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, APRIL 11, 2005
_____________________________________________________________________

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

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

ABSENT:  Commissioner Carlson

VISITORS:  Eric Anderson (Harris Bank), Commissioner-Elect Jim Brault, Superintendents Grisamore and Lambrecht

APPROVAL OF MINUTES:

Commissioner Crowley moved and Commissioner O’Malley seconded a motion to approve the minutes of the Regular Board Meeting of March 14, 2005.

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

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

. . .  Letter dated March 18, 2005 to Director Porter from Roger Warren,  President, The PGA of America advising that Golf Professional Jamie Locke has been honored by the President’s Council on Growing the Game and he has been identified and recognized as a golf professional who is committed to positively affecting the game by taking a leadership role in playing host to and reporting on adult player development programs.

President Wolff extended the Board’s congratulations to Jamie for his excellent achievements.
. . . Letter dated March 25, 2005 to Communications Manager Shelagh Donoghue from Cindy Adams, Interim Chief Development Officer of the American Red Cross thanking the Park District for the gift of $1,669 donated in support of the American Red Cross emergency relief efforts for the victims of the recent earthquake and tsunami in Indonesia.

Director Porter explained that the Park District theater groups held two benefits which raised the funds for this donation.

President Wolff  thanked those involved in the fund raising for their efforts.

Commissioner Cohen reported that during her recent re-election campaign discussions with residents, she had become aware of some issues which she wished to bring to the Board’s attention. 

 A member of the League of Women Voters has requested that the Board consider beautifying Community Playfield with plantings.

 Residents do not like the fact that the Park District does not allow wading at the south beach.  It is felt that people should be allowed to go into the water up to their knees.

 Seniors would like to be permitted to use the walking track at the fitness center on weekends as well as during the week.

 Commissioner Cohen stated that after discussions with residents and Fitness Center Manager Cindy Zaban, she had changed her opinion on the concept of having an indoor pool at the Fitness Center.  She said that Ms. Zaban had told her that very few people use the pool and the exercise equipment on the same day, and she noted that there are now therapeutic pools operated by park districts, such as the Glenview Park District, in conjunction with hospitals.  She felt that a separate facility housing a therapeutic pool might be a better concept, and perhaps cardiac rehab equipment could be included. 

It was agreed that Commissioner Cohen would continue investigating this concept and would bring it up to the Parks and Recreation Committee for evaluation.

Commissioner Marcus reported that he had been contacted by a resident who asked the Park District to consider offering a discounted rate for non resident senior fitness center members.  He stated that he had asked the individual to put the request in writing for consideration.

RECOGNITION OF VISITORS:

President Wolff announced that Commissioner-elect Jim Brault was in attendance.  He congratulated him on his recent election to the Board.

APPROVAL OF VOUCHER LIST:

Commissioner Miller moved and Commissioner Marcus seconded a motion to approve the Voucher List in the amount of $1,453,685.77,  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 Cohen, Crowley, Marcus, Miller, O'Malley, and Wolff; voting No -- None.  Absent – Commissioner Carlson.   Motion carried.

COMMITTEE REPORTS:

Financial Planning and Policy:BINA Hearing:

President Wolff declared the Bond Issue Notification Act (BINA) Hearing open.
 
President Wolff recognized Financial Advisor Eric Anderson.

Mr. Anderson explained that a notice of the BINA Hearing was published in the Wilmette Life and was included on the agenda of the meeting, which was provided to the press and cable TV.  The purpose of the hearing is to receive public comment on the proposed issuance of bonds to be used to finance the golf clubhouse and other projects.   The Board has solicited comment via letter, phone, e mail, and fax prior to the hearing, and will take public comment during the hearing.  Once the hearing is concluded, the Board will have the authority to issue bonds in an amount up to $1,400,000 no earlier than seven days after the hearing.  Mr. Anderson stated that he has been working with the Financial Planning Committee on the structuring of the bond issue and will be attending the May meeting to review the final particulars of the issue with the Board.

President Wolff thanked Mr. Anderson for his presentation and polled the Board, Director Porter, and Business Manager Kush for any comments or correspondence they had received regarding the bond issue. There were no communications to report.

President Wolff asked for comment from visitors.  No one came forward.

President Wolff declared the BINA Hearing closed.

Committee Chair Miller reported that the Financial Planning and Policy Committee met immediately prior to the Board meeting.  In addition to discussion regarding the proposed bond issue and the BINA hearing, the Committee reviewed a proposed change in the Personnel Manual regarding IMRF service credit.

Commissioner Miller moved and Commissioner O’Malley seconded a motion to approve a change in the Personnel Policy Manual permitting employees who are eligible for Illinois Municipal Retirement Fund (IMRF) benefits to use unpaid/unused sick days toward IMRF service credits as recommended by the Financial Planning & Policy Committee.

Commissioner Miller explained that at the March 14th Financial Planning and Policy Committee meeting, Director Porter reported that retiring employees who are eligible for IMRF retirement benefits may qualify for a maximum of one year of additional pension service credits for unpaid and unused sick days accumulated during their employment.  He explained that IMRF allows one month of service credit for every twenty days of unpaid, unused sick days not to exceed 240 days (one year).  Director Porter recommended that the Committee approve a change in the personnel policy manual to allow eligible employees this benefit.  The Committee agreed with Director Porter’s recommendation and directed staff to draft the appropriate changes in the personnel policy manual for review at the April meeting and also to include this item on the agenda of the April Board Meeting pending the Committee’s review.

In answer to questions from Commissioner Crowley,  Director Porter explained that the cost to the Park District would be minimal at approximately $1,000 per employee.  At this time, there are approximately six employees who would qualify for this benefit.  He noted that in order for an employee to be eligible for one year’s service credit, they would have to work twenty years without taking any sick days.  Director Porter also noted that this arrangement could act as an incentive for employees not to use sick days for personal or vacation time.

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

Commissioner Miller moved and Commissioner Marcus seconded a motion to grant IMRF Benefit Protection Leave in the amount of $704.00 to Carlene Klein, Golf Administrative Assistant, for a two month leave of absence.

Director Porter explained that the Administrative Assistant at the golf course requested and was granted an unpaid leave of absence over the winter since there was no work for this individual over the winter months due to the temporary facilities at the golf course.  He stated that the employee is requesting IMRF service credits for the period of time when she was on leave.  Director Porter added that the expense to the employee is approximately $200.00 and the District’s share is approximately $700.00.  He pointed out that during the leave of absence, the Park District did not pay any salary to Ms. Klein.

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

Parks and Recreation – Committee Chair Marcus reported that the Committee met on March 22nd.  At that time, the Committee reviewed correspondence from Greg Probst regarding the size of the swimming beach and the depth of the water within the swimming area.  Staff explained that Lake Michigan levels are up about one foot since last summer and also noted that the size of the swimming area is adjusted based on he number of available lifeguards and weather conditions.  The Committee requested that staff continue to monitor the situation. 

Commissioner Marcus further reported that the Committee also reviewed an e-mail from Pamela Salvano asking that the Park District hold public hearings regarding construction of a skate park prior to building one.  Staff was asked to advise Ms. Salvano that there is a preliminary study in progress and that hearings will be part of the process once all the information is available, and if it is determined to construct a skate park.  An e-mail from Sharon Uhlemann expressing concerns about the membership rate at the fitness center for a single person was also discussed.  Commissioner Marcus explained that after discussion with staff, the Committee agreed with the current pricing policy.

Commissioner Marcus stated that Lakefront Manager Betty Duguid reported that there were still some available slots at the sailing beach, but sales are continuing, that canoe and kayak permits have been mailed and a number have already been returned, and that Aquatics Camp registrations are less than last year at this time, which possibly is a result of last year’s poor weather conditions.  Ms. Duguid also reported that daily parking will be allowed on Saturday and Sunday afternoon in the beach parking lot as was done last year.

Commissioner Marcus noted that the March meeting was Betty Duguid’s last committee meeting prior to her retirement as of April 1st.  The Committee honored her and thanked her for many years of outstanding service.  Commissioner Marcus stated that Betty will be greatly missed, but everyone wishes her a wonderful retirement which she has certainly earned.

Commissioner Marcus moved and Commissioner Miller seconded a motion to approve the bid of Refuse and Recycling Needs of Wisconsin, West Allis, WI in the amount of $28,700 to supply, install and deliver a refuse packer body on a new cab & chassis to be supplied by the Park District.

Director Porter explained that the 2005 budget includes funds to replace the Park District garbage truck. He noted that  the truck body and chassis was ordered through the State of Illinois Joint Purchase Program, and that the overall budget for the truck and the packer is $80,000.  Director Porter pointed out that the total package, including the cab and chassis, along with the $28,700 for the packer body brings the total cost to $75,600, which is $4,400 below the budgeted amount.

In response to a question from Commissioner O’Malley, Superintendent Lambrecht explained that the current garbage truck has been in use for fifteen years .

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

Commissioner Marcus moved and Commissioner Miller seconded a motion to approve Resolution 2005-R-5, A RESOLUTION APPROVING A LICENSE AGREEMENT BETWEEN THE WILMETTE PARK DISTRICT AND THE BOARD OF EDUCATION OF AVOCA SCHOOL DISTRICT NO 37 AND AUTHORIZING THE EXECUTION AND DELIVERY THEREOF as recommended by the Parks and Recreation Committee.

Director Porter explained that the Park District has leased the property known as Avoca Park from School District #37 since 1983.  The agreement for the use of the property has expired, and a new license agreement has been drafted by the School District #37 attorney and reviewed by Park District counsel.  He stated that the new license agreement will run for a twenty year period through December 31, 2023.  Director Porter added that the Park District and the School District have a very positive relationship, and that the property has been used primarily for Park District soccer programs.  He further noted that maintenance and upkeep of the park is the responsibility of the Park District and the rental fee is $1.00 per year.  

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

Golf Operations  -- Committee Chair Crowley reported that the golf lottery was held and there are 61 teams, which is down 7 from last year.  The golf course opened on March 29th and 172 golfers came out.  He noted that the course is in good condition and the irrigation system is almost complete. 

Commissioner Crowley asked Superintendent Lambrecht to report on the clubhouse project.

Superintendent Lambrecht reported that there has been a lot of progress made during the last month. He stated that almost all of the roof framing is complete and that all of the engineered trusses have been installed and the roof has been sheeted. The roofers are finishing the over framing on the roof including the two faux dormers on the west roof exposure, the sloped roofs have been shingled and the flats and interior valleys have been sheeted with a membrane roof.  He added that the southern third of the building is currently being shingled and should soon be complete, and since the last two dormers are complete on the west side, the main section of the west roof will be shingled.

Superintendent Lambrecht further reported that the excavator has completed construction of a temporary road to the ramp to the basement to get the work out of the mud, and has also constructed a temporary parking lot on the east side of Fairway Drive for the contractors to use.  In addition, the excavator has completed the installation of the large stone sub base, and the concrete contractor will be able to form and pour the curbs in front of the building.  Once the curbs are complete, the paving contractor will  bring the parking lot sub grade up and will expand parking in the lot by one more row.  Superintendent Lambrecht stated that this work should be completed by the end of this week.

Superintendent Lambrecht added that the masons have been working on the exterior masonry for about a week, and have completed the stone wainscoting on the north, east and a portion of the west facades.  He noted that the electricians continue running conduit throughout the upper level, and are currently concentrating on the fire alarm system.  All of the panel boards have been received, the main switchgear has been installed and the secondary feed cables have been pulled into the basement. Com Ed has livened the new service for the building.  In addition, the plumbers have been working on the rough in work, and they have begun to install sink and chair hangers and shower bases.  The plumbers have also completed installation of the roof drains and the overflow drains, and the HVAC contractor is making a lot of progress installing ductwork in the north third of the building. 

Superintendent Lambrecht also reported that the concrete contractor completed pouring the concrete topping on the first floor deck in the north third of the building last week, and the drywall contractor has begun framing all of the interior partitions.  He anticipates that the north end of the building should be complete by the end of this week. He noted that once the drywall contractor has finished the framing, the mechanical trades will come through and complete their rough in work. He also noted that the steelworkers have installed the north set of stairs to the basement from the Pro Shop, and have completed the stairs to the lower level at the south end of the building.
In response to questions from Commissioner O’Malley, Superintendent Lambrecht stated that there are currently about 110 parking spaces available at the golf course.  Director Porter noted that with respect to the landscaping around the building, it will be completed prior to occupancy of the clubhouse as soon as the trades are finished with their work.

Commissioner Crowley moved and Commissioner Marcus seconded a motion to approve the bid of Turf Professionals Equipment, Itasca, IL in the amount of $42,780.32 to supply two Greensmaster Mowers for the Wilmette Golf Club as recommended by the Golf Operations Committee.

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

Commissioner Crowley moved and Commissioner Marcus seconded a motion to approve the bid of Turf Professionals Equipment, Itasca, IL in the amount of $11,525.79 to supply one Sand Pro for the Wilmette Golf Club as recommended by the Golf Operations Committee.

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

Commissioner Crowley noted that these two bids were for basic equipment for the golf course and were included in the 2005 budget.

Centennial Operations – Committee Chair Cohen reported that the Committee met on March 14th.  At that time, Commissioner O’Malley reported on the successful Girls State Hockey Tournament held at Centennial from March 2nd through the 6th.  She stated that that there were many favorable comments received about the facility and the organization of the event.  Commissioner Cohen also noted that Commissioner O’Malley’s daughter participated in the tournament.

Commissioner Cohen also reported that Commissioner Carlson had received several inquiries as to why the adult lap lanes are located at the east end of the 50 meter pool.  She stated that the lap swimmers are unhappy about having to traverse the width of the pool to get to the lap lanes.  Staff explained that by having adult lap swimmers at the east end, the walk-in stairs to the pool are available to all users.

Commissioner Cohen added that the Committee heard managers reports.  Ice Manager Terry Juliar reported that the mid winter session of skating lessons was at the halfway point and that a total of 212 skaters are registered for the annual ice show.  He also noted that ad space sales for the show program are going well and that the summer competitive figure skating packets are now available.  Mr. Juliar also noted that the Skokie Ice Rink will be closed for repairs this summer and he anticipates additional summer registration at Centennial as a result.  He reported that the Girls Hockey Tournament had 30 games scheduled and that the Wilmette girls did well with their teams taking two fourth place, two third place and one first place finish.  He added that the new display board is in place and is being favorably received.

Tennis Manager Ray Bachmann reported that that the number of applications for the 2005-2006 permanent court time is comparable to recent years.  He noted that there will be a postcard mailing to neighboring communities and e-mailing promoting the lottery.  He further noted that mid winter lessons are ongoing with record registration, the new ball machines, which were budgeted, have been received, and that overall pro shop sales are up 11% for the year while inventory is down 12% compared to a year ago.

DIRECTOR’S REPORT:

Director Porter reported that the Consolidated Election took place a week ago.  He noted that Commissioners Cohen and Marcus have been re-elected, and that Jim Brault has been elected to the Board.  He explained that due to the new election laws, the canvass cannot be conducted prior to April 20th.  Therefore, the Annual Meeting will be held on May 9th.  The current Board will conduct a short meeting to approve the minutes of the April meeting and the Canvass meeting and will adjourn sine die.  The new commissioners will be installed and the election of officers will take place at the Annual Meeting.  Immediately following the Annual Meeting, the new Board will meet and conduct the regular Board business.  Director Porter explained that even though the Annual Meeting takes place one month later than in prior years, this procedure retains the timeline of having the newly seated Board conduct their first regular meeting in May.

Director Porter further reported that the new 5th and 16th tees will be open for the start of reserved time which begins April 30th.  The 18th green should be open for play around Memorial Day.  Once the new 18th green is open for play, work will begin on renovating the old 18th green for a practice green.  Director Porter noted that there has been a great deal of positive feedback from the golfers regarding the improvements to the course.  It was also noted that for the most part, the neighbors have been very patient and supportive of  the construction at the golf course.

Commissioner Marcus inquired as to whether there will be a Pro Am Tournament this season.   Superintendent Grisamore stated that if there is one, it would be in the fall.

There being no further business to conduct, the meeting was adjourned at 8:12 p.m.


MINUTES APPROVED MAY 11, 2005