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, DECEMBER 8TH, 2008
_____________________________________________________________________
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.
 
Acting President Miller called the meeting to order at 7:32 p.m.
 
PRESENT:   Commissioners James Brault, Diana Cohen, Darrell Graham, David Miller, Henry Wolff; Secretary/Director Tom Grisamore
 
ABSENT:      President James Crowley and Vice President Dennis O’Malley
 
STAFF:          Superintendents Bingham, Bowen, Lambrecht and Wilson
 
APPROVAL OF MINUTES:
 
Commissioner Wolff moved and Commissioner Cohen seconded a motion to approve the minutes of the November 10, 2008 Regular Board Meeting.
 
 
COMMUNICATIONS & CORRESPONDENCE: 
 
…        Letter to Director Grisamore from Brian King, Deputy Chief of the Wilmette Police Department, thanking park district staff and in particular Liz Manning for allowing the department to utilize a room twice a month at the CRC for classroom instruction and practical exercises.
 
…        Letter to Director Grisamore from teacher Dale Laackman and students from St. Francis Xavier School who participated in the League of Women Voters Student Government Program this fall thanking the Park Board and staff members for the exciting learning experience.
 
Acting President Miller extended his wishes for a speedy recovery to President Crowley who had surgery and was unable to attend tonight’s meeting. Commissioner Cohen stated that a realtor on the North Shore commented on how nicely the Mallinckrodt building and residences turned out.
 
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 $4,164,476.59, 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 and Wolff; voting No -- None. Absent – Commissioners Crowley and O’Malley. Motion carried.
 
 
COMMITTEE REPORTS:
 
Financial Planning & Policy Committee -- Committee Chair Brault reported the Committee met on November 19 and reviewed the 2009 proposed budgets for the non-operating funds and the General Administration/Internal Service funds. After discussion, the proposed budgets were approved by the Committee. Also discussed was the proposed bond issuance of up to $750,000 in General Obligation bonds. This issuance would actually cover three taxing years – 2008, 2009 and 2010. The district had the option of issuing them collectively or individually over the next three years but since it would cost up to $50,000 for each issuance, the Committee is recommending that the issuance be for the three years combined.
 
Commissioner Brault moved and Commissioner Cohen seconded a motion to approve Resolution 2008-R-9, A RESOLUTION CALLING FOR A PUBLIC HEARING TO BE HELD AT 7:30 P.M. ON THE 12TH DAY OF JANUARY, 2009, CONCERNING THE PARK BOARD’S INTENT TO SELL $750,000 GENERAL OBLIGATION LIMITED TAX PARK BONDS as recommended by the Financial Planning and Policy Committee.
 
By a roll call vote, voting Yes -- Commissioners Brault, Cohen, Graham, Miller and Wolff; voting No -- None. Absent – Commissioners Crowley and O’Malley. Motion carried.
 
Public Hearing re: Tax Levy:  
 
Director Grisamore stated that it has been the policy of the Park Board to hold a public hearing prior to the adoption of the Tax Levy Ordinance even though our tax levy this year does not exceed the 5% tax cap limit.
 
Acting President Miller opened the meeting for public comment regarding the tax levy.
 
There were no requests to comment.
 
Acting President Miller closed the public hearing.
 
Commissioner Brault noted that the park district’s tax levy is not only less than the 5% required for the hearing but is also less than the tax cap limit of 4.1%. The overall tax levy including the bond & interest levy will increase 3.31%.
 
Commissioner Brault moved and Commissioner Cohen seconded a motion to approve Ordinance 2008-O-5, AN ORDINANCE LEVYING AND ASSESSING THE TAXES OF THE WILMETTE PARK DISTRICT FOR THE YEAR 2008 as recommended by the Financial Planning & Policy Committee.
 
By a roll call vote, voting Yes -- Commissioners Brault, Cohen, Graham, Miller and Wolff; voting No -- None. Absent – Commissioners Crowley and O’Malley. Motion carried.
 
Commissioner Brault moved and Commissioner Cohen seconded a motion to approve Ordinance 2008-O-6, AN ORDINANCE DIRECTORING THE MANNER OF ANY REDUCTION OF THE AGGREGATE EXTENSION OF THE 2008 TAX LEVY OF THE WILMETTE PARK DISTRICT, COOK COUNTY, ILLINOIS IN ORDER TO COMPLY WITH THE PROPERTY TAX EXTENSION LIMITATION LAW as recommended by the Financial Planning & Policy Committee.
 
By a roll call vote, voting Yes -- Commissioners Brault, Cohen, Graham, Miller and Wolff; voting No -- None. Absent – Commissioners Crowley and O’Malley. Motion carried.
 
Parks and Recreation -- Committee Chair Wolff reported the Committee will next meet on January 19, 2009. Included on the Action List is a motion to approve the Professional Services Agreement from JJR, LLC for Phase I of the Lakefront Master Plan. The fee for this phase reflects a discounted fee of $100,000 for preliminary services that will include meetings with staff, the Park Board and appropriate stakeholders as well as survey services. At the November Board meeting, the Board agreed that preliminary work could begin now but due to the current economic challenges, any further services would be delayed until the economy shows substantial improvement.
 
Commissioner Wolff moved and Commissioner Brault seconded a motion to approve the Preliminary Lakefront Master Plan Proposal-Phase 1A from JJR, LLC as recommended by the Parks and Recreation Committee.
 
Commissioner Cohen noted that many of the services in this first phase will still be useful to the Park District regardless if the Lakefront Master Plan is postponed. Commissioner Brault added that three-fourths of this expenditure is for a survey of the lakefront which the Park District currently does not have. The remaining amount is for background research and fact-gathering. Director Grisamore added that the preliminary discussions would take place with the Board and staff but there will be no public hearings at this stage since that would add to the cost of this first phase. In addition, if tonight’s proposal is approved, a copy of the contract will be forwarded to our attorney for her to review one more time before officially proceeding with the contract.
 
By a roll call vote, voting Yes -- Commissioners Brault, Cohen, Graham, Miller and Wolff; voting No -- None. Absent – Commissioners Crowley and O’Malley. Motion carried.
 
Golf Operations Committee – Commissioner Graham reported the Committee met at the golf course on Saturday, December 6. Discussion took place on the fee schedule for Golf which included a 5% increase in most areas as recommended by the Financial Planning & Policy Committee. Staff felt that some fees should remain constant in 2009 due to the current financial crisis and the Committee agreed with that assessment. As a result, the greens fees and golf cart fees will remain the same as in 2008. The fees for memberships, pull carts, lessons and locker rentals will increase by 5%. Also discussed were possible methods of increasing the demand for our golf course among residents as well as non-residents.
 
Commissioner Graham moved and Commissioner Wolff seconded a motion to approve the 2009 Golf Fees as recommended by the Golf Operations Committee.
 
Director Grisamore stated that discussion took place at the Golf Operations Committee on the repair work done in the spring as a result of the August 2007 storm. In addition, the weather in the spring was very marginal with soil temperatures through May never reaching above 48o which meant there was no growth until the middle of June. The greens also suffered damage from the severe winter experienced which forced staff to charge reduced greens fees through June. In the fall, the September storm flooded the course but it did recover fairly quickly. However, the course was closed for a week and several outings were cancelled. The condition of the course has finally returned to what it should have been in May.
 
Commissioner Brault noted that the total number of rounds appears to be up slightly from a year ago but Director Grisamore pointed out that rainchecks are included in this total  which means that these golfers played two rounds but only paid for one round. The course did experience a decrease in the Non-Resident category but increased in the Unlimited and Twilight areas. Also discussed at the meeting were issues dealing with marketing and how to publicize and market the course by utilizing the internet, possibly offering “specials” during the season, and emphasizing the course’s prime location which is close to Chicago, public transportation and the expressway. The Golf Committee wants to remain very involved and directed staff to keep close track of
rounds of play and moving forward from there. Commissioner Brault asked if closing the course was an option and Director Grisamore replied that this could result in a negative affect if the golfers go somewhere else to play and then do not return to our course.
 
By a roll call vote, voting Yes -- Commissioners Brault, Cohen, Graham, Miller and Wolff; voting No -- None. Absent – Commissioners Crowley and O’Malley. Motion carried.
 
Centennial Operations Committee – Acting President Miller reported the Committee met on November 24 to review the 2009 proposed budgets for the Ice, Tennis and Aquatic Center facilities. A group of lap swimmers were in attendance at the meeting and expressed their concerns about the time period the pool is open for the season and hoped to work with staff so that the pool could be open for a longer period of time at both ends of the season.
 
Acting President Miller moved and Commissioner Wolff seconded a motion to approve the 2009 Centennial Ice Fee Schedule, the 2009 Centennial Tennis Fee Schedule, and the 2009 Centennial Aquatic Center Fee Schedule as recommended by the Centennial Operations Committee.
 
Director Grisamore explained that the increase in fees in these areas stayed at the 5% level as recommended by the Financial Planning & Policy Committee. The only other fee which was higher than the 5% is for main rink ice time which had been approved earlier by the Committee to account for some loss of revenue experienced. There were a couple of areas at Tennis where fees were slightly less than the 5% due to marketing concerns but the 25% differential between residents and non-resident fees was maintained.
 
By a roll call vote, voting Yes -- Commissioners Brault, Cohen, Graham, Miller and Wolff; voting No -- None. Absent – Commissioners Crowley and O’Malley. Motion carried.
 
DIRECTOR’S REPORT:
 
Director Grisamore commended Dale Laackman, a teacher at St. Francis Xavier School, for all of his work with the students which resulted in their doing an excellent job at their mock board meeting on December 2. Mr. Laackman prepared the students well and they presented themselves very professionally. Thanks also go to Deena Mitchell and Stephanie Phelan for all their hard work they put into this program and also to the students themselves for their time and effort.
 
There are three openings on the Park Board in the General Election to be held on April 7 and petitions can be circulated now. The first day the petitions can be filed in the Park


District Administrative Office is January 19 at 9 am and the last day to file is January 26 at 5 pm. For those currently on the Board who might run again, staff is looking forward to receiving their petitions.
 
UNFINISHED BUSINESS:  None
 
NEW BUSINESS:
 
Commissioner Wolff moved and Commissioner Cohen seconded a motion to approve the 2009 Regular Board Meeting schedule as follows: January 12, February 9, March 9, April 13, May 11, June 8, July 13, August 10, September 14, October 12, November 9, December 7 with the Annual Meeting scheduled for May 11 immediately following the Regular Board Meeting.
 
Director Grisamore highlighted that these dates are all the second Monday of the month with the exception of the December 7 meeting which is the first Monday. The Park District was able to hold the Board meeting on the second Monday of December this year since it fell relatively early. The reason for holding the Board meeting earlier in the month of December is because the fees need to be approved so that they can be published in the brochure.
 
By a roll call vote, voting Yes -- Commissioners Brault, Cohen, Graham, Miller and Wolff; voting No -- None. Absent – Commissioners Crowley and O’Malley. Motion carried.
 
Commissioner Wolff moved and Commissioner Graham seconded a motion to approve Resolution 2008-R-10, A RESOLUTION AUTHORIZING INTERVENTION IN A PENDING PROPERTY TAX ASSESSMENT APPEAL (WILLIAM W. BOYD).
 
By a roll call vote, voting Yes -- Commissioners Brault, Cohen, Graham, Miller and Wolff; voting No -- None. Absent – Commissioners Crowley and O’Malley. Motion carried.
 
Commissioner Wolff moved and Commissioner Graham seconded a motion to approve Resolution 2008-R-11, A RESOLUTION AUTHORIZING INTERVENTION IN A PENDING PROPERTY TAX ASSESSMENT APPEAL (GREG MIASTOWSKI).
 
By a roll call vote, voting Yes -- Commissioners Brault, Cohen, Graham, Miller and Wolff; voting No -- None. Absent – Commissioners Crowley and O’Malley. Motion carried.
 
Commissioner Cohen noted that there have been discussions on possibly leasing the two concession areas at the lakefront. Director Grisamore responded that staff will most likely be preparing a Request for Proposal (RFP) to see what kind of response is generated and that the Parks & Recreation Committee would be involved in the process. Depending on the responses received and the lease amounts proposed, a decision will be made on whether to lease-out the concessions or to keep them in-house. Commissioner Cohen asked that if the concession areas were leased out, would there be a possibility of including a requirement that minor children (age 14 and 15) from Wilmette must be hired. Director Grisamore responded that would be difficult to do and that the majority of minors work at the pool as Guest Services employees. There are not many minors who work at the lakefront concessions due to the uncomfortable environment. In addition, the number of hours a minor is able to work is strictly governed by the Department of Labor and violations result in hefty fines. Superintendent Bingham addressed the Board and stated that it is easier to monitor the hours that minors are allowed to work in the summer recreation programs and they probably work 20 hours per week compared to the maximum allowed of 40 hours.
 
 
There being no further business to conduct, the meeting was adjourned at 8:02 p.m.
 
 
MINUTES APPROVED ON JANUARY 12, 2009