WILMETTE PARK DISTRICT
Minutes of Regular Meeting of the
Board of Park Commissioners
Monday, June 13, 2016
7:30 p.m. - Village Hall Council Chambers

 

Attendees Present

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

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

 Attendees Absent

Commissioner Bryan Abbott and President John Olvany

I. Meeting  Called to Order

The meeting was called to order at 7:30 p.m.

A. Roll call taken.

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

President Olvany Attendance VIA Electronic Means:

Commissioner Shelly moved and Commissioner Foster seconded a motion to approve the electronic attendance of President Olvany at the June 13, 2016 Board of Park Commissioners Meeting.

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

II. Approval of Minutes

A. May 9, 2016 (Annual Meeting)

Commissioner Shelly moved and Commissioner Anderson seconded a motion to approve the minutes from the May 9, 2016 Annual Board Meeting.

Minutes were approved as amended. All voted yes; motion carried.

B. May 9, 2016 Regular Meeting

Commissioner Shelly moved and Commissioner Pellaton seconded a motion to approve the minutes from the May 9, 2016 Regular Board Meeting.

Minutes were approved as amended. All voted yes; motion carried.

III. Communications and Correspondence

Vice President Wolfe acknowledged an article published in the Chicagoland Gardening. The Little Garden Club of Wilmette would like to thank Bill Lambrecht and Mike McGreal for their encouragement and support.

President Olvany acknowledged a nice article in the Chicago District Golfer written about the golf course renovations and the Wilmette Golf Club.

IV. Recognition of Visitors

Jonathan Williams, Cook County Clerk’s office, commented on the process of recruiting election judges so they are prepared for the election coming up in November. He would like to gather recommendations for election judges along with getting the word out to recruit judges. The Judges would get $175 for working the election which includes a four hour training class and an hour online training class. The Committee discussed the requirements for an election judge. Mr. Williams referred them to the Cook County website. Director Wilson asked Mr. Williams to reach out to him to help him with some suggestions he may have. 

V. Approval of Voucher List

Commissioner Foster moved and Commissioner Pellaton seconded a motion to approve the Voucher List in the amount of $1,854,746.41 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: Anderson, Foster, Pellaton, Shelly, Wolfe, Olvany; voting No: None. Absent: Abbott; motion carried.

VI. Executive Director’s Report

Director Wilson reported on the following topics:

  • The District’s Annual Independence Day Celebration will be held on Sunday, July 3rd with the Fun Run and Walk starting in the morning and the rest of the festivities starting at 4:00 p.m. See Director Wilsons report for more details. 
  • The Starlight Theater concerts series at Wallace Bowl will begin Friday, June 23rd. All shows begin at 8:00 p.m.
  • Thursday Night Out at the Bowl concert series began on June 11th. All shows begin at 7:00 p.m.
  • The Sunday Afternoon Concerts in Mallinckrodt Park begin on June 26th. All concerts start at 4:00 p.m. and are located at the Centennial Gazebo.
  • The Children’s Summer Concert Series are held in Mallinckrodt Park starting on June 22nd. All concerts begin at 12:30 p.m. and are located at the Centennial Gazebo.
  • New this year is Movie Monday at Wallace bowl. The Monday’s movies will be held on June 25th with Back to the Future and August 1st with A League of Their Own.
  • Today, June 13th was the first day of summer camp. There are over 5,000 kids across all of the camps. First day went well.
  • Beach and pool have been busy with the start of the season due to the good weather.
  • There are three action items under the Financial Planning & Policy Committee that will be addressed. First, is the Prevailing Wage Ordinance which is a standard ordinance that needs to be passed ever year as mandated by the State of Illinois. Second, the Acceptance of the Comprehensive Annual Financial Report also known as the annual audit. Third, a slight change to the Conduct Ordinance regarding the usage of Drones in the parks.
  • Under New Business there is a bid recommendation for a boiler replacement at the maintenance facility at West Park which is significantly lower than the budgeted amount. 

VII. Committee Reports

A. Lakefront Committee:

Commissioner Pellaton reported on the following topics:

  • The Lakefront Committee met on May 3rd. 
  • The Committee will focus on the beach house and parking lot improvements. Staff developed a report on the minimum program needs for the beach house along with their goals of replacing the parking lot. The Committee discussed at their meeting the details of what the program needs are such as number of toilets, concessions, ADA requirements, parking lot and other program needs. 
  • The Committee recommends going with the design process using the Request for Qualifications (RFQ) competitive bidding process using specific requirements. They will be asked to submit different options for the look of the building on the outside.
  • Lakefront is open and going well. Kudos to the beach staff for the up to date training.
  • Bird walks are well attended at the lakefront.
  • Living Habitat will be presenting to the Committee their plan.

B. Facilities Operations Committee:

Commissioner Shelly reported on the following topics:

  • The Facilities Operations Committee met tonight.
  • Tennis: The summer season for camps has begun. Pirate Tennis has sold out. Outdoor tennis court reservations began Memorial Day. Call before 8:00 p.m. to reserve your court time. Gillson and Maple Park tennis courts have been resurfaced and both look great. There are 9 ladies and 5 men’s travel teams that started this summer.
  • Paddle: There are 4 rentals for the Paddle Hut for June and July. Staff is looking into keeping the Paddle Hut secured on off hours. Staff is looking at add two additional women’s teams, Series 6 and Series 7. New rates were discussed and will be posted. Staff is working with the men’s league coordinators to accommodate the rapid growth for paddle.
  • Pool: There is a full staff this season with 80 guards. The numbers of patrons are off to a good start for summer. Memberships are up from last year at this time. There are three Dive-In Movies scheduled this year. The first is Saturday, June 18th around 8:30 p.m. The movie is Kung Fu Panda 3 which is still in theaters. There is a new food vendor at Centennial called the Shark Shack. The Committee has heard good things thus far. The pool temperature is 82 degrees at a minimum. Staff will monitor when school gets out next year to see if they can accommodate opening earlier.
  • Ice: Summer session has started. There are still a few openings for the Little Puckers camp and Ice/Gymnastics camp. The mid-summer classic figure skating competition is scheduled for July 9th.

C. Parks & Recreation Committee:

Vice President Wolfe reported on the following topics:

The Committee did not meet last month.

D. Golf Operations Committee:

Commissioner Foster reported on the following topics:

  • The Golf Committee has met twice since the last Board Meeting on Saturday, May 14th and Saturday, June 11th.
  • The condition of the course is excellent.
  • There were 2.9 inches of rain reported in April. As of May 14th there were 4.04 inches of rain.
  • Course has been open for 75 days so far and 40 of those days were with no cart rentals allowed due to the rain.
  • Bunkers, fairways and greens are constantly being maintained and look excellent.
  • As of June 11th the greens are smooth after aeration.
  • Memorial trees and plaques are missing since the renovations. Staff is aware of this and working on a more consistent memorial tree program for the golf course and depending on the plan, to compile a directory of memorials. 
  • The course has received excellent publicity with published articles.
  • There are 23 more members since this time last year. Staff budgeted for 431 members which are on track for that.
  • The number of rounds and fees collected are down at this time. Programming is going great along with the new programs being offered.
  • There was a hole in one winner for $10,000 on May 23rd on the 16th hole. 

Commissioner Wolfe commented on having a memorial tree program consistent throughout all the parks. Director Wilson reported that Staff will be looking at the memorial tree program consistent throughout the parks.

E. Financial Planning & Policy Committee:

Commissioner Anderson reported on the following topics:

  • The Financial Committee met on May 23rd.
  • The Professional Services discussions will be pushed back to focus on the District’s healthcare costs.
  • The Committee discussed the purchasing policy for what makes sense for new, used and refurbished equipment and getting more bidders on projects.
  • Superintendent Eppelheimer is working on restating the May year to date budget numbers to make going forward easier to review the numbers for comparisons. 

i. Prevailing Wage Ordinance 2016-O-10

Commissioner Pellaton moved and Commissioner Shelly seconded a motion to approve Ordinance 2016-O-10, AN ORDINANCE ADOPTING PREVAILING WAGE RATES TO BE PAID TO LABORERS, MECHANICS, AND OTHER WORKERS PERFORMING CONSTRUCTION OF PUBLIC WORKS FOR THE WILMETTE PARK as recommended by the Financial Planning & Policy Committee.

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

ii. Acceptance of the December 31, 2015 Comprehensive Annual Financial Report (CAFR)

Commissioner Anderson moved and Commissioner Pellaton seconded a motion to accept the December 31, 2015 Comprehensive Annual Financial Report as recommended by the Financial Planning & Policy Committee.

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

iii. Aircraft/Model Aircraft/Drones Conduct Ordinance 2016-O-11

Commissioner Pellaton moved and Commissioner Foster seconded a motion to approve Ordinance 2016-O-11, AN ORDINANCE AMENDING AN ORDINANCE REGULATING THE USE OF THE PARKS AND PROPERTY OWNED OR CONTROLLED BY THE WILMETTE PARK DISTRICT (“CONDUCT ORDINANCE”) as recommended by the Financial Planning & Policy Committee.

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

F. Real Estate Committee:

Director Wilson reported on the following topics:

  • The Real Estate Committee met on June 7th.
  • A presentation was given by Canal Shores in regard to their Master Plan Project. There is a two part study that is currently going; one is an ecological study and the other is a golf playability study. These two projects are very closely linked. The ecological study needs to be complete before they can finalize the golf plans. This is a work in progress. Nothing has been solidified. Discussions about their lease expiring in 2032 were looked at. They are looking to raise $6m for the implementation of this plan. They would need an extension on that least to encourage donors. There are no action items coming out of the meeting at this time.

VIII. Unfinished Business

None

IX. New Business

A. Bid Approval for Boiler Replacement at West Park Maintenance Facility

Commissioner Pellaton moved and Commissioner Foster seconded a motion to approve the bid from Jensen’s Plumbing & Heating in the amount of $45,474.00 for Boiler Replacement at West Park Maintenance Facility.

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

X. Adjournment

There being no further business to conduct, the meeting was adjourned at 8:15 p.m.