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HomeMy WebLinkAbout2-12 & 2-13 2021 Fall & Winter Retreat 1 February 12-13, 2021 IREDELL COUNTY BOARD OF COMMISSIONERS SPECIAL MEETING MINUTES Fall & Winter Retreat February 12-13, 2021 The Iredell County Board of Commissioners met on Friday and Saturday, February 12 & 13, 2021 at the Iredell County Cooperative Extension. Friday, February 12, 2021 8am Board Members Present Chairman James B. Mallory III Vice Chair Melissa Neader Scottie Brown Gene Houpe Board Members Participating Remotely Marvin Norman Staff present: County Manager Beth Jones, Deputy County Manager Susan Robertson, Assistant County Manager Joe Pierce, Finance Director Deb Cheek, Analysist Caroline Taylor, County Attorney Lisa Valdez, and Clerk to the Board Amy Anderson. CALL TO ORDER: Chairman James Mallory called the meeting to order. EnerGov Software Presentation – Building Standards Director Robby Wilkinson explained that in 2016, Building Standards chose Sunguard Software to develop online permitting, create a better citizen experience, develop workflows, collaboration among departments and municipalities, and track data for economic development. Prior to implementation, the company was acquired by different companies and ultimately became Trakit. Building Standards has experienced numerous challenges with the company. Unfortunately, Trakit over promised and underdelivered their products. The department has been unable to successfully gain full use of the software which prevents achievement of departmental goals, and are still running parallel systems. The department is also unable to install upgrades which makes system susceptible to cyber attacks. Wilkerson covered pros and cons of the following vendors: Citizenserve, CityView, GovPilot, and EnerGov. Wilkerson explained that of those, EnerGov satisfies the department’s business rules, will provide the workflow process, and is more user friendly, and there are discounts involved. EnerGov software is a Tyler Technology Product and this will enable seamless integration with Tyler Munis, Cashiering, Content Manager, HUB, and GIS. The County has an ongoing relationship with Tyler Technology. Tyler has 30 plus year of public sector experience. The development, implementation, and all of the support is handled by Tyler employees. The company has over 30 governmental customers in NC and SC. Wilkerson said moving to EnerGov will not only save money, but will also create a more cohesive working software system with seamless integration for both staff and end users. 2 February 12-13, 2021 Wilkerson said goals have been put in place to prevent failure. A collaborative team has been established with will have weekly meetings. The County’s Information Technologies department will be involved in the entire process. Wilkerson provided the following cost comparison. Chairman Mallory asked for the current contractual obligations with Trakit. Wilkerson said the County is in contract until August 2022. If it is decided to proceed with Tyler, there will be a 12 to 18-month implementation process. Chairman Mallory asked if the implementation will be more seamless than before. Wilkerson said the County has been a customer of Tyler Technology for more than 25 years. Wilkerson noted having IT’s support is imperative through the implementation. The previous team who acquired Trakit wanted to manage their own product. Chairman Mallory recalled a prior issue with Munis. Deputy County Manager Susan Robertson added the Finance Department uses the Tyler Technology product Munis. Finance Director Deb Cheek said the Finance Department is now able to scan documents and all data is stored in house. Munis meets the department’s need. There are times where staff needs to enter the data into another program to get a different financial statement. However, Tyler Technologies, who owns Munis, has a Energov as a developmental software. The County was trying to get Munis to work in Development Services and it was not crafted for that. That is when staff looked and went with Trakit. County Manager Beth Jones explained that Munis is an amazing piece of software for finance. The issue was the County was using a component of Munis in Development Services and that was not their specialty. Commissioner Houpe asked the price of Energov. 3 February 12-13, 2021 Wilkerson provided the following cost comparison. MOTION by Commissioner Houpe to approve budget amendment 37 to appropriate fund balance for software purchase for Building Standards. VOTING: Ayes – 5; Nays – 0 Community Paramedic/Peer Support Specialist – EMS Director Blair Richey gave an update on the Community Paramedic/Peer Support Specialist Programs. The Peer Support Specialist program helps individuals and their families who are struggling with Substance Abuse Disorder identify strengths, support systems, and resources to improve their quality of life. The program works with numerous agencies within the County to reach the community. Richey outlined the number of contacts the program made in 2020. The program made contact with 121 patients; distributed 206 doses of Naloxone; distributed140 Fentanyl test strips, and 4,022 resource materials were handed out. Richey said the Community Paramedic Program adapted to the COVID-19 restrictions. The program worked with other agencies to distribute backpacks for the homeless and others in unfortunate circumstances. The program offered tele-visits when possible. The referral program created for paramedics to help identify candidates in a more efficient and electronic manner. Library Funding Personnel Human Resources Director Sandra Gregory 4 February 12-13, 2021 Parks & Recreation Athletics Discussion Parks and Recreation Director Michelle Hepler provided a detailed background of the department. 5 February 12-13, 2021 6 February 12-13, 2021 7 February 12-13, 2021 8 February 12-13, 2021 9 February 12-13, 2021 10 February 12-13, 2021 11 February 12-13, 2021 Chairman Mallory asked, “When you say began offering youth athletics, what did that encompass. There are youth associations and I understand they did a lot of work, and raised money.” Hepler said, “Even as far back in 1975, there was an athletic association by the name of ICYAA, a nonprofit association. They were providing sports like football, cheer, basketball, but not soccer or baseball.” The Parks & Rec department delivered these programs through our department.” Chairman Mallory said, “So it was Iredell County employees doing…not an association.” Hepler said, “There was one other association doing that.” Hepler said, “In 2009, we began to receive input and feedback from a number of athletic association representatives asking for oversight of the non -profit organizations providing sports. 12 February 12-13, 2021 At that point, there was a group of representatives pooled together, a member of ISS Facilities, two members of Parks and Rec staff, and presidents of the parent organizations (North Iredell Youth Athletic Association, South Iredell Athletic Association). That group got together and started establishing a minimum set of guidelines that was expected of the associations that were going to continue ISS facilities under our umbrella at our cost. So, the $25,000 we have been paying to the school system since 1993 was covering that usage. Because there were complaints about the management of the associations, this group of folks got together and established minimum guidelines. The guidelines grew as programs changed and involved. It started out with pretty minimal stuff consisting of having a 501(C), Board of Directors, proper insurance, and player insurance. It wasn’t until probably until 2014 that we started not just recommending but requiring coaches background checks, concussion protocol, additional risk management measures for the associations to follow. In 2014, we added our second park, which gives us our 4th multi- purpose playing field, in addition to the facilities we are using at Iredell Statesville Schools. Chairman Mallory asked if Rosenwald was donated. Hepler said yes. Hepler said, “In 2009, the community members who owned that property donated it to the County. We accepted the donation and applied for a PARTF grant. We did not get the PARTF grant the first, but did the second year. Made the improvements and opened the park in 2014. Also, in 2014 the competitive arm in our charter request from us permission to change their name to Iredell County Rec Department to Impact. At first, there was some confusion around why, but as they explained to us. The players in the competitive league, in the parents’ eyes, are more likely to be noticed for scholarships if they play travel club ball versus rec league. So, it differentiated the travel teams from the rec league. Still the same charter and organization, but travel was called something different.” Chairman Mallory asked what year the ropes course started and where the land came from. Hepler said, “The first ropes course was built in 1985 on leased property in Allison’s Woods and in 1995, there was purchased property in Mooresville off Bluefield Road. It was partial purchased and partial donation between Mr. Cornelius and Crescent. That 43 acres was purchased in late 1995 and developed throughout 1996, and opened in 1997. I did not include information on the ropes course in this presentation, but will be happy to answer any questions.” Chairman Mallory said, “You run a program.” Hepler said, “Absolutely, we run a ton of programs. We’ve been doing summer camps for 25 years.” Commissioner Houpe said, “A part of that, from my perspective, the significance of that is part of that is donated and it is for sale. Once that property sells that money will be repurposed back into other options. That is why that is important.” Jones said, “I’ve asked Michelle to really focus on athletics. If and when we sell Bluefield Road, the funds generated will be reinvested into other park properties, specifically Jennings Park. That is where we have programmed the revenue of that sell.” Hepler said, “I can certainly answer the questions you have, I was just focused on athletics. In late 2015, the County accepted the donation from the North Piedmont Babe Ru th League of the 13 February 12-13, 2021 property called Sertoma Park. The full operation of owning of what is now called Jennings Park started in 2016. That was the first year we added additional baseball fields. We had three at Stumpy Creek starting in 2001, we didn’t add any baseball fields at Scott-Rosenwald but this was the next round of baseball field additions. Since that donation, we have relocated the Ropes Challenge Course to that property and we have accepted another donation from the Rotary Club of Statesville to fund the building of a larger scale picnic shelter. There have been minor improvements at that facility but it is still set to undergo a complete overhaul. That particular master plan was approved by the Board of Commissioners in 2018.” Chairman Mallory said, “The additional 49 acres that we purchased contiguous came from the proceeds of the sell that was north of North Iredell High School.” Hepler said, “Yes, the back property was first purchased in 2004 and the County held on to that property which was approximately 57 useable acres. We held on to that until 2015 when we sold it back to the people we bought it from and used the proceeds from that sell to purchase the additional contiguous 49 at Jennings to give a total of 69 acres. With all of these changes and moving parts that evolve in the realm of athletics and facilities, we were directed as a department when Ron Smith was county manager, to do an athletic analysis of the impacts of what athletics looks like in our budget, the community, the different models delivered, and what that would look like if we were to eliminate, modify, or change the athletic programming within the department. The first time we did that was in 2016. In 2017, we went to the NCYA Board and asked to separate our charter so that we can have a stand alone recreation program and let IMPACT have their stand alone travel challenge program. Because NCYA is a membership based program, that request denied and we continued to be the charter holder organization for that travel challenge ball.” Chairman Mallory asked the reason for the negative vote. Hepler said, “Like in lots of organizations there are politics and players. There are larger organizations that have travel ball programs that don’t want to see other travel programs popup because it means competition for them. Example: Lake Norman Soccer Club had a presence in Mooresville; they didn’t want to see IMPACT grow and become a challenge program on their own. They would have rather seen IMPACT fold into them and make them bigger. As a charter holding member, the vote was against giving the IMPACT program a stand alone charter. They have to stay with us if they are going to continue to play.” Hepler said, “In 2019, we worked with Lisa Valdez to update and reflect the existing bi - laws we have on file at NCYA for that charter. It included the name change and Impact, and an updated membership on the Board of Directors. It also aligns the language with the practices we are actually having. Also in 2019, we revised our lease with Iredell Statesville Schools and that point it was to further define the use of those facilities for the use of recreation programming. We increased our payment from $25,000 - $50,000, and at the recommendation of reconsidering managing or holding the liability the vetting of the organizations like we started doing in 2009 where we were just checking a box to hand that over to the school system because they were already vetting other facility users based on their existing policy. For example, if a church organization comes to Iredell Statesville Schools to rent or use the facility, they had a mechanism and policy in place to vet that program. The athletic associations were really no different in the facility use perspective. In order to do that we agreed to add $35,000 more to the agreement with Iredell Statesville Schools to help offset those costs so that they could put a person in place to do that work. Again, they are checking the box for their own facilities not us checking the box for 14 February 12-13, 2021 associations using the school’s facilities. When that happened, the concern about what athletic associations do, who manages them, the qualifications of who manages them all bubbled to the surface again and there was a number of citizens who reached with input, feedback, and opinions about how we as a county should support and oversee or not youth athletic programs. With that being said, we conducted a second athletic analysis in December. Additionally, our athletics division presented a NC County comparison as it relates to athletic programming to the Public Health and Well Being Task Force. I have inserted some of those slides of that presentation into today’s presentation. I am also going to get to additional pieces that came from this discussion, which include the fact that we underwent from December 2019 to May 2020 a comprehensive master plan study for a six month period an outside firm came in and took us through a public input process, did a complete site analysis, program and organizational analysis, and made a recommendation that came out to be 198 pages. In 2019, the departmental strategic goals shifted. For the last five years we have had goals relevant to athletics, but you will see as I go through there was a clear shift in 2019. And we all know what else happened and how that impacted every single thing that touches each of our lives. Jones said, “One of the pitfalls to that is when you say you must submit to us annually, the perception is you are submitting it to us annually because we are looking at it, reviewing, and making sure there is not an issue. That is not the case. They are nonprofit organizations. I think that we need to be aware what that means, what that entails, and the perception of it, but the reality is even if we get it and look at it all we can really say is this doesn’t look right or ask questions. I think the issue we had before they are separate nonprofits.” Chairman Mallory said, “There is a difference between nonprofit and charitable. A 501(c)(3) is a charitable organization that deducts their contributions. Nonprofits have annual requirements.” Hepler said, “In the Cabarrus County handbook it does lay out consequences for not meeting the criteria which include expulsion from the league or unapproved use of the facilities. The model they have in place does have provisions in place for what happens when it goes off the rails, but they are managing that process. It takes staff time and qualified staff. My staff are parks and recreation professionals, they are not accountants.” Jones said, “So the stick would be you can’t play on our facilities.” Commissioner Houpe said, “Cabarrus County is not sharing programming. If we copy Cabarrus County…if you went down through and where it says facilities usage agreement with schools . They are in charge of athletic fields on school grounds and use after school athletics, provide initial preparation equipment for fields, do not provide athletic programs. The youth athletic associations deliver programs and sport leagues. If we copied Cabarrus and were just the oversight body, what is the liability and what is our cost?” Hepler said, “This is what it is. The County’s expense is field maintenance, vehicles. Prepping and maintaining all of the fields for initial setup, staff salaries and benefits. Still paying the cou nty facility usage fee but the initial preparation of facilities and fields, and equipment went from $460,000 to $45,000. Staff was cut in half there as well.” Commissioner Houpe said, “If we are not helping with the planning of the associations and the leagues, the volunteer organizations are doing that. Why does that increase our expenditures to 15 February 12-13, 2021 basically create rules and oversight? They are not involved in cosponsoring anything. They have nothing to do with athletics.” Hepler said, “They manage and oversee all of those things.” Valdez said, “It would help to define what oversight means from the liability perspective.” Hepler said, “They don’t deliver the actual league, but they set the rules, scheduling, and preparation. So, our staff would do that. We wouldn’t do the league delivery of the actual game play. We would prepare fields and provide oversight and mechanism. The officials are on the organizations. The $800,000 difference is the pre-pragmatic delivery.” Commissioner Houpe said, “And they keep the revenue from that. Going back to your recover associated expenses, there is no recover if we do that. We will just be making a contribution from tax dollars of that in addition to your existing budget.” Jones said, “Yes, this is in addition to what she already has.” Hepler said, “That does include Daniel and Marty.” Norman asked, “What is the difference in what we do now.” Hepler said, “The difference is we don’t oversee the athletic associations. We don’t tell them what rules to use, age limits, or anything about the delivery of the program. We don’t tell them who to use for background checks, how and where to insurance, or dictate minimums.” Commissioner Norman said, “Don’t they already know that.” Hepler said, “Some of them know that and many of them do that, but I do not know that all of them are doing that at the same level of consistency. This provides a level of consistency that several members of the community would like to see as it relates to taking care of kids from a safety perspective as well as from a financial oversight.” Commissioner Norman said, “I understand. How much would that cost?” Commissioner Houpe said, “We would be spending about 1.1 million more on top of the existing 1.9 million budget.” Hepler said, “Take Daniel and Marty out of the total because they are included.” Jones said, “However, take all the revenue and cost recovery out of it too, so it probably going to be a true $1.1 million increase on top of the existing budget. Because what is in the budget right now there is revenue coming in. We wouldn’t be getting that. We would be getting revenue from the Recreation Center but not the programming piece.” Commissioner Houpe said, “Some of the pros and cons are… A lot of the kids are potentially being left out of sports because their parents cannot pay travel ball. What we have to figure out as part of our Economic Development and balanced growth is what level do we do parks and sports. From my perspective, we can invest in some of these programs for these kids or we should have built a bigger jail.” Commissioner Norman said, “I disagree. In the past the associations paid for the kids. We raised money ourselves. You didn’t ask the taxpayers for anything you didn’t want to do yourself.” 16 February 12-13, 2021 Commissioner Houpe said, “Like the fire departments. As we trend more and more toward paid firefighters because volunteerism is going down. These youth organizations…the volunteerism is going down. What they are looking for is a consistent oversight body because every three years, potentially, the parents as their kids age out of the groups, there are new parents coming in. There is no consistency from organization to organization as to the rules. You’ve got stealing going on. There is no oversight. They are looking for someone to set some type of rules or perimeters, weight and age limits playing in these sports. You don’t want a fifth grader playing against a seventh grader. They are asking us to consider somehow being an oversight body and let them continue running all the sports, buying equipment, and distributing equipment.” Hepler said, “A governing body.” Commissioner Houpe said, “They want to run their leagues. The problem is the volunteerism is going down. Organizations are fighting amongst themselves. The parents are fighting with in the organization. There is just no oversight or guidelines.” Commissioner Brown said, “Marvin and Gene are saying the same thing. Ya’ll both want to see it done the way it’s always has been done. We are losing that to the travel ball. When we lose to travel ball…they charge more and then we don’t have the kids that can afford, and the ones that we’ve been taking money up and paying for them we don’t get it.” Commissioner Houpe said, “It’s either something like an oversight body or we consider grant money to help kids that can’t afford to play travel ball. There are options. We just have to figure out what that role looks like.” Chairman Mallory said, “I think everyone can kind of see there is no cookie cutter solution. Every one of these counties does something different. We need to figure out what Iredell County solution is. We also have to cognate of the fact that what works in one area of the County does not necessarily work in other area because of the level of volunteerism or economic ability to participate.” Commissioner Houpe said, “As far as an immediate game plan…we’ve talked about a potential sales tax. What we’ve got to do is hypothetically, we want you to keep doing what you’re doing for now with the potential of us contributing something the y are looking for if a revenue stream is passed. The same as SROs and all these things we need a revenue stream for. We can’t do more than we’re doing now without a new revenue. If we don’t get all these people in the game and say right now we are putting $1.9 million in recreation budget. At a minimum, we can potentially help some, because of COVID. These other organizations did have a little bit of scholarship funding. Right now, hypothetically, you guys…IMPACT does soccer and Babe Ruth does what they are doing. My suggestion is don’t charge them for the field usage for this year and into next year until we decide we can get a revenue stream. In the meantime, without a revenue stream we are going to be plan c. From my perspective, I would love to be all things to all people, but we just can’t. Babe Ruth is now going to run that league per our request. They donated the field. My suggestion would be not charge them for the field. Tell me if I am wrong, they still gave you the registration numbers to cover some of the cost, thirty-some thousand.” 17 February 12-13, 2021 Hepler said, “We are not charging Babe Ruth for field use at all. We are charging for lights (sic).” Commissioner Houpe said, “I get it. I am just saying for the first year. Because at some point if we turn this over to the organizations to run the entirety as some point we are going to have to consider a credit – to come degree for the real property” Hepler said, “In addition, you may also have to consider the donation by South Iredell Athletic Association to Stumpy Creek over numerous years.” Commissioner Houpe said, “That’s not real property.” Hepler said, “Lights, irrigation, and cash.” Jones said, “They dramatically improved that property,” Commissioner Houpe said, “If it something other than balls and equipment, I can live with that. I am with you on that. I am just saying if we have to go that route where we transition to them we have to give them plenty of notice and we have to figure out a fair way of giving them any kind of credit back. Whatever that looks like legally.” Valdez said, “In this scenario the donation is done. That was a part of it. We used the value of the donation in order to get a PARTF grant. Now, we are technically deducting the value of that donation for the purposes of the grant. Maybe going forward with other donations…because we gave a value to that donation and we made reliance and representation on that.” Chairman Mallory said, “I think this is an unusual year because of COVID. We get COVID dollars. If we transferring a responsibility of something the County would have done to an association, because we are limited on COVID restrictions then it is appropriate to have an increase or waive some fees for the additional responsibilities. This is just a year. COVID runs out at some point. We have to have the ability to say this is the new operating paradigm. It has to be sustainable. As you look down the road and look at demographic change we are going to have tons of subdivisions coming in. A lot of young people coming in. But, their parents are millennials and to what extent are they going to be able to volunteer and do what these associations do. We all know there is a different operating paradigm for some of the fire departments depending on what area of the County they are in, in terms of fulltime staff. Whatever we are going to do has to work in a couple different scenarios and be able to morph from one to another over time.” Hepler said, “Let me say it back so I can understand. I think what you are saying specifically to COVID is different specific to waiving fees because they donated the property. If we are going to waive fees because of COVID then I feel like we need to waive fees for everybody.” Chairman Mallory said, “If they are doing something more than they normally would because the County is restricted in terms of our ability under the Governor’s order.” Commissioner Houpe said, “That is just soccer and baseball.” Commissioner Norman said, “I don’t think we should waive fees for Babe Ruth.” 18 February 12-13, 2021 Jones said, “I know we need to talk about Babe Ruth and that specific situation but I want to make sure we are not getting off track. I don’t want to make this type of broad decision over one specific situation regarding Babe Ruth Baseball.” Chairman Mallory said, “I agree. That is a COVID related thing.” Jones said, “I would like for us to get back to this because this really is overall a big picture to set our goals going forward. We need a decision on this. We also need to talk about the smaller individual nuances that are a little different this year. We just put so much time into this conversation I would really like for us to get good direction on this. I don’t want to leave today and not have good direction.” Commissioner Houpe said, “In my opinion, I think we continue the plan she has until and if there is a new revenue stream. What our option is if we did a sales tax next year, we could contribute $1.1 million more to recreation from those proceeds and copy plan B for youth athletics if that revenue stream passes. Is that a fair way to say it?” Hepler said, “I want to hear what your words are. Continue on with what you want us to do.” Commissioner Houpe said, “We can’t do anything different…” Jones said, “We thought we were carrying out the Board’s objective.” Commissioner Houpe said, “You were.” Jones said, “And it was to get out of the athletic programming and focus on providing facilities. That has what we have been doing, but we are finding ourselves back in this conversation again because that hasn’t been a popular decision. When you say do what we’ve been doing, are you saying continue to get out of athletic programming until there is a new revenue source and we cross that bridge when we come to it.” Commissioner Brown said, “That is what I think.” Commissioner Houpe said, “Can we go in a holding pattern with what we have until we decide.” Jones said, “What do we have. We are at a crossroads.” Commissioner Houpe said, “Impact is running soccer and she is asking Babe Ruth to run baseball. Get out of programming for now.” Hepler said, “So that is the current COVID model.” Commissioner Houpe said, “Right. I don’t see COVID going away in 2021.” Hepler said, “Prior to COVID, we were leading soccer and partnering with Babe Ruth to run baseball.” Chairman Mallory said, “And the direction was to get transitioned out of running soccer and have the TIYAA or whomever to step up and take over, like all the other sports. We treat them all the same. I think that is what we do absent another revenue stream. People need to be presented that 19 February 12-13, 2021 we are going to continue to march just like we are doing. COVID year is an off year. We will do what we have to do to keep everything running, but if the associations are really wanting us to assume this greater role and provide greater involvement like being discussed at the price tag of $1.1 million additional then that will be contingent. We can buy into that if the revenue stream is passed. If it is not passed then we continue to march with what we have given you already.” Commissioner Houpe asked, “Impact running soccer…when the youth organizations ran that they had some scholarships.” Hepler said, “They didn’t actually run it. They collected registration and assi gned teams, but we ran the program.” Commissioner Houpe said, “The provided some scholarships for underprivileged kids. What does that figure look like? Now, we have IMPACT running it because we can’t and these other organizations aren’t receiving revenue from registrations. What does it look like to help some of the kids that could play?” Hepler said, “That wasn’t our money.” Commissioner Norman said, “The organizations were providing the scholarships not the County.” Jones said, “Let me tell you the rub on that. The way that worked was the association collected the fee. It is the same fee if Impact or Parks and Rec was running it, with the difference of $5 for the three older groups. The difference was the associations were collecting it and were tacking on an additional $10 per child. That parent was paying $85 for rec program and $10 to the association. So, they were paying $95 to the association and the association in turn paid $85 to Parks and Rec and kept the $10. They were up-charging what our fee was.” Commissioner Houpe said, “And provided scholarships.” Jones said, “And they bought equipment and provided scholarships. The only difference with it going through Impact is that parent does not pay the association. The parent pays directly through a website to Impact, $85. The problem with the association is in order to get t heir $10 they have to bill that parent separately $10. They can’t tack it on to the $85. That is the only difference.” Commissioner Houpe said, “The problem is the associations aren’t making any money to give scholarships.” Jones said, “They can bill.” Hepler said, “They can do an extra charge separately.” Jones said, “The difference is the parents didn’t realize that there was an additional $10 add on, I don’t think. It is $95 to pay…” Commissioner Houpe said, “We may be talking about five kids. Less than a couple hundred bucks, I don’t know.” 20 February 12-13, 2021 Hepler said, “That is one association.” There are 42 different associations. Union Grove and Harmony may charge a different rate than TIYAA because those programs do scholarship programs where the Harmony kids may not.” Commissioner Houpe said, “It is becoming the haves and have not. These kids that can afford travel ball are playing and the kids that can’t are sitting at home.” Jones said, “None of this is travel ball related. All of this is rec.” Commissioner Houpe said, “I understand. This is registration. Some of them can’t pay the fees without the scholarships.” Jones said, “The association can bill each child $10 and that goes into a pot where they can issue scholarships. The child is not paying any more than they did last year. Chairman Mallory said, “Or we can decide for general welfare and wellbeing that we are going to provide a scholarship fund of x amount of dollars and distribute that based on some formula. That is a part of our general budget to take care of.” Commissioner Houpe said, “I think that is a reasonable request if we know what that number looks like.” Hepler said, “We have no idea what that number looks like.” Commissioner Houpe said, “I don’t want to get to a point where organizations think we are going to pick up the tab for anyone they send in.” Commissioner Norman said, “We have to be careful.” Hepler said, “Spring 2019, we had approximately 600 kids in the program. Right now, there are now 130 registered with Impact.” Commissioner Houpe asked, “How many were on scholarships.” Hepler said, “We don’t know. That was an internal operation within the associations. Some of them did it and some didn’t.” Commissioner Brown said, “I don’t think they had any scholarships this time.” Commissioner Houpe said, “They didn’t have any this time because they had to bill separately. When they did it themselves they tack on that $10. I wanted to help if we could. It may be too complicated.” Hepler said, “At this point, I don’t know if that is something we can implement. From our budget it would be a budget transfer.” Jones said, “It has to be a budget amendment where money can be added and she can turn around and issue scholarships.” Chairman Mallory said, “Given this year because of the fact that they are not billing once and taking the $10. Why are they doing that? It is all related to COVID. Let’s take some COVID dollars 21 February 12-13, 2021 and try to connect the dots and set aside this amount of money based on the number of registrations they have, $10 a piece. That amount can be allocated to the individual associations. Then they can do their scholarships and whatever else they were doing with that $10.” Jones said, “I don’t know if that is an allowable expense based on the CARES Act Fund because there are specifics on how we can spend those funds. We can certainly look at that.” Commissioner Houpe asked, “What are we paying in her budget with COVID money that was budgeted already that possibly could be freed up.” Jones said, “We are buying sanitizing equipment for the Rec Center. We are spending COVID funds for those kinds of things.” Hepler said, “I have my rec supplies line $5000 toward whistles, balls, and bags for referees. Referees carry a game ball to every match. I didn’t spend that money this year b ecause I didn’t hire refs. Is that money you are asking about?” Commissioner Brown said, “There you go.” Commissioner Houpe said, “Any money you have that you haven’t spend. Set a limited amount and stretch it as far as we can.” Chairman Mallory said, “That is not COVID related.” Jones asked, “You want her to continue down the path of getting out of programming and not provide programs for baseball or soccer. We are going to continue down that path this year. We are going to continue there is a new revenue stream is received and available. At that point, we will go back and look at option B, but right now Iredell County Parks and Recreation is getting out of providing athletic programming.” Chairman Mallory said, “If we are going to tell folks we are going to reevaluate it has to be a stronger position than that. It has to be we will shift from this path to this other path if we are funded. If we are not funded we are staying on the same path.” Commissioner Brown said, “If we do get funding we are taking this path.” Hepler said, “Let me be clear, my team and advisory board will go in the direction you tell us to go. Let me say, if we tell them now we are getting out of programs and that set up their processes and they get online software registration and a year from now we come back with a revenue stream and say we don’t want you to do that anymore, we will take over. I want to make sure we understand what that does to the associations that may put in a lot of time and energy into infrastructure to run a program that we are giving them but when we get the money we are going to take it back. It could be 18 months or two years from now that we take it back away.” Jones said, “What we are talking about is option b, where we would be the oversight (Cabarrus County model). Those associations would still be needed and important, however two of them will gear up and do it all on their own. We are going to say now that you’ve done it on your own for a year, here are our rules. We need to understand and acknowledge that. If we get the additional source then we will be setting the rules and everyone will need to play by our rules.” 22 February 12-13, 2021 Chairman Mallory said, “For soccer, you aren’t talking about multiple leagues having to harmonize rules under one entity. You are talking about a group that would be consistent. The change they would have would be limited. It is just who is executing the oversight. As long as they know that going in.” Hepler said, “I wanted to put that out there because I think that question will come up.” Vice Chair Neader said, “This is also a huge topic for more than we have even mentioned. There are 42 associations. We don’t even know what their input is at this point. During this option of still current option c situation is time…I am not saying go back and reevaluate your master plan, but just to have open conversation so everyone is aware of where we are in this situation.” Chairman Mallory said, “Oversight does not mean we become an adjudicating body to address complaints about playing time or coaches. There has to be a level of adjudicating for those type things that is unappealable. We don’t need to go there.” Jones said, “We know what we need to do from now until there is another revenue source available for us to come back and revisit. The board is supportive of that even if we have certain groups that may not be thrilled with that decision but we are on the same page.” Commissioner Brown said, “I think it gives everybody a choice. We are trying to work around it. I think this takes care of everybody.” Jones said, “I heard you would like for Michelle to look at her budget to find some items she has not been able to spend and identify funds that can be reallocated to offer scholarships.” Commissioner Brown said, “Yes, I don’t think we are talking a lot of money.” Jones asked, “Do you have certain parameters as far as an amount?” Commissioner Houpe asked, “Can I put it at $5,000?” Hepler said, “To be clear, our projected revenues were around $300,000 and we’ve brought in $11,000 so far this fiscal year. To give back $5,000 of that puts us at less than 4% of projected revenue.” Chairman Mallory said, “We are paying your budget.” Jones said, “She is not going to make her budget this year – from a revenue perspective. We have charged her with is what you’re not going to make it revenue don’t spend in expense, but she is going to spend this in scholarships. I want you to understand she will be upside down.” Chairman Mallory said, “We don’t know what the scholarship number is.” Commissioner Brown said, “With no more than the participants…” Jones said, “That was one out of 42 different associations. This could be big.” Hepler said, “He said that is potentially 62 kids if you are looking at soccer, but there is baseball and other sports.” 23 February 12-13, 2021 Commissioner Houpe said, “If we said we can put $5,000 in to go towards the one that apply for it and make it available. When it is out it is out. If you have 100 kids you could do a lottery draw. I am just trying to help the kids.” Chairman Mallory said, “We need to know what kind of dollars you’re talking about.” Hepler said, “Typically, we allocate $7,500 a year to buy baseballs, bases, home plates, chalk, and lime. We allocate $5000 for flags, soccer goal nets, balls, bags, and whistles for soccer. Commissioner Brown said, “I think we use the $5,000 and if we find out how many kids we are talking about…we don’t have to do 100% scholarship, we can do 50%. Once we figure out where that number is…$5000 is not going to give anyone heartburn.” Hepler asked, “Do you want to direct staff in how to allocate those funds or leave that to us? Commissioner Brown said, “Leave that to you.” Jones said, “We need to talk about not charging Babe Ruth for preparing the fields and lights. Do we charge for lighting and field prep or do we not? Whatever we do we need to try to be consistent because there are others if they find out we are not charging one there are others that will make that same request. We need to make sure we are being consistent and we are not putting them in a very hypocritical situation that is going to turn around and make people angry with them.” Commissioner Houpe said, “You are asking Babe Ruth to do something they weren’t doing. Are there any other organizations stepping up to do something they weren’t already doing?” Hepler said, “Impact and we have also supported soccer through the rec play with SISA at Stumpy Creek. Babe Ruth is not North Piedmont Babe Ruth anymore. They changed their name to Babe Ruth of Iredell County and they include the sports organizations from the southern end of the County.” Jones said, “Which again, they were not a part of the land donation at all. They weren’t even a part of that group. When they play they will play at Jennings Park and Stumpy. They will not just be playing at Jennings Park.” Commissioner Brown asked, “Did an individual donate the property? Jones said, “It was a group.” Commissioner Brown said, “When we were talking earlier we thought they were going to be mad because they gave it.” Jones said, “They donated it.” Commissioner Houpe said, “If they knew now what they know now they wouldn’t have donated the fields.” Commissioner Brown said, “Right.” Commissioner Norman said, “I was on the committee who built the park.” 24 February 12-13, 2021 Chairman Mallory said, “It wasn’t just cutting the grass. There were serious erosion issues. It was becoming unserviceable and unusable. Recognizing that we have asked them to do some things this year that we didn’t ask last year. We can do a swap in terms of you pick up this service then we wont charge you for the lights this year. When we get beyond this year and pull back some of the responsibilities because we know living by COVID restriction then we go back to the normal way.” Jones said, “We can’t go back to the normal way of doing business because we are getting out of programming. That is the rub.” Commissioner Houpe said, “That is what I mean. Once that becomes permanent we have to figure out something else to do about that situation.” Jones said, “Correct.” Commissioner Houpe said, “But in the interim, we will know by March of next year if there is going to be a revenue stream for plan B and if there is not we have to figure out plan for all programing for sure for now on. Apparently it is going to be on the associations.” Jones said, “I think we need to be careful in saying we are only doing this because of COVID and next year when we get a revenue source it will be different because what happens if that revenue source is not approved by the voters and COVID is gone. Are we sti ll out of programming and they keep it?” Chairman Mallory said, “We are out of programming and then it is back to how they normally do business.” Jones said, “They normally did business with us doing the programming. They are going to have to pick up…Impact and Babe Ruth are going to have to pick that up.” Commissioner Houpe said, “Babe Ruth took in so much per kid and gave 100% of registration fees to Michelle. Hypothetically, they took in $30,000 from the parents, they didn’t pocket that. They gave it to Michelle to pay for everything they did. When they did that, if you are going to do what you normally do with them, were their registration fees enough to where you are not in the red?” Hepler said, “Around $20,000 including staff for programming and field prep.” Commissioner Houpe said, “So we contributed basically $20,000 towards Babe Ruth Baseball. If they gave…if for next year until we decide on a permanent solution we said we give us the same programming you give us for one more season. They’re handling the programming and in lieu of them handling the programming at least for a year, you aren’t going to charge them…” Jones said, “We are talking about $2,800.” Commissioner Houpe said, “That is all we are waiving for one more year until a permanent decision because if no revenue stream passes of 2022 then we are permanently transfer program to the youth organizations. There is a still a hypothetical plan B if a revenue stream passes.” 25 February 12-13, 2021 Jones said, “I think we are saying the thing. I think we need to be honest. We are getting out of programming and here is what you will have to do to take it over instead of saying we need your help during Covid and hope a revenue stream comes. We need to be forthcoming and say right now we are getting out of programming. We are done. Here is what we need. However, if a ¼ cent sales tax passes we will have revenue to do that, but I think we need to be clear.” Chairman Mallory said, “If the revenue stream is there this is what you will get in return. If that is worth it to them they will support and campaign for the sales tax. If it is not worth it to them then they won’t.” Jones said, “I don’t want us to frame it as Covid and the additional revenue doesn’t pass and they have to provide it. We need to be honest about that.” Commissioner Norman said, “Don’t cut corners. Tell them how it is.” Commissioner Houpe said, “So we are basically waving a couple of grand for the season.” Jones said, “Are you going to waive for all the other associations that gave money and put in irrigation systems.” Commissioner Houpe asked, “How many other organizations use that field? Hepler said, “They have been used to paying the usage and field prep, just like Babe Ruth was paying.” Commissioner Houpe asked, “Was Babe Ruth paying above and beyond the registration.” Hepler said, “They were paying $4 a child to go towards field prep and…” Commissioner Houpe said, “I know, but that was in the money they gave. If they give the money they’ve been giving you’re still getting $4 a child for the field prep. So, if you just maintain status quo for now. If you take in their registration money and pay for stuff at that facility you are doing nothing extra for them that you’ve been doing. You were going to charge them an extra $2,000.” Jones said, “No, they were going to pay less than last year.” Hepler said, “I am not charging them anything this year except for turning the lights on and lining the fields.” Commissioner Hepler said, “So, you are just asking them for $4 per child.” Hepler said, “Not even that.” Jones said, “They are saving $400 this year. They are paying $400 less this year than last year.” Commissioner Houpe asked, “Do the individuals on that board understand the difference? They are used to giving you the money and you running everything. I guess they are saying they will be running everything by keeping that money and all we are going to ask in return was a couple grand.” 26 February 12-13, 2021 Hepler said, “I will be honest. None of the board members have come to me.” Jones said, “Or us.” Hepler said, “The information that Daniel got was when there was a meeting…Wayne Harwell said he was an employee of Iredell Parks and Recreation and ya’ll need to find your own spokesperson from the board. Since then Tim Pope sent the email I forwarded to you all.” Jones said, “As far as a meeting to talk about it, there hasn’t been one with staff.” Commissioner Brown said, “There needs to be one.” Commissioner Houpe said, “Meet with them and explain that you just explained to us. I am not sure it is clear what you are asking them to do.” Jones said, “They are reaching out to elected officials and we wanted you all to have the information.” Commissioner Houpe said, “In lieu of sending them an email, I would meet with them,” Hepler said, “I will be glad to do that.” Jones said, “We prefer you all push them back to us so we can sit down with them and go over everything.” Commissioner Houpe said, “I did. He emailed ya’ll. They are waiting on a response from what we as a board tell you all to do. Until today we didn’t have a clear understanding of what we have been doing.” Jones said, “I sent an email out detailing everything about Babe Ruth on February 3rd including a spreadsheet detailing out the expenses.” Commissioner Houpe said, “I understand that. I am not sure they do. I think they are assuming there is going to be a significant cost. They are being asked to take this back over and it hasn’t had a lot of prepping.” Hepler said, “They did it all last fall. We didn’t charge them a dime except for insurance bec ause we had already paid that out of the budget. They paid us $800 and that was all the money exchanged last fall while they ran the fall program. We waived all fees because of Covid. They ran it and we prepped the field for them.” Commissioner Houpe said, “Based on what I was told, and it could be wrong, was that we were charging them a usage fee for the fields.” Jones said, “They always paid for field preps.” Hepler said, “It was just included in the registration fee.” Commissioner Houpe said, “There was some kind of misunderstanding.” 27 February 12-13, 2021 Hepler said, “It broke down to $400 less this spring than what they paid in 2019, when there were 778 players at $4 a child. That is what they paid us to prep the fields. Hepler said, “Option C is the consideration of us being out all-together and we become a facility rental. The one thing that could be considered is what Union County did with a grant in the amount of whatever the current athletic program budget is, if in fact you were to go with C.” Commissioner Houpe said, “If we go with Option C what does mean in reduction in Parks & Recreation.” Hepler said, “I don’t know that we would reduce staff because we are still prepping the fields and I would still one dedicated person to do facility reservations. There would be no need, if we are not going to do any other kind of athletics (disc ball, clinics, or classes)…The Master Plan does actually say special interest, adult sports, and type of activities are desired by the citizens. That athletic director could turn into an athletic director/adult athletic programming. I would not reduce staff, but I would reallocate based on the master plan.” Commissioner Houpe said, “So, staff is going to meet with them.” Hepler said, “To be clear. I am going meet with Babe Ruth and explain the fee process. I am not waiving facility use fees for all organizations this spring.” Commissioner Brown said, “Correct.” Jones said, “Correct. We are treating them all equal.” Hepler said, “And you guys are going to be the voice of the community and stands behind the decision that Parks and Recreation is moving in the direction of getting out of athletic programming.” Commissioner Houpe said, “That is the direction we are giving you without a revenue stream. We don’t have a choice.” Hepler said, “I just want to make sure that all the parents, coordinators, and community members that hear that understand it is not Michelle Hepler making that decision.” Jones said, “I would be remised if I didn’t say we have got to support her in this direction. There will be some that will not be happy, but given the funds and resources we have this is the direction we are going in.” Vice Chair Neader asked, “What sport is going to stop if we make this decision?” Jones said, “They’re not. IMPACT is doing soccer and Babe Ruth is doing baseball.” Vice Chair Neader said, “So there is no child losing an opportunity. There is just a different person to contact for the organization and parents to tell them they have a kid that wants to play.” Commissioner Houpe said, “That depends the meeting they have.” 28 February 12-13, 2021 Vice Chair Neader said, “I am talking about focusing on facilities and looking at the plan for the future, and talking about the sales tax increase at some point. Right now when they say getting out of sports or this and that…” Jones said, “It means IMPACT will do the Rec’s portion of soccer and Babe Ruth is doing baseball. All of the other sports the associations are already doing them.” Vice Chair Neader said, “As long as a kid as the opportunity to play.” Hepler said, “We want children to be able to play. We want them to have safe premier facilities to play on. You cannot put a price tag on what the athletic associations do for the students in the community. In some cases, they probably do it better than we do because we have the personal relationships.” Jones said, “Because they are in the community with the children.” Hepler said, “At the same time, I know there is need for oversight. I know that is a piece of feedback that we continue to get from a large group. I just don’t know what it looks like.” Chairman Mallory said, “Maybe moving forward on this piece, the oversight piece may just be an educational process or a recourse on how to organize to be successful and clear responsibilities. I think some are new parents come in as some go out and they are clueless. Having some handholding would be appropriate but its not providing oversight.” Hepler said, “Historically there has been some general understanding between the various parks and recreation agencies in the County that we would not compete with each other. If we choose to get out of baseball or soccer there is a real possibility that some of the municipalities may take advantage of that opportunity because they have those facilities also. They may choose to provide a rec level play.” Commissioner Houpe said, “Do we need to send a letter to the 40-some organizations explaining why.” Jones said, “It doesn’t impact the 40-some organizations, it only impacts soccer and baseball.” Commissioner Brown said, “If we have the meeting, we will take care of that.” Jones said, “IMPACT is good. I think Babe Ruth is the only one that is having concerns right now.” Chairman Mallory said, “Follow up the meeting with a memorandum of what was said and agreed upon so that it is on record. We have time and age of different perceptions.” Vice Chair Neader said, “Judging by the timeline Michelle provided, it seems this resurfaces every so often.” Jones said, “It does. It has to be hard for her department. They get direction and they go down this path then it comes back up for discussion again and get another direction and it comes back up again. I really think we need to give direction and stick with it. If it comes back up again it comes 29 February 12-13, 2021 back up because we have a new revenue source, but it doesn’t come back up again unless there is a new revenue source. If we can all agree to that and not say it is because of Covid or other things, we are going down this direction because we don’t have a revenue source to do anything else and the only reason it will come up again is if we have a new revenue. That gives everybody a clear direction.” Chairman Mallory said, “Understand the only reason we are talking about Covid is the impact it had related to the small amount of money, but going forward this is the way it needs be and it needs to be understood. They need to have a clear choice. If they want a different paradigm they need to advocate for the additional revenue stream. If not, we are going to continue to march.” Jones said, “I think that helps you guys have assurance.” Hepler said, “I think the follow up conversations of this will be when we go in that direction, what is our clear facility rates each and every organization that fall into the category. ISS does not charge for field use but charge for lights and gym use. If we are consistent with them, that is what we propose to Babe Ruth this season. That is another reason why we did it. That decision will also have to be vetted because it will affect the recovery of operating expenses.” Chairman Mallory said, “As a board, I think we need to revisit if it is our expectation or is this just a part of normal budget process for this service that we provide citizens and we don’t nickel and dome everybody.” Jones said, “Absolutely.” Hepler said, “We are already working on a cost recovery analysis and fee structure model. The model is similar to what the Town of Mooresville has started doing. They have all of their fees broken down into tiers and pyramid. Community events are free and recover 25% for sports leagues. If it is a personal reservation (ex. 5K, birthday party) they recover 50%. They recover 75% for an event where the public is invited. If it is in the top tier they recover 100% or more of their cost.” Jones said, “It makes a lot of really good sense and has good structure. I think that could be a good thing for us to model after. We can talk to them and see how it is working. Again, it is a fee structure that is already in place. Michelle is going to meet with Babe Ruth.” Commissioner Houpe said, “I think you (Beth) and Scottie should be included in the meeting.” 30 February 12-13, 2021 Saturday, February 13, 2021 8am Board Members Present Chairman James B. Mallory III Vice Chair Melissa Neader Scottie Brown Gene Houpe Board Members Participating Remotely Marvin Norman Staff present: County Manager Beth Jones, Deputy County Manager Susan Robertson, Assistant County Manager Joe Pierce, Finance Director Deb Cheek, Analysist Caroline Taylor, County Attorney Lisa Valdez, and Clerk to the Board Amy Anderson. Economic Forecast Capital and Facilities Open Discussion & Wrap-Up Adjournment: Chairman Mallory thanked everyone for a great fall and winter retreat. MOTION by Commissioner Houpe to adjourn at 12:10 PM. VOTING: Ayes – 5; Nays – 0 __________________________________ ___________________________________ Date Approved Amy B. Anderson, Clerk