Minutes of the St. Charles Park District Board Meeting Held on January 9, 2018 The St. Charles Park District Board met at the Pottawatomie Community Center on Tuesday, January 9, 2018 at 6:30 pm President Bob Carne called the meeting to order, and the Secretary called the roll. Members present were: Members absent were: Others present were: Trish Beckjord, Bob Carne, Brian Charles, James F. Cooke, Karrsten Goettel, Michael Hoscheit, and Bob Thomson. None Director of Parks and Recreation Holly Cabel, Superintendent of Parks and Planning, Deputy Director Laura Rudow, Superintendent of Recreation Jeff Greenwald, Superintendent of Finance and Administration Cathy Camm, IT Manager Jeff Golden, Manager of Natural Areas Denis Kania and Anna Pierce. Guest: Carol Glemza, Karen Laskowski, Charles Misner, Steve Laskowski, Alex Laskowski, Katherine Simmons and Tammy Simmons. Consent Agenda Mr. Cooke motioned and Ms. Beckjord seconded that the St. Charles Park District Board approve Consent Agenda Items including the minutes of the Regular Board Meeting and Executive Session of December 12, 2017. B.) Miscellaneous bills and refunds paid between November 3, 2017-November 28, 2017; Corporate Fund -$239,949.96; Recreation Fund- $85,774.71; Liability Insurance-$1,272.00; Special Recreation-$3,732.83; Debt Service Fund- $908,550.00; Revenue Facilities-$39,975.35; Norris Recreation Center-$34,642.55; Capital- $185,557.79. C.) Financial statement including a cash and investment report as of November 30, 2017 and revenue expense report as of November 30, 2017. The motion carried by the following roll call vote: Ayes- Beckjord, Carne, Charles, Cooke, Goettel, Hoscheit, and Thomson. Nays: None. Public Appearances Alex Laskowski, an Eagle Scout with St. Charles Troop 13 presented his Eagle Scout project to the Board. Mr. Laskowski undertook the task of cleaning out the underbrush and other debris from the surrounding area of Persimmon Woods and built a bridge. President Bob Carne presented to Mr. Laskowski the Volunteer Recognition Award in recognition of his service to the Park District. Denis Kania, Charles Misner, Steve, Karen, and Alex Laskowski left the meeting at 6:37 pm.
Page 2- St. Charles Park District Board Meeting Minutes- January 9, 2018 Cisco Hyperflex Server Platform It is recommended that the Board approve the purchase, installation and configuration of a Cisco Hyperflex Server Platform with Sentinel Technologies for $96,426. Board action was requested. Mr. Carne asked if the Cisco Hyperflex Server Platform was previously budgeted, staff said yes. Mr. Carne also asked staff what is driving the demand to upgrade to the Cisco Hyperflex Server Platform, staff replied that there is more of a technological demand, it was explained that the current hard drive needs to expand far beyond what the District currently has, staff will be adding more security cameras and processing ware; further increasing the storage in the hard drive. Mr. Cooke moved and Mr. Thomson seconded to approve the purchase, installation and configuration of a Cisco Hyperflex Server Platform with Sentinel Technologies for $96,426. The motion carried by the following roll call vote: Ayes- Beckjord, Charles, Cooke, Goettel, Hoscheit, and Thomson; Nays- None; Abstain- Carne. Ordinance and Policies Prohibiting Sexual Harassment Included in the Board packet was Ordinance 2018-01-01 Adopting a Policy Prohibiting Sexual Harassment, Board Policy 3240 Harassment Policy and Personnel Practice Manual Harassment Policy 5.03 for review. Board action was requested. Staff said that the above policy was created, updated, and incorporated in Board Policy as well as the Personnel Practice Manual for employees. Mr. Cooke moved and Mr. Charles seconded approval of Ordinance 2018-01-01 Adopting a Policy Prohibiting Sexual Harassment; Board Policy 3240; and Personnel Manual Harassment Policy 5.03. The motion carried by the following roll call vote: Ayes- Beckjord, Carne, Charles, Cooke, Goettel, Hoscheit, and Thomson; Nays- None. Consultants and Professional Services Enclosed in the Board packet was a listing of Consultants and Professional Services vendors utilized by the District. Board action was requested. Mr. Thomson moved and Mr. Goettel seconded approval of the listing of Consultants and Professional Services vendors utilized by the District. The motion passed unanimously. IT Manager Jeff Golden left the meeting at 6:41 pm.
Page 3- St. Charles Park District Board Meeting Minutes- January 9, 2018 Renewal of Membership in the Illinois Association of Park Districts It was requested that the Board approve renewal of the St. Charles Park District s membership in the Illinois Association of Park Districts for a fee of $6,944.17. Enclosed in the Board packet was a copy of a December 29, 2017 invoice from the Illinois Association of Park Districts. Board action was requested. Mr. Cooke moved and Mr. Thomson seconded approval to renew the St. Charles Park District s membership in the Illinois Association of Park Districts for a fee of $6,944.17. The motion carried by the following roll call vote: Ayes- Beckjord, Carne, Charles, Cooke, Goettel, Hoscheit, and Thomson; Nays- None. Ordinance 2018-01-02 authorizing the issuance of General Obligation Park Bonds (Alternate Revenue Source) of the Park District Consideration and action on an ordinance authorizing the issuance of General Obligation Park Bonds (Alternate Revenue Source) of the Park District, in an aggregate principal amount not to exceed $4,600,000 for the payment of land condemned or purchased for parks, for the building, maintaining, improving and protecting of the same and the existing land and facilities of the Park District, including, but not limited to, the District s purchase of The Sportsplex of St. Charles, and for the payment of these expenses incident thereto. Staff stated that this is the legal mechanism needed to begin the process and this information will be publicly published in the local newspapers. The month of April is when the bonds will be issued. Mr. Cooke moved and Mr. Thomson seconded approval of consideration and action on an ordinance authorizing the issuance of General Obligation Park Bonds (Alternate Revenue Source) of the Park District, in an aggregate principal amount not to exceed $4,600,000 for the payment of land condemned or purchased for parks, for the building, maintaining, improving and protecting of the same and the existing land and facilities of the Park District, including, but not limited to, the District s purchase of The Sportsplex of St. Charles, and for the payment of these expenses incident thereto. The motion carried by the following roll call vote: Ayes- Beckjord, Carne, Charles, Cooke, Goettel, Hoscheit, and Thomson; Nays- None. July 4 th Fireworks Agreement Staff recommended a contract renewal for Mad Bomber on July 4, 2018 at a cost of $30,000. Board action was requested. Staff stated that no changes were made to the contract, the Park District is in its 3 rd year of a 5 year contract with Mad Bomber and the price is fixed for the 5 year contract.
Page 4- St. Charles Park District Board Meeting Minutes- January 9, 2018 Mr. Cooke moved and Mr. Thomson seconded approval of the contract renewal for Mad Bomber on July 4, 2018 at a cost of $30,000. The motion carried by the following roll call vote: Ayes- Beckjord, Carne, Charles, Cooke, Goettel, Hoscheit, and Thomson; Nays- None. The Glow Zone Agreement Staff recommended a contract renewal for The Glow Zone to sell glow novelties on July 4, 2018. Board action was requested. Staff stated that are no changes to the contract. Mr. Cooke moved and Mr. Goettel seconded approval for the contract renewal for The Glow Zone to sell glow novelties on July 4, 2018. The motion carried by the following roll call vote: Ayes- Beckjord, Carne, Charles, Cooke, Goettel, Hoscheit, and Thomson; Nays- None. Naming Rights Procedure Staff reviewed the current naming rights policy and will propose a procedure to implement in regards to future projects. Proposed changes to the policy include guidelines for corporate donations, clarification on how long a donor s name should stand on an item, re-naming of a park or facility, implementing the policy through administrative regulations, being careful of over-commercialization, procedure for a time frame of when the contracts are drawn up, how staff handles vetting possible donors and a memo of understanding agreement with Swim City. Mr. Thomson asked staff if other Park Districts have similar agreements, staff replied that Swim City is a non-profit and that the Park District does not benefit from corporate donations made to Swim City. Ms. Beckjord expressed concern of what public reaction would be if parks were named after corporate companies, staff stated that all naming requests must receive final approval from the Board. Mr. Charles expressed concern about the naming of parks and facilities with corporate sponsorship and asked if it devalues the naming of other parks that are named after past residents. Staff will draft updated policy and administrative regulations for the board s consideration. Swim City Marketing Plan Staff reviewed the areas in the proposed facility that could be eligible for sponsorship and naming rights. Swim City is currently 10 months into their 24 month capital campaign. Their marketing strategy includes marketing through social media, print and community engagement. Currently Swim City is searching for a donor for Phase 1 for exclusive naming rights to the exterior of the facility. Mr. Carne requested that after the 12 month mark staff invites Swim City back to hold a mid-year discussion. Ms. Beckjord asked if Swim City plans on attaching multiple donor names to the exterior and interior, staff shared other examples of how this was done well. Mr. Cooke
Page 5- St. Charles Park District Board Meeting Minutes- January 9, 2018 asked staff how the Park District will be involved in the naming process at Swim City. Ms. Rudow shared that this is what drove the desire to make sure a process is in place that allows board s consideration of the naming prior to agreements being drafted. Request for Use of Facilities Here For Life Walk Suicide Prevention Services, through Megghun Redmon, Coordinator of Services, has formally requested the use of Pottawatomie Park for the purpose of holding their annual event on Saturday, September 8, 2018. This event, as in previous years will be in Pottawatomie Park prior to Dash in the Dark 5K, the events have always shared the day. Board action is requested. Hops For Hope 5K Run / Walk Project Mobility, through Katherine Simmons, Event Director, has formally requested the use of Mt. St. Mary Park for purpose of hosting their second annual 5K run/walk on May 19, 2018. Board action is requested. Everybody Rides Project Mobility, through Katherine Simmons, Event Director, has formally requested the use of James O. Breen Park for the purpose of holding a bike ride fundraiser on August 26, 2018. Board action is requested. DogFest Walk n Roll Illinois Canine Companions for Independence, through Mary Ellen Hanna, Community Events Coordinator, has formally requested the use of Pottawatomie Park for the purpose of holding their fund raising event family & pet friendly event on October 13, 2018. Board action is requested. MS Walk: St. Charles 2018 National Multiple Sclerosis Society, through Julia Enderle, Producing Agent, has formally requested the use of Pottawatomie Park for the purpose of hosting the annual MS walk / run on May 6, 2018. Board action is requested. Fox Valley Marathon ShebBix Inc, along with CASA Kane County, through Dave Sheble, Race Director, has formally requested the use of Mt. St. Mary Park for the purpose of holding their annual race events for both youth and adults on Saturday, September 15, 2018. This event, as in previous years will be in on Saturday with set up on Friday September 14, 2018. Board action is requested.
Page 6- St. Charles Park District Board Meeting Minutes- January 9, 2018 Mr. Cooke moved and Mr. Thomson seconded approval of the following Request for Use of Facilities: Here for Life Walk, Hops for Hope 5K Run/Walk, Everybody Rides, DogFest Walk n Roll Illinois, MS Walk St. Charles, and 2018 Fox Valley Marathon. The motion passed by the following roll call vote: Ayes- Beckjord, Carne, Cooke, Charles, Goettel, Hoscheit, and Thomson; Nays- None. Change Orders None Correspondence None Director s Report Director Cabel discussed the upcoming Charlemagne event and inquired if any Board members would be able to attend the award event. Director Cabel stated there is a legislative breakfast on February 2 in the morning hosted by FVSRA, Jeff Greenwald and Holly will attend. Director Cabel discussed the article Lend a Helping Hand Volunteering as well as a Norris Center article featured in Kane County magazine. Director Cabel stated that the transition program hosted by Community Unit School District 303 will no longer be using the Baker Community Center at the end of the semester. Staff will continue to work with both FVSRA and CUSD 303 for potential uses of the lower level on Mondays and Wednesdays. Director Cabel stated that January 23, 2018 is the Board workshop for the Master Plan Update. Commissioners Comments Trish Beckjord wished to congratulate staff on the article about volunteering and asks that staff continue to focus on volunteers as they are important asset. Bob Carne wished to recognize the staff that had set up and maintained the ice skating rinks through the holiday season. Mr. Carne also discussed the possibility of presenting a proposal for next year s agenda on creating a permanent outdoor skating rink and possibly renting skates for visitors.
Page 7- St. Charles Park District Board Meeting Minutes- January 9, 2018 Mr. Carne wished to thank the student athletes from East and North High School who volunteered to stuff Easter eggs and the students who did the fundraiser Hoops for Hope that benefited Lazarus House. Mr. Carne wished to present Director Cabel a book entitled The Power of Moment that stressed the need for staff to create powerful moments. Mr. Carne discussed the possibility of sending thank-you notes to members of the Park District who have either donated their time or used many programs or facilities of the Park District. Brian Charles- No comment James F. Cooke wished everyone a Happy New Year Karrsten Goettel wished everyone a Happy New Year Michael Hoscheit stated that he is ready to attend the IAPD Business meeting on January 20, 2018. Bob Thomson wanted to wish everyone a Happy New Year. Mr. Thomson commented on an article in the Daily Herald about Stop Taking the Fun out of Youth Sports and asked staff if the Park District has a specific program or seminar to assist parents or coaches regarding sportsmanship at games. Ms. Rudow said that the Park District has language to address this as part of the Sport Associate agreements and 3 sports groups have gone through coaching seminars. Mr. Carne suggested posting positive coaching signage throughout the parks and fields. Residents Katherine and Tammy Simmons left the meeting at 7:18 pm Other Business There was no further or other business, so, upon motion duly made, seconded, and carried the meeting adjourned at 7:50 pm. Secretary