WILMETTE PARK DISTRICT
Minutes of Regular Meeting of the
Board of Park Commissioners
Monday, June 9, 2014
7:30 p.m.
 Village Hall Council Chambers

 

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

Secretary/Executive Director Stephen Wilson
   
Absent
Commissioner John Olvany

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

I. Meeting  Called to Order
The meeting was called to order at 7:32 pm.
     A. Roll call taken.

II. Approval of Minutes
     A. Commissioner Shelly moved to approve the minutes from the Special Board Meeting of April 21, 2014, Commissioner Benz seconded; all voted yes, the motion carried.
     B. Commissioner Wolfe moved to approve the minutes from the Board Meeting (Retiring Board) of May 12, 2014, Commissioner Benz seconded; all voted yes, the motion carried.
     C. Commissioner Benz moved to approve the minutes from the Annual Board Meeting of May 12, 2014, Commissioner Wolfe seconded; all voted yes, the motion carried.
     D. Commissioner Abbott moved to approve the minutes from the Board Meeting of May 12, 2014, Commissioner Benz seconded; all voted yes, the motion carried.

III. Communications and Correspondence
None

IV. Recognition of Visitors
Kathy Routliffe, Pioneer Press.
 
V. Approval of Voucher List
Commissioner Brault moved and Commissioner Benz seconded a motion to approve the Voucher List in the amount of $1,939,159.79, 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, Shelly and Wolfe; voting No: None. Absent: Olvany; motion carried.

VI. Executive Director’s Report
Director Wilson reported on the following topics:
? The Metropolitan Water Reclamation District (MWRD) sent a letter stating they will no longer discuss the lease directly but that the District could pursue through the public bid process. The bid process will likely be held in June of 2015.
? Ongoing discussions with the engineers from RJN in regards to the storage tank system installed under West Park will continue on Friday, June 13th at 8:30 am. An update will follow. 
? Park District Independence Day Celebration will be head on two days – Thursday, July 3rd and Friday, July 4th. The afternoon activities will begin at 4 pm.
? Entertainers will be in the park from 6:30 pm to 8:30 pm.
? The Palatine Concert Band is scheduled for 7:30 pm in the Wallace Bowl and will be preceded by a sneak preview of this summer’s Starlight Theatre musical production Annie Get Your Gun at 7:15 pm.
? The Festival Stage will come to life at 4:30 pm with Emcee Ken Schultz and performances leading up to the fireworks by Istvan and His Imaginary Band, a Mike Hall magic show, the Jesse White Tumblers and the Blooze Brothers. 
? The Grand Fireworks display will light up the sky at approximately 9:30 pm.
? “The Dooley Brothers” will perform on the Festival Stage until 10:45 pm.
? The Fun Run, Fun Walk, and Youth Run will be held on Friday, July 4th in Gillson Park with registration opening at 7:00 am.
? The Adult Fun Run begins at 8:00 am. The Adult Fun Run is for ages 13 and up. In order to accommodate the large number of entrants, the Youth Run consists of four age groups – 6-7, 8-9, 10-11 and 12-13 – due to the large number of entrants. Pee Wee runners consist of children age 5 and under. The Youth Runs begin at 9:15 am.
? Summer Concert Schedules - multiple flyers are available with all the information for the District’s summer concerts.
? A bid recommendation will be coming to the full Board from the Facilities Committee in regards to the food service concessions for Centennial Ice Rinks and the Centennial Family Aquatics Center.
? Each June, the Park District is required to pass the Prevailing Wage Ordinance. This ordinance requires contractors who perform public works projects for the Park District to pay at a minimum the prevailing rate of pay to their employees. This ordinance does not apply to labor rates for Park District employees but only when an outside contractor is used. Included on the Action List is this Ordinance 2014-O-3 to be approved by the full Board.
? There have been discussions in regards to a public outreach campaign for information on the Lakefront Master Plan. Shelagh Donoghue has been working on renderings from consultants for a final format which will be complete the week of June 16th. Director Wilson highlighted in details ideas for the outreach campaign for displaying marketing materials throughout the community and at the facilities.

Commissioner Crowley asked the committee about the letter from MWRD and their short response back to the District. Director Wilson stated that the District has asked for a more extended response but have not heard anything at this point. Director Wilson stated his opinion is that they seem to be leaning towards the public bid process.

VII. Committee Reports
A. Lakefront Committee:

Commissioner Abbott reported on the following topics:
? Committee met on June 5th.
? Water is now open.
? 75% of staff returned from last year.
? Water temperatures are cool but getting warmer.
? May was a big month for special events.
? Community outreach campaign was discussed and further discussions continue.
? The staff engaged W.B. Olson to provide an independent estimate of JJR. W.B. Olson was looking for things that were not obvious before. There were long discussions with W.B. Olson and the Lakefront Committee to look at the independent estimate and get more detailed specifics. Commissioner Abbott stated he was very happy with this estimate after meeting with W.B. Olson. Commissioner Abbott commented on the fact that per W.B. Olson it’s quite possible most of the roads could be resurfaced and not replaced. He stated that W.B. Olson will know more once soil and concrete borings are complete. Another item discussed was the replacing of roadway light poles estimated between $700,000 and $800,000 which would be a deduction in the cost. Commissioner Abbott stated that taking into account these suggestions we are at $13.4 versus $13.2. These are still construction costs which include the 20% design contingency and 5% escalation. There are other costs such as soft costs which would include the design but also a lot of miscellaneous items. These costs will not be seen at the end of the job they are built in the price. Director Wilson pointed out that the numbers in total are the same but that there are two different methods of construction proposed for roads and parking lot based on W.B. Olson number and JJR number.
? Director Wilson stated that the process of replacing all the lights in the park is about $770,000 which is partially driven by costs but also that the technology has not advanced. The more efficient light tends to be a harsher light therefore the District is looking to fix down the road. The only thing removed in the W.B. Olson numbers is the lighting on the roadways. Commissioner Abbott stated that at next month’s meeting there will be more specifics to report.

Commissioner Crowley acknowledged that Commissioner Abbot has put a lot of work into the spreadsheet on the area of soft costs. He stated that staff will review the spreadsheet within the next week or so. Director Wilson stated that the District is pursuing soil borings and televising of storm sewers to see where the District can save some money.

Commissioner Shelly asked how opening weekend went at the lakefront. Director Wilson stated that things ran very smoothly.

B. Facilities Operations Committee:
Commissioner Shelly reported on the following topics:
? Committee met on June 9th.

Centennial Ice:
? Ice was a little slower in the month of May.
? The Ice Show in May was a big success. Ticket revenue was up due to people buying reserved seating.
? Ice contracts are being reviewed for the fall season.
? Look-up Line - 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. More research from staff will be done on this to see what others are doing and their success rate. More to follow next month.

Centennial Pool:
? Great weekend weather.
? Positions still available for lifeguards and swim instructors at the pool. They do not need to be certified the District will do the certification at the pool.
? 9 Birthday parties have been booked for the pool so far.
? Pool season passes are up a little from last year.
? The District’s pool temperatures are typically between 80-82 degrees.
? New food concession vendor (Krave) for ice and pool.
1. Bid Recommendation for Centennial Ice/Pool Concession.
Commissioner Shelly moved and Commissioner Abbott seconded the motion to approve the bid for Centennial Ice/Pool Concession in the amount of $27,400.00.

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

Tennis:
? Camps start next week.
? Camps are mostly full with a few openings in the Junior Excellence.
? Reservations for outdoor courts are available by calling now through Labor Day.
? Paddle Tennis – camps/classes have been cancelled due to low attendance. This is typical since it is mostly a winter sport. The facility will be used during camps for outings.
? New teams coming to Paddle for fall.

C. Parks & Recreation Committee:
Commissioner Wolfe reported that the Committee will be meeting on June 16th.

D. Golf Operations Committee:
Superintendent Brault reported on the following topics:
? Committee met on May 10th.
? The opening day for the golf course will now be July 12th. A report from the US Turf Advisor recommended this date due to some areas of grass still maturing.
? July 11th will be the first event at the golf course. This will be a fundraiser for the Ouilmette Foundation. Commissioner Wolfe announced that the fundraiser is going towards the Park District Family Scholarship Fund. Director Wilson stated that invitations should be going out in the next week or so. Commissioner Wolfe stated it will be a shotgun format with no restrictions on play. Lunch starts at 11:30 am then following is tee off time starting at 1:00 pm.
? The financial effect for the delay in opening the golf course will be approximately $170,000. Staff will be managing the expenses carefully.
? The overall annual tee times are about the same as last year.
? The golf course changes and improvements are very exciting.

E. Financial Planning Committee:
   Commissioner Brault reported on the following topics:
? Prevailing Wage Ordinance which is required for renewal each year by the State of Illinois. It is for all third party contracts that the district engages over a certain size. The District is required to pay a prevailing wage.

1. Ordinance 2014-O-3, Prevailing Wage Ordnance.

Commissioner Brault moved and Commissioner Benz seconded the motion to approve the Ordinance 2014-O-3, Prevailing Wage.

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

? There were discussions at the committee meeting in regards to non-tax revenue advertising. The committee felt that it would be a good idea to do this in a non-permanent noninvasive way. Some of the ideas were: flyers that would be inserted in the Leisure Guide or advertising on trash bags. Staff will report back next month on other ideas. 
 
? PDRMA Annual Report Update – Commissioner Brault acknowledged Superintendent Eppelheimer as being the Chairman for PDRMA this year. PDRMA is the District’s insurer. The report highlighted PDRMA and the sound financial stability they represent. Results included some large losses including the Centennial Tennis claim, without any large reinsurance increases.  The Centennial claim will have little effect on the District’s contribution.

? IMRF 2013 Results - The fund experienced a 20% return on investments resulting in large increases in the employer reserves.  This has allowed our pensions obligation to go down significantly. The return increased both the actuarial funding level to 72.9%, from 68.4% in 2012, and, if including the annuitant funding, to about 84%.

? Lakefront Master Plan financing options– The committee recognized that the potential of the overall cost of the scope of the project may change and as a result tried to be proactive and look at some other financing structures that were very similar in concept to what we had approved last month but had a slightly bigger dollar amount.  The thought was to keep the exact same type of structure that would allow for a debt repayment program that would create no tax increases for the next five years and then continue to allow for the debt service associated with the overall cost of this project to go down over the life of the holding period. Financial Planning and Policy Committee has no other recommendations at this point.

VIII. Old Business
None

IX. New Business
Director Wilson reported on the Ice Skating Institute (ISI) award that the District received. The District received this award because the District was one of the founder members. He acknowledged that Terry Juliar was inducted into the Hall of Fame.

X. Adjournment
There being no further business to conduct, the meeting was adjourned at
8:09 pm.