E BOARD MEETING Monday, May 15, 2017 Agenda 9:30 a.m. JIA Committee Meetings* Convention Center Rooms 7-8, Marshside *All applicable public comments will be heard during the appropriate committee meeting. Chairman, Mike Hodges - Welcome Historic Preservation/Conservation Committee – Section I Bob Krueger, Chair A.) Historic Landscape Change on Jekyll – Overview by Ben Carswell, Director of Conservation Finance Committee – Section II Bill Gross, Chair A.) April 2017 Financials B.) Bond Resolution for Safety and Accessibility Improvements in the Historic District – Marjorie Johnson, Chief Accounting Officer C.) Bank Signatory Resolution Adding Noel Jensen, Sr. Director of Facilities & Public Services – Marjorie Johnson, Chief Accounting Officer Personnel Committee – Section III Sybil Lynn, Chair A.) Incentive Pay Policy – Jenna Johnson, Director of Human Resources Marketing Committee – Section IV Joy Burch-Meeks, Chair A.) Sales Update – Kevin Udell, Director of Sales Legislative Committee – Section V Joe Wilkinson, Chair A.) No Report E
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E
BOARD MEETING Monday, May 15, 2017
Agenda
9:30 a.m. JIA Committee Meetings* Convention Center Rooms 7-8, Marshside
*All applicable public comments will be heard during the appropriate committee meeting.
Chairman, Mike Hodges - Welcome
Historic Preservation/Conservation Committee – Section I Bob Krueger, Chair
A.) Historic Landscape Change on Jekyll – Overview by Ben Carswell, Director of Conservation
Finance Committee – Section II Bill Gross, Chair
A.) April 2017 Financials B.) Bond Resolution for Safety and Accessibility Improvements in the Historic District – Marjorie
Johnson, Chief Accounting Officer C.) Bank Signatory Resolution Adding Noel Jensen, Sr. Director of Facilities & Public Services –
Marjorie Johnson, Chief Accounting Officer
Personnel Committee – Section III Sybil Lynn, Chair
A.) Incentive Pay Policy – Jenna Johnson, Director of Human Resources
Marketing Committee – Section IV Joy Burch-Meeks, Chair
A.) Sales Update – Kevin Udell, Director of Sales
Legislative Committee – Section V Joe Wilkinson, Chair
A.) No Report E
Committee of the Whole – Section VI Mike Hodges, Chair
A.) Facilities and Public Services Update – Noel Jensen, Sr. Director of Facilities and Public Services
B.) Executive Director’s Report 1. Revitalization Update2. Other
C.) Chairman’s Comments
Adjournment
5 M i n u t e B r e a k
JIA Board Meeting Agenda Mike Hodges, Chairman
Action Items
A.) April 18, 2017 Board Meeting Minutes B.) Bond Resolution for Safety and Accessibility Improvements in the Historic District C.) Bank Signatory Resolution Adding Noel Jensen, Sr. Director of Facilities & Public Services D.) Incentive Pay Policy
Adjournment
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The Jekyll Island State Park Authority (JIA) committees met in Public Session on Tuesday, April 18, 2017 at the Convention Center on Jekyll Island, GA. Members Present: Mike Hodges, Chairman Bob Krueger, Vice Chairman Bill Gross, Secretary/Treasurer Bill Jones III Trip Tollison Joe Wilkinson Nancy Gallagher, Senior Assistant Attorney General Members Absent: Mark Williams Sybil Lynn Joy Burch-Meeks Via teleconference: Wes Robinson, Director of Public and Governmental Affairs, for Mark Williams Staff Present: Jones Hooks, Executive Director Marjorie Johnson, Chief Accounting Officer Noel Jensen, Sr. Director of Facilities and Public Services Meggan Hood, Sr. Director of Marketing Jenna Johnson, Director of Human Resources Bruce Piatek, Director of Historic Resources Jim Broadwell, Project Manager Cliff Gawron, Director of Landscaping and Planning Linda de Medicis, Executive Assistant and others Various members of the public and press were present. Chairman, Mike Hodges called the Committee session to order at 9:30 a.m., introduced Wes Robinson participating via teleconference and a quorum was established. Historic Preservation/Conservation Committee: No Report Finance Committee: Committee Chair, Mr. Bill Gross, reviewed the financials for the month. Revenues for March were $2,316,632, which reflects a favorable $295K (15%) variance from the budgeted revenue of $2,021,929 for the month. Year to date revenues reflect a favorable $1.1M (6%) variance from budget for the nine months ended March 2017. Revenues also reflect a favorable $1.2M (7%) variance from prior year to date revenues. Expenses were $1,896,854 for March and reflected an unfavorable budget variance of $108K (6%) for the month. Year to date expenses reflect a favorable variance from budget of $429K (2%) and an unfavorable $787K (5%) variance from prior year to date expenses. The Net Operating Cash Income for the month is $419,778, which is a $187K (80%) favorable variance from the budgeted net operating cash income of $232,810. Net Operating Cash Income reflects a favorable $1.5M variance from the year to date budget and a $436K favorable variance from the prior fiscal year. Traffic Counts:
2016 2017Daily /Weekly Annual Passes Total Daily /Weekly Annual Passes Total
March 46,104 52,582 98,686 49,605 54,166 103,7 7 1
Y TD Total 102,413 139,7 7 9 242,192 111 ,959 147 ,809 259,7 68
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Hotels – March 2017: Hotels – YTD: Convention Center: March FY2017 FY2016 Mr. Gross called Noel Jensen, Sr. Director of Facilities and Public Services, to review the budget request to complete the installation of “Shark Tooth Cove” at Summer Waves Waterpark. The Board approved capital funds in the amount of $500k in FY17 to begin the projected $800k renovation of the kid’s pool attraction (commonly referred to as the “kiddie pool”) at Summer Waves. During construction of the pool, additional helical piles were required, due to soil conditions in many areas of the site, to support the pool structure and protect the investment from uneven settling, internal structure failure and leaks. The structural reinforcements incurred $155,000 in unplanned expense. To complete the installation of the attraction, JIA requested up to $323,523 for the remaining materials and equipment, and the additional unexpected funds associated with the helical piles. The total requested amount of $478,523 would be funded through cash flow. Had the additional helical piles not been necessary, the total cost for the project would be $823,523; $23,523 more than expected. Summer Waves is a profitable amenity for JIA and this is the first renovation taking place in many years. Mr. Steve Sharpe, General Manager at Summer Waves, and his team are diligently working to complete the project in time for season opening in May. Mr. Krueger moved to approve the fund request; seconded by Mr. Jones. Unanimously approved. Jensen continued with the Federal Aviation Administration (FAA) appropriation for security upgrades to the Jekyll Island Airport. The current fencing is five (5) feet high and does not have an automatic closing/locking gate, leaving the runways vulnerable. As required by the FAA for all airports, the new fencing will be 2,320 linear feet in length, six (6) feet tall, black vinyl coated, with barbed wire and will include three (3) gates equipped with keypads and magnalocks (two (2) automotive; one (1) personnel). Upon completion of the bid process, the FAA will appropriate funds for security fencing at the Jekyll Island Airport. The engineering estimated cost for security fencing is approximately $270,500. The FAA appropriation will fund 90% of the total cost of the project. The Georgia Department of Transportation’s portion is 5% and JIA is responsible for 5%. Of note, in addition to the security upgrades required, the FAA determined the historic live oaks needed to be removed due to the encroachment in the primary flight area on the southeast end of the runway. JIA approached the FAA with an alternative to keep the live oaks in their current position and dissuade further encroachment with routine trimming. Staff requested approval of up to $13,525 for JIA’s portion of the expense. Mr. Jones moved to approve; seconded by Mr. Krueger. Unanimously approved. Mr. Gross concluded his report.
Number of Events 19 15 Event Days 34 25 Attendance 29807 4618 Revenue $161,084 budget
$374,569 actual $188,946 actual
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Public Comments: Ms. Beverly Hopkins, resident, commented on the renovations of the pool attraction at Summer Waves and the discrepancy between the cost of the pool and the amount approved by the Finance Committee in the FY17 budget. Ms. Hopkins also commented that a breakdown of the Summer Waves fund request was not provided. Ms. Mindy Egan, resident, asked if a barbed wire fence was necessary at the airport. Personnel Committee: No report. Marketing Committee: Chairman Hodges called Meggan Hood, Sr. Director of Marketing. Hood recapped the Annual Easter Egg Stroll in the Historic District. Family-friendly activities included continuous egg hunt & prizes, visit with Mr. & Mrs. Bunny, a petting zoo, crafts, bonnet making and parade, face painting, carriage rides, Fire Wise and food and drink vendors. This year’s event was attended by approximately 3,000 to 4,000 guests, estimated by the total morning gate traffic reduced by half. Typically, attendance for large events is calculate by taking the gate traffic from the day, multiplied by 2.5, plus 1,000 to account for residents and their guests. Gate traffic for the Easter Egg Stroll increased by 60% over last year, driven by the holiday falling later in the year, multiple events over the weekend and advertising. Traffic was split equally between both daily and annual passes. Jekyll Island has received numerous awards over the past year including:
• Southern Living - South’s Best 2017; Best Island, #6; Best Hotel, #3 (Jekyll Island Club Resort) • Travel + Leisure Magazine - Best Islands in the Continental U.S. (Golden Isles) • Coastal Living - Top 10 Most Romantic Beaches in America • Travel Channel - 101 Sand n' Surf Hotspots, #33 • Country Living - 26 Best Small Towns for A Girls' Trip Down South • TripAdvisor - Top Destinations 2017; Driftwood Beach - Top 20 in U.S. • Golf Advisor - Top 25 Golf Courses in Georgia, #3 • People Magazine Online - Top 10 Dog Beaches in the U.S. • Lonely Planet - Best in Travel 2017, Top Region – Georgia Coast • Booking.com - USA's Most Highly-Rated Destinations for Thrifty Travelers in 2017 • Travel Channel - 22 Best U.S. Islands • MSN - The Best US Beaches to Visit in Your Lifetime • MSN Travel - 25 Best Beaches in America • Walter J. Travis Society - Member – Great Dunes Golf Course • Audubon Society International - Course Certification – Oleander; Course Certification – Great Dunes • Audubon Society International – 2016 BioBlitz 1st place – Most Participants; 2nd place – Best Photo;
3rd place – Most Species • Arbor Day Foundation - Tree City USA • One Hundred Miles - One Hundred Miles 100 Award • Coastal Stewards – Georgia Sea Turtle Cooperative & GSTC AmeriCorps; Artist – Lydia Thompson • Sunshine Artists Magazine - Shrimp & Grits Festival - 100 Best Festivals in the US.;
o Shrimp & Grits Festival - Poster Best Artwork Runner-up Staff Picks Overall Best Best Layout Best Artwork Most Creative Concept Best Use of Color
• Southeast Festivals and Events - 2016 Best Festival; 2016 Best Poster • American Association of Zoo Veterinarians - Emil Dolensek Award, Dr. Norton - Georgia Sea Turtle
Center • Georgia Golf Course Superintendents Association - Environmental Leader Award, Aaron Saunders
– Jekyll Island Golf Club • East Chapter PGA - Youth Player Development Award, Rob Ellis – Jekyll Island Golf Club
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• Georgia Ornithological Society - Earle Green Lifetime Achievement Award, Lydia Thompson – Guest Information Center
• Georgia Association of Water Professionals - 2016 Gold Awards (2), JIA Water & Wastewater Departments
• Public Relations Society of America (National) - Silver Anvil Awards – Finalist JIA Hurricane Matthew Crisis Communications Plan and Activation
• American Advertising Federation (Tallahassee) - American Advertising Awards, Silver ADDY - JIA Brand Book
Ms. Hood concluded her report. Public Comments: Ms. Mindy Egan, resident, asked that additional directional signage be added around the island to include Horton Pond and Driftwood Beach. Legislative Committee: No report. Committee of the Whole: Mr. Krueger moved to name Room 11 at the Convention Center the “Richard Royal Boardroom” in honor of Mr. Richard Royal, past Chairman, for his service to the JIA and the State of Georgia. Seconded by Mr. Wilkinson and Chairman Hodges. Unanimously approved. Chairman Hodges and Mr. Jones Hooks, Executive Director, spoke with board members who could not be present for the meeting, Ms. Lynn, Ms. Burch-Meeks, and Commissioner Williams, who indicated their support of the naming recommendation. Hooks continued with Request for Proposal (RFP) 333 Engineering Design Services to Rehabilitate an Ocean-Facing Shoreline Rock Revetment, along with Associated Upland Restoration and Design of Alternatives to Reveted Shoreline in Select Areas. RFP 333 is for the $4m rock revetment project on the north shore of Jekyll Island. When it was determined that the previously issued RFP was cost prohibitive, JIA canceled the RFP and the decision was made to manage the project in house and address the different components of the effort individually. The survey of the area has been completed at a cost under $50k. RFP 333 addresses the next step for engineering design services and solutions and design alternatives to the current revetment. Hooks reviewed the details of the proposed RFP and added the following key dates to the project:
RFP Issued April 19, 2017 Proposals Due May 18, 2017 Estimated Short List Release May 26, 2017 Estimated Interviews with Short-Listed Proposers June 1-2, 2017 Estimated JIA Board Consideration June 19, 2017 Estimated Notice to Proceed Date June 23, 2017
Chairman Hodges asked for a motion to approve RFP 333. Mr. Krueger moved to approve; seconded by Mr. Gross. Unanimously approved. Hooks continued with the recommendation of The Weber Group, Inc. (Weber) for RFP 331, Design Build Proposal for the Jekyll Island Museum Mosaic Project. Of the sixteen (16) proposals received from all over the United States and Canada, six (6) were invited to make presentations to the Selection Committee and Resource Consultant, Mr. Curtis Bowman, Richmond, Virginia. Mr. Bowman was retained to provide an assessment of each proposing group and to evaluate the review process. Mr. Bowman concluded the process was fair and balanced, and conducted in a professional and equitable way, ensuring equal and unbiased assessment of each proposing group. Bowman also agreed with the Selection Committees’ unanimous recommendation of Weber. Weber is a design, build and fabricating company from Sellersburg, Indiana. Though they have a strong history in projects such as this, they have partnered with Mainstreet Design from Cambridge, Massachusetts. Weber has experience and expertise in the interpretive experience planning and design. The due diligence has been completed including background and reference checks. Weber proposed a $3.1m cost and a seventy (70) week construction schedule. The projected opening of the facility would be the first of 2019. Noel Jensen managed the RFP process and Dion Davis, executive
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Director, Jekyll Island Foundation, observed the presentations. Chairman Hodges asked for a motion to approve moving forward with The Weber Group, Inc. Mr. Krueger moved to approve; seconded by Mr. Wilkinson. Unanimously approved. Hooks continued with the Revitalization Update: Beach Village Retail • Jekyll Island Seafood Restaurant and Snappy Turtle build-out is 60% complete.
Beach Village Limited Service Hotel Parcel • Buckhead America Hospitality has selected their architect (ODA Architects – Charlotte). • Survey is complete and civil engineer will be under contract by the end of April. Jekyll Ocean Club, A Jekyll Island Club Resort – est. 2017 • Civil construction 95% complete. Vertical construction 80% complete. • Restaurant and expanded pool area/amenity center under construction and is 90% complete. • June/July 2017 opening expected. The Cottages at Jekyll Island • One hundred (105) cottages sold in Phases I, II, III and IV.
SOLD CLOSED PHASE I 34 UNITS 34 34 PHASE II 23 UNITS 23 23 PHASE III 32 UNITS 32 7 PHASE IV 34 UNITS 16 ___ 123 105 64
• Phase IV (15 units) vertical construction has started. Island Hopper Bike Trail (TE) • Low bid of $193,971.02 received by Seaboard Construction, Brunswick, GA approved by GDOT. • TE Agreement between JIA and GDOT has been completed and returned for GDOT execution and for notice to
proceed. • Due to delays within DOT, original bid prices received on August 11, 2016 have expired. Project will need to be
re-advertised. • Construction now expected in August 2017. Quality Inn • Construction has started on first 30 rooms and pool. • Estimated completion date September 2017. The Mosaic – The Island. The People. The Legacy. • RFP 331 apparent successful proposer to be recommended to the JIA Board April 18, 2017. Jekyll Island Club Hotel • The Wharf – Demo is substantially complete. New build back has started. Late July expected opening. • Pool House – 66% complete. May expected opening. • Jekyll Wheels – 75% complete. May expected opening.
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Beachview Club Hotel • Financial closing and transfer of lease from Resort Club LLC to Georgia Coast Holdings II occurred April 3,
2017. • Architectural (FF&E replacement) of rooms and new colors for exterior has started. • Site plan/landscape renovation submittal has been reviewed and comments sent April 13, 2017. The Federal Emergency Management Administration (FEMA) has notified JIA that Jekyll Island’s Insurance Services Office (ISO) Floodplain rating improved from 6 to 5. This rating is tied with Chatham & Tybee and is the best rating in Glynn County and the region (FEMA region 4 includes north Florida and all Coastal Georgia). This rating could result in up to 25% discount in the premium costs of flood insurance for some designations on Jekyll Island. The Selig Center Study to Assess the Economic Impact of Jekyll Island on the State of Georgia and Glynn County deadline has been extended to October 31, 2017, at no cost. The review of the survey to be sent to visitors, residents, and businesses took longer than anticipated. The survey will now coincide with the increased visitation during the summer months. Dr. Terry Norton, Director and Veterinarian at the GSTC is one of five editors for the book Sea Turtle Health and Rehabilitation. This is an all in one textbook for veterinarians, students, technicians, rehabilitation and biologist, and is the first of its kind. The Wee Pub Jekyll Island won First Place for People’s Choice for Dessert at the Taste of Glynn. The University of Georgia has completed the 2016/2017 annual report for Environmental Stressors and Plant Communities on Jekyll Island study. The report is available online in the Conservation section of the Jekyll Island website. (www.jekyllisland.com/conservation) JIA has enjoyed very much the professional association and support received from the Attorney General’s office. Nancy Gallagher, Sr. Assistant Attorney General, has not only helped with legal issues but has a real love and concern for Jekyll. Ms. Gallagher and her family find time to visit even when there is no Board meeting. Ms. Gallagher will be leaving the Attorney General’s office and this is her last meeting as counsel for JIA. Ms. Gallagher expressed it has been her pleasure and honor to serve the Jekyll Island Board and staff. Hooks concluded his report. Chairman Hodges thanked Ms. Gallagher for her sage legal advice she has provided to the Authority and wished her the best in things to come. Mr. Richard Royal spent a lifetime in public service with ten (10) years on city council, twenty-five (25) years in state legislature serving on numerous committees and chairing the Ways and Means committee. Royal served the JIA eight (8) years, almost half of those as Chair. We are proud to name Marshside Room 11 for Mr. Royal. Hodges reviewed the other actions taken in the Committee Session. Public comments: Mr. Vance Hughes, resident, complimented and thanked Nancy Gallagher for her public service and wished her luck in her future endeavors. Chairman Hodges adjourned the Committee Session and moved directly to the Jekyll Island Authority Board Meeting at 10:26 a.m.
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Jekyll Island Authority Board Meeting Minutes: Chairman Hodges called for a motion to approve the minutes of the March 20, 2017 Board of Directors meeting. Mr. Krueger moved to approve; seconded by Mr. Tollison. Unanimously approved by the Board. Finance Committee: Recommended approval of the budget request of $478,523 to complete the installation of the kid’s pool attraction at Summer Waves. No second required; unanimously approved by the Board. Recommended approval of the Federal Aviation Administration appropriation for security upgrades at the Jekyll Island Airport and JIA portion of 5% (or up to $13,525). No second required; unanimously approved by the Board. Committee of the Whole: Recommended approval of RFP 333 Engineering Design Services to Rehabilitate an Ocean-Facing Shoreline Rock Revetment, along with Associated Upland Restoration and Design of Alternatives to Reveted Shoreline in Select Areas. No second required; unanimously approved by the Board. Recommended approval to move forwards with the selection of The Weber Group, Inc. for RFP 331 for the Jekyll Island Museum Mosaic project. No second required. Unanimously approved. There being no additional items to bring before the Board, Chairman Hodges adjourned the meeting at 10:28 a.m.
MEMORANDUM
TO: PERSONNEL COMMITTEE
FROM: JENNA JOHNSON, HR DIRECTOR
SUBJECT: PERSONNEL COMMITTEE REPORT
DATE: 5/8/2017
JIA Workers Compensation Claims: (Target goal for FY17 = 9).
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total
FY17 2 0 3 2 1 1 2 2 1 2 16
FY16 4 1 1 0 0 1 1 1 0 1 1 3 14
JIA Employee Census: 378 Recognition:
o Pocket Praise Winners … Thank you for going above and beyond!
o Will Story with Museum o Darek Ikhwan with Guest Information Center o Donna Simpson with Admin
0
1
2
3
4
5
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
FY17
FY16
Month Full time Part Time Seasonal Interns Total Employees
April 2017 161 120 72 25 378
o Meet our May Featured Employee: Keith Alcantara
Keith has been with Jekyll Island Authority since July of 1993. He is currently the Equipment Supervisor in our Vehicle Maintenance department. His main responsibility is repairing JIA equipment.
Keith's favorite thing about working here is being around such great people! He enjoys interacting with his coworkers and being able to work in such a beautiful location.
Originally from Brunswick, Keith is a lifelong fan of the coast. When he's not working, you'll find him fishing and enjoying the outdoors.
Thanks for all that you do, Keith! Keep up the great work!
MEMORANDUM
TO: HISTORIC PRESERVATION/CONSERVATION COMMITTEE
FROM: BEN CARSWELL, DIRECTOR OF CONSERVATION
SUBJECT: CONSERVATION UPDATE
DATE: 5/9/2017
Research and Monitoring
• This season’s first Wilson’s plover nest hatched on May 7th and a single chick was banded.
• The Conservation Department has dates scheduled for International Shorebird Surveys to count shorebirds on our beaches.
• Our bird rookery on the Pine Lakes Golf course is flourishing. We have multiple Anhinga, Great Egret, Snowy Egret, and Green Heron nests with some nearing fledging size (first flight). We are also starting to observe Wood Storks trying to build their nests, which would be a nice addition.
• The nesting season has begun for Diamondback Terrapins and Sea Turtles. Management and Planning
• Ben Carswell continued his participation in a Disaster Redevelopment Planning group held at DNR in Brunswick
• The selection process for the seasonal Ranger position has been completed and the selected applicant will be offered the position this week.
• Conservation staff assisted in wildfire respose, at the request of JIA Public Safety, by scouting remote areas downwind of the fire to look for spot fires.
Outreach and Community Engagement • The second annual Jekyll Island Golf Club Bioblitz, coordinated by Conservation
Coordinator Yank Moore, is now over and was a success. In just one a week, we approached 100 participants, including over 60 JIA staff, and identified over 500 plant and animal species on Jekyll Island golf courses.
• Ben Carswell gave a presentation to the Cottages homeowner’s association about historical landscape change on Jekyll Island, with a focus on shoreline erosion and information about the revetment rehabilitation project.
MEMORANDUM
TO: COMMITTEE OF THE WHOLE
FROM: BRUCE PIATEK, DIRECTOR OF HISTORIC RESOURCES
ANDREA MARROQUIN, CURATOR
SUBJECT: HISTORIC RESOURCES UPDATE
DATE: 5/8/2017
Jekyll Island Museum
Paid Tours: Public: 2,708
Group: 3,353
Total: 6,061
Revenue: Public: $38,654
Group: $41,527
Store: $32,994
Total: $113,175
The Jekyll Island Museum posted strong numbers in April, which is always a peak month for tours and
visitation. This is largely due to the museum achieving its best public tour visitation numbers for April
since 2001.
Administration:
Mosaic RFP selection - Staff participated in the review and ranking of top six firms for the new
Mosaic Museum Project and final selection process.
Budget - Prepared draft budget for next fiscal year.
$-
$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 - FY2016 - FY2017
FY2016 FY2017
$38,654
$41,527
$32,994
Museum Revenue - April, 2017
Tour Revenue Group Revenue Shop Revenue
Education Programs & Special Events
Historic District Event Rentals – 477 Attended
During the month of March, a total of 8 events were held at historic district properties, including 2
events at Villa Ospo, 1 at Villa Marianna, 3 at Faith Chapel, 1 at the Skeet House, and 1 at Chichota, for
a total value of $5,800.
In Service of Others – 127 Attended
On Saturdays in April, the Jekyll Island Museum invited guests to explore the hidden world of the
hired help, sharing fascinating behind-the scenes stories of the staff of the Jekyll Island Club. As part
of the experience, guests interacted with living history characters who “trained” them as new
employees of one of the most exclusive private clubs of the Gilded Age.
Elderhostel – 175 attended
In April, the Jekyll Island Museum had strong participation levels in its Elderhostel educational
programs, consisting of a lecture and tour experience.
Satilla Marsh Elementary School – 150 attended
For the third year, first graders from Satilla Marsh Elementary School attended a hands-on specialty
program provided by the Jekyll Island Museum, discovering colonial history through interactive
colonial games and bartering experiences.
Shell-e-brate Spring Festival
Led an archaeology activity for this special event held at the Georgia Sea Turtle Center.
Curatorial/Research
Collection Updates - Curatorial staff has been reviewing and updating collections management
procedures to remain in keeping with professional standards. This includes: making global updates to
the current catalog system; implementing standard operating procedures for collections; re-
inventorying existing collections; researching, evaluating, and reorganizing the collection; and
planning for ongoing storage improvements.
Records Inventory - Scheduled meetings with department heads to process departmental records
in keeping with the Jekyll Island Authority retention schedule.
LED Lighting - Replacing incandescent lights in the historic district with energy-efficient antique
reproduction bulbs for continued long-term savings
Hollybourne - Prepping cottage for Historic Preservation Month and upcoming special events.
Ordered period-appropriate lighting fixture for installation in cottage. Assessed condition of
collection pieces related to its historic use.
Research/Records and Photo Requests
o Responded to 6 internal and 1 external Research and Records Requests
o Responded to 2 internal and 2 external Photo Requests
Historic District/Preservation
Historic District Painting Projects - Painted exteriors of Moss Cottage, Mistletoe Cottage, and
Villa Ospo wood trim.
Infirmary/Furness Cottage - Obtained estimate for painting the Infirmary/Furness Cottage.
Conducted archival research into historical paint colors for the Infirmary. Research revealed the
structure may have been painted blueish-gray after being moved to its current location by the
Goodyear family.
Causeway Towers - Conducted a condition assessment of the causeway towers that have marked
the entrance to Jekyll Island since the 1950s. Researched the historic appearance of the structures,
conducted paint analysis, and developed plans for restoring the emblems.
Roof Projects - Met with a contractor to evaluate the condition of multiple shingle roofs within the
Historic District. Inspected the roofs on DuBignon, Moss, and Mistletoe Cottage to determine roof
replacement priorities.
Historic Preservation Volunteers - The Jekyll Island Museum’s historic preservation volunteers
completed another productive season of work focused on preserving Hollybourne Cottage. This year
work continues on electrical systems, walls, floors and subfloors, with focus on the kitchen, butler’s
pantry, gunroom, and first floor bathroom of the historic structure.
MEMORANDUM
TO: COMMITTEE OF THE WHOLE
FROM: TERRY NORTON, GSTC DIRECTOR AND VETERINARIAN
JOHN MARR, GSTC GENERAL MANAGER
SUBJECT: GEORGIA SEA TURTLE CENTER UPDATE – APRIL 2017
DATE: 5/8/2017
This was a wonderful family experience….They have a stamping activity that leads you through the life of a sea turtle, which was a good interactive aspect. We all loved seeing the turtles that were being rehabilitated. Lots of staff members were available to answer questions. Well worth the price of admission, especially since the money is used to help wildlife. Quote from Trip Advisor (April 2017) Summary Comparisons with Prior Year (March 2017 vs. March 2016) The number of guests visiting the Center this April was about 25% higher compared to last year, resulting in an increase in Admissions (27%) and Concessions (18%). Overall, while the number of reservations’ clients was about 30% lower compared to April of last year, the total reservations revenues were equivalent, above $15,500 in April for both years. Revenue Categories* • April concessions $131,072 was $19,072 more than budgeted • April admissions $82,581 was $16,581 more than budgeted
These numbers include select education activities including events and off-island outreach; does not include Eco-programs or Daily programs admissions.
Marketing/PR/Events/Grants/Pubs • 10th annual Shell-e-brate Festival was held April 6-7th during the week of Glynn County
Spring Break with record attendance for the event’s history. Theme: Tidal Connections. We welcomed collaborative exhibitors Tidelands NC, Driftwood Education Center, 100 Miles, Flint RiverQuarium, Tybee Island MSC, Okefenokee NWR, GC Farm Bureau Beekeepers, Trash for Turtles, Georgia Shorebird Alliance & UGA Marine Extension & Skidaway MSI. 2017 Event Total: 2,074 visitors.
• Social Media, Website and Communications Updates: o Trip Advisor: 1,512 reviews, ranking GSTC #3 out of 26 Jekyll attractions o Facebook: Over 33,250 likes
Education • Junior Camp Counselor training was conducted successfully as we continue to prepare for
Summer Sea Turtle Camp. • Several repairs in the Gallery have been completed and work continues with the new exhibit. Rehabilitation
Sea Turtle Other Turtle Bird New Patients 6 20 7
Current Patients 14 48 1 Released Patients 5 7 0 Transferred Patients 0 1 2 Total since 2007 726 687 604
Research • Dr. Kimberly Andrews has left her position as the GSTC Research Coordinator to pursue
research and teaching opportunities in her faculty capacity with the UGA Odum School of Ecology. She and her graduate students in the Applied Wildlife Conservation Lab will be housed at the UGA Marine Extension in Brunswick, and there will be continued collaborations for several ongoing projects.
• Three AmeriCorps members will begin graduate work with Dr. Andrews at UGA.
AmeriCorps Program, Volunteer Program, and Marine Debris Initiative Service Hours Monthly
Executive Committee: The Executive/Finance Committee will hold its next regularly scheduled, monthly meeting via conference call on Thursday, May 11, 2017. Agenda items include: MOSAiC Update, Website, Marketing Reports, and FY18 Budget. Board of Director’s Meeting: The Board held its regularly scheduled quarterly meeting on Thursday, April 27, 2017 at Southern Company Gas in Atlanta, Georgia. Agenda items included: FY16 Audit, MOSAiC Update, Nominating Committee Report, JIA Update, FY18 Budget, FY18 Meeting Dates and Executive Director’s Report.
MEMORANDUM
TO: FINANCE COMMITTEE
FROM: MARJORIE JOHNSON
SUBJECT: APRIL FINANCIAL STATEMENTS
DATE: 5/8/2017
Revenues
Revenues for April were $2,431,111, which reflects a favorable $549K (29%) variance from the
budgeted revenue of $1,882,200 for the month. Year to date revenues reflect a favorable $1.6M
(8%) variance from budget for the ten months ended April 2017. Revenues also reflect a
favorable $1.7M (9%) variance from prior year to date revenues.
April Revenue14%
4%
7%
15%52%
7%0% 1%
Leases (commercial)
Leases (residential)
Hotel Tax
Parking
Amenities
Utilities & maint
Marketing & Events
Other
The largest variances for the month are noted below:
Lot lease revenues (+$77K) - The favorable variance is from participation fees and
transfer fees received from residential sales, primarily at The Cottages.
Parking (+$85K) – Annual pass sales were $10K higher than budget and daily parking
pass sales were $75K higher than budget for the month.
Convention Center (+$226K) – When the budget was prepared, only 4 events had been
contracted for April 2017. The staff was able to pick up two conventions during the year
that resulted in an additional $150K in unplanned revenues for the month. They also had
4 weddings and one banquet that rounded out the month.
Golf (+$82K) – Memberships, Greens fees and merchandise sales were all higher than
budgeted this month. The weather was nice this month and the courses were busy. Paid
rounds for April 2017 were up 723 rounds over April 2016.
Expenses
Expenses were $1,881,068 for April and reflected a favorable budget variance of $15K (1%) for
the month. Year to date expenses reflect a favorable variance from budget of $446K (2%) and an
unfavorable $605K (3%) variance from prior year to date expenses.
The largest budget variances for the month are listed below:
Human Resources (-$43K) – This variance is primarily from a permanent difference in
labor and benefits from open positions. Part time labor was also significantly less than
budget for the month. Human Resources expenses are currently $416K (4%) less than
budget for the fiscal year.
Supplies & Materials (+$22K) – Variance is from several departments and is the result of
timing issues from previous months. The Supplies & Materials category is currently
$167K less than budget for the fiscal year.
Repairs – Facilities & Grounds (-$17K) – It is expected that this variance is timing
related due to some of the maintenance projects being delayed until later in the year as a
result of the hurricane clean-up efforts. The repairs category is currently $80K less than
budget for the fiscal year.
Advertising & Sales (+$27K) – The variance in this category is due to additional
advertising expenses for the new Jekyll Magazine, however it has been partially offset by
Co-op Advertising revenue ($55K) received for ads placed in the magazine. Additional
funds are expected to be received before year end and is expected to cover a significant
portion of the overage in this expense category.
April Expenses
0
200,000
400,000
600,000
800,000
1,000,000
1,200,000
HumanResources
Supplies &Materials
Contracts Utilities Advertising &Sales
Repair &Maint
Insurance Other
Net Operating Cash
The Net Operating Cash Income for the month is $550,044, which is a $564K (4184%) favorable
variance from the budgeted net operating cash loss of $13,469. Net Operating Cash Income
reflects a favorable $2M variance from the year to date budget and a $1.1M favorable variance
from the prior fiscal year.
-1,000,000
-500,000
0
500,000
1,000,000
1,500,000
2,000,000
2,500,000
July September November January March
Net Operating Cash
Actual
Budget
0
500,000
1,000,000
1,500,000
2,000,000
2,500,000
3,000,000
3,500,000
4,000,000
4,500,000
July September November January March
FY2017 Revenues
Actual
Budget
0
500,000
1,000,000
1,500,000
2,000,000
2,500,000
3,000,000
July September November January March
FY2017 Expenses
Actual
Budget
PRIOR
MONTH MONTH BUDGET YTD YTD BUDGET YEAR
ACTUAL BUDGET VARIANCE ACTUAL BUDGET VARIANCE ACTUAL VARIANCE(000's) % (000's) % (000's) %
Net Operating Cash Income ** 550,044 (13,469) 564 -4184% 2,426,748 351,482 2,075 590% 1,321,194 1,106 84%
** Does not include depreciation or capital projects
Daily/Weekly Annual Passes Total Daily/Weekly Annual Passes Total Daily/Weekly Annual Passes Total Daily/Weekly Annual Passes Total Daily/Weekly Annual Passes Total
May 8, 2017 APRIL 2017 Financial Review Jekyll Island Convention Center APRIL FY2017 FY2016 FY2015 FY2014 FY2013
At the time of budgeting we had only 4 events contracted. We picked up two conventions “In The Year For The Year” that added $150,000 of unplanned revenues. We had 4 weddings and one banquet that rounded out the month making us look good. FUTURE CONTRACTS ISSUED - 14– Estimated revenues $178,700 Conventions –3– Anticipated rev of $126,000 Meetings –6–Anticipated revenue 22,000 Banquet –3 – Anticipated revenue 16,000 Weddings –2 – Anticipated revenue 14,700 Public Event – 0 – Anticipated revenue 0 PROPOSALS CVB – 11 Westin – 4 Cvent- 2 SMG site pass -1 Combined sites and planning meetings with all staff –16
Number of Events
20 23 9 16 15
Event Days 41 36 21 23 26 Attendance 5842 6868 5094 5062 8300 Revenue $411,798 actual
$149,096 budget $221,488
$203,242 $216,479 $90,360
HOTEL STATISTICS AT-A-GLANCE daysHotel Revenue
Total Revenue
Occupancy Rate
Rev PAR
ADR
Total Revenue
Occupancy Rate
RevPAR
ADR
Total Revenue
Occupancy Rate
RevPARADR
OCCUPANCY REPORT DETAIL 2017 2016
# of Units Units Percent Average Room Room
Hotel Rms Avalbl Occpd Occpd Daily Rate RevPAR Revenue Revenue
29 Wharf Restaurant & Pavilion 6,450 Access - no boat access at low tide
Deck Rails - Rail near Raw Bar needs replacement Unsafe 5,000$
Deck Rails - Replace rails on north side of restaurant and close off this deck with a gate 2,000$
Deck Rails - Inspect and replace or repair as needed 2,000$
Deck - Remove concrete poured over wooden deck by Raw Bar - poured to hide a problem 10,000$
Deck Boards - inspect and replace as needed 5,000$
Paint - Buildings need painting 40,000$
Roof - Metal roof on restaurant is rusted needs replacement 50,000$
Utilities - Water, sear and electrical needs inspection under the wharf 2,000$
Wharf Structure - Wooden support pilings on west side need replacement as does south end of dock
where entire structure need replacement
Kitchen entrance - deck needs cleaning or replacement due to grease staining
Dumpsters - Replace with compacting dumpsters and clean up. Need to control smell in the summer 30,000$
30 Wharf Restroom & Office 4,000 Landscape - trim plants away from the building
Siding - Replace extensive rotten siding - insulate as needed to prevent condensation 20,000$
HVAC - Operational - 3- 5 years
31 Mule - DOT Shed 1,990 Landscaping shed - adequate for it use
32 Horton House Landscape - Remove tree limb that extends into the house
Drainage - Stop erosion at north east corner of the cemetery by redirecting drainage 5,000$
Consider archaeological research to locate other colonial and plantation period structures. Possibly
reconstruct other period structures and investigate planting examples of crops and define colonial
landscape 150,000$
Erosion - The entire site is eroding along the creek end tabby structures are being lost along with other
nationally significant archaeological data. This problem needs to be mitigated 150,000$
Well - The metal grating over open well shaft needs replacement 1,000$
33 Records Storage Warehouse 1,496
Building is sound but completely unsuited for record storage since the space is not closed, has no climate
control and the storage system and materials are not adequate for the need. 100,000$
34 Collection Storage 2,344 Good facility for the use
Garage Door needs to be weather sealed and insulated or the door replaced 3,000$
Fire Protection - a dry system is needed for fire protection 10,000$
Need additional collections storage - get items out of buildings 150,000$
Open storage display gallery 350,000$
TOTAL 6,021,500$
Leased Buildings:
Buildings 35 - 40 are leased historic properties that operate as the Jekyll Island Club Hotel. Maintenance
and upkeep of the structures are the responsibility of the lease holder with oversight by the JIA to protect
the State's interest in the buildings which are state assets.
JEKYLL ISLAND-STATE PARK AUTHORITY POLICY MANUAL
Revision Dates:
Original Date: Subject: Incentive Awards and Pay Effective Date:
Section: 6.3 Section: Human Resources Standards of Practice
STANDARD The Jekyll Island Authority (JIA) supports the use of incentive awards and pay as a tool for achievement of strategic objectives. Incentive awards and pay plans provide motivation, recognition and reward for attaining new critical employment skills, exceeding goals and performance expectations. Incentive pay may also be used in connection with hiring for hard-to-fill positions. PRACTICE GUIDELINES 1) Meritorious Awards:
a) JIA employees may receive non-monetary awards in recognition for going beyond the ordinary demands of the job in performing an extraordinary service, act, or achievement, this includes but is not limited to, the following: i) Performing an act of heroism above and beyond the normal demands of the job; ii) Responding in an extraordinary manner to an unanticipated problem or opportunity on
behalf of the Authority; iii) Performing a service, act, or achievement that particularly enhances public perception of
the Authority; or, iv) Obtaining innovative or unique success when others’ efforts have failed or it has been
stated that the job could not be done.
2) Hiring Incentive: a) A one-time payment to induce the employment of a prospective employee with particularly
desirable qualifications or for a position that is difficult to fill as identified each fiscal year in a Hiring Incentive Plan.
b) Payments will be contingent upon the employee’s agreement in writing to repay a portion thereof upon separation if the employee does not remain employed a minimum specified period.
c) Payments shall be included as salary in the pay period granted and are taxed as such. They shall not, however, be included in the regular rate of pay for purposes of calculating overtime or as earnable compensation for determining retirement benefits.
d) Hiring incentive payments may only be made for positions set forth in a Hiring Incentive Plan and are subject to approval by the Executive Director.
3) Goal-based Incentive: a) A one-time, goal-based incentive as identified each fiscal year in a Goal-based Incentive Plan
may be made for one or more of the following: i) Exceeding predetermined productivity standards ii) Exceeding predetermined sales targets iii) Exceeding established revenue goals
JEKYLL ISLAND-STATE PARK AUTHORITY POLICY MANUAL
Revision Dates:
Original Date: Subject: Incentive Awards and Pay Effective Date:
Section: 6.3 Section: Human Resources Standards of Practice
b) Payments may only be made for accomplished goals and may not be made in advance therefore are not contingent upon an agreement to remain employed.
c) Payments are included as salary in the pay period issued and are taxed as such. Goal-based incentive payments are included in the regular rate of pay for purposes of calculating overtime, however, they shall not be included as earnable compensation for determining retirement benefits.
d) Goal-based incentive payments may only be made according to an established Goal-Based Incentive plan and subject to approval by the Executive Director.
4) Critical skills Incentive: a) A one-time payment for learning new, critically needed employment skills as identified by
department managers and approved by the Executive Director. b) Payments may only be made after skills are acquired and utilized for a time period of up to 90
days and may be contingent upon the employee’s agreement in writing to repay a portion thereof upon separation if the employee does not remain employed a minimum specified period.
c) Critical skills incentive payments are included as salary in the pay period issued and are taxed as such. Critical skills incentive payments are included in the regular rate of pay for purposes of calculating overtime, however, they shall not be included as earnable compensation for determining retirement benefits.
d) Critical skills based incentive payments may only be made with approval by the Executive Director.
5) Performance Incentive: a) A one-time payment for surpassing performance expectations. b) Department heads may recommend JIA employees for performance incentive pay. Such
recommendation shall state the reasons why the employee should receive the incentive pay and be submitted in writing to Human Resources.
c) Payments for performance incentive may be contingent upon the employee’s agreement in writing to repay a portion thereof upon separation if the employee does not remain employed for a minimum specified period. To receive consideration for performance incentive, an employee must be in continued employment with the JIA.
d) Payments are included as salary in the pay period issued and are taxed as such. Performance incentive payments are not typically included in the regular rate of pay for purposes of calculating overtime and shall not be included as earnable compensation for determining retirement benefits.
e) Performance Incentive payments may only be made with approval by the Executive Director.
JEKYLL ISLAND-STATE PARK AUTHORITY POLICY MANUAL
Revision Dates:
Original Date: Subject: Incentive Awards and Pay Effective Date:
Section: 6.3 Section: Human Resources Standards of Practice
6) Limits: The amount of such incentive pay shall be capped at the following: a maximum of $5,000 per employee with a minimum of $250
7) Documentation: Incentive payment documentation must be included for each payment including
the type of incentive pay, supporting documentation and/or applicable incentive plan, copy of any contingency such as agreement to repay a portion thereof upon separation and Executive Director approval. Documentation shall be maintained in the receiving employee’s official personnel file.
8) Exceptions: Positions exempt from this policy include the Jekyll Island Authority Executive
Director, the Jekyll Island Foundation Executive Director, and any position otherwise covered by employment agreement.
9) Availability: Any and all incentive compensation is subject to fund availability and approval by
Executive Director.
References: State Law (O.C.G.A. 45-21-2 Establishment of employees’ suggestion and awards program; implementation) State Personnel Board (Rule 478-1-.13 Meritorious Award, Hiring Incentive, and Goal-based Incentive Programs) For additional information or assistance, please contact the JIA Human Resources office.