March 10, 2014
6: 30 p.m. - Village Hall Training Room

Attendees Present
Commissioners: James Brault, Shelley Shelly, Amy Wolfe

Staff : Bowen, Eppelheimer, Flynn, D.Smith, B. Smith

Attendees Absent
Brian Udany

Approval of Minutes
Commissioner Brault moved and Commissioner Shelly seconded a motion to approve the minutes of the February 10, 2014, Facilities Operations Committee meeting. All approved by general consent.

Communications and Correspondence
Commissioner Brault acknowledged a nice thank you note for the pizza and beer from Jeff  Martin.

Follow up  from  2/10/14  meeting Superintendent  Bowen has contacted  Kimberly Stephens. He has not heard back from her.

Recognition of Visitors

Managers Report
Manager DarrellSmith reported on the following:

  • Pro Patrick Sullivan's and his wife had a baby boy today, 8 pounds 13 ounces.
  • Currently working with Shelagh and her staff on lottery brochure, coming out soon April 14th.
  • T-Shirts have been ordered for pros; great marketing tool to start a conversation.
  • 399 kids registered for camps. Some Camps are full with waiting lists.
  • March spring Pro Shop sale going on now.
  • Hosting women's travel team luncheon at the end of season.

Commissioner Brault wanted to know if it was worth marketing the HVAC in the summer months. Smith is not sure it will be ready by this summer, more details forthcoming.Commissioner Brault stated to market it if we could.
Ice Rink Manager Sean Flynn reported on the following:

  • Public skate numbers were up over 200 people this February from last February.
  • Spring ice contracts have been completed with Wilmette hockey and Winnetka hockey.
  • Waiting to hear from New Trier on buying ice time. Typically in the past they have gone to Winnetka or North Shore, but have heard they are not pleased with North Shore.
  • Summer inquires for ice time coming in.
  • Open hockey scheduled through February, March schedule out now, working on schedule for next couple of months.
  • Girls only drop-in something we may consider.
  • Blackhawk's sale in February was a huge success. Raised about $55,000; park district will get a portion of that possibly 10%.
  • This weekend, District Eight Championship ISi ice skating competition; over 300 kids competing.

Commissioner Brault asked how it has been regulating the temperature of the
ice. Flynn stated good. Flynn stated he has been able to move the temperature up and down. When software program is installed on Flynn's computer it will be easier to adjust the temperature rather than going downstairs. Commissioner Brault wanted to know if it was going to be used regularly to save energy. Flynn stated system  has  to  work  harder  if  too  much  in  temperature  drop.
Commissioner Brault recommended working with system for energy savings ideas.  Flynn agreed.

Commissioner Brault wanted to know the percentage of ice time being used from now through August 1st. Flynn stated that summer months are busy from 7am- 8pm Monday through Friday; and weekends slowly starting to book. Spring is like our fall and winter with ice time. Commissioner Brault stated so you are doing about 12 to 13 hours a day using the ice. Flynn acknowledged yes.

Commissioner Brault wanted to know what the average price we get from figure skating.Superintendent Bowen stated around $60,000 to $70,000.

Figure Skating Ice Show is scheduled for May.

Platform Tennis Manager Brad Smith reported on the following:

  • Regular season is winding down.
  • Women Series 14 league is this coming weekend for their competition.
  • Men's in-house Match Play league going on,45+ people signed up for Thursdays and about 8 for Saturday mornings. Every Monday Smith sends out a schedule of who can play and matches them up. This program goes through summer for men's and women's. Commissioner Brault commented how the paring is great when it comes to competition levels. If they join from another club Smith looks up their records to see where they should be paired.
  • Bottle openers walking away; Commissioner Brault suggested permanent bottle openers.Smith working on it.
  • Commissioner Wolfe wanted to  know what the protocol  for  renting the space was. We need to brainstorm some ideas due to the fact that no one is monitoring the hut and anyone can be in there and also too many people at one time. Some suggestions were to add staff or video camera. Superintendent Bowen said there have been no discussions on staffing it, but we can explore that option in the future.
  • Heaters  work  and  not  work.  Superintendent  Bowen  said  Superintendent Lambrecht is working onit.
  • Commissioner Brault suggested installing a helpline (designated call line) for platform tennis when issues may arise onsite.
  • Superintendent Bowen remarked that landscaping will start when everything melts; painting will also be done.
  • Commissioner Brault commented on discussions on at what point will we need to add more courts. Superintendent Bowen will research other clubs in area to see what they are doing.
  • Suggestion of Ping Pong Table from Commissioner Shelly. Brainstormed ideas on where to put it. Superintendent Bowen said he would take a look at it.

Superintendent Bowen reported on pool updates:

  • Hiring going well.
  • Getting ready for season.
  • Looking at a new payroll processing system that would work well with scheduling.
  • Landscaping will be worked on shortly.

Old Business

New Business

There being no further discussion, the meeting was adjourned at 7:10 p.m.

Minutes taken by Superintendent Bowen.