Wilmette Park District
Minutes of Regular Meeting of the
Board of Park Commissioners
Monday, October 13, 2014
7:30 p.m. – Village Hall Council Chambers


Attendees Present

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

Secretary/Executive Director Stephen Wilson
Superintendents: Jeff Bowen, Ken Eppelheimer, Kathy Bingham, Bill Lambrecht
Staff: Shelagh Donoghue, Cindy Felicicchia, Steve Holloway

Attendees Absent

None

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 to approve the minutes from the Regular Board Meeting of September 8, 2014 and the Special Board Meeting of September 15, 2014, Commissioner Brault seconded; all voted yes, the motion carried.

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

III. Communications and Correspondence

A. Commissioner Crowley acknowledged an email from Anne Taubeneck of Wilmette in regards to the Langdon Construction. Commissioner Shelly responded back to Anne Taubeneck.
B. Commissioner Crowley recognized the District’s Award for their Certificate of Achievement for Excellence in Financial Reporting.

IV. Recognition of Visitors

Carla Juliar, Judy Ostrem, Kathy Routliffe (Pioneer Press)

A. Approval of Resolution 2014-R-9
Commissioner Crowley announced a very special guest, retired employee, Carla Juliar. He thanked Carla for her years of service with heartfelt words and for coming tonight. He awarded her with a Resolution commemorating her contributions.

Commissioner Crowley moved and Commissioner Benz seconded a motion to approve Resolution 2014-R-9, A RESOLUTION COMMEMORATING THE SERVICE OF CARLA JULIAR.

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

V. Approval of Voucher List

Commissioner Olvany moved and Commissioner Brault seconded a motion to approve the Voucher List in the amount of $1,703,491.68, 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: Benz, Brault, Crowley, Olvany, Abbott, Shelly and Wolfe; voting No: None. Absent: None; motion carried.

VI. Executive Director’s Report

Director Wilson reported on the following topics:

  • Staff is in the midst of the budget process along with the Board at this point. The Facilities Committee reviewed this evening; ice, paddle, tennis and pool. The Parks and Recreation Committee will meet next week.
  • Early voting begins next week on Monday. Once again Centennial is a popular voting location.
  • You may have heard from NBC news some issues regarding synthetic turfs. What their news coverage is pertaining to is recycled tires. The District has always intended to use a more natural product which the District will be specifying in their bidding process to be 100% free of carcinogenic substances.
  • This past weekend the Staff and a few commissioners spent the morning and early afternoon at the community play field with the renderings of the Lakefront Master plan to share information and answer any questions.

 VII. Committee Reports

A. Lakefront Committee:

Commissioner Abbott reported on the following topics:

  • The Triathlon was held on September 14th following that was the Syd Rocks Fundraising event both were well received. These events have helped to extend the season at Gillson.
  • (i). The committee reopened the discussions in the last Lakefront Committee meeting in regards to the contracts from Williams Architects and SmithGroupJJR for design services. The committee is recommending the full Board’s approval of these contracts.

Commissioner Abbott moved and Commissioner Benz seconded a motion to approve the contract with Williams Architects to provide architectural services for the remaining architectural work for the Lakefront Master Plan as recommended by the Lakefront Committee.

Commissioner Brault asked Commissioner Abbott if there was a breaking point, a dollar value of the contract. Commissioner Abbott stated that there is a dollar value of about $980,000 of the combined contracts. Those contracts would be cancellable should the referendum not be passed. Commissioner Brault stated that there is about a $600,000 exposure from what we projected now and a potential referendum. Director Wilson stated that in the memo last month there was about a $735,000 split across this year where we have about $220,000 remaining in the current budget and then an amount to make up the difference from this year to next year to get to the $735,000 which would have to be budgeted next year. $735,000 is the staff’s estimate of what would be expended at the time of the referendum.

Commissioner Shelly asked for clarification on the ceasing of the plans if the referendum does not pass. Superintendent Lambrecht stated that the District at the point of referendum would be just at the beginning of construction documents and manuals being put together. He stated we would have the design done but would not be going to the bid process. Commissioner Shelly stated that if the referendum passes, the approval of contracts would allow the project to begin in the fall of 2015. Commissioner Abbott stated that if the referendum does not pass, design would cease because presumably there would be an evaluation of what would then continue. He stated the drawings would not be worthless, at some point they would proceed with portions of the plan. Commissioner Shelly stated that she is very much in favor of the master plan and getting this project completed. She stated at this point she has a hard time approving something that has not gone to a referendum vote. Commissioner Brault stated he concurs with Commissioner Shelly. He stated he is very much a support of the plan as much as he has ever been at this point. He stated but exposing ourselves to having $1 million invested in the project by the time of referendum is too much for his vote.

Commissioner Abbott stated that he is strongly in favor of the schedule being 2015 and outlined some of his reasons; some being the momentum, the benefits of the designs, escalation factors which could prove to be high, and it appears we are in a favorable bond market. He stated he has reviewed the risks which seem to be acceptable.

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

?(ii). Commissioner Abbott moved and Commissioner Benz seconded a motion to approve the contract with SmithGroupJJR to provide architectural services for the remaining architectural work for the Lakefront Master Plan as recommended by the Lakefront Committee.

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

B. Facilities Operations Committee:

Commissioner Shelly reported on the following topics:

  • The committee met tonight and reviewed and discussed in great detail the facilities budgets.
  • The committee made a change to the current pool policy to reflect that children 10 years old and younger must be escorted with a 16 year old or older to the pool.
  • The numbers for paddle are currently 184 members and the District budgeted for 190 members. The budget for next year is 210 members.

Commissioner Olvany commented on the Paddle Kickoff which he stated was fabulous. The staff did a great job. Superintendent Bowen commented that the District plans to have more of these events with Paddle.

C. Parks & Recreation Committee:

Commissioner Wolfe reported on the following topics:

  • The committee did not meet this month due to the Board having a special meeting.
  • The West Park construction project has begun. Director Wilson stated that a camera has been installed at West Park. To view these go to the District or the Village website and see the ongoing process. Commissioner Brault asked if it would be possible to put a similar camera at paddle and use it to record lessons. Director Wilson stated the staff would discuss this with Ania Kazakevich to see if this would benefit the program.
  • The next meeting is scheduled for Monday, October 20th.

D. Golf Operations Committee:

Commissioner Crowley reported on the following topics:

  • The committee met on Saturday, October 11th.
  • The budget reviews for golf with be at the November 8th committee meeting.
  • The rounds of play for September were 3,800. September was a busy month but a little short of where we were last year because the District spread out the times of the golf rounds to try and protect the grass. There were event outings that took about 250 rounds of play out of the numbers.
  • The pro shop is at about 97-98% of where it is supposed to be for the month.
  • The golf course has really come a long way even from just last month. Mike Matchen and his crew are doing a great job.
  • The safety nets will be going up within the next week or two.
  • There have been a lot of encouraging articles published regarding the golf course.

E. Financial Planning & Policy Committee:

Commissioner Olvany reported on the following topics:

  • The committee met on September 30th.
  • The budget process is in full swing.
  • The uniform fee increases are at 3% which will be obviously higher or lower depending on the facility.
  • The salary increases are at 2.5% for part time staff and 2.75% for full time staff.
  • The committee took an initial look at the capital improvement plan which will go to the respective committees for their review. The next step is a committee of the whole meeting.
  • The committee discussed service provider contracts through the District. He commented if the District should have a process in place. The staff will be going to look at some other neighboring park districts and municipalities to see what their process is.
  • For the first three-quarters of the year, despite what has happened at the golf course and some of the other weather related difficulties the District is running an operating surplus of $515,000 above the District’s budgeted amount.  Hats off to staff once again for running an efficient operation.

VIII. Unfinished Business

None

IX. New Business

Commissioner Crowley acknowledged Carla Juliar and commented that it has been a very long time that the District has had a Juliar within the park district. You and Terry have done wonderful things for the park district. He stated the park district will go on, but we wouldn’t go on as well as we could have had you not done what you have been doing for us, we are a better park district for it and we thank you from the bottom of our hearts.

X. Adjournment

There being no further business to conduct, the meeting was adjourned at
8:01 p.m.