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, JUNE 10, 2013
7:30 P.M.
______________________________________________________________________ 

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.

PRESENT: President James Crowley; Commissioners John Olvany, Bryan Abbott, Gary Benz, James Brault, Shelley Shelly, and Amy Wolfe; Assistant Secretary Judy Ostrem

ABSENT: Secretary/Executive Director Stephen Wilson

STAFF: Superintendents Kathy Bingham, Jeff Bowen, Ken Eppelheimer, and Bill Lambrecht; Communications Manager Donoghue

VISITORS: None
President Crowley called the regularly scheduled meeting of the Board of Park Commissioners to order at 7:30 pm. Superintendent Lambrecht conducted the roll call and a quorum was established.

APPROVAL OF MINUTES:
Vice President Olvany moved and Commissioner Benz seconded a motion to approve the minutes of the May 13, 2013 Regular Meeting of the Retiring Board.

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

Commissioner Benz moved and Commissioner Shelly seconded a motion to approve the minutes of the May 13, 2013 Annual Meeting.

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

Commissioner Shelly moved and Commissioner Wolfe seconded a motion to approve the minutes of the May 13, 2013 Regular Board meeting.

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

 
APPROVAL OF VOUCHER LIST:
Commissioner Brault moved and Commissioner Benz seconded a motion to approve the Voucher List in the amount of $2,713,456.85, 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 Abbott, Benz, Brault, Crowley, Olvany, Shelly, and Wolfe; voting No -- None. Absent – None; Motion carried.

COMMUNICATIONS & CORRESPONDENCE: None

RECOGNITION OF VISITORS:  None

EXECUTIVE DIRECTOR’S REPORT:
(Presented by Superintendent Lambrecht)

Superintendent Lambrecht provided a progress report on the various ongoing construction projects and stated that the golf contracts are currently at the contractor’s office and should be returned to the District by next week so that the work can begin on the scheduled date of July 29.

Superintendent Lambrecht stated that in regard to platform tennis he has received the hazardous waste certificate for the disposal of the excavated materials. Once that permit is in hand we can submit it to the Village who will then release the permits. The construction fence has been installed and we are hoping the work will begin at the end of next week with completion by the end of September.

At the ice rink, the plumbing work has been completed and the HVAC work is underway. The rooftop units are shipping at the beginning of July. Demolition of the ice rink has been completed including the excavation of the rinks. Work will begin this week on installing new piping for the sub-floor heating system which will be followed by the refrigeration system. The compressor package will be shipped during the last week of July and the system is set to start up on August 30.

At the tennis facility, there was a failure of the wall on courts 3 and 4. The repair work continues and some progress is being made. President Crowley stated that Superintendent Lambrecht had taken several photographs of the damage as well as the repair work. As a result, President Crowley asked Superintendent Lambrecht to present a slide show of the photographs taken at the tennis facility at tonight’s meeting.

As the slide show began, Superintendent Lambrecht explained the wall that failed was on courts 3 and 4 which caved in on the building. As a result, shoring was put into place to hold the roof of the remaining portion of the tennis pod. Once that was in place, demolition work began which included taking the foundation out. As work progressed, we also had to obtain some heavy equipment and sheeting to hold the pool in place. Part of the problem when we started excavating was that the fill underneath the deck of the pool could have fallen in which would have caused serious problems for us in the future. As the equipment arrived, we made some modifications to the pool building and also had to take some rafters off of the pool building itself. The sheeting weighed 130,000 pounds which is the reason why they placed the 12-inch matting on the deck. However, when they did that approximately 40 squares of the concrete deck cracked during the process which resulted in some cosmetic damage.

Once the sheeting was in place, the contractors drilled back 40 feet under the pool deck and put in 40-foot long rods that they grouted in. Once those were in place there was a piece of steel which cut across the inside of the sheeting to hold it in place. They then started the excavation at that time. After that was done, we used a mud slab for the new footing on which the foundation would be put on top.

As the opening of the pool season was fast approaching, we knew we would have to work through the summer season so we built a fence to block the view of the construction. After that was installed, our marketing department created a penguin-themed banner which is now covering the wall in an effort to make the appearance of the wall more festive.

Superintendent Lambrecht added that beginning today the contractors will start taking off the roof deck and once that has been completed, they will start to lift the existing roof structure back into place. The engineers will then determine if we need to make any modifications to the attachments on the top edge but the bottom edge will be completely new.

The work at the ice rink is moving along very well. It took about six to seven days for the ice to melt completely and afterward approximately 14” of material was removed. Now that all the equipment has been taken out, it is a very large empty space. There is one equipment room wall we still need to remove in order to be able to get the new equipment installed which is anticipated this to be completed in mid-July.

Superintendent Lambrecht stated that in regard to project timelines related to the reconstruction of 3 and 4, the goal is to be done with the bulk of the construction by August. Once that has been completed, we will have a lot of interior work to do such as new lighting, HVAC, and painting the interior of the facility. The goal is to be out of there during the last week of August. The surface company still has to come in for three weeks to repair the surface of that module with a new rubber base and a color coat. We will also have to touch up the other two modules. Once again, it is hoped to have the tennis facility completely open by September 28.

On courts 7 and 8 we will also be doing some remedial work on the “deadman” which will hold back one wall that had sustained some minor damage. The workers cored the holes in the wall today for the tieback rods and once that is done we will be doing some re-grading and restoration outside so that the court can be put back into use. Courts 7 and 8 should be back in use by the end of the week, June 14.

Superintendent Lambrecht reported Independence Day is fast approaching and the main events for the Park District will be held on July 3. Pace Bus will once again be transporting people to the park beginning at 4 pm. There will be three routes available for people to choose from and all of that information is on our web site. The fare for the bus is $3.50 per person and after the fireworks, the bus riders will receive tickets for the return trip. As in the past, the evening will include a concert in the Wallace Bowl. There will also be games, entertainment, food and fireworks at 9:30 pm. On July 4, there will be a Fun Run early in the morning.

The summer concert series begins on June 21 at the Wallace Bowl and the Sunday afternoon concerts at the Mallinckrodt Center began yesterday. Both the beach and the pool opened with full schedules this past weekend. Unfortunately, the weather so far has been questionable which has affected almost all of our outdoor activities. Summer camps begin next Monday, June 17, and staff training begins this week Thursday and Friday for camp counselors.

Vice President Olvany stated that included in the Voucher List which was just approved are some expense items for the tennis wall restoration at Centennial and all of this will be covered by the insurance carrier. He then asked how often does the District bill PDRMA and how would that be reflected in the monthly statements.

Superintendent Eppelheimer replied that PDRMA will advance the funds to the District as we move along in the process. Staff will try to present the work below the line since these are expenses that are over and above operations so when the money comes back to us we will settle against that. President Crowley stated that PDRMA would pay the District once we apply for those funds.

Superintendent Lambrecht reported our cost estimate to date including contracts signed for the total reconstruction of courts 3 and 4 is approximately $1,969,000. However, courts 7 and 8 will cost an additional $223,000 which will be the District’s responsibility. Also, when we did work with PDRMA and retained the structural engineer for this project, we asked for a full evaluation of the entire facility and PDRMA agreed to pay for the cost of that study. He has also been asking the engineer to complete the design as soon as possible since we need to keep on track. The engineer has since stated that the study should be ready by the end of the month.

Vice President Olvany stated that the resolution on our Action List total $905,000. Superintendent Lambrecht stated that we still have contracts to let and until we have the contractors selected we cannot include that amount in the emergency resolution. Basically the Board will be seeing these resolutions at least through July or the beginning of August. Vice President Olvany stated that each one of these resolutions is an add-on and is not cumulative. Superintendent Lambrecht indicated that this was an amended resolution which includes some of the numbers from last month. As a result, for each month there will be an amended resolution and the $905,000 is the total amount known to date.

Commissioner Brault asked that in regard to the approval of the additional work on courts 7 and 8, was that discussed with the Financial Planning Committee or the full Board. Vice President Olvany replied that it had not been discussed at their meeting. Commissioner Brault asked then how could that expenditure of $200,000 be authorized without anyone else on the Board being aware of it. Superintendent Lambrecht stated that it was a part of the emergency resolution that was approved last month. Vice President Olvany added it was a part of the emergency resolution but the cost was not covered by PDRMA.

Commissioner Brault stated he did not realize the District was “on the hook” for that $200,000. President Crowley stated we could review the meeting minutes for clarification. Commissioner Brault asked if we were allocating and budgeting this expenditure, where were we accounting for it. Superintendent Lambrecht replied that this item was in the Capital Projects fund. Superintendent Eppelheimer explained that if the expenditure was on the District, it would be on the capital line and would use a portion of the fund balance. He added that we also should receive some business insurance coverage and he will put a schedule together for the Board to review.

Vice President Olvany stated this issue was not discussed at the last meeting and his recollection is that the CEO of PDRMA did not commit at that point in time. However, he added that the immediate damage was going to be 100% covered. Commissioner Brault stated that the CEO also clearly stated it was not related to immediate damage and he doesn’t think there had been a number on it. He added that this issue should have started out in the Financial Planning Committee and then referred to the full Board. He also felt we should not have committed to the $200,000 unless everyone else was all clear that this is what we were going to do. Commissioner Brault repeated that he had been unaware that this extra expense had occurred. President Crowley stated we will obtain further clarification on this issue but that was the cost and we now have paid for it. Commissioner Brault stated he felt like we backed into it.

COMMITTEE REPORTS:
Lakefront Committee – Committee Chair Benz reported the Lakefront Committee had its inaugural meeting on Monday, June 3, which focused on coordination and description. He added this committee was formed at the May Board meeting as a result of the Board recognizing that the Wilmette lakefront has a level of importance in several activities and that there was a need for some special attention to the Lakefront Master Plan. In addition, the committee is motivated to make sure that the process will be expedited and accomplished with existing staff. The meeting began with activity staff reports which included the opening of the swimming beach on May 25 and the sailing beach on May 11 which includes the new Stand-Up Paddle (SUP) area.

Chair Benz reported that at the meeting Superintendent Lambrecht provided the Committee with a priority list of repairs for the Lakefront infrastructure projects that are necessary. It was a comprehensive list and much discussion ensued. After discussion, it was agreed by all Committee members that the list would be further studied by each member and at its next meeting on July 1 the Committee would return with their questions and then develop an action plan, a budget, and a calendar so that people will be able to see what the master plan alternatives involve. We would then synthesize everything into one plan which we can all understand and provide comment.

Vice President Olvany added he is also a member of the Lakefront Committee and that at their first meeting Superintendent Lambrecht provided an excellent overview of what the major issues were at the lakefront and the way he prioritized the different aspects of the project were “spot on”.

Facilities Operations Committee – Committee Chair Brault reported the Facilities Operations Committee (formerly the Centennial Operations Committee) had its inaugural meeting this evening and it will now include the Paddle Tennis facility. The pool opening was delayed to June 8 as a result of the repair work at the tennis courts. Also, even though the weather recently has been inclement, we actually only missed one-half of a day due to the weather. However, also because of the weather, sales of passes are down. Specifically, non-residents are down 941 and residents are down by 837 passes to date. From an historical perspective, these numbers are fairly similar to other early season weather patterns since as the weather improves, staff anticipates the numbers for all of these categories will increase. Net revenue year-to-date was down about $57,000. The repair of the activity slide has been completed and should be open by the end of this week. As a response to overcrowding, this year we will now have 140 additional deck chairs on the deck and on the grass to create more useable space. There will also be a fun event on Saturday, June 29, called “Flick and Float” which will include swimming and watching a movie – The Princess Bride. The ice rink is still on target to open by the middle of September and we appear to be on schedule and on budget for the reconstruction of the chiller system.

Commissioner Brault also reported that the paddle tennis contracts are in the process of being let now and we anticipate construction starting within the next couple of weeks. The hurricane fencing has also been installed to protect the site. It is hoped the facility will open on October 1 although that date is later than originally scheduled due to the delays caused by Centennial. We also appear to be on budget in terms of the scope of the project.

An offer has also been made to a paddle tennis professional and staff is waiting for his response. There will also be a large marketing effort for the paddle facility itself as well as for the men’s and women’s leagues for the fall.

Golf Operations Committee – Committee Chair Brault reported the Committee met last Saturday and play has been down year-to-date fairly significantly. In particular, the May rounds totaled 5,300 rounds so far which is down almost 12% as compared to the three-year average but excluding last year which had extremely warm weather. Total round revenue was down 5.1% since a lot of our play involves our year-long memberships. In terms of activity at the course, the Al McLean Jr. Open will be held at the course on June 19 for children age 8-14. So far there are about 180 junior golfers signed up. This is also one of our most exciting events at the course. President Crowley added that last year there were 54 participants and this year we have over 180. The Family Golf Clinic was held on Sunday, May 19, and 160 patrons participated. Overall, it was very successful and was a great marketing effort by Jamie Locke and his team. The US Wilmette Women Amateur Public Links Qualifier was held at the course on May 29 and this was the second time our course has held this event. In addition, four of the golfers who played in this event will be going directly to the nationals.

In terms of the reconstruction project, the course will close on July 28. All of our permitting and bids are in place so we appear to be on time for the commencement of the project. The contracts also appear to be on budget. The course has lost a large number of ash trees to the ash borer. President Crowley added that at Saturday’s golf meeting, we also heard that we have one of the fastest growing programs at the course called Tiny Aces. Chair Brault stated that Tiny Aces started two years ago for children under 10 and we now have a total of 256 children learning how to play golf.

Parks & Recreation Committee – Committee Chair Shelly reported the Committee met on May 20 and a large part of the discussion was related to the Eagles Football program and that the Park District will be participating in a certification program for the head coaches. This program is under the USA Football umbrella and the program is called “Heads Up Football”. Also started was a parent committee and they had their first meeting in May in the hopes of getting more parents involved in the program. As a result, staff is working hard on getting all of that information out to everyone involved. They are evaluating the “paid volunteer model” for coaching and more information will be provided at the next committee meeting. There was also a brief discussion on the artificial turf at Howard Park and that not everyone in Wilmette may be aware that the Village owns Howard Park and the District leases it from the Village. It was also discovered that it would cost $1 million to put down artificial turf at Howard Park which will most likely not be included in our budget.

Staff also provided an update on the lakefront and the good news was that participation in the sailing and aquatics camps as well as the Junior Lifeguard program is higher this year compared to last year in some cases. The other update was that there are now an additional 40 Stand-Up-Paddle (SUP) board racks. At the CRC, the Lacrosse and Flag Football programs have ended for the season and soccer finished this past weekend. Except for the rainout during the first weekend of the season, everything went very well and once again gymnastics is at an all-time high. Our summer camps will be underway on Monday, June 17. The North Shore Theater’s production of Annie was sold out and the next show will be Seussical at the Wallace Bowl on the last three weekends in July.

Under Old Business, the Committee discussed Elmwood Beach and that staff is working with the Village who owns the property. We have also agreed that we will be staffing that part of the beach on the weekends and holidays which is what we also do at south beach. In addition, we will be participating in trash pickup for the Village. Our staff is currently helping out on the weekends and holidays but in the future this may change based on what our needs might be over the course of the summer. The fitness center went out to bid for new treadmills and ellipticals and the Parks & Recreation Committee recommended that the bid be approved by the Park Board.

Commissioner Shelly moved and Commissioner Benz seconded a motion to provide fitness equipment replacement which will include 6 treadmills with 17” televisions, 2 C5X ClimbMills, 2 Cross Trainer Ellipticals, and 1 Lifecycle Recumbent Bike in the total amount of $47,762 as recommended by the Parks & Recreation Committee.

Commissioner Brault asked how long would the fitness equipment last and Superintendent Bingham responded that treadmills in corporate settings usually last about five years and our current bikes are three years past that. However, we could possibly use the elliptical for a while longer. Certain treadmills are favorites of some of our patrons but generally speaking all of the treadmills are close to their maximum life spans. 

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

Commissioner Brault asked that in terms of staffing at the Elmwood Beach what would be done differently. Superintendent Bingham replied that per a memo from the Village’s Engineering Department, we currently have staff there on Saturday, Sunday and holidays with only one person starting in the morning. Then at 11 am two staff members are there until 6 or 7 pm and then the number of staff goes back down to one person. On Friday nights staff is there until 10 pm. The Village approved everything and staff has also provided them with all of our costs which will be reimbursed to the Park District. Superintendent Bingham added staff’s primary role is similar to what we currently do at south beach which includes enforcement of the same ordinances that the Village and the Park District have established followed by informing the public of the rules. As a result, if staff sees any activity such as using alcohol or bad behavior, they have been instructed to radio the beach house or to call the police directly.

Superintendent Bingham stated staff starting working at Elmwood Dunes on Memorial Day weekend which is when this schedule took effect. Committee Chair Shelly stated staff will working two-hour shifts and will be part of the major rotation which takes them to the south beach, beach parking lot duty and then Elmwood. Staff will also be on the sailing beach which is new this year.

Financial Planning & Policy Committee – Committee Chair Olvany reported the Committee met on May 29 and three major topics were discussed. The first topic was that at the previous Board meeting the by-laws of Ouilmette Foundation were approved. Discussion followed at the meeting on the steps to take in re-establishing the Foundation. After discussion, the Committee concluded that if any Commissioner had recommendations for individuals who might want to serve, then we will reach out to them. In addition, if they are willing to volunteer, they should contact Director Wilson who would then contact our list of people who had volunteered to serve. After that is done, Director Wilson would contact the list of volunteers. It is hoped that we will receive 15-18 names of prospective board members so that we can move forward.  Secondly, the Committee discussed the 2013 Prevailing Wage Ordinance which indicates the list of workers who provide services to the District. Discussion followed on the protocol and legal issues surrounding this law and then the Committee recommended that Ordinance 2013-O-4 be approved by the Board.

Lastly, a presentation was made by Ron Amen of Lauterbach & Amen from our auditing firm who provided a draft copy of the District’s comprehensive annual financial report. He added that if the Board approves the statements tonight, then it will be fully bound and sent to each Commissioner and individually available for the public. In addition, Mr. Amen once again issued the highest opinion possible but he did mention a number of items for the Board to keep in mind moving forward which were included in the management letter as well.

Vice President Olvany moved and Commissioner Brault seconded a motion to approve Ordinance 2013-O-4, AN ORDINANCE ADOPTING PREVAILING WAGE RATES TO BE PAID TO LABORERS, MECHANICS, AND OTHER WORKERS PERFORMING CONSTRUCTION OF PUBLIC WORKS FOR THE WILMETTE PARK DISTRICT.

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

Vice President Olvany moved and Commissioner Benz seconded a motion to accept the audited Financial Statements for the year ended December 31, 2012 as recommended by the Financial Planning Committee.

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

Commissioner Olvany stated that despite the fact that summer has not yet officially started and although our business is extremely leveraged to the weather, so far through May we are running substantially above our budget thanks to staff. The District year-to-date had budgeted to have an operating surplus of $4.5 million and we are currently running at a surplus of $5.4 million. In addition, recreation programs are approximately $475,000 above budget and over $500,000 above 2012’s budget despite the inclement weather so far this year. This indicates that staff’s expense management along with their strong marketing efforts have been successful.

Commissioner Brault asked if our IMRF funding ratio had changed. Commissioner Olvany replied that the way our CAFR calculates our funded ratio does not include the current annuitants. For example, if someone was being paid out their pension on a monthly basis, then that number would be included in the denominator. Commissioner Olvany also indicated that Superintendent Eppelheimer participated in a webinar which included a presentation on the IMRF pension plan that stated the number you see in your CAFR may not necessarily be a reflection of what your funding status is because of the way the numbers are reported. Superintendent Eppelheimer then asked IMRF to add back in the current retirees and as a result this moved up our funding ratio from 68.4% to 81.2% funded which basically takes the District over the threshold of significance.

Commissioner Brault agreed with that explanation and added that because the 68% appeared on everyone’s tax bill, this puts the District in a substantially better position than any other taxed pension-funding public body. Commissioner Olvany added that we should still continue to realize that we have this long-term liability which is similar to any of our other long-term debt. He also stated that every investor has their opinion on what that ratio should be but he believes that if a funded ratio is higher than 70% it is viewed as being very positive.

OLD BUSINESS: None

NEW BUSINESS:

Commissioner Benz moved and Commissioner Shelly seconded a motion to approve Resolution 2013-R-8, A RESOLUTION AUTHORIZING INTERVENTION IN A PENDING PROPERTY TAX ASSESSMENT APPEAL (336 SHERIDAN ROAD).

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

Commissioner Benz moved and Commissioner Shelly seconded a motion to approve Resolution 2013-R-9, A RESOLUTION AUTHORIZING INTERVENTION IN A PENDING PROPERTY TAX ASSESSMENT APPEAL (1174 MICHIGAN  ROAD).

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

Commissioner Wolfe moved and Commissioner Benz seconded a motion to approve Resolution 2013-R-10, A RESOLUTION AMENDING RESOLUTION 2013-R-7, MODIFYING THE APPROVED CONTRACT AMOUNTS FOR CERTAIN SERVICES FOR THE EMERGENCY REPAIRS TO AND RECONSTRUCTION OF PORTIONS OF THE CENTENNIAL RECREATION COMPLEX.

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

There being no further business to conduct, the meeting was adjourned at  8:26 pm.


MINUTES APPROVED ON JULY 8, 2013.