Facilities Operations Committee Meeting Minutes
Monday, June 13, 2016
6:30 p.m. – Village Hall Training Room

Attendees Present

Committee/Commissioners: Chair: Shelley Shelly, Amy Wolfe, Stephanie Foster
Staff: Superintendent Bowen

Director Wilson, Darrell Smith, Brian Udany, Sean Flynn
Superintendents: Lambrecht, Eppelheimer, Bingham
Commissioner Anderson

Attendees Absent


I. Meeting  Called to Order

Meeting called to order at 6:30 p.m.

II. Approval of Minutes

A. Commissioner Foster moved and Commissioner Wolfe seconded a motion to approve the minutes of the May 9, 2016 Facilities Operations Committee meeting. All voted yes, the motion carried.

III. Communications and Correspondence


IV. Recognition of Visitors


V. Managers’ Reports

A. Ice Manager, Sean Flynn reported on the following topics:

  • There were 290 skaters enrolled in the spring skating classes compared to 303 last year.
  • The Ice Show was held on May 13, 14 & 15 with great success again this year. Final ticket sales were 1,786 with Saturday being the most popular show. This number is slightly down from last year selling 1,849 tickets.
  • Sound speakers had to be rented for the ice show. This was an unbudgeted expense of $500. The speakers will have to be rented again in July for the annual competition.
  • There were 615 patrons participating in public skate sessions in May compared to 761 last year.
  • Open Hockey Sessions continued in May with 205 participants compared to 236 last year.
  • The summer events coming up include Little Puckers Hockey Camp, Ice/Gymnastics and Ice/Tennis camps along with the Mid-Summer Classic competition held on July 9th. 

B. Pool, Brian Udany reported on the following topics:

  • Training was held on a nice 80 degree day.
  • There are currently 80 lifeguards at capacity including 34 returning guards.
  • Memberships are up $41,000 over last year at this time.
  • Daily fees are up $4,000 from last year.
  • The preseason attendance was good. Weather was great 4 of the 5 days. Saturday, June 4th was a rain out day.
  • The first Dive-In movie will be held on Saturday night. The movie will be King Fu Panda 3.
  • New system shows occupancy reports showing real time patrons at the pool at any time. Staff will need to look into the New Trier schedule for lifeguards.
  • The Committee discussed having the pool open on the last day of school.

C. Tennis, Darrell Smith reported on the following topics:

  • The outdoor tennis reservations began on Memorial Day and will continue through Labor Day. Schedule is posted daily at the five outdoor locations.
  • Gillson and Maple outdoor courts have been resurfaced and are in excellent playing condition.
  • Reservations are not being taken at Hibbard courts because of the poor condition of the surface.
  • Outdoor travel teams (WWTA and WMTA) began play the week of May 23rd. Courts have been reserved for match play for 5 men’s teams and 9 ladies’ teams. Play continues until mid-July. A special camp and round robin for the WWTA ladies was held on May 19th and May 20th.  24 ladies participated in this new event.
  • Summer basic level classes, pirate camp and the afternoon camp started today.
  • Two early prep camps ran for 5 and 6 year olds for Scallywags and Pirate. 33 campers are currently enrolled.

D. Paddle, Darrell Smith reported on the following topics:

  • 4 Paddle Hut reservations have been made for June and July.
  • The Committee discussed the issues with the code and locking the Paddle Hut. There have been issues with kids entering and using their parent’s code. Staff is looking into this matter.
  • Staff is looking into adding a Series 6 & 7 team.
  • Ania is working on hiring an assistant to come in and do administrative work.

VI. Unfinished Business

A. League Rules for Paddle Update
Director Wilson reported that he met with surrounding area Park Districts the end of May. The Glenview and Lake Bluff Staff reported that they met with the administration members of the league but not Alan Graham. The administration members would like to hear what is being proposed with league rules. Two of the Executive Directors are drafting a memo with nine points that need to be addressed by the league administration. They have provided two of the three financial statements that were asked for. Director Wilson pointed out some items in their financial statements that were concerning with charitable contributions and another with their website. Lake Bluff and Glenview are working together to draft a formal letter back to them by June 24th with a request to have a response two weeks thereafter.

B. Bylaws/Rules for Paddle Play Update
The Committee discussed having consistency with all class participants paying the full fee for the class. Commissioner Foster reported that Series 1 were paying only for the individual class they attended and not for the entire session, no other series were allowed to do that. Everyone else had to pay the entire fee for the class. Superintendent Bowen reported that if some choose not to come to a class they will be offered a makeup date which may not be in the same Series. Everyone will be charged a fee for the entire class.

Darrell Smith reported that Staff is working on the assistant pro situation for Series 1 and 2. Commissioner Shelly asked Staff to report back at the next meeting regarding the pro for Series 1 and 2.

Commissioner Shelly commented on continuing to talk about Paddle Fee Approval under New Business and then go back to Item C.

VII. New Business

APaddle Fee Approval
Superintendent Bowen presented and discussed the Paddle Fees and Comparisons with other surrounding park districts. Superintendent Bowen reported that Staff proposes a 5% fee increase for next year. Commissioner Wolfe asked what is behind the increase. Superintendent Bowen reported to get closer to our competitors in pricing now that we have the patrons. The Committee discussed the increase and agreed with the increases for memberships. The Committee discussed the Additional League Play fee at $90. The Committee asked Staff to further investigate the Additional League Play Fee.

VIII. Adjournment

There being no further business to discuss the Committee adjourned at 7:25 p.m.