Facilities Operations Committee Meeting Minutes
Monday, October 12, 2015
6:30 p.m. - Village Hall Training Room

Attendees Present

Committee/Commissioners: Chair; Pellaton, Wolfe, Shelly
Staff: Bowen

Staff: Director Wilson, Felicicchia, Flynn, Jenkins, Udany, Eppelheimer, Rodas
Commissioner Abbott

Attendees Absent


I. Meeting  Called to Order

Meeting called to order at 6:32 p.m.

II. Approval of Minutes

A. Commissioner Shelly moved and Commissioner Wolfe seconded a motion to approve the minutes of the September 14, 2015 Facilities Operation Committee meeting. All approved by general consent.

III. Communications and Correspondence

A. Letter from Dana DeAne re: Centennial Pool

Commissioner Pellaton acknowledged a letter from Dana DeAne regarding Centennial Pool. Superintendent Bowen commented that a few times the pool did not open on time but he does not see this as a regular problem. Brian Udany commented and discussed with the Committee the issues mentioned. Ms. DeAne was given the rules of the swimming fitness lanes regarding her concerns. Brian will follow up with Ms. DeAne on what the Committee discussed.

B. Email from Eileen Richards re: Thanking staff at Centennial Pool

Commissioner Pellaton acknowledged the Email from Eileen Richards and thanking the staff at Centennial pool for a wonderful summer. Staff sent Ms. Richards a thank you letter.

IV. Recognition of Visitors


V. Managers’ Reports

A. Pool Manager Brian Udany reported on the following topics:

  • The pool leak is still being investigated to find the leak that happened at the start of the season.

B. Ice Manager Sean Flynn reported on the following topics:

  • The overall year to date public skate numbers are 7,160 attendees compared to 6,043 last year. Public skate has been well attended and it helped with the extra hours added in the summer months.
  • Fall session II begins on Monday.
  • The 4th annual Spooky Skate will be held on Saturday, October 24th from 1:00 pm - 2:30 pm. Skaters in costume will receive a special rate of $4.25 for admission.
  • The morning Freestyle sessions have been well attended this season. There were 478 attendees spread out over 26 days for an average of 18.38 skaters per morning. In September 2014, there were 292 attendees spread out over 26 days for an average of 11.23 skaters per morning.
  • There is an ice monitor present each morning; however with the increase in attendance management has been present as well to evaluate the morning freestyle sessions.

C. Tennis, Barb Jenkins reported on the following topics:

  • In the September drive for memberships with 511 members renewed by the end of September. Memberships will exceed last year’s numbers.
  • A coupon book was a helpful tool with marketing and getting members to sign up.
  • There were 139 permanent court times sold this year. Glenview is down to 71 and Winnetka is at about 60.
  • The welcome back sale ran through the month of September and was promising with stringing opportunities available.

D. Paddle, Barb Jenkins reported on the following topics:

  • Ania has reported a problem with patrons stealing the demo paddles. Ania will be purchasing used demo paddles for people to use.
  • On October 17th the paddle hut has been reserved for a charity event from 3:00 pm – 11:00 pm. The OLPH Men’s Group of Glenview is hosting a multi-facility paddle tournament and the finals will take place at Wilmette.  Monday night ladies’ paddle is a big success with 16 players signed up.
  • There are 17 men’s teams and 5 women’s teams have signed up at Wilmette.
  • The target goal for paddle memberships is 250. Paddle is currently at 235.

The Committee discussed the stealing of the demo paddles and ways to alleviate some of the stealing. The Committee mentioned to have people donate their old paddles, request paddles before you come, sign them out. Superintendent Bowen will discuss this over with the Staff on ways to prevent this from happening and report back to the Committee.

VI. Unfinished Business

A. Centennial Pool Leak Update

Superintendent Bowen commented that Staff has dug a hole to access the pipe and are waiting to hear from the vendor. Commissioner Pellaton would like Staff to follow up and get some feedback on the leak.

VII. Proposed FY 2016 Facilities Budget Review & 5 Year Capital Review

Superintendent Bowen handed out a revised portion of the pool report showing the correction of a $34,000 number in the District favor.

Superintendent Bowen stated that the budgets were prepared by looking at all the recommended fees that were set by the Financial Planning & Policy Committee. Superintendent Eppelheimer explained the category priority letters and how they are categorized within the budget process.

Superintendent Bowen reported on the following:

A. Pool
Staff has recommended for pool increases in fees (5%-12%). Staff is projecting a negative $68,806 at year end. Next year bottom line projection is plus $45,769. The Committee discussed the pool line items.

Commissioner Shelly stated she feels that based on the other comparisons that the fee should be higher than a 5% increase for pool resident memberships. The Committee agreed on a 10% increase. The Staff and Commissioners are concerned about the cold weather for the summer months for the past few years. The Committee discussed having an April early bird sale at camp registration in January with a possible discount.

B. Tennis
Staff has recommended for tennis increases in fees (0%-5%). There is an overall 3.9% increase in revenue. The bottom line prediction for 2015 is $106,912 and for 2016 predicating $128,866. The Committee discussed the tennis line items.

C. Ice
Staff has recommended for ice increases in fees (0%-5%). Staff is projecting revenue of $1,471,318 for 2015 and 1.9% increase in 2016. Superintendent Bowen believes there will be a little less business in some areas. Such as free skate programs which a lot of the kids are graduating. The Committee discussed ice line items.

D. Platform Tennis
The Committee discussed the line items. Superintendent Bowen stated he upped the memberships for 2016 due to approaching the maximum amount with four courts.

Commissioner Wolfe moved and Commissioner Shelly seconded a motion to approve the proposed FY 2016 Facilities Budget Review & 5 Year Capital Review.

VIII. Adjournment

The Committee adjourned for Regular Board Meeting at 7:25 p.m.

IX. Reconvene

The Committee reconvened at 8:30 p.m.

X. Adjournment

There being no further business to discuss the Committee adjourned at 8:55 p.m.