Wilmette Park District
Minutes of Regular Meeting of the Board of Commissioners
Monday, March 10, 2014
7:30 p.m.
Village Hall Council Chambers Room

Attendees Present
Commissioners: President James Crowley; Vice President John Olvany; Bryan Abbott, Gary Benz, James Brault, Shelley Shelly, and Amy Wolfe

Secretary/Executive Director Stephen Wilson

Attendees Absent

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

Residents: Barbara & Dick Muller, Fred Fitzsimmons, Fred Watson, Barb Clayton, Julie Nelson, Erin Loeher, Stephen Bobo, Peter Baugher, Dieirich Gross, Tanja Chevalier.

I. Meeting Called to Order
The meeting was called to order at 7:30 p.m.
     a. Roll call taken.

II. Approval of Minutes
Commissioner Brault moved and Commissioner Wolfe seconded a motion to approve the minutes of the February 10, 2014 Regular Board meeting.

Changes: Commissioner Benz wanted to change Page 2 to reflect the correct number of years for equipment from 300 years to 30 years.

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

Ill.  Communications and Correspondence
Vice President Olvany stated that an email came that was addressed to Commissioner Wolfe and Commissioner Abbott from Margrit Kuehn. She was an attendee at one of the Lakefront Committee meetings. Her email is addressed: Structure at Langdon Park. Olvany will forward to everyone else.

IV.   Recognition of Visitors
Fred Fitzsimmons, 2229 Crestview Lane, Wilmette. Mr. Fitzsimmons wanted to know if he should address the Commissioners now with questions or comments in regards to the Lakefront Master Plan or later. President Crowley stated that Director Wilson will go through slides and Mr. Fitzsimmons could address comments and concerns then. Mr. Fitzsimmons wanted to know specifically about voting. Crowley stated that comments are fine when we review the slides, but in regards to a vote there will be no ongoing conversations with the commissioners; comments will be addressed.

V.    Approval of Voucher List
Commissioner Olvany moved and Commissioner Benz seconded a motion to approve the Voucher List in the amount of $1, 364.158.85, a copy of which is to be attached to and become a permanent part of the minutes of this meeting.

Commissioner Olvany asked for more information on the cost of ice show costumes. Director Wilson stated that this is paid for by participants.

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

VI.   Executive Director's Report
Director Wilson reported that invitations were included in packets for the upcoming 2014 Shining Stars Awards and Recognition Banquet. This is a great event sponsored by the Northern Suburban Special Recreation Foundation (NSSRF). If you are available and interested please let Director Wilson know.

Director Wilson reported that a bid recommendation is in place in regards to the HVAC upgrades at the Centennial Tennis Club. This item will be addressed during New Business.

Director Wilson reflected back on the timeline for the Lakefront Operations Committee. In July 2008, the board approved qualifications to go seek consultants. Lakefront commission was formed, which held nine meetings of their own and two public workshops. In the interim, the Parks and Recreations Committee for two years was overseeing the process and getting input on a regular basis. They also facilitated two more public workshops. Director Wilson spoke to most rotary clubs and PTAs in town. This past May the Lakefront Committee was created, who have met numerous times. This evening the recommendations for that plan will be presented by the Lakefront Operations Committee.

Director Wilson announced the retirement of Larry Lee an employee at the Parks and Recreation facility and Judy Ostrem Administrative Assistant. Bill Lambrecht received the Chamber Member of the Year Award from the Wilmette Kenilworth Chamber of Commerce. Wilson stated a well-deserved award. President Crowley acknowledged Judy and her dedication and wishes her well from all.
VII. Committee Reports
A. Lakefront Committee:

Commissioner Benz stated that the Lakefront Committee met on March 6, 2014. Final touches were made with staff on the Lakefront Master plan and approved with a unanimous committee vote. Benz announced how all involved brought special talents to the table.

Director Wilson focused on some highlights of master plan within slides (Handouts):
./ Increased safety within park by adding more pedestrian walk ways and stripped bike paths.
./ Placement of storm sewers, Wilson pointed out due to the importance of them along with the dollar output.
./ Beach complex, new parking lot configuration, beach house and sailing center. Middle walkway ADA accessible, pedestrian and bike access available into park to separate from Lake Avenue traffic.
./ Beach House at Gillson, addition of open air pavilion.
./ Parking lot with landscaping which will help with storm water management being able to capture and filter water .
./ Sailing Center, changes include office space, storage space and bathrooms.
./ Adding landscaping and pavers to allow people to get around more freely through certain areas.                            
./ Adding more recreational activities for off seasons : 1) sledding hill; 2) outdoor fire pit; 3) Ice Rink (same); and 4) cross country trail.
./ Recreation Improvements: Letter C picnic areas, picnic areas add shelters to C3 and C4; Letter B upgrading playground area within same location; Letter A dog beach plan with possibly updating the fencing.
./ Landscape improvements: open up the view from bluff over the beach house and out to the water; similar to what was done at Langdon by Eagle Scouts and our staff.
./ Wildflower garden: sketch of what it could look like; in process not far enough along to call a detailed plan.
./ Location going towards dog beach there are walk ways and gardens along paths not ADA compliant. Plan is to bring them together for a uniform look and make ADA accessible.
./ See legend a review of the concept.

Director Wilson went  on to discuss  how plan was broken down within areas. Circulation: vehicular, lighting, storm sewer, pedestrian = $2,850,000.
Beach House Area: New beach house, sailing center, roads, parking, lighting, utilities = $4,107,000. Lakeview Center Area: renovations, new road & pedestrian alignment, utilities and miscellaneous  = $1,650,800. About  $425,000 of this has to go towards installing an elevator to be in compliance with the ADA Act. The remaining money is not to expand Lakeview but to make it a better place for gatherings. Waterfront- Jetty: will not be included in plan.

Recreation/Landscape/ADA  Improvements:  renovations  = $966,344. The rest of the  money  is  Design  Contingency  = $1,914,829  and  Escalation  for  inflation  = $478,707. The total would be $11,967,680.

Langdon Park Plan: Director Wilson focused on the landscape upgrades which included updating the tot lot area and small beach house with bathrooms for our patrons. This park is now run as a swimming beach. Upgrades include walkout green roof area, would not be visible from Sheridan road. Also have office space for staff and storage. Breakdown of cost is:
./ Restroom and beach access: new bluff restroom & stairs, pedestrian access, utilities = $650,000.
./ Recreation/Landscape/ADA Improvements: recreation, landscape, and miscellaneous ADA = $400,000.
./ The rest of the money is for design contingency = $210,000 and escalation for
inflation = $52,500. The total would be $1,312,500.

President Crowley asked if anyone in the crowd had any questions on plan:

Fred Fitzsimmons, 2229 Crestview Lane, he wanted to acknowledge the hard work the committees has put into this planning process. Mr. Fitzsimmons stated that if this moves forward and goes to a referendum, he feels there should be a major revenue generating component built into this plan to reduce the tax consequences. He emphasized in the past how he wants a 2nd floor on the beach house. He goes on to point out his viewpoint for this. He would like to see an area where you could rent space from which would create revenue.

Julie Nelson, 925 Ashland, stated she is very supportive of plan. In regards to the beach house at Chestnut (Langdon) beach, she would like to keep it as a more tranquil natural environment. Can we put this piece on hold? Nonresident day pass rates should be increased. This will reduce crowds and increase revenue strength.

Stephen Bobo, 1215 Forest, commends everyone's efforts on Gillson. He is a thirty-year resident and thinks the parks are wonderful. He stated he had some of the same thoughts as Mr. Fitzsimmons regarding a 2nd floor in the beach house. He thinks it would be great on the rainy days for the campers to go somewhere. Also, for meeting space and sailing beach as well. He feels cost does not seem to be that much more with that addition; with opportunity for revenue.

Barb Clayton, 1321 Maple, she wanted to acknowledge everyone's hard work and input that went into this project. She would like to also see a 2na floor and 3rd floor on the beach house. She sees this as being used year round and demands being high. What is the projected life expectancy of these construction costs? Has the additional floors been thought out from a cost standpoint and presented to the voters? Is the ADA elevator mandatory? Per Wilson yes.
Dieirich Gross, 789 Michigan Avenue, would like to see a referendum with this plan. He went on to discuss traffic issues. President Crowley said that would be something that the Village would have to handle.

Comments from Commissioners:

Commissioner Wolfe wanted clarification on the brown shed in the plan. Director Wilson said it was the maintenance shed. This cost is in the miscellaneous ADA improvements.

Commissioner Abbott wanted to address some of the concerns people had about maintaining the natural environment and not massing views. Abbott went on to emphasize the changes are to increase the programs to extend the seasons. Abbott stated that in regards to a 2nd floor at the beach that it would be a risky investment to count on revenue.

Commissioner Shelly wanted clarification that more people were opposed to the 2nd floor addition than not. Commissioner Benz addressed that the height was a concern along with  being less intrusive . Commissioner Olvany stated that the 2nd floor was a discussion that was addressed in great detail with many options. After taking a lot of input from community in different forms that Director Wilson had discussed, Olvany felt that this plan will accommodate many options. Olvany and a few others visited Lake Forest Facility which is similar and saw revenue generating opportunities. Commissioner Abbott and Shelly stated this will be less intrusive which was a concern. Commissioner Benz went on to acknowledge the hard work of everyone and how the community worked together to accomplish this exciting plan.

Commissioner Benz would like to move and approve this Lakefront Master Plan as recommended by the Lakefront committee. Commissioner Olvany seconded that motion.Commissioner Brault would like to propose an amendment that states:

The motion to approve the Lakefront Master Plan is recommended by the Lakefront committee as described in the attached descriptive plan and as defined and limited by the attached budget of $13.3 million dollars.

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

B.   Facilities Operations Committee:
Commissioner Brault updated on the following:
./ Pool - Getting ready for summer; new training and interview process going on for life guards.
./ Centennial Ice - Blackhawks equipment sale, which sold over $50,000; due to the park districts involvement will generate about $5,000 for the District.
./ Platform Tennis - Season just about ending, three teams going to the playoffs. Starting the second sign up for an intra house league, this starts tomorrow. Overall 45 people signed up. Very well received program.

./ Took bids at Tennis for a new HVAC system to improve the humidity levels and air conditioning. Starting date in May; completion by end of summer. Commissioner Brault would like to move to approve the bid from Jenson Plumbing and Heating of Woodstock, IL in the amount of $218,324

Commissioner Brault moved and Commissioner Shelly seconded the motion to approve the bid from Jenson Plumbing and Heating in the amount of $218,324.

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

C. Parks & Recreation Committee:
Commissioner Shelly udated on the following:
./ On February 24 , Carol Heafy stated a new General Recreation Supervisor has been hired. Her name is Lindsay Thomas.
./ Summer camps will begin June 18th. A total of 1,789 campers are registered which is up 26% from last year .
./ Carol has been working with all the Elementary School Programs for after school care. This year McKenzie piloted an after school program with the park district which has been very successful. The other schools are looking to find out more.
./ At the Children's Theatre, Peter Pan will open this weekend .
./ Enrollment for all the spring sessions is March 11th for residents and next week for nonresidents.
./ The storm sewer project is ongoing and more information will follow.
./  Next Parks & Recreation meeting will be the 3rd Monday in April.

D. Golf Operations Committee:
Commissioner Brault updated on the following from March ath meeting:
./ There were about 50 people in attendance to talk about the changing of staffing and plans going forward. We anticipate hiring a new Golf Business Manager. This will allow existing staff and our golf professional to spend more time teaching and less time with administrative duties. These changes will allow us to grow in the future.
./ Mike Matchen updated conditions of the course. Matchen was not sure grass would take due to weather; he assured that reseeding is within the budget, if need be. The goal is to open on Memorial Day depending on weather.

E. Financial Planning Committee:
Commissioner Olvany updated the following from February 24th meeting:
./ Next meeting schedule for early April.
./ Staff working on synopsis of revisions for the Personnel Policy Manual. Will be ready to present in a month or so.
./ Discussion about 2013 financial results; previous concerns regarding estimates received beginning of December and final year numbers. A fair amount of discrepancies; need for projections and more precise reporting.

Some projects in 2013 were unexpected due to the weather . Project financial results will work on to be closer.
../  Audit report completed; results from  Ron Amen  coming soon. Discussion about Lauterbach & Amen report agreed that report is good.

Commissioner Olvany moved and Commissioner Brault seconded a motion to approve the new Gift Card Policy as recommended by the financial committee.

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

VIII. Old Business

IX. New  Business

X. Adjournment
There being no further business to conduct, the meeting was adjourned at 8:45 p.m.