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, MARCH 8, 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 7:30 p.m.

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

ABSENT: None

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

Commissioner Crowley moved and Commissioner Miller seconded a motion to approve the minutes of the February 8, 2010 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

… Letter from Park District Attorney Charlene Holtz congratulating Kathy Bingham and Jeff Bowen for correctly answering questions during her workshop at the IPRA Conference in January. As a result, Charlene made a donation to the Park District’s Family Scholarship Fund.

… E-mail from Mike Selep, Interim CEO of IPRA, thanking the Board for the opportunity to talk about the Agency Showcase Award the District won at the IPRA Conference.

… E-mail from John Adler announcing the Village of Wilmette will be hosting a Community Workshop for the Village Center Master Plan on Thursday, March 11 at 6:30 pm in the Village Hall Council Chambers.

… E-mail from Nan Hoff of Go Green Wilmette inviting the Board to attend the 4th Annual Green Fair on March 14, from 1-4 pm at the Women’s Club of Wilmette.

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 $1,139,506.36, 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 did not meet this evening but will be meeting next week Monday, March 15.

Parks & Recreation Committee – Commissioner Crowley reported the Committee met on February 15 and also before tonight’s meeting. The Lakefront and Recreation operations are currently hiring for summer staff at the facilities and those interested in part-time summer employment should contact the District soon. The Committee also discussed the Lakefront Plan and reviewed a timeline provided by Superintendent Lambrecht detailing some of the items in the second phase of the study including the formation of the Lakefront Commission. Camp registration numbers look very good and camps should do well this summer. Commissioner Brault asked for an update on the tennis court renovation at Locust Park. Superintendent Lambrecht stated the bids will be opened in two weeks and the plan is to begin and finish the project by the end of the first week in June. All six courts will be rebuilt. Bill consulted with Tennis staff who also spoke with the various user groups. Director Grisamore added that the user groups were very understanding and were well aware the courts need to be rebuilt. They are also pleased that the courts will be completed early in the season.

Golf Operations Committee – Committee Chair Graham reported the Committee met on February 27. The 2010 Golf budget was reviewed and staff anticipates an increase in revenue and a decrease in costs this year. Memberships for lottery times are down slightly with 58 compared to 61 last year. The membership lottery for Unlimited times will be held on Tuesday, March 9, at 6 pm. The Al McLean Junior Tournament is scheduled for June 9 and the Family Golf Outing is currently scheduled for July 18. At the next Committee meeting, there will be a demonstration of the new GolfTrac software which is currently being tested to make sure it is working correctly.

Centennial Operations Committee – Committee Chair Brault reported the Committee met on Monday, February 22 and four major items were discussed. The tennis lottery court time registration is open through Monday, April 5. The ice rink will be closing in June to review the Freon system issue. Staff believes there is a leak so the ice rink will shut down and be closed for at least a couple of weeks. Also discussed was the Virginia Graeme Baker Act (VGBA) and what it will mean to the pool in terms of drainage.

In regard to the VGBA, Superintendent Lambrecht reported he has been working closely with the architect and engineers since last week. The District received a copy of the revisions from IDPH and found some variances that could provide some opportunities to not have to do extensive work. However, there are problems with some portions of the code conflicting with other portions. As a result, staff is trying to obtain a determination from IDPH on what changes they will actually accept. The architect and the engineers are currently preparing the plans for submission to IPDH. The District is in the same boat as all other aquatic facilities and all have the same questions regarding the regulations. Staff believes that IDPH will grant the same continuations as they did last year so long as we show intent to prepare the plans and working drawings. In that case, we can wait until fall to do the work. If IDPH approves our new concept, much of the work could be done before the summer. With the new language being added, we could potentially see some substantial cost savings from not having to cut out the bottom of all our pools. However, we are still trying to determine if IDPH agrees with our interpretation of the new rules.

Superintendent Lambrecht felt that he currently does not believe the new rules will impact our scheduled opening of the pool. Commissioner Brault added that the requirements keep on changing and with the conflicting rules between the agencies, it is impossible to do anything. Staff will continue to monitor the situation.

Commissioner Brault stated the fourth issue discussed was the draft of the Paddle Tennis Report which was distributed to the Board and is now considered a public document. The report researched the activity itself and looked into the potential cost of construction in terms of building the courts as well as a potential warming hut. It did not go into nor were potential locations explored in detail. The Committee felt that at this point the report should be submitted to the Board for review. Commissioner Miller questioned why the study was prepared by the Centennial Operations Committee rather than a committee such as Parks & Recreation or a special committee since it is unusual for a committee to conduct a study on a structure which would not be located at that facility. Commissioner Brault suggested that an independent committee be established. President O’Malley stated that for now the Board should review the study for discussion at the next meeting and then at that point determine how to proceed.

Additional discussion followed on the closing of the ice rink. Director Grisamore the rink will be closed immediately after the Ice Show from the last half of May and into the beginning of June. Staff is allowing four weeks to complete whatever repairs need to be done before the summer competitive and camp programs begin. Commissioner Brault added it is not known exactly where the leak is located but it is thought to be on the south end all the way up to the perimeter of the boards. Director Grisamore stated nothing can be seen on the ice but staff became aware of it because a large amount of Freon unexpectantly needed to be replaced over Thanksgiving. Bill’s crew has drilled holes along each end of the rink and testing will continue to determine if an area can be isolated where a leak might be found. However, it is known the leak is not on the ice itself but on the outside. If by drilling the holes an area can be isolated, then the leak is probably attached to the header on the end which would involve cutting out and removing the concrete in that area, removing the sand and making whatever repairs are needed. If it turns out to be on both ends, the work would involve a lot of cutting in terms of taking out the concrete. This was the best option staff came up with to be able to get through another year. After that, staff would then be looking at what types of permanent repairs would be needed. At this point, the only cost has been for the Freon but whether we do it ourselves with jackhammers or hire a company to do the cutting – which is staff’s preference – there will be a cost associated with that. We also might need to have one of our refrigeration people working with us which would result in additional costs.

Commissioner Brault added if the leak is due to a failure of the system, it would mean replacing the entire refrigeration system which is very significant expenditure. Director Grisamore added that once the rink is opened and if it turns out to be a recurring problem, we could make the repairs necessary to get through the year and then have the repairs made over the summer instead. At any rate, there will be a major capital expenditure coming within the next few years.

DIRECTOR’S REPORT:

Director Grisamore stated the League of Women Voters is once again sponsoring their State of the Village Dinner on April 15 at 6:30 pm at Lakeview Center. He will be attending along with President O’Malley. If anyone else would like to attend, please let him know. The event consists of dinner followed by the presidents of the various Wilmette boards who will be providing updates on their areas. He and Commissioner Miller attended two years ago and it was a very nice event.

UNFINISHED BUSINESS:  None

NEW BUSINESS

Commissioner Crowley moved and Commissioner Murdock seconded a motion to approve Resolution 2010-R-3, A RESOLUTION OF THE BOARD OF PARK COMMISSIONERS OF THE WILMETTE PARK DISTRICT, COOK COUNTY, ILLINOIS, APPOINTING OPEN MEETINGS ACT DESIGNEES as required by the updated Open Meetings Act (OMA).

Director Grisamore explained that the designees being appointed were himself, the Department Heads and Judy Ostrem so that there is adequate coverage no matter what meeting is being held. The designees are required to take an online exam which all have completed. Commissioner Murdock asked how compliance with the changes in the OMA is being handled. Director Grisamore answered that the OMA is basically a list of definitions of reasons for a board going into Closed Session (“Closed Session” is now preferred over “Executive Session”). These same employees were also previously designated as Freedom of Information Act Officers and all have taken that online test as well.

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 O’Malley moved and Commissioner Miller seconded a motion to adjourn to Executive Session for the discussion of the employment of a specific employee of the District in accordance with Section 2(c)1 and 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  7:50 pm.

The Regular Board Meeting was reconvened at 9:15 pm.
 
Commissioner Miller moved and Commissioner Brault seconded a motion to approve the minutes of the Executive Session of January 11, 2010.

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 9:16 pm.
 


MINUTES APPROVED ON APRIL 12, 2010.