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, AUGUST 9, 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 O’Malley; Commissioners James Crowley, Darrell Graham, David Miller, Michael Murdock, and Henry Wolff; Secretary/Director Thomas Grisamore

ABSENT: Vice President James Brault

STAFF: Superintendents Bowen, Lambrecht, and Wilson; Communications Manager Donoghue


APPROVAL OF MINUTES:
Commissioner Crowley moved and Commissioner Wolff seconded a motion to approve the minutes of the July 12, 2010 Regular Board Meeting.

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


COMMUNICATIONS & CORRESPONDENCE:
President O’Malley acknowledged receipt of the following correspondence:

…. Email from Barb Hirsch complimenting the Park District on the very enjoyable production of The Sound of Music at the Wallace Bowl this summer.

…. Letter from Nada Becker, Executive Director of the Wilmette Chamber of Commerce, thanking the Park District for the use of the Moon Bounce at the recent Sidewalk Sale.

…. Letter from Bill Pool suggesting a method of controlling Canadian Geese at Gillson Park.

…. Email from Catherine Koehler thanking Carol Heafey and the staff at Camp Wiggleworms for the wonderful experience her children had this summer.

Commissioner Murdock stated he has heard several positive comments on the new brochure. He thanked Shelagh and her staff for their hard work and that over the past couple of years there have been some fantastic projects coming out of that department. Commissioner Murdock has also received a number of questions on Wilmette Eagles Football and that topic will be addressed under the Director’s Report.


RECOGNITION OF VISITORS: None


APPROVAL OF VOUCHER LIST:
Commissioner Graham moved and Commissioner Miller seconded a motion to approve the Voucher List in the amount of $1,830,405.41, a copy of which is to be attached to and become a permanent part of the minutes of this meeting.

Commissioner Murdock indicated he looked at the Mad Bomber Fireworks line item on the Voucher List and even though it was the same cost as last year, this year’s show seemed more impressive. He added this was apparently due to the use of larger shells and the firing of them electronically. Overall, it was a great show.

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

COMMITTEE REPORTS:
Financial Planning & Policy Committee – Committee Chair Graham reported the Committee met this evening before the Board meeting to establish percentages for the budget increases. After discussion, the Committee recommended the following increases for budgeting purposes:

- Salary & Wage Increase: 3% for Full-time employees and 2% for Part-time Employees
- Health insurance increase: 10%
- Utilities increase: Electricity 0%; Water 11.5%; Natural Gas 0%; Gasoline 5%
- Fee Increase: 3%

Commissioner Graham stated these numbers will be added to the preliminary budget and once again are just for budgeting purposes. Director Grisamore added that last year the District budgeted 0% to 3% for Full-Time employees, 0% to 2% for Part-Time I, and 0% to 1.5% for temporary and seasonal employees. The numbers mentioned tonight are for budgeting purposes and there are no automatic raises.

Parks & Recreation Committee – No report.

Golf Operations Committee – Committee Chair Crowley reported the Committee met on Thursday, July 22. Three architectural firms were in attendance at the meeting to present their golf master plans and each firm had 45 minutes to speak. After discussion, the Committee decided to recommend the appointment of Martin Design Partnership Ltd. All three firms did a very good job and it was fascinating to hear about and see some of the projects they have designed. In light of the fact that the golf course will be 100 years old in a few years it would be nice to have those improvements done in time for a celebration. The costs of all three firms were within the $20,000 range. Director Grisamore stated that once the Board provides their authorization, staff will meet with the firm and start working on the timetable as soon as possible. Commissioner Crowley encouraged the other Commissioners to meet with Mr. Martin if they get a chance to do so and that staff did an excellent job of soliciting and narrowing down the firms.

Commissioner Crowley moved and Commissioner Wolff seconded a motion to appoint Martin Design Partnership, Ltd. for the Golf Course Master Plan Services as recommended by the Golf Operations Committee.

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

Commissioner Crowley stated the weather in the last few weeks has been very rainy and was followed by very hot weather. As a result, the course has sustained damage in some areas. Staff meanwhile is doing their best to mitigate the damage and to prevent further injury to the grass.

Centennial Operations Committee – Committee Chair Miller reported the Committee met in July. The focus of the meeting was on the sound levels of music played at the pool as a result of complaints from a resident who was also in attendance at the meeting. Staff indicated they have the ability to turn down the volume in certain areas of the facility, particularly around the lap pool where it seem those parents without children tend to sit. Staff did conduct some sound level testing and the results indicated the noise levels and the music itself was no louder than the normal sound levels around the pool itself.

Staff also reported on the summer camps and pool operations as well as the Wilmette Hockey Association (WHA) and their request to get back some additional time. Superintendent Wilson addressed the Board to provide a follow-up on a meeting he had last week Thursday with outgoing WHA President Jim Griffin and incoming President Chuck Smith. Overall, the meeting went well. Discussion took place on the time slot that they were returning and communicated their thoughts on the District’s proposal in return. WHA essentially would like the District to do more research and asked that we call them back sometime this week. The main issue is the time slot at 7:45 am on Sunday mornings, the monetary impact of which is approximately $6,000 to the District. This 7:45 am time slot is difficult for the WHA to use since it is segregated from their other time slots which makes it difficult for them to use it.

Commissioner Murdock added that the Committee also discussed the retrofitting of the three-meter board at the pool which will increase safety significantly. In conjunction with that, Director Grisamore stated that the pool’s lifeguard staff achieved the highest score of “5” on their StarGuard evaluation. President O’Malley stated the times he has been at the pool this summer the lifeguards have been very sharp and attentive and have done a great job.


DIRECTOR’S REPORT
Director Grisamore stated a request was received from Commissioner Murdock to address the Eagles Football program at tonight’s meeting. Since Superintendent Bingham was out of town, Superintendent Wilson provided a report on this issue. He had spoken with Sports Supervisor Jason Pilecki and Recreation Services Manager Jeff Groves who are full-time staff and who supervise different levels of the Eagles program. Jason and Jeff informed Steve that last Saturday a Coaches Clinic was held and was run by Jim Block who is the former Athletic Director of New Trier High School. Of the 12 coaches, 9 were in attendance and the general feeling at the time was that the clinic was well-run and everyone benefited from it. Mr. Block will also be conducting a parent information night on August 28 at the CRC where he will talk to parents and form sub-committees that parents can help run. Following that, everyone will go to Howard Park for an inter-squad scrimmage with Winnetka involving all of the various travel teams. At the last Parks & Recreation Committee meeting, some of the parents in attendance voiced their concerns over the program. One item of particular concern was what they perceived as a breakdown in communication. In addition, staff had concerns during last season that there would not be enough heavy-weight players this year to form a team.

In regard to communication, staff has moved the Eagles Football web site in-house to the Park District’s site for which Jason Pilecki will be responsible and who will make sure everything is communicated on a timely basis. However, the success of this depends on his getting the information from the coaches on time. Jason will also have direct access to make the updates on the site and will post the information as soon as it arrives. Staff also launched a Facebook site for the Eagles and Jason is also in charge of that. As part of our new registration software, the District now has a “new league” module which allows us to manage our sports leagues through this software and which will also be used this year for the Eagles to create teams. As a result, this will allow staff to create distribution lists that can be passed on to the coaches who will then email updates to the parents.

At this point, the number of players is up by about 20% as of August 9 compared to last year’s numbers at all levels (both House and Travel – Grades 4 through 8). Of those who show up tonight for the first conditioning practice, 14 of them are heavyweights. In addition, staff is aware of at least four other players who will not be there tonight but who are true heavyweights so we should be able to have a team this year. Director Grisamore added that in terms of numbers, the District is ahead of where we were last year as of today’s date and it is safe to assume we will continue to have more participants than a year ago. A lot of that is due to improved communication among the groups and the increased attention the program has received.

Director Grisamore continued his report by agreeing with Commissioner Murdock’s opinion of our new Fall Leisure Guide which should have arrived at the homes of residents last week. Staff is rightfully proud of the work that was done on this project which was done completely in-house by Shelagh Donoghue and her staff. Numerous positive comments and calls from residents have been received. Compliments go to Shelagh Donoghue (Communications Manager), Andrea Koran (Designer) and Alison Rodes (Photo Editor) and they put a lot of work into this project. The new brochure is actually less expensive than the one it replaced since it was done in-house and there were fewer pages.

Fall registration for residents begins at 9 am tomorrow morning and non-resident registration begins a week later. In addition, if the Board hasn’t checked out our web site recently, there is now new “page-flipping” software which is being introduced as a way of browsing through the brochure. It is hoped that eventually patrons will be able to click on a class on the page and then proceed directly to the registration site. It will make the online registration program even more user-friendly.

The issue of allowing Board members to participate in meetings via electronic means has been discussed a few times over the last few years. There are certain conditions that must be met when members would be allowed to participate electronically and that information would be included in the ordinance. If the Board is in agreement, our legal advisor will draft the ordinance for its approval at the September meeting. After discussion, the Board agreed to move forward with the ordinance since it does provide flexibility but all agreed it would be more preferable to have the participants actually present at the meetings. Director Grisamore stated this action item will be placed on the agenda for the September meeting.

Director Grisamore reported he will be out of town from August 15 through 23 but will be reachable electronically. While he is gone, Superintendent Wilson will be in charge.

At the July Parks & Recreation Meeting, discussion took place on the preparations being made for Phase 2 of the Lakefront Master Plan. Superintendent Wilson has contacted the 16 people who earlier offered to serve on the Lakefront Commission to determine their availability and a majority of them still want to participate. Director Grisamore and Superintendent Wilson also met with Terry Porter who has agreed to serve as Commission Chairman. In addition, Superintendent Lambrecht has contacted JJR who will be providing the names of those stakeholders and neighbors who JJR feel should be included as part of the commission. It is hoped that we will be able to get the commission together shortly after school begins and when everyone is back from vacation. There will be a couple of commission meetings prior to the start of public hearings that will probably begin in October. Staff will be reporting back to the Parks & Recreation Committee on the progress of the project and JJR will be actively involved in the community meetings.

Director Grisamore reported that sadly the son of Kevin Santullano who works for Superintendent Lambrecht at West Park passed away suddenly over the weekend in California. Kevin has been our mechanic for many years and we are sure the Board joins the entire Park District family in passing on our condolences to Kevin and his wife Laurie during this difficult time.

UNFINISHED BUSINESS:  None

NEW BUSINESS: None

There being no further business to conduct, the meeting was adjourned at 7:58 pm.
 

MINUTES APPROVED ON SEPTEMBER 13, 2010.