Meeting Minutes – 3/28/2017

Minutes

Regular Meeting of

The Marion Park District

Board of Commissioners

March 28, 2017

7:00 p.m.

Boys Scout Cabin

 

Regular Meeting Minutes

1.Call to Order

Regular meeting called to order by President Gott at 7:02 p.m. with the following

Commissioners present:

Commissioner Gardiner

Commissioner McReynolds

Commissioner Sheffler

Commissioner Blades

Commissioner Gott

2. Open Forum

Leo Miller with Marion Developmental Soccer League was present.  Leo attended the meeting to voice his concerns of the approved usage of the soccer fields during the January 24, 2017 meeting and the emails that he was receiving regarding the fields.  Mr. Miller has received numerous emails and feels like he under scrutiny by MSI and few Board members of MSI.  Mr. Miller provided the Board of Commissioners with the minutes of the February 2017 MSI Board meeting for review.  Commissioner Gott advised that everyone needs to adhere to the program.  Commissioner Sheffler advised Mr. Miller to continue what he has been doing as far as renting the fields and coordinate with the Administrative Assistant of the Marion Park District, he also advised that all information will be taken under advisement of the Marion Park District Board.  Commissioner Sheffler also stated that the Marion Park District would compose a letter for Marion Developmental Soccer League so they may attempt to join tournaments.

3. Approval of March 28, 2017 Agenda

Commissioner Blades made a motion at 7:37 p.m.; seconded by Commissioner Gardiner to approve the March 28, 2017 agenda.  Roll called.  Motion carried with unanimous vote.

Commissioner Gott asked for a motion to move to item 10a of the Agenda with respect to the other attendee’s time.

Commissioner Sheffler made a motion at 7:38 p.m.; seconded by Commissioner Blades to move to agenda item 10a.  Roll called.  Motion carried with unanimous vote.

10. New Business

a. Discuss / Approve Cornerstone Church Youth Group having a Community Outreach day at Ray Fosse Park on May 8, 2017.

Eli with Cornerstone Church Youth Group addressed the Board of Commissioners with a schedule of the day.  He advised the Commissioners that there was miscommunication regarding the date and it should be Saturday, May 6, 2017 from 11:00 a.m. to 3:00 p.m.  They will need two (2) pavilions and will have Inflatable Fun provide the bounce houses for the event.  There will be free food, games and music.  They will have volunteers to help during the event as well as clean-up.  Commissioner Gott advised Cornerstone to coordinate the pavilions with the Administrative Assistant and also make sure they have provided the Marion Park District with a Certificate of Insurance naming the Marion Park District as the additional insured.

Commissioner Sheffler made a motion at 7:44 p.m.; seconded by Commissioner Blades to approve Cornerstone Church Youth Group utilizing two (2) pavilions at Ray Fosse Park at the current rental rate on May 6, 2017 for a Community Outreach.  Roll called.  Motion carried with unanimous vote.

Commissioner Gott asked for a motion to move back to agenda item # 4.

Commissioner Gardiner made a motion at 7:47 p.m.; seconded by Commissioner Blades to move back to agenda item # 4.  Roll called.  Motion carried with unanimous vote.

4. Approval of Regular Meeting Minutes: February 28, 2017

Commissioner Blades had some changes that needed to be made to the minutes:

1st page – Regular Meeting Agenda needed to be changed to Regular Meeting Minutes.

2nd page – item # 7, paragraph 2 “were” is in the sentence too many times.  One is to be removed.

5th page – change purchase price to purchase limitations.

Commissioner Gott had one additional change:

6th page – Item d; add Gott after Commissioner to the roll call.

Commissioner Gardiner made a motion at 7:50 p.m.; seconded by Commissioner Blades to approve the February 28, 2017 minutes with changes noted above.  Roll called.  Motion carried with unanimous vote.

5. Approval of February 2017 Financial Report

Commissioner Gardiner made a motion at 7:52 p.m.; seconded by Commissioner Sheffler to approve the February 2017 Financial Report.  Roll called.  Motion carried with unanimous vote.

6. Department Reports

a. Administration

b. Park Services

Commissioner Gott provided the Commissioners with an update and highlights of the reports presented.  Administrative Assistant Kim provided the Commissioners with pictures, specifically the pictures of the mounds that need replaced.  Commissioner Gott advised the other Commissioners of the lifetime of the mounds and how replacement is needed.

7. Commissioners Reports

Commissioner Sheffler addressed the Board regarding providing a letter to MSI and Marion Developmental Soccer League.  This letter needs include that they are an equally recognized organization both having individual insurance policies.  It also needs to include that Marion Park District doesn’t oversee the program.

Commissioner Blades addressed the Board with a complaint regarding smoking in the parks.  The individual sent an email which Director Reed replied.  Commissioner Blades would like to visit fining individuals that don’t comply with this or the Ordinance.  Commissioner Gott advised that this would have to be handled by Marion Police Department and our security personnel would not be able to issue a fine.

Commissioner Gott advised the Board that he received a phone call from the Harrison – Bruce Foundation on Monday, March 27, 2017.  The grant submitted to the foundation has been approved and the Marion Park District will receive $200,000 for the renovation of the tennis courts at Russell Street Park.  The grant states we would rename the park to the Julia Harrison – Bruce Foundation Park and we will receive the funds in a lump sum.  Once the courts are complete there will be a dedication ceremony.  Commissioner Gardiner questioned if any other bids were received for the renovation and it was discussed that there would have to be a bidding process.  Commissioner Gott also advised the Board that the Marion Park District was approved by Play4All for fundraising assistance with the all-inclusive playground project and will meet within the next few weeks regarding getting all of that started.

8. Executive Session pursuant to 5 ILCS 120/2(c)(2) of the Illinois Open Meetings Act (if requested):

a. Personnel – To consider the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony or a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity.

b. Real Estate – the acquisition or lease of real property or the selling or rental price of real estate.

Commissioner Sheffler made a motion at 8:19 p.m.; seconded by Commissioner Blades to go into Executive session.  Roll called.  Motion carried with unanimous vote.

9. Reconvene to Open Session (possible actions following Executive Session)

Commissioner Gardiner made a motion at 9:25 p.m.; seconded by Commissioner McReynolds to return to Open Session.  Roll called.  Motion carried with unanimous vote.

10. New Business

b. Discuss Marion Garden Club will hold their Arbor Day dedication on April 28, 2017 at 9:00 a.m.

Commissioner Gott asked Administrative Assistant Kim where the dedication will be located, Administrative Assistant Kim advised that it would be held at Pyramid Park and they would use one of the trees planted for Pharaoh’s Way Disc Golf Course.

c. Discuss / Approve MSI Lease at the Soccer Complex concession building.

Commissioner Gardiner made a motion at 9:28 p.m.; seconded by Commissioner Blades to approve the MSI Lease.  Roll called.  Motion carried with unanimous vote.

d. Discuss / Approve advertising for sealed bids for the purchase of a 2017 Pick-up (3/4 ton, 4×4) with Trade-in of 2001 ¾ ton Dodge Pick-up.

Commissioner Sheffler made a motion at 9:30 p.m.; seconded by Commissioner Blades to approve advertising for sealed bids for the purchase of a 2017 Pick-up (3/4 ton, 4×4) with Trade-in of 2001 ¾ ton Dodge Pick-up.  Roll called.  Motion carried with unanimous vote.

e. Discuss / Approve advertising of bids for food concessions at the Aquatic Center for the summer 2017 season.

Commissioner Gott asked if we have approved the lease with Love442, Administrative Assistant Kim advised that they haven’t been approved for this year.  Commissioner Gott stated that the pool managers voiced their concerns regarding the restrictions placed by Love442.  Commissioners discussed that there may not be enough time to get someone in there because of short notice.  Commissioner Gott shared that the ideal proposal would be with the Marion Marlins and letting them run the concessions for the summer.

Commissioner Sheffler made a motion at 9:36 p.m.; seconded by Commissioner Blades to approve advertising of bids for food concessions at the Aquatic Center for the summer of 2017 season, contingent the Marion Park District has failed negotiations with Love442 Ministries.  Roll called.  Motion carried with unanimous vote. 

f. Discuss / Approve purchase of a ‘used’ Dump Truck with possible Trade-in. Purchase price not to exceed $30,000.

Commissioner Sheffler advised that the condition of the current dump truck (GMC 1996 with a contractor bed on it and is a stick shift) and is in bad shape.  He has spoken with someone that works for Glen Weeks who sells specialty trucks and said there are several options to buy a dump truck.  There is a chassis option where we buy the chassis and dump portion separately.  Commissioner Sheffler states that the main problem with the current dump truck is it is a stick shift and is going through clutches.  Commissioner Gott likes the chassis option and would like further research done on that option during the process of purchase.

Commissioner Sheffler made a motion at 9:36 p.m.; seconded by Commissioner Gardiner to approve the purchase of a ‘used’ Dump Truck with possible Trade-In.  Purchase price not to exceed $30,000.  Roll called with the following vote:  Commissioner Gardiner – yay, Commissioner Sheffler – yay, Commissioner McReynolds – yay, Commissioner Blades – yay, Commissioner Gott – nay.  Motion carried with 4 to 1 vote.

g. Discuss / Approve prioritizing / finalizing list of Capital Projects to be completed within the next two (2) years from the Capital Projects Fund.

Commissioner Gott advised the Board of the need for the mounds and what would be required of the users when new mounds are purchased.

Commissioner Blades questioned if we were just approving the mounds or were they looking at other projects as well.  Commissioner Gott answered that the agenda item was to finalize the list so anything can be visited or approved.  The Commissioners discussed other items listed on the Capital Projects list.

Commissioner Blades  made a motion at 10:08 p.m.; seconded by Commissioner Gardiner approve moving item # 19 on the Capital Projects list to item # 12 and include three (3) pitchers mounds in the amount of $6,500.00 in the approved list.  Roll called.  Motion carried with unanimous vote.

h. Discuss / Approve 2017 Blue & Gold Triathlon on July 15, 2017.

Commissioner Sheffler made a motion at 10:08 p.m.; seconded by Commissioner Blades to approve 2017 Blue & Gold Triathlon on July 15, 2017.  Roll called.  Motion carried with unanimous vote.

i. Discuss / Approve revised employment application for 2017.

Commissioner Sheffler made a motion at 10:09 p.m.; seconded by Commissioner Gardiner to approve revised employment application for 2017.  Roll called.  Motion carried with unanimous vote.

j. Discuss / Approve the attendance of Director Reed to the NRPA annual conference in New Orleans, LA on September 26 – 28, 2017 with travel dates of September 25th and 29th, 2017.

Commissioner Gott provided the Board with a cost breakdown for the conference and travel.  Total cost would be $2507.70, this includes mileage, room & board, per diem and conference.

Commissioner Gardiner made a motion at 10:13 p.m.; seconded by Commissioner Sheffler to approve the attendance of Director Reed to the NRPA annual conference in New Orleans, LA on September 26 – 28, 2017 with travel dates of September 25th and 29th, 2017.  Roll called with following votes:  Commissioner Gardiner – yay, Commissioner McReynolds – yay, Commissioner Sheffler – yay, Commissioner Blades – nay, Commissioner Gott – yay.  Motion carried with 4 to 1 vote.

k. Discuss / Approve the time frame for past minutes to remain posted on the website. Per statute minutes must remain posted for sixty (60) days after initial posting.

Commissioner Sheffler made a motion at 10:17 p.m. to post minutes for one hundred twenty (120) days; no seconded vote, vote dies for lack of motion.

Commissioner Blades made a motion at 10:17 p.m.; seconded by Commissioner Gardiner to approve the minutes to be posted for two (2) years on the Marion Park District website.  Roll called with the following votes:  Commissioner Gardiner – yay, Commissioner McReynolds – yay, Commissioner Sheffler – yay, Commissioner Blades – yay, Commissioner Gott – nay.  Motion carried with 4 to 1 vote.

l. Discuss / Approve establishing a Board of Commissioners Operational Committee for the Marion Park District.

Commissioner Gardiner questioned what the Operational Committee will do.  Commissioner Gott advised the Operational Committee will communicate with the Director, outside of the Board of Commissioners meetings, and advise of any issues within the parks or with patrons.

Commissioner Sheffler made a motion at 10:20 p.m.; seconded by Commissioner McReynolds to approve establishing a Board of Commissioners Operational Committee for the Marion Park District.  Roll called with the following votes:  Commissioner Gardiner – nay, Commissioner McReynolds – yay, Commissioner Sheffler – yay, Commissioner Blades – yay, Commissioner Gott – nay.  Motion carried with 3 to 2 vote. 

Commissioner Gott asked for volunteers for the Operational Committee.  Commissioner Sheffler and Commissioner McReynolds volunteered to be part of the Operational Committee.  Commissioner Gott identified Commissioner Sheffler and Commissioner McReynolds as members for the newly established Operational Committee.  Commissioner Gott advised all Commissioners that any communication needs to go directly to the Operational Committee and if communication is via email one or the other should be emailed and not both.  This will avoid any OMA issues.

m. Discuss development of a Commissioner Orientation packet.

Commissioner Blades provided the Board with some highlights she could come up with and information that would have been useful when she was elected to the Board.  Commissioner Sheffler advised that going to the IAPD seminar may help any Commissioner.  Commissioners had a brief discussion on what should be included.  Commissioner Gott requested Commissioner Blades to continue to work on the orientation packet.  Commissioner Blades will send the completed packet to the Operational Committee.

12. Next Meeting Date: April 25, 2017

13. Adjournment

Commissioner Gardiner made a motion at 10:33 p.m.; seconded by Commissioner Blades to adjourn the meeting of the Marion Park District Board of Commissioners.  Roll called.  Motion carried with unanimous vote.

 

In accordance with the provisions of the Americans with Disabilities Act, any individual who is in need of a reasonable accommodation in order to participate in or benefit from attendance at the public meeting of the Marion Park District Board of Commissioners should contact Jack Reed, Director at 618-993-3940.