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, JULY 14, 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.
 
President Crowley called the meeting to order at 7:30 p.m.
PRESENT:   President Jim Crowley, Commissioners Jim Brault, Diana Cohen, Darrell Graham, David Miller, Dennis O’Malley, Henry Wolff, Secretary/Director Tom Grisamore
STAFF: Superintendents Bingham, Bowen, Lambrecht and Wilson; Communications Manager Donoghue
VISITORSRaanan Crystal (Wilmette Resident)
APPROVAL OF MINUTES:
Commissioner Cohen moved and Commissioner Miller seconded a motion to approve the minutes of the June 9, 2008 Regular Board Meeting.
 
By a roll call vote, voting Yes -- Commissioners Brault, Cohen, Crowley, Graham, Miller, O’Malley, and Wolff; voting No -- None. Absent – NoneMotion carried.
 
COMMUNICATIONS & CORRESPONDENCE: President Crowley acknowledged receipt of the following:
 
…        Letter from Judith Mannelli Godfrey, 1408 Wilmette Avenue, regarding the Lakeview Center rental policy.
 
President Crowley referred the letter to the Parks & Recreation Committee.
 
…        Letter from Grace Welter, Winnetka, regarding the difficulties she encountered walking the long distance to see the fireworks at the lakefront.
 
President Crowley stated her difficulties may have resulted from changes in traffic patterns due to the Sheridan Road construction project and referred the letter to the Parks & Recreation Committee.
 
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 $2,564,461.32, 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, Crowley, Graham, Miller, O’Malley and Wolff; voting No -- None. Absent – None.  Motion carried.
 
COMMITTEE REPORTS:
 
Financial Planning & Policy Committee -- Committee Chair Brault reported the committee met this month and the primary order of business was to review the year-end financial statements for the Park District. This audit was the first one conducted by our new firm, Lauterbach and Amen. It was reported to the Committee that the process went very smoothly and staff worked well the auditors. The financial statements and auditors report indicated that our accounting processes in general run very well.
 
President Crowley asked about the “worst case scenario” issue mentioned in the Board packet. Commissioner Brault responded that financial projections have been made for each facility in order to compare the current year-to-date numbers to last year at this point and then through to the end of the fiscal year. The projections use a “worst case scenario” model which assumes estimated revenue (in most cases lower than budget due to weather) and expenses calculated at the budget amount. We are behind last year in a few areas primarily due to the inclement weather experienced, particularly at the golf course. These comparisons will be circulated to each committee for review and to determine if any adjustments need to be made. Director Grisamore added that the Centennial Committee reviewed their financial comparisons at its meeting tonight.
 
Commissioner Brault moved and Commissioner Cohen seconded a motion to approve the audited Financial Statements for the year ended December 31, 2007 as recommended by the Financial Planning & Policy Committee.
 
Commissioner Brault stated that the audit report was more comprehensive this year than in the past since this year it was submitted to the Government Finance Officers Association’s (GFOA) certificate program for excellence in financial reporting. The GFOA is an accounting body who will essentially review the overall scope and quality of our work.
 
By a roll call vote, voting Yes -- Commissioners Brault, Cohen, Crowley, Graham, Miller, O’Malley and Wolff; voting No -- None. Absent – None.  Motion carried.
 
Commissioner Brault reported staff presented its financial software recommendation to the Committee and also discussed the incorporation of our new recreation software which will hopefully be ready for online registration by spring 2009.
 
Parks and Recreation -- Committee Chair Wolff reported the Committee met on June 16 and there have been some updates since that meeting. The Lakeview Grill is now open on weekends and is doing very well. Swimming beach attendance was down but has improved since July 4. The sailing beach continues to be busy. Langdon Park is doing very well and the new building has been well received.
 
Commissioner Wolff stated the Community Recreation Center (CRC) parking lot appears to be near completion. Superintendent Lambrecht reported the paving of the lot was actually completed at 6 p.m. this evening. The striping and the installation of the remaining curb stops should be completed tomorrow. There will be a punch list of items that will be worked on while the parking lot is open. As was brought up at the previous Board meeting, Commissioner Cohen asked if the punch list included the use of barriers or planters to reduce the possibility of cars crashing into the building. Superintendant Lambrecht replied he discussed this issue with the engineers who felt the higher curb height and the fact that the parking lot actually slopes up towards the curb thereby preventing cars from rolling into the building. The curb is almost three inches higher than the current sidewalk for a total of six inches in height. Director Grisamore stated that concrete planters will also be added to the “island” by the front doors to keep cars from running into that area. Superintendent Lambrecht also stated the new building codes require more accessible areas to the sidewalk instead of just one which has also been done at the golf course and at Mallinckrodt.
 
Commissioner Miller asked when the skate park project would be completed. Superintendent Lambrecht replied that a large portion of the park has already been done as part of the CRC parking lot project. He has also been in contact with the contractor who is currently waiting for delivery confirmation of the elements which is the next step. It is hoped these elements will have arrived by the end of July or the first week of August. There is still detail work to be done such as fencing and landscaping and it is hoped the entire park will be completed by the end of August.
 
Commissioner Wolff continued his report by stating the Request for Qualifications (RFQ) for the Lakefront Plan was discussed at the meeting and the Committee agreed with the timeline that staff proposed. General discussion also took place on the composition of the Lakefront Advisory Committee. It appears there has not been much interest from the other communities involved in the proposed suburban reciprocal beach program. Director Grisamore added that Superintendent Wilson spoke to someone at the Glencoe Park District who indicated they have not heard from anyone either.
 
Golf Operations Committee – Committee Chair O’Malley reported the Committee met on June 28. Rounds are down from last year but it is hoped good weather in July and August will help to put the course back on track. Total memberships are approximately the same as last year. The Al McLean Jr. Tournament was very successful with 225 players. The USGA turf advisor visited the course on June 18 and he has been working with Golf Manager Mike Matchen on ways to improve the turf and on long-range planning for drainage issues.
 
The Park District’s Centennial Celebration Golf Outing was rained out and has been rescheduled for August 6. Director Grisamore added that everyone who initially signed up still plans to play in August with the exception of one group who dropped out and was replaced by another group. Commissioner O’Malley also stated the backlighting behind the club’s patio has been installed and this area now has an even more pleasant atmosphere in the evenings.
 
Commissioner Miller commented that he remembers drainage work being done on the course when the clubhouse was rebuilt and asked why there are problems now. Director Grisamore replied that there was a complete irrigation system installed at that time and the areas where there were drainage problems were updated. The most recent drainage problems involve the older areas of the course where there were more serious problems that are dealt with when they occur. Most of the water on the course comes from the river when it overflows its banks.
 
Commissioner Brault stated that subsequent to the last Golf Operations Committee meeting, rounds of play are actually down fairly substantially. Director Grisamore replied rounds are down between 8% and 9% at this point. What most negatively affects the financial position of the course is the fewer times our non-resident players are golfing which constitutes a large portion of our revenue. This fact tied in with the poor course conditions coming out of the spring as a result of the storms last August resulted in lower rates for rounds through July 1. In general, play has also been slow due to the terrible weather experienced so far this summer. Full rates are now being charged and staff is counting on improvement during August and September especially when compared to last year when the course was closed for almost three weeks due to the August storm. President Crowley asked that at the next Board meeting a detailed report be presented indicating how other neighboring courses have been dealing with the bad weather and course conditions.
 
Centennial Operations Committee – Committee Chair Miller reported the Committee met this evening and discussed the next party for the Park District’s 100th anniversary which will be held at the Centennial Family Aquatic Center on Saturday, July 19. Director Grisamore added that public swim will run from 11 am to 9 p.m. and the party will run from 1 to 5 p.m. with a DJ, giveaways, games, prizes, and cupcakes. Commissioner Miller reported the Committee also discussed the contract with the Wilmette Hockey Association (WHA). Director Grisamore stated that the WHA has not yet provided a commitment for any ice time beyond February 2009 which could mean a potentially large loss of revenue. The Committee has directed staff to meet with the WHA again to see what they will want to do in the spring since their decision will impact the rates which we charge in January. Discussion followed on the hours they currently use and the potential impact on the facility if they request fewer hours. Director Grisamore concluded that the sooner staff is able to determine how many hours the WHA will be requesting, the sooner staff can begin working on the scheduling of unused hours.
 
Commissioner Miller continued his report by stating the skating program has had a total of 2,350 students participating this year to date which is up about 5% from previous years. Tennis camps are doing well. Staff has also been contacted by the Optimist Club which is interested in working with the Park District on tennis scholarships.
 
DIRECTOR’S REPORT:
 
Director Grisamore reported that another Centennial Celebration event was held at the golf course on Sunday, July 13. The Family Golf Event was for parents and children and consisted of a cookout, lessons with the pros, and the use of the driving range and golf on the course. This was the first Family Golf Event for the Park District and approximately 50 people were in attendance. Everything went very well and many positive comments were received. Staff is planning to hold this event again and expand upon it.
 
Director Grisamore reminded the Park Board members of the Legislative Breakfast to be held on Thursday, July 17 and asked that they let him know if they wish to attend.
 
Director Grisamore also thanked staff for the hard work everyone did for the Independence Day Celebration. The fireworks were excellent and staff dealt well with the Sheridan Road construction by getting people to and from the park safely and as smoothly as possible. Special thanks go to the Police, Fire, and Public Works Departments for their invaluable assistance. Pace Bus must also be thanked for providing the transportation to and from the park.
 
UNFINISHED BUSINESS: 
 
None
 
NEW BUSINESS:
 
Commissioner Miller and Commissioner Wolff seconded a motion to approve Resolution 2008-R-3, A RESOLUTION COMMEMORATING THE SERVICES OF JUDY MALLACE.
 
Commissioner Miller proceeded to read Resolution 2008-R-3 which detailed how Judy has faithfully served the Park District as Senior Services Coordinator since 1991, during which time she took over a small senior programming area of 25 members, which has now grown to over 800 members, and has added destination trips, day trips, cultural activities, sports events, special events and 17 years of enjoyment for the older adult community in Wilmette and surrounding communities.
 
By a roll call vote, voting Yes -- Commissioners Brault, Cohen, Crowley, Graham, Miller, O’Malley and Wolff; voting No -- None. Absent – None.  Motion carried.
 
Commissioner Cohen and Commissioner Wolff seconded a motion to approve Resolution 2008-R-4, A RESOLUTION COMMEMORATING THE SERVICES OF LORI EISNER.
 
Commissioner Cohen proceeded to read Resolution 2008-R-4 which detailed how Lori has faithfully served the Wilmette Park District for nineteen years as Administrative Assistant of the Park District recreation centers at Highcrest and the Community Recreation Center, performing administrative tasks and customer service, and always willing to take on additional responsibilities when requested.
 
By a roll call vote, voting Yes -- Commissioners Brault, Cohen, Crowley, Graham, Miller, O’Malley and Wolff; voting No -- None. Absent – None.  Motion carried.
 
 
 
There being no further business to conduct, the meeting was adjourned at 8:00 p.m.
 
MINUTES APPROVED AUGUST 11, 2008.