I. Call to Order/Roll Call SOUTH SUBURBAN SPECIAL RECREATION ASSOCIATION November 15, 2018 Board of Directors Meeting Minutes Sandy Chevalier called the South Suburban Special Recreation Association s Board of Directors meeting for November 15, 2018 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 Michelle Havran, Lan-Oak Park District Lisa Hill, Matteson Recreational Division Cindy Grannan, Oak Forest Park District Denise Will, Olympia Fields Park District (arrived at 9:18) Sandy Chevalier, Tinley Park-Park District Members absent: Kevin Adams, Park Forest Recreation & Parks Department Ashley Turner, Richton Park Parks & Recreation Department Others Present: Janet Porter, SSSRA Executive Director Lisa Drzewiecki, SSSRA Superintendent Regina Ross Ellison, SSSRA Finance & Office Manager II. Approval of Agenda Lisa Hill made the Motion to approve the Agenda. Michelle Havran seconded the Motion and the Agenda was approved unanimously. III. Approval of Minutes A. October 25, 2018 Cindy Grannan made the Motion to approve the Minutes for October. Dwone Ross Sr, seconded the Motion and the Minutes were approved unanimously. B. October 25, 2018 Executive Session Lisa Hill made the Motion to approve the Executive Session Minutes for October. Michelle Havran seconded the Motion and the Minutes were approved unanimously. IV. Correspondence V. Public Comment
Page 2 VI. Community Announcements Matteson: announced that their Kick for the Cure will be held on November 17 and their Breakfast with Santa will be held on December 8. VII. Unfinished Business VIII. New Business A. Program 1. Outreach Report October, 2018 Drzewiecki highlighted that SSSRA provided information on the association s services to the following communities: Oak Forest High School Destiny program on October 4, in Oak Forest. Homewood-Flossmoor High School Life Skills program on October 11, in Tinley Park. Richton Square Parent Advisory Council on October 29, in Richton Park. 2. St. Coletta s Halloween Party On October 26, SSSRA hosted a Halloween Party for the participants of St. Coletta s. There were 205 participants who attended this event. Drzewiecki mentioned that the number of SSSRA residents served at this outreach event decreased from 60 last year, to 45 this year. The association will continue to evaluate the time and resources put into this event and will contact St. Coletta s administrators regarding other opportunities to promote our services. 3. Special Olympics Sectional Bowling Update On Sunday, October 14, four bowlers from SSSRA participated in the Special Olympics Sectional Bowling Tournament in Addison. Three of the athletes qualified for state and will be headed to Peoria, IL on December 1. 4. Winter and Spring, 2019 Fees SSSRA s objective is to continue to cover 50 65% of direct expenses such as transportation, admissions, food, recreation supplies and clothing. Special events are covered at 100% of admission costs and 50% of all other expenses including staffing; transportation; food; recreation supplies and clothing in calculating the fee.
Page 3 A. Program 4. Winter and Spring, 2019 Fees (continued) Fees for programs and special events stayed the same or increased between 6% - 80% for the season. Programs and special events that required larger fee increases due to staff costs and/or admission fees include: Fast Food & Flicks (28%); LWSRA Fiesta (43%); Creative Corners (50%); Top Golf (59%); Special Olympics Instructional Golf (56%) and the Family Banquet (80%). Drzewiecki mentioned in particular that the Family Banquet fee has increased this year to $15 per person and that last year the fee was $8 per person. Porter added that the actual cost last year for the Family Banquet was $42 per person and that the agency only charged $8 per person. Porter also mentioned that charging $8 per person did not cover even half of the cost last year. Chevalier suggested charging the participants $8 and the family members $15. Porter stated that the winter & spring brochures have already been printed with the Family Banquet fee set as $15 per person. After further discussion, the Board suggested to only purchase gifts for the participants for 2019 and reevaluate the agency expenses and the fee for 2020. SSSRA is offering ten new programs, nine new special events and five discounted programs and special events for the winter and spring 2019 season. Due to the generosity of the Aileen S. Andrew Foundation, Bowling and Coffee Corner transportation services have been offered free of charge for adults with physical disabilities. 5. December Special Events - Enclosure Drzewiecki reviewed a flyer of upcoming special events and highlighted the Fall Drama Show that will be held on Monday, December 17, at Freedom Hall in Park Forest. 6. Drama Show Enclosure SSSRA Drama Club Presents elf. The Drama Show will be performed at Freedom Hall in Park Forest, on December 17, at 7:00 p.m. B. Administrative 1. Staff Professional Involvement, Activities and Training, October, 2018 Porter reviewed staff activities, highlighting that Sandy DeFrancesco, Secretary/Registrar attended a Working with Challenging Parents Webinar on October 4, in Tinley Park. 2. Fall, 2018 Scholarships Porter mentioned that scholarships for the fall program season were awarded to 80 participants. Porter also stated that SSSRA awards half off two weekly programs a season to our participants depending on the need. A chart was provided to the Board showing the number of individuals from each community and the amount awarded.
Page 4 B. Administrative (continued) 3. Giving Tuesday Campaign Underway Enclosure Porter reported that SSSRA s second #Giving Tuesday Campaign kicked off on November 1. Porter also mentioned that #Giving Tuesday is an online giving program and is a worldwide global day of giving. #Giving Tuesday is celebrated on the Tuesday following Thanksgiving and the widely recognized Black Friday and Cyber Monday. Last year, the association raised more than $1,000 in donations. This year, the association has added a match feature and is seeking individuals and/or businesses who will match various levels of donations. SSSRA received their first commitment for a $250 match on November 5. X. Financial Report A. Claims List 1. Additional October, 2018 Cindy Grannan made the Motion to approve the Additional Claims List for October, 2018. Joseph Bertrand seconded the Motion. Chevalier asked if there was any discussion. A roll call vote was taken: 2. November, 2018 Lisa Hill made the Motion to approve the Claims List for November, 2018. Joseph Bertrand seconded the Motion. Chevalier asked if there was any discussion. A roll call vote was taken: B. Financial Statement 1. October, 2018 Cindy Grannan made the Motion to approve the October Financial Statement. Dwone Ross, Sr. seconded the Motion and the Motion was approved unanimously.
Page 5 X. Financial Report (continued) C. 2017-2018 Audit Porter reported on the 2017-2018 Audit and highlighted the following: SSSRA budgeted to use $414,984 from the fund balance for operating expenses last year; only $300,872 was used for operating. SSSRA collected $223,071 in program fees, which was a 14% increase from the year prior ($197,737 collected year prior). The associations Fund Net Position at year-end (5-31-18) was $868,435. Porter mentioned that when the Budget Committee meets in January, the committee will review the history of the Fund Balance, along with the agency s anticipated revenue and expenses for the 2018-2019 fiscal year. Chevalier called for a Motion to accept the 2017-2018 Audit Report. A Motion was made by Cindy Grannan and seconded by Joseph Bertrand to accept the 2017-2018 Audit Report as presented. A roll call vote was taken: XI. Executive Session Joseph Bertrand made a Motion to go into Executive Session pursuant to Section 5 ILCS 120/2(c)(5) of the Open Meetings Act for the purpose of discussing the possible purchase or lease of property and pursuant to 5 ILCS 120/2(c)(11) to discuss probable or imminent litigation. Stephanie Simpson seconded the Motion and a roll call vote was taken: Executive Session began at 9:30 a.m. Joseph Bertrand made a Motion to conclude Executive Session. Denise Will seconded the Motion and it was approved unanimously. Executive Session ended at 9:37 a.m. XII. Adjournment Joseph Bertrand made a Motion to adjourn the meeting. Lisa Hill seconded the Motion and the Motion was approved unanimously. The meeting adjourned at 9:37 a.m. Next Meeting: January 17, 2019 (*one week early due to IAPD/IPRA State Conference)