MINUTES OF THE REGULAR PUBLIC MEETING A regular scheduled meeting of the Elk Grove Park District, Cook County, State of Illinois was held on December 12, 2013, in the Administration Building of said Park District. called the meeting to order at 7:09 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: Thomas E. Cooke, President, and Commissioner William B. O Malley, Vice President, and Commissioner Ralph C. Souder, Treasurer, and Commissioner John R. Walz, Secretary, and Commissioner Robert R. Biedke, Commissioner Thomas G. Hoffman, Attorney Administrative Staff: Mike Brottman, Executive Director Tom Busby, Director of Finance Ben Curcio, Director of Parks and Planning Tammy Miller, Director of Leisure Services Visitors: Jon Pratscher, Aquatics Manager Jason Dale, Aquatics Supervisor APPROVAL OF MINUTES questioned if there were any additions or corrections to the November 7, 2013 Committee of the Whole Meeting minutes. There being none, moved to approve the November 7, 2013 Committee of the Whole minutes. seconded the motion. The minutes were approved by a voice vote. questioned if there were any additions or corrections to the November 14, 2013 Committee of the Whole Meeting minutes. There being none, moved to approve the November 14, 2013 Committee of the Whole minutes. seconded the motion. The minutes were approved by a voice vote.
questioned if there were any additions or corrections to the November 14, 2013 Regular Meeting. There being none, moved to approve the November 14, 2013 Regular Meeting minutes. seconded the motion. The minutes were approved by a voice vote. ITEMS FOR INFORMATION Jon Pratscher, Aquatics Manager, reported the Pavilion Aquatics Center Update as follows: We are close to re-opening the Pavilion Aquatics Center and staff will be striving to be the safest facility around. During the last two weeks of January, we have 63 hours of staff training scheduled. Staff have been attending health fairs and conducting surveys with the community to learn what their aquatic needs are. The new Aquatics Brochure and website will launch on December 16 th, with the focus being the renovated facility. We also have an Aquatics Meet and Greet on December 16 th, where our users may learn about all the new programs and meet the instructors. Beginning in 2014, we have 23 new programs planned. Jason Dale, Aquatics Supervisor, reported they have been strengthening their relationships with the community and discussed with them they types of classes and times they would like to see. The traditional water aerobics classes are now called Aqua Fitness, and the Aqua Health classes are those that are more therapeutic and will focus on quality of life. The facility has just been certified by the Arthritis Foundation to provide classes for those participants with arthritis. commented with all the new programming the lap lane users could be concerned with having lanes available. Jon Pratscher advised they are looking forward to having the two additional lanes, and their goal is to always have two lap lanes open. The temperature in the Warm Water Therapy Pool will be maintained at 91 to 94 degrees, which is suitable for arthritic participants and small children. The Lap Pool temperature will be maintained at 83 to 84 degrees, which is more suitable for exercise, lap swim and aerobics, the Lagoon pool will have a temperature of 85 to 88 degrees, and the indoor air quality will be greatly improved. One of their personal goals is to use data to track the usage trends and develop new programs. questioned what percentage of the Warm Water Therapy Pool would be available for open use. Jon Pratscher advised if the Warm Water Therapy Pool is scheduled for a program, the program participants are all that will be allowed in the area, but there are opportunities during open swim time that it will be available for all users. 2
commented he believes the Fitness Center users would like the Warm Water Therapy Pool available at the prime time hours. Jon Pratscher advised with the improvements to the facility there will be a visible schedule posted at the facility and online for each body of water. questioned if there would be additional times for the Meet and Greet at the Pavilion when more people would be available. Jon Pratscher advised December 16 th is the date of the Aqua Aerobics annual holiday get together, so they thought it would be a good opportunity to meet with them. questioned what the plan is for lap swimmers who want their own lap lane. Jon Pratscher advised the goal is to educate the users on lap lane etiquette, which will be posted at the facility. In addition, staff will be well trained on how to handle the situation. questioned what types of controls are in place to make sure that patrons wear proper swim attire. Jon Pratscher advised they are required by the Illinois Department of Public Health to make sure our patrons adhere to the rules of proper swim attire. We will educate staff on how to handle the situation. With the new configuration of the facility, it is up to our staff to let the patrons enter the facility. Jason Dale advised we are training our staff to be proactive and look for these situations before they become an issue. questioned in addition to the community survey did you benchmark other facilities. Jon Pratscher advised they visited with staff at Fox Valley and surveyed the Park District s customer service database. The new 23 programs came from staff input along with the survey. questioned how the pricing was determined. Jon Pratscher advised they believe the Aquatics Center is fairly priced for the amenities and privileges members receive, as it is a tremendous value. We are still offering birthday party packages and currently there are six parties scheduled. Staff is also creating a pricing structure for groups. 3
APPROVAL OF THE PAY REQUEST FROM WILLIAMS ARCHITECTS FOR THE PAVILION AQUATICS RENOVATION PROJECT moved to approve the November 22, 2013 pay request from Williams Architects for services for the Pavilion Aquatics Renovation Project in the amount of $16,159.96. seconded the motion. Motion carried. APPROVAL OF PAY APPLICATION #8 FROM CORPORATE CONSTRUCTION FOR SERVICES FOR THE PAVILION AQUATICS RENOVATION PROJECT moved to approve Payment Application #8 from Corporate Construction Services for Services for the Pavilion Aquatics Renovation Project in the amount of $934,949.45. seconded the motion. Motion carried. 2014 EMPLOYEE HEALTH INSURANCE Tom Busby, Director of Finance, advised in the past the employees had the option of one PPO plan and one HMO plan, now they will have a choice of two PPO plans. 4
The second PPO plan is a good program but less expensive. Overall, there is a 14.2% increase with no additional employee contributions. moved to approve the proposed 2014 Employee Health Insurance. seconded the motion. Motion carried. moved to approve the 2014 Budget including the changes discussed at the December 7, 2014 Budget Meeting. seconded the motion. 2014 BUDGET Motion carried. CAPITAL PROJECTS reported the Capital Committee met to brainstorm the long-range capital projects and they will meet again in the future to finalize the list. At the Committee of the Whole meeting this evening, representatives from Williams Architects and 2010 Engineering came to discuss the change orders for the Pavilion Aquatics renovation project. The project remains on time and on budget. 5
FINANCE COMMITTEE reported the Budget meeting held last Saturday was very productive, and a lot of credit goes to staff for the preparation. The Budget meeting and the financials show how well this organization is financially managed. Tom Busby s hard work and efforts has led to our AAA Bond rating, and restructuring our debt has saved us money. COMMITTEE OF THE WHOLE reported the Committee of the Whole met prior to the Board meeting where discussion was held with Williams Architects regarding the change orders for Pavilion Aquatics Center renovation project. Director Brottman will follow up on some of the questions asked. Discussion was also held regarding the Employee Health Insurance. The Committee of the Whole will reconvene after the Board meeting to discuss the Employee Merit Pool and Salary Range update. ATHLETIC COMMITTEE thanked Tammy Miller, Director of Leisure Services, and staff for all the work they do. He reported the Youth Basketball games started December 6 th, at the Pavilion, and it was a great first week. The installation of the new basketball hoops will take place on December 23 rd. The 3 on 3 Basketball Tournament is December 28 th, at the Pavilion. Early Bird Softball registration continues until December 31 st, beginning January 1 st, the prices will go up. Travel Soccer tryouts were held on December 8 th. Youth Baseball Registration is January 11 th, Youth Soccer registration is January 18 th, and Youth Inline Hockey registration is January 25 th. thanked Ben Curcio, Director of Parks and Planning, and his staff for getting the ice rinks ready, as they are already in use. questioned if there was a concern with the Athletic Association fund balances. advised staff would host a Park District University (PDU) that all the Athletic Association Board members must attend. The fund balances will be a topic they will continue to discuss at the PDU and the President s meetings. commented we are very thankful for the volunteers we have. We hate to tell people this meeting is mandatory, but it is, as there have been so many turnovers in the Associations we need for everyone to be on the same page. 6
GOLF COMMITTEE reported the Golf Committee recently met to discuss the operation of the Golf Course and replacing the golf carts. It has been decided that the District will purchase the golf carts and the Golf Course will pay the District back, which, will save money for Fox Run. The Board is looking at a cash infusion of up to $300,000 from the Park District to the Golf Fund. As the Golf Course is Enterprise Fund, it must be sustainable. commented there have been no major improvements to the Golf Course in 25 years, and even though it is an Enterprise Fund, it is still Park District property that needs to be sustained. YOUTH COMMITTEE reported the Youth Committee meets quarterly with the next meeting scheduled for January 13, 2014. ADULT CENTER COMMITTEE requested that Tammy Miller provide the Adult Center update. Tammy Miller reported the Advisory Board encourages new members all the time, therefore, they have decided they would prorate the membership to the Adult Center based upon when the individual joined. The Adult Center has received a donation from the Erickson family, and they continue to discuss how to spend the funds, and how they would like to show appreciation to the family for the donation. The Advisory Board would also like to tour the new Aquatics Center, and they would like to attend the Park Board meeting on February 13 th. advised the Adult Center has done a lot of fundraising and would like to have a consensus of the Board to donate passes for their future fundraisers. It was the consensus of the Board to donate passes to the Adult Center to be used as raffle prizes for their fundraisers. PARKS FOUNDATION reported the Parks Foundation is sponsoring a Spin-O-Thon on Saturday morning, December 14 th, at the Pavilion. The riders are looking for sponsors with all the donations going to the Parks Foundation. 7
OLD BUSINESS Director Brottman advised Fox Run passed their video gaming inspection from the State. Staff will be meeting with Mayor Johnson on Monday morning and then meet with Gold Rush to discuss the selection of the gaming machines. requested that during the meeting with Gold Rush, could a conversation about the parking lot lighting be started. Director Brottman advised he would be also discussing the ATM, security, and increased ventilation. NEW BUSINESS reported during the Committee of the Whole meeting the notice was given that the Elk Grove Park District, Cook County, Illinois, will hold a public hearing on the 9th day of January 2014, at 7:00 p.m. The hearing will be held in the Administration Building, 499 Biesterfield Road, Elk Grove Village, Illinois. The purpose of the hearing will be to receive public comments on the proposal to sell bonds of the District in the amount of $1,700,000 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 District and for the payment of the expenses incident thereto. moved to adopt Ordinance 348: ORDINANCE 348 AN ORDINANCE FOR THE LEVY AND ASSESSMENT OF TAES OF THE ELK GROVE PARK DISTRICT AND BOARD OF PARK COMMISSIONERS OF ELK GROVE PARK DISTRICT, COOK COUNTY, ILLINOIS, FOR THE FISCAL YEAR BEGINNING JANUARY 1, 2013 AND ENDING DECEMBER 31, 2013 seconded the motion. Motion carried. 8
ORDINANCE 349 moved to adopt Ordinance 349: AN ORDINANCE ABATING THE TA HERETOFORE LEVIED FOR THE YEAR 2013 TO PAY DEBT SERVICE ON $6,500,000 GENERAL OBLIGATION LIMITED TA PARK BONDS, SERIES 2009A OF THE ELK GROVE PARK DISTRICT, COOK COUNTY, ILLINOIS seconded the motion. Motion Carried. ORDINANCE 350 moved to adopt Ordinance 350: AN ORDINANCE ABATING A PORTION OF THE TA HERETOFORE LEVIED FOR THE YEAR 2013 TO PAY DEBT SERVICE ON $8,590,000 GENERAL OBLIGATION LIMITED TA PARK BONDS, SERIES 2013 OF THE ELK GROVE PARK DISTRICT, COOK COUNTY, ILLINOIS seconded the motion. Motion Carried. 9
RESOLUTION 13-05 moved to adopt Resolution 13-05: A RESOLUTION ESTABLISHING THE SCHEDULE OF REGULAR MEETINGS FOR 2014 OF THE ELK GROVE PARK DISTRICT seconded the motion. Motion Carried. PAYMENT OF BILLS moved to authorize Director Brottman to make payment of the bills in the amount of $126,706.63 for November 13, 2013 P-cards, $4,434,512.17 for November 14, 2013, $1,213,772.27 for November 21, 2013, and $169,321.82 for December 5, 2013. seconded the motion. Motion Carried. 10
Elk Grove Park District SUMMARY LIST OF BILLS PRESENTED FOR APPROVAL ON DECEMBER 12, 2013 SUMMARY BY FUND: 11/13/2013 11/14/2013 11/21/2013 12/5/2013 P-cards CORPORATE FUND 52,075.58 1,504,591.17 19,765.99 47,628.93 AUDIT POLICE 2,097.46 LIABILITY RECREATION FUND 39,141.38 24,361.57 21,868.72 66,809.62 PAVING & LIGHTING FUND MUSEUM FUND -1,151.00 201.98 73.00 845.05 SPECIAL RECREATION ASSOCIATIONS 4,007.00 6,824.00 8,180.26 13,145.18 BOND & INTEREST 2,886,725.00 FUND 2012 CAPITAL 13,552.83 11,055.00 PROJECTS 2013 CAPITAL 650.55 447.50 1,151,794.94 7,645.00 PROJECTS FO RUN GOLF LINKS 18,430.29 305.95 12,089.36 31,150.58 FUND $126,706.63 $4,434,512.17 $1,213,772.27 $169,321.82 ADJOURNMENT moved to adjourn the Regular Meeting of December 12, 2013. seconded the motion. Motion carried. advised the Board would be reconvening to the Committee of the Whole meeting that began prior to the Park Board meeting. 11
The Regular Meeting of December 12, 2013 was adjourned at 8:30 p.m. Respectfully submitted, John R. Walz, Secretary 12