WILMETTE PARK DISTRICT
Minutes of Regular Meeting of the
Board of Park Commissioners
Monday, June 12, 2017
7:30 p.m. - Village Hall Council Chambers

Attendees Present

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

Secretary/Executive Director Steve Wilson
Staff: Jeff Bowen, Bill Lambrecht, Steve Holloway, Kathy Bingham, Libby Baker, Marlon Rodas, Carol Heafey, Jerry Ulrich, Sara Hilby, Julie Nichols
Student Intern:  Sara Reilly

Attendees Absent

Commissioners Bryan Abbott and John Olvany

I. Meeting  Called to Order

The meeting was called to order at 7:30 p.m.
A. Roll call taken.

II. Approval of Minutes

A. May 8, 2017 (Annual Meeting)
Commissioner Pellaton moved and Commissioner Shelly seconded a motion to approve the minutes from the May 8, 2017 Annual Board Meeting.

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

B. May 8, 2017 Regular Meeting
Commissioner Foster moved and Commissioner Shelly seconded a motion to approve the minutes from the May 8, 2017 Regular Board Meeting.

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

III. Communications and Correspondence

Commissioner Pellaton acknowledged a conversation he recently had with a resident who was disappointed that trees had been planted in an area at Maple Park that interferes with the play area the neighbors use.  Commissioner Pellaton added that these were memorial trees and stressed the importance of having a landscaping plan in place for each of the parks.

IV. Recognition of Visitors

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

V. Approval of Voucher List

Commissioner Shelly moved and Commissioner   Anderson seconded a motion to approve the Voucher List in the amount of $2,327,516.62 a copy of which is to be attached to and become a permanent part of the minutes of this meeting.

In response to a question from Commissioners Anderson regarding purchasing previously used equipment, Director Wilson stated that the vehicle purchase was part of the capital plan and was purchased through a state purchasing program.  The purchase was made prior to the adoption of the revised purchasing policy.

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

VI. Executive Director’s Report

Director Wilson reported on the following topics:

  • The District’s Annual Independence Day Celebration will be held Monday, July 3rd  with the festivities starting at 4:00 p.m. The Fun Run and Walk will take place the morning of July 4th.  PACE will provide a shuttle service.
  • Advertising of the summer entertainment offerings are being marketed as “Sounds of Summer”.  The schedule was distributed to the Board.  This year marks the 80th season at Wallace Bowl.
  • Today was the first day of summer camp and it went well.
  • There are two action items under the Financial Planning & Policy Committee that will be addressed:   the Prevailing Wage Ordinance which is a standard ordinance that needs to be passed ever year as mandated by the State of Illinois and acceptance of the Comprehensive Annual Financial Report also known as the annual audit.
  • Under Parks & Recreation there is a bid recommendation for theater lighting at the Wallace Bowl.

VII. Committee Reports

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

  • The Lakefront Committee met on June 5th.
  • Woodhouse Tinucci Architects (WTA) has narrowed their design options and presented two concepts: the building as a fence and the building as a gateway.
  • Parking lot options were presented to improve flow and direct patrons better.
  • Not sure what to do about concessions yet, want to reach out to residents to get more specific input.
  • Bathrooms for sailing and improvements to the maintenance shed are still to be determined based on the budget.
  • WTA will be hosting additional meetings to gather additional public input.
  • The next committee meeting will be July 5.

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

  • The Facilities Operations Committee did not meet tonight.  The meeting has been rescheduled for Monday, June 19 following the Parks & Recreation Committee meeting.

C. Parks & Recreation Committee:
Commissioner Foster reported on the following topics:

  • The Parks & Recreation Committee met May 15th.
  • Discussed communications – the Committee directed staff to begin the planning process to move the Langdon Park tot lot renovation from the 2019 to the 2018 capital plan budget.
  • Continued a discussion on having memorial trees integrated into a landscape plan for each park.
  • Superintendent Bingham provided an update on the drone permitting process.
  • The spring program season was a success and enrollment numbers are strong for Kindergarten Enrichment.
  • Update was provided on the Keay Nature Center landscape design process.
  • Discussed bid for Wallace Bowl lighting.

Commissioner Foster moved and Commissioner Wolfe seconded a motion to approve the bid from Grand Stage Lighting Co. for the cost of $37,395.

Superintendent Bingham explained the circumstances surrounding the need for replacement of the lighting and provided an update on additional information received since the Parks & Recreation meeting.

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

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

  • The Golf Committee met Saturday, May 13th.
  • The Couse conditions have improved greatly since the previous month.
  •  Bunker project greenside is complete.
  • Summer rates were activated on June 6.
  • Revenue is down due to course conditions, limited use of carts and the late season opening compared to 2016.
  • Men’s Club members have asked for some concessions on membership dues because of the course conditions.  Staff was directed to implement ideas.

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

  • The Financial Committee met on May 22nd.
  • Lauterbach & Amen presented the annual report.
  • Tax receipts are below budget.  Staff is working to determine the cause.
  • Staff is updating the multi-year financial plan.

i. Prevailing Wage Ordinance 2017-O-3

Commissioner Anderson moved and Commissioner Pellaton seconded a motion to approve Ordinance 2017-O-3, AN ORDINANCE ADOPTING PREVAILING WAGE RATES TO BE PAID TO LABORERS, MECHANICS, AND OTHER WORKERS PERFORMING CONSTRUCTION OF PUBLIC WORKS FOR THE WILMETTE PARK DISTRICT as recommended by the Financial Planning & Policy Committee.

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

ii. Acceptance of the December 31, 2016Comprehensive Annual Financial Report (CAFR)

Commissioner Anderson moved and Commissioner Pellaton   seconded a motion to accept the December 31, 2016 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; voting No: None. Absent: Abbott, Olvany; motion carried.

VIII. Unfinished Business

President Wolfe presented goals for the Board to address in the upcoming year.  The list was developed based on input from each of the board members.  The list was discussed and changes were suggested.  President Wolfe will make revisions and redistribute the list.

In response to a question from Commissioner Pellaton, Superintendent Lambrecht provided an update on the paddle court construction project.  He explained that the project will need to be re-bid and most likely will not be completed until the end of October.  He is working with companies but is not receiving firm numbers.  Director Wilson noted that of the three companies that build paddle courts, one provided a bid, one is non-responsive, and one has stated that they are currently too busy.

Director Wilson added that we have applied for grants through the local and national paddle programs.

IX. New Business

A.  None
 

X. Adjournment

There being no further business to conduct, the meeting was adjourned at 8:22 p.m.