SOUTH SUBURBAN SPECIAL RECREATION ASSOCIATION January 21, 2016 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 January 21, 2016 to order at 9:01 a.m. Members present: Audrey Marcquenski, Frankfort Square Park District Stephanie Simpson, Homewood-Flossmoor Park District Anthony Burton, 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 : Dwone Ross, Sr., Country Club Hills Park District Joseph Bertrand, Hazel Crest Park District John Wilson, Lan-Oak 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 Cindy Grannan made the Motion to approve the Agenda. Stephanie Simpson seconded the Motion and the Agenda was approved unanimously. III. Approval of Minutes A. November 19, 2015 Cindy Grannan made the Motion to approve the Minutes for November. Stephanie Simpson seconded the Motion and the Minutes were approved unanimously. IV. Correspondence A. Letter from Mr. Paul Hedberg, The Peder Hedberg Foundation B. Letter to Mr. & Mrs. Hedberg, The Peder Hedberg Foundation Porter shared with the Board that the first two correspondence are related to another contribution from the Peder Hedberg Foundation. The Peder Hedberg Foundation presented the agency with a check for $12,000 which will go toward our early childhood and youth programs. SSSRA thanked The Peder Hedberg Foundation for their continued support.
Page 2 IV. Correspondence (continued) C. Letter from Mr. Dane Mall, Park District Risk Management Agency Porter reviewed the letter from Mr. Dane Mall, Risk Management Services Manager for PDRMA. SSSRA s loss prevention efforts are being acknowledged with a $1,500 cash award. Porter mentioned to the Board that the agency scored 100% on their Loss Control Review. Porter reminded the Board that the accreditation cash award goes back to our participants and families in the agency s scholarship fund. D. Letter from Mr. Edward Vega, Sr., Crisis Center of South Suburbia Porter shared with the Board that SSSRA continues to contribute our extra food when appropriate to the Crisis Center of South Suburbia. V. Public Comment None VI. Community Announcements SSSRA: Drzewiecki announced that Ricky s Ride will be held on September 18, 2016. VII. Unfinished Business None VIII. New Business Porter shared with the Board that the Athletic Banquet was held on January 14, 2016 at Wiley s Grill in Flossmoor. SSSRA recognized 77 of our Special Olympic Athletes who participated in 11 different sports which include a couple of Unified Sports. SSSRA thanked Stephanie Simpson from Homewood-Flossmoor for attending the event. The agency honored Anthony Burton and Lisa Hill from the Matteson Recreational Division for hosting the annual event where the Police Officers play against the athletes and for the use of their facility during the season. The agency also honored the Matteson Police Department for their participation against our athletes. Porter mentioned that the Matteson Chief of Police also attended the event and gave an inspirational talk to our athletes. Porter also mentioned that our athletes voted on a mascot this year and the Stingrays won. All SSSRA Sports Teams will be called the SSSRA Stingrays. Porter informed the Board that John Wilson s mother passed away last weekend. The Board and staff will be doing something to honor Ms. Wilson s memory. A. Minivan Replacement Enclosures Porter informed the Board on September 9 of an accident that took place with the association s minivan. This minivan was previously scheduled to be replaced in June of 2016. Porter provided the Board with an enclosure describing the specifications of a replacement minivan that included the state base price, title, delivery, plates, and extra keys (4). The staff recommended approval of this purchase of a 2016 Dodge Caravan at a price of $20,041.
Page 3 VIII. New Business A. Minivan Replacement Enclosures (continued) Chevalier raised a question asking how many passengers does the minivan hold? Porter mentioned that the minivan holds 6 to 7 passengers. Denise Will made a Motion to approve the purchase of a 2016 Dodge Caravan at a price of $20,041. Anthony Burton seconded the Motion. A roll call vote was taken: IX. Staff Report A. Program 1. Outreach Report November & December, 2015 Drzewiecki reviewed the Outreach Report and highlighted that SSSRA made 55 reminder calls to participants that were not active last season. The calls were made to Frankfort Square, Richton Park, and Hazel Crest reminding participants of the winter and spring registration deadline. SSSRA provided 25 copies of early childhood, youth programs, and special event flyers to Gigi s Playhouse in Tinley Park. SSSRA provided 4 special events within the community, such as the Rich East High School and the LARC event. 2. Nathan Hale - After School Program SSSRA provided 26 students at Nathan Hale Elementary School in Lansing with a free after school program from October 21 December 9. There were 11 students from Lansing and 15 students from Lynwood. Drzewiecki mentioned that SSSRA s staff faced many challenges with this program, including managing participant s behaviors and late pick-ups by parents. These issues have been addressed with school personnel and will be discussed further before making any future plans to host this program again. 3. Rich East High School Arts and Crafts On November 13, SSSRA provided service for students at Rich East High School. The students designed a Turkey which included painting wood blocks, cutting feathers out of patterned paper, Popsicle sticks and gluing everything together. The group had a good time and was very appreciative of our staff. There were a total of 23 students who attended the event and 18 of those students were from our member communities. 4. Southwest Community Services Holiday Celebration On December 17, SSSRA provided 169 participants at Southwest Community Services in Tinley Park with a Holiday Celebration. SSSRA provided a DJ, cookies, punch, and crafts for the participants to enjoy. There were a total of 169 participants who attend the event and 105 of those participants were from our member communities.
Page 4 IX. Staff Report A. Program 4. Southwest Community Services Holiday Celebration (continued) Drzewiecki mentioned that the agency is going to offer this event annually with the hopes of getting the participants involved in our programs. Chevalier raised a question asking where were the other participants from? Drzewiecki explained that the other participants were from South Holland, Harvey and Beecher. Porter reminded the Board that SWCS is a work program. Porter mentioned that SSSRA already provides services at St. Coletta s work program and LARC s work program in Lansing. 5. LARC Holiday Party On December 18, SSSRA hosted a holiday special event for the participants at LARC in Lansing. SSSRA provided a DJ, cookies, punch, and crafts for everyone to enjoy. There were 74 participants who attended the event. 6. Drama Show Fall, 2015 - Enclosure There were 13 participants who performed in the Drama Show entitled The Sandlot on December 14, at Freedom Hall in Park Forest. There were 55 guests that attended the event. 7. Fall, 2015 Inclusion Summary During the fall of 2015, SSSRA supported a total of 10 individuals through the Inclusion process. Drzewiecki mentioned that this year, the agency served 10 individuals compared to 8 individuals last year and as a result, the agency hired 8 staff this year compared to 6 staff last year. The Inclusion Manager s hours doubled from 51 hours last year to 103 hours this year. Porter added that many of those hours are related to the agency supporting the before and after school care at Homewood-Flossmoor and Frankfort Square. 8. Recreation Specialist Position Vacancy Drzewiecki shared with the Board that Emily Toth, Recreation Specialist, resigned as of January 1, 2016. Ms. Toth took a position at Western DuPage Special Recreation Association. The agency put out a notice for the vacant position and currently has 12 candidates. Katie Lucas and Lisa Drzewiecki will be conducting interviews for the Recreation Specialist position. 9. Winter and Spring Program Locations Enclosure Drzewiecki shared with the Board that all facility locations have been confirmed with the exception of Centennial Lake in Tinley Park.
Page 5 IX. Staff Report A. Program 9. Winter and Spring Program Locations Enclosure (continued) Drzewiecki mentioned that the winter & spring program locations chart is a good resource for the Board to refer back to. If there is a specific program that the member districts would like to see in their community, please inform the agency. B. Administrative 1. Staff Professional Involvement, Activities and Training November & December, 2015 Porter met with State Representative Anthony DeLuca to share an update of the association s services on December 9, in Chicago Heights. Porter mentioned that Representative DeLuca is planning to attend the Special Olympic Athletes vs. Police Officers Game on February 23 in Matteson. Porter also mentioned that Representative DeLuca has been supportive in the past by sponsoring our Golf Outing. 2. Update on the Crete Park District In the Winter to Spring 2016 Crete Park District brochure there contains a message to residents from Executive Director Pat Polzin, informing them of their consideration of joining SSSRA. Ms. Polzin is hoping the Board will vote to join SSSRA by their February Board Meeting. 3. Recent Grants and Contributions Total $38,406 To date, the association has received $38,406 in grants and contributions. The grants and contributions will be used for Early Childhood, Camp Pinewood Weekend Trip, Day Camp Transportation services, Special Olympic Golf, and the HMHB program. 4. 2016 Important Dates Porter asked the Board to mark their calendars for the following important association event dates in 2016. Tuesday, February 23 7:00 p.m. Special Olympics Athletes vs. Police Officers Game Monday, May 2 7:00 p.m. Spring Arts Recital and Drama Show Wednesday, May 11 6:00 p.m. Family Banquet Friday, August 19 11:30 a.m. Golf Outing Fundraiser Sunday, September 18 11:00 a.m. Ricky s Ride Fundraiser
Page 6 IX. Staff Report B. Administrative (continued) X. Financial Report 5. Budget Preparation Timeline A. Claims List Porter reviewed the Budget Preparation Timeline for the next fiscal year. The Budget Committee Members are Sandy Chevalier, Cindy Grannan, Audrey Marcquenski, Denise Will, Joseph Bertrand and John Wilson. The first Budget Committee meeting is scheduled for February 18, 2016. 1. Additional November, 2015 Cindy Grannan made the Motion to approve the Additional Claims List for November, 2015. Anthony Burton seconded the Motion. Chevalier asked if there was any discussion. A roll call vote was taken: The Motion was approved unanimously by those present. 2. December, 2015 Denise Will made the Motion to approve the Claims List for December, 2015. Geneen Robinson seconded the Motion. Chevalier asked if there was any discussion. A roll call vote was taken: The Motion was approved unanimously by those present. 3. January, 2016 Cindy Grannan made the Motion to approve the Claims List for January, 2016. Geneen Robinson seconded the Motion. Chevalier asked if there was any discussion. A roll call vote was taken: The Motion was approved unanimously by those present.
Page 7 X. Financial Report (continued) B. Financial Statement 1. November, 2015 2. December, 2015 Stephanie Simpson made the Motion to approve the November and December Financial Statement. Cindy Grannan seconded the Motion and the Motion was approved unanimously. C. 2014 2015 Audit Porter reviewed the Audit for the fiscal year of 2014-2015. Porter mentioned that the agency used $89,000 of the fund balance. Operating expenses were 13% under budget. The agency purchased a vehicle last year as planned. Our ending net position is $1,531,683. Porter mentioned that the agency is in a very strong financial position. Porter asked the Board to refer to page 26 and mentioned that this page shows what the agency s commitments are to part of these funds. SSSRA has $28,500 in restricted grant funds and also other categories where the agency set money aside within the $1,531,683. Porter mentioned that there were no concerns from the auditors and commended Regina Ross Ellison, Finance and Office Manager, for all of Mrs. Ellison s work in managing the agency books. XI. Executive Session None XII. Adjournment Stephanie Simpson made a Motion to adjourn the meeting. Denise Will seconded the Motion, and the meeting adjourned at 9:35 a.m. *Next Meeting: Thursday, February 18, 2016 (one week early)