Minutes of Regular Meeting of the
Board of Park Commissioners
Monday, October 10, 2016
7:30 p.m. - Village Hall Council Chambers

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

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

Attendees Absent

I. Meeting  Called to Order
The meeting was called to order at 7:38 p.m.
A. Roll call taken.

II. Approval of Minutes
A. September 12, 2016 Regular Minutes
Commissioner Shelly moved and Commissioner Pellaton seconded a     motion to approve the minutes from the September 12, 2016 Regular    Board Meeting.

Minutes were approved as amended with the following changes: Page   3 of 8, V. 1st sentence should read Commissioner Anderson, and      Page 8 of 8, IX. (B) 4th paragraph should read “with a price not to exceed…”   All voted yes; motion carried.

III. Communications and Correspondence

IV. Recognition of Visitors

V. Approval of Voucher List
Commissioner Anderson moved and Commissioner Wolfe seconded a motion to approve the Voucher List in the amount of $1,984,058.70, a copy of which is to be attached to and become a permanent part of the minutes of this meeting.

Director Wilson explained that the expenditure to the Metropolitan Water Reclamation District (MWRD) is for an invoice issued per the terms of the lease agreement that states that a portion of the net revenue of the golf course attributed to the WPD, be remitted to the MWRD.  The invoice came after a recent review of the golf course association’s financial records from the last few years.  Director Wilson directed staff to issue the check to meet the due date then followed up with the golf course association board to review the invoice. The MWRD has agreed to submit a new invoice which will be paid by the District and reimbursed by the golf course association per the terms of our lease.

Director Wilson also explained the accounting process for the bird habitat as it relates to the US Fish & Wildlife Service grant and the Ouilmette Foundation.
By a roll call vote, voting Yes: Commissioners: Abbott, Anderson, Foster, Pellaton, Shelly, Wolfe, Olvany; voting No: None; motion carried.

Director Wilson added that the park district collects and processes all donations made to the Ouilmette Foundation and then sends a check to the Foundation.

VI. Executive Director’s Report
Director Wilson reported on the following topics:

  • September 24 and 25th was the planting weekend for the Bird Habitat project.  The Ouilmette Foundation recruited anchor groups and volunteers who all did an amazing job. All the beds were planted and most   were mulched and watered by the end of the day Sunday. It was a great representation of the community.
  • Officially beginning the budget season. A Committee of the Whole meeting is tentatively scheduled for November 9 to look at capital projects. In December the Committee of the Whole will review the entire budget together and will approve it in January.
  • Review of upcoming action items. Board goals and initiatives, bids for tot lots, and a recommendation from staff for a website proposal.

VII. Committee Reports
A. Lakefront Committee:
Commissioner Pellaton reported on the following topics:

  • The October 3 Lakefront Committee meeting has been postponed until October 18 at 7:00 p.m. due to Rosh Hashanah. Staff will be present the RFQ’s received for the beach house and parking lot.

B. Facilities Operations Committee:
Commissioner Shelly reported on the following topics:

  • The Committee met prior to the regular board meeting.
  • Early voting will take place at Centennial October 24 – November 7. The hours will be posted at the facility.
  • Parking at Paddle has been an issue. Thursdays are busy match days. Staff is addressing the problem.
  • Approved the budgets for tennis, ice, paddle and aquatics center.

C. Parks & Recreation Committee:
Vice President Wolfe reported on the following topics:

  • The Parks & Recreation Committee met September 19th.
  • Staff is looking at ways to adjust the memorial tree donation program to include other things and have a uniform program across all park space.
  • Communications - trying to inform the public as much as possible. The August monthly newsletter had a great response.
  • Will be launching a new Email from the Board to keep the community informed about Board topics.
  • Community engagement – discussed how educate the public about what the park district is doing.
  •  Landscaping plans – discussed if district should budget for comprehensive planning for each park.
  • Fall programming
  • Halloween Happenings is scheduled for October 22 4-8 pm.
  • New fitness program – intrinity board training.
  • Fall into Wellness 6 week program began.
  • New gymnastics coach has been hired.

D. Golf Operations Committee:
Commissioner Foster reported on the following topics:

  • The Golf Operations Committee did not meet this month.

E. Financial Planning & Policy Committee:
Commissioner Anderson reported on the following topics:

  • The Financial Planning & Policy Committee met on September 26th.
  • The focus has been on health insurance.
  • PDRMA came back with no increase for 2017.  Went out to market get information, one quote came back. The savings was not enough to leave PDRMA.  Staff will restructure the current plan which will create an overall savings $103,000.

VIII. Unfinished Business
A. Review of 2016 Board Goals and Initiatives
The Board reviewed the goals established by Commissioners Olvany and Wolfe in May 2016, and provided an update on the status of each item: 
Enhance communication with community

  • Improving website user experience – website redesign process has started.
  • Increase utilization of social media – ongoing.
  • Efficiently use email database – e-newsletter.

Maintain security of facilities and patrons

  • Cyber security – staff met with consultants who presented a costly proposal – staff will continue to explore options.
  • Effectively monitor facilities – cameras added at ice and tennis, one more at CRC.
  • Train staff on detailed response plans – working with police department.

Improve operational efficiency for the benefit of taxpayers and users

  • Reduce debt service costs–refinanced part of debt.
  • Enhance procurement policies and practices - staff will be rewriting purchasing policy.
  • Conduct a review of park district spending for evaluation of need for value received and lowest cost - Commissioner Olvany commended Commissioner Anderson for looking at healthcare expenses and coming up with a sound conclusion.

Develop an updated plan for the lakefront parks – completed unbiased survey, prioritized results, and currently working through timeline of implementation of improvements.

Provide continuing Commissioner educational opportunities to improve board governance – Director Wilson has reached out to IAPD to conduct a Board Self-evaluation.

IX. New Business
Commissioner Wolfe explained that these items did not go through the Recreation Committee due to timing.

A. Bid Approval for Tot Lot Replacements
Staff recommends accepting the bid from Elanar Construction.  Superintendent Lambrecht answered questions and explained the playground design and community engagement processes for neighborhood and community parks.  Superintendent Lambrecht explained Elanar would have separate crews start at both parks simultaneously. Commissioner Wolfe moved and Commissioner Anderson seconded a motion to approve the bids from Elanar Construction in the amount of $365,558 for the tot lots at Hibbard Park and Forest Park.

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

B. Website Redesign Professional Services Recommendation
Staff recommends moving forward with Pure Imagination.   Manager Rodas explained his process for evaluating the submittals and choosing Pure Imagination. In response to questions from the Board, Manager Rodas explained that staff will do regular informational updates and the company will update the architecture. The park district will own the website. Commissioner Wolfe moved and Commissioner Foster seconded a motion to approve the proposal from Pure Imagination, Batavia, IL, in the amount of $18,428.75 for the redesign of www.wilmettepark.org.

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

X. Adjournment
There being no further business to conduct, the meeting was adjourned at
8:23 p.m.