The regular meeting of the Board of Park Commissioners was called to order at 7:00 p.m. by President Haderlein. Roll call was taken with Commissioners Collins, Nevins, Johnson and Haderlein present. Also present were Attorney Matt Lulich, Executive Director Debbie Kopas, Superintendent of Parks & Planning Doug Boehm, Superintendent of Finance & Administration Renae Ross, Superintendent of Recreation Stephanie Simpson, Superintendent of Coyote Run Dave Ward, Coyote Run Manager Tom Denklau, Administrative Assistant Pam Melnyk, Racquet & Fitness Club Manager Josh May, Ice Arena Manager Shon Washington, Irons Oaks Manager Cheryl Vargo, Marketing & Public Relations Manager Darren Jasieniecki, Treasurer Howard Blumstein, Secretary Cathi Hurtubise and Leisure Services Committee Member Debbie Dennison. Commissioner Bertram was absent. CHANGE IN AGENDA No changes. COMMENTS FROM VISITORS No visitors present. CONSENT AGENDA a. Portable Restrooms A report from the Superintendent of Parks & Planning recommending the Board of Park Commissioners consider a motion to approve the proposal from Service Sanitation for portable restroom services for the 2015 season as presented. b. CenterPoint Energy Natural Gas Agreement Revision A report from the Superintendent of Finance & Administration recommending the Board of Park Commissioners consider a motion to approve revision to the CenterPoint Energy contract from an index rate to a fixed rate for the supply of natural gas to the Park District not to exceed.399 cents/therm for up to three years. c. Electrical Repairs at Coyote Run A report from the Coyote Run Manager recommending the Board of Park Commissioners consider a motion to approve the invoice from D&G Electric in the amount of $4,119.11 for electrical repairs made at Coyote Run Golf Course. Commissioner Johnson moved to approve the Consent Agenda. Commissioner Collins seconded the motion. Roll call vote with Ayes: Collins, Nevins, Johnson and Haderlein. Nays: none. Motion approved. OLD BUSINESS HOMEWOOD-FLOSSMOOR PARK DISTRICT Regular Meeting of the Board of Park Commissioners Goldberg Administration Center 3301 Flossmoor Road, Flossmoor, Illinois Minutes of February 17, 2015 a. Dolphin Lake Project Change Order Change Order No. 3 was previously brought to the Board s attention and presented now for formal approval. The change order is for undercutting and backfill due to poor soil conditions that were unforeseen at the time of the contract. Commissioner Nevins moved 1
to approve Ordinance #634 for Change Order No. 3 to the construction contract with Tower Contracting in the amount of $1,122.35. Commissioner Collins seconded the motion. Roll call vote with Ayes: Collins, Nevins, Johnson and Haderlein. Nays: none. Motion approved. NEW BUSINESS a. Preschool Fees & Charges Superintendent Simpson said fees for preschool have remained the same since the 2012-2013 school year. To help cover increased costs, Simpson recommended a fee increase of 5% for 2015-2016. Staff also recommended the elimination of the two day a week option for four year olds. Teachers feel strongly that more time is needed in the classroom to prepare children for Kindergarten. Following discussion on the ten percent discount for families that pay in full, Commissioner Johnson moved to approve Preschool Fees & Charges for the 2015-2016 school year as presented. Commissioner Collins seconded the motion. Roll call vote with Ayes: Collins, Nevins, Johnson and Haderlein. Nays: none. Motion approved. b. Resolution #615 ComEd Green Region Grant Application Manager Vargo said ComEd offers a Green Region Grant Program and recommended submitting an application for the planning process of restoring the Irons Oaks pond to wetlands. Vargo suggested applying for the maximum grant of $10,000. The park district would be required to match the dollar amount of the award. Commissioners agreed that applying for the grant was a great idea. Commissioner Nevins moved to approve Resolution #615 authorizing the submission of a grant through the ComEd Green Region Program. Commissioner Johnson seconded the motion. Roll call vote with Ayes: Collins, Nevins, Johnson and Haderlein. Nays: none. Motion approved. c. Sand Trap Rake Purchase Superintendent Ward said the golf course has two John Deere sand trap rakes that were purchased when the course opened and are well beyond their expected service life. A new machine manufactured by the Toro Company was tested by employees who were impressed with features of the machine. Ward recommended purchasing one Toro machine and declaring one John Deere machine as surplus equipment. Following discussion on the Toro s life expectancy of approximately ten years, Commissioner Johnson moved to approve the purchase of one Toro 2040Z sand trap rake from Reinders in the amount of $10,346.07. Commissioner Collins seconded the motion. Roll call vote with Ayes: Collins, Nevins, Johnson and Haderlein. Nays: none. Motion approved. Commissioner Nevins moved to declare one 2004 John Deere Model 1200A serial #140318 as surplus equipment. Commissioner Collins seconded the motion. Roll call vote with Ayes: Collins, Nevins, Johnson and Haderlein. Nays: none. Motion approved. d. Parking Lot Lighting at the Ice Arena Superintendent Boehm said the lighting in the Ice Arena parking lot is outdated and replacement parts can be hard to find. Boehm recommended keeping the existing poles and retrofitting the light fixtures. The new lighting will be installed as soon as the order is received and the poles will be painted this spring. Following discussion on whether or not permits are needed to install the lights, Commissioner Nevins moved to approve the purchase of nine RAB-ALED 3T78 light fixtures from Helsel Jepperson in the amount of 2
$4,491. Commissioner Johnson seconded the motion. Roll call vote with Ayes: Collins, Nevins, Johnson and Haderlein. Nays: none. Motion approved. e. Highlands Park Playground Architect Superintendent Boehm said the playground at Highlands Park is due for replacement. Boehm met with Upland Design to discuss the project and was impressed with their ideas. Upland will use the existing layout and design new equipment for the space. They will secure proposals for new equipment and for installation and will help prepare for the community meeting. Commissioner Collins moved to approve the proposal from Upland Design in the amount of $4,650 to complete design work for the playground at Highlands Park. Commissioner Johnson seconded the motion. Roll call vote with Ayes: Collins, Nevins, Johnson and Haderlein. Nays: none. Motion approved. f. Electronic Gate at the Parks Department Superintendent Boehm said the parks department gets an unusual amount of visitors who mistake the shop for someplace else. Many times this happens when employees are out, leaving access to the building and equipment. The existing gate can be physically difficult to operate. Boehm recommended the purchase of an electronic gate to help with both issues. Commissioners were pleased that employees would have individual access codes for the gate. Commissioner Nevins moved to approve the installation of a new gate at the Parks Department by A Better Door & Window in the amount of $6,650. Commissioner Johnson seconded the motion. Roll call vote with Ayes: Collins, Nevins, Johnson and Haderlein. Nays: none. Motion approved. Commissioner Johnson moved to approve electricity provided by Kreykes Electric in the amount of $2,125. Commissioner Nevins seconded the motion. Roll call vote with Ayes: Collins, Nevins, Johnson and Haderlein. Nays: none. Motion approved. APPROVAL OF MINUTES There were no questions or comments. Commissioner Nevins moved to approve the Minutes of January 6, 2015 and January 20, 2015. Commissioner Johnson seconded the motion. On a voice vote, the motion was approved. APPROVAL OF CLAIMS LIST There were no questions or comments. Commissioner Collins moved to approve the Claims List in the amount of $402,135.65. Commissioner Johnson seconded the motion. Roll call vote with Ayes: Collins, Nevins, Johnson and Haderlein. Nays: none. Motion approved. PRESENTATION AND COMMENTS ON FINANCIAL REPORTS FOR THE PERIOD ENDING JANUARY 31, 2015 Commissioner Nevins was pleased with the increase in revenue at the Ice Arena and Irons Oaks. COMMUNICATIONS a. Board & Administrator, February 2015 DIRECTOR S REPORT AND COMMISSIONERS COMMENTS Director Kopas: Distributed a construction update on the Dolphin Lake project to the Board. Color samples of cultured and natural stone were available for the Board to view. The Board agreed with staff that the color of the natural stone was not a good choice. Tower 3
Contracting will check with the stone supplier to see if there is a better color option otherwise the project may need to change back to cultured stone. Kopas said there will be one more change order under $1,000. Kopas explained that Change Order No. 5 was rejected by Williams Architects and Tower Contracting will pay for a wall modification due to a wall being poured slightly off plan. The Village of Homewood has invited the park district to their board meeting to talk about the Dolphin project. Kopas declined the invite. Please let her know if anybody else would like to attend. The Annual Legislative Breakfast is March 2nd in Tinley Park. Please let us know if you are interested in attending. Superintendent Simpson will be going. There are approximately nineteen business days before the golf course opens. A Golf Expo will be held at the course on March 7th. Staff continues to work on budgets. The annual budget meeting is March 3rd and starts at 6:00 p.m. The Safety Luncheon is March 26th at Wiley s. The new High School Basketball League has 101 participants. Supervisor Studer has met with the new athletic director at H-F High School. It seems the high school has a lot going on right now and may not welcome park district programs at this time. Studer will continue discussions with the school. Public skate is doing well, especially on Sunday afternoons. Interviews continue for the Hockey Coordinator position. Manager May has started working with Atwood Consulting, all is going well. Personal training is down in revenue at the Racquet Club. Two of our top instructors are gone; one started his own studio and another was let go for not following procedures. Staff is looking at this as an opportunity to rebuild and retrain a stronger team in that role. It is a challenge with new personal training studios opening around town. Renovations on the new fitness studio at the Racquet Club are complete. The studio is open and ready to start running with some new equipment, classes and training ideas. The spring Choices brochure has been mailed to residents. As of tonight, there are 1,004 likes of the park district s Facebook page. New digital displays similar to the one in the Club s lobby are now in the Fitness Center and the Irwin Center. New window clings were placed over entry doors at the Ice Arena. Commissioner Collins: Family has participated in many park district programs this past week: Junie B. Jones audition, lunch at Wiley s, ice skating at the Ice Arena and a yoga class at the Racquet Club. It was a good week! Commissioner Nevins: Was sad to hear, but understandable, that Mark Martinez resigned. Worked with Mark at Starry Nights and several other events. Asked if downed plowing equipment was a significant problem during the snow storm. Superintendent Boehm said problems experienced were due to typical issues when dealing with that much snow. Pleased with the success of the High School Boys Basketball League. So nice to see the huge turnout for Junie B. Jones auditions. Impressed with the number of holiday lights that were recycled at Irons Oaks. 4
Asked Manager May if the Club has a non-compete clause for employees. May replied no. May said the profession of personal training typically works at multiple facilities. Director Kopas said full-time employees need approval prior to getting a second job or running their own business but not part-time employees. Noted that commissioner names do not match up with the board s picture in the Choices brochure. Leisure Services had many good comments when discussing goals for next year. Thanked staff for work done on his behalf for the IAPD Service Award. Heard about a daddy daughter dance where the high school volunteers wore their prom dresses to add to the festivities. Something to keep in mind for the park district program. Commissioner Johnson: Asked about the program Hockey is for Everyone. Director Kopas said the Ice Arena will host the program for one year under the direction of Brit Volini. A decision will be made with the new hockey director on whether or not the program will run the following year. Asked if staff contacted the supervisor at AHAI. Manager Washington said he has made repeated attempts. Washington was able to express his concerns via an email however none of the concerns were addressed. Window clings at the Ice Arena look nice. Happy with the interest in the Lacrosse program. Commissioner Haderlein: Leisure Services had a lot of great ideas for goals. Talked with Representative DeLuca at a function in Frankfort. Asked Commissioners to review the new evaluation form for the director. Would like to discuss the form at the committee meeting on April 7th. ADJOURNMENT Commissioner Nevins moved to adjourn the meeting at 7:46 p.m. Commissioner Johnson seconded the motion. On a voice vote, the motion was approved. Respectfully submitted, Deborah Kopas, Secretary 5