MINUTES OF THE REGULAR PUBLIC MEETING A regular scheduled meeting of the Elk Grove Park District, Cook County, State of Illinois, was held on February 9, 2012, in the Administration Building of said Park District. called the meeting to order at 7:03 p.m. and upon the roll being called,, being physically present at such time and place and the following Park Commissioners, also being physically present at said time and place, answered present: William B. O Malley, President, and Commissioner Ronald J. Nunes, Vice President, and Commissioner John Walz, Commissioner Thomas E. Cooke, Treasurer, and Commissioner Ralph C. Souder, Secretary, and Commissioner Administrative Staff: Mike Brottman, Executive Director Tom Busby, Director of Finance Tammy Miller, Director of Leisure Services Alann Petersen, Director of Parks and Planning Greg Thalmann, Superintendent of Golf Operations Visitors: Sandy Denninger, Museum Curator and Coordinator Cliff Schultz, Historical Society Chairperson APPROVAL OF MINUTES questioned if there were any additions or corrections to the minutes of the December 8, 2011 Committee of the Whole meeting, January 12, 2012 Committee of the Whole meeting, January 12, 2012 Regular meeting, or the January 24, 2012 Committee of the Whole meeting. There being none, the minutes were approved by a unanimous voice vote. moved to approve the minutes of the January 24, 2012 Closed Session. seconded the motion.
HISTORICAL SOCIETY UPDATE Cliff Schultz, President of the Elk Grove Historical Society, reported they are continuing with the Stories of Elk Grove, which explores the history of Elk Grove through interviews with current and previous residents. The Historical Society also continues the work on the donations from Al Busse including the renovation of the documents and artifacts, and the completion of the history and photographs of the Elk Grove Cemetery. The Goals for 2012 include continuing with the oral histories, help fund the Civil War Day, Dairy Day, and Pioneer Day, along with the promotion of the Museum Programs. They will also be developing the expectations for members to be included in the bylaws. The members of the Historical Society Board include Cliff Schultz, Chairperson, Gary Pelz, Treasurer and Secretary, Howard Florine, Gail Santroch, and Barbara Braun. Sandy Denninger, Museum Curator and Coordinator, reported the Museum Update as follows: New for 2012, the Museum will be hosting birthday parties. Due to their curriculum, we have found there is not an opportunity in the schools for Museum programs. One of the largest audiences is the Girl Scouts, and their program is currently going through a change. We have already designed workshops around their new badges, and have developed the new exhibit Scouting About which is being sponsored by the Community Character Coalition and eight individual Girl Scout troops. In addition to the sponsorships, the Museum has applied for a grant for Dairy Day. The Historical Society is working on the conservation of the Al Busse books, and in the Farmhouse, large pieces of his furniture are on display. Sandy complimented Cliff Schultz on all the work he has done on the Elk Grove Cemetery project, and he has spent several hours on the oral histories as well. questioned if there was anything Sandy could use help with now that she is working part time. Sandy Denninger advised the volunteers have really stepped up to help, but she would like to be able to develop a position for a Museum Assistant. Tammy Miller, Director of Leisure Services, questioned the Come in for a Cup of Cocoa program. Sandy Denninger advised 150 participants came through to have a cup of cocoa and make an ornament. CORRESPONDENCE advised he had received correspondence from a resident, but we have been unable to reach the individual. 2
APPROVAL OF OCTOBER PAY APPLICATION FROM WILLIAMS ARCHITECTS FOR SERVICES FOR THE PAVILION PARKING LOT PROJECT moved to approve the October Pay Application from Williams Architects for services for the Pavilion Parking Lot Project in the amount of $3,020.61. seconded the motion. APPROVAL OF JANUARY PAY APPLICATION FROM WILLIAMS ARCHITECTS FOR SERVICES FOR THE PAVILION PARKING LOT PROJECT moved to approve the January Pay Application from Williams Architects for services for the Pavilion Parking Lot Project in the amount of $8,831.40. seconded the motion. APPROVAL OF THE PURCHASE OF A 2012 FORD F550 TRUCK moved to approve the purchase of a 2012 Ford F550 Truck Cab and Chassis with Knapheide Heavy-Hauler Junior from Currie Motors, Frankfort, Illinois, through the State of Illinois Procurement Program in the amount of $31,037, including a $3,000 trade in. seconded the motion. 3
APPROVAL OF THE PURCHASE OF A 2012 CHEVY SONIC moved to approve the purchase of a 2012 Chevy Sonic 5 door Hatch from Hoskins Chevy, Elk Grove Village, Illinois in the amount not to exceed $11,750.58 including a $4,500 trade in. seconded the motion. commented this is a good move, as we were purchasing a van for IT, and we downsized to a Chevy Sonic to save money. APPROVAL OF THE PURCHASE OF A2012 FORD F450 TRUCK moved to approve the purchase of a 2012 Ford F450 Truck with 14-foot van body and lift gate from Currie Motors, Frankfort, Illinois, through the State of Illinois Procurement Program in the amount not to exceed $33,192, including trade in. seconded the motion. 4
APPROVAL OF THE PURCHASE OF A 2012 FORD F350 TRUCK moved to approve the purchase of a 2012 Ford F350 Truck with Knapheide KC Body from Currie Motors, Frankfort, Illinois, through the State of Illinois Procurement Program in the amount not to exceed $31,580, including a $1,500 trade in. seconded the motion. APPROVAL OF THE PURCHASE OF A 2012 T750 BOBCAT TRACK LOADER FROM ATLAS BOBCAT moved to approve the purchase of a 2012 T750 Bobcat Track Loader from Atlas Bobcat, in Schiller Park, Illinois, a single source provider in the amount not to exceed $37,760, including a $12,000 trade in. seconded the motion. questioned why the Bobcat was so far below budget. Alann Petersen, Director of Parks and Planning, advised the value of the trade in was much higher than originally expected. questioned that with the beautiful winter we have been experiencing, what savings have we seen, and what is staff doing. 5
Alann Petersen advised that staff has been busy starting projects and early clean up of the parks, with our savings being in salaries. questioned when the ice rinks would be coming down. Ben Curcio, Superintendent of Parks and Planning, advised they will look to start taking them down on February 15 th. commented the ice was great at Olmstead Park the day we had it. advised he had heard from residents that the Mead rink was too small for hockey. LEISURE SERVICES Tammy Miller, Director of Leisure Services, presented the Leisure Services update as follows: The Fitness Center has seen new Corporate Memberships for 2012, and their February promotion is Free Fridays. We have currently sold four annual passes for babysitting, and had 12 drop-ins for January. The Fitness Center s total net income through January 31 st is $90,736, with a budgeted net income of $74,436. The First Annual Fitness Fest was held on January 28 th, with approximately 80 participants. Saturday, February 11 th, is the popular Boot Camp with check in beginning at 8:30 a.m. At Pirates Cove 70% of the staff will be returning this season, which includes both managers and three assistant managers. They are looking to hire approximately 10 new staff this season. Pirates Cove already has 21 birthday parties, 20 day camps, and 2 corporate rentals booked, and Rainbow Falls has 27 birthday parties and 6 rentals for the Community Center. The Teen Dance in January had 383 teens attending, the next dance will be Saturday, February 11 th, and an outing for spring break at Elk Grove Bowl is being planned. The next Band Night will be Saturday, February 17 th, at Rainbow Falls Community Center, and staff is working with the Rotary club to plan the Second Battle of the Bands Event. Last Saturday was our Daddy Daughter Date Night and we had 90 participants. Preschool Open House is February 15 th, from 6:00 p.m. until 8:00 p.m., and registration is still open for In-line Hockey, Girls Softball, Boys Baseball, and Soccer. commented that the Fitness Center s massage special of Buy 3 Get 1 Free could not be shared. Due to the cost of the package, they might look at the option of sharing the package. advised he would like to see the breakdown for the memberships for households, as we have changed the membership structure and lost 200 memberships. questioned if there have been any complaints regarding the number of participants allowed in the Group Exercise Classes. 6
Tammy Miller advised we went to a numbering system, and staff has been working hard to keep our customers happy. questioned the upcoming job fair at the Pavilion. Director Brottman advised that Illinois State Senator Dan Kotowski has planned the Job Fair on Thursday, February 16 th, with companies who have jobs available attending. Participants should bring their resumes and be prepared to interview on site. PARKS AND PLANNING Alann Petersen, Director of Parks and Planning, reported the Parks and Planning update as follows: With the mild weather we have been experiencing the basketball courts, inline rinks, and tennis courts have gotten a lot of use. We have received an email from the Kids Around the World group advising us that our playground from Appleseed Park has been refurbished and is on its way to India, and the playground from Marsh Park is leaving today for Zambia, Africa. advised the Capitals Committee would be meeting once a month to review the Capital Projects. He questioned the number of geese in Shenandoah Park. Alann Petersen advised they have tried different options, but there is not a solution to the geese problem, and the population has gone through the roof. GOLF OPERATIONS Greg Thalmann, Superintendent of Golf Operations, reported the Golf Operations update as follows: The Event Room has four bookings for February. The permanent tee time reservations are due on February 23 rd, and we have already received half back. All the leagues have advised us they are coming back, and the Clubhouse has booked a couple of new big outings for summer. The Maintenance Staff has finished installing the baskets on the 18 th hole. The annual maintenance on the rental cart fleet has been completed, and they are moving forward with painting the maintenance equipment. BUSINESS SERVICES Tom Busby, Director of Business Services, reported the Business Services update as follows: As of February 1 st, our total tax receipts are within $60,000 of budget. We still have February to receive additional money to book into 2011; and we are hoping to receive at least one, maybe two tax distributions. 7
The Corporate Fund had a great year. The bottom line will show a loss of $30,000, but that was due to taking advantage of the favorable pricing on the Pavilion HVAC project. Without the Pavilion HVAC project and the Pavilion Parking Lot project, the fund would have netted $319,000. The Recreation Fund also had a great year with a net income of $165,000, compared to a budgeted net loss of $30,000. Rainbow Falls had a recordbreaking year with their gross and net revenue, and Pirates Cove continues with its upward trend. The Fitness Center also increased its gross and net revenue from last year. Program areas that exceed their 2011 budgeted net income/ (loss) percentage contribution margin, and last year s actual include the Art Center, Early Childhood, Teens, Camps, Before and After School Care, Adults/Seniors, and Fitness/Wellness. The Golf Fund had a rough year. If you break the golf season into thirds, the weather was poor in the spring season with rounds decreasing approximately 2,200 from 2010. The summer season was consistent with 2010, but the fall season was affected by the course renovations, as rounds decreased in 2011 by approximately 2,900 compared to 2010. We do not believe we will see a decrease in 2012 with the new front nine holes ready for play. The Safety Team met with our representative from PDRMA to discuss our 2012 Loss Control Review. questioned the Driving Range numbers also being down. Tom Busby advised it was weather related, as we got off to a poor start in the spring. questioned with the Fitness Center members using the pool how is that charged. Tom Busby advised there is a small charge back from the Fitness Center to the Pavilion pool, but he does not believe it is 100% accurate. Director Brottman commented it has been asked why they are separate, as there is no true way to determine and track the usage, but at least it is consistent. DIRECTOR S UPDATE Director Brottman reported that staff at Channel 6 is working diligently to bring the Park Board meeting to those residents who do not have Comcast Cable by streaming it live to their website. The Board received information from the Marketing Department, which includes all their current information and marketing pieces. In the future, the Marketing Department will be providing this information on a monthly basis. OLD BUSINESS advised would now be the Chairperson of the Finance Committee, with being the Second Chairperson. 8
NEW BUSINESS gave notification that the Tentative Budget and Appropriation Ordinance for 2012 was on display at the Administration Building. moved to approve Ordinance 334: ORDINANCE 334 AN ORDINANCE PROVIDING FOR THE ISSUANCE OF $1,500,000 TAABLE GENERAL OBLIGATION LIMITED TA PARK BONDS, SERIES 2012, OF THE ELK GROVE PARK DISTRICT, COOK COUNTY, ILLINOIS, AND PROVIDING FOR THE LEVY AND COLLECTION OF A DIRECT ANNUAL TA FOR THE PAYMENT OF THE PRINCIPAL OF AND INTEREST ON SAID BONDS seconded the motion. Tom Busby advised this is our regular Bond Issue with the funds being used for our Capital Projects. We are reducing the maturity levels of our debt; and we are substantially below what we can legally issue in debt. PAYMENT OF THE BILLS moved to authorize Director Brottman to make payment of the bills in the amount of $202,317.53 for January 12, 2012, $234,238.49 for January 19, 2012, $51,837.19 for January 26, 2012, and $286,061.71 for February 2, 2012. Commissioner Walz seconded the motion. 9
Elk Grove Park District SUMMARY LIST OF BILLS PRESENTED FOR APPROVAL ON FEBRUARY 9, 2012 SUMMARY BY FUND: 01/12/2012 01/19/2012 01/26/2012 02/02/2012 CORPORATE FUND 18,855.47 16,645.99 9,779.82 38,850.35 AUDIT POLICE 1,240.15 LIABILITY 85,139.05 1,251.20 1,780.47 2,855.73 RECREATION FUND 69,577.32 48,332.14 14,909.40 44,249.25 PAVING & LIGHTING FUND 676.58 MUSEUM FUND 1,135.16 1,037.68 240.02 SPECIAL RECREATION 164,304.67 ASSOCIATIONS 8,247.50 28,069.85 7,845.14 19,225.89 2009 CAPITAL PROJECTS 112.23 2009A CAPITAL PROJECTS 228.35 2011 CAPITAL PROJECTS 431.43 42,703.97 39.84 2012 CAPITAL PROJECTS 12,442.50 12,586.52 117.73 FO RUN GOLF LINKS FUND 6,489.10 95,857.08 4,655.98 14,541.36 BOND & INTEREST FUND $202,317.53 $234,238.49 $51,837.19 286,061.71 ADJOURNMENT TO CLOSED SESSION moved to adjourn to Closed Session per 2 (c) (1) for the Purpose of Discussing Personnel. seconded the motion. The Regular meeting of February 9, 2012 adjourned to Closed Session at 8:15 p.m. 10
CLOSED SESSION After the discussion regarding personnel, moved to adjourn the Closed Session. seconded the motion. RECONVENE TO OPEN SESSION moved to reconvene to open session. seconded the motion. The Regular Meeting of February 9, 2012 reconvened to Open Session at 8:47 p.m. ADJOURNMENT moved to adjourn the Regular Meeting of February 9, 2012. seconded the motion. 11
The Regular Meeting of February 9, 2012, was adjourned at 8:48 p.m. Respectfully submitted, Ralph C. Souder, Secretary 12