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, SEPTEMBER 14, 2009
______________________________________________________________________ 

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 O’Malley called the meeting to order at 7:33 p.m.

PRESENT: President Dennis O’Malley; Vice President James Brault; Commissioners James Crowley, Darrell Graham, David Miller, Michael Murdock, Henry Wolff; Secretary/Director Thomas Grisamore

ABSENT: None

STAFF: Superintendents Bingham, Bowen, Lambrecht, and Wilson; Communications Manager Shelagh Donoghue
 
APPROVAL OF MINUTES:

Commissioner Wolff moved and Commissioner Miller seconded a motion to approve the minutes of the August 10, 2009 Regular Board Meeting.

By a roll call vote, voting Yes – Commissioners Brault, Crowley, Graham, Miller, Murdock, O’Malley and Wolff; voting No -- None. Absent – None; Motion carried.

COMMUNICATIONS & CORRESPONDENCE: 

Commissioner Murdock reported he received some communication on the changes made to this season’s soccer program and this issue will be addressed later in the meeting.

RECOGNITION OF VISITORS:  None

APPROVAL OF VOUCHER LIST:

Commissioner Miller moved and Commissioner Murdock seconded a motion to approve the Voucher List in the amount of $1,720,752.16, 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, Crowley, Graham, Miller, Murdock, O’Malley and Wolff; voting No -- None. Absent – None; Motion carried.
 
COMMITTEE REPORTS:

Financial Planning & Policy Committee – Committee Chair Miller reported the Committee met this evening before the Board meeting. Discussion took place on the General Administration 2010 budget and on the finalization of the cell phone tower agreement with the fourth and final provider. Also discussed was a new bond which most likely will be issued next week under the guidelines provided under the Parameters Ordinance. This bond replaces the 2001 debt service bond and will be presented to the Board for official approval at the October meeting. The new bond should save the District approximately $273,000 on a present value basis.

Parks and Recreation – Commissioner Crowley reported the Committee did not meet since their last meeting but there are two motions on tonight’s Action List.

Commissioner Crowley moved and Commissioner Miller seconded a motion to approve the bid of West Flooring Company in the amount of $57,260.00 to remove, supply and install carpet and tile surfaces at the Community Recreation Center.

Superintendent Lambrecht reported the work will take place in the first floor hallways during the night and once the materials arrive, it should take approximately eight weeks to complete the project. Commissioner Murdock added that the work came in approximately 5% under budget. Director Grisamore stated there were five bids with a very large spread and the low bidder is being recommended.

By a roll call vote, voting Yes – Commissioners Brault, Crowley, Graham, Miller, Murdock, O’Malley and Wolff; voting No -- None. Absent – None; Motion carried.

Commissioner Crowley moved and Commissioner Miller seconded a motion to approve the bid of Elanar Construction Company in the amount of $65,382.25 for new curbs, concrete walks, landscaping, drainage, and site amenities at the Community Playfield and Shorewood Park playgrounds.

Director Grisamore noted that the reason the bid is lower than budget is that it actually represents just one component of the total bid. A total of $100,000 was budgeted for each operation and the bid came in at approximately 20% below budget for the total project. This is due to the fact that equipment is being purchased separately and that the cost of the poured-in-place surfacing is budgeted separately in the Handicapped Recreation Fund.

By a roll call vote, voting Yes – Commissioners Brault, Crowley, Graham, Miller, Murdock, O’Malley and Wolff; voting No -- None. Absent – None; Motion carried.

 
Golf Operations Committee – Committee Chair Graham reported the Committee met on Saturday, August 22. Under Communications and Correspondence, a very nice letter was received from Jeff Later thanking golf staff for helping a friend of his son’s who was a novice golfer. In addition, a letter was received from the UIC Department of Orthopedics thanking golf staff for helping to make their golf outing very successful. During the meeting, a few members raised some issues they had with the restaurant staff and this is currently being reviewed.

In regard to the care and maintenance of the course, discussion took place on ways to reduce the incidents of carts driving on the greens and tees and on repairing ball marks. Men’s Club President David Kritzler indicated he has enlisted his membership to help reduce and repair the ball marks. The USGA turf report was received and provided recommendations regarding winter kill on the 6th green and 7th tee and also included recommendations for purchasing some new equipment. The combined WGA/OGC Couples Outing will be held on September 20.

Golf rounds are down this year but revenue rounds are up. Revenue is also up 2.5% as of last month and combined with the reduction of expenses, the course is $130,000 ahead of last year. At this point, the Golf Fund should be able to make its capital contribution this year. 
 
Centennial Operations Committee – Committee Chair Brault reported the Committee met on Monday, August 24 and reviewed some improvements made at the facility. The new dehumidifier has been installed in the studio rink and has made a significant difference. The new scoreboards have been ordered for both ends of the rink and the structural steel beams have been sanded, rust-treated and repainted. At the pool through the end of July, passes were down about 5.25% and revenue is down about $16,000 overall as a result of the cold and wet weather during the summer. The number of lifeguards was increased this year with 50 additional guards signing up to help keep the pool open almost every day. Although it cost an additional $10,000 in labor to keep the facility open, staff and the Committee felt it would help next year’s season pass sales. Discussion also took place on the potential for platform tennis somewhere in the Village and this issue will continue to be discussed over the next few meetings.

Commissioner Murdock stated he received some concerns from patrons on how early the pool had closed in previous years and he believes staff did a great job of hiring and retaining the guards through the end of this season. Unfortunately, the weather did not cooperate this year but it was an excellent effort and hopefully one that will work out well for us next year. 
 
DIRECTOR’S REPORT:

Director Grisamore informed the Board that the Student Government program is starting again and the counterparts from St. Francis Xavier School will be attending the October Board meeting where they will meet their counterparts and be sworn in. Staff will be working with them during the month of October in preparation for their Mock Board meeting in early November. A notice will be included in the October Board Packet reminding everyone to please be in the Council Chambers at 7 pm if possible to meet with their counterparts before the Board meeting.

Director Grisamore asked Superintendent Bingham to address the Board and describe the changes made to the soccer program this year. Superintendent Bingham explained that the switch to small-sided soccer was a big change but overall has been very well received. No changes were made to those children playing soccer in grades 4-8 but those children in grades K-3 experienced the most changes. In the Kindergarten group, only four children per team play at one time. As a result, it is great to see that all players get a chance to handle the ball more frequently than in the past. There was a bit of shuffling around in the 2nd and 3rd grade levels. Before the season began, there were some 2nd grade coaches who felt that since these children played in the spring with a goalie they should continue to play with one in the fall. However, it turned out that nobody could score since the goals were smaller than last year. After discussions with coaches and staff, it was decided to remove the goalies so each player’s success rate would increase. Those in the 3rd grade level do play with a goalie but it was discovered the goals were too small so after some research, staff purchased goals that are more size-appropriate.

As mentioned in Bill Lambrecht’s report, one difficulty has been the fact that there is no building available to store all of the soccer equipment. His staff has actually been hauling the equipment back and forth from West Park every Saturday and Recreation staff is very appreciative of their help. Overall, the changes made have been positive. The number of players is slightly down from last year when there were 1,665 players compared to this year’s total of 1,553. Commissioner Murdock added that there have been some conversations with the Village’s Community Development Department about building an additional structure for storage and Bill Lambrecht has been working very diligently on the zoning issues so hopefully everything will be resolved.

Director Grisamore commented on the vandalism experienced this summer, especially toward the end of the season. The damage occurred at Mallinckrodt in July when the HVAC unit was damaged and in August some shingles were removed from the roof of the gazebo, covers were moved from the electrical outlets and some of the lighting was vandalized. Over the Labor Day weekend, the men’s washroom at Lakeview Center was damaged and a fire was set with an accelerant on the surface of the Forest Park tot lot which spread to the retaining wall. The cost of the damage at Forest Park is estimated to be $4,000. Police reports on all of these incidents have been filed and we encourage anyone who witnesses this type of activity to report it to the police department immediately since these acts of vandalism cost taxpayers money.

UNFINISHED BUSINESS:  None


NEW BUSINESS: 

Commissioner Miller moved and Commissioner Wolff seconded a motion to approve Resolution 2009-R-13, A RESOLUTION AUTHORIZING INTERVENTION IN A PENDING PROPERTY TAX ASSESSMENT APPEAL (GER Wilmette, LLC).

By a roll call vote, voting Yes – Commissioners Brault, Crowley, Graham, Miller, Murdock, O’Malley and Wolff; voting No -- None. Absent – None; Motion carried.

Commissioner Miller moved and Commissioner Wolff seconded a motion to approve Resolution 2009-R-14, A RESOLUTION AUTHORIZING INTERVENTION IN PROPERTY TAX ASSESSMENT APPEALS.

Director Grisamore explained that because of a situation involving a recent tax assessment appeal which was considered to be a late filing by the Property Tax Appeal Board (PTAB), the law firm of Robbins Schwartz, who handles these cases for us and our partner taxing districts, recommended the passage of a Blanket Resolution by each entity. The purpose of this resolution is that even if there was a late filing of a specific appeal by a taxing district, they would still be able to approve their participation in the PTAB appeal process via email or other means.

Commissioner Brault felt that if we move forward with this resolution, language would need to be added stating that the law firm has written authorization from the Executive Director and that there would be a time limit on the resolution. After additional discussion, Director Grisamore recommended that since this Resolution does not preclude us from continuing in the property tax appeal process, the motion to approve the resolution could be tabled until the next Board meeting. Director Grisamore also indicated he would follow-up to determine if there would be a problem with adding specific language to the resolution.

 
Commissioner O’Malley moved and Commissioner Murdock seconded a motion to table the motion until next month’s Park Board meeting.

By a roll call vote, voting Yes – Commissioners Brault, Crowley, Graham, Miller, Murdock, O’Malley and Wolff; voting No -- None. Absent – None; Motion tabled.

President O’Malley moved and Commissioner Brault seconded a motion to adjourn to Executive Session for the purposes of review, approval, or release of minutes previously closed under the Open Meetings Act and for approval of the destruction of the verbatim audiotape of a closed session of the Board of Park Commissioners which took place not less than 18 months previously in accordance with Section 2(c)(21) of the Open Meetings Act and for discussion of the purchase of real property for the use of the District in accordance with Section 2(c)(5) of the Open Meetings Act.

By a roll call vote, voting Yes – Commissioners Brault, Crowley, Graham, Miller, Murdock, O’Malley and Wolff; voting No -- None. Absent – None; Motion carried.

The meeting adjourned to executive session at 7:55 pm.

The Regular Board Meeting was reconvened at 8:42 pm.
 
Commissioner Miller moved and Commissioner Wolff seconded a motion to approve the minutes of the Executive Session of August 10, 2009.

By a roll call vote, voting Yes – Commissioners Brault, Crowley, Graham, Miller, Murdock, O’Malley and Wolff; voting No -- None. Absent – None; Motion carried.

Commissioner Miller moved and Commissioner Murdock seconded a motion to approve the destruction of the verbatim audio recording of the closed session of the Board of Park Commissioners of the Wilmette Park District held on April 14, 2008 having first been determined by the Park Board that not less than 18 months have expired since the completion of the closed session, recorded, and minutes of the closed session meeting the requirements of subsection 2.06(a) of the Open Meetings Act have been approved by the Park Board, all in accordance with the applicable provisions of the Open Meetings Act.

By a roll call vote, voting Yes – Commissioners Brault, Crowley, Graham, Miller, Murdock, O’Malley and Wolff; voting No -- None. Absent – None; Motion carried.

 

There being no further business to conduct, the meeting was adjourned at  8:45 pm.


MINUTES APPROVED AT SPECIAL BOARD MEETING
ON OCTOBER 5, 2009.