MONDAY, July 10, 2006

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 Miller called the meeting to order at 7:30 p.m.


PRESENT: President David Miller, Commissioners Jim Brault, Diana Cohen, Jim Crowley, Richard Marcus, Dennis O’Malley, Henry Wolff, Secretary/Director Terry Porter


STAFF: Superintendents Grisamore and Lambrecht


APPROVAL OF MINUTES: Commissioner Marcus moved and Commissioner Wolff seconded a motion to approve the minutes of the June 12, 2006 Regular Board Meeting.


By a roll call vote, voting Yes -- Commissioners Brault, Cohen, Crowley, Marcus, Miller, O'Malley, and Wolff; voting No -- None. Motion carried.


COMMUNICATIONS & CORRESPONDENCE: President Miller acknowledged receipt of the following:


. . . Letter dated June 27, 2006 from Cynthia Sawyer Engler, 901 Lake Ave requesting that that the Mallinckrodt open space be left as it is.


. . . Letter received July 5, 2006 from Anna Switzer, 219 6th Street requesting that time be allotted at the dog beach for small dogs only.


President Miller referred the letter to the Parks and Recreation Committee.


. . . E-mail dated July 6, 2006 from Bob Armour, 2225 Beechwood expressing complete satisfaction with the condition of the Wilmette baseball fields.


. . . Letter dated July 6, 2006 from Judy Beck, Northeastern Illinois Planning Commission thanking the Park District for the annual contribution.

Commissioner Brault reported that he had received two e-mails regarding the benches at the Thornwood Park baseball diamond. There are concerns that the benches are too short to accommodate the number of players on the teams. There was also a request to designate an on-deck area for warming up.


President Miller referred the issue to the Parks and Recreation Committee.




Commissioner Brault moved and Commissioner O’Malley seconded a motion to approve the Voucher List in the amount of $1,407,463.31, 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, Marcus, Miller, O'Malley, and Wolff; voting No -- None. Motion carried.




Parks and Recreation -- Committee Chair Cohen explained that the new committee has scheduled their first meeting for July 19th.


Commissioner Cohen moved and Commissioner Marcus seconded a motion to approve the bid of Chicagoland Paving, Lake Zurich, IL in the amount of $229,000.00 for the reconstruction of the Vattmann Park Tennis Courts with three courts.


Director Porter explained that a total of five contractors received plans and two bids were received for this project. He noted that the project was budgeted at $200,000, and the low bid is $229,000. Director Porter explained that one of the reasons for the higher cost was that the original plan was to have two courts oriented in a north/south direction. However, based on input from the tennis community, the plans were changed to put in three courts.


Commissioner Cohen noted that in addition to adding another tennis court to the plans, the entire project is affected by petroleum costs at this time. The new surface will be asphalt plus there is a great deal of trucking involved in removing the old material and bringing in asphalt.


Commissioner Brault asked if it is typical to receive only two bids for this type of project.


Superintendent Lambrecht explained that there is difficulty in getting contractors to do this type of work because of the many governmental restrictions and regulations involved. He also explained that the old surface is concrete with an asphalt overlay and that it is necessary to totally replace the courts due to the inability to recoat the current surface at Vattmann. The new surface, which is asphalt, requires more expertise than typical asphalt work due to the need to have a very level surface.


By a roll call vote, voting Yes -- Commissioners Brault, Cohen, Crowley, Marcus, Miller, O'Malley, and Wolff; voting No -- None. Motion carried.


Golf Operations -- Committee Chair O’Malley reported that the Committee met on June 24th. At that time, there was extensive discussion regarding the restaurant operation and the fact that there is an operating deficit. During discussion, it was noted by Golf Operations Manager Dennis Callaghan that he observes the facility daily and that the majority of the food service customers are golfers who have traveled a distance to get to the course. He stated that for the most part, it seems that Wilmette residents play their rounds and then go home.


Commissioner O’Malley further reported that rounds of golf through June 23rd totaled 15,922, which is an increase of 2,009 over 2005. Membership at the time of the June meeting totaled 616 compared to 602 for all of last year. He also noted that all Mondays are filled with golf outings and the Junior Golf Academy is going well with a total of 110 junior golfers participating.


After Commissioner O’Malley completed his report on the June Golf Operations Committee meeting, Commissioner Brault stated that he is troubled by the current deficit of $100,000 for the food service operation. President Miller noted, and Superintendent Grisamore confirmed, that approximately half of that amount, $50,000, reflects the operation’s administrative costs.


During discussion, Director Porter explained that this is actually the first year of the new food service operation and staff has been trying various formats to determine what offerings would be the most successful for the operation. He noted that the Friday Night Dinner had been popular in the community and may be reinstated after the golf season. However, staff tried a Wednesday Chicken Dinner and a Thursday Pasta Dinner with no success, so those have been discontinued. Director Porter noted that the format of the daily meal service has also been changed to offer a more limited menu and is geared more to the golfers than to the general public. It is anticipated that it will take awhile for the food operation to find its niche.

At this point, the meeting was interrupted by instructions to evacuate the building due to a fire alarm and President Miller temporarily adjourned the meeting at 7:48 p.m.


The meeting was reconvened at 8:02 p. m at a location immediately outside of Village Hall.


Centennial Operations -- Committee Chair Crowley reported that the Committee met prior to the Board meeting. He stated that Darrell Smith was introduced to the Committee as the new Tennis Manager and that Darrell reported that Tennis is having a good year. Currently net income is up 14.5%. The facility is in the fourth week of summer lessons and the morning camps are full. The indoor courts will be resurfaced August 14th through the 25th and work on the tennis roofs will be out to bid shortly.


Commissioner Crowley also reported that the Committee had discussion regarding the issue of co-ed locker rooms for hockey players at the ice facility. The Committee agreed that separate locker rooms should be provided, but that no Park District policy should be established preventing the use of co-ed locker rooms.


Financial Planning & Policy -- Committee Chair Brault reported that four proposals had been received for an internal controls audit. He explained that by law, the District’s regular accounting firm cannot perform this audit. He noted that $15,000 has been budgeted for this work, which is for the purpose of identifying areas of vulnerability in the systems. Commissioner Brault stated that it is hoped that this audit will help to determine what modifications in internal controls, if any, should be implemented.




Director Porter reported that the zoning hearing for the Mallinckrodt project is scheduled for July 19th. Separate applications were filed for the park space and the community center space, and notice was sent via certified mail to all residents and owners within 250 feet of the entire park. He added that the north wall has been removed entirely and there is a much more open, inviting look to the park land. Once the condominium construction is compete, the chain link fence along Elmwood will also be removed. Director Porter also noted that the retention of the boiler building and chimney will most likely be the biggest issues in the zoning hearing because keeping them would require a variation. He stated that retention of the south wall could be an issue and noted all the discussion which was generated at the April 26th Parks and Recreation meeting regarding how to deal with the south wall.

Director Porter further reported that despite the marginal weather in the morning the July 3rd event went off without a hitch. He stated that about 7:30 p.m., the skies cleared and it was a beautiful night for the fireworks display. Staff estimated that the crowd was slightly smaller than usual, which could have been weather related or the fact that the holiday fell on Tuesday, allowing for a long weekend for many families.


Director Porter concluded his report by noting that the summer camp programs are in their fourth week. As of this time, there have been no major problems.


There being no further business to conduct, the meeting was adjourned at 8:16 p.m.