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, MAY 12, 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 7:38 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
VISITORSNone
COMMUNICATIONS & CORRESPONDENCE:President Crowley acknowledged receipt of the following:
 
…        Invitation from the Illinois Association of Park Districts (IAPD) and the Illinois Parks and Recreation Association for the 31st Annual IAPD/IPRA Joint Legislative Awareness Golf Outing on Thursday, July 24 at the Bensenville Park District.
 
…        Letter from Laura Hine, 832 Sheridan Road, requesting that the Park District increase the number of garden plots at Centennial Park or create a new community garden in east Wilmette.
 
President Crowley referred this letter to the Parks & Recreation Committee.
 
Commissioner Brault announced the Bike to Soccer Day will be held this Saturday at Community Playfield from 9 a.m. to 2 p.m. When children ride their bikes to the soccer field that day, their helmets can be fitted by a professional, they receive a free bike safety inspection, and will also be able to register their bikes with the Wilmette Police Department in case it is ever lost or stolen. This event is a joint venture with the Park District. Director Grisamore will check to see if this information is on the web site. Flyers are available at the Community Recreation Center and are distributed to all soccer participants.
 
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 $1,263,185.30, 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 that the Committee has not met since their last meeting on April 14, 2008.
 
Commissioner Brault moved and Commissioner Miller seconded a motion to approve the license agreement with Cricket Communications for a cell phone antenna at Mallinckrodt contingent upon review and approval by Park District Counsel.
 
Director Grisamore explained that the Board approved the license agreement with T-Mobile and US Cellular at the April 14th Board meeting. At that time, Cricket Communications was discussed but were not included as part of that motion. As a result, staff is requesting Board approval of the license agreement with Cricket Communications at tonight’s meeting. The Cricket agreement is expected to arrive by tomorrow, May 13, and hopefully their two checks – one for $5,000 and one for $16,800 – will be included. The executed license agreement from US Cellular was received today along with one check since they have already paid the $5,000. T-Mobile’s executed license agreement was signed by President Crowley before tonight’s meeting. However, staff is still waiting for their $16,800 check which is scheduled to arrive tomorrow. As soon as the checks and signed license agreements are received, copies of the agreements will be sent to each company. The second motion authorizes Director Grisamore to sign the cellular providers’ zoning applications. It appears these providers may be on the zoning schedule for September.
 
Director Grisamore confirmed that the annual benefit to the District is approximately $75,000 annually except for the first year when the amount will be closer to $90,000. After the first year, the annual amount to the District will be approximately $74,800 and will increase by 3% or by the cost-of-living rate every year after that. Once the agreements are executed, the providers have six months in which to go through the zoning process and begin construction. Director Grisamore added that the cell phone antennas are actually bands that wrap around the chimney at Mallinckrodt and are virtually invisible from the ground. The revenue received will go back into the parks system and be used for capital items, mostly to maintain our infrastructure. This deal is beneficial to not only the District but also to all Wilmette residents.
 
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 moved and Commissioner Miller seconded a motion to authorize the Executive Director to sign the cellular providers’ zoning application on behalf of the Park District.
 
Director Grisamore explained that the zoning application is actually a letter from the District as owners of the building to the Village authorizing the companies to go through the zoning process.
 
By a roll call vote, voting Yes -- Commissioners Brault, Cohen, Crowley, Graham, Miller, O’Malley and Wolff; voting No -- None. Absent – None.  Motion carried.
 
Parks and Recreation -- Committee Chair Wolff reported the Committee met on Monday, April 21. Staff reported that summer hiring was ongoing for lifeguards and park staff at Gillson and that hiring for camp counselors is almost complete. Gillson picnic permits are selling quickly with the shelter being the most popular location. There are currently 253 participants in T-ball which is 100 more than in previous years. A new vendor – Illinois Baseball Academy – is administrating the T-ball program this year. The spring soccer program is once again very popular with 1,646 participants.
 
There were two guests in attendance at the Committee meeting – Ann Hughes and Melissa Millerfrom the Wilmette Youth Commission. They had previously asked the District to participate in a reciprocal beach agreement which would allow students with a beach pass to attend any beach in Wilmette, Winnetka, Glencoe and Kenilworth as long as they are accompanied by a student with a resident pass to that particular beach. The Committee recommended that staff review the proposal. Director Grisamore stated he has heard Glencoe may have an issue with adopting the proposal, possibly due to the small size of their beach. At this point, no agreement has been reached.
 
With regard to a lakefront master plan, Greg Calpino of JRR, LLC was in attendance at the meeting and he explained the process of identifying what the District wants to do, how to share our ideas with the community, getting the community’s approval, and then obtaining and implementing that plan. The discussion was very interesting and informative. Commissioner Wolff recommended that the Board members read the Parks & Recreation Committee’s April minutes to acquire more specific information on how the process would work. The Committee asked staff to develop a Request for Qualifications to be reviewed at the next Committee meeting. Commissioner O’Malley added that there was a good dialogue at the meeting and a lot of advice was provided on how to plan for the changes at the lakefront. Director Grisamore stated that staff originally was going to prepare a Request for Proposal which is similar to going out to bid. As a result of the meeting, the District will now be requesting qualifications which would allow us to interview the companies and then they provide their ideas instead of our dictating to them what their ideas should be. At the Parks & Recreation Committee meeting next week, a proposal relative to the Request for Qualifications will be available for Committee review. Commissioner Wolff summarized by saying it is important to remember the community needs to be involved in every step of the process and to be kept aware of every stage of the plan.
 
Committee Chair Wolff stated the Committee also discussed the CRC parking lot reconstruction project and he understood there was a problem with some of the sub-grade material being saturated with water. This resulted in an unanticipated additional expense for the District and Superintendent Lambrecht was asked to provide further information.
 
Superintendent Lambrecht reported that since the last Parks & Recreation Committee meeting, Phase 1 has been completed and the binder is in place. Phase 2 began last week with the demolition of the old lot. Once again, the excavation began and bad material was found under that lot but not as much was found during Phase 1. In the first phase, 12 extra inches needed to be cut out but only eight inches are being cut out in the drive lanes and four inches in the parking areas in this phase. At this stage, crushed concrete will be used as the base which is substantially cheaper than crushed limestone. It is hoped the gravel will be put back into the ground tomorrow before the rains begin again. Phase 2 will be completed by this weekend and then next week Phase 3 can begin which consists of the northeast corner of the lot where the skate park will be located. Phase 4 will be the largest phase consisting of the front lot, main drive, and the east lot by the auditorium.
 
Work in the first phase resulted in an additional cost of approximately $50,000. Phase 2 will incur an additional cost of approximately $12,000 since the plan is to use the crushed concrete which is substantially cheaper. Until the beginning of the next two phases, the amount of materials used is being limited as much as possible but the rainy weather has not helped. When these areas are cut open, one alternative is to turn the soil over and let them air dry. However, this is supposed to be done over a seven-day period but the weather has not cooperated. If the soil gets wet, it compounds the problem even more. The engineers are working with us every step of the way trying to minimize additional costs.
 
Director Grisamore added that an additional $50,000 was included in the original budget and we were probably at even or below that amount after just Phase 1. Now we are down another $12,000 in Phase 2. But it must also be pointed out that $1 million was budgeted for this project including the architectural fees which means at this point the total cost is approximately $748,000. We’ll see what happens when the lots are opened up in Phases 3 and 4.
 
Superintendent Lambrecht stated this winter was the wettest one in years and since the lot was in such bad condition, water was going right through the asphalt and getting trapped down into the clay and the dirt. Drains have been placed in all of the catch basins which in the future will take that water away before it gets under the dirt. The entire lot was in such bad shape due to the freeze/thaw cycle all winter. Commissioner Brault asked if staff felt confident about the crushed concrete. Superintendent Lambrecht replied that he is not a big fan of crushed concrete but will wait to see how well it works in this phase. He is more concerned about the last phase when work is taking place on the main drive off of Glenview Road which constitutes the bulk of our traffic. If the quality is not good, crushed limestone will be used. Commissioner Brault added that if it is not a suitable material, there is money in the budget to switch to limestone.
 
Director Grisamore stated he and Superintendent Lambrecht talked with Gewalt Hamilton about the soil tests that were done in August, on the process that was used and what the results were based on. It was widely agreed that the soil problem is a result of one of the wettest winters in years and that the lot was extremely porous.
 
Commissioner Wolff moved and Commissioner Cohen seconded a motion to approve the bid of DeSitter Carpet and Rug, Inc. in the amount of $29,247.27 to provide and install carpeting and linoleum at the Community Recreation Center.
 
Director Grisamore explained this bid is for replacing carpeting and tile in rooms 202, 202, 204 and 206 as well as rooms 103, 105 and 107 that are in the previous senior center space. The carpeting in rooms 104 and 106 will also be replaced. A couple of areas were not done this year because of the budget but will be proposed for Budget Year 2009. The carpeting currently in place has lasted for 14 years.
 
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 Wolff moved and Commissioner Miller seconded a motion to approve the bid of M.M. Burke Construction in the amount of $262,560.00 to construct a skate park at the Community Recreation Center.
 
Commissioner Wolff stated he was concerned that this bid had not been discussed at the Committee level. Director Grisamore responded that it would normally go to the committee first but there was a timing issue with the bid opening date. The bid being recommended for approval was the lowest one that met specifications and staff is also recommending the Board accept the two alternates. One alternate is a change from chain link fencing to ornamental fencing which was a commitment the District made to the neighborhood. This fencing will cost $8,600. The second alternate was a $30,000 deduction for a different type of equipment but still made of concrete. Thompson Dyke confirmed this equipment meets specifications.
 
Superintendent Lambrecht stated this company is known for their skate parks and concrete cast features. Thompson Dyke researched other entities that have used this equipment and all the responses were positive. It is a substantial savings mainly because the materials are made locally and there are no trucking fees. The features are not movable once they are set in place and concrete slabs are poured around everything which ties the park together. A crane will be brought in to set these pieces in place. The project costs are less than estimated due to its being a part of the parking lot project. Director Grisamore added that staff was pleased when the bids were opened. With the trucking, petroleum, and asphalt costs, it would not have been surprising to see a substantially higher bid. The preliminary construction of the skate park will begin next week as part of Phase 3 of the parking lot project. Once the parking lot has been completed, the skate park should be completed and installed by August.
 
By a roll call vote, voting Yes -- Commissioners Brault, Cohen, Crowley, Graham, Miller, O’Malley and Wolff; voting No -- None. Absent – None.  Motion carried.
 
Golf Operations Committee – Committee Chair O’Malley reported the committee did not meet in April and its next meeting will be on Saturday, May 31st at the golf course.
 
Commissioner O’Malley moved and Commissioner Wolff seconded a motion to approve the bid of Reinders, Inc. in the amount of $66,758.50 to purchase two fairway mowers for the golf course.
 
Commissioner Wolff questioned why there was only one bid. Director Grisamore replied that specifications were sent to two companies and a bid notice was placed in the newspaper. Also, the “or equal” phrase was added to attract other bidders. Bid specifications used to be sent out-of-state but bids were never returned or would come back higher than the local companies. These mowers will be replacing the mowers from 1986.
 
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 O’Malley also reported that the Centennial Celebration Golf Outing will be held on Thursday, June 5 and that only a few spots remain. Director Grisamore added that if any Board member wishes to participate, please let him know as soon as possible.
 
Centennial Operations Committee – Committee Chair Miller reported the committee met this evening to discuss the Ice, Tennis and Pool operations. The Ice Show is currently in rehearsals. After the show, the ice rink will be shut down for two weeks for annual maintenance. Pools are still looking to hire a few more lifeguards and preparations for the summer are continuing. The Tennis lottery was held recently and there are more reserved times for next year than the previous year. There are also more children in summer camps this year than in previous years.
 
Commissioner Miller moved and Commissioner Cohen seconded a motion to approve the bid of DeSitter Carpet and Rug, Inc. in the amount of $23,621.38 to provide and install carpeting and linoleum at Centennial Park.
 
Commissioner Brault asked if this carpeting is a continuation of the project which began in 2007 and how well did the previously installed carpeting hold up. Superintendent Lambrecht replied that the material has held up much better than the old carpeting especially in the ice rink lobby. Commissioner Brault stated there are some spots that look like they are not coming out and one large spot in particular. Director Grisamore stated that as part of our contract with the cleaning service, they are required to spot clean. The carpet squares can also be removed and replaced if necessary. Superintendent Bowen was asked to follow up on the stains.
 
By a roll call vote, voting Yes -- Commissioners Brault, Cohen, Crowley, Graham, Miller, O’Malley and Wolff; voting No -- None. Absent – None.  Motion carried.
 
DIRECTOR’S REPORT:
 
Director Grisamore reported that a check for $126,000 has been received from the Federal Emergency Management Agency (FEMA) related to the storm damage incurred last August. Also, an additional $5,000 is anticipated to be received from FEMA. An amount of $70,000 is also anticipated from the Park District Risk Management Agency (PDRMA). The entire claim is still in process due to the ice rink currently being taken down for repainting. Staff is very pleased that the District has been able to recover from damages caused by the August floods. Director Grisamore stated that Superintendent Jeff Bowen has been the staff member working with both FEMA and PDRMA. Superintendent Bowen stated that 75% of our costs were reimbursed. Yet to be determined are some deductions related to shared cost expenses. The District will also receive $18,000 from PDRMA for ornamental landscaping trees at the golf course. However, if PDRMA does not provide this reimbursement, staff will approach FEMA. Overall, the District will be receiving almost $200,000 out of our $213,000 total storm-related costs.
 
Director Grisamore stated the Centennial’s Ice Show will be held this weekend with performances on Friday at 7 p.m., Saturday at 4 p.m. and Sunday at 1:30 p.m. General admission tickets are still available at $5-$6 and everyone is encouraged to attend. Also, the sailing beach opened this weekend on Saturday. However, the weather on Sunday was very rainy and windy and the beach was closed. The Dance Showcase was held on Saturday, May 10, with 350 participants from the District’s dance program. There were over 1,500 people in attendance at the two shows and they were very well received.


Director Grisamore provided the Board with a flyer announcing a free Family Golf Clinic to be held on Sunday, July 13. The event will begin with a clinic and barbecue from 4 to 6 pm followed by free golf. This will be a family-oriented event for children age 5-17 and adults of all ages. Staff hopes to tie this event in with the District’s Centennial Celebration but the event is also a thank you from the golf course to the community for their patience after the floods that occurred last August
 
OLD BUSINESS
 
Commissioner Wolff stated that the singing duo “Chad and Jeremy” performed at the CRC and the performers rented the auditorium from the District. Superintendent Bingham told Commissioner Wolff that there were about 190 people in attendance for the event.
 
UNFINISHED BUSINESS: 
 
None
 
NEW BUSINESS:
 
Commissioner Wolff and Commissioner Miller seconded a motion to approve Ordinance 2008-O-2, AN ORDINANCE AUTHORIZING AND PROVIDING FOR THE SALE OF SURPLUS PROPERTY OF THE WILMETTE PARK DISTRICT, COOK COUNTY, IL.
 
Director Grisamore explained this ordinance is for the sale of surplus property at the municipal auction in Libertyville consisting of three pickup trucks and one utility truck. These vehicles have already been replaced. The District has done very well in terms of prices and what we have been able to receive for vehicles at these auctions.
 
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 O’Malley moved and Commissioner Miller seconded a motion to approve Ordinance 2008-O-3, AN ORDINANCE AUTHORIZING AND PROVIDING FOR THE DISPOSAL OF SURPLUS PROPERTY OF THE WILMETTE PARK DISTRICT, COOK COUNTY, IL.
 
Commissioner O’Malley stated that this ordinance is actually a goodwill gesture to the Frank Govern Memorial Golf Course (formerly Peter Jans). The mowers are being replaced by the ones on the bid recommendation that was just approved. The residual value on these old mowers is not that high but it will be a big help to the Frank Govern golf course.
 
By a roll call vote, voting Yes -- Commissioners Brault, Cohen, Crowley, Graham, Miller, O’Malley and Wolff; voting No -- None. Absent – None.  Motion carried.
 
President Crowley stated the Centennial Celebration Fireworks will be held on the evening of Thursday, July 3 at the lakefront. He invited everyone in attendance and at home to make plans to attend what will be a spectacular fireworks show to celebrate the District’s 100th anniversary.
 
Commissioner Cohen asked for an update on the agreement with Pace Bus on the night of July 3. Director Grisamore stated the District has reached an agreement with Pace wherein they plan to charge $3 for the inbound trip to the park but the return trip after the fireworks will be free of charge. Pace had talked about handing out tickets for the return trip but the logistics involved could become complicated. Staff is also very pleased that road construction at the intersection of Lake Avenue and Sheridan Road is scheduled to be completed by Memorial Day weekend. This will enable people to get down to the beach which is currently a challenge. The Fun Run on July 4 will also still take place out of Gillson Park but with a slightly different route from previous runs. Thanks go to the Village of Wilmette for working very hard to have this part of the construction project completed in time for our Independence Day events.
 
 
There being no further business to conduct, the meeting was adjourned at 8:20 p.m.
 
 
 
MINUTES APPROVED JUNE 9, 2008.