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, APRIL 12, 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 Murdock moved and Commissioner Wolff seconded a motion to approve the minutes of the March 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 the Wilmette Girl Scouts thanking Bill Lambrecht and his staff for their
help with the recent distribution of Girl Scout cookies.


APPROVAL OF VOUCHER LIST
Commissioner Miller moved and Commissioner Wolff seconded a motion to approve the Voucher List in the amount of $1,137,791.42, 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 and focused on the District’s investment policy and pension reform in the State of Illinois. In addition, the Committee directed Superintendent Wilson to increase the District’s investments by an additional $2 million.

Parks & Recreation Committee
Commissioner Crowley reported the Committee met on March 8. As a result of several inquiries about an indoor lap pool, this topic will be placed on the agenda for the next Committee meeting. In lieu of tokens this season, the lakefront will be switching to Universal IDs for beach access. Jeff Groves reported Recreation staff has been interviewing potential summer employees and that the number of applicants increases each year. Superintendent Lambrecht presented a proposed schedule for the lakefront planning process which would begin with the formation of a Lakefront Commission on which Terry Porter has agreed to act as Chairman.

Commissioner Crowley moved and Commissioner Miller seconded a motion to approve the bid from Lenny Hoffman Excavating, Inc. in the amount of $358,842.70 for demolition of existing tennis courts, storm drainage, fencing, rain gardens and construction of six new tennis courts at Community Playfield.

Director Grisamore explained this project was budgeted at $400,000 and the amount bid was under budget. There were six bidders resulting in a good range of bids and a local contractor was the low bidder. The planned work includes rain gardens to handle the storm run-off at the existing site. Superintendent Lambrecht explained this bidder has constructed tennis courts for other area park districts but not specifically for the Wilmette. Their primary focus will be the drainage, grading, and demolition but they will contract out the paving work, the fencing and the tennis court resurfacing. The contractor is ready to begin tomorrow if the bid is approved tonight. Their goal is to be done by June 1. Director Grisamore added this recommendation was first sent to the Committee so that it could be placed on tonight’s agenda in order to expedite the process.
 
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 bids of Windy City, Chicago, IL in the amount of $13,135.93; Score, American Soccer, Wilmington, CA in the amount of $28,236.60; Sunburst, Glendale Heights, IL in the amount of $4,614.31; World of Promotions, Elk Grove Village, IL in the amount of $887.00; and Screen Print Plus, Cape Coral, FL in the amount of $485.40 for a total cost of $47,386.24 to supply staff and camp T-shirts and soccer uniforms.

Commissioner Crowley stated that every summer, the District’s campers and staff are easily identified by their Wilmette Park District t-shirts and it is at this time every year we go out to bid for them.

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, Glenview, IL in the amount of $122,508.40 for the redevelopment of the Early Childhood Tot Lot including concrete walks, a shelter, concrete play court, basketball hoop, retaining wall, rubber surfacing and landscape plantings.

Director Grisamore explained this bid is a portion of the total amount. The District purchases equipment through the Federal bid program and has spent about $30,000 on this equipment which will be installed by staff and the design fees are attached to the project. The District will come very close to budget at $160,000 and will pay $50,000 for the required surface out of the Handicapped Recreation Fund. This budget item has been delayed for a few years.

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 added the lakefront study should continue to be discussed and it is important to make sure the public is kept informed of the progress. A list of potential participants who have asked to be on the Commission has been maintained and these individuals will be contacted as the process moves along. It is important to make sure that everyone who wants to participate will need to contact the District when the planning process begins in late summer/early fall.

Director Grisamore further explained while the District is looking for people interested in serving on the commission, there will also be at least two or more public hearings when public input would be received. The status of the process will be updated on a monthly basis and at this point the hearings are planned to begin in the fall. Phase 2 is anticipated to begin in September and will run through February-March of 2011. President O’Malley added he is pleased that former Director Terry Porter will be heading the commission since his knowledge of the lakefront is extensive.

Golf Operations Committee
Committee Chair Graham reported the Committee met on March 20. The golf course opened for the season on March 18 due to some early nice weather. As a result, rounds are up 53% this year from last year. Golf memberships also improved and are up 5% from last year. The course came through the winter in pretty good shape expect for #6 green which was stripped out and then resodded. Discussion took place on what alternative methods could have been used to handle the issue with #6 green but the final decision was to replace the sod this year. The new tee time reservation system was also discussed. One issue was that the new system does not allow those golfers who are reserving tee times to see the names of those playing at other tee times. In addition, several people have requested additional information about the system and staff has also received some complaints. As a result, the course will return to the previous tee time reservation system which does indicate player names. For next year, staff asked the new software company to modify our system so that the names would be shown. The Committee approved the extension of the contract with Open Kitchens which includes a 3% increase in addition to a Consumer Price Index (CPI) increase for the following three years. The next meeting will be held on Saturday, April 24.

Commissioner Miller asked if any other food service vendors were contacted and Commissioner Graham replied that staff spoke with other food service organizations but not many of them would consider setting up at a venue such as ours. Also, based on Open Kitchen’s performance and the positive comments received from the Men’s and Women’s golf clubs, it was determined that the general belief was they have done a good job.

Centennial Operations Committee
Committee Chair Brault reported the Committee met on Monday, March 22, and the topics discussed included the roof leaks over the tennis courts on courts 1, 6, and 8. The leaks are relatively minor and staff feels that with the warmer and dryer weather the contractors should complete those repairs shortly. Also discussed was the scheduling of ice for this spring and next year with the Wilmette Hockey Association and New Trier Hockey. It appears that very good progress has been made on the finishing up of this year and on scheduling for next year.

Superintendent Lambrecht provided an update on the Virginia Graeme Baker Act (VGBA) requirements for the pool facility and stated that when the bids were originally opened last fall, the low bid was $240,000. Staff then contacted the Illinois Department of Public Health (IDPH) to determine if there was anything the District could do to reduce the cost of the project. IDPH made some changes in February and then rewrote the requirements again in March which resulted in a complete redesign of what was needed to be done. With the exception of two grates in one pool, it is now required that the old grates be taken out and the new grates bolted in at the bottom of the pool. As a result, the District’s out-of-pocket cost now totals $25,000-$30,000 which is a substantial cost savings and most of that work will be done in-house. The application for the permit was returned to IDPH today, staff finalized the design work on Friday, and the engineer felt there would not any issues with our plans. Some modifications were made so that the floors of the pool would not have to be cut out. The grates are ordered and scheduled to arrive during the last week of April. Including installation time, the pool should be able to open on schedule. The District purchased 18 grates at a cost of $19,000 but cutting the deck open to reroute the pipe in two inlets will be expensive. Director Grisamore stated it is important to note that when the bids were received in the fall of 2009, they were based on what IDPH required and our plans were subsequently approved by them. When we received the results of those bids, the decision was made to wait and see what happens. However, there were other districts that spent in excess of $100,000-$150,000 at that time and are now finding out they could have spent only $35,000.

Commissioner Murdock asked about the ice rink shutdown dates due to the investigation of potential leaks in the Freon system. Superintendent Lambrecht replied that the rink will close the day after the Ice Show, May 10, followed by four weeks of work and one week to get the ice back up for a total of five weeks. Director Grisamore stated the Committee viewed the headers on the north and south sides of the ice rink where the potential leaks might be located. The good news is that staff believes we will not have to cut out the concrete since it appears the headers for the system can be reached by just melting the ice down which will save money and would also move this project along quickly and less expensively.

Discussion followed on the Paddle Tennis report which was reviewed by the Centennial Committee and then submitted to the Board for consideration. Since this issue is still in the early stages, President O’Malley asked for the Board’s opinion on how best to proceed and which Committee should handle it. Commissioner Crowley suggested this item be placed on the April 19th Parks & Recreation Committee meeting agenda and then the Committee would report back to the Board at its May 10th meeting. After further discussion, the Board agreed with Commissioner Crowley’s recommendation. In addition, Director Grisamore suggested the Committee review the topic first before inviting the public to meetings.

DIRECTOR’S REPORT

Director Grisamore stated that placed on the dais was an invitation from NSSRA for its Shining Stars Awards Banquet and if any Board member would like to attend please let him know. The State of the Village dinner will be held on Thursday, April 15, at 6:30 pm at the Lakeview Center. President O’Malley, Director Grisamore and Shelagh Donoghue will be in attendance. This event has been very informative in the past. After much persistence and hard work, the Ice Show tickets are now being sold online and within the first 15 minutes 350 tickets were sold and eventually about 85% of the tickets were sold online. Congratulations to Terry Juliar for ensuring this project was completed successfully and on a timely basis.

UNFINISHED BUSINESS:  None

NEW BUSINESS
Commissioner Miller moved and Commissioner Brault seconded a motion to approve Resolution 2010-R-4, A RESOLUTION AUTHORIZING INTERVENTION IN A PENDING PROPERTY TAX ASSESSMENT APPEAL (1310 SHERIDAN ROAD).

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 Brault seconded a motion to approve Resolution 2010-R-5, A RESOLUTION AUTHORIZING INTERVENTION IN A PENDING PROPERTY TAX ASSESSMENT APPEAL (135 SKOKIE BOULEVARD).

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

President O’Malley asked Superintendent Wilson to present the Financial Reporting award to the Board. Superintendent Wilson stated that with the December 31, 2007 audit, the District began participating in the Governmental Finance Officers Association’s (GFOA) achievement certificate program which entails filing a more in-depth report with additional facts and figures. As a result, the District was awarded the certificate in 2007 and tonight’s award is for the 2008 audit. Steve then presented the official plaque to the Board.

Risk Manager and Ice/Pool General Manager Terry Juliar stated that 2009 was the scheduled year for the District’s insurance evaluation from PDRMA. This evaluation is an important process wherein our risk management agency travels to all of the approximately 155 PDRMA members to evaluate their risk control programs. In 2009 Terry worked closely with all Park District managers and staff to gather all the required documentation for the evaluation process. As a result of everyone’s hard work, the District received the Accreditation Award from PDRMA which is the highest level. Terry then introduced Jess Kinsland from PDRMA.

Mr. Kinsland thanked the Board and stated it was a pleasure to be in attendance at the meeting and he works as a risk management consultant at PDRMA. The Wilmette Park District is one of the founding members of PDRMA which was established nearly 25 years ago. Since then the organization has grown to a membership of 153 park districts, forest preserves and conservation districts. The foundation upon which PDRMA was established consists of not only emphasizing loss control risk management but also preventing losses before they occur. As is the case with all PDRMA members, the Wilmette Park District recently went through a comprehensive loss control evaluation which included working with managers from all operational aspects resulting in a document approximately 200 pages in length. Mr. Kinsland then presented the Board with the first of two awards. The first one was the Excellent Level A award which the District received for achieving a score of 95% or higher along with a $1,500 check which is to be infused back into the District’s risk management program.

Mr. Kinsland then presented the second award to the District for achieving “Accreditation” which is something that is awarded only to the highest scoring members in PDRMA. In addition, only 40% of PDRMA’s membership is able to achieve this ranking for sustaining a risk management program for a three-year period. He congratulated the District on this achievement. President O’Malley thanked Mr. Kinsland as well as Terry Juliar, Jeff Bowen and the rest of our staff for their hard work.

Director Grisamore reported the District has not yet received the signed agreement from the Wilmette Baseball Association (WBA) and as a result asked to be authorized to sign the agreement on behalf of the Board once the agreement is received since their season starts relatively soon. The terms of the agreement are identical to a year ago since the District did not increase fees nor did we raise taxes.

Commissioner Brault stated that it seems every year there are groups not directly affiliated with the WBA but who desire to use the fields for baseball. There is supposed to be an exhibit attached which details the times of field usage but was not included in tonight’s Board packet nor were the schedules attached in the past. Discussion followed on the need for practice and game schedules for both the house and travel league teams.

Commissioner Brault asked if the District had the ability to create a reservation system for baseball utilizing our new software system. Superintendent Wilson stated we do have the capacity and from a technical standpoint this could be done. However, it would depend on the timeframe.

President O’Malley stated that basically what we are doing tonight is authorizing the Director to sign the agreement on behalf of the Board and to request that the required schedules from the WBA are attached. In addition, if there are changes to the agreement, notes can be made in the agreement and then initialed.

Commissioner Crowley moved and Commissioner Murdock seconded a motion to authorize the Director to sign a license agreement with the Wilmette Baseball Association specifying the terms for the Wilmette Baseball Association’s use of Park District properties to conduct youth baseball programs, including an expenditure of $46,200 by the Park District for the Wilmette Baseball Association to conduct house league programs.

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 Brault moved and Commissioner Miller seconded a motion to adjourn to Closed 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 audio recordings of closed sessions of the Board of Park Commissioners which took place not less than 18 months previously in accordance with Section 2(c)21, for the discussion of the employment of a specific employee of the District in accordance with Section 2(c)1, 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 closed session at 8:20 pm.

The Regular Board Meeting was reconvened at 9:15 pm.
 
Commissioner Miller moved and Commissioner Wolff  seconded a motion to approve the minutes of the Closed Session of March 8, 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.

Commissioner Murdock moved and Commissioner seconded a motion to approve the destruction of the audio recording of the October 13, 2008 closed session.

There being no further business to conduct, the meeting was adjourned at 9:16 pm.
 


MINUTES APPROVED ON MAY 10, 2010