WILMETTE PARK DISTRICT

MINUTES OF THE REGULAR MEETING OF THE
BOARD OF COMMISSIONERS OF THE WILMETTE PARK DISTRICT
HELD IN THE COUNCIL ROOM OF WILMETTE VILLAGE HALL
MONDAY, NOVEMBER 9, 2009
______________________________________________________________________ 

Written notice of said meeting was given to the Commissioners and the Wilmette Life in accordance with the Wilmette Park District Code, Section 2103, and Section 2.02 of the Open Meetings Act.

President O’Malley called the meeting to order at 7:30 p.m.

PRESENT: President Dennis O’Malley; Vice President James Brault; Commissioners James Crowley, Darrell Graham, David Miller, Michael Murdock, Henry Wolff; Secretary/Director Thomas Grisamore

ABSENT: None

STAFF: Superintendents Bingham, Bowen, Lambrecht, and Wilson; Communications Manager Shelagh Donoghue
 
APPROVAL OF MINUTES:

Commissioner Wolff moved and Commissioner Miller seconded a motion to approve the minutes of the October 12, 2009 Regular Board Meeting.

By a roll call vote, voting Yes – Commissioners Brault, Crowley, Graham, Miller, Murdock, O’Malley and Wolff; voting No -- None. Absent – None; Motion carried.

COMMUNICATIONS & CORRESPONDENCE

… A note from Cathy Durning thanking Park District staff for the tour of the facilities with her and the four students from Mona Vale, Australia.

… Commissioner Murdock stated he received many positive comments on the changes made to the soccer program this season which just concluded. Many parents stated how well the program had run with only a few transitional issues at the beginning. He passed along thanks to Superintendent Bingham and her staff and stated the families indicated their younger children enjoyed the smaller teams and the increased participation on the fields. Commissioner Murdock also complimented staff on the choice of the trophies this year and that they were exceptionally popular with the players.

RECOGNITION OF VISITORS: None
 
APPROVAL OF VOUCHER LIST:

Commissioner Miller moved and Commissioner Brault seconded a motion to approve the Voucher List in the amount of $1,182,966.29, 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 Brault, Crowley, Graham, Miller, Murdock, O’Malley and Wolff; voting No -- None. Absent – None; Motion carried.

COMMITTEE REPORTS:

Financial Planning & Policy Committee – Committee Chair Miller reported the Committee met this evening to discuss the 2009 Tax Levy which will be recommended for approval by the Board at its December meeting. For the Tax Cap funds there is a decrease in the Tax Levy of 2.37%, an increase in the Handicapped Tax Levy, and a decrease of 1.33% for the G.O. Bond Tax Levy resulting in an overall Tax Levy increase of .10% which means a public hearing is not required. In addition, the Committee discussed the closing of the major capital projects funds for Mallinckrodt. There was an excess balance of $156,000 which bond counsel informed staff could be transferred into the District’s regular Capital Project fund. Also discussed was the cell tower agreement the District had with SEC Wireless LLC who was to go before the Village Zoning Board. However, we have pulled our zoning authorization for them since staff has not received their agreement or any funds from them.

Commissioner Miller moved and Commissioner Murdock seconded a motion to approve Resolution 2009-R-15, Truth in Taxation, as recommended by the Financial Planning & Policy Committee.

President O’Malley stated that this tax levy increase of.10% would definitely not place a burden on Wilmette taxpayers. Commissioner Miller agreed since the overall tax increase is approximately $7,000 which equates to less than $1 per household.

By a roll call vote, voting Yes – Commissioners Brault, Crowley, Graham, Miller, Murdock, O’Malley and Wolff; voting No -- None. Absent – None; Motion carried.

Commissioner Miller moved and Commissioner Brault seconded a motion to approve Ordinance 2009-O-9, 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.

President O’Malley explained this ordinance had been updated and brought before the Board last month at the Financial Planning & Policy Committee meeting and it is now before the Board for official approval. Director Grisamore added staff worked on this ordinance which was then reviewed by our legal counsel, Jim Wascher, who also attended the Financial Planning meeting to answer any questions. This document is a complete update and includes those changes in the regulations and rules that affect the District so that we are in full compliance.
 
By a roll call vote, voting Yes – Commissioners Brault, Crowley, Graham, Miller, Murdock, O’Malley and Wolff; voting No -- None. Absent – None; Motion carried.

Parks & Recreation Committee  – Committee Chair Crowley reported the Committee met on October 19 and discussed the annual Halloween Happening event at Gillson Park which unfortunately was cancelled due to inclement weather. All registrants received refunds but were able to pick up their pumpkins and candy at the Community Recreation Center (CRC). Director Grisamore added that staff is taking a look at holding this event indoors, most likely at the CRC.

Commissioner Crowley reported the Committee reviewed the Proposed 2010 Lakefront Fund budget. The lakefront facility is now closed up for the season and the boats are in storage. Sailing is also now at your own risk. No fee increases were proposed for 2010 and 2010 revenues are based on a more normal weather year. Standardized increases for utilities and salaries were approved as set by the Financial Planning Committee. Capital expenditures for 2010 include $90,000 for the second phase of the Lakefront Master Plan and funds were also budgeted for replacement of the Lakeview Center roof.

Commissioner Crowley stated Commissioner Murdock joined the meeting and asked some interesting questions about health insurance costs and why there were no increases for next year. It was explained that PDRMA is changing the way they charge costs to park districts. These costs will now be driven by all agency members and could actually result in continued decreased costs for the next couple of years.

Commissioner Crowley reported the Committee also reviewed the Proposed 2010 Recreation Fund budget. This fund was able to makes its full transfer to the Capital Projects Fund and the Long-Term Capital Reserve. The budget also reflects minimal increases for expenses and there are no fee increases proposed for 2010. The 2009 budgeted amount for family scholarships was $40,000 but the actual expense reached $65,000 which is most likely due to the economic downturn. At the meeting, staff also stated the Capital Fund budget includes expenditures for security cameras at the skate park, the replacement of the Early Childhood program’s tot lot, and replacement of the storage building at Community Playfield.

Commissioner Brault asked if the security cameras at the skate park would be available on-line as are the garden cameras. Director Grisamore replied these cameras would record in a loop but staff does not believe they would be available online at this point.

Golf Operations Committee – Committee Chair Graham reported the Committee has had two meetings since the last Board meeting. The first was held on October 24 which consisted of the Annual Golf Users Meeting. A number of people representing both the men’s and women’s golf groups were in attendance. The Committee heard many good comments and received suggestions for next year. A list was made of the suggestions and staff will follow-up. The next meeting was held on November 7 to review the 2009 Golf Report and 2010 Proposed Golf Fund budget. The fund was below revenue projections for 2009 by $215,000 but it was also lower in expenses by $149,000 which was an improvement compared to 2008. Revenue rounds were up this year by approximately 2% and the fund will be able to make $94,000 of its transfer to the various Capital Project funds and Long Term Capital Reserve fund.

For Fiscal Year 2010 capital expenditures are budgeted at $94,175 which includes repairs and improvements on cart paths, new driving range mats, new greensmowers, a new topdresser and various other improvements to the course. Work will also take place on the master plan for the drainage system since it needs to be better controlled.

Commissioner Wolff added that at the meeting on November 7, the membership groups thanked staff for running an excellent golf course. However, the Associations should also be recognized for their efforts in assuming certain tasks to ensure the course is in pristine condition. As an example, Tom Bonnie undertook a survey of certain trees for Mike Matchen and this type of effort is typical of these groups.

Director Grisamore added that members of the Men’s Club also volunteered on a number of days to clear the brush out of the forest preserve which borders some of our greens. This work involved tons of seed and fill which they hauled on golf carts to replace divets and ball marks. The membership really does go a long way in keeping the course as good as it can be. Commissioner Wolff added that golf course staff also interacts very well with the membership groups and seeks their opinions by inviting members to walk the course and assess conditions.

Centennial Operations Committee – Committee Chair Brault reported the Committee met on October 26 to review the overall financial performance of the Pool, Tennis and Ice funds. Due to the poor weather, the pool was unable to meets its budget or to make any transfers toward capital expenditures. Looking forward to 2010, labor expenses are budgeted at a reduction of 5% as a result of realigning some of the administrative staff. One labor expense which will not be reduced is to keep the same number of lifeguards as were hired in 2009 since the pools were able to remain open through Labor Day weekend. This effort was very much appreciated by patrons.

The Tennis fund was able to make its full transfers. For next year, staff is contemplating a very flat revenue line with a very small increase to make its full contribution next year as well.

The Ice fund was able to make part of its transfer to Capital but there was a shortfall of the overall budget. Discussion is currently taking place on ways to improve for next year. Also presented at the meeting was a new marketing plan for Centennial which will include advertising on the dasher boards. Examples of ads were created by our marketing staff and they were very well done. Discussion also took place on the possibility of having a paddle tennis facility in the Wilmette. The first step to be taken is a community-wide survey which is in the process of being formulated. This survey will determine if there is enough interest in the community to support this expenditure.

President O’Malley asked how much would a paddle tennis facility cost and Commissioner Brault responded that it could run $40,000-$60,000 per court and typically four courts are installed. The biggest expense would be the paddle hut and whether to build one or use an existing building. Superintendent Bowen conducted an in-depth study of what other neighboring communities have done. They all indicated the secret to success is the paddle hut and to make it a place which can be used for events and parties as well.

DIRECTOR’S REPORT:

Director Grisamore stated the 2010 Budget Workshop will be held on Monday, December 14 at Mallinckrodt. The meeting will begin at 6:30 pm and will consist of a review of the entire 2010 budget. The Financial Planning and Policy Committee will be reviewing the 2010 Capital Plan prior to the workshop to provide a clearer picture of where the budget stands. Other district staff and the public are invited to attend the workshop as well. The weather this past weekend was unseasonably warm and the golf course had a total of 426 rounds over Saturday and Sunday.

Director Grisamore asked Superintendent Lambrecht to update the Board on the Virginia Graeme Baker Act (VGBA) in regard to the changes required to be made at the pool facility. Superintendent Lambrecht explained the bids for the changes to the pool structures were opened and the combined low bidders for concrete, pool piping and ceramic tile total came in at about $170,000. There are also management construction fees which would total approximately $40,000. As a result, he went through the plans and met with the engineers to find a way to cut costs. These plans were prepared based on the emergency rules that the Illinois Department of Public Health (IPDH) issued last May. Since that time, several manufacturers have come out with different products that could now possibly be allowed including a new grate, which could potentially be used on the walls, and sumps for the slide, leisure and plunge pools. These new grates would eliminate having to cut the walls out of the pool to install the new sumps.

The District currently has one of the three permits issued by the State to do the required work but there are still 74 applications waiting to be evaluated. IDPH indicated that if we supplied them with a revised plan, they would look at it favorably without requiring the District to start all over from scratch. It also appears that IDPH is now changing all the rules once again and these changes will go into effect January 1. The District is not allowed to submit the plans until January 1. Also, IDPH will not issue any permits until January 1. The new rules indicate it might be possible to eliminate one new sump in each pool which would save the District additional money. W.B. Olson was asked to inform the contractors the District is setting aside the project for now, redesigning the specifications, and then plan to re-bid the work.

PDRMA, the District’s risk management agency, has indicated the District would need to have the work done before opening the pools in the spring although some facilities will be able to just replace the grates. IDPH has also indicted these facilities need an engineer to certify that their changes comply with the law. There are even some other park districts that have already started cutting out their pools without even having a permit. This law went into effect in December 2008 but the manufacturers did not have the material available to make the changes until the summer of 2009.

Superintendent Lambrecht summarized that the District has the permit and all staff needs to do is resubmit the stamped drawings. After January 1, our plans should be approved and demolition could begin depending on the weather.

UNFINISHED BUSINESS:  None


NEW BUSINESS: 

There being no further business to conduct, the meeting was adjourned at  7:58 pm.

MINUTES APPROVED ON DECEMBER 7, 2009.