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 11, 2011
______________________________________________________________________ 

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 Dennis O'Malley called the meeting to order at 7:30 p.m.

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

ABSENT: None

STAFF: Superintendents Bingham, Bowen, Eppelheimer, and Lambrecht; Communications Manager Donoghue

APPROVAL OF MINUTES:

Commissioner Murdock moved and Commissioner Miller seconded a motion to approve the minutes of the March 14, 2011 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: 

…. E-mail from Kristin Stadheim to Director Wilson thanking Superintendent Lambrecht and his staff for assisting the Wilmette Girl Scouts with the distribution of cookies.

…. E-mail from Mary Ann and Bob Savard to Director Wilson expressing their concerns about Langdon Park.

…. E-mail from Susan Johnson to Director Wilson regarding lakefront issues such as staff not checking for parking decals or passes and the lack of enforcement in the non-swimming area on the south beach.

…. E-mail from Tia Rains regarding issues related to the south end of the beach and the lack of healthy food options at the concessions stand.

Director Wilson stated that in addition to the emails included in the packet, several other emails related to the lakefront process were received and these will continue to be provided to the Park Board and the Lakefront Commission on an ongoing basis.
President O’Malley referred the correspondence to the Lakefront Commission.

Commissioner Murdock stated he heard from several people from the Mallinckrodt condominiums and the surrounding area who expressed their concerns about the 24 trees that have been marked for removal. Superintendent Lambrecht has spoken to several people at the condo association and it appears there are 12 trees that will be removed sometime this spring and staff is currently watching the other trees that may need to be taken down at some point. The president of the condo board thanked Bill for keeping her informed. Superintendent Lambrecht confirmed that one Ash tree and 11 Silver Maples will be removed.

Commissioner Murdock stated that despite the fact that it was 85 degrees yesterday, a number of people have been asking about the possibility of an ice rink located in Thornwood Park. The Parks & Recreation Committee has been discussing this issue and it is currently under review.

President O’Malley asked if it was time to include the Lakefront Commission on the agenda for our Park Board meetings. Director Wilson stated the Commission is still in the public input phase but once there are options to present to the Board, the Commission will be included.

VISITORS: Gary Benz, Shelley Shelly, and IPRA’s Michael Selep and Jessica Alexenko

RECOGNITION OF VISITORS:

President O’Malley introduced IPRA’s Director of Professional Development Mike Selep and Director of IPRA Communications and Marketing Jessica Alexenko. Mr. Selep indicated Jessica has been a part of the Agency Showcase Task Force and currently handles marketing and promotion for the Oak Brook Park District.

Mr. Selep thanked the Board for allowing them to speak at tonight’s meeting and he congratulated the District for once again creating fantastic work in terms of marketing and communications. Mr. Selep indicated that marketing is probably one of the most important components of making sure that our services are being effectively marketed to the District’s constituants. The IPRA Agency Showcase competition consists of park, recreational and conservation districts who submit their projects and then judged by a panel of 23 judges from different commercial firms and educational departments. The end result was that the Wilmette Park District came in second place for their display. Although the District came in first place last year, this is not seen as a negative but rather it shows that the District has consistency in terms of marketing and communication methods even though there is a wide variety of different judges from year to year.

In addition, the District was awarded first place for the People’s Choice Award which was a new category this year. Over 4,500 attendees had the opportunity to vote for which agency had the best overall marketing message and Communications Manager Shelagh Donoghue and her staff should be thanked for their excellent work. Commissioner Crowley agreed that all three staff members in the marketing department do a great job. Mr. Selep then presented the award to President O’Malley and Director Wilson introduced Marketing Assistant Allison Rodes and Graphic Design Specialist Andrea Koran who work together to create the visual messages under Manager Donoghue’s supervision. He added they have all done amazing things over the last couple of years and it is nice to see the District’s message being well received not only by our customers but also by our peers. Commissioner Crowley added the work these staff members have done has raised the District to a whole different level of professionalism and creativity.

Director Wilson asked Manager Donoghue to explain some of the other individual categories that were submitted by staff. Manager Donoghue indicated that as part of the Agency Showcase, staff submitted entries in the categories of brochure services, marketing campaign, web site, print advertisement, and logo. She stated they were thrilled to receive recognition in these categories. Staff was also very happy to win in the category of brochure series. Another award won was in the category of marketing campaign which centered on last fall’s Halloween event which had been moved to the CRC. Manager Donoghue also thanked her staff for their excellent work and also the members of the Park Board who have been very supportive.

President O’Malley stated there are two Wilmette Park Board commissioners-elect in the audience tonight – Shelley Shelly and Gary Benz. They will be officially sworn in at the May Board meeting and we all look forward to working with them.

APPROVAL OF VOUCHER LIST:
Commissioner Graham moved and Commissioner Brault seconded a motion to approve the Voucher List in the amount of $1,345,386.22, 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 Graham reported Financial Planning did not meet in March. The next meeting will be held on Monday, April 25.

Parks & Recreation Committee – Committee Chair Brault reported the Committee met on Monday, March 21. A visitor in attendance questioned the District’s use of the photo ID system at the sailing beach and asked how many visitors would be allowed on each pass. Commissioner Brault stated the District’s policy is a limit of four per boat ownership and if the ownership is split, then that number goes up to eight. The visitor at the meeting asked for an unlimited number of guests allowed at the sailing beach if a slip was rented. After lengthy discussion, the Committee asked staff to return to the next Committee meeting with information on how we can enforce guest passes with our new photo ID cards. Also at the meeting, discussion took place on Gillson Park and that preparations are underway for the summer season. One change this season is that there will be beach chairs and umbrellas available for rent and the details on that are currently being worked out. Discussion also took place on the success of a number of our different programs this year. In particular, over 1,500 children signed up for soccer, over 170 in girls softball, and 15 children signed up for skate park programming.

Commissioner Brault moved and Commissioner Murdock seconded a motion to approve the bids of American Soccer, Wilmington, CA in the amount of $28,798.60; Sunburst, Glendale Heights, IL in the amount of $18,902.26; World of Promotions, Elk Grove Village, IL in the amount of $967.50; and Screen Print Plus, Cape Coral, FL in the amount of $3,572.20 for a total cost of $52,240.56 to supply staff and camp T-shirts and soccer uniforms.

Director Wilson indicated this year’s bid amount is slightly higher than last year but last year’s bid was lower than in previous years so the number is actually returning to what it had been historically. Commissioner Miller asked if this bid was for the same amount of equipment as in the past and Director Wilson replied that it was.

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 stated the Committee also discussed how to deal with the increased usage of our fields as a result of the numerous activities the District experienced last fall and what is anticipated for this spring. As a result, there will be some shifting around of some camps and programs this spring in part because the fields at Gillson are going to be resodded. There will also some new locations for some for other activities. Usage at the fitness center was discussed at the meeting and the total number of members increased to over 200 which is probably due to the closing of the Curves facility resulting in a number of their patrons as well as instructors coming here. At the previous meeting, the Committee asked staff to price out the cost of creating an ice rink at Thornwood instead of West Park. As a result, the cost to prepare the park for a rink would involve installing the water service as well as frost-proof hydrants, some sewer and lighting, and a small amount of electrical resulting in a total of approximately $17,000. The Parks & Recreation Committee has referred that $17,000 expense to the Financial Planning Committee for its review at their next meeting. Commissioner Murdock clarified that some people noted there had been an ice rink in Thornwood Park in the past and apparently there was water service in the park as well prior to the renovation of the tennis courts. Commissioner Brault stated that the District currently has ice rinks at Gillson Park, Mallinckrodt and West Park and of those three, West Park receives the least amount of usage so the thought was to move it to a more central location. The cost of maintaining these rinks is approximately $10,000 per rink, per year. The thought now is to try installing a rink at Thornwood and then see what the response would be.

Commissioner Brault also stated that discussion took place on the Wilmette Harbor Association and the continuing discussions with their representatives. We have asked the Harbor to send us a letter outlining their expectations for our potential involvement with them. The letter was received and we have responded by asking several follow-up questions about the nature of their outdoor operations which essentially represents our due diligence on how a partnership would work between the two entities. The letter is about to go back to the Harbor and staff anticipates a response from them next week.

Commissioner Crowley asked if we were just waiting to hear from the Wilmette Harbor Association or if there was going to be a face-to-face meeting. Director Wilson stated that no meeting has yet been scheduled since staff wants to receive the letter from them first. But Steve has had informal conversations with the Harbor members who are part of their negotiating team and have offered to meet with them in person to discuss the content of the letter but no date has yet been selected. Everyone hopes this will be done in a timely manner. Commissioner Brault added we are replying to their letter and asking for additional information.

The Employee Identity Protection Policy is a program that the District is required to adopt. As a District, we are required to have the policy in place by June 1st of this year. The purposes of the policy is to protect employee and patron Social Security numbers.

Commissioner Brault moved and Commissioner Murdock seconded a motion to approve Resolution No. 2011-R-4, A RESOLUTION ADOPTING AN IDENTITY PROTECTION POLICY FOR THE WILMETTE PARK DISTRICT, WILMETTE, ILLINOIS as recommended by the Parks & Recreation Committee.

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 stated the Committee previously approved the repairs for the Lakeview Center roof project and the bids have been opened.

 Commissioner Brault moved and Commissioner Murdock seconded a motion to approve the bid of Donaly Roofing and Construction, Downers Grove, IL, in the amount of $46,975.00 to tear off and replace the Lakeview Center roof including some plywood deck replacement, new aluminum fascia, new flashings, and gutters around the washroom portion of the building.

 Commissioner Murdock pointed out that this project was originally scheduled for 2010. Commissioner Crowley asked when this project would take place and Superintendent Lambrecht replied the project would be done before summer. Commissioner Miller asked if there were any local bidders. Director Wilson replied there were none. President O’Malley asked if this was budgeted in capital budgets and Director Wilson replied it had been. Commissioner Brault stated the bid was slightly more than budget but staff also added a small amount of additional work. Director Wilson stated the bid is actually much less than the budget amount since last year the budgeted amount was increased and then the bids came in this year close to last year’s budget. Commissioner Murdock stated he was disappointed last year when there were only two bids so was pleased that there six to seven bids this year. Commissioner Murdock asked if staff changed the process this year and Superintendent Lambrecht replied that it was changed to encourage more bidders. He also added that the original roof is 27 years old. Commissioner Murdock stated he was very surprised when the numbers came in last year but this year he is pleased with the results since they are much more in line with what we expected last year.

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 Crowley reported the golf course is now open and the driving range has been open for awhile. The weather has not been as nice as last year so rounds of play thus far are not equal to last year’s number. The scheduling of outings has been going well and there has been quite a lot of cutting being done around some of the greens to provide for better aerification. Thanks go to Superintendent Lambrecht for sharing one of his department’s chippers for stump removal. The pro shop is quite a bit ahead of last year thanks to Head Professional Jamie Locke and his crew. The membership numbers are up quite a bit over last year as well as the prior year with 474 members in both the men’s and women’s groups. The Ouilmette Golf Club is holding their kickoff dinner this week Thursday. A Golf Committee meeting is scheduled for Saturday, April 16 which is a week earlier due to the fourth weekend of the month being a holiday. Discussion at the next meeting will focus on the future plans for the golf course.

Centennial Operations Committee – Committee Chair Miller reported the Committee met this evening before the Park Board meeting and representatives from the Wilmette Women’s Tennis Association were in attendance who stated they have 200 members participating in league play and play in two different leagues – the Shoreline League and the North Shore Suburban League. They were in attendance at the meeting to discuss a variety of issues as well as their requirements in regard to the use of our facilities at Gillson and their parking needs. Staff will attempt to come up with some type of resolution for parking and for the court reservation requirements. In addition, staff is preparing the pool for summer and also thinking about a variety of ideas to make the aquatic facility more “green”. The Skokie Adult League is currently skating at our rink since their facility is closed for awhile. The Ice Show is coming up on May 14-16. The Tennis Lottery was held recently and the facility is down one resident member at 168 this year. The number of non-residents is the same as last year at 10. The indoor tennis season ends May 14. Currently there are 289 junior campers enrolled for summer play.

DIRECTOR’S REPORT:
Director Wilson reported this past weekend the Lakefront Commission hosted the first of two public workshops regarding the redevelopment of the two lakefront parks – Langdon and Gillson. Approximately 75 individuals from the community came to the meeting and they all stayed for a formal presentation which lasted about 30 minutes. The majority of those attended stayed for an hour and half breakout session at different tables talking about the three primary topics of discussion – our natural environment, our programming that takes place there, and the infrastructure of the buildings. A large amount of positive feedback was received and it was exciting to see the people in attendance. The next workshop will be held on Thursday, April 14, at 7 pm at Lakeview Center. It is hoped there is an equal or even better turnout for that session as well. We continue to look forward to gathering all the information that is received and to work with the commission and our consultants to end up with three different alternative plans that will be reviewed and then brought down to one master plan. At that point it will be presented to the Board, hopefully by the first quarter of 2012.

Director Wilson indicated the District is on track to receive and install a new water play feature at the pool. According to the Virginia Graeme Baker Act, we originally needed to do a lot of pipe changes for our current set-up for just one slide. In an effort to become more economical and efficient, staff decided to seize the opportunity to refresh the pool itself and actually remove the slide which has since been done along with the concrete work. The piping has also been installed and the plans have been approved by the Illinois Department of Public Health. We should be receiving the equipment shortly which includes a slide and water bucket. Everything should be ready in time to open the pool on time this year.

And as Commissioner Brault touched upon, we subdivided up and created a dedicated “spin” room at the fitness center which resulted in both instructors and participants very pleased. The other new room will be the circuit training room which consists of many former Curves members. In fact, the center pulled in about 130 new members from Curves and it appears there are more people waiting for the equipment to be delivered before formally becoming members.

President O’Malley asked about the joint marketing program with the fitness center and the pool and he thought it was a great idea. Director Wilson explained that a new combination membership type has been created for fitness and the pool that someone can purchase and then have access to both fitness and swimming during the pool season.

The sports department’s numbers continue to outperform last year. For example, girl’s lacrosse is up by 18, boy’s lacrosse is up 21, and spring soccer is up 38 and starts this weekend, T-ball is up 26, Sunday basketball is up 46, and Saturday basketball is up 70. These numbers are encouraging and indicates that we are doing something right.

The next theater performance is Hairspray. The musical starts this weekend and runs for a total of three weekends with shows on Friday, Saturday and Sunday. Tickets are still available.

UNFINISHED BUSINESS:  None

NEW BUSINESS: None

Commissioner Brault moved and Commissioner Graham 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 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 8:02 pm.

The Regular Board Meeting was reconvened at 8:35 pm.
 
Commissioner Miller moved and Commissioner Wolff  seconded a motion to approve the minutes of the Closed Session of February 14, 2011.

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 not release to the public the 14 sets of Closed Session minutes as well as portion of the November 13, 2006 closed session.

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 Wolff seconded a motion to approve the destruction of the verbatim audio recordings of the closed sessions of the Board of Park Commissioners of the Wilmette Park District held on April 13, 2009; May 11, 2009; August 10, 2009; September 14, 2009 and October 12, 2009 meetings after having first been determined by the Park Board that not less than 18 months have expired since the completion of the closed sessions, recorded, and minutes of the closed sessions 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 8:37 pm.

MINUTES APPROVED ON MAY 9, 2011.