Tarrywile Park Authority

July 16, 2024 Tarrywile Park Authority Meeting Minutes Board Members in Attendance: Michael Marcus, Julie La Valla, David Manacek. Ed Prybylski, Duane Perkins, Nancy Wakeham. Also in attendance Loraine Marshall Public Speaking: Joe Gillotti attended the meeting to mostly listen but did inquire about the status of our fundraising goals. Chairman’s Report: Chairman Marcus thanked Ginny Gedney-Schmidt, Loraine Marshall and David Manacek in helping with the transition while we look to fill the Executive Director position. Staff Report: Loraine Marshall reported: Volunteer appreciation day will be held on September 25, 2024. Board members were contacted about a vote to pursue a grant. It was confirmed that a motion was made by Board Member Ed Prybylski to approve Duane Perkins to apply and submit a grant application to the Arbor Day Foundation Roots Program Grant. The motion was seconded by Board Member Julie LaValla. The motion passed unanimously Ed Prybylski inquired as to when Cesar (part-time Tarrywile grounds employee) was going to mow the 2nd hay field. Loraine Marshall stated that it was on Cesar’s list and he would get to it soon. After a brief discussion Board members nodded with approval. Minutes: Meeting Minutes from 5/21/2024 and 6/18/2024 were reviewed and accepted with a request to correct two spelling errors. David Manacek made a motion and Ed Prybyski seconded. All accepted Financial Items ● Budget vs. Actual and Balance Sheet June 2024 David Manacek motioned to accept and Nancy Wakeham seconded it. All accepted ● Proposed Budget 2024-2025 (tabled from June) was broken down by Michael Marcus and then reviewed/discussed. Motion made by David to accept Julie LaValla seconded it and accepted by four abstained by one.  ● Grant monies have been included in the budget excluding the Friends of Tarrywile $35,000 grant that was received from the state for trail work. ● Audit Status: The audit will come in two parts. David Manacek, Julie La Valla and Michael Marcus have met with the independent outside auditor and are utilizing her suggested best practices to review financial activity. The balance sheet is in process of being corrected and updated. Committee/Task Force Reports ● Tractor Grant application: Duane Perkins reviewed that there are two grant proposals being processed for a new tractor for the park. We hereby authorize the application for the city to apply for a grant for a Kubota tractor. Ed Prybylski made a motion, Julie La Valla seconded, all approved. ● Park Priorities Task Force Report: Julie La Valla began a quick review of grants. Duane Perkins was prepared to discuss the DEEP grants but it decided it would be tabled until the next meeting when more board members are in attendance. David Manacek made a motion to table this discussion, Nancy Wakeham seconded, two accepted and two opposed. ● Executive Director Job Search Task Force Report: Julie La Valla presented completed tasks to date include: The executive director’s job description has been updated, the position was posted on Indeed, 32 applicants have applied and their resumes were reviewed by all committee members. The committee is currently screening candidates. 6. Old Business  ● Fundraising: This will be a major part of the new Executive Director’s position. Once the position is filled, and the new hire is in-place, we will create a timeline to move forward with fundraising. ● LoCIP projects: In September the work will begin on the painting, paving, and other repairs to the mansion 7. New Business: ● ATVS/Motorbikes: We will move to order and hang the ATV/motorcycle signs. Dan Turk and Michael Marcus will donate the funds to pay for these signs. The public should continue to call the police to report when they see and hear motorcycles and ATVs. This data is important. ● Dave Manacek suggested that when the next board position opens we should consider adding a person with advanced skills in finance. It was suggested we may need to look at outsourcing our book-keeper. ● DEEP SITE VISIT: Monday, July 22, 2024 DEEP is coming to Tarrywile Park for a site visit. This will include a state forester, the head of the state DEEP grants, Danica Doroski, and her assistant. They will be escorted through areas of the park with Duane Perkins, Ed Prybylski and other park members. It is our hope that this site visit will provide the state’s DEEP Staff with a greater understanding of the environmental needs, and funding required, at Tarrywile Park. Grant Opportunity Arbor Day Foundation: We agreed that we should apply for this grant. Board members were contacted about a vote to pursue a grant. It was confirmed that a motion was made by Board Member Ed Prybylski to approve Duane Perkins to apply and submit a grant application to the Arbor Day Foundation Roots Program Grant. The motion was seconded by Board Member Julie LaValla. The motion passed unanimously Motion to enter Executive Session: Motion made by Duane Perkins and seconded by Julie La Valla. Motion to end Executive Session: Motion made by Julie La Valla and seconded by Duane Perkins. All Accepted Motion was made by Duane Perkins to authorize the Authority’s Vice Chairman and Treasurer to engage legal counsel within the parameters of the budget. All accepted Motion to adjourn made at 7PM by Dave Manacek and seconded by Nancy Wakeham. All accepted. Meeting adjourned