MINUTES OF THE REGULAR PUBLIC MEETING A regular scheduled meeting of the Elk Grove Park District, Cook County, State of Illinois, was held on July 26, 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 Thomas G. Hoffman, Attorney Administrative Staff: Mike Brottman, Executive Director Tom Busby, Director of Finance Tammy Miller, Director of Leisure Services Alann Petersen, Director of Parks and Planning Visitors: Mary Allen, Resident James Godman, Non-Resident Sheila Webb, Resident Lois Lamaide, Resident Mitsushige Morita, Resident Tom Callahan, Non-Resident Annita Zver, Non-Resident Candice Boldirev, Resident Allan Hapanionek, Resident Dan Enright, Resident APPROVAL OF MINUTES questioned if there were any additions or corrections to the minutes of the July 12, 2012 Regular Meeting. There being none, the minutes were approved by a unanimous voice vote.
COMMENTS FROM THE AUDIENCE recognized Allan Hapanionek, who resides at 850 Wellington Avenue, Elk Grove Village. Mr. Hapanionek addressed the Board about the concerns of the aquatic members regarding renovations to the Pavilion Aquatic Center. The group has reviewed the Pavilion renovation plans that are posted on the District s website, and according to those plans, the steam room and whirlpool have been removed. Updated plans were posted in the Fitness Center today, and the group is here to see what the actual plans are. advised there has been no discussion from the Board members regarding eliminating the steam room or the whirlpool. The only discussion has been the elimination of the dry sauna. The Board is trying to determine what we can do with the renovation to get the most we can for $7.5 million. commented the Board requested that staff determine how many people use the dry sauna. Mr. Hapanionek questioned if the residents would have an opportunity to see the plans before the final approval is given. replied yes, the residents would have the opportunity to view the plans. Mr. Hapanionek commented a shower system is needed so people can clean off before going into the pool. commented we cannot please everyone, but we will try to please all we can, and we will have an eight-lane pool. James Godman, who resides at 262 University, Elk Grove Village, advised he has never seen a user survey. The Board should ask the staff who work the Aquatic desk how many people use the steam room. advised that the Board has asked Keara Stout, Aquatic Facilities Coordinator, and Deb D Onofrio, Aquatic Program Coordinator, about the use of the facility. We are looking at our future demographics in addition to how to get the biggest bang for our buck, for the $7.5 million renovation. The Board does want your feedback, but we have to balance it with what other residents want or need. We did talk with the Pavilion users when we had the plans on display at the Pavilion. commented the Board did determine that we would not eliminate the whirlpool, and all the amenities we currently have are still in the plans. Once we have conceptual drawings, we will then go out to bid in March. 2
Director Brottman advised the Board would be meeting with the architect and the construction manager to review the complete drawings. When the drawings are ready, we will bring them to the Board meeting and Channel 6 will show the plans while they are being discussed. The website will then be updated as soon as the plans are approved. The conceptual drawings will be finalized in September, with the Board approval for the final drawings sometime in October. In March, we will go out to bid for the project, and then destruction will begin sometime after that, along with the phasing of the project. Tammy Miller, Director of Leisure Services, is currently working with other park districts to give the swimmers an alternate place to swim. commented the Board struggles with all the options that are available, some amenities will be included, and some will not. Mr. Hapanionek commented that he visits numerous facilities and chlorinated pools are on their way out. He questioned if the Board had thought about a salt-water pool. Mitsushige Morita, who resides at 450 Potomac, Elk Grove Village, commented that he swims every day, and twice, someone has cut the lock off his locker. He believes the location of the locker rooms is not the best. commented we do have security in the building, we are working with the Police, and they have caught a couple of individuals who they believe broke into the lockers. Mary Allen, who resides at 1147 Somerset, Elk Grove Village, addressed the Board with her concerns regarding not being able to view the Board meetings from home, as she has AT&T as her cable provider. Director Brottman advised if she has a computer, she could view the broadcast or watch the replay on the Village s website. Mrs. Allen questioned who the participants were in the focus groups, as it would be nice to have a meeting that was open to everyone. Tammy Miller advised the Coordinators created a list of facility users who were invited to the focus group. The Management Team was also available at the Pavilion to talk to patrons. APPROVAL OF FINAL PAYOUT REQUEST FROM MARTIN DESIGN FOR THE FO RUN RENOVATION PROJECT moved to approve the Pay Request from Martin Design for services for the Fox Run Course Improvement Project in the amount of $3,924.14. Commissioner Walz seconded the motion. 3
CAPITAL PROJECTS COMMITTEE reported as previously discussed, they are in the process of the conceptual phase of the Aquatics Renovation Project, so nothing is definite. The remainder of the Pavilion Parking Lot Renovation Project begins on August 13 th, and it will be completed in October. The Board will also be discussing the Community Athletic Fields infrastructure. 4 FINANCE COMMITTEE reported that overall, our financial results for the first six months look strong. The Corporate Fund has a net income of $1,043,000 compared to a budgeted net income of $322,000. If you exclude Capital Projects, the fund would be performing $186,000 better than budget. The Recreation Fund year-to-date net income of $374,000 exceeds the budgeted net income of $244,000 by $130,000. Revenues are $35,000 less than budget with Property Tax, Sales, and Miscellaneous being below budget. Actual revenue is higher than 2011, and expenditures are less than budget. Programs that are performing better than budget and last year s actual net income include Early Childhood, Before and After School, and Aquatics, with Rainbow Falls having a great year. The Golf Fund has a net loss of $214,000 compared to a budgeted net loss of $199,000. Yearto-date revenue is approximately $25,000 below budget but $40,000 higher than last year. Rounds are about 1,500 higher this year compared to last, and expenditures are below budget. Operational cash flow is a negative $68,000, which should start turning positive in July or August. Director Brottman advised the last operating day for the season at Fox Run would be Monday, September 17 th. questioned how we could be up 1,500 rounds in June, but still lose money. Tom Busby, Director of Finance, advised that June was a three pay period month, and it was budgeted for in July, so it will balance out in July. Last year there were three pay periods in July, so expenses in July 2011 were more. We will catch up next month.
questioned the balance of the Enterprise Fund. Tom Busby advised we would have enough cash on hand to pay for the Course Improvement Project and it will bring the balance down below the fund balance policy. We will then have to decide if we will need to infuse funds into the Enterprise Fund. COMMITTEE OF THE WHOLE reported the Committee of the Whole met prior to the Board meeting where the architect presented information on the Community Athletic Fields. A discussion was held regarding the dog park and although it was a divided vote, it is the intention of the Board to use the location at Huntington Chase. Staff has been directed to look at other locations for a dog park and a soccer field. An update on the Course Improvement Project was also given. advised that Huntington Chase would still be available for soccer in the fall season. ATHLETIC ASSOCIATIONS reported an Association meeting was held this week and attendance was very good as budgets were discussed. Football is still taking registrations as they currently have 140 players, and are hoping for 150. Basketball is expanding their program to first through eighth grade for boys and girls. Currently only one court has adjustable rims, so they will like a couple more. Basketball is also looking at having a senior league for high school freshman through senior girls, with a possible draft. Softball is finishing up with the Heat and Fire Teams doing well. Fall registration for Soccer started today and they now have an eight and under travel team. House Baseball ended Monday night with the Colt championship. Travel Baseball still has teams playing with tryouts for next year on August 12 th. commented that the senior league for boys basketball is not run through the Basketball Association, so they pay $600 to $700 per team to play. advised the Basketball Association is looking at offering the senior league to just girls this year. Tammy Miller advised there are more leagues in the Sunday night league for the high school boys. 5
GOLF COMMITTEE reported the golf surveys from the patrons have started and overall the results have been positive. We will continue with the surveys throughout the season. A few issues with the permitting have occurred that may delay the start of the renovation. YOUTH COMMITTEE reported tomorrow night at 6:00 p.m. is the Teen Band night, the next Splash Party is August 10 th, at Rainbow Falls, and the next Teen Dance is August 25 th. NEW BUSINESS Tammy Miller advised the Block Party is Sunday, July 29 th, at the Pavilion. The Bike Race is August 3 rd 5 th, and patrons may check the District s website for information on parking at Rainbow Falls, the Triathlon is August 11 th. APPOINTMENT OF NWSRA REPRESENTATIVE moved to approve the appointment of Director Mike Brottman as the Elk Grove Park District s NWSRA Representative. seconded the motion. 6
PAYMENT OF THE BILLS moved to authorize Director Brottman to make payment of the bills in the amount of $199,830.13 for July 12, 2012 and $512,515.40 for July 19, 2012. seconded the motion. Elk Grove Park District SUMMARY LIST OF BILLS PRESENTED FOR APPROVAL ON JULY 26, 2012 SUMMARY BY FUND: 07/12/2012 07/19/2012 CORPORATE FUND 34,727.27 281,280.24 AUDIT POLICE LIABILITY 4,102.80 81,466.29 RECREATION FUND 86,934.77 36,245.03 PAVING & LIGHTING FUND MUSEUM FUND 1,300.89 296.54 SPECIAL RECREATION ASSOCIATIONS 30,553.58 41,457.11 BOND & INTEREST FUND 350.00 2012 CAPITAL PROJECTS 5,981.69 29,301.78 2011 CAPITAL PROJECTS 14,851.99 19,955.31 2009A CAPITAL PROJECTS 39.84 FO RUN GOLF LINKS FUND 20,987.30 22,513.10 $199,830.13 $512,515.40 ADJOURNMENT moved to adjourn to Closed Session for the Purpose of Discussing Pending Litigation per 2(c)(11). seconded the motion. 7
The Regular Meeting of July 26, 2012, adjourned to Closed Session at 8:07 p.m. CLOSED SESSION After the discussion regarding probable litigation, 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 July 26, 2012 reconvened to Open Session at 9:08 p.m. 8
moved to adjourn the Regular Meeting of July 26, 2012. seconded the motion. ADJOURNMENT The Regular Meeting of July 26, 2012, was adjourned at 9:09 p.m. Respectfully submitted, Ralph C. Souder, Secretary 9