I. Call to order/roll Call SOUTH SUBURBAN SPECIAL RECREATION ASSOCIATION June 27, 2013 Board of Directors Meeting Minutes Sandy Chevalier called the South Suburban Special Recreation Association's Board of Directors meeting for June 27, 2013 to order at 9:04 a.m. Members present: Members absent: Others present: Dwone Ross, Sr., Country Club Hills Park District Audrey Marcquenski, Frankfort Square Park District Tracy Ermon, Hazel Crest Park District (in at 9:05) Stephanie Simpson, Homewood-Flossmoor Park District John Wilson, Lan-Oak Park District Anthony Burton, Matteson Parks & Recreation Department (in at 9:08) Cindy Grannan, Oak Forest Park District Denise Will, Olympia Fields Park District (in at 9:10) Sandy Chevalier, Tinley Park-Park District Pamela Vidovic, Richton Park Parks & Recreation Department Anna Soloff, Park Forest Recreation & Parks Department Janet Porter, SSSRA Executive Director Lisa Drzewiecki, SSSRA Superintendent Regina Ross - Ellison, SSSRA Finance & Office Coordinator II. Approval of Agenda Cindy Grannan made the Motion to approve the Agenda. Dwone Ross, Sr., seconded the Motion and the Agenda was approved unanimously. III. Approval of Minutes May 23, 2013 Cindy Grannan made the Motion to approve the Minutes. John Wilson seconded the Motion and the Minutes were approved unanimously. May 23, 2013 Executive Session Cindy Grannan made the Motion to approve the Executive Session Minutes. Tracy Ermon seconded the Motion and the Executive Session Minutes were approved unanimously. IV. Correspondence Letter from Dr. Barbara West, Sunnybrook School District 171 Porter shared with the Board a follow - up letter from Dr. Barbara West, Interim Superintendent at Sunnybrook School District 17 Dr. West thanked the SSSRA Staff for providing excellent services to the Students at Nathan Hale Elementary School. SSSRA offered the After School Program from October - December, 2012 and again from February - April, 2013. Offering this program helped SSSRA identify additional Lansing students with a disability.
Page 2 V. Public Comment None VI. Community Announcements Frankfort Square: SSSRA: Audrey Marcquenski announced that Frankfort Square Park District was named a Gold Medal Finalist for Excellence in Park & Recreation Management. Porter welcomed Stephanie Simpson as the new Superintendent and Board Representative for Homewood-Flossmoor Park District. VII. Unfinished Business None VIII. New Business 2013-2014 Election of Officers 2013-2014 Appointments John Wilson made a Motion to approve the Officers, Attorney and Board Secretary as currently in place for the upcoming year. Tracy Ermon seconded the Motion and a roll call vote was taken. Country Club Hills Frankfort Square Hazel Crest Homewood-Flossmoor Yes Lan-Oak Yes Park Forest absent Yes Matteson Yes Richton Park absent Yes Oak Forest Yes Tinley Park Yes Yes Olympia Fields absent The Motion was approved unanimously by those present. C. 2013-2014 Committees Porter reviewed the 2013-2014 Committees and invited Board Members to join a committee. Chevalier asked the Board if anyone wanted to be added to a committee or wanted to be on a specific committee. Denise Will joined the Personnel Committee. Stephanie Simpson joined the Personnel and Strategic Plan Committees. The Board agreed on the Committee members. The Committee members for 2013-2014 will be as follows: Personnel: Fundraising: Sandy Chevalier, Chairman Denise Will Tracy Ermon Stephanie Simpson Sandy Chevalier, Chairman Denise Will Cindy Grannan Anthony Burton Anna Soloff
Page 3 VIII. New Business C. 2013-2014 Committees (continued) Budget: Strategic Planning: Sandy Chevalier, Chairman Audrey Marcquenski Cindy Grannan Denise Will John Wilson John Wilson, Chairman Sandy Chevalier Dwone Ross, Sr. Stephanie Simpson IX. Staff Report Program Outreach Report - May, 2013 Drzewiecki shared with the Board and highlighted that SSSRA has made a connection with CEDA, in Country Club Hills, who specifically serves Early Childhood students who are at risk. SSSRA is looking to possibly implement an after school program beginning fall 2013 for students ages 3-5. Drzewiecki shared with the Board that there are approximately thirty students with disabilities who attend the CEDA program. Chevalier raised a question asking if all the students are from the same area. Drzewiecki shared with the Board that all the students are from our member agencies with the exception of one student from Markham. 2. Jack Hille Middle School - Creative Expressions Program On May 23, SSSRA hosted a Creative Expressions program at Jack Hille Middle School, in Oak Forest. There were a total of 8 participants who enjoyed snacks and created an art project. 3. Day of Champions On June 9, the Park Forest Baseball League provided the second Annual Day of Champions. This year twentytwo participants attended the Day of Champions. Drzewiecki shared with the Board that compared to last year there were only six participants who attended the event. Chevalier raised a question asking how long does the Baseball League work with the participants. Drzewiecki shared with the Board that the Baseball League works with the athletes for an hour. 4. July Special Events - Enclosure Drzewiecki reviewed a flyer of upcoming special events for July. Drzewiecki mentioned to the Board that SSSRA will be hosting the ITRS Softball Tournament on Sunday, July 14, at the Union Creek Community Park in Tinley Park. Twelve teams are registered for the tournament.
Page 4 IX. Staff Report (continued) Administrative Staff Professional Involvement, Activities and Training - May, 2013 Porter reviewed staff activities, highlighting the Webinar training regarding Wheelchair Softball, rules & equipment that Tammy McMahon attended on May 15, in Tinley Park. 2. 2013-2014 Board Representatives - Enclosure A form was included in the Board packet to list the member's representatives for Board meetings. Porter asked the Board to provide their alternate's email address in order for them to receive correspondence. Forms are still needed from Country Club Hills, Hazel Crest, Homewood-Flossmoor, Matteson, Park Forest, and Richton Park. 3. Fundraising and Grants Update Porter shared with the Board that Lisa Drzewiecki represented the association at a fundraiser hosted by the Peder Hedberg Foundation. The Peder Hedberg Foundation has supported the association since 2010 and has contributed a total of $22,250 this past year. Porter shared with the Board that some of the contributions from the Peder Hedberg Foundation were used to purchase ipads for the agency. The ipads will help staff communicate with participants, especially those participants with Autism. The SSSRA 24th Annual Golf Outing will be held on Friday, September 20 at the Coyote Run Golf Course in Flossmoor. There will be a Fundraising Committee meeting held following the July Board Meeting. On May 30, Porter met with T.C. Leonard of Grant Staff to outline the association's plans for grant requests for 2013-2014. The association is focusing on getting grants for transportation and early childhood programming needs. Porter shared with the Board that transportation and early childhood programs are the most expensive costs that the agency incurs. This year the agency will include the CEDA program for grant requests. John Wilson raised a question asking how many new Foundations does Grant Staff come up with on a yearly basis. Porter explained to the Board that last year the agency sent grant requests out to twenty new businesses, ten new foundations and some repeats. Chevalier raised a question asking how many new grants did the agency receive. Porter explained to the Board that the agency did not receive any new grants. SSSRA did receive three major grants last year that were repeats and those grants helped fund transportation and early childhood programs. Porter mentioned to the Board that T.C. Leonard informed SSSRA that the Abbey Woods Foundation is closed and they were a major contributor of $25,000. Harrah's Casino was also another major contributor of $25,000. Porter shared with the Board that last year the association had lower results in receiving grants than the other years.
Page 5 X. Financial Report Claims List Additional May, 2013 Denise Will Motioned to approve the Additional Claims List for May, 2013. John Wilson seconded the Motion. Chevalier asked for any discussion. John Wilson suggested that due to recent news the agency should avoid taking the SSSRA participants to Paula Deen's Kitchen. Dwone Ross, Jr., questioned the association taking participants to Tilted Kilt Pub and Eatery. Porter and Drzewiecki explained that the Day Trippers Program participants (adults) ate lunch at the Tilted Kilt Pub and Eatery. Chevalier raised a question asking does the association pay for the IPASS for the Executive Director's vehicle. Porter explained that the transponders for the IPASS's are all in the Executive Director's name and are for the agency vehicles. Porter shared with the Board that the Executive Director does not have a transponder through SSSR However, the Executive Director does own a personal transponder and any work related tolls are reimbursed by the agency. With a motion and a second, Chevalier asked for all in favor of approving the Additional Claims List for May, 2013 and a roll call vote was taken: Yes Lan-Oak Yes Park Forest absent Yes Matteson Yes Richton Park absent Yes Oak Forest Yes Tinley Park Yes Yes Olympia Fields Yes The Motion was approved unanimously by those present. 2. June, 2013 Tracy Ermon Motioned to approve the Claims List for June, 2013. Anthony Burton seconded the Motion. Chevalier asked for any discussion. Chevalier raised a question in regard to the deposit for St. Johns Faith Church for summer day camp. Drzewiecki explained to the Board that the deposit for summer day camp is to insure that nothing is damaged property. Drzewiecki mentioned to the Board that SSSRA will receive the deposit back if there is no damage to the property. With a motion and a second, Chevalier asked for all in favor of approving the Claims List for June, 2013 and a roll call vote was taken: Country Club Hills Frankfort Square Hazel Crest Homewood- Country Club Hills Frankfort Square Hazel Crest Homewood- Yes Lan-Oak Yes Park Forest absent Yes Matteson Yes Richton Park absent Yes Oak Forest Yes Tinley Park Yes Yes Olympia Fields Yes The Motion was approved unanimously by those present.
Page 6 X. Financial Report (continued) Financial Statement May, 2013 Cindy Grannan Motioned to approve the Financial Statement for May, 2013. Audrey Marcquenski seconded the Motion. Chevalier asked for any discussion. Porter distributed an outline and explained to the Board why SSSRA is over budget in line item 602 - Vehicle Replacement on the Financial report. During the last fiscal year the association ended up paying for the balance on a bus that the association purchased the previous fiscal year. In the spring of 2012, which was our 11-12 fiscal year, SSSRA bought the 2012 Chevy Bus and paid the deposit. The company in which the agency purchased the vehicle from had a delay in their production schedule. This caused the association to cross over the fiscal year before SSSRA received the vehicle. The balance on that bus was paid in a fiscal year that the agency did not plan for and the bus should have been paid in the previous fiscal year. Porter mentioned to the Board that the association bought the 2013 Ford Taurus and sold the old 2008 Ford Taurus. The agency also purchased a new bus 2013 Glavel Ford E350. With a motion and a second, Chevalier asked for all in favor of approving the Financial Statement, and it was approved unanimously. XI. Executive Session John Wilson made the Motion to go into Executive Session. Tracy Ermon seconded the Motion and the Motion was approved unanimously. The regular Board Meeting concluded at 9:30 a.m. Next Meeting: Thursday, July 25, 2013