SOUTH SUBURBAN SPECIAL RECREATION ASSOCIATION. February 23, 2017 Board of Directors Meeting. Minutes

Transcription

1 SOUTH SUBURBAN SPECIAL RECREATION ASSOCIATION February 23, 2017 Board of Directors Meeting Minutes I. Call to Order/Roll Call Sandy Chevalier called the South Suburban Special Recreation Association s Board of Directors meeting for February 23, 2017 to order at 9:01 a.m. Members present: Dwone Ross, Sr., Country Club Hills Park District Audrey Marcquenski, Frankfort Square Park District Joseph Bertrand, Hazel Crest Park District (in at 9:07) Doug Boehm, Homewood-Flossmoor Park District Oralethea Davenport, Lan-Oak Park District Lisa Hill, Matteson Recreational Division Cindy Grannan, Oak Forest Park District Eric Darwell, Olympia Fields Park District Anna Soloff, Park Forest Recreation & Parks Department Sandy Chevalier, Tinley Park-Park District Members absent: Others Present : Geneen Robinson, Richton Park Parks & Recreation Department Janet Porter, SSSRA Executive Director Lisa Drzewiecki, SSSRA Superintendent Regina Ross Ellison, SSSRA Finance & Office Manager Jim Randall, Frankfort Square Park District II. Approval of Agenda Cindy Grannan made the Motion to approve the Agenda. Dwone Ross Sr. seconded the Motion. Chevalier asked if there was any discussion. Porter shared with the Board that there was a correction to the agenda regarding the date on the January Minutes and Executive Session Minutes. The regular Board Minutes and the Executive Session Minutes should read as January 26 versus January 23 on the Agenda. With a Motion and second, Chevalier asked for all in favor of approving the Agenda with the amendments, and it was approved unanimously. III. Approval of Minutes A. January 26, 2017 Cindy Grannan made the Motion to approve the Minutes for January. Dwone Ross Sr. seconded the Motion and the Minutes were approved unanimously

2 Page 2 III. Approval of Minutes (continued) B. January 26, 2017 Executive Session Cindy Grannan made the Motion to approve the January Executive Session Minutes. Oralethea Davenport seconded the Motion. Chevalier shared with the Board that there were a couple of typos on the January Executive Session Minutes and they should read as follows: On pages 1 and 2, should read as Frankfort Square versus Frankfort. On page 1, should read as proceed versus precede. With a Motion and second, Chevalier asked for all in favor of approving the January Executive Session Minutes, and they were approved unanimously. IV. Correspondence None V. Public Comment None VI. Community Announcements Homewood-Flossmoor: Doug Boehm announced that Homewood-Flossmoor will be hiring for a couple of positions and that the information is located on the district s website. Park Forest: SSSRA: Anna Soloff thanked the SSSRA Executive Director for presenting the association s annual update to their Board on February 17, Soloff mentioned that Park Forest and SSSRA have been in partnership for forty-four years and that the Park Forest Board is very satisfied with the services. Porter announced that on February 28, 2017 SSSRA & the Special Olympics Basketball Athletes will compete against the Torch Run Officers in a basketball game at the Matteson Community Center. Drzewiecki announced that Special Olympics is offering SSSRA a shared opportunity for fundraising through the Share The Gold raffle. Raffle tickets are $5 each and can be purchased at the SSSRA office. Drzewiecki mentioned that the association will receive 50% of the proceeds from the tickets that SSSRA sells.

3 Page 3 VII. Unfinished Business Jim Randall apologized to the Board, Sandy Chevalier and Janet Porter for the way he represented Frankfort Square Park District and himself at the January 26, 2017 Board meeting. VIII. New Business None IX. Staff Report A. Program 1. Outreach Report January, 2017 Drzewiecki highlighted that SSSRA contacted and left multiple voic message for Ms. Leslie DeBoer, Director of Special Education and Summit Hill School District #161. Drzewiecki mentioned that SSSRA was unsuccessful with reaching Ms. DeBoer. Drzewiecki suggested that Frankfort Square and SSSRA sit down to discuss other avenues on how to get into the school district. The Executive Director and the Public Relations Manager, Anna Broccolo met with Ms. Amanda Tugade, Editor of the Tinley Junction on January 25, to inform Ms. Tugade of SSSRA services and promote future coverage of the agency services and events. 2. Athletic Banquet Enclosure On January 29, SSSRA held the Annual Athletic Banquet at Wiley s Grill in Flossmoor. There were sixty-eight Special Olympics athletes and their families who attended the event. 3. Disney on Ice Follow Your Heart Special Event On January 28, SSSRA staff along with nine families traveled to the Allstate Arena in Rosemont for the Disney on Ice: Follow Your Heart Show. Drzewiecki mentioned that this event was for the Early Childhood & the Youth population. Due to the generosity of the Ecolab Foundation, GKN Foundation and the Sarkisian Foundation, SSSRA was able to offer the special event free of charge to our residents. 4. Special Olympics Basketball In January, all three Special Olympics Basketball teams competed in the Area 7 Special Olympics Basketball Tournament. Drzewiecki mentioned that athletes who earned a Gold medal will be attending the State Basketball Tournament March 18 at Illinois State University. 5. Full-time & Part-time Staff Training Drzewiecki mentioned that since the beginning of October, SSSRA has conducted several trainings for full-time and part-time staff. Drzewiecki highlighted that five part-time staff participated in the New Driver training, which includes 10 hours of behind the wheel experience.

4 Page 4 IX. Staff Report A. Program (continued) 6. Part-Time Staff Satisfaction Survey SSSRA developed a Satisfaction Survey for part-time staff to ensure that SSSRA is providing the right tools for their success. As a result of the survey, SSSRA found out that SSSRA s communication with part-time staff is going well. However, SSSRA also found that part-time staff needed additional trainings, such as feeding & toileting, seizures, customer service and lifts & transfers of participants. The Superintendent and Managers will be working together to follow-up on the suggestions and to schedule the suggested trainings. 7. Summer, 2017 Fees SSSRA s objective is to continue to cover 50 65% of direct costs such as transportation, admissions, food, recreation supplies and clothing. Drzewiecki mentioned to the Board that the fees for most programs and special events stayed the same or increased between 1% - 10% for the season. Drzewiecki mentioned that the program fee that increased the most was Sit & Be Fit and Adapted Rock Climbing. Drzewiecki informed the Board that there will be 70 weekly programs and 40 special events offered. The agency was able to offer 17 free programs due to the generosity of grant funds contributed by Ecolab Inc., the Aileen S. Andrew Foundation, The Peder Hedberg Foundation and Ricky s Ride. B. Administrative 1. Staff Professional Involvement, Activities and Training January, 2017 Porter reviewed staff activities, highlighting the Annual ITRS Section Meeting that all staff attended on January 19, in Chicago. Porter also mentioned that Heather Specht was elected for the upcoming year as Treasurer of our state association s TR Section. 2. Further Follow-up on IT Support Company The Certificate of Insurance for Logical Technical Services, Inc. was reviewed by PDRMA. Jesse Kinsland, Risk Management Consultant stated that all of the company s coverage s met PDRMA s recommendations, with the exception of one line of coverage cyber liability, which needs to be added to the company s coverage. The Executive Director let Mr. Smulevitz know that this coverage will need to be added, in order for SSSRA to continue to utilize their services. Mr. Smulevitz has filled out the application to get the process started for cyber liability coverage. Porter mentioned that currently the agency will continue to work with LTS and will continue to evaluate the company. The Executive Director has completed an additional reference check on the company. Mr. Anthony Andros, Assistant Administrator at the Tinley Park Library provided a positive reference on the company, including scope of service, communication, and response time. The library has utilized the company for 17 years. Randall recommended that SSSRA contact Ancel Glink and have them draw up the appropriate ordinance for IT and have PDRMA view the documents.

5 Page 5 IX. Staff Report B. Administration (continued) 3. Member Agency Inclusion Billing 2016 Enclosure Porter shared with the Board that most of the member agencies have their Inclusion Aides on SSSRA s payroll. Member agencies that will be seeking credit for their 2016 inclusion staffing costs, should submit the Member Agency Inclusion Staffing Costs form to Janet Porter by April 7. The member agency contribution for each park district or recreation department will be adjusted for Budget Preparation Enclosure Porter provided the Board with the Member Agency Tax Rate Report and reminded the Board that their upcoming June 1 st contributions are based on their 2015 EAV s. Porter also mentioned that this will be the fifth fiscal year with a decrease in tax dollars. A Budget Committee was held on February 16, The Committee reviewed anticipated revenue for the upcoming year, reviewed the Fund Balance, discussed full-time staff salary ranges and increases, Inclusion expenses, non-resident fee structure, and scheduled capital purchases. The next Budget Committee meeting is scheduled for March 23, 2017 following the Board meeting. Chevalier added that the Committee made a recommendation that the average increase for staff would be a maximum of 3%, versus a 2.5% in the past. Chevalier also mentioned that the committee looked at the 4x s higher non-resident fee structure, and will continue to evaluate following sample fee studies. 5. Board Meeting Dates and Times Enclosure X. Financial Report Porter asked the Board to discuss whether the fourth Thursday at 9:00 a.m. is still the most convenient time for the majority of the group to meet. Porter mentioned that on one occasion each of the past two years, SSSRA didn t have a quorum; October 2015 and November Porter stated that if a Board member is not going to make the meeting, please give SSSRA notice and send your alternate. A question was raised at the January meeting about phone-in participation. Porter asked the Board to refer to the Open Meetings Act which explains the phone-in participation and that a quorum needs to be present in order to enable the phone-in participation. For many years, the SSSRA Board has met ten months out of the year. There are no Board meetings in August due to the agency s Annual Golf Outing, suggested by the Board, or December due to the holiday. However, after further discussion, the Board agreed to meet on August 24, 2017 and will continue to skip the month of December due to the holiday. The Board also agreed to continue to meet the fourth Thursday at 9:00 a.m. A. Claims List 1. Additional January, 2017 Cindy Grannan made the Motion to approve the Additional Claims List for January, Joseph Bertrand seconded the Motion. Chevalier asked if there was any discussion.

6 Page 6 X. Financial Report A. Claims List 1. Additional January, 2017 (continued) Porter mentioned that check #4487 was a refund to a participant due to financial reasons and that the participant lives in South Chicago Heights. Porter reminded the Board that Chicago Heights does pay the difference between resident and non-residents. However, South Chicago Heights does not pay the difference for their residents and there wasn t an avenue financially for this family. Randall raised a question asking is the I-PASS held by individuals or by the agency? Porter explained that the I-PASS accounts are held by the agency and they re located in the agency s vehicles. With a Motion and second, Chevalier asked for all in favor of approving the Additional Claims List for January, A roll call vote was taken: Country Club Hills Yes Lan-Oak Yes Park Forest Yes Frankfort Square Yes Matteson Yes Richton Park absent Hazel Crest Yes Oak Forest Yes Tinley Park Yes Homewood-Flossmoor Yes Olympia Fields Yes The Motion was approved unanimously by those present. 2. February, 2017 Cindy Grannan made the Motion to approve the Claims List for February, Joseph Bertrand Seconded the Motion. Chevalier asked if there was any discussion. A roll call vote was taken: Country Club Hills Yes Lan-Oak Yes Park Forest Yes Frankfort Square Yes Matteson Yes Richton Park absent Hazel Crest Yes Oak Forest Yes Tinley Park Yes Homewood-Flossmoor Yes Olympia Fields Yes The Motion was approved unanimously by those present. B. Financial Statement 1. January, 2017 Cindy Grannan made the Motion to approve the January Financial Statement. Oralethea Davenport seconded the Motion and the Motion was approved unanimously. XI. Executive Session The regular Board meeting concluded at 9:47 a.m. Chevalier asked for a Motion to go into Executive Session for the reason of discussing personnel. Cindy Grannan made the Motion to go into Executive Session. Oralethea Davenport seconded the Motion. Executive Session ended at 10:11 a.m. The meeting was adjourned at 10:12 a.m. Next Meeting: Thursday, March 23, 2017