WILMETTE PARK DISTRICT
Minutes of Regular Meeting of the
Board of Park Commissioners
Monday, May 9, 2016
7:30 p.m. - Village Hall Council Chambers


Attendees Present

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

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

Attendees Absent

Commissioner Stephanie Foster

I. Meeting  Called to Order

The meeting was called to order at 7:33 p.m.

A. Roll call taken.

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

II. Approval of Minutes

A. April 11, 2016 Regular Minutes

Commissioner Wolfe moved and Commissioner Shelly seconded a motion to approve the minutes from the April 11, 2016 Regular Board Meeting.

The minutes were approved with the following change: on Page 3 of 5, Section VII., B., Paddle: 3rd bullet should have a comma after 2. All voted yes; motion carried.

III. Communications and Correspondence

President Olvany acknowledged and email from Ann Adams regarding inflatable paddle boards and the daily permit rate. President Olvany referred this email to the Lakefront Committee to review and discuss further.

IV. Recognition of Visitors

None

V. Approval of Voucher List

Commissioner Anderson moved and Commissioner Wolfe seconded a motion to approve the Voucher List in the amount of $1,885,117.57 a copy of which is to be attached to and become a permanent part of the minutes of this meeting. 

The Committee discussed the purchase of a sprayer for golf. Director Wilson commented on the purpose of the sprayer.

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

VI. Executive Director’s Report

Director Wilson reported on the following topics:

  • 41st Ice Show is coming up on May 13, 14 and 15 titled “41-Derful”. There is one performance on each day. There are over 200 skaters in the show. Tickets are still available.
  • Dance Recital will take place on June 4 and 5 in the theater at the Community Recreation Center with four shows scheduled throughout those days.
  • Under the Lakefront Committee report, the Committee is looking for discussion on whether or not to hold a design competition for the beach house. The Committee would like input from the full Board.
  • Under the Financial Planning and Policy Committee report the Committee will discuss a few items. One is a resolution bond disclosure requirement and the second is a surplus property ordinance. Surplus items are routine business.
  • Under the Real Estate Committee report is a request from the MWRD regarding giving the District consent to MWRD to grant an easement to the Keefe Family Trust. The property in question may not be part of the property the District leases from MWRD. The District’s attorneys consulted with Chicago Title and Trust about this property and it appears to be outside of the lease. This information was communicated to MWRD and an email was received from MWRD requesting Board action tonight.

VII. Committee Reports

A. Lakefront Committee:

Commissioner Shelly reported on the following topics:

  • The Committee met on May 3rd.
  • Mary Shea, Wilmette resident, came to the meeting to express her concerns about the trees at Gillson Park and saving them at all costs.  The Committee invited Mary Shea to the next Lakefront meeting when the bird habitat plan will be discussed.
  • The Beach House and parking lot is the top tier priority. Superintendent Lambrecht outlined the differences between a design contest and the traditional request for qualifications (RFQ) process.  The Committee would like to get input from the full Board on the direction of this process.
  • The sailing beach opens on Saturday, May 14th. 
  • Staff continues to work on the waiting list for boat storage.
  • There will be two “free” water safety classes on June 4 and June 10 at 10 a.m. This event is for anyone interested in learning some watercraft etiquette, safe paddling skills and coast guard regulations.
  • The new SUP launch area will be located at the south end of the sailing beach. There will be 25-30 additional SUP spaces available.

The primary discussion of the Lakefront Committee meeting was whether to have a design contest or the traditional RFQ process. Superintendent Lambrecht presented and discussed how he researched and gathered information on different options and what Illinois law requires. He commented that the RFQ will still need to be issued even if it is set up as a contest. He highlighted on how the process has worked historically, and the options of a competition process, one stage competition, and two stage competitions along with their evaluation of submissions and how the guideline process works. The Board discussed the different options.

Vice President Wolfe asked if one stage competition was selected would the District have to pay for a submission. Superintendent Lambrecht stated no. Commissioner Shelly commented on the survey results and feedback from the community wanting to do a competition for the design process of the beach house. The Board discussed the parameters needed for submission purposes, ways to obtain feedback and buy-in from the community and the process. Commissioner Abbott commented that he felt that nothing was decided by the Committee as far as scope of what should be done at the lakefront. He commented that definitive decisions about what we are asking for as we move forward need to be discussed.

Commissioner Shelly commented that Staff needs to know how to proceed in order to bring information to the next Lakefront meeting. Superintendent Lambrecht commented to the Board that the Lakefront Committee asked Staff to come back to the next meeting with a basic program of what the new beach house would include. If the traditional RFQ process is selected then we do not need to do a basic program. If the “quasi” competition is selected then we need to develop a program so comparisons can be made. Commissioner Shelly suggested that Staff prepare the beach house program elements and then the Committee can review it and decide how to move forward. It would be beneficial to start this process now. The Board agreed to direct Staff to prepare these program elements for the next Lakefront Committee meeting.

B. Facilities Operations Committee:

Commissioner Pellaton reported on the following topics:

  • The Committee met tonight.

Pool:

  • Staff are continuing to interview for pool guards and attendants.
  • Pool opens Memorial Day Weekend from 1-6 p.m. on Saturday, Sunday and Monday.
  • Early bird discounts were extended through May 6th. Sales are ahead from last year at this time.

Ice:

  • Ice show will be held on May 13th and May 14th. Tickets are still available.
  • Open hockey sessions will continue through August.
  • There are many upcoming events for the summer.

Tennis:

  • 127 permanent court times have been purchased thus far.
  • 434 campers are enrolled in summer camps.
  • Several of the women clubs have made it to the playoffs.
  • The outdoor courts at Gillson Park are being resurfaced.

Paddle: Commissioner Shelly reported on the following:

  • 14 of the 17 men’s leagues made the playoffs.
  • Series 2, 15, and 17 won their divisions.
  • Trophy plaques are on display at the paddle hut.
  • There are 5 women’s teams.
  • Highlighted on the different series and an issue on pros playing on the women’s teams. More discussions to follow based on pro status.
  • There will be new classes coming in the fall.
  • Highlighted on the fast growing pace of the league. Staff is working with the other park districts and the league for clarification on rules.

C. Parks & Recreation Committee:

Vice President Wolfe reported on the following topics:

  • The Committee met on April 18th.
  • Staff is reviewing how the 5th Grade basketball teams are forms. Staff is looking at different ways of evaluating the players to possibly make the teams more even.
  • Staff is looking into the Wilmette Wings request for lighting at West fields and the feasibility and cost associated with permanent lighting rather than temporary lighting due to the requesting a permit yearly is not feasible.
  • The Committee reviewed and discussed the ordinance for field rentals and park permits.
  • Easter Egg Hunt was held on April 19th with 215 attendees.
  • 2nd Annual Family Fine Arts day was held on March 12th with 117 attendees.
  • There are 2,217 patrons enrolled in Session II classes.
  • Cinderella ended with the successful run.
  • Auditions for Bye Bye Birdie were held. This will be the show at Wallace Bowl this summer.
  • New spin bikes in Fitness have been delivered and well liked.
  • Camp Fusion Session I is at capacity with 75 patrons enrolled. There are 70 registered for Session II.
  • Gymnastics currently has 1,470 enrolled in the spring classes.
  • Two level 8 gymnasts qualified for regional competitions in Lexington, KY.
  • There are currently 658 members at Mallinckrodt.

D. Golf Operations Committee:

Commissioner Shelly reported on the following topics:

  • The next scheduled meeting is May 14th.

E. Financial Planning & Policy Committee:

Commissioner Abbott reported on the following topics:

  • The Committee met on April 24th.
  • The Committee reviewed the quarterly report which looks good. The Committee would like to compare this report with prior years.
  • The Committee discussed capital, long term planning, inventories, transfers, etc.
  • The Committee discussed when service providers should be reviewed for their services. Staff is working on historical dollar amounts for services.

i. Resolution – 2016-R-2, Disclosure Compliance

Commissioner Abbott moved and Commissioner Pellaton seconded a motion to approve Resolution 2016-R-2, A RESOLUTION ADOPTING A DISCLOSURE COMPLIANCE POLICY OF THE WILMETTE PARK DISTRICT, COOK COUNTY, IL.

Commissioner Abbott asked about the Resolution and wanted clarification from Staff. Superintendent Eppelheimer explained that the document is about codifying best practices of what the District already does. Superintendent Eppelheimer went on to explain the wording that Commissioner Abbott questioned in regards to communicating with constituents.

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

ii. Surplus Ordinance – 2016-O-9, Miscellaneous Electronic Equipment

Commissioner Pellaton moved and Commissioner Anderson seconded a motion to approve Ordinance 2016-O-9, AN ORDINANCE AUTHORIZING AND PROVIDING FOR THE DISPOSAL OF SURPLUS PROPERTY OF THE WILMETTE PARK DISTRICT, COOK COUNTY, IL.

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

F. Real Estate Committee:

i. MWRD Request for Permission to Grant Easement on Golf Course Leased Property

President Olvany revisited this topic from last month’s Board meeting regarding the request from the MWRD to provide them with the Board’s consent to proceed with authorizing an easement pursuant to the request of the Keefe Family Trust. Prior to the last meeting MWRD made a request to defer this matter for 30 days which brings us to today. As outlined by Director Wilson in his report, the question was raised whether or not the land where the easement is requested is part of the Wilmette Park District lease with MWRD. Staff and attorneys of the District looked into this matter and concluded that they do not believe that the land is in fact part of the leased property. This information was communicated to the MWRD in hopes that they would be able to confirm this fact.  At this time, MWRD would not confirm and that they wanted the District to proceed with their request to consent. President Olvany asked for a motion regarding MWRD’s request to consent to MWRD granting of the easement to the Keefe Family Trust.

Commissioner Abbot moved and Commissioner Wolfe seconded a motion to approve the MWRD Request for Permission to Grant Easement on Golf Course Leased Property.

Director Wilson commented on the details surrounding the easement as stated above. Vice President Wolfe pointed out that since the Board and Staff do not have any definitive information that this easement is part of the District’s lease she does not see a need for a vote at this time.

Commissioner Pellaton moved and Commissioner Wolfe seconded a motion to table this agenda item indefinitely until such time as it is determined that the easement requested is indeed on property leased by the Wilmette Park District from the Metropolitan Water Reclamation District (MWRD).

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

VIII. New Business

None

IX. Unfinished Business

None

X. Adjournment

There being no further business to conduct, the meeting was adjourned at 9:06 p.m.