WILMETTE PARK DISTRICT
MINUTES OF THE ANNUAL MEETING OF THE
BOARD OF COMMISSIONERS OF THE WILMETTE PARK DISTRICT
HELD IN THE COUNCIL ROOM OF WILMETTE VILLAGE HALL
MONDAY, JANUARY 12TH, 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.
 
Vice President O’Malley called the meeting to order at 7:30 p.m.
PRESENT:   Vice President O’Malley, James Brault, Diana Cohen, Darrell Graham, David Miller, Henry Wolff; Secretary/Director Tom Grisamore
ABSENT:      President James Crowley
STAFF:          Superintendents Bingham, Bowen, Lambrecht and Wilson; Communications Manager Donoghue
Vice President O’Malley stated President Crowley was still at home recuperating and hopes he is able to return next month.
VISITORS:    Michael Murdock
APPROVAL OF MINUTES:
Commissioner Miller moved and Commissioner Wolff seconded a motion to approve the minutes of the December 8, 2008 Regular Board Meeting.
 
 
COMMUNICATIONS & CORRESPONDENCE: 
 
…        Letter to Superintendent Bingham from the Illinois Parks & Recreation Association indicating the Park District’s nomination of The Mallinckrodt Project was chosen as the winner in its division and category.
 
…        Letter to Director Grisamore from Neal Abrams thanking CRC staff for their assistance at his daughter’s bat-mitzvah on Saturday, December 6.
 
…        Letter to Wendy Brickman from Director Grisamore thanking her for donating to the park district’s scholarship fund in Centennial Tennis Pro Doug Hawthorne’s name.
 
RECOGNITION OF VISITORS:  None
 
 
APPROVAL OF VOUCHER LIST:
 
Commissioner Brault moved and Commissioner Cohen seconded a motion to approve the Voucher List in the amount of $1,286,833.46, 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, Cohen, Graham, Miller, O’Malley and Wolff; voting No -- None. Absent – Commissioner Crowley.  Motion carried.

COMMITTEE REPORTS:
 
Financial Planning & Policy Committee -- Committee Chair Brault reported the Committee did not meet this month. However, as a follow-up to last month’s meeting when discussion took place on the issuance of $750,000 in new bonds, a Bond Issue Notification Act (BINA) hearing will be held tonight.
 
Superintendent Wilson explained that the Park District will be issuing an amount not to exceed $750,000.This amount is related to the non-referendum bonding authority resulting in approximately $245,000 being issued per year for the three tax years of 2008, 2009, and 2001 (fiscal years 2009, 2010, and 2011). These funds will be earmarked for capital expenditures over the next three years. The bonds will be issued at our next Park Board meeting on February 9, 2009. With interest rates currently at around 3%, Commissioner Brault noted this is actually the least expensive debt on the District’s books and is also very short term. The amortization of that debt would occur four years from the date of issuance.
 
Public Hearing re: BINA Purchase  
 
Vice President O’Malley opened the public hearing regarding the issuance of $750,000 General Obligation Limited Tax Park Bonds of the Wilmette Park District.
 
Director Grisamore explained that the District has worked hard over the last ten years to restructure our debt so that we would once again be able to issue this revolving non-referendum bonding amount. The amount of $245,000 per year in a three-year increment is quite low compared to other park districts. This issuance will also help with infrastructure improvements throughout the District. The District’s financial advisor Eric Anderson has been very helpful in moving us into this favorable position. The choice of a three-year term was made in order to lock in a favorable rate and to save on issuance costs. Commissioner Brault added that issuance costs can cost approximately $50,000 for each year which means the District will be saving for years two and three approximately $100,000. In addition, the second and third years will be invested during year one.
 
Commissioner Miller moved and Commissioner Wolff seconded a motion to close the public hearing on the issuance of $750,000 General Obligation Limited Tax Park Bonds of the Wilmette Park District, Cook County, Illinois.
 
By a roll call vote, voting Yes -- Commissioners Brault, Cohen, Graham, Miller, O’Malley and Wolff; voting No -- None. Absent – Commissioner Crowley.  Motion carried.
 
Parks and Recreation -- Committee Chair Wolff reported the Committee did not meet in December. The next meeting will be on Monday, January 19, 2009.
 
Golf Operations Committee – Vice President O’Malley reported the Golf Operations Committee last met before the December Board meeting. The next scheduled meeting will be held on Saturday, February 28, at the golf course and everyone is invited.  
 
Centennial Operations Committee – Commissioner Miller reported the Committee had met this evening before the Board meeting. Staff reported the pool has already started to search for and hire lifeguards with a goal of 85 as opposed to approximately 50 in previous years. It is hoped that by hiring more lifeguards there will be more staff available in August to help keep the pools open longer in the season. The Tennis lottery was held with a record number of applicants. Participants in the Ice programs recently skated in a performance which included 52 solo performers.
 
DIRECTOR’S REPORT:
 
Director Grisamore reported the 2009 Budget Workshop will be held on Monday, January 26 at 6:30 pm at Mallinckrodt. The filing period for the April 7th consolidated election begins at 9 a.m. on Monday, January 19 and runs through 5 p.m. Monday, January 26. Director Grisamore reported he, Superintendent Wilson, and Administrative Assistant Judy Ostrem attended an election workshop in preparation for the filing period as well as other aspects of the election process. All candidates who are in line at 9 a.m. on January 19 are considered to have been there at the same time. A lottery will then be conducted after the conclusion of the filing period. Also, those petitions that arrive in the mail on the first day are considered to have been there at 9 a.m. With Monday being a federal holiday, all petitions that arrive by mail on Tuesday will be considered to be part of the lottery. Commissioner Miller asked about those who file via Federal Express or other carriers and Director Grisamore responded that he will find out and let him know.
 
The first annual Summer Camp Open House was held in the gymnasium and other rooms at the Community Recreation Center (CRC) on Thursday, January 8. Staff from the Tennis, Golf, Lakefront, and Recreation areas participated in the event. There were over 100 people in attendance and several people signed up for camps. This event will now be held on an annual basis. Congratulations go to Manager of Recreation Services Jeff Groves and the staff at the CRC. Vice President O’Malley asked if there have been any increases in camp participation due to the current poor economy. Director Grisamore responded that staff is preparing to have increased registration for this summer especially since the Tennis facility recently experienced the largest number of children enrolling in its entry level lesson lottery. This experience could carry over into the summer since the price of private camps may be too prohibitive for some families. The District has experienced very little impact at this point on our programming relative to the economy. Staff is confident we will be able to provide for our residents and offer alternatives to some more highly priced activities.  
 
Director Grisamore offered congratulations to Superintendent Lambrecht and his crew who have been working many hours trying to keep our facilities and parks open during the recent snowfalls. They have done a tremendous job of removing and plowing the snow before anyone arrives at our facilities.
 
Commissioner Cohen asked Director Grisamore to clarify the ongoing Christmas tree collection program since it seems there has been some confusion. Director Grisamore responded that the Village of Wilmette is running a tree recycling program in addition to its annual tree pick-up in residential areas. People can drop off their trees at four locations: Thornwood Park, Gillson Park, West Park and Centennial. Trees may be dropped off at any one of these locations where they will then be mulched and made available for anyone to pick up. This program was created as a way to “think green” and to have the recycled materials stay in the Village.
 
Commissioner Brault asked for an update on the new registration software and if residents should be doing anything with regard to registrations, memberships and programs. Director Grisamore responded that the conversion is progressing well thanks to the efforts of Superintendent Steve Wilson and Office Services Manager Amy Lambrecht. There are currently 5,000 families in the database who submitted Household Enrollment Forms or provided their information when registering in order to establish accounts. Once an account is established, a resident no longer needs to provide proof of residency for subsequent registrations. It is hoped to “go live” with online registration on March 10 for the spring/summer registration. There is currently a beta group trying out the new online registration system and so far all feedback has been positive.
 
Commissioner Brault asked when the best time would be for patrons to replace their old cards with the new ones. Superintendent Wilson replied it all depends on the facility. The fitness center currently has already moved to the new system and as members come in their photos are taken and they receive their new cards immediately. Their fitness cards will then eventually be valid for our other operations such as pool, ice, golf, and tennis memberships. Those operations will all be moved to the new system when their seasons begin; for example, when pool passes are renewed in the spring.
 
Vice President O’Malley asked for an update on the status of outdoor ice rinks. Director Grisamore replied the rink at Mallinckrodt is the easiest one to work on since there is a natural depression in the ground which allows the crew to build the ice more easily and maintain it for a longer period of time. The rink at Gillson Park looks pristine and the rink at West Park is also up and running. As long as the weather holds, there will be outdoor skating.
 
UNFINISHED BUSINESS:  None
 
NEW BUSINESS:
 
Commissioner Miller moved and Commissioner Brault seconded a motion to approve Resolution 2009-R-1, A RESOLUTION COMMEMORATING THE SERVICES OF CHARLOTTE HOFFMAN.
 
Commissioner Miller proceeded to read Resolution 2009-R-1 which detailed how Charlotte has faithfully served the Park District for over 28 years, serving first in the Accounting Department and then eventually serving as Administrative Assistant for the Park District’s Centennial Recreation Complex, performing administrative tasks and customer service, and always willing to take on additional responsibilities when request.
 
Director Grisamore added that Charlotte had reported to him directly for many years up until about a year ago. She has been a central figure at the Centennial office and has trained a number of different managers over the years. She is one of the best employees and friends that he has had in the District and wanted to thank her for all of her years of service. She has always gone over and above the call of duty with the best interests of the Park District at heart.
 
By a roll call vote, voting Yes -- Commissioners Brault, Cohen, Graham, Miller, O’Malley and Wolff; voting No -- None. Absent – Commissioner Crowley.  Motion carried.
 
There being no further business to conduct, the meeting was adjourned at 7:53 p.m.
 
 
MINUTES APPROVED ON FEBRUARY 9, 2009.