NAPERVILLE PARK DISTRICT REGULAR MEETING PACKET

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1 Na.pervi lie P.:~.rk District" Mission Statement To provide recreation and park experiences that enrich the quality of life for our community. NAPERVILLE PARK DISTRICT REGULAR MEETING PACKET April 25, ~

2 N,c:~..perville PArk District- April25, 2013 Regular Meeting Agenda Page 1 of2 Mission Statement To provide recreation and park experiences that enrich the quality of life for our community. I. Call to Order AGENDA Naperville Park District Board of Commissioners Regular Board Meeting Held at: Naperville Park District South Maintenance Building- Lunch Room 3415 Book Road Naperville, IL Thursday, April25, :00p.m. II. III. IV. Roll Call Matters from the Public The Board will now receive public comment for up to three minutes per speaker on nonagenda topics. The Board will allow public comment on agenda topics prior to Board discussion for up to three minutes. New Business A Approval of Minutes Action and Motion ReQllested: Move to approve the Regular Meeting Minutes of April11, B Audit Presentation Move to accept the Comprehensive Annual Financial Report for the fiscal year ended December 31, C. Discussion Items 1. Door Replacements and Electronic Hardware 2. Asphalt Repairs and Sealcoating 3. Parade Discussion 4. Program Refund Policy 5. Southwest Community Park Grant Update '-'

3 D. Department Updates 1. Marketing/Communications 2. Golf 3. IT 4. HR 5. Finance 6. Planning 7. Recreation 8. Parks April25, 2013 Regular Meeting Agenda Page 2 of2 V. Executive Session Action and Motion ReQYested: Move to adjourn to Executive Session to discuss Land Acquisition under Section 2 (c) (5) of the Open Meetings Act VI. VII. VIII. IX. Call To Order Roll Call Action (If any) taken after Executive Session Adjournment Move to adjourn the April25, 2013 Regular Meeting. "-../

4 NApE:rviiiE: PArk District" April11, 2013 Regular Board Meeting Minutes Page 1 of7 Mission Statement To provide recreation and park experiences that enrich the quality of life for our community. Minutes of a Re&Wlar Meeting of the Naperville Park District Board of Commissioners DuPage and Will Counties Held on the 11th day of April Naperville Municipal Building- Council Chambers 400 South Eagle Street Naperville, IL I. Call to Order The Regular Meeting of the Naperville Park District Board of Commissioners was called to order at 7:00p.m. by President Young. II. III. IV. Pledge of Allegiance President Young led those assembled in the Pledge of Allegiance, Roll Call Present: President Kirsten Young Vice President Rich Janor Commissioner Bill Eagan Commissioner Gerry Heide Commissioner Ronald Ory Commissioner Mike Reilly Commissioner Marie Todd Absent: Executive Staff: Kevin Finnegan - Parks Director Sameera Luthman - Marketing & Communications Director Ray McGury- Executive Director Katie Sepe - HR Director Sue Stanish - Finance Director Brad Wilson - Recreation Director Rob Wysocki - IT Director Staff: Aileen McEldowney - Planner Derke Price - Attorney Jacki Stern - Board Secretary Agenda Additions and Deletions Engage Your Senses'" "'-../

5 Page 2 of7 V. Introductions and Recognitions A Awards and Recognition B. Employee Recognitions- None VI. VII. Matters from the Public No one has signed up to speak Updates and Reports A Riverwalk Commission - Gerry Heide The Riverwalk Commission met yesterday and reviewed several items. Notably, a charrette or intensive planning session was conducted last Thursday, which was concurrent with our intergovernmental dinner, and I was unable to attend. The subject of the charrette was the 430 S. Washington Street property, and attendees included Riverwalk Commission members, North Central College personnel, and several design professionals. The result was an agreement that for this property less is more, and the design will focus on views of the river and college gateway, versus the construction of numerous amenities. Additionally, the results of the Riverwalk Southern Extension community engagement meeting were discussed. The response was very positive. The capability to accommodate bicycles, which would provide a more user friendly link to the trail system, will be the main challenge and will be thoroughly analyzed. Finally, there are two future Riverwalk related events that should be noted. First is our annual Spring Spruce Up, for which we are seeking volunteers. This will occur on April 20th from 9:00 until noon, and the rallying point is the dandelion fountain. Also, the evaluative walk along the Riverwalk will be conducted on the morning of April 29th. B. Riverwalk Foundation- Kirsten Young No Report C. Carillon Foundation- Kirsten Young The MCF discussed the recent implementation of a Carillon lighting program by the park district. The program is intended to celebrate community events and holidays, and to bring awareness to events or matters that are of local, regional, national or international importance through changing the light colors that illuminate the Carillon at night. A schedule of the current annual holidays and occasions that will be illuminated can be found on the park district website. The MCF Board shared their excitement with the new program. Millennium Carillon tours and the Visitor Center is scheduled to reopen for the 2013 season starting on Saturday, May 4th. Below are the 2013 hours of operation. May 4 - November 10 Saturdays, 10:00 a.m. - 4:00p.m. Sundays, 12:00 p.m.-6:00p.m. May 24 - August 16 Fridays, 10:00 a.m. - 4:00p.m. Engage Your Senses' "-.../

6 Page 3 of7 Dates and hours of operations are subject to change due to weather. The MCF will once again rafile 20 spots to view the July 4th fireworks from the top of the Carillon. Tickets will go on sale this spring with the drawing to be held at the June 25th Carillon Recital. 5 prizes of 4 reserved spots will be awarded. Proceeds from the rafile will benefit the Millennium Carillon Foundation to assist with Carillon operational expenses. The Park District is developing volunteer opportunities for individuals interested in assisting with Carillon operations and events. Carillon volunteer opportunities are scheduled to be implemented this summer. D. Parks Foundation- Rich Janor No Report E. Finance Committee - Mike Reilly /Ron Ory The next meeting of the Finance Committee will be held on April 17th. F. Legislative Committee- Gerry Heide/Mike Reilly The Legislative committee met on Monday April 8th. We continue to monitor and advocate for or against key park district affecting legislation. Our current priorities include House Bill 997, The Illinois Concealed Carry Bill- We want park district facilities to be classified in the same manner as school district facilities- And HB1522 which deals with storm water fees. We want park districts to be included in the list of exempted governmental agencies. Executive Director McGury, Commissioner Mike Reilly and I will be traveling to Springfield at the end of April to attend the IAPD Parks day conference, and if we have the opportunity to partake of some Joe Rodger's Firebrand Chili. G. Parks and Recreation Committee - Marie Todd/Rich Janor The next meeting of the Parks and Recreation Committee Meeting will be held on April 22nd. H. Golf Committee - Bill Eagan/Marie Todd February revenue was light due to weather. Staff is predicting most people to renew their memberships this year. Staff is also reviewing recommendations for food and hope to have more details available to the committee at the next committee meeting. The clubhouse window repairs are being evaluated further and detail should be available at the next meeting. The new golf website is receiving good feedback. The next meeting of the Golf Advisory Committee will be held on Monday, April 15th. I. Board President - Kirsten Young Hearty congratulations to my fellow Commissioners who were re-elected yesterday: Commissioner Reilly, Commissioner Heide, and Commissioner Eagan. I would also like to congratulate the other incumbents who will return to their elected City, School Board, and Township positions for another term and -- of course - I welcome the ""-'

7 Page4 of7 comers. In addition to the interesting conversation and spirited debate that each election season brings, many of us on the dais had the pleasure of attending the annual Intergovernmental Dinner. The name is a bit of a misnomer, because while the attendees are staff and elected officials of local governments, other civic organizations are also included. During this dinner, civic leaders from the Park District, City, School Districts 203 and 204, the Library, the Chamber of Commerce, Naperville Business Alliance, Heritage Society and others come together to share their accomplishments, goals, and observations. My husband teases me by calling this group the Spirit Squad. Reflecting on these two events together: the election and the dinner- I feel compelled to share the brilliance of Naperville. When I speak of brilliance - I speak of its excellence, its distinction, its conspicuous talent, its agility, its splendor and its excellence. The leaders that gathered for the dinner proudly uphold their missions and challenge each other daily to be more brilliant. In my four years on the Board I have seen a marked improvement in the effort of members of each of these organizations to work cooperatively with other organizations to find good solutions for all of Naperville. As leaders, we don't look for easy answers, but rather we crave comprehensive conversation to,achieve the best results, which many times are not the easiest results. I don't know of a community that works harder to be brilliant or that shines brighter. Not only am I proud to serve the people of Naperville, I am proud to be a member of a group of leaders that cares so deeply about its community. Thank you to the residents who keep us informed by engaging us about their interests. Thank you to those who contributed by voting yesterday. And, thank you to my fellow elected officials who volunteer numerous hours. It is an honor and a privilege to contribute to the uniqueness that is Naperville. J. Executive Director- Ray McGury Summer Program Guide Delivery- Summer 2013 Program Guides will begin to be delivered to residents' homes on Thurs., Apr. 18. The Virtual Program Guide will be available on our website on Mon., Apr. 15. Reminder of Changes to Upcoming Registrations - Also, beginning with the summer program registration season, we will begin taking registrations online and via hard copy form the Monday after Program Guide delivery begins With delivery scheduled to start on Apr. 18 as I mentioned, resident registration will begin on Mon., Apr. 22 at 8:30 a.m. We hope that by shortening the waiting period between Program Guide delivery and registration will improve the process for our residents. On a related note, we are changing up the registration process for Naperville Youth Soccer and Premier Soccer programs beginning with the fall season. To reduce the number of simultaneous registrations, which caused issues with our online system previously, we will have separate registration dates for girls and boys. Fall soccer registration for girls will take place at noon on Tues., Apr. 30 and at noon on Wed., May 1 for boys. As an alternative to online registration, individuals may elect to mail in or drop off a paper form to be input by Park District staff in the order they are received. Our goal is to make the registration process as quick and as easy as possible. IJ You ld EngageYourSenses "'--../

8 Page 5 of7 Some Important Upcoming Dates o Mon., May 6- Wonderful World of Wheels (a free event for preschoolers and their parents) o Through Mon., May 13 - residents can purchase 2013 Centennial Beach passes at a reduced rate o Sat, May 18- Grand Reopening of Meadow Glens Park (to include a ribbon-cutting ceremony, activities and refreshments) from 9:00-10:30 a.m. More information on our events can be found at any Beach related information can be found at A Reminder... Weather-wise, summer seems pretty far away. However, it's important to note that Summer Camps registration is in progress. We offer several day camps in addition to more than 60 sports, arts and environmental camps. Check out our Virtual Summer Camps Guide for more information. Also, registration for golf lessons through our Brooks Golf Academy is currently in progress. Both Springbrook and Naperbrook offer a wide variety of golflessons from kids through adult. Visit for details. VIII. Approval of Treasurer's Report Vice President Janor moved to approve the February 2013 Treasurer's Report. Second by Commissioner Reilly. Roll Call Vote on Motion: YES: Janor, Reilly, Eagan, Heide, Ory, Todd, Young IX. Consent Agenda (Requires Board Approval by Statute) The Executive Director warrants that all Consent Agenda Items, reports and memoranda comply with Board Policy. Chair: Are there any items to be removed from the consent agenda? A Approval of disbursements for the month of March 2013 in the amount of $793, (Pg 20-35) B. Approval of March 2013 disbursements made through the Bank of America Purchasing Card Program in the amount of$129, (Pg 36-65) C. Approval of customer refunds for the month of March 2013 in the amount of$3, (Pg 66) D. Approve Resolution to name the Driving Range at Naperbrook Golf Course the "Glen Ekey Driving Range". (Pg 67-68) E. Award the contract for the Springbrook Crossings 2013 Shoreline Restoration project to Bedrock Earthscapes, LLC in the amount of $28, (Pg 69-70) F. Award the contract for the Westglen Commons 2013 Shoreline Restoration project to Bedrock Earthscapes, LLC in the amount of $27, (Pg 71-72) 11 '-.../

9 Page 6 of7 G. Approve the purchase of Fertilizer from Conserv FS in an amount not to exceed $82, (Pg 73) H. Approve the purchase of grass seed to National Seed for a figure not to exceed $24, and Martenson Turf products, Inc. for a figure not to exceed $15, (Pg 74) I. Approve Ordinance #810: Authorizing a Lease with the Naperville Cemetery Association. J. Approval of Minutes: Regular Meeting of March 28,2013. (Pg 75-79) Vice President Jan or moved to accept the Consent Agenda Items as presented. Second by Commissioner Reilly. Roll Call Vote on Motion: YES: Janor, Reilly, Eagan, Heide, Ory, Todd, Young Vice President Janor moved to approve consent agenda as accepted. Second by Commissioner Ory. Voice Vote on Motion: YES: Janor, Ory, Eagan, Heide, Reilly, Todd, Young X. Unfinished Business Items that were tabled to this meeting or items removed from the consent agenda are considered here. XI. New Business A. Security Camera and Card Access Project Vice President Jan or moved to approve the contract for the installation of security cameras and card access to Precision Control Systems of Chicago, Inc. in the amount of $62,300. Second by Commissioner Reilly. IJ XII. Roll Call Vote on Motion: YES: Janor, Reilly, Eagan, Heide, Ory, Todd, Young Executive Session Vice President Janor moved to adjourn to Executive Session at 7:12p.m. to discuss Personnel under 2(c)(1) of the Open Meetings Act, Land Acquisition under 2(c) (5) of I.ID.!m -- ( ', ~.1 =-~ '-.../

10 Page 7 of7 Open Meetings Act and Imminent Litigation under 2(c)(11) of the Open Meetings Act. Second by Commissioner Eagan. Roll Call Vote on Motion: YES: Janor, Eagan, Heide, Ory, Reilly, Todd, Young XIII. XIV. XV. Call to Order President Young called the meeting back to order at 8:24p.m. Roll Call President Kirsten Young Vice President Rich Janor Commissioner Bill Eagan Commissioner Gerry Heide Commissioner Ron Ory Commissioner Mike Reilly Commissioner Marie Todd Ray McGury- Executive Director Sue Stanish - Finance Director Jacki Stern - Board Secretary Brad Wilson - Recreation Director Derke Price - Attorney Adjournment Vice President Janor moved to adjourn the April11, 2013 Regular Board Meeting at 8:25 p.m. Second by Commissioner Ory. Voice Vote on Motion: YES: Janor, Ory, Eagan, Heide, Reilly, Todd, Young Respectfully Submitted: Board Secretary 11 '-../

11 NAperville Pa.rk Pistrict Board Memorandum April 25, 2013 Board Agenda Item To: Board of Commissioners t-l\ Through: From: Re: Ray McGury, Executive Director, QS Sue Stanish, Finance Director, ~ Acceptance of Comprehensive Annual Financial Report (CAFR) for fiscal year ended December 31, 2012 Move to accept the Comprehensive Annual Financial Report for the fiscal year ended December 31, Background/Analysis: Each year the District prepares the Comprehensive Annual Financial Report (CAFR), which is presented in three sections: introductory, financial, and statistical. The introductory section includes: Principal Officials Organization Chart Transmittal Letter containing general information about the District and Community The financial section includes the following: Independent Auditor Report Management Discussion and Analysis (MD&A) Basic Financial Statements Required Supplementary Information Combining and Individual Fund Statement and Schedules The statistical section includes selected financial and demographic information, generally presented on a multi-year basis. The financial statements are the responsibility of the District's management. The auditor's responsibility is to express an opinion on those statements. The District's financial statements received an unqualified opinion, which is the highest opinion that can be received. The unqualified opinion means that in the opinion of the auditor, the financial statements of the District are presented fairly, in all material aspects. The audit report will be presented to the Board of Commissioners by Ron Amen of Lauterbach & Amen, LLP.