WILMETTE PARK DISTRICT
 FACILITIES OPERATIONS COMMITTEE MEETING


Date: December 9, 2013

Place:  Village Hall Training Room

Time: 6:30 p.m.

Attendance
Commissioners: Committee Chair Brault, Shelly, Wolfe, Crowley, Abbott, Benz
Absent: None
Staff: Wilson, Bowen, Eppelheimer, Lambrecht, Flynn, Udany, B. Smith, D. Smith
Visitors:  None 
  
Topics of Discussion:
1) Meeting Called to Order
2) Approval of Minutes:
      a) November 11, 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 6:30 pm.

2) Minutes of the November 11, 2013 were approved by General Consent.
 
3) Under Communications and Correspondence, the Committee reviewed an email from Tina Janetzco thanking Centennial Ice staff for hosting the overnight “lock-in” which her daughter really enjoyed. An email was also received from Michael Scholl thanking Centennial Ice staff for providing the internet feed for the Loyola Tournament live broadcasts.

4) Recognition of Visitors: None

5) Managers Reports: 

Paddle Tennis:

Director Wilson reported he responded to an email from Pat Leyden who stated that there had been some players who had signed up for paddle but were not actually members so he wanted to quit the league and receive a refund. Staff then processed the refund for him but within five minutes Mr. Leyden responded he just wanted to be heard so he purchased a membership. Chair Brault stated we will also be a monitor displaying the daily schedule of the reservation in the system. Superintendent Bowen added that there will also be security cameras with a live feed at the facility so staff and the police can monitor activity when staff is not present.  

Paddle Tennis Manager Brad Smith stated that the players from series 12 are somewhat frustrated because the courts are not yet completed. They also indicated they just want to be heard. However, most of the problems have been fixed in the hut so they are now planning on staying. Once January 1st arrives, everything will be forgotten and the complaints should slow down.

Commissioner Shelly asked if the women’s team was still coming to play and Brad replied he believes so, but they are currently getting everything together. Commissioner Wolfe asked if we were starting to book any events and Brad replied the process has begun and everything is moving forward which means we should be ready to start by the first of the year or even at the end of the December. Commissioner Shelly asked if there had been any additional break-ins and Brad replied no and that the locks have worked out very well. Superintendent Bowen stated we are also adding a class for older adults.

Commissioner Benz asked when the signage would be back up and Director Wilson replied the newly redesigned sign should arrive by the end of this week. Additional discussion followed on the specifics involved with parking at the facility.
 
Brad stated it is hoped to have 30 or 40 additional memberships signed up with a total of 180 memberships. There are a lot of men who want to join our groups but we just don’t have room for them yet.

Superintendent Lambrecht stated that in terms of the paddle hut, the carpeting will be installed tomorrow. There are currently temporary countertops installed since the permanent ones will not arrive for another two weeks. As a result, the facility will open with the temporary pieces and then the permanent ones will be installed. The trim will be done tomorrow. The occupancy inspection is scheduled for Thursday morning and hopefully by Friday we will have the occupancy permit.

Jeff stated that with these new members and teams coming on, we need to look at half-year memberships.

Staff has received requests form members to do something for the membership as a “thank-you” and some ideas had been discussed internally with input is needed from the committee.  Staff thought that providing food and beverage may be one idea.  A discussion developed on providing an additional item such as some appeaarl, for the membership.  Ater some discussion, the committee asked staff to make a recommendation. 

Chair Brault  stated he also thinks that hosting a welcome party and providing some “give-aways” and food could be enough. President Crowley suggested conducting a raffle and Commissioner Wolfe stated she liked the idea of everyone having something that brands our facility.

Chair Brault added that we had talked about possibly creating a Captains’ Manual for the newer players and Brad is currently working on that. He also thought that the food issue could somehow be coordinated for the home teams. Brad replied he is working with local restaurants to develop options that teams could order and the food be delivered. Chair Brault stated that for the beverages and given that we don’t sell or serve alcohol, we could get a kegerator in order to cut down on all of the empty cans, etc.

Tennis:

Facility Manager Darrell Smith reported that the tennis facility will be closed on Christmas Day and New Year’s Day. During the week before Thanksgiving, staff sent out the holiday guest passes to all members along with free demo coupons. As a result, 22 guest passes have already been turned in. The second half of the indoor season begins January 5 and the bills will be sent out with the December statements. Winter classes continue through January 18 and the spring session starts the very next day. The holiday break is scheduled to run from December 23 through January 5. Tennis is also going well with three camps full so far and in the 5-6 year-old camp there are 16 children already signed up with 20 spaces left. There are 21 out of 40 spots remaining for children age 7-11.

Pools:

Pool Manager Brian Udany reported he had spoken with Leslie Donovan, president of Starguard Aquatics International, who indicated that the District received a 5–star award for the second year in a row. Mark Stansfield will be accepting the award at the Starguard award ceremony in Austin, Texas, at the Professional Aquatics Conference in February. Brian added that in the Midwest, last year there were 20-25 facilities that received the five-star rating.

Ice Rink:

Ice Manager Sean Flynn reported the annual Loyola Thanksgiving Tournament was held during the week of Thanksgiving on Thursday, Friday and Saturday. This was also the first time that all of the championship games were played on Sunday. The ice rink is also co-sponsoring a toy drive with the Chicago Blackhawks since they have been very good to us. A Skate with Santa and the Holiday Exhibition will be held this Sunday and we will be conducting a canned food drive to benefit the New Trier Township Pantry. The holiday exhibition currently has 58 skaters signed up compared to last year’s 62. We also lost two coaches who moved away and since the reopening of the rink, we probably lost a total of about 15 skaters.

Public skate numbers starting from the point when we opened in September to today totaled 4,478 compared to last year when we were only at 4,102. Over the Christmas holiday we’re going to schedule some drop-in and tryout sessions while the children are out of school which proved to be very popular last year.

Attendance was down a bit at the Thanksgiving tournament and the money we collected for them was down about $3,000. However, we think overall they were up because they did have more varsity teams which resulted in more games scheduled at Skokie and Parkland over the course of the weekend. Last year there were only four games and this year there were 12 games. Sean added that Loyola did okay financially based on the other teams so it was just our specific location that was down. We also only hosted three games on Thanksgiving as opposed to four games which we had done in the past. They also only play until 2 pm.

Chair Brault asked if there had been any additional issues with the new ice system and Sean replied there had not.

6) Old Business; None

7) New Business: None

There being no further business, the meeting adjourned at 7:05 pm. 

Minutes taken by Jeffrey Bowen.

MINUTES APPROVED ON JANUARY 13, 2014.