Minutes for October 5, 2007
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DRAFT
Board of Trustees
Workshops
Friday, October 5, 2007
11:00 a.m. – Building D&E
The Barefoot Bay Recreation District held a workshop on October 5, 2007 in Building D&E, Barefoot Bay, FL. Chairperson Wilma Weglein called the meeting to order at 1l:00 a.m.
Ms. Weglein requested a silent prayer for all our servicemen around the world as well as the veterans who have served this country so well. Ms. Weglein led the Pledge of Allegiance to the Flag.
Ms. Crouse called the roll. Mr. Peet and Mr. Farrell were excused. No counsel was present.
Todd Wodraska, V.P. represented Special District Services: SDS would hire a full time, in site Community Manager for Barefoot Bay within 30 – 60 days. SDS would welcome a “steering committee” if the Board wished to be involved in that process. A quality Community Manager would be paid $80,000 “give or take”; if a quality candidate were hired for less, SDS would pass that savings on to the District. Mr. Wodraska introduced his boss, Pete Pimental, President of Special District Services; Jason Pierman, Assistant Manager of Districts and Tricia Beechler, their Administrative Assistant. Mr. Wodraska indicated a core of six professionals who would be “dedicated staff” who would make sure of a smooth operation in Barefoot Bay. SDS is split into two branches, Government and Finance.
Mr. Bleau if Mr. Pierman would be available as an Interim Community Manager. Mr. Wodraska replied that SDS would not be able to dedicate him 5 days a week. In the transition period the District would see more of Mr. Wodraska and Mr. Pimental. Ms. Crouse voiced concerns about IT support, human resources, conflict management, managing employee files; also oversight and managing the various amenities. Jason Pierman is the IT computer software “techie”. Finance is the first approach to a new client. Human Resources managing falls to Pete Pimental. SDS has a golf course superintendent on staff. Ms. Beechler is the organizational, record keeping person. Mr. Allan thanked Mr. Wodraska for recognizing that Barefoot Bay is “high maintenance”. Mr. Allan asked how a Community Manager would be removed if that manager didn’t fit the District. Mr. Wodraska responded the Board would notify him. SDS would choose someone else. Mr. Allan pointed out that the Community Manager does all the hiring and firing not the Board. Ms. Weglein said expenditures of $5,000 or more need to come to the Board of Trustees for approval. Mr. Wodraska responded that the Board is the chiefs, SDS is the Indians. The Board sets policy. Ms. Donahue asked if the finance operation would be shifted to the SDS office. Mr. Wodraska replied SDS would present various cost benefit alternatives before he could accurately answer the question. There is a process at SDS that cranks out monthly bills. Mr. Ferris asked what process SDS would use if an employee presented a scenario that needed immediate action. Mr. Pimental responded that employees present sensitive issues. One of the first responses is to look at the employee manual. Depending on circumstances, one of the safest courses is to send the employee home immediately. SDS employs a personnel attorney and runs problems by him first in order to be “on sound ground” when they have to take action. Mr. Ferris asked if the Bay had a computer problem what would SDS do about it. If Jason [Pierman] were available he would phone the person with the problem and try to talk them through to a solution. Mr. Pimental said the District should have an IT person on call currently. Regarding SAGE, Mr. Pimental said if SDS did not have SAGE experience, they’d call in someone who did. Mr. Allan asked Mr. Pierman if he were “a network guy”. Mr. Pierman replied “Not really, more of a programs person.” Ms. Crouse read part of the SDS offer (attached for reference) and asked if the management services for $25,000 were “advising it, or doing it”. Mr. Wodraska replied “doing it”; SDS was pricing according to their anticipated workload on a one-year contract. Data entry volume in the Barefoot Bay scenario might require the District to hire a temporary full time person to do only data entry.
Ms. Weglein informed the Board she had cancelled her anticipated trip to New York.
Irv Rosenbaum appeared with James DeCocq representing New Community Strategies. He said their focus is on delivering value and service while maximizing existing resources. New Community Strategies is familiar with SAGE software, and “has had success with overcoming the difficulties with it”. Ms. Crouse asked if New Community Strategies would keep existing staff or bring in their own people. Mr. Rosenbaum replied the company would look at the overall set-up first; if the accountability system works in the “segmented system” Barefoot Bay has, good. If not, the District should look at centralizing. New Community Strategies handles capital projects on site [Pool 1] within their company. Mr. Bleau asked Ms. Deckert if she were familiar with Florida statutes [Yes.] Mr. Ferris asked when New Community Strategies could place a community manager on site. [Two weeks.] Mr. Ferris asked how New Community Strategies would bring in more revenue. Mr. Rosenbaum said first they would inform the Board. The real first step is to freeze expenditures, move forward, and then revise the budget. A budget is a fluid document within which spending is adjusted to cash flow, realities and priorities. New Community Strategies has experience writing grants and refinancing bonds. Mr. Allan referred to the $110,000 under “management services”. Mr. Rosenbaum said 80% of that figure would pay the Community Manager. Mr. Allan asked if the $205,000 figure was what the District would contract for or is that the “not to exceed” figure. Mr. Rosenbaum responded the figure is negotiable; it includes a complete scope of services available from New Community Strategies. The District would look at the list and define what it wants. Mr. Rosenbaum said New Community Strategies wants no hidden costs and promotes clear definitions. In response to Mr. Allan, Mr. Rosenbaum explained an in-house IT person is the most cost effective course. In response to Mr. Bleau, Mr. Rosenbaum explained the State of Florida mandates an independent audit.
Mr. Wrathell, Managing Partner, and Michal Szymonowicz, Director of Financial Services appeared for Wrathell, Hart, Hunt, and Associates, LLC. Mr. Wrathell acknowledged that Barefoot Bay is a unique special district unlike any other his firm manages. He has studied the District’s charter and operating documents. His firm specializes in developing new communities. Mr. Wrathell introduced Chuck Adams; Mr. Adams would be the Community Manager with an emphasis on deconstructing the District’s systems and putting them back together. Mr. Wrathell said his firm would provide professional oversight and advisory capacity which would enable the Board to make decisions on running Barefoot Bay. Mr. Wrathell feels telephone consultations are more efficient than maintaining WHH staff on site. This firm charges $40,000 per year for attendance at 12 Board meetings which would be double because our Board meets twice a month [24 meetings a year] plus workshops. Mr. Wrathell also mentioned “recording fees”. Mr. Adams would attend the Board meetings, but would not be on site on a daily basis. Mr. Wrathell explained a system of internal financial controls that would be put in place since his firm had observed a lack of full cost accounting for business units (Pro Shop, Food and Beverage, etc.)Mr. Wrathell suggested the District take advantage of “advanced refunding” [bond refinancing] and apply the accrued savings to capital improvements as a means to avoid raising assessment fees.
Mr. Allan said his concern is having a Community Manager on site on a daily basis. Mr. Wrathell said his “vision” is that as the necessity for meetings decreases, as the “crises d’ jour” decrease, as the issues are handled, the firm’s fees will also decrease. Mr. Wrathell said an onsite community manager with good personnel managing skills could do as well or better than someone with many degrees for about $65,000 a year. He recommended the District hire its own onsite manager.
Henry Jenkins, Community Manager Candidate. [Mr. Jenkins’ resume is attached for reference.] He has three children, one of whom is still in high school. Mr. Ferris inquired if Mr. Jenkins would need a financial assistant. Mr. Jenkins responded a dedicated financial expert is usually necessary in any organization. Mr. Allan asked if Mr. Jenkins would plan to move into this area should he be hired. Yes. Mr. Klosky asked if he had SAGE experience. No. Mr. Jenkins has an MBA in Public Administration and would accept a salary in the $60,000-$70,000 range.
Richard Anderson, Community Manager Candidate. [Mr. Anderson’s resume is attached for reference.] Mr. Anderson said he is a professional public sector manager, having been City Manager of three Florida cities for a total of twenty years. In Brooksville he was part of the transition to MIP (SAGE) so he is familiar with the software. He said once it’s operational the data base structure is “fantastic” and can generate elegant reports. Mr. Anderson said the first step is that the Board must define what type of manager it wants, a contract manager or an employee. He is experienced in State and Federal grant writing. Mr. Ferris contacted four of Mr. Anderson’s references and all of them recommended him. Ms. Crouse asked if Mr. Anderson had handled HR, financial and IT concerns himself or was his experience oversight only. His experience is in larger communities than Barefoot Bay where those functions had skilled employees dedicated to certain functions. In response to Ms. Weglein’s question, Mr. Anderson said he was comfortable with “hiring and firing”. She asked about the circumstances of his leaving his last job. Mr. Anderson responded there were difficulties with a council composed of formerly recalled officials some of whom had long standing feuds with the police chief. Mr. Anderson was caught in the middle and decided it best to resign his position. Mr. Anderson said he is a “people person” who believes in staff meetings and maximizing existing staff resources. He and his wife would live in Barefoot Bay if he were hired.
Mr. Klosky commented the HOA is meeting Tuesday night at 7 p.m. October 9th. The guest speakers are Director of the Sebastian Medical Center and the Director of Marketing and Public Relations.
Mr. Ferris commented that one of Mr. Anderson’s references related having seen Mr. Anderson roll up his sleeves and “get on the end of a shovel”. Mr. Ferris commented in his conversation with Ms. Culbertson (who withdrew), she expressed that Barefoot Bay does need a Chief Financial Officer as well as a Community Manager.
Ms. Weglein entertained a motion to adjourn. Mr. Bleau made the motion to adjourn. Second Mr. Klosky. The meeting was adjourned at 4:12 p.m.
Louise Crouse, Secretary Barrie Jenkins, Recording Secretary
THIS DRAFT OF MINUTES HAS NOT BEEN APPROVED BY THE BAREFOOT
BAY RECREATION DISTRICT BOARD. IT IS SCHEDULED FOR APPROVAL DURING THE NEXT MEETING.
PHONE: (772) 664-3141
FAX: (772) 664-1928