WILMETTE PARK DISTRICT
 FACILITIES OPERATIONS COMMITTEE MEETING


Date: June 10, 2013

Place:  Park District Administration Office

Time: 6:15 p.m.

Attendance
Commissioners: Committee Chair Brault, Shelly, Wolfe
Absent:  Flynn
Staff: Bowen, Smith, Udany, Lambrecht, Eppelheimer, Crowley, Abbott
Visitors: None

  
Topics of Discussion:
1) Meeting Called to Order
2) Approval of Minutes:
 a) April 8, 2013
3) Communications and Correspondence
4) Recognition of Visitors
5) Managers Reports
6) Old Business
7) New Business
8) Adjournment


Discussions/Decisions:

1) Chair Brault called the meeting to order at 6:15 pm.

2) The Committee approved the minutes of May 13, 2013 by General Consent.

2) Under Communications and Correspondence, Superintendent Jeff Bowen reported an email was received from Lindsay Kracik asking for a proration of her season pass due the pool opening late. 

4) Recognition of Visitors: None

5) Under Managers Reports, Tennis Manager Darrell Smith reported operations are going well under the reconstruction of the facility.  Jeff Bowen stated that currently courts 1, 2, 5 and 6 are open and courts 7 and 8 should be ready in another week. Darrell stated that the members have remained patient and positive during this whole process. The lottery was held and five more courts were sold  than last year. The patrons have been very supportive.  Pirate Tennis camp starts will begin the week of June 17.

 Superintendent Bill Lambrecht reported that some work will be done at the end of camps to take care of some damage and additional interior work but the tennis facility will be shutdown at that time anyway. Jeff stated that there will be a delay in opening for the fall because of the construction schedule which will affect three weeks of permanent time and four weeks of junior classes. Everything else will be moved outside until September 28 when inside classes begin.

 Darrell stated outdoor court reservations began on Memorial Day weekend and will continue through Labor Day weekend. The outdoor ladies travel teams started on the second week of May and will run until the first week of August. Children in the Pirate Camps will be eating lunch again in the main lobby again which previously worked out well. Outdoor drills began this week and there are 427 campers in various programs which is 40 more than last year.

 Pool Manger Brian Udany reported this past Saturday and Sunday, the temperatures ranged from 72 degrees on Saturday to 77 degrees on Sunday. The total number of patrons on Saturday totaled 358 and Sunday totaled 697. The weather for the five days that the facility.  Brian then provided a review of the pool’s closure policy which is that at 66 degrees and at the manager’s discretion, the facility can close if there are 25 swimmers or less. If the air temperature drops and there are still people swimming, we can close some of the pools depending on where they are located and send staff home.

 Statistics on the season passes as of today are as follows: From January 1 to June 10, the pool is down 941 non-residents passes from 2012 which results in a decrease from last year of $35,129.  Resident passes are down 837 from 2012 which is a decrease of $21,850. The current total net revenue loss to date is approximately $57,000 dollars from 2012.

 Brian also reported 150 additional pool chairs have been added to the deck and grass areas this year. Staff also found a new cleaner that is able to clean our current pool chairs more effectively. There will also be a “Flick and Float” event to be held at the pool which consists of watching a moving while enjoying the use of the pools. It will be held at 8:30 pm on June 29. Chair Brault asked if this was creating any safety issues with people in the water. Brian responded the outside contractor will be setting up and bolting down everything and he has also confirmed everything with the managers of the company who will be setting up everything  for the movie. They also indicated they would not set up the screen if the weather becomes too inclement.

 Chair Brault asked how well was the “penguin wall” received by the public. Brian replied that the parents love it and have been taking photos of their children in front of it. The wall itself has been successful in camouflaging the ongoing construction work on the wall in tennis courts 3 and 4. There has been a very positive response from everyone. Chair Brault asked if there was something we could do next year such as turning it into an activity center. Brian replied that staff has been working on ideas with Marketing Manager Shelagh Donoghue. 

 Chair Brault asked Jeff Bowen if there had been any more discussions with the Wilmette Hockey Association (WHA) regarding a house league. Jeff replied that staff met with the WHA who told us that they are not yet ready to commit to that step. Jeff stated that the District would be processing the registrations for WHA for a $16,000 savings to the group.  The WHA did receive the ice rental  contract and staff has a meeting with them last week.

 In addition, Jeff reported the opening date for the Centennial Ice Rinks will be Sunday, September 15, 2013. Bill reported that the old ice chiller system is now out of the facility and staff completed the excavation of both rinks. The pipes are scheduled to be installed this week and the chiller package is scheduled to be delivered during the first week of August. So far, everything is on time and on budget.

6) Under Old Business, None.

7) Under New Business, the Committee agreed to change their meeting start time from 6:15 to 6:30 pm.

 In regard to Paddle Tennis, the contractor’s ready to start but we are a month behind schedule so staff will work on them to speed up the process. Chair Brault asked if the courts would be built at the same time as the building. Bill replied that this was the plan and once  the foundation is in then the platform manufacturer can start pouring their footings for the courts. Bill added that by the end of July he is hoping that the shell of the building will be completed and that the courts arrive sometime during the first week of August.

 Commissioner Shelly asked if the courts would be playable by October 1. Bill replied that they would but they won’t be able to finish the deck around the building until near the end of the projected timeline. Commissioner Shelly added that league play starts on the second week of October and for men it’s the third week of October. Bill replied he has been pushing the contractor to be done in September.

 Jeff reported that an offer had been extended to a potential paddle pro but he has not yet accepted the offer although we should know something by tomorrow and it looks favorable. Chair Brault asked if we had started on the marketing plan and Jeff responded they have started on a plan but we are waiting for more details from the pro. Char Brault asked that the plan be presented at the next meeting.
 
 Jeff then reviewed a fee summary chart of area paddle tennis fees and additional discussion followed. Jeff also indicated that we are currently below what Winnetka charged in fess for last year.
 
 Chair Brault asked what someone would receive for the cost of membership and Jeff replied they would receive unlimited court play.  A league fee and lessons would be additional.  Chair Brault stated that a lot of information can be confirmed once the pro arrives. Commissioner Shelly added that as a result, we will not publish anything at this time.

 Additional discussion followed on facility rental costs for members and/or non-members, for residents and non-residents, and for combinations of both. Commissioner Shelly thought we should have rates for members regardless if they are a resident or non-resident. Commissioner Shelly also indicated that there should be three different categories of payment levels – member, resident and non-resident.

 Chair Brault asked if the dram shop insurance would it be similar to what we do at the Lakeview Center. Jeff responded that it would . Chair Brault asked if the insurance would cover the league play. Jeff responded there will not be any insurance for league play since there is not an association at this time.  He stated that Director Wilson had indicated there are still some questions we need to work out with the Village in regard to their ordinances but it does not seem there will be a problem allowing the general public to bring in their own alcohol. Jeff stated, however, that he would contact the Park District’s attorney for further clarification of the dram laws.

 Commissioner Shelly stated that in terms of court rental, she doesn’t know how it works for tennis since there are not a lot of open times on indoor courts but for paddle it should be opened first to members. Jeff added that is what Winnetka is doing in that when a member books a court, there is no fee. Commissioner Shelly also stated that staff needs to be more specific on the private lessons which need to be broken into 30-minute segments and the paddle pro will know how to do that. Chair Brault added that there might be even more revisions to this budget once the pro arrives and Commissioner Shelly added that it was crucial to get the new paddle pro in as soon as possible. Jeff hopes to hear from the Pro soon.
 
There being no further business, the meeting adjourned at 6:51 pm.

Minutes taken by Jeffrey Bowen.