Park District Board of Commissioners Regular Meeting Minutes November 17, 2016

Transcription

1 Park District Board of Commissioners Regular Meeting Minutes November 17, 2016 MISSION STATEMENT: To enhance the lives of our residents by providing programs, services, facilities and open spaces that safely promote health, recreation and community in an environmentally and fiscally responsible manner. Called to Order: President Gallagher called the meeting to order at 7:00 PM. Commissioners Present: Thomas Aquilina, Angel Collins, Kristen Davis, Caroline Bachour-Chemaly, Larry Wheeler, Debbie Gallagher Commissioners Absent: Michele Hartwig Staff: Jason Herbster, Executive Director, Debra Oldham, Superintendent of Business Services, Kim Buscemi, Superintendent of Recreation Services, Erik Jakubowski, Superintendent of Park Services, Anne Sandor, Recording Secretary, John Fiorina, Nature Center Manager, Jess Day, Kim Sheehan, Jodi Niles (Nature Center Staff) Citizens: Cary Handke, Linda Roth and Louis Handke-Roth, Rich and Bev Holzer, Shawn Zimmerman Pledge of Allegiance: The Pledge of Allegiance was recited. Approval of Agenda: Commissioner Bachour-Chemaly moved to approve the agenda, as presented. Approval of Minutes: September 15, 2016 Regular Meeting: Commissioner Collins moved to approve the minutes of the October 13, 2016, Finance Committee meeting, as presented. Approval of Voucher List: Commissioner Wheeler moved to approve the balance of the vouchers for October 2016, in the amount of $696, Seconded by Commissioner Collins. Approval of Interim Voucher List: Commissioner Wheeler moved to approve the interim vouchers for the month of November 2016, in the amount of $1,307, Seconded by Commissioner Davis. Roll Call: Ayes: 6 (Collins Davis, Bachour-Chemaly, Hartwig, Wheeler, Aquilina, Gallagher) Nays: 0 Treasurer s Report: Commissioner Wheeler moved to approve the Treasurer s Report for the month of October 2016, in the amount of $13, Commissioner Wheeler moved to approve the revised Treasurer s Report for the months of July 2016, August 2016 and September 2016, as presented. Discussion: Superintendent Oldham explained the previous reports were not accurate due to a duplication error in the new software. This issue has been resolved. Roll Call: Ayes: 6 (Bachour-Chemaly, Wheeler, Aquilina, Collins, Davis, Gallagher) Nays: 0

2 Matters from the Public: A history wall display has been installed at the Nature Center in memory of Mrs. Handke. The Handke family presented a $500 donation to the Park District. Committee Reports: None. Unfinished Business: None. Consent Agenda: Commissioner Bachour-Chemaly moved to approve Consent Agenda item requests A. Heart and Soul Fundraiser, B. A to Z Literacy Movement Fundraiser, C. St. Elizabeth Ann Seaton Catholic Church Sign Advertisement and D. Veterans Network Committee of Northern Illinois Fundraiser, as presented. New Business A. Approval: Tax Levy Determination of Funds Commissioner Collins moved to approve a levy of $6,355,000 for Corporate and Special Revenue Funds; a total levy of $7,373,932.85, which includes Debt Service. Roll Call: Ayes: 6 (Wheeler, Aquilina, Collins, Davis, Bachour-Chemaly, Gallagher) Nays: 0 B. Approval: Annual Recommendations - Picnic, Building and Field Rentals Commissioner Wheeler moved to approve the Picnic, Building and Field Rental fee structure and Facility Rental Agreement revisions, as presented. C. Approval: Annual Recommendations Beach Operation Revisions Commissioner Davis moved to approve the Beach Operation revisions, as presented. Commissioner Gallagher expressed concerns of the early beach closing dates, as School District 47 children will be still be on summer break. Director Herbster stated the recommended dates are tentative and can be changed as long as the beaches are properly staffed. D. Approval: Employee Policy Revisions Commissioner Bachour-Chemaly moved to approve revisions to Employee Polices 4.02 Paid Time Off (PTO), 4.04 Sick Days and 4.07 Bereavement Leave and Child Bereavement Leave Act, as presented. Seconded by Commissioner Davis. E. Approval: Ordinance Travel Reimbursement Policy Commissioner Collins moved to adopt Ordinance and revise General Practices Manual policy 9.15 and Employee Policy Manual Policy 3.02, as presented. Roll Call: Ayes: 6 (Collins, Davis, Bachour-Chemaly, Wheeler, Aquilina, Gallagher) Nays: 0 F. Approval: Web Re-design Project Commissioner Collins move to approve the awarding of the Crystal Lake Park District website redesign project to Purei of Batavia, Illinois in the amount of $18, G. Approval: Sunset Meadows Preliminary Planning Commissioner Bachour-Chemaly moved to accept the proposal from Hitchcock Design Group to prepare a preliminary master development plan and cost estimate for Sunset Meadows Park in the amount of$28,500. Seconded by Commissioner Wheeler.

3 Commissioner Bachour-Chemaly moved to accept the proposal from Hey and Associates, Inc. to prepare a preliminary engineering plan and cost estimate for Sunset Meadows Park in the amount of $90,050, and an additional allowance of $25,000 for soil borings and geotechnical investigation. Roll Call: Ayes: 6 (Collins, Davis, Bachour-Chemaly, Wheeler, Aquilina, Gallagher) Nays: 0 Commissioner Wheeler moved to accept the proposal from Williams Architects to prepare a preliminary architectural plan and cost estimate for Sunset Meadows Park in the amount of $3,000. Roll Call: Ayes 6 (Davis, Bachour-Chemaly, Wheeler, Aquilina, Collins, Gallagher) Nays: 0 Commissioner Bachour-Chemaly to accept the proposal from Leopardo Companies to coordinate the work of Hitchcock Design Group, Hey and Associates, and Williams Architects to prepare a preliminary development plan and cost estimate to include a community center and outdoor pool for Sunset Meadows Park, in the amount of $10,200. Seconded by Commissioner Aquilina Roll Call: 6 (Bachour-Chemaly, Wheeler, Aquilina, Collins, Davis, Gallagher) Nays: 0 H. Approval: Park Place Flooring Bid Commissioner Davis moved to approve the bid submitted by the lowest responsive, responsible bidder, Murphy's Flooring, in the amount of $34,108 for Flooring Replacement at Park Place Banquets. Seconded by Commissioner Aquilina Roll Call: 6 (Wheeler, Aquilina, Collins, Davis, Bachour-Chemaly, Gallagher) Nays: 0 I. Appointment of Delegate and Alternate for the Annual IAPD Business Meeting Commissioner Wheeler moved to appoint Executive Director Jason Herbster as the delegate and Commissioner Thomas Aquilina as an alternate for the IAPD/IPRA state conference. Seconded by Commissioner Davis. J. Park Services Presentation Erik Jakubowski povided a presentation on the Tree Inventory Survey The survey included a GIS/GPS inventory of all trees located on the District s park properties. The survey did not include Veteran Acres Park or Sterne s Woods. A copy of the presentation is attached. This program will allow the Park Services staff to revise inventories throughout the parks. Reports to the Board: Executive Director: The Holiday Parade will be held on Friday, November 25 at 7pm. Information sheets were distributed. The staff holiday party will be held on December 1, from 5pm 9pm. The Employee of the Year will be announced at 6:45pm. The Strategic Planning Community Input Meeting will be held at Park Place on Monday, November 21 from 7-9PM. Jason has begun the Leader to Leader meetings. Jason and Ann Viger met with a homeowner to discuss the Oak Hollows Park playground petition. It was recommended they contact the City of Crystal Lake regarding funding for the park because the District no longer receives park impact fees from the City. Jason noted a quorum is needed at the December Park Board meeting. Superintendent Park Services: Erik Jakubowski reported the construction of the parade float is on schedule. Commissioner Wheeler questioned the increase of maintenance and mowing hours. Erick stated the increase of mowing hours is due to the warm weather and better documentation than in the past. Superintendent Recreation Services:

4 Commissioner Gallagher commented the beach survey was fabulous. Commissioner Wheeler suggested looking into more water amenities at both beaches. Matters from the Board: Commissioner Wheeler suggested looking into purchasing a sand sifter for the beach. Commissioner Bachour-Chemaly reported a resident thanked the District for keeping the tennis nets up longer. Committee Meeting Dates: None Executive Session: Commissioner Davis moved to enter Executive Session to discuss items B. Personnel 2(c) 1 and D. Land Acquisition/Lease 2 (c) 5, at 9:05PM. Seconded by Commissioner Collins. Reconvene: Commissioner Collins moved to reconvene open session at 9:41 PM. Seconded by Commissioner Davis Adjourn: Commissioner Davis moved to adjourn the meeting at 9:42 PM. Seconded by Commissioner Bachour-Chemaly Roll Call: Ayes: 6 (Wheeler, Davis, Collins, Bachour-Chemaly, Aquilina, Gallagher) Nays: 0

5 Approve: Attest: President Secretary