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 28, 2016 in the Administration Building of said Park District. called the meeting to order at 7:05 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: Ralph C. Souder, President, and Commissioner Thomas E. Cooke, Treasurer, and Commissioner Robert R. Biedke, Secretary, and Commissioner William B. O Malley, Commissioner Absent: John R. Walz, Vice President, and Commissioner Administrative Staff: Tom Busby, Executive Director Rhonda Brewer, Director of Business Services Ben Curcio, Director of Parks and Planning Tammy Miller, Director of Leisure Services Special Guests: Senator Laura Murphy James Hafer and Family APPROVAL OF MINUTES questioned if there were any additions or corrections to the minutes of the July 14, 2016 Committee of the Whole Meeting and the July 14, 2016 Regular Meeting. There being none, the minutes were approved by a unanimous voice vote. Commissioner O Malley moved to approve the minutes of the July 18, 2016 Special Public Meeting. Commissioner Cooke Commissioner Biedke Commissioner O Malley
Commissioner Cooke moved to approve the minutes of the July 20, 2016 Special Public Meeting. Commissioner O Malley seconded the motion. Commissioner Biedke Commissioner O Malley Commissioner Cooke Commissioner Biedke moved to approve the minutes of the July 14, 2016 Closed Session Meeting. Commissioner Cooke seconded the motion. Commissioner O Malley Commissioner Cooke Commissioner Biedke SENATOR LAURA MURPHY introduced Senator Laura Murphy from the 28 th District. Senator Murphy presented an Illinois Recognition plaque in honor of the Park District s fifty years. She stated the plaque represents five decades of work the Park District has done while keeping the vision the same today as fifty years ago. thanked her for taking time out of her busy schedule and appreciates the friendship she shares with the Park District. EMPLOYEE ACCOMPLISHMENTS introduced James Hafer and shared some of the accomplishments he achieved during the past five years he has worked for the District. James thanked the Board for having him and stated he enjoys helping the kids in the community. James received his degree in Sports Management with an emphasis on Marketing. He said working full time at the Park District would be a dream come true. 2
PUBLIC COMMUNICATION shared with viewers an article in the Daily Herald featuring original artwork done by the Park District s very own Lynell Ingram. Lynell designed and drew the artwork for the new Funhouse panels at Rainbow Falls. Commissioner O Malley commented on wanting to assure the public that our lifeguards were certified. Director Miller stated that they went through all lifeguard s files and could not find anyone that was not certified. In addition, there are three unannounced audits done in the summer months as well as some during the school year. The lifeguards have to meet all necessary requirements and have received Exceeds on all audits this year. APPROVAL OF PAYMENT APPLICATION FROM WILLIAMS ARCHITECTS Commissioner O Malley moved to approve the Payment Application from Williams Architects Construction for Professional Services for the Community Athletic Fields (CAF) Project in the amount of $4,046.00. Commissioner Cooke Commissioner Biedke Commissioner O Malley ACCEPTANCE OF BID FROM TAT ENTERPRISE, INC. Commissioner Cooke moved to accept the bid submitted by TAT Enterprise, Inc. of Kingston, Illinois for the Hattendorf North Parking Lot Maintenance in the amount of $18,808.60. Commissioner Biedke Commissioner O Malley Commissioner Cooke 3
CAPITAL PROJECTS Commissioner Biedke reported the Community Athletic Field Building Renovation project has started with the demolition of the buildings and removal of the trees and landscape. Temporary electric has been installed assuring the ball field lights will work during the fall football and softball season. The focus for the next couple of weeks will be building and site utility layout, building excavation, site utilities, stone compaction and framing and pouring foundations. The Andrews Park playground renovation is nearing completion. Hattendorf inclusive playground renovation will start mid-august with substantial completion by the end of September. The Hattendorf North parking lot replacement will begin September 26 and will be completed within one week. The Hattendorf Adult Center flooring replacement will be a two week project. The seniors will be moved to Rainbow Falls Community Center during the flooring replacement. This will take place September 22 October 7. FINANCE COMMITTEE Commissioner Cooke reported everything looks good in the Corporate Fund. Property Taxes, Replacement Tax and Rental Income are all higher than budget year-to-date and all expense categories are under budget year-to-date. Net surplus is $1,223,000 compared to a budget of $879,000. All facilities are doing very well with the nice weather. Rainbow Falls has a net surplus of $91,000 compared to a $75,000 budget. Pirates Cove net surplus of $73,000 compared to $49,000 and Pavilion Aquatics net surplus of $26,000 compared to $18,000 budget. All expense categories are under budget with the exception of Capitals. The Recreation Fund net surplus year-to-date is $665,000 compared to a budget of $269,000. The Golf Fund is also doing very well. Golf rounds in June were 5,584 compared to 5,356 in June 2015. Year-to-date rounds are slightly lower than last year but year-to-date revenue is higher. All expense categories are under budget. The cash equivalent year-to-date is $202,000 compared to $8,000 in 2015. COMMITTEE OF THE WHOLE shared the following information discussed at the July 14 Committee of the Whole meeting: A request from a daughter of a former resident to have a plaque placed at Morton Park in her mother s honor, the Athletic Association Affiliate Agreement, ideas for Capital projects, a request from Rotary Fest to provide space for them, a summary of athletic fund balances and the Pokémon phenomenon infringing on park district property. At the July 28 meeting the following topics were discussed: Approval of a date change in the Affiliate Agreement made by softball and house baseball, the importance of teams getting their information into RecClix by the deadlines or face consequences of not getting lights, fields and keys, and the Rainbow Falls mats that have been put in the locker rooms as a result of issues posted on Facebook. Senator Laura Murphy also attended this meeting. 4
ATHLETIC COMMITTEE Commissioner O Malley reported the committee met on July 14 so he and Commissioner Walz could reintroduce themselves to employees as the new committee chairs. They discussed associations, soccer losing players to another town and getting information into RecClix. Also discussed was the possibility of offering a high school basketball league in fall to kids that don t make their school team. The Commissioners asked for ideas on what to do with the Brantwood property and talked about what to do at some of the parks that are over fifty years old. GOLF COURSE Commissioner Cooke reported June was a busy month. Junior Golf started its second session. The golf course hosted the Illinois Junior Golf Association (IJGA) on July 21. Titleist ball fitting event took place on July 13 at the Driving Range. This was a free event. The first ever Nine and Stein event was a success. Fifty people attended this event. All feedback was positive and many that attended haven t played on the course in years. Several dead pine trees were removed from the course the week of July 18 and the irrigation leak in the field of the driving range will be repaired when the area dries out. YOUTH COMMITTEE Commissioner Biedke reported 130 kids attended the first Splash Party. The next one is August 12. This one usually brings a bigger crowd. Director Miller said it is due to more kids talking about the first Splash Party as well attracting kids to attend after football practice. ADULT CENTER COMMITTEE Commissioner Biedke stated there is an opening for the Adult Center Advisory Board secretary. Angie Foster will fill in until the position has been filled. If interested, please contact one of the members, Cindy Sortino or Greg Palace. A portion of the money made in the Camaro raffle went to the Adult Center. Commissioner Biedke thanked the Village for putting their name in as a recipient. Some events coming up include Death Trap at Drury Lane on August 10 and Dartball on August 19. FOUNDATION COMMITTEE Commissioner Biedke reported funds are at an all-time high due to staff coming up with different events. Jeff Collier is re-evaluating how scholarships are being given out. Marketing will also start including information in the brochures to make more people aware of the Foundation. A few upcoming events include Pirates Cove Camp Out, a Mystery Dinner at Garden Terrace and Spin-a-thon in December. 5
OLD BUSINESS Director Busby thanked everyone involved in the 50/60 celebration. He thinks there were over 3,000 in attendance that day. He stated it was a fantastic event followed by a great Foreigner concert and the lucky winner of the Camaro. Commissioner Souder said the last concert of the series features Michael McDonald. Director Miller added the District s last Sunday Summer Concert will be the band Spoken Four at 6:00 p.m. PAYMENT OF BILLS Commissioner O Malley moved to authorize Director Busby to make payment of the bills in the amount of $119,877.64 for July 14, 2016, $895.00 for July 15, 2016 and $144,676.82 for July 21, 2016. Commissioner Cooke seconded the motion. Elk Grove Park District SUMMARY LIST OF BILLS PRESENTED FOR APPROVAL ON JULY 28, 2016 SUMMARY BY FUND: 7/14/2016 7/15/2016 7/21/2016 CORPORATE FUND 58,296.51 54,963.21 AUDIT POLICE LIABILITY RECREATION FUND 23,121.96 18,436.60 PAVING & LIGHTING FUND 132.30 2,968.80 MUSEUM FUND 210.20 120.92 SPECIAL RECREATION ASSOCIATIONS 4,364.75 895.00 23,972.65 BOND & INTEREST FUND 2015 CAPITAL PROJECTS 15,024.00 3,031.47 2016 CAPITAL PROJECTS 5,443.81 35,583.00 FO RUN GOLF LINKS FUND 13,284.11 5,600.17 $119,877.64 $895.00 $144,676.82 Commissioner Biedke Commissioner O Malley Commissioner Cooke 6
ADJOURNMENT TO CLOSED SESSION Commissioner Biedke moved to adjourn to Closed Session for the Purpose of Discussion of Personnel per 2(c)(1). Commissioner Cooke seconded the motion. Commissioner O Malley Commissioner Cooke Commissioner Biedke RECONVENE TO OPEN SESSION After discussion regarding personnel, Commissioner Cooke moved to reconvene the meeting to Open Session at 9:20 p.m. Commissioner Cooke Commissioner Biedke Commissioner O Malley The President then reconvened the Regular Meeting. NEW BUSINESS Executive Director Busby stated he received a request from the Lions Club to use part of the Pirates Cove parking lot as a contingent plan in case the Pavilion field is unusable for the circus on September 12 and 13. and Commissioner Biedke expressed concern if elephants are part of the circus. Director Busby will inquire on more of the details and will also solicit Commissioner Walz for his input. 7
Commissioner Cooke moved to adjourn the Regular meeting of July 28, 2016. Commissioner Biedke Commissioner O Malley Commissioner Cooke The Regular Meeting of July 28, 2016 was adjourned at 9:33 p.m. ADJOURNMENT Respectfully submitted, Robert Biedke, Secretary 8