900 and authorize the Officers to execute the contract documents pending the approval of Solicitor Williams and PA DCNR. Ms. Ricketts seconded. All in favor.

3) Mr. Harpster moved that the Authority accept the bid for the Electrical contract from Mountainside Electric in the total amount of $167,767 including the specified deduct alternates, and authorize the Officers to execute the contract documents pending the approval of Solicitor Williams and PA DCNR. Ms. Matason seconded. All in favor.

4) As recommended by Solicitor Williams, Mr. Hurley moved that the Authority waive the bid condition of the non-collusion affidavit being included with the bid from Stoneridge, Inc. since it was received in a timely manner (on the day of the bid opening). Ms. Matason seconded. All in favor.

5) Ms. Conway moved that the Authority accept the bid for the Swimming Pool contract from Stoneridge, Inc. in the total amount of $1,478,800 including the specified add alternate and authorize the Officers to execute the contract documents pending the approval of Solicitor Williams and PA DCNR. The approval would also be contingent upon the receipt of a written opinion from HP Architects and Counsilman Hunsaker that based on their analysis of the information, the swimming pool project could be successfully completed at the bid price. Mr. Hurley seconded. All in favor. (That recommendation was later provided by the consultants.)

Mr. Harpster suggested that since August 3 was going to be the last day for the old Park Forest Pool, we sponsor a “Park Forest Pool Day.” Therefore he moved to authorize Sunday, August 3, as a “Free Admission Day” at Park Forest Pool. Ms. Conway seconded. All in favor.

The Board then returned to the scheduled agenda.

V.        COMMITTEE REPORTS

Millbrook Marsh Nature Center Advisory Committee - Mr. Woodhead referred to the copies of letters concerning the release of the $1.25 million approved in the State Budget as a line item in 2003. Mr. Woodhead also indicated that it is necessary for the staff, the Advisory Committee, and the Authority to evaluate the efforts and donations to date, and to then consider the various options to move forward.

COG Ad Hoc Regional Park Committee - Mr. Woodhead related that the Ad Hoc Committee met on 16 May 08 and established a recommendation to the COG General Forum for the 2009 funding amounts for regional parks. They also discussed the Oak Hall Parkland MSP process, meetings and unit voting when required. He also referred to the Ad Hoc Regional Park Committee task summary that identifies continuing tasks of the committee, as listed in the agenda.

Municipal Boards & Committees: Issues & Updates by Board Members

- Patton Twp. Rec. Advisory Committee: Mr. Hurley reported that Patton Township had their park tour on 20 May 08; he expressed thanks to Parks Supervisor Greg Roth. Mr. Hurley displayed and discussed the concepts of the Master Site Plan of the final phase for Circleville Park, as prepared by Patton Township.

- Borough of State College: Ms. Conway reported that the Borough discussed the Oak Hall parklands and she felt it was a positive discussion.

- Harris Twp. Park & Recreation Committee:. Mr. Harpster reported that Harris Township held their “Blue Spring Park Day” and it was very successful, even with the rain that day.

- Ferguson Township: Ms. Mascolo reported they are continuing to work on updated their Parks, Recreation and Open Space Plan, along with their 5-year Capital Improvement Budget..

- College Twp. Parks & Recreation Committee: Ms. Matason stated that College Township had their annual Park Tour last night (16 Jun 08).

- State College Area School District: No report

VI.      STAFF REPORTS

Mr. Woodhead introduced Megan Hutchinson, the CRPR summer intern. Her major project is going to be a PowerPoint presentation that CRPR can show at Volunteer Fairs and other special events.

May 2008 Activity Report - There was nothing to add to the report as distributed.

Volunteer Days “Thank you” letter to the CDT - Mr. Woodhead distributed a copy of the letter that was sent to the CDT thanking all those who helped during volunteer days in the various parks.

Active.Net service update: A letter from Active.Net was distributed regarding the agreement that no service fees be charged for donations or grant amounts entered by office staff. Until their software is updated with that provision, those service fees will be fully refunded annually.

Winter/Spring 2008 Program Report: Copies of the Winter/spring 2008 Program Report were distributed. Mr. Woodhead referred to the many programs offered by CRPR, including new activities.

2009 Budget Process: “The Program Plan” - The 2008 Program Plan has been prepared and copies will be provided to the Authority when the revisions are approved by the COG Administration Office.

Park Forest Pool Reciprocal Parking Agreement - Mr. Woodhead reported that we have received the signed, recorded version of the Park Forest Pool Reciprocal Parking Agreement. Ms. Mascolo asked if we had heard anything more about the Welch parking agreement. Mr. Woodhead indicated that he had received a call asking the Authority and the Ad Hoc Committee to attend the 14 July 08 State College Area School District, School Board Meeting as the shared parking issue for Welch Pool would be back on their agenda. It was also indicated their Board is interested in team changing rooms.

Supervisor Highlights:

Greg Roth, Park Supervisor - Mr. Roth related that the battle with Gypsy moths is about over. Mr. Harpster asked about certain Elm trees in Harris Township. Mr. Roth indicated that his crew would take of removing the dead Elm Trees in the parks, but those specifically mentioned are not on park property.

Todd Roth, Aquatics Supervisor - Mr. T. Roth distributed the new Photo ID card to be used as pool passes (“CRPR RecCard”) this year. He related that the sale of pool passes is a little low but attendance is good. The lessons are doing well; however, two sessions of lessons at the High School natatorium were cancelled due to the closure of the pool in July and August for roof work by the School District. He indicated he was looking at the possibility of evening classes at the outside pools, but there is not sufficient room for both lessons and general swim. The first family fun night is tomorrow (18 Jun 08) at Welch Pool (Disco Night).

Barbara Lindenbaum, Senior Center Director - The Senior Games are doing well. This year a third bowling alley as added (Moshannon Valley Super Bowl in Philipsburg) with 40 participants.

Molly Hetrick, Recreation Supervisor for the Nature Center - The spring programs, including the school groups, are finishing and summer camps are beginning with Canoe Camp, then Fly Fishing Camp, then warm water Bass Flyfishing Camp, with a second Canoe Camp and the annual Wetlands Camp to come.

Megan Hutchinson, Intern - reporting for Jeff Hall, Recreation Supervisor - Sports and Fitness - The Girl’s Softball League is finished; there were 110 participants in the Start Smart programs, 24 in tennis and 18 in Volleyball. There were also 14 Adult Softball League teams, plus track meets, etc.

Beth Lee, Recreation Supervisor - Programs & Special Events - Camps will begin next week (23 Jun 08). Due to the increased fuel prices, a $5 Trip Surcharge was instituted on those camp trips that were out of the area; the participants were notified by email. She is also promoting programs through various media.

VII.COMMUNICATIONS

Mr. Woodhead reviewed the complaint (via email) from Mr. Stephen Hilton that was distributed with the Board meeting packets regarding the long-standing practice of the 15-minute “Youth Rest Period / Adult Swim Times” held daily at each pool at 2, 3 and 4 PM.. The complaint was that reduced fees should be provided for the “Regular Admissions” rates (for ages 11+) since those age 15 and under could not use the pools during those times. It was indicated that this complaint could be considered as the rate schedules for the renewed pools are revised.

VIII.   ACTION ITEMS

A. Pool Renewal Funding Process - Mr. Woodhead explained the necessity of modifying the procedures for transferring funds as needed from the Pool Loan Fund to the Pool Construction Fund. Solicitor Williams has approved this modification as proposed by Jersey Shore State Bank and the State College Borough Finance Department. Staff recommended approval so as to more effectively manage the loan fund and the Pools Capital Fund. Mr. Harpster moved that:

1.Either Mr. Michael Groff, State College Borough Finance Director, or Ms. Norma Crater, State College Borough Accounting Supervisor are hereby authorized, on behalf of the Authority, to direct Jersey Shore State Bank (the "Bank") to draw-down available Loan proceeds, and direct Bank to disburse such proceeds, either by Cashiers Check or by wire transfer, to the recipient bank account for Centre Region Parks and Recreation at Citizen's Bank (Acct. #610001-221-2), and to incur, on behalf of the Authority, any costs associated therewith;

2.As part of the transfer process, those same individuals are authorized to execute, on behalf of the Authority, the following Bank documents: (1) Wire Transfer Agreement; (2) Wire Transfer Agreement Addendum; (3) Wire Transfer Security Procedures; (4) Wire Transfer Request Forms; and (5) any and all other documents related thereto, as directed by Bank.

3.The State College Borough Finance Department will then provide within 24 hours a copy of each transfer request to the Director of Parks and Recreation or his designee.

            Ms. Matason seconded. All in favor.

            B. Park Forest Pool Construction - see previous part of minutes.

IV.      INFORMATION ITEMS

A. Welch Pool Renewal - Master Site Plan - As reported earlier in these minutes, the State College Area School Board has invited the Authority and Ad Hoc to their school board meeting on 14 July 08 to reconvene discussion on the Welch parking, which is an important part of the Welch Master Site Plan.

            B. Regional Park Updates - Mr. Woodhead

Whitehall Road Parkland Acquisition - The Whitehall Rd. Parkland is now owned by COG and Ferguson Township. The closing took place on 30 May 08.

Oak Hall Parkland - Master Site Plan - The first planning meeting of Pashek and Associates, the Authority, and Ad Hoc Regional Park Committee took place on Mon. 16 Jun 08 at 12:15 pm in the COG Forum Room. Another meeting will be scheduled soon.

X.        ADJOURNMENT

There being no further business the meeting was adjourned on a motion by Ms. Matason and seconded by Ms. Ricketts. All in favor.

THE NEXT REGULAR MEETING has been scheduled for
Thursday, 10 July 08, 12:15 PM, at Tudek Park

These minutes were approved (with revisions) at the Board meeting on 10 Jul 08.
They will now be distributed to Municipal Managers, SCASD and posted on the CRPR website.

Meeting summary prepared by Diane Ishler, CRPR Office Manager