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, DECEMBER 8, 2003

 

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

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

ABSENT: Commissioner Jim Crowley

VISITORS: Superintendent Bill Lambrecht

APPROVAL OF MINUTES: Commissioner Wolff moved and Commissioner Cohen seconded a motion to approve the minutes of the November 10, 2003 Regular Board Meeting.

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

 

COMMUNICATIONS & CORRESPONDENCE:

President Marcus acknowledged receipt of the following:

. . . Letter dated November 25, 2003 from Julie Yusim, Executive Director, Wilmette Chamber of Commerce expressing appreciation for the Park District’s support of the 2003 Holiday Parade and for Superintendent Lambrecht’s participation on the Parade Committee.

. . . Letter dated November 26, 2003 from Steven R. Greenberg, 330 Beverly Drive asking the Park District to take over operation of Wilmette Harbor.

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

. . . IAPD Legislative Update dated November 25, 2003 announcing the passage of Illinois Senate Bills allowing park districts to increase revenues for programs to serve the disabled.

 

APPROVAL OF VOUCHER LIST:

Commissioner Miller moved and Commissioner Carlson seconded a motion to approve the Voucher List in the amount of $800,819.63, 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, Miller, O'Malley, and Wolff; voting No -- None. Absent -- Commissioner Crowley. Motion carried.

 

COMMITTEE REPORTS:

Parks and Recreation:  Committee Chair Carlson reported that the Committee met on November 17th. At that time, the Committee reviewed the 2003 Summer Camp Report. Staff reported that one area of concern is keeping staff through the entire eight week camp program, and they are evaluating options to offer incentives to keep counselors on hand through the primary camp sessions. For the most part, the evaluation of the 2003 summer camp programs was very positive.

Commissioner Carlson further reported that the Committee discussed lower than expected revenue from outdoor venues last summer, in part due to the numerous mandatory beach closings and marginal weather conditions. In addition, there was a drop-off at fitness and increased utility costs which resulted in staff’s reduction in unnecessary expenses and freezing of all capital expenditures. For the 2004 budget, staff has also frozen salaries for all part time and seasonal employees, limited the increases for full time employees to two percent, and deferred all capital expenditures. With reference to the 2003 Lakefront Report, there was extensive discussion regarding the beach closings and staff’s efforts to have the Village perform tests on a daily basis using a new "same day" test for bacteria levels rather than the procedure used last summer, which the State admits is "flawed."

The Committee also reviewed the proposed 2004 Lakefront Budget. Staff noted that security expenses that relate directly to security issues for Lakefront operations have been relocated from the Police Security Fund to the Lakefront Budget. It was explained that the tax cap has necessitated the reduction of tax revenue in the Security Fund so that the revenues can be redistributed to other taxing funds.

Commissioner Carlson also noted that during the review of the 2004 Handicapped Recreation Fund, staff explained that the NSSRA contributions line item identified the contribution that the Park District makes annually to help offset the operating expenses of NSSRA for their programs. The costs for the Park District to supply aides for the "inclusion" process have caused the expenses to exceed the NSSRA contributions. She noted that a bill allowing park districts to exclude the Handicapped Recreation Fund from the tax cap has just passed in the Illinois legislature after overturning the Governor’s veto.

Commissioner Wolff moved and Commissioner Carlson seconded a motion to approve the proposed 2004 Lakefront Sailing Fees as recommended by the Parks and Recreation Committee.

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

Commissioner Carlson moved and Commissioner Wolff seconded a motion to approve the proposed 2004 Lakefront Swimming fees as recommended by the Parks and Recreation Committee.

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

Commissioner Carlson moved and Commissioner Wolff seconded a motion to approve the proposed 2004 Recreation Program fees as recommended by the Parks and Recreation Committee.

Commissioner Carlson noted that recreation program fees were raised an average of two percent across the board. However, it was determined not to raise fitness membership fees in an attempt to bring new members into the facility and to bring back some former members. Staff is looking at options to actually decrease some of the student and senior memberships.

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

 

Golf/Restaurant Operations: In Committee Chair Crowley’s absence, Commissioner O’Malley reported that the Golf/Restaurant Operations Committee met on November 24th. The Committee reviewed the 2003 Golf Report and agreed with staff’s recommendation to retain the 70 round cap for unlimited fees and to institute a Platinum Membership which would allow for unlimited rounds of golf at a fee of $1,300. The Membership fee with a 70 round cap will remain at $1,000. It was also agreed to continue to end league play and weekend reserved time at the end of August, to continue to implement a discount program for driving range use, and to continue to allot three days per week to the Women’s Leagues. Commissioner O’Malley also reported that allowing small outings of 8 to 16 players during non-busy times was successful last season and the practice will continue next season. It was also agreed to continue to allow large outings on days other than Mondays in early May and late September and to close the course for a day or two after Labor Day for course maintenance.

Commissioner O’Malley further reported that the Committee reviewed a staff recommendation regarding modification of the configuration of the course. Based on positive feedback from golfers, the Committee approved the layout which was tested this fall.

Commissioner O’Malley moved and Commissioner Cohen seconded a motion to approve the proposed 2004 Golf Fees as recommended by the Golf/Restaurant Operations Committee.

 

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

Director Porter asked Superintendent Lambrecht to update the Board on the status of the golf course clubhouse damage claim.

Superintendent Lambrecht explained that the insurance company’s building damage consultant is working on the schematic plans for the clubhouse, including what was lost in the fire. A structural consultant examined the entire building to access what is left and to determine what upgrades might be needed to reoccupy the remaining portions. He stated that he had sent the consultant copies of the reports from the Village’s code consultants regarding structural, ADA compliance, and life safety issues. Superintendent Lambrecht stated that they anticipate that there will be a meeting within the next two weeks to review the final scope of the plans so that pricing may begin. He feels that revised estimates should be ready in early January. At that point, W.B. Olson, the Park District’s construction manager advisor, will develop estimates based on the plans, and final negotiations will proceed.

Director Porter noted that the insurance company’s obligation is to replace the value of what was destroyed. From their perspective, they will give the Park District enough funds to build a Class D, frame facility which will meet the current building and accessibility codes. Once the claim is settled, the Park District will have the ability to do whatever is decided regarding a replacement for the damaged clubhouse.

 

Centennial Operations: Committee Chair Cohen reported that the Committee met on November 12th. The Committee began finalizing the budget process. She noted that 2003 was a very difficult year economically for the Centennial facilities for various reasons as discussed earlier in the meeting.

Commissioner Cohen moved and Commissioner Miller seconded a motion to approve the proposed 2004 Centennial Tennis fees as recommended by the Centennial Operations Committee.

Commissioner Cohen explained that the there is a two percent increase in lesson fees to cover inflation. There is also a moratorium on all capital expenditures, a freeze on seasonal, short-term employees’ pay rates, and a two percent limit on full time and year round part time employees’ salaries. She noted that the Committee asked staff to investigate ways to better market and expand sales in the pro shop.

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

Commissioner Cohen further reported that the Committee reviewed and complimented staff on the 2003 Pool Report. Discussion was held on the current policy of closing the pool when the temperature goes below 68 degrees or attendance drops below 15 people. It was agreed to close the pool when the temperature falls below 66 degrees with the exception of the 50 meter pool which will be kept open so that lap/fitness swimmers can continue to swim unless dangerous conditions exist.

Commissioner Cohen also noted that the Committee discussed the problem of pool patrons who do not bring their passes and desire admittance. Last year, staff looked up these individuals in the computer on a temporary basis to verify their membership, which was time consuming and encouraged patrons not to bring their passes. After mid-July, people without passes were charged daily admission fees which caused an extremely negative reaction from some individuals. After discussion, the Committee agreed with staff’s recommendation that next season, there will be a $3.00 look-up fee with a maximum of $12.00 per family. Hopefully, this will encourage those who forget their passes to remember them the next time they visit the pool.

Commissioner Cohen moved and Commissioner Miller seconded a motion to approve the proposed 2004 Centennial Pool fees as recommended by the Centennial Operations Committee.

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

Commissioner Cohen reported that the Committee also reviewed the proposed 2004 Ice budget. Lengthy discussion was held on the substantial increases in utility and insurance costs over the past two years and on the proposed fee increase in the main rink rental rate. Superintendent Grisamore explained that the facility had not generated a surplus for the last three years since the rink underwent a major renovation in the construction-shortened 2001 season. He noted that while salary expense had actually decreased over the past two years and is budgeted to decrease in 2004, the insurance/utility expense had increased almost $70,000, which put the facility into a deficit. It was noted that the Glenview rink currently charges $220 per hour for ice time, and will probably be raising that rate to $230 per hour as opposed to Centennial’s rate of $200 per hour, and that there are some rinks in neighboring areas which charge up to $330 per hour. It was agreed that the Centennial rate will be increased to $230 per hour, effective spring of 2004. Commissioner O’Malley requested that staff attempt to find some add-on benefit to help soften the blow to Wilmette Hockey, which is the Park District’s major user. Commissioner O’Malley also noted that there is a need for a second scoreboard in the main rink. Since there is a freeze in capital expenditures for next fiscal year, it would not be possible for the Park District to purchase another scoreboard. Commissioner O’Malley felt that the Wilmette Hockey Association might be interested in donating the scoreboard if the Park District would allow the scoreboard to read "Home of Wilmette Hockey". Staff had a favorable response to this suggestion.

Commissioner Cohen moved and Commissioner O’Malley seconded a motion to approve the proposed 2004 Centennial Ice fees as recommended by the Centennial Operations Committee.

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

 

Financial Planning & Policy: Committee Chair Miller reported that the Committee met on November 10th to review fund balances and the tax levy.

 

Public Hearing re: 2003 Tax Levy

President Marcus called to order a public hearing regarding the 2003 Tax Levy.

There were no requests to address the Board.

Commissioner Miller moved and Commissioner Carlson seconded a motion to close the public hearing regarding the 2003 Tax Levy.

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

 

Commissioner Miller moved and Commissioner Carlson seconded a motion to approve Ordinance 2003-O-8, AN ORDINANCE LEVYING AND ASSESSING THE TAXES OF THE WILMETTE PARK DISTRICT FOR 2003 as recommended by the Financial Planning & Policy Committee.

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

 

MALLINCKRODT PROPERTY:

Director Porter stated that he and the Park District attorney met with the Village’s staff and attorney regarding the procedure for selling the Mallinckrodt Building to the Village for sale to Oculus/Pickus. The Village Attorney is in the process of working up an agreement between the Village and Oculus/Pickus.

Director Porter noted that there is an issue under discussion of what additional storm water detention, if any, would be required as a result of the current MWRD codes. Also, there is a question of whether underground parking would cause additional water detention needs. Director Porter stated that the water detention issue is not seen as a major obstacle by Gewalt-Hamilton, the engineering firm which has been looking into this matter.

Director Porter also reported that the $2 million DNR Open Lands Grant has been reinstated into the State of Illinois 2004 budget. In response to a question from Commissioner Wolff, Director Porter explained that the area of approximately 5 acres of land being set aside for this grant can be used for recreational purposes, including athletic fields if the Board so desires. No permanent structure is allowed.

 

DIRECTOR’S REPORT:

Director Porter reported that the Loyola Metro Hockey Tournament was held over Thanksgiving weekend and was very successful. He noted that this tournament has had a good record of youth participation and excellent adult supervision. The games take place mostly during daytime hours and the behavior has been exemplary, a model of what high school athletics should be.

 

NEW BUSINESS:

Commissioner Carlson moved and Commissioner Cohen seconded a motion to approve the bid of Quality Janitorial & Maintenance, Arlington Heights, IL in the amount of $166,605.00 to provide cleaning and maintenance services for 2004 at Park District facilities.

Director Porter explained that the current contract for custodial services expires at the end of the year. Staff recommends acceptance of the bid of the low bidder.

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

 

Director Porter explained that now that the budgets are complete, the Board will schedule a budget workshop prior to the adoption of the Budget & Appropriations Ordinance. He noted that by law, the Budget & Appropriations Ordinance must be adopted within the first 90 days of the fiscal year. However, it has been the Board’s practice to adopt the Budget and Appropriations Ordinance well in advance of the statutory deadline. The goal is to have the budget workshop completed in time to adopt the Budget & Appropriations Ordinance at the January 12, 2004 Board Meeting. After discussion, the Board agreed to schedule a Committee-of-the-Whole meeting at 5:30 p.m. on Monday, January 12, 2004 to conduct a Budget Workshop.

Commissioner O’Malley moved and Commissioner Wolff seconded a motion to approve the 2004 Board Meeting Schedule as follows: January 12, February 9, March 8, April 12, May 10, June 14, July 12, August 9, September 13, October 11, November 8, December 6 with the Annual Meeting to be held on April 12 immediately following the Regular Board Meeting.

It was noted that the only change in the regularly scheduled dates was moving the December meeting to the first Monday of the month.

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

 

President Marcus read the following letter.

Dear Board Members:

I have had the honor and pleasure of serving as president of the Board of Park Commissioners for the past two and a half years. This has been a most interesting and rewarding period in my life, and I thank my fellow commissioners for having given me this opportunity. As I indicated at the November meeting, I am running for judge in the 9th sub circuit of the Circuit Court of Cook County in the March primary election in addition to operating my law practice. Due to the additional time I will have to dedicate to this effort, it will no longer be possible for me to continue with my obligations as president of the Board of Park Commissioners. Therefore, I feel that it is in the best interests of the Park District that I resign my position as Board President. I intend to remain as a commissioner and will continue to work with the Board and staff on our mission to provide excellent services and facilities to our community.

I thank the commissioners and the entire Park District staff for all their help and the support I have received during my tenure as president. I take great satisfaction in the achievements of the Park Board and staff, and I am very proud of the Wilmette Park District.

Sincerely,

Richard H. Marcus

 

President Marcus then entertained nominations for the office of president.

Commissioner Miller nominated Commissioner Wolff for the office of President of the Board of Park Commissioners.

Commissioner Miller moved and Commissioner Carlson seconded a motion that nominations be closed and that Commissioner Henry Wolff be unanimously elected to the office of President of the Board of Park Commissioners.

By a voice vote, voting Yes - All; voting No - None. Absent -- Commissioner Crowley. Motion carried.

 

President Wolff took his place at the dais and thanked Commissioner Marcus for his excellent work as president of the Board for the past two and a half years.

President Wolff entertained nominations for the office of Vice President.

Commissioner Marcus nominated Commissioner Miller for the office of Vice President of the Board of Park Commissioners.

Commissioner Cohen moved and Commissioner O’Malley seconded a motion that nominations be closed and that Commissioner David Miller be unanimously elected to the office of Vice President of the Board of Park Commissioners.

By a voice vote, voting Yes - All; voting No - None. Absent -- Commissioner Crowley. Motion carried.

There being no further business to conduct, the meeting was adjourned at 8:20 p.m.

 

 

Minutes approved on January 12, 2004