VE AGENDATATIVE AGENDA The Jekyll Island State Park Authority committees met in Public Session on Monday, March 21, 2016 at the Jekyll Island Convention Center. Members Present: Richard Royal, Chairman Bob Krueger, Vice Chairman Mike Hodges, Secretary/Treasurer Sybil Lynn Joy Burch-Meeks Bill Gross Bill Jones Via Teleconference: Mark Williams Nancy Gallagher, Senior Assistant Attorney General Not Present Joy Burch-Meeks Michael Shaffer Meeting Summary A.) Approved January 19, 2016 Board Minutes B.) Approved Lease with John Deere for Golf Course Equipment (an $18,000 adjustment to FY2016 Operating Budget) C.) Approved United States Postal Service Lease at 17 Pier Road (subject to legal review) D.) Approved Consent to Assignment of Quality Inn Lease (subject to legal review) E.) Approved the First Amendment to the Holiday Inn (Beach House) Restaurant Lease (subject to legal review) F.) Approved LNWA Developers LLC Lease date extensions for Marriott Courtyard and Marriott Springhill Suites (subject to legal review) G.) Approved Vehicle Use and Maintenance Policy Update H.) Approved Jekyll Island Authority commitment to the Jekyll Island Foundation Mosaic Project – additional $50,000 per year for five (5) years I.) Approved the termination of the Global Concessions III, LLC Lease
Transcript
VE AGENDATATIVE AGENDA The Jekyll Island State Park Authority committees met in Public Session on Monday, March 21, 2016 at the Jekyll Island Convention Center. Members Present: Richard Royal, Chairman Bob Krueger, Vice Chairman Mike Hodges, Secretary/Treasurer Sybil Lynn
Joy Burch-Meeks Bill Gross
Bill Jones Via Teleconference: Mark Williams Nancy Gallagher, Senior Assistant Attorney General Not Present Joy Burch-Meeks Michael Shaffer
Meeting Summary
A.) Approved January 19, 2016 Board Minutes B.) Approved Lease with John Deere for Golf Course Equipment (an $18,000
adjustment to FY2016 Operating Budget) C.) Approved United States Postal Service Lease at 17 Pier Road (subject to legal
review) D.) Approved Consent to Assignment of Quality Inn Lease (subject to legal review) E.) Approved the First Amendment to the Holiday Inn (Beach House) Restaurant Lease
(subject to legal review) F.) Approved LNWA Developers LLC Lease date extensions for Marriott Courtyard
and Marriott Springhill Suites (subject to legal review) G.) Approved Vehicle Use and Maintenance Policy Update H.) Approved Jekyll Island Authority commitment to the Jekyll Island Foundation
Mosaic Project – additional $50,000 per year for five (5) years I.) Approved the termination of the Global Concessions III, LLC Lease
BOARD MEETING Monday, March 21, 2016
Agenda
9:30 a.m. JIA Committee Meetings* Convention Center, Rooms 7-8
*All applicable public comments will be heard during the appropriate committee meeting.
Chairman Royal – Welcome
Historic Preservation/Conservation Committee – Section I
1. Water/Sewer Electronic Billing and Payment System 2. Golf Course Equipment Lease Recommendation
D.) Leases – Mr. Daniel Strowe, Legal Associate 1. United States Postal Service Lease – Historic District 2. Quality Inn
i. Title Revision ii. Lease Revision
3. First Amendment to the Holiday Inn (Beach House) Restaurant Lease 4. LNWA Developers LLC Lease Date Extensions
i. Marriott Courtyard ii. Marriott Springhill Suites
5. AT&T Lease Amendment Update Personnel Committee – Section III Bill Gross, Chair
A.) Vehicle Use and Maintenance Policy Update – Ms. Jenna Johnson, Director of Human Resources
Legislative Committee – Section IV Richard Royal, Interim Chair
A.) Appropriations Update
Marketing Committee – Section V Joy Burch-Meeks, Chair
A.) Marketing Update - Ms. Meggan Hood, Senior Director of Marketing Committee of the Whole – Section VI Richard Royal, Chair
A.) Jekyll Island Mosaic Update – Ms. Dion Davis, Executive Director, Jekyll Island
Foundation; Mr. Jones Hooks, Executive Director B.) 4-H Operational Agreement, Mr. Jones Hooks, Executive Director C.) Executive Director’s Report
1. Jekyll Island Seafood Company Update and Suite 101 Recommendation 2. Revitalization Update 3. Other
D.) Chairman’s Comments Adjournment
5 M i n u t e B r e a k
JIA Board Meeting Agenda Richard Royal, Chair Action Items
A.) January 19, 2015 Board Minutes B.) Golf Course Equipment Lease C.) United States Postal Service Lease – Historic District (Subject to Legal Review) D.) Quality Inn Title and Lease Revisions (Subject to Legal Review) E.) First Amendment to the Holiday Inn (Beach House) Restaurant Lease (Subject to
Legal Review) F.) LNWA Developers LLC Lease Date Extensions (Subject to Legal Review)
G.) Vehicle Use and Maintenance Policy Update H.) Jekyll Island Mosaic Recommendation I.) Beach Village R-3; Suite 101 Recommendation
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MEMORANDUM
TO: COMMITTEE OF THE WHOLE
FROM: NOEL JENSEN, SR. DIRECTOR OF FACILITIES AND PUBLIC SERVICES
SUBJECT: OPERATIONS MONTHLY REPORT - FEBRUARY 2016
DATE: 3/21/16
PUBLIC SERVICES February Highlights:
• Began major repairs and spruce for Summer Waves prior to opening in May • Performed painting and repairs on AmeriCorps housing units Maurice 504 and 506 • Roads and Grounds completed Causeway Vegetative Management on the Jekyll Island
Causeway one week ahead of schedule
Facilities Department Work Orders New Work Orders 90 Completed 61 Outstanding 33 Awaiting Parts 37
90
61
3337
0
10
20
30
40
50
60
70
80
90
100
New Work Orders Completed Outstanding Awaiting Parts
2
PUBLIC SAFETY – Fire & EMS February Highlights:
• Gave fire extinguisher refresher/training to Jekyll Island Club Hotel staff • Put out structure fire at campground (40’ Trailer) with no collateral damage or injuries
Jekyll Island Fire & EMS Responses Total Responses 28 EMS Responses 16 Transported to ER 9 Fire Responses 12 False Alarms 1
0 5 10 15 20 25 30
Total Responses
EMS Responses
Transported to ER
Fire Responses
False Alarms
3
PUBLIC AMENITIES
Jekyll Island Tennis Center February Budget $ 4,150 Feburary Actual $ 5,544
Mini Golf & Bike Rental February Budget $ 9,660 February Actual $ 13,474
Jekyll Island Golf Club
$-
$1,000
$2,000
$3,000
$4,000
$5,000
$6,000
February Budget
February Actual
$-
$2,000
$4,000
$6,000
$8,000
$10,000
$12,000
$14,000
February Budget
February Actual
4
Jekyll Island Golf Club February Budget $ 132,870 February Actual $ 130,075
• Golf revenues are up $7,816 over Feb FY 15 • Annual memberships are up to 110 as compared to 40 in Feb FY15 • Membership revenue is up $666.10 as compared to Feb FY 15 • Passport ticket sales are up $500 compared to Feb FY 15 • Merchandise revenues are down $5,320 over Feb FY 15 • January play was down 656 rounds from Jan FY 15 on:
Pine Lakes, Indian Mound and Oleander • January play was down 217 rounds from Feb FY 15 on:
Great Dunes Golf Course • YTD play is up 570 rounds overall from FY 15
$128,500
$129,000
$129,500
$130,000
$130,500
$131,000
$131,500
$132,000
$132,500
$133,000
February Budget
Feburary Actual
MEMORANDUM
TO: HISTORIC PRESERVATION/CONSERVATION COMMITTEE
FROM: BEN CARSWELL, DIRECTOR OF CONSERVATION
SUBJECT: CONSERVATION UPDATE
DATE: 3/15/2016
Research and Monitoring
• The contract agreement with UGA for the research effort concerning deer impacts and other environmental stressors, as approved at the January 2016 BOD meeting, has been signed by both parties and is proceeding with first steps (student recruitment, site visit to confirm study areas, etc.). It now appears very likely that a masters student project in addition to a Ph.D. will be brought to bear.
• The Conservation staff continues water sampling and testing associated with both the island Watershed Protection Plan (WPP), required for the water/sewer dept.’s NPDES permit, and samples associated with ongoing investigations of the Fortson Pond system (still trying to 100% rule out any sort of sewage contamination). Our efforts on the WPP save the water department considerable funds that would otherwise have to go to an external consultant.
Outreach, Education, and Community interface
• The Conservation staff attended the annual Georgia Shorebird Alliance meeting in Brunswick and presented the results of our 2015 Wilson’s Plover nest monitoring efforts that are supported by the JIF. A proposal came forward at the meeting to nominate the entire Georgia Coast for inclusion in the Western Hemisphere Shorebird Reserve Network. Landowner sign-on would be required. Participation does not involve any regulatory or binding commitments.
• Ben Carswell gave a presentation to the Jekyll Campground Winter Residents highlighting the environmental history of Jekyll Island.
Staffing • Conservation Coordinator Yank Moore has returned from a medical leave of absence and is
doing well. His positive attitude and many daily contributions to the department are certainly very welcomed back.
MEMORANDUM
TO: PERSONNEL COMMITTEE
FROM: JENNA JOHNSON, HR DIRECTOR
SUBJECT: PERSONNEL COMMITTEE REPORT
DATE: 3/11/2016
JIA Workers Compensation Claims: (Target goal for FY16 = 9).
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total
FY16 4 1 1 0 0 1 1 1 9
FY15 2 2 0 1 0 1 1 0 2 1 0 2 12
JIA Employee Census: 296
Recognition:
o Pocket Praise Winners …..Thank you for going above and beyond!
o Angela Robb with Marketing o Mary Garrison with Sales o Breanne Dawson with Administration
0
1
2
3
4
5
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
FY16
FY15
Month Full time Part Time Seasonal Interns Total
Employees
Dec 2015 153 127 3 13 296
o Retirements: None
o Meet our featured employee of the month for March: Dana Ross
Dana has been with Jekyll Island Authority since April 28, 2015. She started out in our Summer Waves Gift Shop but is currently working in the Museum Gift Shop. Her main responsibility is providing excellent customer service to our guests.
Dana's favorite thing about working for JIA is the atmosphere. She says her manager is wonderful to work with! I think her manager would say the same about her!
When she's not at work, Dana is taking college classes or spending time outside. When she says outside, she apparently means outside of an airplane! Look at that picture! Thank you for making us a part of your exciting life, Dana! Keep up the great work!
MEMORANDUM
TO: COMMITTEE OF THE WHOLE
FROM: BRUCE PIATEK, DIRECTOR OF HISTORIC RESOURCES
ANDREA MARROQUIN, PROGRAM COORDINATOR
CC:
SUBJECT: HISTORIC RESOURCES UPDATE
DATE: 3/15/2016
Jekyll Island Museum Paid Tours: Public: 1,541 Group: 487
• The Jekyll Island Museum posted a record February for Public Tour Revenues, surpassing the prior February record set 17 years ago in 1999.
• The Jekyll Island Museum also broke the prior record for February Total Revenues by one dollar.
$-
$20,000.00
$40,000.00
$60,000.00
$80,000.00
$100,000.00
$120,000.00
$140,000.00
JULY AUG SEPT OCT NOV DEC JAN FEB MAR APR MAY JUNE
Museum Revenue - FY2015 - FY2016
FY2015 FY2016
$23,019.00
$5,074.00
$14,720.00
Museum Revenue - February, 2016
Tour Revenue Group Revenue Shop Revenue
Education Programs
• The Rockefeller Experience New daily tours offer an inside look at Indian Mound Cottage. Guests are invited to pay a call at William and Almira Rockefeller’s spacious vacation home on Jekyll Island, which they enjoyed “more than any other.” The Rockefeller Experience is available on the hour from 10:00 am to 4:00 pm daily, subject to prior private rentals.
• Historic Faith Chapel
Now open for extended hours, the chapel interior is available for prayer and contemplation each morning from 8:00 am - 10:00 am, and for historical interpretation daily from 10:00 am - 4:00 pm, subject to prior private rentals.
Curatorial/Research
• Implemented the new state records retention schedule for compliance with the State Archives • Working to create secure digital storage for JIA digital records • Conducted a full collections inventory of Indian Mound Cottage and updated artifact records • Processed 5 boxes of records from Major Projects/Revitalization/Capital Improvements • Shredded 225 pounds of paper for recycling
Historic District/Preservation
• Baker-Crane Carriage House: The structural prep work for reroofing the building is complete.
Supporting rafters and decking are installed and the roof is dried in. • Villa Marianna: Painting and repairs to the building exterior is about 80% complete. • Hollybourne Porch Project: An RFP was sent out to solicit bids for the Hollybourne Porch
Project. • Moss Cottage: The roof was repaired and flashing installed to fix a leak that was damaging the
ceiling and walls in an interior hallway. The affected areas have been repaired and paint samples taken to match new paint to the historic paint color.
• Historic District Signage: Additional signage was installed in the Historic District to assist with wayfinding for guests.
• Post Office : Continued work on final construction details and assess plan for mail delivery • Attended “Coastal Nature Coastal Culture” conference in Savannah • Tulla Fish Legacy: Met with Tulla Scott concerning her mother’s exhibit and her legacy on Jekyll
Island • Horton House: Researching archaeology – past work and level of knowledge. • Native American mound sites: Visited two locations on Jekyll Island that may contain Native
American mounds, ceremonial or burial or both, with local informant Bill Weeks. Site need archaeological testing.
MEMORANDUM
TO: COMMITTEE OF THE WHOLE
FROM: TERRY M. NORTON, GSTC DIRECTOR AND VETERINARIAN, JOHN MARR, GSTC GENERAL MANAGER
SUBJECT: GEORGIA SEA TURTLE CENTER UPDATE – FEBRUARY 2016
DATE: 3/15/2016
We learned a lot about the rehabilitation and lives of sea turtles. The staff were very friendly and knowledgeable. We greatly enjoyed our visit! Great for the whole family! Quote from Trip Advisor (Feb. 2016) Comparisons with Prior Year (Feb. 2016 vs. Feb. 2015)
Although the number of people visiting the GSTC was 7% higher in Feb. 2016 compared to Feb. 2015, there was an 8% decrease in Concessions. Adoptions and Memberships were up slightly, however Brick sales were down (-33%). Reservations as a whole were down despite about a 40% increase in Behind the Scenes tours compared to last year.
-40%
-20%
0%
20%
40%
60%
80%
100%
Percent Change from Feb. Previous Year (2015)
Admissions (# people)
Concessions ($)
Adoptions (# sales)
Bricks (# sales)
Donations ($)
Independent Tours ($)
Behind the Scenes ($)
School Field Trips (# sessions)
Distance Learning (# sessions)
Memberships ($)
Total Reservations ($)
Revenue Categories* • February total concessions $47,949.15 was $8,703.22 less than budgeted • February total admissions $29,289.12 was $19.42 more than budgeted • Adoption (Sea Turtle) 84 | $3,900 Bricks 3 | $300 • Donations (general) 14 | $461 GuidedTours(Groups) 48 participants| $402 • Independent Tours 0 participants | $0 Behind the Scenes 80 partic. | $1,955 • School Field Trips 109 students | $1,095 Distance Learning 4 (233 students) | $318 • School Outreach 66 students Public Outreach 166 people reached • Memberships 19 | $1,608 Daily Programs 134
*some online payments are received 2 weeks later Marketing/PR/Events • The Jekyll Island alligator research project was featured in a GPB episode and is viewable online. • Numerous press coverages including articles in press and news television clips about GSTC (archived
by Marketing).
• Social Media, Website and Communications Updates: o Trip Advisor: 1,042 reviews, ranking GSTC #3 out of 20 Jekyll attractions o Facebook: Over 27,625 likes
Presentations, Publications & Grants • Several staff and AmeriCorps Members attended the Southeastern Partners in Amphibian and Reptile
Conservation meeting and delivered five poster and three oral presentations. • Nicki and Bre led a successful CV/Resume workshop focusing on content and format. • Rick Bauer, Research Technician with the GSTC, received the honorable Joe Butler Fellowship from
the UGA Odum School of Ecology. This fellowship will support in part his graduate stipend. • Dr. Andrews, Katie Parson (AmeriCorps) and Dr. Terry Norton received $5K from the Riverbanks
Zoo Conservation Fund award to support their research with eastern diamondback rattlesnakes. • Dr. Norton hosted, organized, and presented at a rehabilitation and health workshop in mobile
Alabama for the SE Regional Sea Turtle meeting. Education • Hosted Homeschool Saturday on Feb. 20th. Activities and programs highlighted the impacts of
marine debris on sea turtles and how everyone can take action to benefit the environment. • Reviewed our entire specimen collection and have started to catalog and relabel as necessary.
These numbers include all education activities including events and off-island outreach.
Rehabilitation
AmeriCorps Program, Volunteer Program, and Marine Debris Initiative Service Hours Monthly
Notes: • Volunteer Spotlight: Sarah Hough • 7 volunteers completed their shadow shift and passed their sea turtle knowledge test • GCSV conducted a site visit/audit and the program with no findings. • MDI Clean Up on the south end of the island with Kasey, Ronnie, Sam + 6 volunteers
(picked up 5 bags of trash) • 10 new AmeriCorps members arrived and moved in with orientation to start
Sea Turtle Other Turtle Bird New Patients 4 5 4 Current Patients
22 44 3
Released Patients
2 1 0
Transferred Patients
1 0 1
Total since 2007
636 512 541
MEMORANDUM
TO: COMMITTEE OF THE WHOLE
FROM: DION DAVIS
SUBJECT: FOUNDATION UPDATE
DATE: 3/15/2016
Executive Committee: The Executive/Finance Committee held its regularly scheduled meeting via conference call on Thursday, March 10, 2016. Agenda items included: Capital Campaign Update, Hollybourne and Trail Camera Funding Requests, Marketing, Events, FY17 Budget, JIF Board Meeting, and ED Vacation. Board of Director’s Meeting: The Board will hold their next regularly scheduled quarterly meeting on Thursday, April 28, 2016 at the Jekyll Island Club Hotel.
Jekyll Island Mosaic Campaign Update – as of 3/15/16 Pledge and Paid Report
The standard useful life of the equipment is 7 – 10 years and most of our equipment is between 10 and 20 years old. In order to keep the equipment operational, the equipment repair and maintenance expenses continue to increase. We can no longer find parts for some of the equipment and we are robbing from broken equipment to keep other equipment in operation. These mowers, tractors and sprayers are in operation on a daily basis and are required to keep the golf courses in good shape.
An economical way to replace some of the golf course equipment is to lease the equipment. Leasing golf course equipment has become standard operation in the golfing community.
The staff is requesting approval to enter into an operating lease for golf course equipment as noted below:
1. Lease is for 14 pieces of equipment which includes 6 mowers, 1 sprayer, 1 ProGator, 1 debrisblower, 3 bunker rakes and 2 utility tractors. Total price to purchase this equipment, if new is$338,289.63.
2. Proposed lease is for 48 months @ $5,999.99 per month or $287,999.52 over the term of thelease. Interest rate is 4.45%.
3. Equipment comes with a warranty for the term of the lease.
4. Lease is an operating lease agreement with no bargain purchase option at the end of the lease.Since this is classified as an operating lease and not a capital lease, it does not requireapproval from the Georgia State Financing Commission.
5. Effective date of the proposed lease is April 1, 2016.
The staff is also requesting a budget adjustment of $18,000.00 to increase the equipment rental expense in the golf course maintenance budget for the remainder of this fiscal year. The growing season is upon us and the new equipment will be a tremendous help. If approved, we will utilize current year funds to pay for this increased expense. Expenses for the next fiscal year will be included in the FY17 budget proposal.
MEMORANDUM
TO: FINANCE COMMITTEE
FROM: DANIEL STROWE, LEGAL ASSOCIATE
SUBJECT: LEASE FOR UNITED STATES POSTAL SERVICE
DATE: 3/15/2016
BUSINESS LEASE SUMMARY
NAME: Post Office
LEASEHOLDER: United States Postal Service
ADDRESS: 17 Pier Road Jekyll Island, GA 31527
Term of Lease: 5 years, 8/1/2016 through 7/31/2021 Two (5) year options to renew through 7/31/2031
Property Size: 1,215 square feet
Annual Rent: $1.00
Security Deposit: None
Specified Use of Premises: Full service USPS facility
Other: Upon execution of this lease, USPS shall be granted access to the premises to commence its “build-out” of the facility in accordance with USPS rules and regulations. USPS has indicated that it will construct the facility in keeping with the “vintage era” of the historic district, including the use of vintage brass mailboxes and other fixtures.
Lease Amendment And Extension: In conjunction with the execution of this Lease, USPS has requested
the Board execute a Lease Amendment and Extension to its current lease governing its facility in the former, temporary shopping center along North Beachview Drive at an annual rental of $1.00. This Amendment shall extend the terms and conditions of the Lease from June 1, 2016 through July 31, 2016. Prior to termination, USPS shall move into its new location in the Historic District.
MEMORANDUM
TO: FINANCE COMMITTEE
FROM: DANIEL STROWE
SUBJECT: QUALITY INN – CONSENT TO ASSIGNMENT
DATE: 3/15/2016
PROPOSED LEASE SUMMARY
Current Lessee: Interstate Management and Investment Corporation
Grantor: William Minter, Individually
Grantee: Seafarer Associates Ltd. Partnership
Successor Lessee: BA Jekyll Island, LLC Dipan and Chetan Patel
Land Site: 2.94 +/- acres, currently the Quality Inn
Address: 700 North Beachview Drive Jekyll Island, GA 31527
Purpose:
• At its previous meeting, the Board approved the purchase and assignment of the QualityInn from Interstate Management and Investment Corporation (“Interstate”) to BAJekyll Island, LLC (“BA Jekyll”). Following the assignment, the Board agreed to enterinto a revised and restated lease with BA Jekyll, which will provide for the renovationof the Quality Inn.
• As part of the parties’ due diligence relating to the closing of the transaction betweenInterstate and BA Jekyll Island, the parties conducted a title search of the property. Thetitle search revealed that on October 3, 1995, the JIA approved an assignment and leaseamendment for the Quality Inn between William Minter and Interstate. However, thetitle search also showed that a second assignment between William Minter and SeafarerAssociates Ltd. Partnership occurred on December 15, 1995 and was recorded on May22, 2000. There is no record of the Board approving the second assignment, and,therefore, the parties have requested that the Board execute a “Consent to Assignmentof Lease,” which recognizes and approves of the second assignment. The Board’sconsent will resolve any outstanding title issues and allow Interstate and BA Jekyll toproceed with its transaction. Following the closing of the transaction, BA Jekyll willenter into a revised and restated lease governing the Quality Inn property as previouslyapproved by the Board.
JEKYLL ISLAND-STATE PARK AUTHORITY POLICY MANUAL
1
Original Date: 6/12/2000 Revision Dates:
Subject: Vehicle Use, Care, and Maintenance
Effective Date: 6/12/2000
Section: 4.17 Section: Human Resources Standards of Practice
STANDARD The Jekyll Island Authority (JIA) will provide safe vehicles for use by Authority employees in the conduct of their work. The Authority will ensure the safety of the customers we serve and the employees who operate such vehicles through the use of standard guidelines for the care, maintenance and operation of vehicles, as well as the qualifications, selection, and training of its drivers and operators.
PRACTICE GUIDELINES
1. Driver/Operator Qualifications: For positions which require a drivers’ license, JIA shall hireonly persons who maintain a safe driving record and demonstrate a regard for traffic laws asevidenced by an official pre-employment Motor Vehicle Records review.
2. Selection Guidelines: A safe driving record and valid drivers’ license shall be required for anyemployee who is required to drive or who may drive a JIA vehicle or personal vehicle in thecourse of JIA business. An unsafe driving record may be evidenced by any of the following:
A. Suspension of drivers’ license for a poor driving record in the 12 months preceding the date of application of employment.
B. DUI/DWI conviction in the 12 months preceding the date of application. C. Two or more at fault accidents in the 12 months preceding the date of application. D. Three or more moving violations in the 12 months preceding the date of application. E. Cancellation of auto insurance because of a poor driving record in the 12 months
preceding the date of application. F. Termination from previous employment because of improper or unsafe vehicle use in
the 12 months preceding the date of application. G. A pattern of violations that may indicate a disregard for the law.
3. Motor Vehicle Records (MVR): MVR reports are run annually for any employee who isrequired to operate a motor vehicle or any motorized equipment for which a drivers’ license isrequired. An MVR report will be reviewed annually for any employee who may drive a JIAvehicle or personal vehicle in the course of JIA business.
The selection criteria listed above shall be used to determine whether the employee’s safedriving record has been compromised. An employee’s safe driving record can be affected by aviolation which occurs off duty in the employee’s personal vehicle. If the safe driving recordhas been compromised such that the JIA would be placed in a position of liability by allowingthe employee to continue driving, the following action may be taken:
JEKYLL ISLAND-STATE PARK AUTHORITY POLICY MANUAL
2
Original Date: 6/12/2000 Revision Dates:
Subject: Vehicle Use, Care, and Maintenance
Effective Date: 6/12/2000
Section: 4.17 Section: Human Resources Standards of Practice
A. If driving is a primary function of the employee’s position, the employee may be reassigned to a non-driving position, if available, if the employee is qualified, and if performance is otherwise satisfactory;
B. If driving is a primary function of the employee’s position and no alternative position is available, employment may be terminated unless the Authority’s liability can be mitigated in some manner.
C. If driving is not a primary function of the employee’s position, but the employee sometimes drives in the course of work, the employee will not be allowed to drive in the course of work until the selection criteria can be met.
4. Notification Requirements: Each driver of an Authority vehicle shall maintain a safe drivingrecord and driver’s license. Each such employee who is notified of the loss, suspension orrevocation of his or her license to drive or operate a motor vehicle, or any charge or violationon or off duty, in any state, shall notify his or her supervisor no later than the next business dayand before he or she operates vehicles or equipment in the course of work. Each driver shallalso notify their immediate supervisor of any traffic violations that result in a conviction, guiltyplea or nolo contendere plea. The supervisor shall notify Human Resources. Failure to reportany license suspension or revocation, or any charge or violation arising from vehicle operation,on or off duty, will be grounds for disciplinary action, up to and including termination ofemployment.
5. Reporting Motor Vehicle Accidents: When an accident occurs while an employee is drivingan Authority vehicle, or a personal vehicle on Authority business, employees and supervisorsshall follow the accident reporting process outlined below. Accidents must be reportedaccording to established procedures as soon as possible. Supervisory investigations followingeach accident will determine whether the employee contributed to the accident in any way.Failure to timely report a motor vehicle accident may result in disciplinary action, up to andincluding termination of employment.
A. Those involved in the accident or reporting to the scene of the accident shall ensure that medical attention is sought where needed and appropriate authority is contacted; including law enforcement.
B. Each accident shall be thoroughly investigated after being reported by the driver no matter how minor. The driver and supervisor will complete the vehicle accident/incident form.
C. The supervisor will submit the accident report to Vehicle Maintenance Fleet Manager and injury report (if applicable) to Human Resources.
D. The supervisor/director will recommend corrective action, via the Human Resources department.
JEKYLL ISLAND-STATE PARK AUTHORITY POLICY MANUAL
3
Original Date: 6/12/2000 Revision Dates:
Subject: Vehicle Use, Care, and Maintenance
Effective Date: 6/12/2000
Section: 4.17 Section: Human Resources Standards of Practice
6. Corrective Action Following an Accident: The standard for driving is to avoid preventableaccidents. If an accident is found to be avoidable on the part of the employee, appropriatecorrective action will be taken as soon as possible. The following guidelines present anopportunity for improvement, however, nothing in these guidelines prevents a supervisor fromrecommending immediate termination of employment, or any other disciplinary or correctiveaction, in any specific case, without using these steps in order they are presented, depending onthe factors involved. Some circumstances may result in immediate termination, depending onthe severity of the violation.
A. Following the first accident, resulting in damage or injury, to which the employee has been determined to have contributed to the fault of, the employee will receive a written warning.
B. Following the second such accident within 12 months, resulting in damage or injury, to which the employee has been determined to have contributed to the fault of, the employee will be suspended without pay and may be required to contribute to the cost of repair or replacement. Such costs may be payroll deducted.
C. Following the third such accident within a 24 month period resulting in damage or injury, in which the employee contributed to the fault of, may result in termination of employment.
D. The employee who tests positive for drugs or alcohol in a post-accident drug test will be also be subject to the Corrective Action described in Drug-Free Workplace Policy 4.13.
7. Corrective Action Following a Moving Violation in an Authority Vehicle or Personal Vehiclewhile driving in the course of business:
A. First occurrence within 12 months – written warning. Serious moving violations may result in immediate termination of employment regardless of previous history.
B. Second occurrence within 12 months – suspension. C. Third occurrence within 24 months – termination of employment.
8. Assignment of Vehicles: Vehicles shall be assigned to employees in accordance with therequirements of the job to be performed. Vehicles may be assigned on daily basis, job basis, orother job-related, consistent manner. Vehicles are assigned at the discretion of the Manager ordesignee, employees assigned a vehicle are not authorized to drive JIA vehicles to and fromtheir residences unless pre-approved by the Executive Director or his designee.
Note: Employees are prohibited from operating vehicles and/or equipment for which they areNOT licensed to operate and/or have the proper endorsement for.
JEKYLL ISLAND-STATE PARK AUTHORITY POLICY MANUAL
4
Original Date: 6/12/2000 Revision Dates:
Subject: Vehicle Use, Care, and Maintenance
Effective Date: 6/12/2000
Section: 4.17 Section: Human Resources Standards of Practice
9. Inspection, Use, Care and Maintenance of Vehicles: Following are some of the expectationsof Authority employees when using or responsible for Authority vehicles or motorizedequipment:
A. Authority vehicles and equipment are for Authority business use only. Operate vehicles and equipment only in appropriate areas and locations. Care should be taken not to drive or operate vehicles in areas which could cause damage and/or unnecessary wear and tear to vehicles. Employees may not use Authority vehicles for personal errands.
B. Seatbelts must be worn at all times. Drivers shall require all passengers to wear seatbelts, the maximum personnel interior capacity shall not exceed the number of vehicle seatbelts. No persons are permitted to ride on top of a vehicle, on top of toolboxes, side beds or trailer attached to a vehicle.
C. Employees are expected to observe and follow Georgia State Laws, while operating Authority vehicles, i.e. no texting and driving, etc.
D. Employees are prohibited from smoking in Authority vehicles. E. Employees are prohibited from driving while intoxicated. Employees shall not operate
an Authority vehicle at any time or a personal vehicle on Authority business while under the influence of alcohol or any drug or other medication or intoxicating substance.
F. Inspection: At the start of each work day, every vehicle operator is expected to perform an inspection of the vehicle assigned. The operator will be responsible for his/her equipment during the hours of operation. The safety inspection should include, at a minimum, the following:
1. Operational check on lights, horn, directional signals, brakes, windshieldwashers/wipers, tires, and seatbelts.
2. Check motor oil and transmission fluid levels, inspect under vehicle for anyobvious signs of oil, hydraulic, or coolant leaks.
3. Inspect for broken, cracked, chipped, scratched or missing window glass.4. Inspect for broken, cracked, dull, or missing headlight, tail light, and side
marker light lenses.5. Inspect for broken, cracked, or missing interior and exterior rear view mirrors.6. Any defect shall be corrected before the vehicle is operated. A standard
checklist shall be used within each department to report any of these or otheritems which require repair.
G. Avoid servicing vehicles while they are running, except where such action is standard procedure and is the established safe procedure for doing so.
H. Drive defensively and extend the proper courtesies to other drivers and members of the
JEKYLL ISLAND-STATE PARK AUTHORITY POLICY MANUAL
5
Original Date: 6/12/2000 Revision Dates:
Subject: Vehicle Use, Care, and Maintenance
Effective Date: 6/12/2000
Section: 4.17 Section: Human Resources Standards of Practice
public at all times. I. Maintain a safe driving record and valid drivers’ license. Notify supervisor
immediately of any violation on or off duty, and before a vehicle is operated in the course of work.
J. Use Authority vehicles in the most efficient manner possible, conserving fuel, trips, staff time, and wear and tear on the vehicle. Choose the most economical routes to and from work locations.
K. Be observant in anticipating obstacles, objects, or conditions which could damage the vehicle or cause an accident or injury.
L. Use care in hauling and transporting objects, supplies, and equipment so as not to unnecessarily scratch, dent, or cause damage to the vehicle or cause a road hazard for others. Employees shall not load a vehicle to where the vehicle is heavy, causing unnecessary wear on the shock system of the vehicle.
M. Avoid conduct in the vehicle which could create potential danger to employees or others. Do not leave running vehicles unattended without first stopping the engine, locking the ignition, and effectively setting the parking/emergency brake.
N. Maintain proper following distances, avoid tailgating, allowing room to come to a safe stop.
O. Make sure intersections and blind corners are clear from vehicles and pedestrians before entering. When entering or leaving any building, enclosure, alley or street where vision is obstructed, a complete stop shall be made and the driver shall proceed with caution.
P. Maintain safe speeds at all times. Traffic, weather, and road conditions shall be given consideration in determining the safe speed within the legal limit at which the vehicle shall be operated.
Q. Yield the right of way appropriately in order to prevent accidents and collisions.
10. Training: All employees who operate vehicles in the course of work shall participate in drivertraining.
COMPLIANCE: Employees are required to comply with the provisions of this policy. Non-compliance with any portion of this policy will be subject to disciplinary action, up to and including termination of employment.
SUBJECT: WATER/SEWER ELECTRONIC BILLING AND PAYMENT SYSTEM
DATE: 3/21/16
WATER/SEWER ELECTRONIC BILLING & PAYMENT SYSTEM
As part of our Electronic water meter project, the Accounting office was able to switch to monthly utility billing. The next step in improving customer service and efficiency is to offer electronic billing and payment options to our customers.
With the new service, customers will receive an email to notify them when their utility invoice is available. They will be able to access that invoice through either a link in the email or through the JIA website.
Customers will be able to: 1. View their utility invoice as well as their water usage.2. View previous payment and water usage history.3. Make secure payments by either ACH payment or credit card.4. Set up automatic recurring payments, if desired.5. Change payment methods between ACH and credit card as needed.6. Update their address and/or phone number.7. View utility messages and alerts.
Benefits to JIA: 1. Invoices will be sent electronically, saving staff time, printing and postage costs.2. ACH and credit card information is not stored on site or in the JIA computers, therefore
removing any PCI compliance liability from JIA.3. Payments will be posted directly to customer accounts in our water billing system, saving
staff time each month.4. Provide the ability to notify customers in a timely manner of utility outages, hydrant
testing, road closures and other emergency events.
We are in the process of updating our customer information at this time and will be implementing the new electronic invoicing and payment system in the next 2 months.
Information only - no action required
MEMORANDUM
TO: COMMITTEE OF THE WHOLE
FROM: DANIEL STROWE
SUBJECT: GEORGIA COAST HOLDINGS I, LLC
DATE: 3/17/2016
BUSINESS LEASE SUMMARY TRADE NAME: Holiday Inn – Restaurant Ground Lease LEASEHOLDER: Georgia Coast Holdings I, LLC ADDRESS: 711 Beachview Dr N Jekyll Island, GA 31527 Property Size: 0.915 Acres Purpose: The parties desire to enter into a First Amendment to Restaurant Ground Lease for the Holiday Inn “Beachhouse Restaurant” that provides for certain modifications to the provisions of the lease relating to the “Leasehold Mortgagee.” Lessee has requested these modifications, on behalf of its lender, in connection with its financing documents relating to its construction loan. The amendments adjust certain time periods for notice and procedures relating to any foreclosure proceedings that may be instituted by the lender. In particular, the modifications will allow the lender a period of 240 days to institute foreclosure proceedings, and further allow the lender to cease operations of the restaurant during this time period. Further, should the lender foreclose on the leasehold interest and attempt to assign said interest, the net worth qualifications of any potential assignee is reduced from $3.0 million to $1.0 million. These modifications are required by the lender in all of its construction loan agreements, and will allow lessee to proceed with obtaining its construction loan.
MEMORANDUM
TO: FINANCE COMMITTEE
FROM: DANIEL STROWE, LEGAL ASSOCIATE
SUBJECT: MARRIOTT COURTYARD HOTEL
DATE: 3/17/2016
BUSINESS LEASE AMENDMENT SUMMARY
TRADE NAME: Marriott Courtyard LESSEE: LNWA DEVELOPERS, LLC ADDRESS: Marriott Courtyard: 178 South Beachview Dr. First Amendment to Revised and Restated Hotel Ground Lease (Marriott Courtyard Hotel) Below is the language of the Amendment for the Board’s consideration. The “Development Milestones” as stated in Paragraph 2 of the First Amendment to Revised and Restated Hotel Ground Lease (Marriott Courtyard Hotel) (hereinafter, “First Amendment”), dated March 16, 2015. The “Development Milestones” set forth certain deadlines for certain design and construction documents related to the Marriott Courtyard Hotel project. Pursuant to 5.2 of the original Revised and Restated Hotel Ground Lease (Marriott Courtyard Hotel), dated September 1, 2014 (the “Lease”), the Jekyll Island Authority (hereinafter, “JIA”), as Lessor, may waive and/or extend any “Development Milestones” as it sees fit. Accordingly, by the issuance of this letter, for a period of one hundred and twenty (120) days after the date hereof, JIA hereby (i) extends any deadlines associated with the “Development Milestones” due to ongoing negotiations between JIA and LNWA Developers, LLC, as Lessee (the “Lessee”), to revise and amend certain terms and provisions of the Lease, as amended , including but not limited to, extending the deadline to complete the construction of the Marriott Courtyard Hotel to October 15, 2019, and (ii) waives any default by Lessee under the Lease, as amended, that may exist arising out of any failure to meet any such deadlines. All other terms and conditions shall remain in full force and effect. In the event, the parties fail to agree to certain amendments to the underlying hotel ground lease within the one hundred and twenty (120) days of the date of this letter, any waiver and/or extension contained in this letter shall be null and void, unless the parties agree to any further extension and/or waiver.
MEMORANDUM
TO: FINANCE COMMITTEE
FROM: DANIEL STROWE, LEGAL ASSOCIATE
SUBJECT: MARRIOTT SPRINGHILL SUITES
DATE: 3/17/2016
BUSINESS LEASE AMENDMENT SUMMARY
TRADE NAME: Marriott Springhill Suites LESSEE: LNWA DEVELOPERS, LLC ADDRESS: Marriott Springhill Suites: 150 South Beachview Dr. First Amendment to Revised and Restated Hotel Ground Lease (Marriott Springhill Suites Hotel) Below is the language of the Amendment for the Board’s consideration. The “Development Milestones” as stated in Paragraph 2 of the First Amendment to Revised and Restated Hotel Ground Lease (Marriott Springhill Suites Hotel) (hereinafter, “First Amendment”), dated March 16, 2015. The “Development Milestones” set forth certain deadlines for certain design and construction documents related to the Marriott Springhill Suites Hotel project. Pursuant to 5.2 of the original Revised and Restated Hotel Ground Lease (Marriott Springhill Suites Hotel), dated September 1, 2014 (the “Lease”), the Jekyll Island Authority (hereinafter, “JIA”), as Lessor, may waive and/or extend any “Development Milestones” as it sees fit. Accordingly, by the issuance of this letter, for a period of one hundred and twenty (120) days after the date hereof, JIA hereby (i) extends any deadlines associated with the “Development Milestones” due to ongoing negotiations between JIA and LNWA Developers, LLC, as Lessee (the “Lessee”), to revise and amend certain terms and provisions of the Lease, as amended , including but not limited to, extending the deadline to complete the construction of the Marriott Springhill Suites Hotel to October 15, 2019, and (ii) waives any default by Lessee under the Lease, as amended, that may exist arising out of any failure to meet any such deadlines. All other terms and conditions shall remain in full force and effect. In the event, the parties fail to agree to certain amendments to the underlying hotel ground lease within the one hundred and twenty (120) days of the date of this letter, any waiver and/or extension contained in this letter shall be null and void, unless the parties agree to any further extension and/or waiver.
