SOUTH SUBURBAN SPECIAL RECREATION ASSOCIATION May 28, 2015 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 May 28, 2015 to order at 9:03 a.m. Members present: Audrey Marcquenski, Frankfort Square Park District Joseph Bertrand, Hazel Crest Park District Stephanie Simpson, Homewood-Flossmoor Park District Anthony Burton, Matteson Recreational Division (in at 9:06) Cindy Grannan, Oak Forest Park District Denise Will, Olympia Fields Park District Geneen Robinson, Richton Park Parks & Recreation Department (in at 9:14) Sandy Chevalier, Tinley Park-Park District Members absent: Others Present : Dwone Ross, Sr., Country Club Hills Park District John Wilson, Lan-Oak Park District Anna Soloff, Park Forest Recreation & Parks Department Janet Porter, SSSRA Executive Director Lisa Drzewiecki, SSSRA Superintendent Regina Ross Ellison, SSSRA Finance & Office Coordinator Holly Gloodt, SSSRA Intern II. Approval of Agenda Joseph Bertrand made the Motion to approve the Agenda. Stephanie Simpson seconded the Motion and the Agenda was approved unanimously. III. Approval of Minutes A. April 23, 2015 Cindy Grannan made the Motion to approve the Minutes for April. Joseph Bertrand seconded the Motion and the Minutes were approved unanimously. IV. Correspondence A. Memo to Ms. Lori Chesna, SWSRA There were 4 SWSRA residents who participated in SSSRA s Winter 15 programs. B. Memo from Ms. Lori Chesna, SWSRA There were 2 SSSRA residents who participated in SWSRA s Winter 15 programs.
Page 2 V. Public Comment None VI. Community Announcements SSSRA: Porter shared with the Board that our newest Recreation Specialist, Kailee Galligan has resigned from the agency effective May 29, 2015. Ms. Galligan has accepted a position at Tri-County Special Recreation Association. VII. Unfinished Business None VIII. New Business None Porter thanked the Board for supporting the Family Banquet Special Event. There were seven member agencies that attended the event. 1. Outreach Report March and April, 2015 SSSRA made 98 day camp recruitment phone calls to families that participated in Summer Day Camp in 2012, 2013 and 2014. Drzewiecki shared with the Board that SSSRA attended and provided brochures and resource information at the following community events: Frankfort Family Faire on March 7, in New Lenox Tinley Park Exposition on April 11, in Tinley Park St. Coletta s Kennedy School Resource Faire on April 25, in Tinley Park Chevalier raised a question asking is the agency down in day camp numbers? Drzewiecki explained to the Board that yes, the agency is down in day camp numbers. However, SSSRA will continue to make calls to recruit participants. SSSRA is seeing an increase in sessions (B), (C), and (D). Drzewiecki mentioned to the Board that IEP s came out a little later this school year and as a result, parents are making a decision later as to whether or not to enroll their child in extended school year or camp. Porter added that the agency has staggered deadlines for day camp. For example, the deadline for session (A) is May 29 and for session (B) the deadline is June 12. Porter shared with the Board that the camps do increase in numbers as the summer goes on.
Page 3 1. Outreach Report March and April, 2015 (continued) Chevalier raised a question asking how are the day camp numbers at Tinley Park Park District? Anthony Burton also raised a question asking do we know what camp sites will go? After checking with Tammy McMahon, Program Coordinator, Drzewiecki explained to the Board that all camps for session (A) are running. There are 6 campers enrolled in Matteson, 5 campers enrolled at Frankfort Square School and 6 campers enrolled at the Tony Bettenhausen Recreation Center in Tinley Park. Drzewiecki shared with the Board that at this point in time, there are three registrations that have not been entered into RecTrac for session (A). Drzewiecki mentioned to the Board that all day camp sessions for (B), (C) and (D) are running at their minimum numbers. The agency will keep the Board posted on enrollment throughout the summer. 2. Special Olympics Bocce On April 11, SSSRA had 16 athletes and 1 unified partner compete in the Area 7 Bocce Tournament. Individuals who won a Gold medal at the Area Tournament are then eligible to compete in the State Summer Games in June. 3. Special Olympics Powerlifting Porter shared with the Board that this is the agency s 2 nd year for a Powerlifting group and that on April 26, Special Olympics held the Area Powerlifting Tournament at North Central College in Naperville. Seven athletes will be competing at the State Summer Games at Illinois State University, June 12-14. 4. Special Olympics Track & Field On Saturday May 2, the Special Olympics Area 7 Track & Field Tournament was held at Thornwood High School in South Holland. Eight athletes earned Gold medals and will be competing at the State Summer Games at Illinois State University, June 12-14. Porter shared with the Board that the agency has a total of 19 athletes and 9 staff members who will be going down state in June. 5. Healthy Minds Healthy Bodies As of May 8, the Healthy Minds Healthy Bodies program welcomed its 30 th veteran. Porter mentioned that the first year there were 7 veterans enrolled in the program and currently there are 30 veterans enrolled in the program. Chevalier raised a question asking does the agency keep track of the veterans who complete the program and are the veterans signing up at the fitness center as a member themselves? Porter explained to the Board that Tammy McMahon, Program Coordinator, will follow-up with the Facility Managers and will keep the Board posted. Porter mentioned that there were 6 veterans who have completed the program. Three were at Homewood- Flossmoor Racquet and Fitness Center, two were at the Oak Forest Fitness Center and one was at Tinley Fitness.
Page 4 5. Healthy Minds Healthy Bodies (continued) Chevalier also asked when the veterans leave the program does the agency do an exit interview? Porter mentioned that the agency will check with Tammy McMahon, Program Coordinator, and will keep the Board posted. Porter asked the Board if the Park Districts or Recreation Departments ever give financial assistance to their residents for Fitness Center Memberships? Chevalier shared with the Board that Tinley Park does give scholarships for programs. However, Chevalier mentioned that Tinley Park could extend the scholarship to assist with membership fees. Cindy Grannan mentioned that if an individual needed assistance that Oak Forest would assist with membership fees. Stephanie Simpson stated that Homewood- Flossmoor does not assist with membership fees. 6. Drama Show Spring, 2015 Enclosure There were 10 participants who performed in the Drama Show on May 11, at Freedom Hall, in Park Forest and 45 individuals who attended the performance. 7. Rich Township School District #227 Alpha Program Drzewiecki shared with the Board that on May 15, Tammy McMahon, Program Coordinator, attended the Alpha Program Spring Dance for Rich Township #227. This was a Recognition Ceremony and Prom for their graduating class. At this event, SSSRA received an award and a picture for their continued outreach events provided for the students in the Alpha program at Rich East High School. 8. Summer Intern Drzewiecki shared with the Board that Holly Gloodt will be the agency s Summer Intern. Ms. Gloodt attends Western Illinois University and is the President of her school s Therapeutic Recreation Society. Ms. Gloodt will experience working with early childhood, youth, teens, adults, individuals with severe/profound disabilities and individuals with physical disabilities at programs/events. SSSRA is very excited to have Ms. Gloodt on board this summer. 9. Summer, 2015 Program and Special Event Locations Enclosure Drzewiecki reported to the Board that all sites for summer programs have been confirmed. 10. Day Camp Kids Café Program This summer and for the first time, SSSRA will participate in the Kids Café Summer Lunch Program sponsored by the Illinois State Board of Education (ISBE) and the Greater Chicago Food Depository. Tammy McMahon, Program Coordinator, was introduced to this program by a Representative from ISBE. Qualifications for this program are based on the financial need in Cook County and for children already participating in the free or discounted lunch program during the school year.
Page 5 10. Day Camp Kids Café Program (continued) Drzewiecki shared with the Board that Matteson s day camp site qualified for this program due to having 80% of their students from their local school district receiving free or reduced lunch. Tinley Park day camp site qualified based upon 47% of the census data needing assistance. Drzewiecki mentioned that as part of the quality control for the program, a monitor from either the ISBE or the Greater Chicago Food Depository will make an unannounced visit to both sites. Porter added that the food will be delivered to the camp sites each day; however, a time has not been given yet as to when the food will be delivered. Porter requested that Tinley Park Park District and Matteson Recreational Division let the agency know where at their facility is convenient for the food to be delivered. Porter reiterated that sometime throughout the summer an ISBE Representative will come out unannounced to check on the program. Porter shared with the Board that she was unaware of the extent of economic hardship in terms of people having food needs. During the presentation, SSSRA learned that our agency is eligible for the lunch program because 50% or more of the children in our school districts have food needs that are not being met at home. Drzewiecki mentioned that the Day Camp Kids Café Program is available for after school programs as well. At this point in time, Chevalier raised a question (going back to 9. Summer, 2015 Program and Special Event Locations) and asked when SSSRA selects a program, does the agency get a feeling from the member districts regarding what programs can or cannot be offered in their facility? Drzewiecki explained to the Board that yes, the agency does get a feeling of what programs can or cannot be offered in their facility. Drzewiecki mentioned that the agency does take a look at what programs consistently go in their community and where parents are willing to travel. Chevalier asked if the agency is offering the same program at multiple locations? Drzewiecki shared with the Board that yes, for instance, SSSRA offers our Fitness program at Hazel Crest Park District and at Oak Forest Park District. Ported added that when the agency did their Strategic Planning, the agency looked at offering the most popular programs at two different locations. A B. Administrative 1. Staff Professional Involvement, Activities and Training April, 2015 Porter reviewed the staff activities for April. 2. 2015 2016 Annual Board Timeline Enclosure Porter reviewed the 2015-2016 Annual Board Timeline. There will be no Board meetings in August, due to the Golf Outing or December, due to the Holidays.
Page 6 B. Administrative (continued) 3. 2015 2016 Board Representatives Enclosure A form was included in the Board packet to confirm our member's representatives for our new fiscal year. Porter asked the Board to assign a regular Board member and an alternate from their community. If you are the Board Representative for your community but are not the Executive Director or Village Manager, their signature on this form is appreciated. 4. 2015 2016 Elections and Appointments At the June Board meeting, the SSSRA Board will confirm the officers for the upcoming year, and will appoint the Board Secretary, Attorney and determine committee members. X. Financial Report A. Claims List 1. Additional April, 2015 Denise Will made the Motion to approve the Additional Claims List for April, 2015. Joseph Bertrand seconded the Motion. Chevalier asked if there was any discussion. A roll call vote was taken: Country Club Hills absent Lan-Oak absent Park Forest absent Frankfort Square Yes Matteson Yes Richton Park Yes Hazel Crest Yes Oak Forest Yes Tinley Park Yes Homewood-Flossmoor Yes Olympia Fields Yes The Motion was approved unanimously by those present. 2. May, 2015 Joseph Bertrand made the Motion to approve the Claims List for May, 2015. Anthony Burton seconded the Motion. Chevalier asked if there was any discussion. A roll call vote was taken: Country Club Hills absent Lan-Oak absent Park Forest absent Frankfort Square Yes Matteson Yes Richton Park Yes Hazel Crest Yes Oak Forest Yes Tinley Park Yes Homewood-Flossmoor Yes Olympia Fields Yes The Motion was approved unanimously by those present.
Page 7 X. Financial Report (continued) B. Financial Statement 1. April, 2014 Cindy Grannan made the Motion to approve the April Financial Statement. Stephanie Simpson seconded the Motion. Chevalier asked if there was any discussion. Porter mentioned to the Board that accounts 407 & 507, the agency s Pension accounts, are over budget. The pension rate went up in 2015, from 12.05% to 12.91% and as a result, the agency is over budget for Pension. With a Motion and a second, Chevalier asked for all those in favor of approving the Financial Statement, and it was approved unanimously. XI. Executive Session Executive Director Evaluation Chevalier shared with the Board that at this point in time, there will be no Executive Session in regard to the Executive Director s Evaluation. XII. Adjournment Anthony Burton made a Motion to adjourn the meeting. Joseph Bertrand seconded the Motion, and the meeting adjourned at 9:29 a.m. Next Meeting: Thursday, June 25, 2015