SOUTH SUBURBAN SPECIAL RECREATION ASSOCIATION. May 25, 2017 Board of Directors Meeting. Minutes

Transcription

1 SOUTH SUBURBAN SPECIAL RECREATION ASSOCIATION May 25, 2017 Board of Directors Meeting Minutes I. Call to Order/Roll Call Sandy Chevalier called the South Suburban Special Recreation Association s Board of Directors meeting for May 25, 2017 to order at 9:07 a.m. Members present: Dwone Ross, Sr., Country Club Hills Park District Joseph Bertrand, Hazel Crest Park District Stephanie Simpson, Homewood-Flossmoor Park District Oralethea Davenport, Lan-Oak Park District Lisa Hill, Matteson Recreational Division Cindy Grannan, Oak Forest Park District Denise Will, Olympia Fields Park District Geneen Robinson, Richton Park Parks & Recreation Department Sandy Chevalier, Tinley Park-Park District Members absent: Others Present : Audrey Marcquenski, Frankfort Square Park District Anna Soloff, Park Forest Recreation & Parks Department Janet Porter, SSSRA Executive Director Lisa Drzewiecki, SSSRA Superintendent Regina Ross Ellison, SSSRA Finance & Office Manager II. Approval of Agenda Chevalier called for a Motion to approve the Agenda. Cindy Grannan made the Motion to approve the Agenda. Denise Will seconded the Motion. Chevalier added the Audit report under (IX. Staff Report, B. Administrative, #7) to the Agenda. Chevalier asked Grannan and Will to rescind their Motions. Chevalier called for a Motion to approve the Agenda with the amendment. Denise Will made the Motion to approve the Agenda with the amendment. Cindy Grannan seconded the Motion and the Agenda was approved unanimously. III. Approval of Minutes A. April 27, 2017 Cindy Grannan made the Motion to approve the Minutes for April. Geneen Robinson seconded the Motion and the Minutes were approved unanimously. IV. Correspondence None V. Public Comment None

2 Page 2 VI. Community Announcements Hazel Crest: Joseph Bertrand announced that the Hazel Crest Park District is selling Santa s Village tickets for the summer for $8.00 each. Lansing: Oralethea Davenport announced that the Van Laten Park will be opening the week of May 29, 2017 and that the Lan-Oak Park will be opening in about three to four weeks. Matteson: Lisa Hill announced that the Village of Matteson is selling Great America tickets for $36.00 each. Olympia Fields: Richton Park: Denise Will announced that the Barn Dedication will be held on June 16, The Barn will be dedicated in honor of Timothy Bradford. Geneen Robinson announced that the Richton Park Parks & Recreation Department is selling Great America tickets for $36.00 each. SSSRA: Tinley Park: Janet Porter announced the following: Congratulations to the Homewood-Flossmoor Park District for being a finalist for the Gold Medal award. Inclusion trainings will be held on May 30, 31, and June 1, Porter mentioned that these are the standard trainings. Heather Specht, Inclusion Manager, has heard from Country Club Hills, Park Forest, Olympia Fields and Tinley Park. Brian Page is looking for summer work opportunities for his son Benjamin Page. Porter asked the Board to contact SSSRA if their district has any job opportunities available. Sandy Chevalier announced that the Tinley Park-Park District hired Shawn Roby as the new Director and Mr. Roby s start date is June 5, VII. Unfinished Business A. IT Services Agreement Enclosure Porter mentioned that since the last Board meeting, PDRMA legal counsel reviewed the IT Services Agreement. At the April Board Meeting, Frankfort Square had requested that PDRMA review the agreement one more time. Attorney Steve Kleinman reviewed the agreement and made two minor changes that are redlined on pages 1 & 4 of the agreement. The changes are as follows: On page 1, should read as oversight versus supervision. On page 4, Steve Kleinman added new language under the Indemnification section of the agreement. Chevalier asked if there was any discussion. Denise Will made the Motion to approve the IT Services Agreement. Cindy Grannan seconded the Motion and the Motion was approved unanimously. VIII. New Business None

3 Page 3 IX. Staff Report A. Program 1. Outreach Report April, 2017 Drzewiecki reviewed the Outreach Report and highlighted that SSSRA met with Ms. Jodi Brown, President of Parents & Friends of LARC and the Parent Support Group to provide information regarding SSSRA services. The agency was able to identify challenges that prevented participation in SSSRA programs. Drzewiecki mentioned that SSSRA will be offering fall programs at their facility and that one of their biggest challenges is transportation. SSSRA also provided information on the agency s services at the Discover Tinley Expo on April 8, in Tinley Park. Drzewiecki mentioned that Tammy McMahon, Program Manager, met with School District #146 to offer summer day camp opportunities for their students. 2. Special Olympics Powerlifting On April 23, Special Olympics held the Area Powerlifting Tournament at Naperville North High School in Naperville. Eleven of the athletes will be competing at the State Summer Games at Illinois State University, June Drzewiecki provided the Board with a chart of athletes, communities and final results. 3. Special Olympics Track & Field On May 6, the Special Olympics held the Area 7 Track & Field Tour at Richards High School in Oak Lawn. Fourteen athletes will be competing at the State Summer Games at Illinois State University, June Drzewiecki mentioned that SSSRA has approximately 25 athletes going down state. Drzewiecki also provided the Board with a chart of athletes, communities, and accomplishments. 4. Drama Show Spring, Enclosure There were 11 participants who performed in the Drama Show on May 1, at Freedom Hall, in Park Forest and 67 individuals attended the performance. 5. Summer Program Locations Enclosure Drzewiecki reported to the Board that all sites for summer programs have been confirmed. 6. Summer Field Work Student Drzewiecki shared with the Board that Jillian Colletti is a junior at Eastern Illinois University and will be doing her field work with the agency this summer. Her major is Therapeutic Recreation and she has a lot of experience working with individuals with disabilities. Ms. Colletti will experience working with early childhood, youth, teens, adults, individuals with severe/profound disabilities and individuals with physical disabilities at programs/events genres: athletics, active activities, arts & crafts, culinary, and social experiences. SSSRA is very excited to have Ms. Colletti on board this summer.

4 Page 4 A. Program (continued) 7. Summer Intern Drzewiecki shared with the Board that Courtney Conway will be the agency s Summer Intern. Ms. Conway attends Illinois State University and her major is Therapeutic Recreation. Ms. Conway will experience working with early childhood, youth, teens, adults, individuals with severe/profound disabilities and programs/events genres: athletics, arts & crafts, culinary and social experiences. SSSRA is very excited to have Ms. Conway on board this summer. 8. June Special Events - Enclosure Drzewiecki highlighted the following: Senior Health Fair will be held on Wednesday, June 7, 2017, in Country Club Hills. Operation T.A.L.K. Motorcycle Run & Casino Night will be held on Saturday, June 24, 2017 Drzewiecki mentioned that Tammy McMahon, Program Manager, will represent the agency at the Operation T.A.L.K. event and will provide information about the HMHB program. B. Administrative 1. Staff Professional Involvement, Activities and Training May, 2017 Porter reviewed staff activities, highlighting a Prairie State College Job Fair to recruit part-time staff and provide information on SSSRA services that Katie Lucas attended on April 28, in Chicago Heights. 2. Participant and Family Survey Results Action Steps & Timeline Porter mentioned that the agency summarized some action steps and timeline for implementation created by staff, based on the feedback the agency received from the participant and family survey. The action steps are based on a three year plan. Porter mentioned that the agency has had online registration since 2008 and a small percentage of families use online registration. Anna Broccolo, office staff and Vermont Systems will work together to make technology easier for our parents. Once the agency customizes online registration, a parent group will be invited to go through the process of online registration. Porter mentioned that the agency will be adding transportation for one weekly program, which is swim team. The agency has added a new pick-up location at Country Club Hills Recreation Center, beginning in the fall. The agency has also adjusted start times of weekday programs that are not successful to begin no earlier than 5:00 p.m Annual Board Timeline Enclosure Porter reviewed the Annual Board Timeline. There will be one additional Board Meeting this year, to be held in August, as determined by the Board at the February Meeting.

5 Page 5 B. Administrative (continued) Board Representatives Enclosure A form was included in the Board packet to confirm our member's representatives for our new fiscal year. Porter asked the Board to assign a regular Board member and an alternate from their community. As requested by the Board at the February Board Meeting, the Executive Director consulted with Ancel Glink regarding which member agency staff could attend as alternates, as per the language in the Bylaws. Porter mentioned that the way the Bylaws are written, alternates are completely up to the discretion of each member district. Ms. Nelson-Jaworski advised the agency to consider amending the Bylaws if the Board would like this to be more specific. The Bylaws should specify that alternates have some connection to the park district/village, as this is not presently noted Elections and Appointments At the June Board meeting, the SSSRA Board will confirm the officers for the upcoming year, and will appoint the Board Secretary, Attorney and determine committee members. 6. Update on Legal Counsel Ancel Glink Porter mentioned that Attorney Tiffany Nelson-Jaworski, who the association has worked with on a number of issues since 2014, is leaving Ancel Glink as of May 17, The Executive Director spoke with Rob Bush and he would like the agency to work with Megan Mack. The Executive Director will meet with Ms. Mack on Wednesday, June 7, Audit Report X. Financial Report Following discussion, the Board agreed unanimously to utilize Knutte & Associates for the Audit, and to have the Executive Director send out Request for Proposals for auditing services for the fiscal year. Joseph Bertrand raised a question asking how much does Knutte & Associate charge? Porter explained that Knutte & Associate charged the agency $6,000 this year. Stephanie Simpson raised a question asking do most agencies keep the same firm to do their audit every year? The Board explained that most agencies use the same Auditor for three years, and then send out RFP s. A. Claims List 1. Additional April, 2017 Joseph Bertrand made the Motion to approve the Additional Claims List for April, Stephanie Simpson seconded the Motion. Chevalier asked if there was any discussion. A roll call vote was taken:

6 Page 6 X. Financial Report A. Claims List 1. Additional April, 2017 (continued) Country Club Hills Yes Lan-Oak Yes Park Forest absent Frankfort Square absent Matteson Yes Richton Park Yes Hazel Crest Yes Oak Forest Yes Tinley Park Yes Homewood-Flossmoor Yes Olympia Fields Yes The Motion was approved unanimously by those present. 2. May, 2017 Cindy Grannan made the Motion to approve the Claims List for May, Geneen Robinson seconded the Motion. Chevalier asked if there was any discussion. Porter mentioned that the refunds on the May, 2017 claims list are for non-residents due to programs being full. Porter also mentioned that the agency had more than 20 programs this summer that were full to capacity. With a Motion and a second. A roll call vote was taken: Country Club Hills Yes Lan-Oak Yes Park Forest absent Frankfort Square absent Matteson Yes Richton Park Yes Hazel Crest Yes Oak Forest Yes Tinley Park Yes Homewood-Flossmoor Yes Olympia Fields Yes The Motion was approved unanimously by those present. B. Financial Statement 1. April, 2017 Cindy Grannan made the Motion to approve the April Financial Statement. Stephanie Simpson seconded the Motion. Chevalier asked if there was any discussion. Porter mentioned to the Board that accounts 508 & 513 are over budget. The first line item is 508 Dues & Subscriptions, due to paying the facility Licensure Agreements for the HMHB program for Lan-Oak and Frankfort Square at $ each. The second line item is 513 Promotions, due to the purchase of the agency s Stingrays Mascot costume, which will be offset by the Ricky s Ride fundraiser money.

7 Page 7 X. Financial Statement (continued) C. Approval of Expenses in Accordance With Travel Reimbursement Policy The Executive Director and Superintendent requested approval of travel expenses outlined in the Board packet to attend the National Recreation & Park Association Conference from September 26-29, in New Orleans, LA. Chevalier asked for a Motion to approve the expenses in accordance with travel reimbursement policy. Stephanie Simpson made the Motion to approve the expenses in accordance with travel reimbursement policy. Dwone Ross Sr. seconded the Motion and the Motion was approved unanimously. XI. Executive Session Executive Director Evaluation Chevalier asked for a Motion to go into Executive Session for the reason of discussing personnel. Joseph Bertrand made the Motion to go into Executive Session. Stephanie Simpson seconded the Motion. The regular Board meeting concluded at 9:45 a.m. Next Meeting: Thursday, June 22, 2017