WILMETTE PARK DISTRICT
Minutes of Regular Meeting of the
Board of Park Commissioners
Monday, January 11, 2016
7:30 p.m. - Village Hall Council Chambers

Attendees Present

Commissioners: President John Olvany, Vice President Amy Wolfe, Shelley Shelly, Bryan Abbott, Stephanie Foster, Ryrie Pellaton, Gordon Anderson

Secretary/Executive Director Steve Wilson
Staff: Jeff Bowen, Kathy Bingham, Bill Lambrecht, Ken Eppelheimer, Cindy Felicicchia

Attendees Absent

None

I. Public Meeting Called to Order

A. 2016 Budget & Appropriations (B&A) Hearing
President Olvany called the meeting to order at 7:30 p.m. and stated that the meeting would begin with the 2016 Budget & Appropriations Hearing. President Olvany stated that that the hearing is open for comments on the Combined Annual Budget and Appropriation of Funds for the Wilmette Park District fiscal year beginning on January 1, 2016 and ending on December 31, 2016. No written or oral comments were given.

B. Bond Issue Notification Act (BINA) Hearing
President Olvany called the Bond Issue Notification Act Hearing to order at 7:33 p.m. President Olvany stated that that the hearing is open for comments on the proposal to sell up to $1,000,000 General Obligation Limited Tax Park Bonds. The issuance of Bonds is for: the payment of land purchased or condemned for parks, the building, maintaining, improving and protecting of land purchased or acquired for parks and payment of expenses incident thereto, and for the payment of expenses related to issuance costs. The reason for the issuance of the Bonds is for the funding of the five year capital improvement plan. There are no specific projects assigned for these funds. No written or oral comments were given.

II. Meeting  Called to Order

The meeting was called to order at 7:39 p.m.

A. Roll call taken.

III. Approval of Minutes

A. Commissioner Foster moved and Commissioner Shelly seconded a motion to approve the minutes from the December 14, 2015 Regular Board Meeting.

Minutes were approved as amended with the following changes:
Page 2 of 5, V. 3rd sentence should read Commissioner Shelly commented that the Ouilmette Foundation has committed to…. not will be looking into. All voted yes; motion carried.

B. Commissioner Wolfe moved and Commissioner Foster seconded a motion to approve the minutes from the December 9, 2015 Committee-of-the-Whole Meeting. All voted yes; motion carried.

IV. Communications and Correspondence

None

V. Recognition of Visitors

Tom Scanlan, 1005 Chestnut, Wilmette commented about the Sheridan Shores Yacht Club lease and why the District is considering this lease. He commented that if the District was considering the lease why wasn’t it in the community wide survey. He went on to read some of the feedback he has received from the community in regards to the Sheridan Shores Yacht Club lease. He also mentioned that some were having difficulties accessing the community wide survey. Director Wilson commented on the community wide survey and that some of the passwords were not activated which has been corrected. Residents requesting the survey or a different mode can request it by calling the toll-free phone number (866-900-8555) or sending an email to the aQity@aQityResearch.com  address, both of which are on the invitation postcard.

Commissioner Pellaton commented that this current Board has not made any determination to the Sheridan Shores Yacht Club lease. He stated that the criticism is premature because this Board has not made any indication about whether we want to pursue the lease and if so at what cost. He welcomes any suggestions on what the Board might do with that property.

President Olvany commented on the timeline of discussions regarding Sheridan Shores Yacht Club. On September 23, 2013 there was a meeting of the Real Estate Committee to discuss the lease. The Committee thought unanimously to recommend to the full Board the possibility of pursing the lease. On October 14, 2013 there was an open session of the Board where the Real Estate Committee recommended to the full Board to purse the lease. The Board instructed Staff at this time to have a conversation with the landowner, Metropolitan Water and Reclamation District (MWRD). On March 6, 2014 there was an open discussion at the Lakefront Committee meeting regarding the status of what the lease was. MWRD informed the District that they were going to go to a public bidding process on the lease at some point in time. On December 17, 2015 MWRD approved the authority to advertise this public tender of bids for this 36 year lease of the property at 20 Harbor Drive. He commented that it is incumbent upon the Board to complete the due diligence that was previously disclosed in open session meetings to the public. Commissioner Abbott agreed that the due diligence should be done in regards to the lease. 

VI. Approval of Voucher List

Commissioner Abbott moved and Commissioner Wolfe seconded a motion to approve the Voucher List in the amount of $2,190,212.25, a copy of which is to be attached to and become a permanent part of the minutes of this meeting. 

By a roll call vote, voting Yes: Commissioners: Abbott, Foster, Anderson, Pellaton, Shelly, Wolfe, Olvany; voting No: None. Absent: None; motion carried.

VII. Executive Director’s Report

Director Wilson reported on the following topics:

  • The community-wide survey has gone out in groups. Residents should be receiving them within the next couple of days. If for some reason you have not received the survey you can contact us or by calling the toll-free phone number (866-900-8555) or sending an email to aQity@aQityResearch.com. You can also request a method in which you would like to fill out the survey.
  • Summer Camp guide will be delivered to residents soon. The annual open house will be held on January 19th from 6-8 pm. Resident registration will begin on Tuesday, January 26th.
  • Under the Lakefront Committee report there is a recommendation for the bird habitat landscape architect proposal. Five proposals were received.
  • The Facilities Operations Committee reviewed two proposals for pool and ice concessions. They will have a recommendation under their committee report.
  • The Financial Planning & Policy Committee reviewed a change to the Personnel Policy Manual on compensatory time. Compensatory time is controlled by the Fair Labor Standards Act (FLSA). This change would require an employee to use the compensatory time within the 12 months following the year in which they earned the time.
  • Under New Business is the Budget & Appropriations Ordinance which is standard procedures. 
  • Reminders will be going out to residents who have not responded to their survey. 

VIII. Committee Reports

A. Lakefront Committee:

Commissioner Shelly reported on the following topics:

  • The Lakefront Committee met on January 4th.
  • Lakefront has been accepting applications for summer job opportunities.
  • Staff is working on sailing contracts.
  • Staff is busy brainstorming some new programs and activities.
  • The lakefront lottery will be held for all vessels for open spots on March 5th.
  • The Committee will continue to discuss the popularity of the sailing beach and how to meet the needs of the users.
  • Sheridan Shores Yacht Club lease was brought up during the meeting regarding conversations taking place. This resident was assured that discussions have not been underway at this point.
  • The community-wide survey has gone out so keep your eyes open for it.
  • The Committee discussed the five bird habitat proposals. The Committee discussed 3 in length and unanimously agreed to move forward with the Living Habitats proposal. The selection of this proposal was based on cost, reputation and their expertise and experience.

Commissioner Shelly moved and Commissioner Abbott seconded a motion to approve the proposal from Living Habitats for the design only of the bird habitat as recommended by the Lakefront Committee. President Olvany stated that the District is getting a grant from the Federal Government for $60,000 which is half of the cost and the other half will be received from the Ouilmette Foundation, a private organization. All voted yes; motion carried.

President Olvany commented that the Board will be discussing the Sheridan Shores Yacht Club lease in closed session. He asked Director Wilson to highlight on what can be discussed in the closed session. Director Wilson commented on the guidelines for closed session meetings.

President Olvany commented on the District’s third consecutive years of increased revenues at the lakefront and an operating surplus which has continued to grow despite the antiquated facilities.

B. Facilities Operations Committee:

Commissioner Pellaton reported on the following topics:

  • Tennis: The basic level lottery will be held on January 16th. There are 631 signed up with only 475 spots available. Staff will do their best on accommodating as many people as possible. The USTA adult league made it through sectionals and to nationals and won nationals.
  • Paddle: 3 of the men’s teams moved up in paddle. Paddle and Pizza night will be February 12th. An adult paddle event will be held on February 12th from 7-10:30 pm. The Paddle Hut has been booked for events for 1/22, 1/23, 1/29, 1/30, 2/6, and 2/20. There are currently 265 members.
  • Pool: Interviews are underway. There are 3 Dive In Movies set up this summer: June 18th, July 16th, and August 13th. There are 2 DJ’s on Deck events set up: June 25th and July 9th. The pool leak has been repaired.
  • Staff is looking into a new vendor for concessions for ice and pool. They received two bids. The Staff recommended WPR for the vendor.

Commissioner Pellaton moved and Commissioner Shelly seconded a motion to approve the Staff to move forward with WPR as the food concession vendor proposal as recommended by the Facilities Committee. All agreed; motion carried.

  • Ice: Public skate numbers for December were slightly down but overall public skate number are higher. Skate with Santa event had 179 people attend. The annual ice show will be held on May 13, 14, and 15.

Director Wilson commented that the ground needs to be frozen for the outside ice rinks. Staff is watching the weather closely. Staff is also watching the golf course for cross country skiing. Staff is waiting for more snow. 

C. Parks & Recreation Committee:

Commissioner Wolfe reported on the following topics:

  • The Committee will be meeting on January 18th.

D. Golf Operations Committee:

Commissioner Shelly reported on the following topics:

  • The Committee will be meeting on January 16th. 

E. Financial Planning & Policy Committee:

Commissioner Abbott reported on the following topics:

  • The Committee did not meet in December.
  • Staff is wrapping up the budget process.
  • The quarterly report that came out showed a surplus of one million this year. Revenue and expenses were below. The surplus will help fund capital projects. Kudos to Staff.
  • The next meeting will be held on January 25th.

Commissioner Anderson moved and Commissioner Pellaton seconded a motion to approve the change in the Personnel Policy Manual regarding compensatory time as recommended by the Financial Planning and Policy Committee. All agreed; motion carried.

IX. Unfinished Business

President Olvany commented on the goals and initiatives that were discussed last month and would like anyone to contact him or Commissioner Wolfe with any additional information they would like to add. He commented that he and Commissioner Wolfe will be gathering the information regarding the goals and initiatives and bring back to the Board for discussion.

X. New Business

A. Ordinance 2016-O-1 Budget & Appropriations

Commissioner Abbott moved and Commissioner Anderson seconded a motion to approve Ordinance 2016-O-1, AN ORDINANCE MAKING A COMBINED ANNUAL BUDGET AND APPROPRIATION OF FUNDS FOR THE WILMETTE PARK DISTRICT FOR THE FISCAL YEAR BEGINNING JANUARY 1, 2016 AND ENDING DECEMBER 31, 2016.

By a roll call vote, voting Yes: Commissioners: Abbott, Foster, Anderson, Pellaton, Shelly, Wolfe, Olvany; voting No: None. Absent: None; motion carried.

XI. Adjourn to Closed Session (Discussion of the purchase or lease of real property for the use of the District in accordance with Section 2(c)5 of the Open Meetings Act)

The meeting adjourned to closed session at 8:30 p.m.

XII. Reconvene Regular Board Meeting

A. Consideration of Action, If Any, of Items Discussed in Closed Session.

XIII. Adjournment

There being no further business to conduct, the meeting was adjourned at 9:55 p.m.