WAUCONDA PARK DISTRICT Board Meeting March 8, :00 p.m. Community Center

Transcription

1 WAUCONDA PARK DISTRICT Board Meeting March 8, :00 p.m. Community Center At 7:00 p.m., Commissioner Geary called the meeting to order. Commissioners Cook, Geary, Jerard, Kadlec and Wahl were present, along with Director Burton, Superintendents Payne and Staton, Risk Manager Ducy and Peggy Amundson. Approval of Minutes Approval of the regular board minutes from February 22, 2011 was motioned by Commissioner Kadlec and seconded by Commissioner Cook. Roll Call: Commissioners Geary, Kadlec, Cook and Wahl all voted aye. Commissioner Jerard abstained. Commissioner Wahl asked that the record under Business, Douglas Glen be corrected to reflect that he agreed that the impact would be minimal and the fee should be adjusted appropriately. Comments from Public A. John Cargill was in attendance and stated that he was not there for any business related to the Douglas Glen Development and only as a private citizen to observe the meeting. B. Robert Gottardo and Earle Johnson were in attendance to observe the meeting. Communications NISRA An invitation was received for NISRA s annual recognition banquet which will be held on April 8 th. Director Burton stated that if any Commissioners were interested in attending to let her know. Approval of Bills A motion to approve the disbursements from February 23, 2011 to March 8, 2011 in the amount of $23, was made by Commissioner Cook and seconded by Commissioner Jerard. Roll Call: all aye. Commissioner Kadlec inquired about the payment to American Backflow Prevention, Inc. for repairs. Director Burton advised that this was for a leaking fire sprinkler repair located at the Community Center. Commissioner Jerard asked if this was discovered during the annual inspection. Superintendent Payne advised that when they do the inspection, the shut off valve is turned off and the irrigation system is then inspected and these valves periodically need replacing due to age. Superintendent Payne clarified that we also replaced a shut off valve in the concession stand. Commissioner Cook inquired about the payment of $756 to Bonestroo for the Sedgebrook Park development. Director Burton advised that this falls under the contract terms. Commissioner Kadlec inquired about the payment for flooring. Director Burton stated that this was a deposit on tile for the community center. Committee Reports

2 A. Recreation Written report submitted. Superintendent Staton advised that open registration for the 2011/12 preschool program started on Monday, March 7 th and that two of the classes are already full. He reminded board members that last year staff had to add two additional classes to accommodate the wait lists. Commissioner Cook asked how much it cost to use the fitness facility. A Fitness First flyer was provided to Commissioner Cook that included all the current pricing for both residents and non-residents. He also inquired about the number of members over 70 years of age who use the fitness facility. Superintendent Staton stated he did not have an exact number but that 19% of all seniors passes were over the age of 70 years. B. Finance No report. Budget review presented under New Business. C. Maintenance Written report submitted. Superintendent Payne advised that staff is starting work on the upstairs bathrooms at the Community Center, and have begun cleanup of the parks. Staff has begun repairing fields (divots, etc.) and found some hidden damage that occurred during the heavy snows. Superintendent Payne advised that a bench at Meadowview Park was found most likely damaged by a snowplow. Additionally, staff has started aerating fields. Commissioner Kadlec advised that she noticed the sidewalk that separates the main parking lot is crumbling. Superintendent Payne advised that he would like to replace the strip with blacktop and re-stripe it. He advised that by removing the walkway it would be easier for staff to plow during the winter. Commissioner Kadlec stated that she had concerns on how often the walk is used. Commissioner Jerard added that many of the parents with kids use the walkway for safety reasons. Director Burton advised that staff could look into pricing for both options and look at the capital improvement fund for money and then make a recommendation to the Board. D. Risk Management Written report submitted. Risk Manager Ducy advised that she did work with the visiting PDRMA representative and completed a plan of action, adding that most of the items have already been completed. The PDRMA representative would be returning in three weeks to conduct an audit of the Administration department. Director Burton informed board members that the Park District had received the re-accreditation plaque from PDRMA. Commissioner Kadlec stated Congratulations and good job. E. W-Fest Director Burton advised that the next meeting is scheduled for March 16 th at 6:30 p.m. and that entertainment lineup would be reviewed. Volunteers would also be discussed. F. Administration Written report submitted. Director Burton advised that the next meeting of the strategic planning committee would be March 15 th to develop the core values for the District. She also advised that a survey went out to part-time staff and that so far, 14 of 45 have sent back a response. Commissioner Kadlec asked if the north field was to be reseeded where would the W-Fest Car Show be

3 held. Director Burton advised it could be moved to the south field. Commissioner Geary asked if we could find a location for soccer. Director Burton advised that only the tiny kickers currently use the north field and that the WAYSC is checking into using the field at either Matthews Middle School or Converse Park. Superintendent Staton advised that they were also looking at using the outfield of field #3. Business A. Douglas Glen Development A motion to table this matter for a future meeting was made by Commissioner Kadlec and seconded by Commissioner Jerard. Commissioner Geary asked board members if they wanted to wait for a decision or put something together and move forward. Commissioner Cook asked when the Village would be looking at this development. Director Burton advised the next meeting would be review by the zoning department. She stated that she believed the zoning board was meeting on March 16, 2011 to review the proposal. B Brochure Bid This matter was tabled until a copy of a 4-color brochure, verification of the $5 per 1,000 additional copies cost and final price and the completion of one more reference check was done for the recommended vendor. Superintendent Staton provided a summary and recommendation to use Woodward Printing based on their bid of 24,301. He did advise a correction on his report, that the bids were not opened until 1 p.m., instead of the 10 a.m. noted. Commissioner Jerard asked if the prices included shipping. Superintendent Staton advised yes. Commissioner Kadlec asked Superintendent Staton if he had seen an actual brochure copy processed by Woodward Printing. Superintendent Staton advised that a copy had been included in the bid packet. Commissioner Kadlec asked if a 4-color sample could be obtained and Superintendent Staton advised that he would have them send one. Commissioner Cook asked which printing firm the Park District used last year. Superintendent Staton advised Action Printing did last year s and that the brochure has been alternating back and forth between Action Printing and Hi-Liter Graphics over the years. Commissioner Geary asked how many brochure copies are printed. Superintendent Staton advised normally 18,000 each for summer and fall, and 18,200 for the winter/spring, which is a longer season. Commissioner Geary asked about bundling. Superintendent Staton advised that this is a requirement by the Post Office. Commissioner Kadlec asked about the $5 fee for an additional 1,000 brochures by Woodward Printing and if it was correct. Commissioner Jerard requested that he verify this with the printer. C. Cintas Contract It was decided by Board consensus to allow staff to negotiate the contract with this vendor. Director Burton advised board members that the contract being discussed is for a 5-year period that includes floor mats, shop towels and scraper mats in addition to the uniforms. Commissioner Cook asked the cost of the uniforms. Director Burton advised that uniforms are $18 per week and the monthly total runs between $144 - $151 for everything.

4 Commissioner Wahl asked if the vendor would hold the price for all five years. Director Burton advised no, that it would only be for one year and would need to clarify that with vendor and wants to try to lock in the price for a 3-year period. D. Weed Harvester Agreement The Weed Harvester Agreement was approved by Board consensus and will be forwarded to the Village. Commissioner Cook indicated a correction in wording under #4 of the agreement that would be corrected before sending to the Village. E. Mission/Vision Statement This matter was tabled until the next meeting to allow board members to review suggestions. Director Burton reviewed the difference between a mission statement and a vision statement and that the planning committee put much thought into developing the statements. Commissioner Kadlec stated that she preferred the current mission statement to the suggested one, because it did not include the word residents in the statement. Commissioner Cook asked if the vision statement provided was the current one. Director Burton advised no that this was brand new and that there never had been one before. Commissioner Kadlec also questioned the meaning and use of communities in the vision statement. F. 2011/12 Budget Draft Director Burton reviewed the budget draft with the board members. Director Burton advised that the difference between the included draft copy and the previous one is, that the new one included reserve fund balances. She informed board members that this budget is comparable to last years and there were not a lot of changes. She reviewed each budget with the Board and explained account details. Director Burton also provided Commissioner Cook with the information he requested in regards to the total taxes collected in 2010; the amount was $1,443,694. Old Business A. Bonestroo/Shoreline Request No updates. B. Osage Park No updates. Commissioners Comment None Executive Session At 8:23 p.m., Commissioner Jerard motioned to go into Executive Session for the purpose of acquisition or lease of real property, the employment, dismissal, performance of employees or litigation affecting or on behalf of the District pending probable or imminent, seconded by Commissioner Cook. Roll Call: all aye. At 8:42 p.m., Commissioner Kadlec motioned to come out of Executive Session and return to the regular board meeting, seconded by Commissioner Wahl. Roll Call: all

5 aye. Adjournment At 8:44 p.m., Commissioner Cook motioned to adjourn, seconded by Commissioner Jerard. Roll Call: all aye.