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, JANUARY 11, 2010
______________________________________________________________________ 

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 7:31 p.m.

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

ABSENT: Commissioner James Crowley

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 December 7, 2009 Regular Board Meeting.

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

Commissioner Miller moved and Commissioner Wolff seconded a motion to approve the minutes of the December 14, 2009 Administration Committee Meeting.

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

COMMUNICATIONS & CORRESPONDENCE

Commissioner Murdock indicated staff will be addressing the Board under the Parks & Recreation Committee portion of the meeting on the changes made to the District’s basketball program and also provide an update on the outdoor ice skating rinks. Commissioner Murdock stated he also received positive comments on the changes made at the Community Recreation Center over the holidays which included the new hallway carpeting and the refinished gym floor and thanked staff for their efforts.

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 $2,647,882.99, 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, Graham, Miller, Murdock, O’Malley and Wolff; voting No -- None. Absent – Commissioner Crowley. Motion carried.

COMMITTEE REPORTS:

Financial Planning & Policy Committee 

Public Hearing re: Budget & Appropriations Ordinance  

President O’Malley called to order a public hearing regarding Ordinance 2010-O-1, the Budget and Appropriations Ordinance.

There were no questions or requests to comment.

President O’Malley closed the public hearing.

Commissioner Miller moved and Commissioner Brault seconded a motion to approve Ordinance 2010-O-1, AN ORDINANCE MAKING A COMBINED ANNUAL BUDGET AND APPROPRIATION OF FUNDS FOR THE WILMETTE PARK DISTRICT FOR THE FISCAL YEAR BEGINNING JANUARY 1, 2010 AND ENDING DECEMBER 31, 2010 as recommended by the Financial Planning & Policy Committee.

President O’Malley stated this ordinance comprises the District’s annual operating budget which was reviewed by the Board at the Administration Committee meeting on December 14, 2009. Director Grisamore reported the total overall budget for 2010 consists of approximately $21,922,000 in operating revenue with a surplus of $1,920,975 which will fully fund our capital expenditures of $1,840,000. There are no fee increases for Fiscal Year 2010 and our tax levy was flat as well.

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

Committee Chair Miller reported that in addition to the Budget & Appropriations Ordinance, the Committee discussed extending the contract with Lauterbach & Amen who have been the District’s auditors for the past three years. The Committee plans to make a recommendation to the Board in February for a vote on whether to extend their contract. Their fees have come down in price from what we previously paid with a small escalation in fees for years two and three of the contract. Commissioner Miller congratulated Steve Wilson and his staff for achieving the Excellence in Financial Reporting award for the second year in a row. This recognition in governmental accounting and financial reporting was for Fiscal Year 2008.

Parks & Recreation Committee  – Commissioner Graham reported the Committee met on December 21 and reviewed park usage and ways in which expenses could be reduced, especially at Langdon Park and the Sailing Beach. It was concluded that because of the very light usage at Langdon Park, staffing would be reduced while children were in school. In addition, the Sailing Beach will be returning to the 2008 opening date in May and closing date in October. In 2009, the sailing season was extended by opening up earlier and closing a bit later. However, usage was slight and it hampered staff in terms of closing the beach which ended up costing more money. Discussion also took place on the sailing program and on ways to enhance it. Lakeview Center received some housecleaning and painting and looks very nice. Also discussed at the meeting were the changes made to the basketball program and Commissioner Graham asked Superintendent Bingham to provide the Board with a description of these changes.

Superintendent Bingham explained the District has two leagues – Saturday and Sunday Basketball. The Sunday league consists of our younger players and staff has seen an increase in participants each year. In 2008, the program had 250 children enrolled and as of today the total is up to 426. In 2009, the first graders participated in two weeks of instruction with our staff followed by two weeks of practice with their coaches and then six weeks of game play. The second and third graders participated in one week of instruction followed by two weeks of practice with the coaches and seven weeks of games. The first and second graders played using eight-foot rims and the third graders used ten-foot rims.

Changes were made this year due to comments received indicating they wanted to start playing games right away and felt that six weeks was not enough time for the younger children. So changes were made and now all children in grades 1-3 practice with their coaches for the first two weeks and then play games for eight weeks. At the end of last season, Commissioner Murdock asked staff to look into the height of the rims for third graders which resulted in discovering we were the only league having third graders play on the ten-foot rims. As a result, this year all third-grade level children are playing with the eight-foot rims. Overall, the changes seem to be working out nicely. In addition, the referees are now being asked to explain the reason for when a foul is called which helps the players to learn from their mistakes.
The Saturday Basketball program in 2004 had 970 players and that number has dropped over the last several years most likely due to the growth of the travel basketball program. No changes are being made to the content this year but some gym space was added to provide the coaches with better playing times. The District is also experimenting this year with our own travel league by taking over the operation of the Wilmette Storm which is comprised of fourth and fifth graders with sixth graders being added next year. The program is overseen by Steve Duman and has received a good response with only a few players needing to be cut but who are still able to play in the Saturday league. The program began in September and will continue through early March. The District still offers the Holiday Tournament for the Saturday Basketball program which provides an opportunity for the children to play before the season starts.

Superintendent Lambrecht updated the Board on the outdoor ice rink conditions and the process involved in maintaining them. Parks staff began building outdoor ice the week before Christmas and worked 12-hour shifts to achieve base ice by the beginning of the week of Christmas. However, due to the rain and relatively high temperatures, that ice was lost and the crew had to wait to start flooding the ground again until after Christmas. The crew worked two shifts around the clock building ice which resulted in useable ice by the following Sunday. Currently the rinks at Gillson Park, Mallinckrodt and West Park are useable. The crew typically does two or three coats in the morning to maintain the ice and then continue to monitor the temperatures. The ice needs to be about 2.5 inches deep since it has to be strong enough to hold a truck. Commissioner Graham thanked Superintendent Lambrecht and commented that he was in Gillson Park recently and was pleased to see people enjoying themselves on the ice. Superintendent Lambrecht added that the cut-off date for maintaining outdoor ice is usually February 1 although last year was the longest season for outdoor ice ever recorded.

Golf Operations Committee – Committee Chair Graham reported the Committee did not meet last month and the next meeting is currently scheduled for January 23 but may be cancelled.

Centennial Operations Committee – Committee Chair Brault reported the Centennial Operations Committee met on December 21 and three primary issues were discussed. The first issue was the paddle tennis surveys sent to all registered households which resulted in approximately 700 responses. Almost two-thirds of the respondents indicated they would support the construction of a paddle facility but two-thirds also stated they would not be interested in paying $400 per season to join. Further study is needed and the question on cost could have been a bit broader to delineate whether or not it was inclusive of the court usage fee or not. A number of comments were also submitted with these surveys and the Committee will be reviewing those at its January 25th meeting.

Secondly, the Committee discussed the issue of setting a minimum pay amount for our summer facility employees who when the weather turns inclement are asked to go home or who are called at home to not come in at all. Staff very strongly recommended that a policy such as this should not be pursued due to the numerous times this occurred last year due to the weather. The Committee agreed to review this topic again next year and the current policy will be kept in place for now.

The third issue centered on a potential serious problem at the ice rink. There is a leak in the Freon system which cools the coils that makes the ice. Staff will be investigating this leak in the upcoming season and as a result the Ice Show is being moved up a week. It is also likely that the facility will be closed for five weeks when the ice will be taken down in order to determinate possible damage and the full extent of the leak. This could potentially be a very expensive process depending on the underlying issue.


DIRECTOR’S REPORT:

Director Grisamore stated our mid-winter resident registration was held last week Tuesday and it was very successful. In the course of the first two hours, 84% registered online. By the end of the day, online registration accounted for 74% of those who registered. Tomorrow is the first day for summer camp registration as well as the non-resident mid-winter registration which should be the busiest day staff will experience with the new RecTrac registration system so far. 
 

UNFINISHED BUSINESS:  None


NEW BUSINESS:  None

Commissioner O’Malley moved and Commissioner Miller seconded a motion to adjourn to Executive Session for discussion of the employment of a specific employee of the District in accordance with Section 2(c)(1) and for the 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, Graham, Miller, Murdock, O’Malley and Wolff; voting No -- None. Absent – Commissioner Crowley; Motion carried.

The meeting adjourned to executive session at  7:50 pm.

The Regular Board Meeting was reconvened at 9:05 pm.
 
Commissioner Miller moved and Commissioner Brault seconded a motion to approve the minutes of the Executive Session of October 12, 2009.

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

There being no further business to conduct, the meeting was adjourned at  9:07 pm.
 


MINUTES APPROVED ON FEBRUARY 8, 2010.