Date: April 9, 2012

Place:  Village Hall Training Room

Time: 6:15 p.m.

: Chair Crowley, Benz and Shelley
Absent: Terry Juliar
Staff: Wilson, Bingham, Bowen, Smith, Udany
Visitors: None

Topics of Discussion:
1) Meeting Called to Order
2) Approval of Minutes
3) Recognition of Visitors
4) Communications and Correspondence
5)  Managers Reports
6) Old Business
7) New Business
8) Adjourn to Closed Session
9) Reconvene Regular Meeting
 a) Consideration of Action, if any, of items discussed in Closed Session
10) Adjourn

1) The meeting was called to order at 6:15 p.m.

2) The Committee approved the minutes of the March 12, 2012 Committee meeting by General Consent.

3) Under Recognition of Visitors: None

4) Under Communications and Correspondence: None

5) Under Managers Reports, Assistant Ice/Pool Manager Brian Udany reported the Mid-Winter session of classes is coming to an end, recommendations slips are being mailed, and the spring session begins on April 16. Planning is well underway for the Ice Show rehearsals and three first-time businesses have submitted applications for ads this year. Registration for the July 14th Mid-Summer Classic competition is underway. Last year there were 134 participants and the number this year is expected to be higher. Staff will also be sending out notices via US mail and email to the 48 Section 8 rinks within the next couple of days. Public skating sessions have been slow because of the warm weather. The new time management system at the ice rink is working nicely and staff has adapted well to the finger scanning. It is hoped to make that transition at the pool as well this summer.

Summer pool employee interviews are ongoing and preventative maintenance work is almost finished in the filter room. The new chemical feed systems are going in and will be connected this week. The pools are scheduled to begin filling on April 11 and the orientation process begins on May 18 for our head lifeguards and leadership team. Full pool staff will arrive for their orientation on May 21-25 and opening day is scheduled for May 26 at 1 pm, weather permitting.

 As a compromise to the public swim issues that have been discussed, staff has scheduled a Family Night at the pool from 5 to 9 pm just for parents and their children for the entire main pool and diving well. The flyers have just arrived and will be emailed to patrons and posted on the web site and at our facilities. Commissioner Shelly stated it might also be a good idea to send the flyers to those people who spoke at our meetings. Brian indicated he has a total of 500 flyers which should be enough.

 Tennis Manager Darrell Smith reported the lottery draw for the next indoor season was held today and a total of 159 numbers were drawn compared to last year’s 168. The tennis center just finished up with spring break and no classes were held. The indoor permanent court time season ends May 12 and there are currently 280 campers enrolled this summer which is up from last year.

6) Under Old Business, Superintendent Bowen reported there were seven bidders for the Tennis Locker Room Renovation ranging in amounts from $359,000 to $427,000 with the low bid coming from the firm of Chicagoland Building Contractors. After the reference checks were done and interviews conducted with the low bidders, Superintendent Lambrecht is comfortable with their credentials and the way they presented themselves. The budget for this project was $379,185 and the actual bid amount being recommended is $359,000.

 Commissioner Shelly stated she initially had concerns about the bid amount since it was over what was initially budgeted in January. However, it came to her attention that the Financial Planning Committee approved the $379,000 amount which makes her feel more comfortable although she would still like Superintendents Lambrecht or Bowen to ask the contractors if they could somehow lower the cost without changing any of the architectural plans since the bid amount seems somewhat extravagant. She would also like them to possibly explore other options to see if we can come in at least $10,000 under what it is now.

 Commissioner Benz asked if staff knows how much of the budget is for the upgrade on the finishes and Superintendent Lambrecht answered the amount was $20,000. Commissioner Crowley stated his understanding from staff was that the finish for the locker rooms is not as nice as the finish at the golf course but better than the fitness center. Commissioner Shelly stated she doesn’t think having fabulous finishes at Tennis will bring in additional people since she rarely sees anyone in those locker rooms. However, she does understand the need for them. She would like to move forward on this project but suggested that staff explore reducing some of those finishes without having to go back to the architects.

 Commissioner Benz moved and Commissioner Shelly seconded a motion to accept the tennis locker room renovation bid with the modification of looking at reduced costs for the finishes and then presenting it to the full Board for the approval to proceed with the renovation.

 By a roll call vote, voting Yes – Commissioners Crowley, Benz and Shelly; voting No – None. Absent – None. Motion carried.

 Commissioner Shelly stated she received correspondence from Candice Luglio who had been in attendance at several of our previous meetings. Ms. Luglio has offered her services to help create a survey of pool patrons and Commissioner Shelly responded that staff would be happy to talk to her in the near future. Commissioner Shelly stated she would also like to explore the contract with the New Trier Swim Club next year or maybe even this summer. She felt there was definitely room for compromise on this issue and there will also be additional Wilmette residents who would like to have that 5-7 pm swim time. She wants New Trier to understand this may be happening and feels strongly that they will still want to have contractual arrangements with us.

 Superintendent Bowen stated the New Trier rental agreement brings in about $15,000 in revenue which we could easily accommodate. Commissioner Shelly stated she doesn’t think that New Trier being able to have the pool from 5 to 7 pm is fair to families. During this period of time, an opportunity is provided for using the diving pool and 50-meter pool which is what really attracts those Centennial users who are over the age of 6 or 7. She believes that the week could be split in half with two nights for one group and two nights for the other group.

 Superintendent Bowen asked Commissioner Shelly when he should place the topic on the meeting agenda and she stated in May. Commissioner Shelly stated that If discussions start and all participating groups are notified, we would get more feedback.

 Commissioner Crowley thought it would give all the stakeholders such as New Trier, Evanston Seniors, and lap swimmers a chance to swim and then staff could start coming up with and looking at other options that they feel might be best suited to them. It might also provide some options that would make the whole situation easier to schedule. Superintendent Bowen thought it could result in several months of discussion.

7) New Business: None

8) Commissioner Shelly moved and Commissioner Benz seconded a motion to adjourn to Closed Session for discussion of the appointment, employment, compensation, discipline, performance or dismissal of a specific employee(s) of the District per Section 2(c)1 of the Illinois Open Meetings Act.

 By a roll call vote, voting Yes – Commissioners Crowley, Benz and Shelly; voting No – None. Absent – None. Motion carried.

 The Committee meeting adjourned to Closed Session at 6:32 pm.

9) The Regular Committee meeting was reconvened at 6:45 pm.

 Commissioner Benz moved and Commissioner Shelly seconded a motion to accept the two incentive ideas from a Pool employee and a Tennis employee.

 By a roll call vote, voting Yes – Commissioners Crowley, Benz and Shelly; voting No – None. Absent – None. Motion carried.

There being no further business, the meeting adjourned to at 6:46 pm.

Minutes taken by Jeffrey Bowen.