preparing the live stream oh well
looks like it's gonna work
so we can start correct um
hold on one second i'm getting feedback
on my
on the live stream side
[Music]
okay yes i think we're set to go in okay
so may i have a motion to open the
meeting please
don't move second
um we don't have to vote on that one do
we or we do
don't we all in favor all in favor
say aye aye bye
and now we do a rule call um
so if the member's present just say
present please
ann brennan present jessica spark
present matt mcpeak
present victoria powers
present um am i missing here
uh matt klinger
matt klingler
and that's i think that's everyone
correct did i miss anybody
no it's good okay okay um
so uh then the first uh
may have a motion please to approve the
minutes
from march 3 march 3rd meeting so moved
second um
all in favor say aye please hi
hi hi okay the minutes are approved
and then the next part of the agenda
mike do you do this or do i do this
no i'm happy to i'm happy okay um uh
i i would like to introduce uh claire
ceballos she's
joined us for the meeting claire i
appreciate that um
uh claire has been um
appointed uh by mayor kessler to fill
the vacant recreation board position
currently uh she's going through the
confirmation process through city
council they had the first read
last meeting i believe claire will be at
the next city council meeting uh
to to meet city council and and
talk a little bit about herself as well
as answer some questions they may have
and
the hope is that she will be confirmed
at the uh or approved at the
second city council meeting in april uh
and therefore be eligible to
begin to work with the board in for the
may meeting
um but i i want to thank claire for
being here i know the mayor and i had a
chance to talk with her it's been many
months ago now actually
when we first talked with her about
about the vacant position
and um due to some other situations with
timing and when the mayor wanted to try
to time some things up it was a little
bit
of a delay but i know we're excited to
hopefully have clear join
join the board and with that i will pass
it over
uh claire to you to maybe just really
quickly introduce yourself
and see if anyone from the board has any
questions sure hi everybody
i am claire ceballos i am very excited
to be joining the board
um i a little background on me i grew up
in columbus ohio i moved
to bexley with my family when i was in
seventh grade
um i actually attended csg my brother
attended bexley
and i left for a long time longer than i
like to admit probably 18 years
and i came back right after our second
kid was born in 2013.
so we chose baxter when we returned to
columbus which was a very easy choice
and i now have a fourth grader and a
second grader fourth grade boy second
grade girl
um and i don't know we've lived all
kinds of places and
it's been just a really wonderful place
to community to come back to
and about last fall i
um i sit on the bexley community
foundation grants committee
and um i'm always struck on that
committee by how
cool the things that bexley parks and
rec is coming up with
and it was last fall and i believe it
was the ice rink
grant that i just was like wow another
good idea that's such a fun thing and
i love what this organization does for
our community
and then right after that i saw a
posting that there was a board opening i
just felt like it was meant to be for me
so
um it's an organization that i love and
that my family are avid users of the
parks and avid users of bexley rec
and i'm excited to contribute however i
can and
to meet all of you i can't see any of
you on my screen right now i can just
see the agenda but
i can just see i'm just talking to an
agenda but hopefully you can see me
i don't know
any questions for me
yes we can so you know we you can oh
okay that's good i mean i can only see
mike price in the agenda so i'm like all
right well
i'm just talking talking to mike
welcome to the group thanks matt
happy to have you with us thanks yes
welcome claire
thank you
um all right well if there's no
questions obviously claire uh
you know i appreciate that hopefully you
receive my email i know claire has
uh has a lot of the information from the
last handful of meetings and has been
working hard to
sort of see what's uh the board has been
working with and
and talking about and getting up to
speed on that um
yes i have whoever takes the minutes has
done a great job because i feel like i i
read
the last i think four or five ones and
it was very helpful so thank you
good job barb griner she does those okay
good job barb very thorough and as i
mentioned we'll we'll get together
you know assuming the appointment goes
through we'll get together and uh talk
some more specifics but i
again i appreciate all your inquiry
inquiries all of your efforts to uh
um learn about what's been going on so
thanks claire and obviously
feel free to stay with us and watch how
the meeting's going and
if there's any questions feel free to
ask i want to make sure you're staying
in the loop
thank you with that if it's okay and
i'll i'll move on to
bexsierra chamber elaine peltz
absolutely
all right elaine uh welcome elaine pelz
is here with the bexsiera chamber
uh chamber president i think his title
or czar
or queen that's it whatever it is it's
whatever it is you're in charge it's uh
yeah i i appreciate you and and and
dishwasher all in the same
all of it all of it um
talk a little bit about why elaine is
here she's here to make a formal request
of the board
uh to consider um issuing a permit for
an outfall event at jeffrey park
just to give the board a little bit of
background just a reminder
the board has authority that's given
through the alcohol
framework that is passed by city council
to
permit two alcohol events in jeffrey
park per year
um the last one we had was two years i
guess would be two years ago now would
have been the brewfest
um and uh we
before that there was a green egg uh
cookout event if i remember correctly i
think are probably the only two
events that i've had of recent note
under this
um policy that have had alcohol at them
and have received approval from
the board frank i think they're only two
that have asked for approval and and did
receive them
um at this point we haven't received any
other requests
for this year this is the first request
for this year um
you know the brew fest is having just so
the board is aware of some context the
brewfest
uh organizers are talking about doing a
a joint event
uh during labor day weekend uh that may
take place
at capitol's front lawn and frankly
along main street where there's some
discussion about closing down main
street uh that has not been finalized
although there's
continues to be talk about it um at this
point there is a discussion about that
event being here at jeffrey park
obviously whatever the decision is
uh relative to the chamber uh there's
still another
opportunity if something changes with
the brewfest um
so it wouldn't preclude them from from
changing their kind of vision that they
have right now
um you know i think elaine
uh we'd like to elaine would like to ask
for the board to make uh considerations
and potentially a vote today
we're talking about an event that would
take place in september and obviously
there's a lot of work to be done
and having an idea of um how they can
move forward i think is important
and and i at least last elaine and i
have talked i know this isn't
as she's and she'll probably convey this
but as she requests this
there are still looking at another
option i think for a potential location
as well
um this is for the taste of bexley event
which
i think a lot of you are probably very
familiar with a very successful event
that's been going on for many many years
uh obviously basically eric chamber does
a wonderful job with that
i i think a lot of this uh adjustment
is frankly a matter of coping and safety
measures
looking at trying to have an outdoor
event uh and with that
i'm going to pass it over to you elaine
so you can talk a little more about it
and answer any questions that the board
might have
that sounds great mike thank you so much
first of all i want to say
uh thank you for hosting me if it's
lovely to see so many familiar faces
and who knew i was going to run into a
few days ago on
in jeffrey park i mean what the heck um
but
if at any point you can't hear me just
wave your hand or something or give a
shout out because sometimes my
microphone goes in and out
um so mike is absolutely right this
will this year will be our 13th annual
taste of bexley
and um we know that this is a community
event that we love that the community
loves
and it supports all of our local
restaurants as well as our mission
so it's wonderful in that in that regard
as well as it's our largest annual
fundraiser
we typically um draw three to 400 people
each year
in the past few years we've helped it
indoors at st
charles but mike's right that this year
covid
is leading us to go outside and
um we'd love to hold it at jeffrey
mansion
or in the parks i should say um the time
frame of the event that we're looking at
which is similar to past
years would be from 5 30 to 8 pm
and i do know that sunset is around 7 30
um on the date that we're hoping to hold
it which is thursday september 23rd
so we would have to deal with that um in
previous years we've had 25 to 30
vendors
serving bite-sized portions of foods a
wide variety including dessert
and people pay an entry fee and they
have
a option for unlimited food tastings as
well as
we have a designated beer garden which
is something that i'll get to in a
minute
um we are looking at from conversations
with natalie
we are looking at the green the jeffrey
meadow i think it's called
area as well as possibly the clifton
parking lot area both of those have
access to the
shelter which is really nice so
um getting to a couple things that i
know that you guys are going to be the
most interested in or at least i think
you're going to be the most interested
in
um we do understand that because this
would be
an event at the park that you require
it to be open to the public we do um
like i said this is one of our
this is our largest fundraiser of the
year and so we sell tickets to it in
advance
and at the door which we could still do
um at the park at the gate if you will
um and we would provide wristbands to
people who've paid
so that when vendors are handing out
food they would know that yes this
person has paid to attend the taste of
bexley
um elaine can i jump real quick i'm
sorry no you're fine
just so the board is aware it's been a
little while since we've had some of
these success
discussions um the the
framework that gives authority to the
board to approve to alcohol events has a
couple of stipulations
uh and that that is that it is um
available to the general public so
anyone that's holding an event that's
going to have alcohol
is not a private event
because it's a public space so it's open
to the public and that
the other piece is that it is admission
to it is free
now it doesn't mean there can't have
been components within it that do
cost money i if you want to participate
uh
or consume alcohol or consume food as
part of the event you would have to pay
for that but that you could come
and just be among the event be at the
event enjoy the park
without having to pay so those are two
pieces that uh the board just just
reminder the board needs to be aware of
uh that a requirement uh for any sort of
apple event of the park
sorry thank you thank you that's and
that's very easy for us to do
we're hoping to have some type of music
as part of this and people can come and
just enjoy the music and they don't have
to
partake of the food or the alcohol so
thank you for insert interjecting
injecting that
um as far as the alcohol goes
again what we've done in past years is
we've had a beer garden
or two years ago when we had a tropical
theme we called it our suds shack so
who knows what it will be called this
year but we do have a designated area we
would have a designated area
where the alcohol would be sold and it
would only be
glasses of beer or glasses of wine and
it's a pretty nominal fee
but we would clearly market so that
people could not
take alcohol outside of a designated
area
we don't want anybody wandering off for
any reason
at all with that and so we would want to
follow your guidelines and your
stipulations
as well as work with the bexley police
department in terms of what they're
requiring
our intention would be to have plenty of
signage as well as
plenty of communication ahead of time so
that people understand
what the requirements are that makes
sense
um we in that same vein
are understand about the safety and
security
and we are happy to um
hire as many police people
as the chief of bexley police requires
us to have
when we've held our events at st charles
we've always had to hire a police person
so
it's nothing new to us
um i'm going to jump ahead to covet here
and then if you guys want to interrupt
and ask any questions by all means
please do
clearly you know covet is the reason
that we're looking outside and looking
at some place different
and the reality is in many ways i think
it gives us an opportunity
you know to have the taste of bexley
under the stars which i just think is
kind of cool
um in terms of coveted safety though we
would defer to
all city guidelines as well as those of
the covet task force
so if they required us to have everyone
who's not eating to be wearing masks
and to try and remain six feet apart
then that's what we would put in all of
our communications and that we would put
in signage around the space in addition
we are planning on providing multiple
sanitizing stations so that if people
feel like they just need a little bit of
hand sanitizer
that's available to them
those are the things that we thought of
obviously um
there will be more it is only april and
we're trying to work through as many
details as we can
early there are other logistics that we
know will need to work through
uh talking with mike and natalie about
them and
we will do that and obviously the costs
that are associated with these
we are looking to cover as part of our
expenses
so that's what i've got for now i mean
if you guys have any questions please
ask me i would love to answer anything
that i can and if not find out the
answer
elaine i have a question can you give a
little bit more
information about the alcohol um
tent or the the suds shack or whatever
so did people
disappear into the sud shack and consume
their suds and then come out or how does
that work
so what we've done in the past is
we had a designated area where we served
beer from one vendor and we served wine
and the people would come in and buy a
glass and they would either hang out
at one of the cafe tables the tall
cafe tables there or we did give them
the option to walk around and enjoy
their
glass with while they went and tasted
food
but to be honest i think most people
just kind of hung out
in that area we did not require them to
stay in that specific space
in the past um
i would hope we would not have to do
that here but
if that's what we had to do we would do
that yeah i just wanted to understand
if that was a requirement because you
know i can
just in terms of covid stuff i can see
that being a very crowded little space
if it was required so i didn't
i wanted to make sure that you weren't
envisioning that
that's interesting that's the opposite
yeah that's a good point
that's a good point yeah thanks for that
i appreciate it
sure any other questions
the guys are so quiet elaine has your
group connected with
the group that organized brewfest to
maybe compare notes with how they
accomplished their event i know you've
been in contact with mike and natalie
but
are you know knowing um that they used
wristbands at check-in and things like
that um not in the covid
um year but but had some
practices in place back then that wasn't
sure if you'd compared notes with
them actually just that's a great
question yes i have i spoke to tim pitts
just the other day
and he um
filled me in with all sorts of details
what he dealt with in terms of getting
his permit alcohol permit in terms of
working with the chief of police in
terms of
signage that he did and um
[Music]
excuse me he was very helpful and i know
i'm gonna be calling him back
so yeah that that is really a great
resource because it
gives us the idea of how it was done
before
safely he also provided
carts for people if they wanted you know
a ride home
but the difference there is that our
emphasis is on food
and his was on the alcohol i still think
based on previous years i still think we
will have people who want to
have a glass of wine or a beer but i
don't think it will be the same
uh intensity if you will as the brewfest
right
hi elaine i have a quick question since
it's an outdoor event
if if it rains you've gotta you've got
that covered obviously
for a plan b right in terms of you're
going to have it in you'll have just
moving it into one of the shelters into
the large shelter
area then honestly and
we it's a great question and we don't
have that worked out yet um
the reality is i talked to natalie about
having a rain date
but if we're working with vendors which
are restaurants
chances are they are not going to want
to have a rain date
because they have to hire additional
staff to
to man this event so the
shelters are looking great but there's
no way that that's enough space for all
of our vendors
so we were actually looking into costs
for
some type of large tent um
[Music]
so we're trying to figure that out but
it's a good question
mike do we do you have more information
for us or do we are we able to move
forward with this tonight
yeah so if the board
would like um i have i have put together
some draft language for a potential
resolution
recognizing that there are still um
there are still some contingency you
know
that would be contingent on a few things
still being accomplished which elaine
has hit on obviously but that that that
there's follow through that those things
occur
um and can you guys all see this screen
with this resolution
um and again i'll i'll i guess i'll read
this
um really quickly uh the jeffree mansion
alcohol framework under
uh designated areas for events within
jeffrey park direct
uh states that the recreation board may
permit up to two events per year within
jeffrey
park's grounds which are open to the
public and free of charge for general
admission during which the service of
alcohol is
is permitted so this is a resolution
approving the bexley area chamber of
commerce requests to hold an alcohol
event in jeffrey park in september of
2021
i left that vey vague in terms of the
date elaine because i know you're
looking at two potential dates one's a
thursday and one's the following sunday
if i remember correctly from our
discussions yes thank you
yeah contingent upon the following the
event is open to the public and general
admission is said
to said event is free that the bexy area
chamber of commerce
acquires the necessary alcohol permit
and abides by all applicable local state
and federal laws
vexy area chamber of commerce will work
with and receive approval from the
backseat police department for a safety
security plan
uh all city costs associated with the
execution of the event will
will be reimbursed by the bexy area
chamber of commerce
and they could and uh in a covet 19
safety plan is developed and approved by
the
bexley kova 19 uh that says kobe 19
twice sorry task force
which meets all relevant orders in place
at the time of the event
the mexica area chamber of commerce will
work with the recreation parks
administrator staff to ensure that these
requirements are met and addressing the
additional logistics needs associated
with the event
so i think that covers you know a lot of
what elaine talked about a lot of the
things that we would want to have
make sure make sure that they are in
place um
[Music]
so i that i guess i would bring that
forward as a potential resolution for
the board to consider
you want me to sign off now no sticker
so we need a motion to accept this
resolution correct mike
correct and i and from a member of the
board
yeah and before that are there questions
anyone from the board has maybe of me
uh in terms of how we would operate or
what our role might be or
any thoughts i have a comment which is
that
when we were looking at other
events we've talked about
the wreck department has developed
coveted safety stuff
instead of deferring to the
bexley covid 19 task force
i'm comfortable doing it the way that's
presented in the resolution and the way
elaine described it
to defer to the coveted task force but i
just want to make sure that the rec
department
i assume you guys are happy with that
mike since it sounds like you maybe put
this resolution together but you know
taking that and pushing it over to
another body to make that decision about
what's good at our
you know at your place yeah i
i would rather uh the task force does
that i think when we're doing our own
event we know it
well enough to know exactly how we plan
for it to operate how we want it to work
and so i think having
i don't think it's one plan fits all
and so i would rather that go to the
task force also you know i think
frankly we already are at a different
point in this pandemic than we
were say last fall when we were looking
at events that we were holding
i expect we'll be in a different place
uh come september than we are now
um and so the task force which is a
weekly meeting or every two weeks
is really on top of the ever-changing
environment so i'd rather
go through them i will say as we have
discussed special events um
with the um main event committee
uh next celebrations uh group of which
elaine sits on
um you know it's been interesting to
watch
as how we think things will evolve um
you know this is generally an adult you
know an adult event
uh you know by september uh i expect
every adult will have at least
had an opportunity to get vaccinated if
they wanted to
um and so i think that environment makes
it a lot different than some of the
stuff we were dealing with last fall but
yeah
i prefer it to be through the task force
that's dealing with this on a
week-to-week basis
that makes sense to me and i just wanted
to
hear that that that you know so thank
you
thanks i'm happy to make a motion
to adopt this resolution if we're ready
for that
i think we are so can may i have a
second please
yep and i'll second it looks good
okay all in favor say say aye
aye aye so the motion carried
all right well uh thank you elaine we'll
obviously stay in touch i know you've
been in touch with natalie a lot of
logistics as well thank you natalie for
your work on that i appreciate it
and uh anything we can do to help as you
go through this
don't hesitate to give us a call thank
you so much thank you everyone
i hope you'll all attend bye
all right thank you everyone i
appreciate it
um if it's okay and i'll move on to
uh jeffrey mansion project update
sure okay um project continues to move
forward we have our first event on may
9th
tonight i think uh natalie is that right
yesterday
um the construction team knows that we
need to be done before may 9th for that
event
there's still a lot of work to be done
um they continue to
tell us that they feel pretty confident
that we'll be in a good place by may 9th
but as is the case with this project
seeing is believing
i want to update the board uh we had we
introduced
a uh ordinance and uh to the city
council to
ask for an additional uh this would be
as
they might say new money for this
project of 150 000
to get through the completion of this
project uh so i wanna make sure the
board's aware of that
uh so a lot of those costs are
associated with the porch uh the porch
initially was just supposed to be
removing the tap uh uh reinforcing the
structural support for it
putting a new cap back on it's a lot
more technical than that but that's the
general gist of it
um and what they were going to do was
take the existing support
wall of the porch and just do
underpinning underneath it that was the
intent um
uh when they got to that point the soil
that was under it was failing was
collapsing in
so the idea of underpinning was no
longer a viable option
uh which meant they had to tear out the
entire support wall
in order to sort of start from the
ground up
as a result of doing that it also meant
taking out the
ada ramp as well as the stairs
now those were parts of this porch
project we talked about doing but we
decided not to in in large part because
of costs
um and it it wasn't going to be we
weren't going to be able to afford it
frankly without having to come back for
money but they had to take it out in
order to get to the wall
um the positive is we're going to end up
with a better finished product
the ramp was needing to be removed
anyway we don't we have ada
accessibility with this project because
of a ramp that goes down to the lower
level now that we have an elevator
we have complete ada accessibility in
the building so the ramp was sort of not
necessary it was dilapidated it needed
to be removed the stairs were also in
similar shape but we didn't want to be
forced to have to do it
which is what ultimately ended up
happening um so that's a big part of it
uh as i expressed the council the 150
has a little bit of extra in there so
you know as we we wind down this last
month if there's any little change
orders we're not going back every time
we have a change order to council saying
here's another ten thousand here or five
thousand for this
issue or that issue um but we feel
fairly confident that this will get us
through the remainder of the project
um the council seemed to be
open to it it's set up in a way that
hopefully allows for three reads so they
can go through the entire
normal process before approval but i
want to just give the board a quick
update on that any questions
yeah it was just i was just going to ask
um
you know we i was just by there i think
it was
late last week and it does look like
it's got a lot a lot way to go and i'm
but with that being said i'm not
a builder or contractor so what are the
consequences if the project's not
finished is
for that is that right yeah it's a it's
a it's a good question i guess that
would probably
require some um legal input i guess if
you will
uh from our legal department in part
because
you know the original contract had
language i think
at the time was to be completed by
january with
a penalty clause starting in february uh
force major language as a result of
covet really makes it difficult to
hold it and plus the addition of the
scope of the
of the porch uh would probably make it
extremely difficult to
force hands on this but if we felt like
we needed to that would be a question
for our legal department
well i guess to the to the event though
do we have an obligation to
re-home them or so
so a couple things on that event as it
was it it was intense
originally intended to be in the what we
call the jeffrey house which is the
original rental space
as it were we were we hadn't quite
thought about the fact that our
preschool is in one of the normal spaces
that's the jeffrey house
so uh we ended up in an effort to
appease we ended up saying well we'll
give you the
the new space understanding that it was
supposed to be done by that point
for that for for that event specifically
i think you know
worst case scenario if the new space is
not available i think we can move it
back to the
existing space um the the jeffries
the jeffrey house the next event isn't
until at this point till the end of may
is that right like may 27
may 22nd and 23rd we have that weekend
so i think we have a little bit of
flexibility with this event um
um but you know we have tried to
communicate with all the events
especially the early on events that we
are in a
we expecting things to be operational
but we're in a construction site and
there's the potential for that
okay thanks
uh matt from a city city council
perspective anything that
either questions you have uh that maybe
weren't answered at the council meeting
or any thoughts you have from
on the ordinance um
can you hear me yeah okay switch over to
my computer um
no no questions that i have i think troy
was just trying to figure out where the
money was coming from
uh in our council meeting uh where we're
get where we're gonna pull the 150k or
180 whatever it was from
um no i you know me i'm in construction
i understand overrun costs especially
change orders and the sizeable
uh change order of of the
porch um and and and with the with the
condition that it was in when you peel
back the layers you know you just
start unraveling we all we all live in
old bexley homes so we understand
what that's like so i'm good with it um
i think troy just had the question about
where the funding is coming from
i think we're gonna answer at the next
meeting and
you know in my mind it shouldn't be a
problem so
i'm good and so uh mats are aware and so
the board's aware
the ordinance is written uh to have the
funding come out of the
rec fund so the req fund balance will
support this
um and so it's not new general fund
dollars
uh the auditors have weighed in that
they're comfortable with using rec fund
uh balance to support this request
yeah i think yep we should be good from
a council council
standpoint that's it though right you
said that was that was uh conservative
right yeah yeah as we as as we sit
like the numbers were you know we're
working with right now with all involved
in the project
um where that probably gives us about a
fifty thousand dollar cushion to get
through so um
it's always possible if something comes
up but it's unlikely that it would be at
that extent at this late in the game
do you have a wish list to get more
stuff done with that 50k at the end
uh it potentially um there's some things
that we're looking at on this north
uh pat or the south path trail if you
will
um that might be a an improvement
there's some
little i.t things that we're working
through right now that might have some
uh requests but you know obviously you
know i think all along
um when we've thought about this project
we're not
we're not spending money on uh on
i mean we want it to be really nice we
want to be a solid project but we're
trying to be really
diligent about what we're spending this
money on and making sure we get the
nuts and bolts of what we need to have
for the project to be successful
yeah and from a council standpoint we
understand i mean the porch was just
a massive undertaking that wasn't
foreseen so
it was it was definitely an unforeseen
condition condition and everyone
understands that on council
so we're good thanks matt
uh i have an events question kind of
coming at it from the other side
so the events that we've already booked
and hoping we'll be ready but
i would assume events in this space are
a big revenue generator for
the bexley parks and rec are you have we
gotten the word out have you seen demand
is the summer booking up like do you
do you anticipate having a big summer
season
compared to others how do you think
that's coming in
that's a great question and natalie yeah
thank you i'll pass over to you so that
you've been working more closely on
events
yeah so um so with the with the new
space we do have a
an ordinance in place that we can only
have uh it's only for residents to have
alcohol
and uh there's only two per month um we
have
booked up um well we initially had may
booked that one of the may dates and is
going to move to the fall
um i think november is what they were
looking at um but uh
may was booked um june had one
july now has one and then august
september october both have
or all three have two alcohol events and
then
um many of the months have
um either the jeffrey house or as
alcohol or non-alcohol as well as
uh the carriage court with non-alcohol
so i mean honestly we probably are
in the 25 range already for the year um
which is great
uh i mean it's been like crazy booming
this last like month people have been
calling
wanting to to get uh something and and
even within like three months like or
two months they've been like
quick turnarounds like june july um and
august so
so it's exciting um i think it's still
just kind of word of mouth we haven't
done a huge push for the space
um we also know that's going to be a
little tough with the restrictions we
have in place but
um you know we're hoping to to continue
to book out we actually have
booked two for january already which is
kind of surprising
um but uh and then we're gonna start you
know
here soon we'll probably start to get
into the beginning of 22 as well so
and just just to clarify the limitations
on the space
are only for alcohol events yes we can
book
you know 10 events in that space not you
know
a month if they're not alcohol it's only
for alcohol events where there's a
limitation and it's limited to two
and they have to be backstage residents
now having said that based on the rates
and the types of events that we have
many of the events in this new space we
expect will want to have alcohol as part
of it
so it is a fairly limiting factor but it
doesn't prevent
us from having more events that are
non-alcohol or frankly from having
non-residents
uh book the space for a non-alcohol
event as well yep and the jeffrey house
is
is there's no restrictions so we have
multiple events from residents
non-residents
you know alcohol non-alcohol um and the
nice thing is which i'm glad we did we
have
um sunday events or hourly
rates and you can still do an alcohol
event but their hourly rates uh unless
it's in the carriage court then it's a
flat fee but um
if you jeffrey house or non-alcohol it's
great because we've started to book a
lot of baby showers and bridal showers
so it's still very affordable
um on sundays uh with regards to which
whichever space you use
um and we still have coveted capacities
in place so it's basically 50
capacity so the jeffrey house is 112
down to 64 and the
carriage court is 175 down to 96. so
everyone that has books
thus far knows that that's the covid
rate it when they know that it could
change as they hopefully get closer to
their event towards fall
um but they know that they have to work
off of that um that
lower capacity
any other questions
hey mike it's matt klingler um
i noticed on your last council report i
think you turned away five
is that right already from your last
council report of events are you're
keeping
i just want to make sure you're keeping
track of the lost driving like lost
opportunities so
when we go into 2022 we can look at it
from a budget standpoint and say you
know how much
how much did we not make and and look at
you know how everything
went from a from a execution standpoint
of all the events and
and assess whether or not we want to
open up to more
correct yes we are we are doing our best
now he's doing a great job with this to
track events that we know
we had to turn away due to those
restrictions either
they were non-residents that wanted to
have alcohol or
we already had our max two bookings for
that month and i think
last last i remember it is i think it's
still at five is that right natalie
yeah we're still at five that we've
turned away for 2021
thus far okay cool yeah because that's
going to be that'll be a key stack going
into 2022
like you know with council and we'll
talk about it and
for sure i think we should do so thanks
all right any other questions on that
all right it's okay i'll move the
director's report yes sir
all right the 2021 summer activity
brochure is set to come out next week
um i want to uh going out to the public
it's going to be a digital version we're
still not doing
a hard copy in large part because it
gives us a lot of flexibility to make
changes
up until the day that we send it out
whereas if we went to print we had to
print it about a month ago and
things are changing so quickly with
covid that we want to have a lot of
flexibility to
adjust the communication up until
the day it goes out to public so that
will go out digitally
starting next week uh thank you natalie
who
takes the lead on putting that whole
brochure together she does a phenomenal
job
obviously thank you all of the rec staff
for the the programmers that put have
put a lot of effort into finding ways to
provide opportunities during cobit
this summer and finding ways to deal
with
uh not just covet but facility access
as we're still you know getting used to
the space and having it available
i appreciate all of their work i also
want to thank bexy city schools
uh for trusting us to meet safety
guidelines and beginning to open their
facilities
where possible for us to utilize them
for programming uh that's been a huge
help so victoria please pass that along
eli and uh harley and the staff over
there have been really helpful so we
really appreciate it
um but we're excited we we are offering
i think we have a good offering for this
summer brochure coming out of
you know hopefully coming out of the
back end of this pandemic there are
still things that
we have had to do differently there are
still policies and procedures in place
for individual programs that i'm sure
people don't
love but we think are necessary um
and uh we will continue to evaluate
those things as the summer even gets
closer if there's opportunity to relax
some things we will but
uh one thing i will make i will want to
make clear uh
because i've i've gotten emails on this
already
as it relates to like summer camp for
example is while the
the governor gives orders and frankly
county public health makes
recommendations and gives orders those
are the bare minimum
in some instances just because an order
says
children 10 and under don't need to have
mass doesn't mean we don't want to still
have that in place
doesn't mean we can't go above and
beyond in certain areas where we think
it makes sense for our operation and for
safety
so i i will reiterate those orders are
minimum orders that we must meet minimum
standards it doesn't mean in some
instances we won't go above and beyond
um and adapt uh in a way that makes
sense for us in a way that makes sense
for the programs that we're doing
um but we're excited we are offering
basketball
uh that we lost this winter we've talked
about that that is going to be offered
this
this summer uh we are beginning to have
conversations with adult programs that
we lost adult basketball
being one of them adult soccer adult
volleyball
a lot of our yoga programs some of them
are getting back in person
they've been virtual so that's exciting
some of our fitness stuff
we're really you know we are i think
doing a really good job of
providing the programs we normally do
and trying to make up for lost program
opportunities
uh so we're excited to get that out
there and see what the response is
generally speaking as we've gone over
the last couple months with
flag football and baseball and some of
those other youth sports
the response has generally been very
positive numbers have been pretty strong
so it's good it's good any questions on
that
all right jeffrey yeah i'm sorry quick
question uh so
yoga and basketball those are all
happening indoors right
yes yeah they're happening indoors
opportunities that we have to put stuff
outside i think we have some fitness
stuff
um some karate for example right now is
is happening outside where there's where
there's opportunities we're trying to
get as much stuff outside as we can
but a lot of cases we have backups for
indoor
when we can't for influent weather um
jeffrey's summer camp update we continue
to go through the registration process
the registration process frankly has
been a little bit cumbersome this year
for a lot of different reasons one is
the covet and
trying to get people set up to register
without knowing until more recently what
our numbers might be
so we've had like a two-step process
that we won't hopefully normally have
and also working through the new
registration software
uh it's been a little bit more
cumbersome but um
we feel we still feel very confident
that we're going to end up getting our
hitting our
capacity maxes which are basically set
at about eighty percent seventy to
eighty percent of what they normally are
um i think right now we have our uh play
camp
set at 59
um 59 which is normally 72
uh we have our woods and our park will
probably both
ultimately be set up around 90 when both
of them are usually more like 120 and
100 respectively so between the two
it'll be about 90 each
um but we're i think we're pretty close
i haven't looked at the last couple days
i don't know if you have natalie i think
we're pretty close to
uh being in the max in some of those
weeks for some of those camps
yeah i'm pretty sure we are so um
we continue to you know update our
coveted safety plans for that
uh we are looking at you know the
hardest thing that we're dealing with
with camp is trying to find a way to
limit the impact
when a exposure occurs um
unlike the schools for example where
they have them in a really structured
environment where they're keeping their
three feet of distance at all times so
you know we've all seen the emails from
the schools saying hey there was a
you know there was a confirmed case at
maryland or a confirmed case of
middle school and we've gone through our
um
you know our protocols and our contact
tracing and
you know just letting you know
there's no you know reason for you as an
individual parent to have any concern
they can do that because they can say
look based on cdc guidelines we've kept
the kids three feet apart there haven't
been
close contact for long periods of time
that would require some sort of larger
quarantining of the class affected which
is
great it's great uh for the educational
experience it's great for parents to not
have to think about what they're going
to do for the next two weeks
camp is not structured the same way
right so
we're thinking about it in terms of pods
so that it limits
the impact but we can't run a program
and nor are we conveying to our parents
the expectation that we're running a
program that will have
every kid be three feet apart from all
other kids at all times
and not be in a situation where if one
of them tests positives we know that no
one else is going to have to quarantine
as a result of it
that's an impossible concept within this
structure
so we're trying to limit at least based
on what the cdc guidelines are at this
point in time we're trying to limit
the impact of that quarantining as a
result of an inevitable
positive test and
we are actively and if anyone has seen
anything
and i know you know there's examples of
this but we're actively researching
if there are tracking devices
that we can institute implement into
the program that would allow us in the
instance of a positive test
to be able to affirm that uh
all x y of z other kids in that pod
weren't in close proximity for 15
minutes with that child
and therefore instead of it being a
blanket um
quarantining for the 20 kids in that pod
we can take it on a very case-by-case
basis with real
concrete data hopefully limiting instead
of it being 20 it's maybe just three or
four that we know that we're close
friends of that kid and just spent
closer time to them
so those are some of the things we're
working on trying to limit the impact
what is
bound to happen at some point this
summer when you have a nearly 300 kids
in a program but those are things that
we're looking at
to improve the experience for all
involved and also
keep keep the family safe the other
piece of that i would add is we
did receive have received 500 rapid
test kits from franklin county public
health that we will deploy
through the camp program as well as the
preschool program in the event that
somebody is either showing symptoms
or maybe you even believe to be positive
and we can deploy those to family
members too as well as the
individual camper or student
to just be able to get information into
the parents hands about
if they're positive or if they just are
showing some symptoms and it's something
else and that will help
hopefully limit the amount of exposures
we have within the program
any questions on any of that stuff
all right um pool update not
much has changed there uh and allie
please please jump in at any point uh
again again we are
we are fully expecting that the pool
will be open this summer
and we are fully expecting to open on
the saturday of memorial weekend which
is
the 28th 28.
thanks natalie i think my 29th maybe 29.
and the format that we're currently
operating under based on
um guidelines and restrictions is the
pre-registration swim
sessions as opposed to a uh
a wide open pool facility with a
membership
based uh structure so a pre-registration
swim session
format with a limited capacity right now
we're operating off of 130
uh 130 like two i think it is but uh
right around 130
um and we're looking at an hour and a
half swim times
and we're looking at five dollars uh per
person
for that hour and a half swim uh and
they would pre-register pre-registration
will open two days in advance of the day
they plan to swim so that we don't have
a lot of
people signing up and then weather
issues and then having to deal with
you know how that plays out um
um we we are prepared to shift
uh we are prepared to change if
uh if the covert 19 environment allows
us to
or if restrictions are reduced
or if there are new orders or
recommendations that come out
and that can be anything from hey we're
just going to increase our capacity
instead of it being calculated based on
this which gives us 130
uh we can calculate it on a new number
which says it's 160 or 170.
so it could be as simple as we're
expanding our capacity at a given swim
time
uh and and frankly up until probably
middle of may we can continue to look at
a
membership module if all restrictions
are lifted
i'm not expecting that but if they were
that we could quickly uh transition to
back to a normal summer and a membership
module
uh kind of concept so we're we're ready
to adjust to all those different factors
that might come up
uh working obviously now he's working
really closely with swim safe
uh they're sending us information as
they get information from what's going
on
um and uh we're we're starting to now
get some of that communication out to
the public
uh it'll go out obviously in the
brochure we've had a couple postings
um trying to give as much information as
we can without
you know creating an expectation that we
know foley might change between now and
the time the pool opens
anything to add to that natalie um just
if anyone
there's lots of people been asking and
we need to get another update
we did a pool update but i forgot to put
swim lessons in there we are planning on
doing
swim lessons in some capacity it's just
it's probably not going to be the normal
six week program we do we're we're
looking at four two weeks
two week sessions that you sign up for
and we have to
get um jeffrey summer camp in there
somehow so we're trying to work through
those logistics it's just
it's not gonna be as many weeks as
people are used to but i think it'll be
something
um and uh maybe people can you know sign
up for two sessions
instead of you know uh having the
ability to go to six weeks maybe it's
maybe it's only two weeks or four weeks
so
um sorry natalie
that's right and part of the reason for
that is capacity we expect that swim
lasting capacity at a given time will be
less we won't be able to as many kids in
the water at the same time
and so by changing the structure from
six weeks one six week program to
multiple
shorter sessions it allows us to get
more individual
kids in so that you get some experience
this summer as opposed to having to turn
a larger block away because
we had a small block that six weeks so
conceptually it's all about getting as
many people access
to some swim lessons experience this
summer
uh because of uh restrictions on
capacity
yeah and um and swim team is is planning
to happen mike i
actually just heard from taylor today
they are going to do inner squad
only so it's just going to remain
all bexley um they're going to kind of
split into two different
separate teams you know team team blue
team white or whatever and um
they're gonna do three to four meets and
they can be flexible we can do it
whatever nights you know or mornings
maybe a saturday or sunday morning
um so that'll that'll be good they think
it's gonna they think that's the best
the best option right now so um they're
gonna be
probably putting that in well some of
that information is going to be in the
brochure
um but they're going to start you know
kind of getting that information out to
their
to their uh group so again i would i
would
you know as we talked about that a
little bit natalie uh sorry to do
business over this
meeting really really quick but that's
news to me but they made that decision
i think having if if there's a potential
to have like a evening event
that could be fun under the lights um
uh after the pool is already closed just
to give them a fun experience
considering they've lost out in some of
the
normal experiences they have i think
that'd be something that we should do
yeah
for sure so
any any questions on pool
with that i will pass it back to you and
okay so is there any old business from
the board
hearing none is there any new business
hearing none i think we can then oh we
got new business
not new business but this is matt
klingler mike i just
i just had a question um how are you
after the first since we're done with
the first quarter how are you tracking
uh budget budget-wise with projections
because i know
we went over a lot of scenarios with
covid and programming and
you know 30-60-90 we're going to be back
full go how are you tracking
it's a great question i have to be
completely honest i haven't gotten a
chance to look
uh specifically at first quarter numbers
um
my gut would tell me where were behind
on the first quarter from what our
projections would be only because
our transition into aftercare which is a
big budget item
uh saw a much lower number than i think
maybe we thought we would see
um and that may be a lot of might have a
lot to do with
people have already sort of figured out
their plans to get through the rest of
this year and therefore
don't necessarily need the aftercare uh
but i can't say that for sure i haven't
really
been able to take a deep dive into that
um
matt so but that would be my initial
reaction having said that
on the flip side we'll have more
discussion about
the expense side of programming which
there may be some potential offsets
uh with the new stimulus um that might
help out so
okay yeah i think at least for my
family and a couple that i know or at
least mine the
people still working from home um
and being able to take care of the kids
uh while working from home
sort of you know for the for the for the
older kids
uh that that sort of that's probably
a detriment to the after care
because i know like we're one family and
i know a couple others you know my
wife's still working from home
so we don't we don't need the bexley
aftercare and my kids used to go so
that's probably it so
hopefully once businesses and once
everyone starts to get back in the
office
um you know hopefully summertime um
we'll have more more aftercare
participants so our summer camp
participants so
okay that's we'll say it looks like
we're tracking basically some
registration at this point we're
tracking pretty well with our summer
um numbers and what we projected for
that and
frankly we'll probably be slightly ahead
on the summer than what we projected
but without having looked at the first
we've gone back yet and looked at the
first quarter my
gut tells me it's going to be a little
bit behind
okay just just wanted update thank you
yeah thanks
um so that would have been old business
is there any new visits from the board
hearing that i think we're ready to take
a motion
i may have a motion to adjourn please
i'll move thank you matt
may have a second second thank you jess
so like that's uh me uh i'll all um
all in favor say aye aye
aye so we are adjourned
thank you all right everybody thank you
mike thanks all thanks anne