SOUTH SUBURBAN SPECIAL RECREATION ASSOCIATION September 25, 2014 Board of Directors Meeting Minutes Staff Reports (IX. A. Program 1 through 11) were reviewed at 9:16 a.m. prior to the start of the meeting, while waiting for a quorum to be present. I. Call to Order/Roll Call Cindy Grannan called the South Suburban Special Recreation Association s Board of Directors meeting for September 25, 2014 to order at 9:36 a.m. Members present: Dwone Ross, Sr., Country Club Hills Park District Audrey Marcquenski, Frankfort Square Park District Joseph Bertrand, Hazel Crest Park District Stephanie Simpson, Homewood-Flossmoor Park District John Wilson, Lan-Oak Park District Cindy Grannan, Oak Forest Park District Members absent: Others Present : Anthony Burton, Matteson Recreational Division Denise Will, Olympia Fields Park District Anna Soloff, Park Forest Recreation & Parks Department Vera Brooks, Richton Park Parks & Recreation Department Sandy Chevalier, Tinley Park-Park District Janet Porter, SSSRA Executive Director Lisa Drzewiecki, SSSRA Superintendent Regina Ross Ellison, SSSRA Finance & Office Coordinator Tammy McMahon, SSSRA Program Coordinator Heather Specht, SSSRA Program Coordinator Kailee Galligan, SSSRA Recreation Specialist Jordan Stein, SSSRA Intern Monique Thurman, Country Club Hills Park District II. Approval of Agenda Joseph Bertrand made the Motion to approve the Agenda. Dwone Ross Sr. seconded the Motion and the Agenda was approved unanimously. III. Approval of Minutes A. July 24, 2014 Joseph Bertrand made the Motion to approve the Minutes for July. Dwone Ross Sr. seconded the Motion and the Minutes were approved unanimously. B. July 24, 2014 Executive Session Cindy Grannan shared with the Board that the Executive Session Minutes for July 24 were not emailed to the Board and will be added to the agenda for the October Board Meeting.
Page 2 IV. Correspondence A. Letter from Mr. W. Jesse Kinsland, Park District Risk Management Agency Porter shared with the Board that the agency is going through their three year Loss Control Review with PDRMA and that Jesse Kinsland was out this summer to conduct Field Observations. Pam Alvarado, Program Coordinator, worked closely with Mr. Kinsland and provided documents that were necessary for the review. Porter mentioned to the Board that the agency received a score of 99.44% three years ago and believes the agency will receive a higher score this year. V. Public Comment VI. Community Announcements Homewood-Flossmoor: Stephanie Simpson announced that Homewood-Flossmoor has an open position for a Program Supervisor. SSSRA: Janet Porter announced that Illinois State Representative Anthony Deluca & Friends will be hosting Wheelchair Basketball on Thursday October 30, 2014 at LWSRA. Janet Porter introduced Jordan Stein as the South Suburban Special Recreation Association Intern. VII. Unfinished Business VIII. New Business A. Crisis Management Plan As part of the 2014 PDRMA Loss Control Review process, PDRMA has recommended that the association adopt a Crisis Management Plan. Although the association already has some of the steps in place, PDRMA feels that a formalized plan is helpful for all. PDRMA has included Board Representatives in the communication process for any major crisis that could occur. Porter reviewed the Board responsibilities as follows: on page 1, Sandy Chevalier as the Board Chairman would be an alternate agency spokesperson. On page 14, the crisis plan talks about the role of the Board Members and the importance of knowing their role. On page 19, lists the Board Members contact information. The Executive Director asked the Board s permission to list their information. The staff recommends Board approval of the Crisis Management Plan. Grannan asked if there was any discussion. John Wilson raised a concern and stated that on page 1, there is no mention of the Executive Director being a spokesperson. Wilson stated that the Executive Director is mentioned as the spokesperson further back in the document and should be mentioned as the spokesperson on page l, under Chain of Responsibility.
Page 3 VIII. New Business A. Crisis Management Plan (continued) IX. Staff Report Wilson stated that on page 3, there is no mention of initiating a Crisis Team before SSSRA contacts PDRMA and there should be a note where the initiation of the Crisis Team and plan takes place. Wilson mentioned that in the Crisis Management Plan the association refers to the Executive Director as (her) and in the future it may be (he) and suggested eliminating names on the documents. Cindy Grannan asked for a Motion to approve the Crisis Management Plan with amendments. Joseph Bertrand made a Motion to approve the Crisis Management Plan with amendments. Stephanie Simpson seconded the Motion and the Motion was approved unanimously. B. Administrative 1. Staff Professional Involvement, Activities & Training July & August, 2014 Porter reviewed staff activities, highlighting the PDRMA Defensive Driving Course that Tammy McMahon, Heather Specht, Katie Klimek, Emily Toth and Kailee Galligan attended on August 21, at the SSSRA Office. 2. Golf Outing Summary Porter thanked the Board members for their support at the 25 th Annual Golf Outing Fundraiser and provided the Board with a list of new hole sponsors and prize donors. Porter mentioned to the Board that the preliminary report shows the association made about $9,700. However, financial results should be available next month. 3. Personnel Policy Manual Review As part of the 2014 PDRMA Loss Control Review process, the association s Personnel Policies have been reviewed by the law firm of Ancel Glink. Porter shared with the Board that PDRMA recommends the policies be reviewed every three years. A final copy of the recommended additions and changes will be in the October Board packet for approval. Porter asked the Board members to please read the documents ahead of time and if the Board has any question or comments, the Executive Director will ask Attorney Tiffany Nelson-Jaworski to join us for the October Board Meeting. X. Financial Report A. Claims List 1. Additional July, 2014 John Wilson made the Motion to approve the Additional Claims List for July, 2014. Joseph Bertrand
Page 4 X. Financial Report A. Claims List 1. Additional July, 2014 (continued) 2. August, 2014 John Wilson made the Motion to approve the Claims List for August, 2014. Joseph Bertrand 3. September, 2014 Joseph Bertrand made the Motion to approve the Claims List for September, 2014. John Wilson B. Financial Statement 1. July, 2014 2. August, 2014 Joseph Bertrand made the Motion to approve the July and August Financial Statement. Stephanie Simpson seconded the Motion and the Motion was approved unanimously.
Page 5 X. Financial Report (continued) C. 2013 2014 Audit Porter shared with the Board that the Auditors from Knutte & Associates, P.C. were on site at the association from August 12-14, to perform the 2013-2014 Audit. The final copy should be available for the October Board Meeting. XI. Executive Session XII. Adjournment John Wilson made a Motion to adjourn the meeting. Dwone Ross Sr. seconded the Motion, and the meeting adjourned at 9:55 a.m. Next Meeting: October 23, 2014