SOUTH SUBURBAN SPECIAL RECREATION ASSOCIATION. June 28, 2018 Board of Directors Meeting. Minutes

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1 SOUTH SUBURBAN SPECIAL RECREATION ASSOCIATION June 28, 2018 Board of Directors Meeting Minutes I. Call to Order/Roll Call called the South Suburban Special Recreation Association s Board of Directors meeting for June 28, 2018 to order at 9:02 a.m. Members present: Dwone Ross, Sr., Country Club Hills Park District (in at 9:06) Joseph Bertrand, Hazel Crest Park District Stephanie Simpson, Homewood-Flossmoor Park District Oralethea Davenport, Lan-Oak Park District Lisa Hill, Matteson Recreational Division (in at 9:46 during Executive Session) Cindy Grannan, Oak Forest Park District Denise Will, Olympia Fields Park District, Tinley Park-Park District Members absent: Others Present : Kevin Adams, Park Forest Recreation & Parks Department Geneen Robinson - Smith, Richton Park Parks & Recreation Department Janet Porter, SSSRA Executive Director Lisa Drzewiecki, SSSRA Superintendent Regina Ross Ellison, SSSRA Finance & Office Manager Kiley Harmon, SSSRA Recreation Specialist Steven Adams, Partner, Robbins Schwartz II. Approval of Agenda Cindy Grannan made the Motion to approve the Agenda. Joseph Bertrand seconded the Motion and the Agenda was approved unanimously. III. Approval of Minutes A. May 24, 2018 Cindy Grannan made the Motion to approve the regular Board Minutes for May. Stephanie Simpson seconded the Motion and the Minutes were approved unanimously. B. May 24, 2018 Executive Session Chevalier stated that approval of the Executive Session Minutes will be postponed until the July Board meeting. IV. Correspondence None

2 Page 2 V. Public Comment None VI. Community Announcements Homewood Flossmoor: announced that if any member district is interested in partnering for Ice Skating Lessons to contact Stephanie Simpson. VII. Unfinished Business None VIII. New Business A Election of Officers At this time, the floor was opened for Motions of election. Joseph Bertrand made the Motion to open the floor. Oralethea Davenport seconded the Motion and it was approved unanimously. Joseph Bertrand made a Motion to approve the Officers as currently in place for the upcoming year. Denise Will seconded the Motion and it was approved unanimously. B Appointments Cindy Grannan made the Motion to approve Robbins Schwartz as the Association s legal counsel for corporate matters. Stephanie Simpson seconded the Motion and it was approved unanimously. Denise Will made the Motion to appoint Regina Ross Ellison as the Board Secretary. Joseph Bertrand seconded the Motion and it was approved unanimously. C Committees Chevalier asked if there were any members that needed to make a change on a committee. Stephanie Simpson mentioned that she needs to step down from the Fundraising Committee. Chevalier asked if there were any other changes. The Committee members for will be as follows: Personnel: Fundraising: Denise Will Joseph Bertrand Stephanie Simpson Denise Will Cindy Grannan Anthony Burton

3 Page 3 VIII. New Business C Committees (continued) Budget: Strategic Planning: Stephanie Simpson Cindy Grannan Denise Will Oralethea Davenport Joseph Bertrand Dwone Ross, Sr., Stephanie Simpson IX. Staff Report A. Program 1. Outreach Report May, 2018 Drzewiecki reviewed the Outreach Report and highlighted that SSSRA provided services in the following communities: Homewood-Flossmoor, Oak Forest, Olympia Fields, Park Forest, and Richton Park. 2. Rich East High School Arts & Crafts SSSRA provided the students at Rich East High School with a spring arts and crafts activity on Tuesday, May 8. In addition to serving the seventeen students, SSSRA provided information on our summer brochure to promote SSSRA s teen programs. 3. After School Program Park Forest SSSRA provided a free After School program for ten students receiving special services through the Park Forest-Chicago Heights School District #163. Out of the ten students, nine of the students were residents of Park Forest. The program was held on Thursdays, from April 26 May 31. Drzewiecki mentioned that this particular group of students were more severe/profound. Drzewiecki also mentioned that SSSRA would like to continue to serve these students and the goal is to get them involved in our programs. 4. Year End Celebration at Richton Square School SSSRA hosted a Y ear End Celebration for thirty-two children at Richton Square School on May 30, Drzewiecki mentioned that SSSRA has held this event in previous years. This time, SSSRA requested to serve only the students receiving special services. Typically, SSSRA offers a carnival at the end of the year and all the students in extended school year attend the event. As a result, there previously were eighty to hundred students who participated. This year, SSSRA focused on a couple of classrooms that had thirty-two individuals with disabilities.

4 Page 4 IX. Staff Report A. Program (continued) 5. Spring, 2018 Inclusion Summary During the spring of 2018, SSSRA supported a total of 13 individuals through the Inclusion process. Drzewiecki mentioned that the direct service hours for part time and full - time staff doubled this year compared to last year. This year s direct service hours were 400 versus 212 hours last year. The Inclusion Manager s hours were 33 hours this year versus 23 hours last year. Porter shared with the Board that Homewood-Flossmoor s Inclusion hours doubled due to the After School program. 6. New Recreation Specialist On Monday, June 4, 2018 SSSRA welcomed Kiley Harmon as the new Recreation Specialist. Ms. Harmon completed her undergraduate work at Indiana State University with a major in Recreation Therapy and a minor in Massage Therapy. SSSRA is excited to have Ms. Harmon as a full-time SSSRA team member. 7. Summer Programs a Great Success Drzewiecki mentioned that fourteen weekly programs and nine special events offered for the summer season were filled to capacity. 8. Frankfort Square Resident Participation Remains Strong Enclosure Despite the withdrawal of the Frankfort Square Park District, the association has 20 residents of Frankfort Square participating this summer. The participants are registered for 26 weekly programs, 35 special events and 2 weekend trips. The participants are paying resident rates due to our Cooperative Agreement with LWSRA. Drzewiecki provided the Board with a chart of Frankfort Square Residents Summer, 2018 which includes Participant Information, Weekly Programs and Special Events. Porter added that the purpose of the Cooperative Agreement when it was first enacted, was to enable SSSRA, LWSRA and SWSRA residents to cross boundaries at resident rates, so that Frankfort Square residents could recreate with the individuals they went to school with. Porter mentioned that the association will continue to monitor the agreement and make adjustments if needed. Steve Adams raised a question asking how many of LWSRA participants use SSSRA programs? Porter explained to the Board that SSSRA and LWSRA provides each agency with a quarterly report. Up to this point in time, there were approximately ten participants utilizing SSSRA programs from Mokena, New Lenox and Frankfort. Porter also explained that in the past, SSSRA had more participants going to LWSRA and less participants coming to SSSRA. This will no longer be the case, as many Frankfort Square residents are continuing to participate with SSSRA. Following discussion on the format of reports provided between agencies, Attorney Steve Adams advised that the agency discontinue the practice of listing participant s personal data, such as names and addresses.

5 Page 5 IX. Staff Report A. Program 8. Frankfort Square Resident Participation Remains Strong Enclosure (continued) Stephanie Simpson raised a question asking if SSSRA had to turn any Frankfort Square residents away from getting into a program. Drzewiecki explained that SSSRA did not turn any Frankfort Square residents away from getting into a summer program. 9. July Special Events - Enclosure A flyer was included in the Board packet with information on SSSRA s July special events. Drzewiecki highlighted the Special Olympics 50 th Anniversary Celebration in Chicago that will be held on July 21, 2018 and SSSRA 29 th Annual Golf Outing in Flossmoor that will be held on August 17, B. Administrative 1. Staff Professional Involvement, Activities & Training May, 2018 Porter reviewed the staff activities for May Board Representatives - Enclosure As requested in the May Board packet, Porter asked the Board to please use the enclosed form to appoint two representatives to the Board for the upcoming year. Porter mentioned to the Board that six out of ten representative forms have been received. Member agency representatives and alternates appointed prior to the June Board Meeting were: Homewood-Flossmoor : Stephanie Simpson Doug Boehm Lan-Oak: Matteson: Olympia Fields: Oralethea Davenport Sharon Desjardins Lisa Hill Janette Ramos Denise Will Jesus Vargas

6 Page 6 IX. Staff Report B. Administrative Board Representatives Enclosure (continued) Park Forest: Tinley Park: Kevin Adams Adina McCollough Shawn Roby/Meghan Fenlon 3. Vehicle Maintenance Coordinator Celebrates 10 Years Porter mentioned that John Braun, Vehicle Maintenance Coordinator, celebrated 10 years of service with the association. Mr. Braun schedules the vehicles for maintenance; takes the vehicles in for safety inspections; assists with planning routes for program and special events; drives Day Camp routes in the summer; and conducts driver training. SSSRA thanks Mr. Braun for his services and a staff luncheon was held for Mr. Braun on June 6, Request for Proposals for Auditing Services The association mailed a Request for Proposal for Auditing Services to seven firms on June 5, Porter provided the Board with a list of firms that were mailed proposals. Porter mentioned that two out of seven firms responded and they are as follows: Mr. Dane Hiatt, Knutte & Associates, P.C. and Mr. Ronald J. Amen, CPA, Lauterbach & Amen, LLP. A comparison of the proposals will be included in the July Board packet for your review at the July 26 Board Meeting. 5. Day Camp Visit by Bank Representatives On June 13 th, representatives of Old Plank Trail Community Bank visited SSSRA s Camp Adventurers. CEO Paul Slade, VP Andrea Ramirez-Justin, and 3 other representatives were able to see one of our Day Camps in action. As a part of their OCC Community Reinvestment Exam live tour, each year the bank takes the OCC Examiners to visit agencies that the bank supports. They were able to observe our campers ages 9 12 with Autism, ADHD, Down Syndrome and Cerebral Palsy. Drzewiecki provided information on the association s services in general and the Day Camp program. 6. Special Kids Foundation Inclusion Site Visit On Wednesday, June 27, SSSRA had a visit from the Special Kids Foundation located in Chicago. SSSRA applied for an Inclusion grant for $25,000. Last summer, SSSRA was selected for a site visit, and the foundation sent two representatives to meet with us and to see the Inclusion support we provided at a Homewood-Flossmoor Park District site. SSSRA was selected again for another visit this year. Porter mentioned that and Meghan Fenlon from the Tinley Park Park District joined SSSRA and two foundation representatives at a site in Tinley Park. At the site in Tinley Park, three children with disabilities were receiving Inclusion services. Porter also mentioned that SSSRA will keep the Board posted on the outcome.

7 Page 7 X. Financial Report A. Claims List 1. Additional May, 2018 Joseph Bertrand made the Motion to approve the Additional Claims List for May, Cindy Grannan seconded the Motion. A roll call vote was taken: Country Club Hills Yes Matteson absent Richton Park absent Hazel Crest Yes Oak Forest Yes Tinley Park Yes Homewood-Flossmoor Yes Olympia Fields Yes Lan-Oak Yes Park Forest absent The Motion was approved unanimously by those present. 2. June, 2018 Joseph Bertrand made the Motion to approve the Claims List for June, Denise Will seconded the Motion. A roll call vote was taken: Country Club Hills Yes Matteson absent Richton Park absent Hazel Crest Yes Oak Forest Yes Tinley Park Yes Homewood-Flossmoor Yes Olympia Fields Yes Lan-Oak Yes Park Forest absent The Motion was approved unanimously by those present. B. Financial Statement 1. May, 2018 Joseph Bertrand made the Motion to approve the May Financial Statement. Cindy Grannan seconded the Motion. Chevalier asked if there was any discussion. Porter mentioned that three accounts are over budget for fiscal year Porter provided the Board with a list of accounts that were over budget and they are as follows: 414 Consultant Fees over by $32,830 Legal fees related to FSPD Medical Insurance over by $1,122 1 additional dependent for coverage (3 months) $516; 1 employee switched from HMO to PPO for 2018 (during Open Enrollment period mid-fiscal year).

8 Page 8 X. Financial Report B. Financial Statement 1. May, 2018 (continued) 517 Admissions over by $3,232 Contributing factors include the following programs, which the Superintendent will closely monitor in : Fast Food & Flicks Special Events with high ticket prices, such as Blue Man Group; Christmas Ball; Shedd Aquarium; and Medieval Times. With a Motion and a second, Chevalier asked for all those in favor of approving the Financial Statement, and it was approved unanimously. XI. Executive Session Joseph Bertrand made a Motion to go into Executive Session pursuant to Section 2(c)(1) of the Open Meetings Act for the appointment, employment, compensation, discipline, performance or dismissal of specific employees of the public body; and 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. Stephanie Simpson seconded the Motion and a roll call vote was taken: Country Club Hills Yes Matteson absent Richton Park absent Hazel Crest Yes Oak Forest Yes Tinley Park Yes Homewood-Flossmoor Yes Olympia Fields Yes Lan-Oak Yes Park Forest absent The Motion was approved unanimously by those present. Executive Session began at 9:31 a.m. Stephanie Simpson made a Motion to conclude Executive Session. Dwone Ross Sr. seconded the Motion and it was approved unanimously. Executive Session ended at 10:21 a.m. XII. Adjournment Stephanie Simpson made a Motion to adjourn the meeting. Joseph Bertrand seconded the Motion, and the meeting adjourned at 10:23 a.m. Next Meeting: July 26, 2018

SOUTH SUBURBAN SPECIAL RECREATION ASSOCIATION. July 27, 2017 Board of Directors Meeting. Minutes

SOUTH SUBURBAN SPECIAL RECREATION ASSOCIATION July 27, 2017 Board of Directors Meeting Minutes I. Call to Order/Roll Call Sandy Chevalier called the South Suburban Special Recreation Association s Board