WILMETTE PARK DISTRICT
 FACILITIES OPERATIONS COMMITTEE MEETING


Date: January 13, 2014

Place:  Village Hall Training Room

Time: 6:30 p.m.

Attendance
Commissioners: Committee Chair Brault, Shelly, Wolfe (6:36 pm)Crowley, Benz, Olvany
Absent:   None
Staff: Wilson, Bowen, Eppelheimer, Lambrecht, Flynn, B. Smith, D. Smith
Visitors:  None 
  
Topics of Discussion

1) Meeting Called to Order
2) Approval of Minutes:
     a) December 9, 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 December 9, 2013 were approved by General Consent.
 
3) Under Communications and Correspondence, Superintendent Bowen reported there had not been any correspondence in the meeting packet but we did receive one today for the Committee’s review. He added that even though it was short notice, the Platform Tennis facility hosted a tournament over the weekend due to an apparent over-booking at the other paddle facility where they were playing. Everything went well and those players completed their tournaments. 

Commissioner Shelly stated that she has received very positive comments about our facility and everyone seems pleased. Chair Brault asked when is the fireplace turned on and Brad answered that it turns on at 8 am and then turns off at noon and then comes back on at 3:30 pm. Superintendent Bowen added that the heat was not on that day between 11 am and 1 pm. Brad stated he would follow-up on the heating issue.

4) Recognition of Visitors: None

5) Managers Reports: 

Tennis
Facility Manager Darrell Smith reported the annual Tennis/Golf brochure is currently being prepared for mailing in February. The second half of the indoor court season began on January 5 and will run until May 10. Our annual pro shop sale ran for the entire month of December and for the first time in a few years we made over $1,300 which included a large number of racquets and shoes. After the break, our lessons resumed on January 6 and will run through January 18. Our registration will also take place on January 18, 2014 and the next session will begin on Sunday, January 19.

Staff mailed out recommendation forms in mid-December that informed parents of what their children should sign up for in the spring session. During the break, three holiday junior camps were held and 70 children participated. Starting this Sunday, staff will introduce a high school boys’ tryout match play program for those children who will not be trying out for the teams.

Pools: No report

Ice Rink
Ice Manager Sean Flynn reported the number of public skate participants in 2013 totaled 14,346 skaters compared to a total of 16,300 in 2012. When comparing the same times, there were 13,400 participants so we were up almost 1,000 participants in 2013 compared to 2012. Over the holiday break in December, staff opened up a couple of open hockey sessions and 134 children were able to participate and when the children came out of their holiday break, the local schools announced they would be closed on Monday due to the heavy snow. As a result, staff opened up a hockey session which started at 11:30 am with 35 children in attendance.

Sean also contacted the Wilmette Hockey Association (WHA) to possibly set up some sessions for those participants who were out of school for the day and Mary at the WHA was able to set up some private sessions. Sean reported he also sent out e-mail blasts and when school closed the next day we offered three sessions in the studio rink running for half-hour each session and limiting the number of participants to 15 skaters per session. We also allowed people to start calling in at 9 am to see if they could get on the ice and all three sessions filled. Unfortunately, we also had to turn away a group of people who just showed up.

The Skating Exhibition and Skate with Santa events were held in December. The Exhibition had 60 skaters participating and the Skate with Santa event had 215 skaters compared to 166 last year. This was only the second event of the year and we received a lot of publicity from the media. The Ice Show solo tryouts will take place on January 25. Registration for the Ice Show began on January 6 and is currently ongoing. We will also be hosting the ISI District 8 Championship event on March 14, 15 and 16. The ISI basically covers all of the rinks in Chicago and Milwaukee areas and staff anticipates there will be 350 children participating in this event. Centennial is also hosting the ACHA College Tournament on January 20 and the Metro Girls Champions on March 10. Last year was the first year we held these other events.

Paddle Tennis
Paddle Tennis Manager Brad Smith reported that the facility is currently up to full strength and everything is running well except for some minor issues with the fireplace. It is also planned to add eight new members and we currently have 61 participants in all of our groups. We are also offering nine beginner classes and two advanced/Intermediate classes. The recent cold weather may have kept some players away although there were about 10 children outside as he was leaving for tonight’s meeting. Loyola Academy is also renting out all four courts every Tuesday.

Plans are also being made to a Grand Opening event in February but we first need to make sure we have enough pros for the exhibition. Staff is also working on making it easier to purchase items on-line and hoping to form a mixed format for an in-house league. We would also like to get all of the men to play on Saturdays as well as those women who are unable to play on Fridays and who would like additional times. Staff is also planning to host a Valentine’s Day mixing event and an email blast will be sent out for that as well. The Captain’s Manual has been completed and we now have a menu set-up for the men.

Commissioner Shelly asked how many members do we currently have and Brad replied 158 although he is also aware of additional people expressing interest. Commissioner Shelly asked about the status of the hut and the finishing touches on the countertop. Superintendent Lambrecht replied that this work should be completed by the end of the week although there are still other punch list items that need to be worked on. Commissioner Shelly added that she noticed where a lot of people are parking they have to walk up in between the courts. Brad replied that eventually a skywalk would be built on the north side. Commissioner Shelly stated that this might be something to think about especially during matches and maybe we should re-direct people to not walk through there.

Chair Brault asked about compliance when people are playing with substitutes even though they had not paid nor are they on a team. Brad replied staff has made it so that non-members can play up to three times although we did have some issues with a couple of teams so they will no longer be using substitutes. Superintendent Bowen added that we will start billing them and if they don’t pay, they won’t play.

Commissioner Shelly asked what was decided in regard to apparel and Superintendent Bowen responded that before that we first need to work on the grand opening event. Although we are past the time for a community event, staff thought we could host a member in-house tournament possibly starting on a Friday night and going into Saturday and Sunday. We could then have some other time in the future wherein we could attempt to attract additional members when the weather is warmer and then run it the same format as we do our Family Nights at the golf course.

Superintendent Bowen added that a second part of this event would be a “thank you” to the membership and provide food for the participants. As a result, we will be starting out with our first men’s night with food and beverages and Brad is currently working with the captains to work on the specifics. It would most likely consist of two nights for each team and the budget is $5,000. Commissioner Shelly stated that maybe we could do something for the women after a drill and it would be the women’s team for the fall.

President Crowley asked if this event would be for members only since it seems to him the community event would actually be a “members’ party” and Superintendent Bowen replied staff was looking to hold a community event when the weather was better. President Crowley asked so shouldn’t the even be open to everyone so we could attract more potential players and get their feedback. Commissioner Wolfe asked would there be other things they could do like a clinic instead of a tournament and Superintendent Bowen replied we could do that after the tournament is over. Chair Brault stated maybe we could offer the clinic first and then hold the event afterwards. Commissioner Shelly stated that based on the turnout we would want to do it at the end and then you schedule the clinics right before those last couple of matches. The capacity of the facility includes the Inside the hut and all four courts is a maximum of 43 people.   

Superintendent Bowen added that staff is still considering another event later on although we may not attract new members but it might be interesting to some people. He added that we will also be doing something in the spring and summer but smaller in size.

Chair Brault asked whether here would be grills on the south deck and Superintendent Bowen replied there were no plans for that right now. However, when the parking lot is completed there might be room for a concrete pad to put some vending machines on the south side. Commissioner Wolfe asked if we could put some landscaping between the paddle facility and the maintenance facility. Superintendent Lambrecht replied the space is very limited and the problem is the snow has to go somewhere.

Chair Brault asked if there were any updates on the wall at Centennial and the insurance. Superintendent Bowen replied that to date the insurance claim for the tennis wall totals $1,915,200 and that is the same amount we have paid to date. Staff also anticipates another $47,000 in expense for landscaping and labor reimbursements for in-house labor. We have received $725,000 from the insurance company. On January 23 we are expecting an additional $1 million and the balance of that is currently being worked out while the insurance company is going over some documentation. There is also $72,000 in business interruption insurance that we are working on which is just the insurance portion of it. On the remediation for the work that was not covered, we have spent to date $494,621.

Chair Brault stated that when looking at those three pieces, the cost being incurred to date plus landscaping and potential labor charges total $1,960,220 and of that we expect to be reimbursed 100%. As a result, the $494,621 is the net cost to us. Director Wilson stated that we did move the full engineering assessment of the facility into that $1.9 million so with the overall engineering project and based on our initial conversations, we don’t expect that PDRMA will toss that out.

6) Old Business; None

7) New Business: None

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

Minutes taken by Jeffrey Bowen.

MINUTES APPROVED ON FEBRUARY 10, 2014.