SOUTH SUBURBAN SPECIAL RECREATION ASSOCIATION January 17, 2019 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 17, 2019 to order at 9:16 a.m. Members present: Members absent: Others Present: Dwone Ross, Sr., Country Club Hills Park District Joseph Bertrand, Hazel Crest Park District (in at 9:23) Stephanie Simpson, Homewood-Flossmoor Park District Michelle Havran, Lan-Oak Park District Lisa Hill, Matteson Recreational Division (in at 9:16) Denise Will, Olympia Fields Park District Sandy Chevalier, Tinley Park-Park District Cindy Grannan, Oak Forest Park District Kevin Adams, Park Forest Recreation & Park Department Ashley Turner, Richton Park Parks & Recreation Department Janet Porter, SSSRA Executive Director Lisa Drzewiecki, SSSRA Superintendent Regina Ross - Ellison, SSSRA Finance & Office Manager Steven Adams, Partner, Robbins Schwartz II. Approval of Agenda Dwone Ross Sr. made the Motion to approve the Agenda. Stephanie Simpson seconded the Motion and the Agenda was approved unanimously. III. Approval of Minutes A. November 15, 2018 Michelle Havran made the Motion to approve the Minutes for November. Dwone Ross Sr. seconded the Motion and the Minutes were approved unanimously. B. November 15, 2018 Executive Session Chevalier stated that the November 15, 2018 Executive Session Minutes will be tabled until the February Board meeting.
Page 2 IV. Correspondence A. Letter from Mr. Tim Jaskiewicz, Park District Risk Management Agency B. Letter from Mr. Tim Lenac, Park District Risk Management Agency Porter shared with the Board that the first two correspondence are related to PDRMA s 2018 Loss Control Review process. The agency earned a score of 99.77 percent and has achieved re-accreditation. SSSRA's loss prevention effort continues to be acknowledged with an accreditation of $1,500 cash award. Porter also shared that the cash award of $1,500 goes toward the agency's scholarship fund. C. Letter to Ms. Gwendolyn Bohannon and Mr. Anthony Pitts SSSRA thanked Ms. Bohannon and Mr. Pitts for their generous contribution of $2,000. Porter mentioned that the $2,000 contribution helps to off-set the cost of the Camp Pinewood weekend trip in 2018 and 2019. V. Public Comment None VI. Community Announcements Lansing: announced that Lan-Oak Park District added Musical Instruments to one of their parks. The Lan-Oak Park District s mission is to repair or replace all of their park playgrounds. VII. Unfinished Business None VIII. New Business None A. Program 1. Special Olympics Bocce Region E Tournament Results On October 13, the Special Olympics Region E Bocce Tournament was held at the Roma Sports Complex in Frankfort. SSSRA had a total of 15 athletes and 2 unified partners that competed in 2018. Three athletes earned Gold medals and will be competing at the Special Olympics Summer games at Illinois State University in Bloomington/Normal the weekend of June 7 9, 2019. 2. Outreach Report - November and December, 2018 Drzewiecki reviewed the Outreach Report and highlighted the following: Sent a Dial My Calls broadcast to 1,221 households in all communities to promote our Giving Tuesday fundraiser. Sent a Dial My Calls broadcast to 483 households to remind families of the winter program registration deadline in the following communities: Lansing, Olympia Fields, Oak Forest, Park Forest and Richton Park.
Page 3 A. Program 2. Outreach Report - November and December, 2018 (continued) Mailed 169 flyers to offer a free special event sponsored by Ricky's Ride A Christmas Carol at Goodman Theatre to the following communities: Olympia Fields, Oak Forest, Lansing, Tinley Park and Park Forest. This event was specifically offered for SSSRA's teen population. 3. Rich East High School - Holiday Arts and Crafts On December 6, SSSRA provided Holiday Arts and Crafts for students at Rich East High School. The group made snowman ornaments from clay pots and gingerbread houses out of graham crackers. The group had a good time and was very appreciative of our staff. There were a total of 19 students who attended the event and 15 of those students were from our member communities. 4. Richton Square School Outreach Event On December 20, SSSRA provided games and a craft activity for students receiving special services at Richton Square School. There were 7 preschool age children present and they enjoyed games, such as bowling, an ornament toss, bow relay race and pin the heart on the grinch. SSSRA is working with the teachers from Richton Square School to provide a monthly offering to both morning and afternoon classes. 5. LARC Holiday Party On December 21, SSSRA provided a Holiday Party for the participants at the LARC workshop in Lansing. Drzewiecki stated that there was a decline in participants. Last year, there was a total of 96 participant versus 47 participants this year. Drzewiecki mentioned that there was a drop in the Lansing residents. Last year there were 54 Lansing residents versus 19 this year. Drzewiecki also mentioned that SSSRA will contact the LARC staff to see why the decline in participants and will keep the Board posted. 6. Special Olympics State Bowling Tournament On Saturday, December 1, three bowlers from SSSRA participated in the Special Olympics State Bowling Tournament in Peoria, IL. SSSRA earned 2 nd, 3rd and 6 th place in the tournament. 7. Fall, 2018 Drama Show There were 21 participants who performed in the Drama Show on December 17, at Freedom Hall, in Park Forest and 178 individuals who attended the performance. 8. Fall, 2018 Inclusion Report Drzewiecki reported that the last paragraph on the Fall, 2018 Inclusion Report should read as follows: "the number of individuals participating in fall Inclusion decreased by 2 versus decreased by 5 individuals from 2017". Drzewiecki then reported that although fall Inclusion decreased by 2, the number of registrations increased by 14.
Page 4 A. Program 8. Fall, 2018 Inclusion Report (continued) During the fall of 2018, SSSRA supported a total of 14 individuals through the Inclusion process. The agency served 33 individuals compared to 19 individuals last year and the number of Inclusion Aides increased from 8 last fall to 20 this fall. Drzewiecki also mentioned that before and after school programs are very intensive in regards to staffing hours. 9. February Special Events - Enclosure Drzewiecki reviewed a flyer of upcoming special events for February and highlighted that on February 26, SSSRA Special Olympics Basketball Athletes will compete against the Police Officers in a basketball game. The basketball game will be held at the Matteson Community Center. 10. Winter and Spring, 2019 Program Locations - Enclosure Drzewiecki shared with the Board that all facility locations have been confirmed. If there is a specific program that the member districts would like to see in their community, please inform the agency. 11. Healthy Minds Healthy Bodies Information Update - Enclosure Drzewiecki reviewed the Healthy Minds Healthy Bodies report and shared with the Board that the HMHB chart was designed to help notify the Board of any changes. Porter added that if the Board notices any information on the chart that needs to be changed regarding their community, please inform the agency. Chevalier raised questions on some information noted for Tinley Park. Staff will follow-up on the questions. B. Administrative 1. Staff Professional Involvement, Activities and Training - November & December, 2018 Porter reviewed staff activities, highlighting that SSSRA presented information on the association's services to the Park Forest Civic Leadership Academy on November 9, in Park Forest. 2. Knutte & Associates Acquired by Sikich Porter informed the Board that Knutte & Associates was acquired by Sikich LLP, effective January 1, 2019. Sikich has agreed to honor Knutte s obligations, including engagement letters and agreed pricing. The proposal that was accepted is for the 2018, 2019 & 2020 Audits; the price of $6,500, $6,750 and $7,000 respectively. Our 2018 Auditor, Dane Hiatt, let SSSRA know that he expects to continue to be the lead Auditor on our Audits going forward. Before signing the consent to assign our agreement with Knutte to Sikich the Executive Director requested a discussion. Following discussion, the Board agreed to continue with Sikich to perform the agency's Audits.
Page 5 B. Administrative (continued) 3. Grants and Contributions Total $48,700 To date, the association has received over $48,700 in grants and contributions. To see a list of the foundations and individuals who have contributed, please see the News page on our website. 4. 2019 Important Dates Porter asked the Board to mark their calendars for the following important association event dates in 2019: February 26 April 22 May 2 May 18 August 16 7:00 p.m. 7:00 p.m. 6:00 p.m. 7:00 p.m. 11:30 a.m. Special Olympics Athletes vs. Police Officers Game Spring Arts Recital and Drama Show Family Banquet Palumbo Foundation Trivia Night Golf Outing Fundraiser 5. Budget Preparation Timeline X. Financial Report Porter reviewed the Budget Preparation Timeline for the next fiscal year. The Budget Committee Members are Sandy Chevalier, Cindy Grannan, Stephanie Simpson, Denise Will, Joseph Bertrand and Michelle Havran. The first Budget Committee meeting was scheduled for February 20, 2019 at 10:30 a.m. A. Claims List 1. Additional November, 2018 Dwone Ross Sr. made the Motion to approve the Additional Claims List for November, 2018. Joseph Bertrand seconded the Motion. Chevalier asked if there was any discussion. A roll call vote was taken: Homewood-Flossmoor Lan-Oak Yes Yes Olympia Fields Park Forest Yes absent
Page 6 X. Financial Report A. Claims List (continued) 2. December, 2018 Lisa Hill made the Motion to approve the Claims List for December, 2018. Joseph Bertrand seconded the Motion. Chevalier asked if there was any discussion. A roll call vote was taken: Lan-Oak Yes Park Forest absent 3. January, 2019 Lisa Hill made the Motion to approve the Claims List for January, 2019. Dwone Ross Sr. seconded the Motion. Chevalier asked if there was any discussion. A roll call vote was taken: Lan-Oak Yes Park Forest absent B. Financial Statement 1. November, 2018 Lisa Hill made the Motion to approve the November Financial Statement. Joseph Bertrand seconded the Motion and the Motion was approved unanimously 2. December, 2018 Dwone Ross Sr. made the Motion to approve the December Financial Statement. Lisa Hill seconded the Motion and the Motion was approved unanimously. C. Approval of Expenses in Accordance With Travel Reimbursement Policy Denise Will made the Motion to approve the expenses in accordance with travel reimbursement policy for Lisa Drzewiecki to attend the second year of the Executive Development School in Bloomington, Indiana. Joseph Bertrand seconded the Motion and a roll call vote was taken:
Page 7 X. Financial Report C. Approval of Expenses in Accordance With Travel Reimbursement Policy (continued) Lan-Oak Yes Park Forest absent XI. Executive Session Denise Will made a Motion to go into Executive Session pursuant to 5 ILCS 120/2(c)(5) 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. Joseph Bertrand seconded the Motion and a roll call vote was taken: Lan-Oak Yes Park Forest absent Executive Session began at 9:43 a.m. Lisa Hill made a Motion to conclude Executive Session. Stephanie Simpson seconded the Motion and it was approved unanimously. Executive Session ended at 10:21 a.m. XII. Adjournment Denise Will made a Motion to adjourn the meeting. Stephanie Simpson seconded the Motion and the Motion was approved unanimously. The meeting adjourned at 10:21 a.m. Next Meeting: February 28, 2019