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, NOVEMBER 8, 2004
_____________________________________________________________________

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 Cecelia Carlson, Diana Cohen,   Richard Marcus, Dennis O’Malley, Secretary/Director Terry Porter, Treasurer/Business Manager George Kush

ABSENT: Commissioners Crowley and Miller

VISITORS: Superintendents Grisamore and Lambrecht

APPROVAL OF MINUTES

Commissioner Marcus moved and Commissioner O’Malley seconded a motion to approve the minutes of the Regular Board Meeting of October 11, 2004.

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

COMMUNICATIONS & CORRESPONDENCE

President Wolff acknowledged receipt of the following:

. . .  Letter dated November 4, 2004 from Terri Lorenz, 2335 Thornwood requesting that the Park District consider a proposal to produce three family events at Thornwood Park next summer.

. . . Letter received October 15, 2004 from Fanci Ipavic, 219 3rd Street complimenting the performances at the Wallace Bowl and requesting removal of bricks at the footlights.

President Wolff referred both letters to the Parks and Recreation Committee.

President Wolff commented that his wife had been present at the CRC when the flu shots were given to members of the Senior Center, and that she was impressed with the efficiency of the process and how well the people who were given shots were treated.

Director Porter explained that Judy Mallace, Senior Coordinator, had been able to obtain 600 shots of the flu vaccine.  Everyone had to have the appropriate form in order to receive a shot, and he felt that this was responsible for the orderly process.

APPROVAL OF VOUCHER LIST

Commissioner Carlson moved and Commissioner Cohen seconded a motion to approve the Voucher List in the amount of $2,515,483.45,  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 Carlson, Cohen, Marcus, O'Malley, and Wolff; voting No -- None.   Absent – Commissioners Crowley and Miller.  Motion carried.

COMMITTEE REPORTS

Parks and Recreation – Committee Chair Marcus reported that the Committee met on October 18. The Committee reviewed a letter from Charlotte Adelman regarding use of gasoline-powered landscaping equipment in the parks and other public properties. The Committee asked that staff continue to monitor use and continue the conservation practices already in place.

Commissioner Marcus stated that Lakefront Manager Betty Duguid reported that the Sailing Beach had closed on October 17th.  She noted that a total of 160 contracts have been received for winter storage. Recreation General Manager Kathy Bingham reported that the registration for winter programs is very strong. 

Commissioner Marcus further reported that at the meeting, staff presented the Committee with the Proposed Fiscal 2005 Corporate Fund Budget, and that there will be a few changes this coming year. The charge to District 39 to provide mowing services will be discontinued in exchange for additional free use of District 39 facilities.  A line item titled Transfer to Capital Projects Fund for $140,000 has been added as it has in all areas.  All capital expenditures for the Park District will now be paid from one location with contributions coming from all areas. Included in the proposed budget is the relocating of Elam Field at Community Playfield with the entire cost being covered by the Wilmette Baseball Association. Commissioner Marcus noted that the Committee asked that staff add the Vattmann tennis courts to the list of possible locations where a skateboard park might be constructed since the existing tennis courts cannot be rebuilt in the same configuration. The Committee agreed to recommend the budget as submitted.

Commissioner Marcus concluded his report by stating that staff reiterated the plans to relocate the Meskill Senior Center to the Mallinckrodt Building when construction is complete on the condominiums.  This would free up space at the Community Recreation Center to expand Fitness and develop new programs. He said that the Committee concurred with the plan, and noted that staff wants to make sure that some outdoor features are included in the new open space plans to enhance the Senior Center.

Golf Operations Committee – In Committee Chair Crowley’s absence, Commissioner Cohen reported on the meeting which was held on October 23rd.  She explained that after the general business was completed, the Committee held the annual users’ meeting.  Commissioner Cohen read the questions which were asked during the meeting.  Questions were asked regarding the work on #16, whether the course would be re-rated, when the new green on #18 will be open for play, if new fees will be established, when the new holes will be handicapped, and when and where the golf lottery will take place. Staff members and the Committee were able to respond to all the questions.  It was explained that the work on #16 was not yet complete and more improvements are planned; the course will be re-rated and the rating process will probably be completed in April; the new green on 18 should be open for play on Memorial Day; new fees will be a part of the budget review scheduled for the November Committee meeting; and the golf lottery date will be published in the next brochure and  the lottery will probably take place at the Community Recreation Center.

After concluding her report, Commissioner Cohen asked staff to provide a clubhouse construction update and to report on the new irrigation system. Superintendent Lambrecht reported that since there was quite a bit of rain last week, progress on the clubhouse construction was slowed down and is slightly behind target.  Time was lost because it was necessary to re-excavate due to the rain.  The excavation of footings began last week and the concrete contractor has begun forming for them.  The steel reinforcing materials were delivered and the steel workers are following right behind the formers placing the steel in the footings.  The first pours have taken place and foundation work has begun.  Superintendent Lambrecht noted that the demolition of the parking lot has taken place and most of the main body of the lot has been rough graded.  The site plumber is currently installing the new water service, which was tied into the new lines installed by the Village as part of the Fairway Drive project.  Both lines run to the clubhouse and one line continues on to tie into the maintenance facility. Superintendent Lambrecht stated that the electrical contractor is scheduled to be on site this week to run new conduit for the electrical service and will also run conduit for the parking lot lights.  He noted that the course may have to be closed at times due to the ongoing construction in the parking lot.  Superintendent Lambrecht added that the second bid package should be released very shortly and it is anticipated that the second set of bids will be ready for approval at the December Board meeting.

Director Porter reported that the since the irrigation project was started in August and weather conditions were excellent, there are just two holes to be completed.  Parts of the system have been activated and most of the irrigation work will be completed this fall.  The contractor will come back in the spring for some minor cleanup work. He stated that golf course staff has been very happy with the contractor.  Director Porter further noted that improvements on the 16th tee and green will be completed this fall, and the 18th green will probably be open by Memorial Day.  With regard to when the new clubhouse will be open, that will depend on weather conditions and what can be accomplished within the next two to three weeks. 

Commissioner Cohen thanked Director Porter and Superintendent Lambrecht for their reports.  She noted that the November Golf Operations Committee meeting has been rescheduled to the third Saturday in November due to the Thanksgiving holiday.  The meeting will feature the proposed 2005 golf budget.

Centennial Operations – Committee Chair Cohen reported that the Committee met immediately prior to the Board meeting.  She stated that she will give a report at the December Board meeting.

Financial Planning & Policy – In Committee Chair Miller’s absence, Commissioner O’Malley reported that the Committee met on October 25. The Committee reviewed the 2004 tax levy recommendation.  Staff explained that at least 20 days prior to enacting the tax levy ordinance, the Board must determine by resolution the amount of total tax that it estimates will be levied for 2004.  It was indicated that the Board may revise this tax estimate before the final tax levy ordinance is adopted at the December Board meeting. Commissioner O’Malley explained that the total tax reported in the Truth in Taxation Resolution includes the combined tax for those funds subject to the tax cap, which include the Corporate, Recreation, Liability Insurance, IMRF/Social Security, Audit and Security funds.  He noted that the Handicapped Recreation Fund is not subject to the tax cap.

Commissioner O’Malley reported that after review, the Committee recommended that the tax increase for those funds subject to the tax cap be limited to 1.9%, which is the tax cap limitation.  He explained that tax cap legislation limits the increase to five percent or the increase in the Consumer Price Index, whichever is less.  The 2003 CPI was 1.9%.  The recommendation for the Handicapped Recreation Fund is for a 45.6% increase. 

Director Porter explained that for the first time, the Handicapped Recreation Fund is exempt from the property tax cap. He stated that the State Legislature passed this exemption because of the uncertainties related to this fund.  The tax levy exemption may be used for participation in special recreation associations, special aides for participants who register directly into park district programs and for facility improvements to comply with the Americans with Disabilities Act.  Director Porter stated that there has been a rapid increase in the number of participants who register through the Wilmette Park District, but who need assistance to participate in the programs.  This is an area where the number of people and the amount of special assistance needed is unknown, and the Committee recommends that a tax levy sufficient to cover the Park District’s  NSSRA contribution and special aides be levied this year in excess of the tax cap. He noted that including all funds, there will be a 3.77% total increase in the tax levy.

Commissioner O’Malley moved and Commissioner Carlson seconded a motion to approve Resolution 2004-R-9, Truth in Taxation, as recommended by the Financial Planning & Policy Committee.

Director Porter noted that since the total tax levy increase is less than five percent, no public hearing on the tax levy will be required.

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

Commissioner O’Malley stated that the tax levy ordinance will be ready for adoption at the December Board meeting.

Commissioner O’Malley further reported that at the meeting, the Committee reviewed the proposed 2005 budgets for Bond and Interest and Special Revenue funds, which include Liability Insurance, IMRF/Social Security, Audit, Security and Handicapped Recreation.  He stated that the Committee reviewed the proposed budget for General Administration, including its five year capital plan.  The Committee recommended that in the five year capital plan, the amount budgeted for office remodeling be spread over a two to three year period beginning with the year 2006 through 2008.

Commissioner O’Malley added that staff presented a brief report on the preparation of the 2005 budget.  Staff is in the process of completing the facility budgets and consolidated results are still under review.  Preliminary estimates are still on target and the total surplus for the District should be well in excess of the budgeted amounts.  In answer to a question from the Committee regarding the financing of a skate park, staff reported that after consulting with bond counsel, it was determined that any remaining proceeds from the sale of the Mallinckrodt Building could be used for Park District capital projects.

DIRECTOR’S REPORT

Director Porter reported that the Halloween Happening, which took place on Halloween weekend, was very successful.  He noted that this is a family event which draws a crowd of about 500 participants.  There is a hay ride, scary sights, and a lot of fun and games.  Since its inception, the Halloween Happening has become very popular.  This year, the weather was perfect.  Director Porter commended all the staff who volunteered their time to plan and run the event.

Director Porter further reported that the Village Board approved the Zoning Board and Plan Commission Board recommendations regarding the Mallinckrodt building.  In addition, the Appearance Review Commission has issued an Appearance Review Certificate.  He noted that Pickus continues to work with the Village on building code and permit issues.  The transaction is on target to be completed in mid to late December, which is critical because of the taxable debt certificates for $4.5 million which come due on February 1, 2005.   He noted that the design for the master park plan is underway. 

Commissioner Marcus stated that the Parks and Recreation Committee plans to continue taking public input on the plans for the park.


NEW BUSINESS

Commissioner Carlson moved and Commissioner Marcus seconded a motion to appoint David Miller as Delegate and Terry Porter as Alternate  to represent the Wilmette Park District at the 2005 IAPD Annual Business Meeting on January 29, 2005.

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

Commissioner Carlson moved and Commissioner Cohen seconded a motion to adjourn to executive session for the purpose of the semi annual review of executive session minutes in accordance with Section 2(c)(21) of the Open Meetings Act.

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

The meeting was adjourned to executive session at 8:01 p.m.

The Regular Board Meeting was reconvened at 8:10 p.m.

Commissioner Marcus moved and Commissioner Carlson seconded a motion to release the minutes of the executive session of May 10, 2004 to the public.

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

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


Minutes approved on December 6, 2004