WILMETTE PARK DISTRICT
Minutes of Regular Meeting of the
Board of Park Commissioners
Monday, May 12, 2014
7:30 p.m.
Village Hall Council Chambers

 

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

Absent
None

Staff
Secretary/Executive Director Stephen Wilson; Superintendents: Kathy Bingham, Jeff Bowen, Ken Eppelheimer, and Bill Lambrecht, Communications Manager Shelagh Donoghue, Executive Assistant Cindy Felicicchia

Visitors
Beth Drucker, Go Green Wilmette
Kathy Routliffe, Pioneer Press
Dan Dorfman, Beacon

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

II. Approval of Minutes
     A. Commissioner Olvany moved and Commissioner Shelly seconded a motion to approve the minutes of the April 14, 2014 Regular Board meeting.

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

     B. Commissioner Benz moved and Commissioner Shelly seconded a motion to approve the minutes of the Closed Session of April 14, 2014 Regular Board meeting.

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

III. Adjournment
There being no further business to conduct, the meeting was adjourned at 7:33 p.m.


WILMETTE PARK DISTRICT
Minutes of the Annual Meeting of the
Board of Park Commissioners
Monday, May 12, 2014
7:30 p.m.
Village Hall Council Chambers

 

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

Absent
None

Staff
Secretary/Executive Director Stephen Wilson
Superintendents: Kathy Bingham, Jeff Bowen, Ken Eppelheimer, and Bill Lambrecht, Communications Manager Shelagh Donoghue, Executive Assistant Cindy Felicicchia

Visitors
Beth Drucker, Go Green Wilmette
Kathy Routliffe, Pioneer Press
Dan Dorfman, Beacon

I. Meeting  Called to Order
The meeting was called to order at 7:34 p.m.
     A. Roll call taken.

II. Election of Officers
Park Board Secretary Wilson entertained nominations for the Office of President.
     A. President – Commissioner Olvany nominated Commissioner James Crowley for the Office of President.

There being no further nominations, Commissioner Olvany moved and Commissioner Wolfe seconded a motion that the nominations be closed and that James Crowley be unanimously elected to the Office of President.

By a voice vote, voting Yes – All; voting No – None. Absent – None. Motion Carried.

     B. Vice President – President Crowley entertained nominations for the Office of Vice President.

There being no further nominations, Commissioner Crowley moved and Commissioner Wolfe seconded a motion that the nominations be closed and that Commissioner Olvany be unanimously elected to the Office of Vice President.

III. Appointment of Officers and Director
     A. Commissioner Olvany moved and Commissioner Brault seconded a motion to approve the appointment of Stephen P. Wilson for the office of Secretary.

By a voice vote, voting Yes – All; voting No – None. Absent – None. Motion Carried.

     B. Commissioner Olvany moved and Commissioner Benz seconded a motion to approve the appointment of Stephen P. Wilson as Executive Director.

By a voice vote, voting Yes – All; voting No – None. Absent – None. Motion Carried.

     C. Commissioner Olvany moved and Commissioner Shelly seconded a motion to approve the appointment of Cindy J. Felicicchia for the office of Assistant Secretary.

By a voice vote, voting Yes – All; voting No – None. Absent – None. Motion Carried.

     D. Commissioner Olvany moved and Commissioner Benz seconded a motion to approve the appointment of Kenneth L. Eppelheimer to the office of Treasurer.

By a voice vote, voting Yes – All; voting No – None. Absent – None. Motion Carried.

IV. Appointment of Freedom of Information Act Officers
Commissioner Shelly moved and Commissioner Benz seconded a motion to approve the appointments of Stephen P. Wilson, Kathleen C. Bingham, Jeffrey A. Bowen, Kenneth L. Eppelheimer, and William Lambrecht, Jr. as Freedom of Information Officers.

By a voice vote, voting Yes – All; voting No – None. Absent – None. Motion Carried.

V. Appointment of Open Meetings Act Designees
Commissioner Wolfe moved and Commissioner Olvany seconded a motion to approve the appointments of Stephen P. Wilson, Cindy J. Felicicchia, Kathleen C. Bingham, Jeffrey A. Bowen, Kenneth L. Eppelheimer, and William Lambrecht, Jr. as Open Meetings Act Designees.

By a voice vote, voting Yes – All; voting No – None. Absent – None. Motion Carried.

VI. Appointment of Park District Attorney
Commissioner Brault moved and Commissioner Shelly seconded a motion to approve the appointment of Charlene Holtz, Esq. of Tressler, Inc. as the Wilmette Park District’s attorney.

By a voice vote, voting Yes – All; voting No – None. Absent – None. Motion Carried.

VII. Adjournment
There being no further business to conduct, the meeting was adjourned at 7:38 p.m.


WILMETTE PARK DISTRICT
Minutes of Regular Meeting of the
Board of Park Commissioners
Monday, May 12, 2014
7:30 p.m.
Village Hall Council Chambers

 

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

Absent
None

Staff
Secretary/Executive Director Stephen Wilson
Superintendents: Kathy Bingham, Jeff Bowen, Ken Eppelheimer and Bill Lambrecht, Communications Manager Shelagh Donoghue, Executive Assistant Cindy Felicicchia

Visitors
Beth Drucker, Go Green Wilmette
Kathy Routliffe, Pioneer Press
Dan Dorfman, Beacon

I. Meeting  Called to Order
The meeting was called to order at 7:38 p.m.
     A. Roll call taken.

II. Communications and Correspondence
Commissioner Crowley commented on an email addressed to Director Wilson from Howard Sandroff regarding his motorcycle and a metal badge which allows him to park at the lakefront. Mr. Sandroff also addressed the wading policy ordinance.

Commissioner Crowley mentioned another email from Karen Glennemeier regarding the bird walk at Gillson Park and the 39 different species present.

Commissioner Brault recognized Director Wilson and the manner he handled Howard Sandroff’s email correspondence.

III. Recognition of Visitors
Commissioner Crowley acknowledged Beth Drucker, President of Go Green Wilmette. Beth Drucker addressed the Board by thanking them for all their hard work in the community and the opportunities that Go Green Wilmette has been able to participate in through the District.

Beth Drucker reported on the following:

  • Bird Walks –amazing walks currently going on at Gillson Park. They have seen over 64 different species in total over the past four years.
  • Centennial Ice Rink Liner Recycling Program – Very successful, over 100 liners collected.
  • Tree Identification Walk at Mallinckrodt this past fall with over 60 people participating. She welcomes the park board members to join in on any walks.

Beth Drucker addressed the Board with two ways the District can help with environmental impact in the community. First, by increasing the nature based programs within the park district. Second, think about how the District’s policies and practices could minimize the impact on the environment. She suggested that a park board member be designated to oversee a nature based program along with a staff member.

Commissioner Olvany commented on the cycling in the community. Ms. Drucker commented that she has been doing bike advocacy work for a long time. A master bike plan needs to be developed in conjunction with the Village of Wilmette which Go Green is tackling with renewed energy.
 
IV. Approval of Voucher List
Commissioner Olvany moved and Commissioner Benz seconded a motion to approve the Voucher List in the amount of $1,281,972.49, 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.

V. Executive Director’s Report
Director Wilson reported on the following topics:

  • Ice Show “That Was Then, This Is Now” is coming up on May 16, 17 and 18. Over 200 skaters ranging from toddlers to teens. New this year is solo events.
  • Annual Dance Recital is June 7 and 8.
  • Bid coming up for approval to full Board from Golf Committee on driving range safety netting.
  • 2013 Comprehensive Annual Financial Report (CAFR) – Financial Planning and Policy Committee voted to accept CAFR. Committee will make a recommendation to the full Board.
  • Funding for the Lakefront Master Plan – a recommendation on funding will be made to the full Board.
  • Resolution 2014-R-1 (Resolution to ratify NSSRA Board action authorizing petition to circuit court for leave to sell property no longer needed for park or special recreation purposes). NSSRA is looking to acquire new office space for their staff and participants. All 13 agencies in NSSRA agreed to start funding a capital reserve for the acquisition of this space.  Petitions must go to the courts for authority to sell land.

VI. Committee Reports
A. Lakefront Committee:

Commissioner Benz reported on the following topics:

  • The committee met on May 5, 2014.
  • Sand has been moved and groomed on shore.
  • The lake temperature at this time is only in the high 30s.
  • Boating season is starting up.
  • 75% of beach staff will be returning this year.

Three items revisited in regards to the Lakefront Master Plan:
     1. Lakefront committee asked JJR for some rough sketches on options for the sailing center. Sketches depicted an East Coast friendly theme. The plan looks encouraging. Waiting on a few other questions that were asked.
     2. Lakeview Center refurbishing ideas which would allow the second story to have a larger expanse and enhance its programming capabilities. Waiting on a few other questions that were asked.
     3. Financing options on the Lakefront Master plan forthcoming from Financial Planning and Policy Committee to the full Board.

B. Facilities Operations Committee:
Commissioner Brault reported on the following topics:

  • Tennis lottery was held, 136 courts reserved.
  • 40 new single times reserved.
  • Almost 450 campers for the summer with a waitlist. Room still available in the afternoon Junior Excellence camp.
  • Pool is busy hiring the last few staff members.
  • Staff orientation for pool is May 19th.
  • Pass sales for the season are down due to the cold weather.
  • Pool to open May 24th for the preseason. Official opening day is June 14th for the regular season.
  • Ice show tickets are still available.
  • Look-up Line for the ice rink. This is essentially a warning track of a bright color that would go around the inside perimeter of the ice rink with the intention of giving skaters a visual clue when they are close to the boards. This is going before the USA Hockey Board on June 5th/6th depending on how they vote the committee will review their decision and report at the next meeting.
  • Paddle Tennis – maintenance schedule is in place for courts to make sure they are cleaned periodically. Also, placing a security keyless entry feature for off hours. People who make reservations to use the courts will be provided a pass code for entry of the building.
  • May 13th is the second anniversary of Terry Juliar’s untimely passing. In honoring him he will be inducted into the Ice Skating Institute Hall of Fame. Terry was one of the original charter members of the institute along with the Wilmette Park District. This was a great way for Terry to be recognized for his long service.

Commissioner Olvany commented on the paddle tennis report in regards to the women’s teams. Commissioner Brault remarked that currently the women’s teams have to potentially redshirt for half a season in order to be eligible to play in a paddle league. Apparently that is not the case for men, rule is under review. This potentially could allow for more players to come to the District’s facility who are locked and don’t want to sit out for half of the season.

C. Parks & Recreation Committee:
Commissioner Shelly reported on the following topics:

  • Committee met Monday, April 21, 2014.
  • Spring sessions are underway.
  • Numbers are pretty steady with last year.
  • After school program with McKenzie has been a great addition. The District is in discussions with all the other elementary schools and working on adding programs to those schools as well.
  • Camp enrollment looks great and is starting June 16th. Enrollments for camps are up.
  • Underground storage tank – the Village is refining their plans and hoping to have something solid by the end of the month.

Next meeting for Parks & Recreation to be determined.

D. Golf Operations Committee:
Commissioner Brault reported on the following topics:

  • Committee met Saturday, May 10, 2014.
  • Prior to this meeting a public hearing was held in regards to driving range safety netting. Two conceptual changes that will take place are: (1) the nets on the east side of the course will be raised approximately an additional 15 feet in height; and (2) the west side of the driving range that runs parallel to the first pole is to add new netting which will be approximately 45 feet in height. The netting will start over 80 yards from the first tee box where the driving range is now. This change is due to new technology in clubs and balls, which are going further and higher.

1. Commissioner Brault moved and Commissioner Wolfe seconded the motion to approve the bid for driving range safety netting in the amount of $146,300.00.

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

  • Target date for opening the golf course is June 27th. Events are planned for the Ouilmette Foundation’s Golf Outing. Depending on the grass and the course the target opening date may be changed to early July.

E. Financial Planning Committee:
Commissioner Olvany reported on the following topics:

  • Committee met on May 5, 2014.
  • Auditor’s Report - Ron Amen, from Lauterbach & Amen presented the 2013 Comprehensive Annual Financial Report (CAFR) at the Financial Planning and Policy Committee meeting. The District received the Certificate of Achievement for Excellence in Financial Reporting and Ron Amen had commended staff on this achievement. Mr. Amen had outlined nine prior recommendations given to the District the previous year. 7 out of 9 have been implemented, which Mr. Amen praised staff on. The only two outstanding are in regards to the capital asset inventory review which is not fully implemented and also a discussion about the District’s fund balance policy.

1. Commissioner Olvany moved and Commissioner Benz seconded the motion to approve the December 31, 2013 Comprehensive Annual Financial Budget (CAFR).

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

Commissioner Brault acknowledged staff for a superb job with this report. Commissioner Benz echoed his comments.

2. Recommendation on funding for Lakefront Master Plan - Commissioner Olvany recapped that the Board approved the Lakefront Master Plan for a budgeted proposal of $13.3 million dollars. He stated that the Financial Planning and Policy Committee were tasked with providing a way to fund this plan. Commissioner Olvany outlined the plan to the full Board which would result in tax increases below the rate of inflation for Wilmette residents while still investing in this very important project at the lakefront. The highlights of the financing plan are illustrated in the packet which identifies the amount of money this project plan proposes to raise. The plan will be a referendum debt offering consisting of two parts which would be scheduled in 2014 and 2015. One, to take advantage of lower interest rates; and two, has to do with year-end for bank qualified bond offerings. Commissioner Olvany highlighted there is no overall tax increases for tax levy years 2014-2018; which consists of the first five years. The years 2019-2028, which is year 6 through year 15 is an average of 1.2% increase in the overall tax levy. This is significantly below the rate of inflation that we have witnessed in this country for the past couple of decades. Overall that will get you to an average tax levy increase which is only 0.8%. He stated that it reflects the overall declining debt service that the District will experience over the course of the financing of this plan. The overall cost of financing is 3.5%. He stated the committee also wanted to make a recommendation to the full Board to adopt a statement of intent in conjunction with the funding proposal that the District will not seek a net tax increase over the next five years as outlined in the pro-forma plan. Commissioner Olvany stated that this plan was prepared by BMO Capital Markets in conjunction with the Wilmette Park District staff.

Commissioner Olvany moved and Commissioner Benz seconded the motion to approve the Lakefront Master Plan Funding Report as recommended by Financing Planning and Policy Committee and to incorporate the statement of intent mentioned above.

Commissioner Crowley asked for any further comments. Commissioner Brault commented that the plan reviewed a week ago outlined questions in terms of the overall scope of cost and what was included in the original $13.3 million. He stated as a result he would like to defer the specific details of what has been proposed in the plan for one more round of discussion with BMO Capital to incorporate the total amount of costs that have been contemplated in this plan which is $14 million. Commissioner Brault remarked that when the committee met they looked at the total cost to be financed by this project. He stated what was not included in the $13.3 million was professional fees. Commissioner Brault outlined that when the committee met they were looking at the $13.3 million as the total cost to be financed. The difference between the $13.3 and $14 million the referendum bond language allows us to include 5% of the total raised to be used for operations in addition to the specific project costs that we have identified. He stated in the original proposal and what was recommended in this document was to include that additional 5% for operational use. Since we have now incorporated an additional $700,000 of professional fees into the net budget somehow we went from what we recommended the potential use for operations and now we essentially lost that if looking at the full scope of the entire plan. He stated the original recommendation has effectively been changed because when we approved it we thought we had 5% to use for operational activities and now based on the way we see the full cost of the project inclusive of professional fees we do not have that anymore. He stated that based on the recommendation that was presented to the Board is not the same. He suggests revising this proposal to include what we now know as the full cost of the master plan.

Commissioner Olvany stated that when the $13.3 million dollars were approved it was based on this document and this schedule. He remarked on the costs stated in the report that say design contingencies. Director Wilson stated that the $13.3 million were construction estimates and that is inclusive of a 20% design contingency. So 20% plus the 5% escalation for inflation work to be done in the future that equates to about $3 million dollars of that $13.3 million dollars. Actual true construction costs estimates were about $10 million. These incidental costs go into executing any sort of project. What falls outside of that 20% are the professional fees which is what Commissioner Brault is pointing out. Currently this year there is $311,000 budgeted towards that project which would go towards professional fees of $998,000.

Commissioner Olvany stated that the full cost is $14.3 million. Director Wilson stated that $300,000 has already been budgeted for this year. Commissioner Olvany stated that the plan the District put into place incorporates everything that the District thinks is the current cost of the project. Director Wilson stated correct, the $14 million as outlined in the BMO Capital Markets document lines up with the cost yet to be budgeted for. Commissioner Crowley stated with that information I would not be in favor of deferring the project any longer.

Commissioner Brault stated that what was included in the recommendation was to have a 5% contingency that could be used for operations. He stated that was one of the bases for this recommendation and now that we have identified additional costs we are changing the intended use of how that recommendation was made. Commissioner Brault commented that the potential changes we are looking to make are relatively small and can be made within the next 30 days. He stated that a vote does not need to happen tonight.

Commissioner Olvany remarked that by recommending what we are recommending is a plan that makes sense. It is a conceptual plan to raise $14 million dollars. He stated that there is no bond resolution and the numbers are not binding at this point so if the Board approves this funding tonight there is not an issue with another tweak in the funding proposal. Commissioner Brault stated the tweak will be a different number we come back with. Commissioner Brault and Commissioner Shelly stated that it potentially will be another 5% on top of the $14 million.

Commissioner Abbott stated after going over the plan again this afternoon with the District he feels confident in approving this plan. He outlined that the District is possibly looking to hire a construction manager for the creation of an itemized budget and the creation of a master project schedule.  The proposed architectural fees are about 7.5% of construction costs. He stated that the $700,000 could be rolled into a subsequent vote to the full Board. He stated that costs will evolve as the project moves forward. He stated he has no problem approving this plan knowing that numbers will be reviewed as the plan moves forward.

Commissioner Olvany restated that the motion that the Board approved previously was the approval of the Lakefront Master Plan as recommended by the Lakefront Committee as described in the attached descriptive plan and as in the attached budget of $13.3 million dollars. Commissioner Olvany asked if the Board needed to amend the previous motion. Director Wilson remarked what was the Board’s intent when they approved the $13.3 million? Commissioner Olvany remarked that design contingency does not sound like construction costs. Superintendent Lambrecht stated that the design contingency are costs that may come up during the design process. Director Wilson stated that one of the reasons the District was considering the $700,000 for operational needs was to achieve the tax increase of 0% for the first five years. There was concern if we could structure the debt in a way that we would also be able to utilize CPI tax increases within the tax cap funds of our levy. Commissioner Brault stated that we would lose the flexibility in the referendum that would allow us to take 5% to use for operations in the event that the District needed it. Director Wilson stated that the only time numbers become binding is when we pass the bond issuance ordinances. At that becomes a part of the District’s tax levy. Commissioner Olvany commented to Director Wilson well put. He stated that we are not bound by anything we are discussing here.

Director Wilson stated that the Board would be approving a conceptual financing plan for a conceptual project that was approved in March. Commissioner Crowley recommended going to roll call vote for this motion. Director Wilson restated move to approve the Lakefront Master Plan Funding Report as recommended by the Financial Planning & Policy Committee.

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

Commissioner Brault questioned what the procedure is for a previous motion that carried on the $13.3 million master plan. He commented on what we do now that we have a scope that exceeds that number. Director Wilson stated there are two options. First, procedurally you can leave it the way it is and at a later date approve the contract for professional fees. Second, someone can make a new motion that is inclusive of the professional fees now which eradicates the motion in March of the $13.3 million.

VII. Old Business
None

VIII. New Business
Commissioner Crowley moved and Commissioner Olvany seconded a motion to approve Resolution 2014-R-6 a resolution to ratify NSSRA Resolution 2012-1.

Commissioner Brault remarked on what this means to the cost structure and what it means to the District. Director Wilson stated that each of the member agencies is paying their pro rata share into a capital reserve fund.  These funds will be used for the acquiring of space. If an opportunity presents itself to build the reserve then those contribution would be converted over into payment stored financing. The effect to them would be to improve services to special needs individuals in 13 communities. The effect to the District is already built into this year’s budget.

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

IX. Adjournment
There being no further business to conduct, the meeting was adjourned at
8:54 p.m.