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, OCTOBER 14, 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 Bryan Abbott, Gary Benz, James Brault, John Olvany, Shelley Shelly, Amy Wolfe; Secretary/Executive Director Stephen Wilson; Assistant Secretary Judy Ostrem. 

ABSENT: None

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

VISITORS: Craig Strong, Precision Multi-Sports; Jody Sherman, Wilmette Resident

President Crowley called the regularly scheduled meeting of the Board of Park Commissioners to order at 7:30 pm. Director Wilson conducted the roll call and a quorum was established.

APPROVAL OF MINUTES:
Commissioner Olvany moved and Commissioner Brault seconded a motion to approve the minutes of the September 9, 2013 Regular Board meeting.

Commissioner Benz stated that on page 4 of the minutes, the last sentence of the third paragraph should state “We are not recommending a parking facility” or we could eliminate the entire sentence. In addition, on page 19 under the Financial Planning & Policy Committee, “Chair Benz” should be changed to “Committee Member Benz who reported on behalf of Chair Olvany.”

Commissioner Brault stated that the Board has been debating what level of detail should be included in all of our minutes and based on the fact that the September minutes consisted of 20 pages, he suggests we consolidate them by deleting some of the conversations while at the same time not excluding any conclusions that the Board or Committee may reach. Commissioner Abbott stated that the previous Lakefront Committee meeting was quite lengthy and in this case he thought the amount of detail was helpful. Director Wilson stated that our Board meetings are recorded and can be viewed online although the Committee meetings are not recorded. President Crowley added that it makes sense to more be concise while navigating for a “happy medium” in terms of the minutes. 
By a roll call vote, voting Yes – Commissioners Abbott, Benz, Brault, Crowley, Olvany, Shelly, and Wolfe; voting No -- None. Absent – None; Motion carried as amended.

COMMUNICATIONS & CORRESPONDENCE: None

RECOGNITION OF VISITORS:  Craig Strong from Precision Multi-Sports stated that the North Shore Triathlon was held on Sunday, September 15 with approximately 600 participants finishing compared to the 725 who registered. There were also 150 people who participated from Wilmette. Mr. Strong stated that next year they plan to disseminate the information earlier so that participants have more time to prepare. Mr. Strong also thanked the Village of Wilmette and the Wilmette Park District and added that it was great working with Kathy Bingham and her team. Mr. Strong then presented the Board with a $5,000 check per the contract and stated that a total of $200 in donations was also received through the registration web site. Another local charity called the Foundation for Retinal Research sent a check for $200. For next year’s event they would like to cap the number of participants at 800.

Commissioner Abbott stated he attended the event as a spectator and was very impressed with how well everything went. Commissioner Brault agreed and stated that even with the rainy conditions, the participants and spectators were in good spirits. Commissioner Shelly added that the event was very well run and enjoyable and that she was surprised to see how many athletes came out to participate even in the rain. She was somewhat concerned about the biking portion and would also like to see something for the children.

Also under Recognition of Visitors, President Crowley welcomed Jody Sherman who created a beautiful quilt out of old Park District T-shirts that her children had worn as well as shirts from other families who contributed. She thanked the Park District for educating, entertaining and enlightening her children throughout the years. Director Wilson added that a frame is being made for it and it will then be displayed at the CRC.

APPROVAL OF VOUCHER LIST:
Commissioner Wolfe moved and Commissioner Benz seconded a motion to approve the Voucher List in the amount of $3,459,379.36, 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.

EXECUTIVE DIRECTOR’S REPORT:

Director Wilson reported that the event also received tremendous support from the various departments of the Village, particularly the Police Department and Police Officer Pat Collins who helped out with all of the logistics involved. In addition, the support received from the Village staff and the Winnetka Police Department deserves to be recognized as well.

Director Wilson reported that the work on the Centennial Ice Rink is now complete and it opened on schedule. A ribbon-cutting ceremony was held on Saturday night, October 12, and featured activities that included free public skate, “Bozo” buckets, and a special appearance by the Stanley Cup Trophy.

The golf reconstruction project continues and we are in our final week of major construction. The Tennis facility opened on September 29 and the most damaged module, which now has the new lighting, is the object of desire for our players so additional lighting will be submitted for approval in our proposed budget for 2014.

The Platform Tennis project has experienced some delays and setbacks but as of this evening the facility is hosting its first match on the two new courts that were installed and painted. The Paddle Hut is not yet open and the remaining two courts will be installed within the next couple of weeks. Hopefully by the end of the month we will have a ribbon-cutting ceremony at that facility as well.

Director Wilson reported that in regard to the Lakefront Master Plan, a couple of the Superintendents have met with the consultants and provided them with a document that summarizes what was discussed at last month’s Board meeting. That document has also been posted on our web site for public viewing. The consultants plan to attend the next Lakefront Committee meeting scheduled for Monday, November 4, 2013, to present what they have up to this point and to make any adjustments if necessary.

During the month of October, the Park District will begin working on the 2014 Proposed Budget and each committee will be reviewing and discussing the various aspects of their respective budgets at the Committee level.

Under Financial Planning, the approval of Ordinance 2013-O-6 is on the agenda which relates to the issuance of debt certificates for the Golf Course project, the remaining portion of which would be repaid through a user fee surcharge. Under the Real Estate Committee, there is a report on the recommendation in regard to the MWRD lease for the property at the Sheridan Shore Yacht Club.

Under New Business, we have an update of Resolution 2013-R-7 which is the Emergency Expenditure Resolution related to the damage suffered in April at the tennis facility. Now that the work has been completed and we know the costs, this resolution is basically for updating all those numbers and then having them ratified by the Board.

Lastly, we have our annual appointment for the IAPD Business meeting which will be held on January 25, 2014 in downtown Chicago.

COMMITTEE REPORTS:
Lakefront Committee – Committee Chair Benz stated the Committee would be meeting on October 21 discuss the budget recommendations.

Parks & Recreation Committee – Commissioner Shelly reported the Committee met on September 16 and updates were provided by staff which indicated everything seemed to be moving along well. This past weekend the Wizard of Oz opened at the Wilmette Children’s Theater. We have also been in discussions with the Village of Wilmette who has requested an underground storage tank be installed at West Park which resulted in quite a bit of discussion. The Committee will be meeting with the consultant (RJN) on Monday, October 21.

Facilities Operations Committee – Committee Chair Brault reported the Committee met this evening but recessed due to the start of the Board meeting. As a result, the Committee will reconvene after the conclusion of the Board meeting. It was reported that even though the facility was shut down for the renovation, we were still able to make the $135,000 in capital transfers out of the facility. At the pool, the swim season is over and we’re preparing for 2014. Virtually all of the construction has been completed at the pool including the concrete decking. At Tennis, the renovation is complete and the principal feedback is that the new lighting in courts 7 and 8 has been extremely well received. The capital budget for next year was approved and the Committee will be making a recommendation that we upgrade the lighting on all of the courts which should result in additional usage. The second capital item proposed is the installation of an air conditioner for the summer months to increase usage. The Committee will also be discussing the paddle tennis budget and the members agreed we will be generating a profit at the paddle tennis facility in 2013. There are also 158 members currently signed up at the facility and the first match will be played tonight.

Financial Planning & Policy Committee – Chair Olvany stated that the Financial Planning Committee met on September 23, 2013 and it was reported progress has been made on our Policy and Procedures Manual. The Committee is also engaging in a lot of discussion related to paid time off and how it relates to the District’s pension plan. Other items on the agenda included a visit from Ron Amen from our auditing firm who provided an update on some of their recommendations that had been listed in the previous audit. Mr. Amen indicated he was very pleased with the progress made so far. He also offered to stay on as our auditor and that the engagement letter is currently in the hands of staff.

Also discussed was the Debt Certificate Issue which was tweaked slightly so that the bond issue would allow us to get the full benefit of user fees with the payment of those bonds. Lastly, through the first three quarters of our fiscal year, the Park District is running at about a $7.5 million operating surplus for the year which is about 12% above what was budgeted. In addition, that surplus is close to $3 million which is also above what was budgeted. Also pointed out at that meeting was that even though we have incurred over $1.9 million of unbudgeted renovations at the Tennis facility and considering how well the District is being run, we are dealing with this issue without that much difficulty. The other item in the report was that so far we believe we will receive $725,000 in terms of reimbursement from our insurers for those unbudgeted expenses of $1.9 million. We also anticipate over the course of time that this number will grow substantially as we continue to make claims and hear back from our reinsurance and insurance companies.

Commissioner Olvany moved and Commissioner Brault seconded a motion to approve Ordinance 2013-O-6, AN ORDINANCE AUTHORIZING AND PROVIDING FOR AN INSTALLMENT PURCHASE AGREEMENT FOR THE PURPOSE OF PAYING THE COST OF PURCHASING REAL OR PERSONAL PROPERTY, OR BOTH, IN AND FOR THE WILMETTE PARK DISTRICT, COOK COUNTY, ILLINOIS, AND FOR THE ISSUE OF $510,000 DEBT CERTIFICATES, SERIES 2013A, OF SAID PARK DISTRICT EVIDENCING THE RIGHTS TO PAYMENT UNDER SAID AGREEMENT, AND PROVIDING FOR THE SECURITY FOR AND MEANS OF PAYMENT UNDER SAID AGREEMENT OF SAID CERTIFICATES as recommended by the Financial Planning and Policy Committee.

Superintendent Eppelheimer stated that rates run from 1.25% in the first year and 2.4% in the fifth year with WinTrust Bank.

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

Golf Operations Committee – Committee Chair Brault reported the Committee did not meet since our last Board meeting but will be meeting at the golf course this Wednesday, October 16, at 6:30 pm.

Real Estate Committee – Commissioner Olvany stated the Real Estate Committee met on September 23 and discussed the MWRD lease for the Sheridan Shore Yacht Club which expires in early 2016. Since that property lease is available for public bidding, the Committee recommended having a discussion with the MWRD about this lease since it is adjacent to our property and could be part of the entire Lakefront Master Plan. Director Wilson added that the approval of a lease would have to come back to the full Board. Commissioner Olvany stated that what the Committee is recommending to the Board is that we instruct staff to approach the MWRD as being an interested party in this lease when it expires and also to become engaged in discussion in a public forum about our interest in potentially being the lessee of the property. Commissioner Brault agreed with Commissioner Olvany but thought the suggestion made by the Real Estate Committee was to pursue that exemption with the intent of talking about a potential lease with them directly. Commissioner Brault stated he thought one of the outgrowths of that discussion was to raise with the Board the possibility of including this in the consultants’ overall lakefront plan.

Commissioner Olvany moved and Commissioner Shelly seconded a motion to approve the recommendation of the Real Estate Committee to pursue the lease for the Metropolitan Water Reclamation District property commonly known as Sheridan Shore Yacht Club.

Commissioner Abbott stated he would vote yes for the study but unfortunately pursuing a lease is not the best way to instill cooperation among the various parties.

Commissioner Brault stated that part of the discussion on why we would put this to the consultants is because of the potential expansion of the Lakeview Center and where we should allocate resources.

Commissioner Olvany stated that when the Lakefront Committee met, he didn’t know that this lease was coming up. However, in the context of an overall lakefront plan, a long-term vision of this building is clearly in his mind and is something we should be considering it in regard to the lakefront. Also, the Harbor lease has already been taken care of so it’s not up for discussion. However, this lease is up for discussion and we as a park district and as the owner and operator of the adjacent property should take it into consideration.

Commissioner Benz stated he has some concerns in regard to the timing but he will vote yes.

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

President Crowley stated it was time to discuss the Lakefront Study since we will be talking to the MWRD about this lease. He also agrees that we should ask the consultants to consider this as part of the Lakefront Plan process. Commissioner Benz stated the timing issue is more of a “taking votes prior to discussion” issue in regard to the existing leaseholders, to the other public entities involved, and to our adjacent neighbors. In general, he believes this is a procedural concern. 

Commissioner Olvany stated that on behalf of the Real Estate Committee, it was their opinion that this was a matter of public discussion and that it was important for the Real Estate Committee to have an open meeting which had been held on September 23 when we announced what we were going to be discussing. We also thought it was important to come back to the full Board and place it on the agenda. That would then be followed by a recommendation to the full Board that this is something which should be discussed with the MWRD. Commissioner Brault replied the sensitivity issue is a difficult one because we want to be as open and transparent as possible.

OLD BUSINESS:  None

NEW BUSINESS

Commissioner Olvany moved and Commissioner Benz seconded a motion to approve Resolution 2013-R-14, 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.

Commissioner Olvany asked that in regard to the resolution, does all of the individual contract numbers add up to the amount of $1.9 million which was in the report from Superintendent Eppelheimer. 

Commissioner Olvany stated that for the Board’s clarification, all of the expenses that we have incurred total approximately $1.9 million and we are attempting to determine whether it would be lost revenue or if it should be placed under some other category of expense. 

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 8:21 pm.

MINUTES APPROVED AS AMENDED ON NOVEMBER 11, 2013.