SOUTH SUBURBAN SPECIAL RECREATION ASSOCIATION. August 24, 2017 Board of Directors Meeting. Minutes

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1 SOUTH SUBURBAN SPECIAL RECREATION ASSOCIATION August 24, 2017 Board of Directors Meeting Minutes I. Call to Order/Roll Call Cindy Grannan called the South Suburban Special Recreation Association s Board of Directors meeting for August 24, 2017 to order at 9:02 a.m. Members present: Dwone Ross, Sr., Country Club Hills Park District Joseph Bertrand, Hazel Crest Park District Stephanie Simpson, Homewood-Flossmoor Park District Oralethea Davenport, Lan-Oak Park District Anthony Burton, Matteson Recreational Division Cindy Grannan, Oak Forest Park District Denise Will, Olympia Fields Park District Members absent: Others Present : John Keenan, Frankfort Square Park District Anna Soloff, Park Forest Recreation & Parks Department Geneen Robinson - Smith, Richton Park Parks & Recreation Department Sandy Chevalier, Tinley Park-Park District Janet Porter, SSSRA Executive Director Lisa Drzewiecki, SSSRA Superintendent Regina Ross Ellison, SSSRA Finance and Office Manager Steven Adams, Partner, Robbins Schwartz II. Approval of Agenda Grannan called for a Motion to approve the Agenda. Anthony Burton made the Motion to approve the Agenda. Dwone Ross Sr. seconded the Motion and the Agenda was approved unanimously. III. Approval of Minutes A. July 27, 2017 Joseph Bertrand made the Motion to approve the Board Minutes for July. Dwone Ross Sr. seconded the Motion. Cindy Grannan asked if there was any discussion. Porter mentioned that the July 27, 2017 Board Minutes should read as follows: Anthony Burton was listed as present and absent, should read as absent. Community Announcement Festival of the Vine Event should read as from versus form. Grannan asked for a Motion to approve the Board Meeting Minutes for July with the amendments. Joseph Bertrand made the Motion to approve the July Minutes with the amendments. Denise Will seconded the Motion and the Motion was approved unanimously.

2 Page 2 III. Approval of Minutes (continued) B. July 27, 2017 Executive Session Denise Will made the Motion to approve the Executive Session Minutes for July 27, Joseph Bertrand seconded the Motion. Grannan asked if there was any discussion. Porter mentioned the following two corrections: First correction, Chris Cummings is not from Chapman and Cutler LLP. Mr. Cummings was the attorney that handled the agency s original building agreement. The firm was called Cummings & Duda, Ltd., and now the firm is called Christopher J. Cummings, P.C. Second correction, on page 2, the language should read as the right to purchase the land versus the right to purchase this as well as the association paid for the garage and there is no lease agreement with Frankfort Square Park District. Grannan asked for a Motion to approve the Executive Session Minutes for July 27, 2017 with the amendments. Stephanie Simpson made the Motion to approve the Executive Session Minutes with the amendments. Joseph Bertrand seconded the Motion and the Motion was approved unanimously. IV. Correspondence A. Letter from the Special Kids Foundation Porter mentioned that a letter from the Special Kids Foundation was received after the Board packet was completed. The foundation informed the agency that SSSRA was not selected for the Inclusion grant. V. Public Comment None VI. Community Announcements Homewood-Flossmoor: announced a part-time position opening for a Senior Coordinator. Matteson: announced that the Village of Matteson is considered a finalist to be the location for the Central Region headquarters for Little League Baseball. Mr. Burton mentioned that the winner will be announced in October. SSSRA: announced that the Ricky s Ride event will be held on Sunday, September 17, VII. Unfinished Business None

3 Page 3 VIII. New Business A. Recommendation on Vehicle Bid IX. Staff Report Porter distributed a document showing the trade-in value for our 2010 E450 Bus, as quoted by all bidders. Porter also let the Board know that Homewood-Flossmoor Park District is interested in purchasing the old bus. Staff recommended the purchase of the Glaval Ford E450 bus from Illinois Bus Sales in the amount of $52,000 with the Trade-In or in the amount of $64,000 without the Trade-In. Stephanie Simpson raised a question asking even though Midwest was the lowest bid, did SSSRA choose another bus company due to the bad experience with Midwest? Porter mentioned that the agency has had poor service experience from Midwest that has been addressed through s and correspondence. Porter also mentioned that the other companies did not adhere to the bid specifications. Attorney Steven Adams made a recommendation regarding the deficiencies and the bid that was submitted by Midwest Transit. The deficiencies should be documented as follows: South Suburban Special Recreation Association (SSSRA) finds the bid to be nonresponsive, due to the fact that Midwest Transit did not follow the specifications included in the purchase documents. Mr. Adams also recommended including a section that details the poor service experience with Midwest Transit. Denise Will made the Motion to approve the purchase of the Glaval Ford E450 bus from Illinois Bus Sales in the amount of $52,000 with the Trade-In and $64,000 without the Trade-In. Joseph Bertrand seconded the Motion. A roll call vote was taken: The Motion was approved unanimously by those present. A. Program 1. Year End Celebration at McAuliffe School, Tinley Park On July 20, SSSRA provided ten different carnival-style games and prizes for the children at McAuliffe school. There were 107 students who attended the event and 80 of those participants are residents in Tinley Park. 2. Special Olympics Golf This year, SSSRA golf athletes were scheduled to participate in two different Special Olympics Area Golf Tournaments. Due to poor weather conditions, the tournament scheduled for July 10 was cancelled. Per Special Olympics procedures for cancellations, athletes are drawn at random for the state tournament. Patrick Sweeney (Matteson) was chosen for the 6-hole tournament.

4 Page 4 IX IX. Staff Report A. Program 2. Special Olympics Golf (continued) Drzewiecki also mentioned the Unified Golf partners competition and that John Sola (Frankfort Square) earned a Gold medal, Todd Tomaszewski and Mark Stanfa (both of Flossmoor) also earned a Gold Medal. Gold Medalists will compete in Decatur at the Illinois Special Olympics Outdoor Festival on September 9-10, Special Olympics Softball SSSRA had two softball teams competing this spring and summer against other agencies. A total of 24 athletes competed on either Stingrays Blue or White. The Stingrays Blue held their home games and practices at Homewood Estates Park. The Stingrays White held their games and practices at Lions Stadium in Lansing. On July 16, both teams played in the Illinois Therapeutic Recreation Section (ITRS) softball tournament. The Stingrays Blue placed 1 st and the Stingrays White placed 4 th. 4. Day Camp Summary Tammy McMahon, SSSRA Program Manager, gave a report on the SSSRA day camp. There was a total of 118 registrations from 50 individuals this summer. A chart was included in the Board packet showing the number of individuals from each community and in each session. The day camp locations were as follows: Shooting Stars, ages 2-7, Tony Bettenhausen Recreation Center, Tinley Park Adventurers, ages 8-13, Matteson Community Center Matteson Ave. and Oakwood Center (Fridays) Trailblazers, ages 14-22, Eisenhower Center, Lansing McMahon mentioned that one of the highlights this summer was the social interaction between the older and younger campers. McMahon also mentioned that some of the challenges were behaviors becoming more physical; however, behavior plans and guidelines were put into place. This year, Day Camp Adventurers had the biggest enrollment of campers but for the last three years, Adventurers was the lowest enrollment in campers. Porter added that statistically one of the Tinley Park numbers includes a Frankfort Square resident and that this camper was enrolled for each day camp session.

5 Page 5 IX. Staff Report B. Administrative 1. Summer Scholarship Information The association awarded $12,254 in scholarships for the summer season. A chart was provided showing the breakdown of the types of programs and communities the individuals reside in. Porter reported that for the last several years the agency is serving families with serious financial needs. Porter also mentioned that 50% of the participants from day camp needed financial help in order to participate. The American Camp Association (ACA) enables participants who are on public aid or receive a medical card to participate free of charge, however SSSRA does pay a 30% match to what ACA contributes to the agency. 2. Golf Outing Plans Finalized Porter provided the Board with a list of new hole sponsors and prize donors and thanked Steven Adams and his firm for serving as a hole sponsor. 3. Therapeutic Recreation Leadership Summit X. Financial Report A. Claims List For the second year, the Illinois Therapeutic Recreation Section (ITRS) Leadership Summit will be hosted in a SSSRA member agency community, at the Tony Bettenhausen Recreation Center in Tinley Park. SSSRA Inclusion Manager, Heather Specht and Support Staff Manager, Katie Lucas have been instrumental on the planning committee for this event. Porter mentioned that Alex Szymanski, Recreation Specialist, will be presenting on Program Ideas. 1. Additional July, 2017 Joseph Bertrand made the Motion to approve the Additional Claims List for July, Denise Will seconded the Motion. A roll call vote was taken: The Motion was approved unanimously by those present.

6 Page 6 X. Financial Report A. Claims List (continued) 2. August, 2017 Joseph Bertrand made the Motion to approve the Claims List for August, Dwone Ross Sr. seconded the Motion. A roll call vote was taken: The Motion was approved unanimously by those present. B. Financial Statement 1. July, 2017 XI. Executive Session Anthony Burton made the Motion to approve the July Financial Statement. Oralethea Davenport seconded the Motion and the Motion was approved unanimously. Anthony Burton made a Motion to go into Executive Session pursuant to 5 ILCS 120/2(c)(5) for the purpose of discussing the possible purchase or lease of property and pursuant to 5 ILCS 120/2(c)(11) to discuss probable or imminent litigation. Joseph Bertrand seconded the Motion and a roll call vote was taken: The Motion was approved unanimously by those present. Executive Session began at 9:32 a.m. Joseph Bertrand made a Motion to come out of Executive Session. Dwone Ross Sr. seconded the Motion and the Motion was approved unanimously. Executive Session ended at 10:30 a.m. Porter reminded the Board that the September Board Meeting is one week early, due to the NRPA Conference. The meeting is scheduled for Thursday, September 21. XII. Adjournment Joseph Bertrand made a Motion to adjourn the meeting. Oralethea Davenport seconded the Motion, and the meeting adjourned at 10:31 a.m. *Next Meeting: September 21, 2017