March 22, 2012 Special Board Meeting Minutes Page 1 of 6 Minutes of a Special Meeting of the Naperville Park District Board of Commissioners DuPage and Will Counties Held on 22 nd day of March, 2012 South Maintenance Building Lunch Room 3415 Book Road Naperville, IL 60540 I. Call to Order The Special Meeting of the Naperville Park District Board of Commissioners was called to order at 6:05 p.m. by Vice President Young. II. Roll Call Present: President Mike Reilly (participating via electronic means) Vice President Young Commissioner Eagan Commissioner Gerry Heide Commissioner Rich Janor (arrived at 8:00 p.m.) Commissioner Ronald Ory Commissioner Marie Todd Absent: Other: Executive Staff: Kevin Finnegan, Parks Director Sameera Luthman, Marketing and Communications Director Ray McGury, Executive Director Ed Provow, Golf Services Director Katie Sepe, HR Director Eric Shutes, Planning Director Sue Stanish, Finance Director Brad Wilson, Recreation Director Rob Wysocki, IT Manager Staff: Derke Price, Attorney Jacki Stern, Board Secretary
Page 2 of 6 III. Matters from the Public No one signed up to speak President Reilly is not present due to health reasons. Upon approval, he will participate via electronic means. Vice President Young motions to approve President Reilly s participation in this meeting via electronic means. Second by Commissioner Ory YES: Young, Ory, Eagan, Heide, Todd ABSENT: Janor, Reilly IV. Executive Session Commissioner Heide moved to adjourn to Executive Session at 6:05 p.m. to discuss Land Acquisition under Section 2(c)(5) of the Open Meetings Act and Imminent Litigation under Section 2(c)(9) of the Open Meetings Act. Second by Commissioner Ory. YES: Heide, Ory, Eagan, Ory, Young, Reilly ABSENT: Janor V. VI. Call to Order Vice President Young called the meeting back to order at 7:37pm. Roll Call President Mike Reilly (participating via electronic means) Vice President Kirsten Young Commissioner Gerry Heide Commissioner Bill Eagan Commissioner Rich Janor (arrived at 8:00 p.m.) Commissioner Ronald Ory Commissioner Marie Todd Ray McGury Executive Director Kevin Finnegan Parks Director Ed Provow Golf Services Director Katie Sepe HR Director Eric Shutes Planning Director Sue Stanish Finance Director Brad Wilson Recreation Director
Rob Wysocki IT Director Jacki Stern Board Secretary Jim Rock Attorney March 22, 2012, 2012 Special Board Meeting Minutes Page 3 of 6 VII. New Business A. Bank of America Purchasing Card Statement Commissioner Heide moved to approve the February 2012 disbursements made through the Bank of America Purchasing Card Program in the amount of &95,164.73. Second by Commissioner Todd. YES: Heide, Todd, Eagan, Ory, Young, Reilly ABSENT: Janor B. Ordinance #770 Commissioner Heide Moved to authorize the execution of an Intergovernmental Agreement (IA#12 02) between the Forest Preserve District of Will County and the Naperville Park District for the Design, Construction and Operation of the Tall Grass Greenway Trail Extension Project. Second by Commissioner Eagan. YES: Heide, Eagan, Ory, Todd, Young, Reilly ABSENT: Janor C. Discussion Items 1. 2012 Playground Improvements Director Shutes has decided to package discussion of all of our playgrounds for 2012 and they will be going to board for approval throughout the summer. The parks listed are College Park, Cress Creek Park, Creekside Commons, and Country Commons. 2. Administration Building Improvements Design This project involves improvement to the administration building s A/C and Fire Systems. They will also be looking at the lower level of the building to maximize office space in the recreation area. 3. Centennial beach Asphalt Seal Coat Contract The estimate was $30,000. We bid the project and the high was $36,000 and the low is $13,000 and we checked references and are
Page 4 of 6 satisfied with the low bidder. This project is under the $20,000 board approval threshold so we will not be bringing this contract to the board for approval. 4. DuPage River Sports Complex Hay Ride Wagon Shelter Installation This contract will be on the April 12 th Agenda for approval. This shelter will help us to operate more. 5. Westglen Commons 2012 Shoreline Restoration This is a follow up from Spring Brook Crossings and 2 nd phase of the work. We are bidding this project and will bring to board at April 12 th meeting. 6. Golf Carts The golf committee has met twice to review the options of buying vs. leasing and we want to discuss that tonight. We will be bringing the option to purchase 10 golf carts or enter into a 5 year municipal lease for 15 carts to the April board meeting. That is what the finance committee is recommending. Commissioners Janor, Heide and Eagan, and Reilly think that were in favor of the 5 year municipal lease option. Commissioners Young and Todd would purchase the carts outright. 7. 3 Year Financial Plan 2012 2014 Director Stanish presented the 3 Year Plan to the commissioners. We will plan to bring this plan to the board for approval in April 8. Grass Seed/Fertilizer Discussion We sent out an RFP for fertilizer and only one came back from Conserv FS. We have dealt with them from the last 8 years and have been satisfied. We also sent out a bid for grass seed and there were four bids returned. Some of them did not follow the guidelines. We will be recommending Martenson Turf Products. These contracts will be presented for a vote at the April 12 th meeting. 9. IT Data Backup and Recovery Project This project is in the 2012 capital budget and represents the second phase of significant changes within the server environment in the District s data center. The first phase, server virtualization, was implemented in 2011 and in addition to consolidating servers, also saved the District greatly in operating costs. While we still back up data today, we are using old technology that is inefficient, costly, involves a manual process for taking backed up data offsite, and does not provide any disaster recover. IT recognized the need for a solution included an offsite component in the cloud for improved disaster recovery. A recommended solution will be brought to the board for approval in April.
Page 5 of 6 10. Information Technology Plan During the organizational review by Springsted, it was recommended that staff continue to focus on operational improvement. Rob mentioned that we are all limited by finite resources and to maximize resources in IT, the District needs to change how we are implementing technology to more of a collaborative approach. The IT plan involves taking an inventory of current technology in use at the District, conducting a needs assessment workshop for each department, and planning and prioritizing key initiatives. Initial development of the plan will be facilitated by a third party consultant. This process will create a long term outlook/plan for technology at the district and provide a key input into the annual budget process. Brad asked how often we would need to update this as technology changes so frequently. Rob mentioned the plan will be a dynamic document that will be reviewed on an annual basis in order to stay relevant. D. Department Updates 1. IT The district transitioned to a new primary data connection and it was successful. IT began the project in early November and the cutover was on February 29 th. It went very well and it increased our bandwidth, stability and reduced our annual operating costs by about $7500. We continue to work on gaining PCI compliance. We recently completed a GAP assessment and will become compliant later this year. 2. HR We are participating in the PDRMA health project. We will be implementing the recruiting module from ADP. It will help us to reach out to our applicants. Director Sepe will be representing the district at The Kids Matter job fair. We hired 193 individuals under the age of 18. The district is undergoing the PDRMA loss control review. We are hoping to become an accredited agency 3. Finance Our auditors completed our yearend audit and they did not have any adjustments. We are working with golf on 3 year financial plan. We sent out an RFP for credit card services and we received four. 4. Planning The department is moving forward on quite a few capital projects. The big one is the Knoch Knolls Nature Center. We would like to use the same review team concept as we did for the beach project. We will come up with a roster and that will be brought to the board for discussion and endorsement. The process was quite successful.
Page 6 of 6 5. Recreation Programs are off to a good start. Winter is up 9% from the same time last year. Volunteers from the World Mission Society Church of God spent a few hours at Country Lakes Park and removed 35 bags of litter. On March 19 th volunteers assisted at Springbrook and Naperbrook Golf Courses with refilling fairway divots. Comcast is sending out a group for a volunteer project at Knoch Knolls Park on April 21 st. The Park District will host a new event call Ecofest on May 12 th at the Grand Pavilion. The event will focus on promoting environmental stewardship, and will highlight Park District environmental efforts and programs. 6. Parks This warm weather does have financial and labor impacts. The insects and algae is a big problem that we don t normally see until later in the spring. Director Finnegan presented the July/November 2011 tree inventory. Director Shutes joined in the presentation with a sample of the Naperville Park District database program. 7. Marketing/Communications Marketing is still working on the website design along with a Class update. We began the community engagement process in February that included 3 focus groups and several surveys. The behind the scene stuff will be done sometime in May. The rebranding initiative is being done concurrently and will have an impact on the look of the new website. 8. Golf Golf is off to a very good start. We had good rounds in January, February and March is going very well. Naperbrook has already met the budget projections for March and Spring Brook is getting close. Golf has heard good things from the patrons about some of the changes that were made. The non resident senior group numbers are also looking better. With the new advantage card we have seen a change in memberships and that is off to a good start as well. VIII. Adjournment Commissioner Heide moved to adjourn the March 22, 2012 Special Meeting at 9:25 pm. Second by Commissioner Young. Voice Vote on Motion: YES: Young, Todd, Eagan, Heide, Janor, Ory, ABSENT: Reilly 4/23/2012