WILMETTE PARK DISTRICT
Minutes of Regular Meeting of the
Board of Park Commissioners
Monday, February 13, 2017
7:30 p.m. - Village Hall Council Chambers

Attendees Present
 

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

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

Attendees Absent
 

None

I. Meeting  Called to Order
 

The meeting was called to order at 7:35 p.m.
A. Roll call taken.

II. Approval of Minutes
 

A. January 9, 2017 Regular Minutes
Commissioner Abbott moved and Commissioner Pellaton seconded a motion to approve the minutes from the January 9, 2017 Regular Board Meeting and Public Hearing.

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

President Olvany acknowledged verbal communication he has had with residents regarding the wait lists for the stand up paddle boards – this has been relayed to Director Wilson.

IV. Recognition of Visitors
 

President Olvany addressed the audience and asked if anyone was interested in addressing the Board.


V. Approval of Voucher List
 

Commissioner Anderson moved and Commissioner Wolfe seconded a motion to approve the Voucher List in the amount of $1,200,977.75, 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, Anderson, Foster, Pellaton, Shelly, Wolfe, Olvany; voting No: None. Absent: None; motion carried.

VI. Executive Director’s Report
 

Director Wilson reported on the following topics:

  • 8th graders from St. Joseph Student Government. Provided an overview of his first meeting with them.
  • Annual state conference.  Staff attended various educational sessions. Our Wellness Committee also presented a session which was very well attended and received by the attendees.
  • School Districts 39 and 37 have altered their start dates -will start later than usual. We had already published the summer camp guide book.  Staff has been busy creating additional programming opportunities – to provide for that time period.
  • Lakefront Design Team contract – approval items which will be discussed during committee reports.

VII. Committee Reports
 

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

  • The Lakefront Committee met on February 6.
  • The Committee discussed the architect contract and Request for Proposals (RFP’s) for a construction manager.
  • The contract was returned to staff for further review by our attorney.  A revised contract is to be voted on under “New Business”.
  • Three of the four Construction Management firms will be interviewed on February 22 10:00 a.m.
  • New accessible picnic tables will be installed at Gillson Park.
  • Sailing contracts have been mailed out and are due February 20.  New this year: if you don’t check your boat in at the beach by the required date you will lose your spot and if you are called from the waitlist and you decide you aren’t interested you will also be taken off the list.
  • Registration numbers for Aquatic Camp are already higher than at the same time period last year.

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

  • The Committee met tonight prior to the board meeting.
  • Currently there are over 700 participants in Learn to Skate.
  • Wilmette Hockey will be hosting some upcoming tournaments at Centennial.
  • On March 19 Centennial will host an ice liner recycling event.
  • The Jr. Tennis night was a success. 17 kids, aged 10-14 participated.
  • A new camp, combining beach and tennis has been added and is already full.  Staff hopes to add an additional session.
  • The Men’s Paddle League season will be wrapping up at the end of February.
  • Paddle Hut rentals:  over ten booked for February and March.
  • New paddle courts: layouts will be presented at the next committee meeting.  Hope to have this built by the start of the fall 2017 season.  With the additional courts staff hopes to add more men’s teams, more classes, open play time.

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

  • The Parks & Recreation Committee did not meet in January.

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

  • The Golf Operations Committee met on   February 11.
  • The General Manager reported that the golf guide is online and will go out soon.
  • Memberships are currently being sold.
  • Registration is underway for classes and many have filled.
  • New clothing line will be available in our Pro Shop.
  • Josh Malady has been hired as the new Assistant Superintendent.
  • Nick Marfise reviewed the course conditions.  Staff has been busy re-seeding the fairways.
  • Work is taking place on the new nursery green.
  • New golf carts should arrive in early April.
  • Construction on the green side bunkers will begin when the weather allows.

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

  • The Financial Planning & Policy Committee met on January 23.
  • The Committee discussed the updated purchasing policy and made suggested revisions to staff.  The revised policy will be presented at the next committee meeting.
  • The Committee reviewed a draft of a new travel policy which is up for approval.
  • Reviewed the open items from the 2011 ADA transition plan.  About $800,000 in projects left to be completed.
  • Addressed the available fund balance is up to $300,000.
  • The audit is underway.
  • Staff is exploring ways to assure the District is not paying unnecessary Federal fuel taxes.

In response to a question from President Olvany, Superintendent Eppelheimer explained that some of the bigger ADA projects were incorporated in other projects.  Director Wilson added that the original cost estimate showed that contractors would be brought in.  Some of the work was completed in -house which showed a cost savings. As a result, the Committee asked staff to list each project individually on a spreadsheet, to include the amount of money still available to complete the projects.  This will be presented to the Committee at their next meeting.

VIII. Unfinished Business
 

None

IX. New Business
 

A.  Design Team Contract
Commissioner Pellaton moved and Commissioner Wolfe seconded a motion to approve the contract with Woodhouse Tinucci for professional services to design a new beach house and parking lot at Gillson Park.

Regarding the contract discussion at the Committee meeting, Commissioner Pellaton explained that the Committee felt that more oversight language was needed in the contract.  Commissioner Abbott added that he felt the Board should be part of the approval process and wanted to the contract language  to reflect the ability to add additional meetings if necessary.

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

B. Resolution 2017-R-1 – Travel Policy
Commissioner Foster moved and Commissioner   Shelly seconded a motion to approve Resolution 2017-R-1, a resolution establishing a travel reimbursement policy in accordance with the local government Travel Expense Control Act.

Commissioner Pellaton added that this policy is required by the state.

Commissioners Olvany and Anderson added that most of these practices are already in place and the policy just formalizes the current practices.

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 Regular meeting was adjourned at 8:09 p.m.