AGENDA DUNDEE TOWNSHIP PARK DISTRICT Board of Commissioners Meeting November 7, :00 p.m.

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1 AGENDA DUNDEE TOWNSHIP PARK DISTRICT Board of Commissioners Meeting 7:00 p.m. LOCATION: RAKOW CENTER (ADULT ACTIVITIES CENTER) I. Call to Order II. III. IV. Aquatic Operations Staff Report-Mike Eschenbach Citizens to be Heard Consent Agenda 1. Approval of Items to be Considered for Consent Agenda a. October 17, 2018 b. Payment of Bills 2. Approval of Consent Agenda V. Director s Report 1. IPRA Conference Information 2. IAPD Article Board Strategies 3. Next Board Meeting Tuesday, November Strategic Plan Meeting Thursday, November 29 at 6 p.m. at Randall Oaks Recreation Center VI. President s Report VII. Old Business VIII. New Business 1. Consideration to Approve the Truth in Taxation Law Resolution No Consideration to Approve Amended Personnel Policies a. Personnel Policy 2.11 Sick Leave b. Personnel Policy 2.8 Personal Days c. Personnel Policy 2.4 Holiday Leave d. Personnel Policy 2.13 Vacation Leave 3. Consideration for Approval - IAPD Delegate Designation-2019 Annual Board Meeting IX. Closed Session 1. Personnel Matters 5 ILCS 120/2(c)1 X. Approval of Closed Session Minutes October 17, 2018 XI. Adjournment Please contact Dave Peterson, Executive Director, at (847) x4001 with required accommodations for persons with disabilities. Notice must be given at least 48 hours prior to the scheduled board meeting.

2 DUNDEE TOWNSHIP PARK DISTRICT BOARD MEETING MINUTES The meeting of the Board of Commissioners held at the Adults Activities wing of the Rakow Center was called to order at 7:02 p.m. by President Erin O Leary. Commissioners responding to roll call were: Jim Bonkoski, John Meschewski, Craig Rakow, Frank Scarpelli, and Erin O Leary. Aquatics Operation Executive Director Dave Peterson introduced Athletics & Aquatics Manager Mike Eschenbach. Eschenbach introduced new hires Athletics Supervisor Aly Graham and Athletics & Aquatics Supervisor Joe Hanna. Graham s prior employment includes River Forest and Havana Park Districts with an extensive background in the parks and recreation field. Hanna s prior employment includes Hanover Park Park District, Sage YMCA, and Schaumburg Life Time Fitness. Hanna will be handling contractual athletics and overseeing the aquatics department. Eschenbach reviewed the 2018 aquatics report. He reported that the aquatics department operates with 190 to 196 employees, which includes 14 total managers. He said this summer was the first season without Mark Johnson, who retired from managing after 20+ years. Johnson left his legacy with all of his managers. Eschenbach reviewed the different types of training provided by the Park District to include lifeguards, instructors, concession staff, and cashiers. Discussion followed regarding food handling training procedures. Eschenbach reported there were 24,637 total Dolphin Cove visits for the 2018 summer season not including camps. Overall, it was an average year with warm weather. However, Memorial Day opening weekend had excellent attendance. The Sleepy Hollow Pool s total non-resident visits was just under 3,000. The overall attendance of the aquatics facilities is primarily by Dundee Township residents, 85%. The total amount of passes sold for the season was 587, similar to last year. This year s Black Friday special includes a 25% off discount towards a 2019 pool pass or pool punch pass. Eschenbach said that birthday parties are growing at Dolphin Cove with 30 parties taking place in the month of August, almost double from last year. He reviewed special events that took place at Dolphin Dove and Sleepy Hollow Pool including hot dog/watermelon eating contests, Splash s Birthday party, and end of summer luau. The Dundee Dolphins Swim Team s current enrollment is 85 swimmers. The aquatics operation received the highest score of 5 stars on all audits performed by Starguard Elite. He reviewed improvements to the Dolphin Cove including the gift shop rebuilt, water play feature, and portable climbing tree. Shoes must be worn to use the climbing tree.

3 Page 2 Deputy Director Ross Bertone commended Eschenbach and his team for a well-run aquatics operation. Staff goes through extensive training on an annual basis and it is notable. Citizens to be Heard Consent Agenda 1. Approval of Items to be Considered for Consent Agenda Jim Bonkoski made a motion with a second by Craig Rakow to approve the Items to be Considered for the Consent Agenda to include: Approval of October 17, 2018 and Payment of Bills. The motion passed 5 to Approval of Consent Agenda Craig Rakow made a motion with a second by John Meschewski to approve the Consent Agenda. The motion passed 5 to 0. Director s Report 1. IPRA Conference Information Executive Director Dave Peterson provided the Board with information on the Soaring to New Heights Conference from January 24-26, He invited the Board to attend the conference. Early Bird registration ends on December IAPD Article Board Strategies Peterson stated that IAPD publishes a monthly brochure. He shared an article Seven Strategies That Make Boards More Effective from the brochure with the Board. 3. November 20, 2018 Board Meeting Peterson reminded the Board that the next Board meeting will be held on Tuesday, November 20 at the Rakow Center. The Board approved that change as part of the published Board Regular Meeting Schedule last year. 4. Strategic Plan Meeting November 29, 2018 at 6 p.m. at Randall Oaks Recreation Center - Peterson provided the Board with an invitation to the strategic plan meeting scheduled for November 29 at the Randall Oaks Recreation Center. Invitations to community stakeholders groups will go out November 8. He reviewed the stakeholders list, which includes community group leaders, service organizations, sports organizations, program and facility users, golf representatives, and Park District Board and support staff. Barbara of Heller and Heller Consulting will meet with the Board to discuss strengths, weaknesses, opportunities, threats, and other key topics to gain

4 Page 3 insight. Staff will follow up with an and then a telephone call to those individuals who do not reply. Peterson said the Park District is looking for the best representation possible of the Dundee Township community. Peterson informed the Board of the holiday recognition luncheon for full-time employees, which is scheduled for December 20 at the Randall Oaks Golf Course Clubhouse. He encouraged the Board to attend. He said the winter/spring brochure is ready to be mailed to all Dundee Township residents this week. President s Report Old Business New Business 1. Truth in Taxation Law Resolution #18-03 Peterson said the public hearing will take place at the Rakow Center on December 5 at 7 p.m. The Park District is proposing $7,970,000 in real estate taxes for the 2019 calendar year, which represents a 6.6% increase to account for any growth the Park District may experience. The tax levy proposal is a more conservative approach from the past. He asked for a motion to approve the annual Truth in Taxation Law Resolution as mandated by law. Discussion ensued. Frank Scarpelli made a motion with a second by John Meschewski to approve the Truth in Taxation Law Resolution #18-03 as presented. The motion passed 5 to Amendment of Personnel Policies Peterson reported that staff is proposing changes to four personnel policies and are asking the Board for approval. He explained there is no financial impact on the Park District to implement the following leave policies. Human Resources & Risk Manager Michelle Eckelberry reviewed the changes to the personnel policies indicating that all had a layout change and most changes were related to verbiage. a Sick Leave with Pay The major change was the calculation of the accrual rate. Sick time will be accumulated by hours worked rather than by days worked. Other changes include adding verbiage on expectations for calling in sick to work and clarified time needed for IMRF purposes upon retirement of an employee.

5 Page 4 b. 2-8 Personal Days The major change was the removal of two personal days, which were moved to the Holiday Leave policy. Additionally, personal time not taken by December 31 will no longer roll over into sick time and will be lost. c. 2-4 Holiday Leave with Pay Two holidays were added to the already established seven holidays totaling nine for the calendar year. The two days added are based on the trends found where employees are taking more time off during the holidays. If an exempt employee is required to work on an observed holiday, the employee will be paid at straight time for the time worked and be granted one day off within 30 calendar days. If a nonexempt employee is required to work on a holiday, the employee will be paid at time and a half regular rate for the time worked plus the option to receive holiday pay or take a day off within 30 calendar days. d Vacation Leave The major change is that new hires will start accruing time from the date of hire rather than the employee s anniversary month. Vacation time will be based on an accrual basis and will no longer have two categories of accrued and available time. Verbiage was changed to reflect hours rather than days for ease of implementation. Discussion ensued. Peterson said that the Park District values its employees and is confident they will embrace the changes. John Meschewski made a motion with a second by Jim Bonkoski to approve the amended personnel policy changes to 2-11, 2-8, 2-4, and 2-13 as presented. The motion passed 5 to IAPD Delegate Designation 2019 Annual Board Meeting - Peterson explained to the Board that in order to participate in IAPD s annual business meeting, the Board needs to formally appoint designated delegates. This designation allows attendees to vote on matters presented during IAPD s annual meeting. Discussion ensued. John Meschewski made a motion with a second by Craig Rakow to approve Executive Director Dave Peterson as the designated delegate and Deputy Director Ross Bertone as a first alternate delegate at IAPD s Annual Business Meeting to be held on January 26, 2019 at 3:30 p.m. The motion passed 5 to 0.

6 Page 5 Additional New Business Closed Session At 8:17 p.m., Jim Bonkoski made a motion with a second by John Meschewski to move that the Board convene into Closed Session under section 2(c)(1) of the Open Meeting Act for the purpose of discussing personnel matters. The motion passed 5 to 0. At 8:25 p.m., John Meschewski made a motion with a second by Jim Bonkoski to move the Board reconvene into regular session. The motion passed 5 to 0. Craig Rakow made a motion with a second by John Meschewski to approve the Closed Session Minutes from October 17, 2018 as presented. The motion passed 5 to 0. Adjourn Meeting John Meschewski made a motion with a second by Jim Bonkoski to adjourn the meeting. The motion passed 5 to 0. The meeting adjourned at 8:25 p.m.