Meeting Minutes – 2/28/17

Minutes
Regular Meeting of
The Marion Park District
Board of Commissioners
February 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 7:03 p.m. with the following
Commissioners present:

Commissioner Gardiner
Commissioner McReynolds
Commissioner Sheffler
Commissioner Blades
Commissioner Gott

2. Open Forum

There are no public attendees

3. Approval of February 28, 2017 Agenda

Commissioner Gardiner made a motion at 7:04 p.m.; seconded by Commissioner Sheffler to approve the February 28, 2017 agenda. Roll called. Motion carried with unanimous vote.

4. Approval of Regular Meeting Minutes: January 24, 2017

Commissioner Gott advised that Tom Kadella’s name has one (1) L. Administrative Assistant Kim verified and should be 1 L (Kadela)
Commissioner Gardiner made a motion at 7:06 p.m.; seconded by Commissioner Sheffler to approve the January 24, 2017 minutes changing the name of Kadella to Kadela. Roll called. Motion carried with unanimous vote.

5. Approval of January 2017 Financial Report

Commissioner Sheffler made a motion at 7:07 p.m.; seconded by Commissioner McReynolds to approve the January 2017 Financial Report. Roll called. Motion carried with unanimous vote.

6. Department Reports
a. Administration
b. Park Services

Director Reed has been supplying the Commissioners with weekly reports regarding Administration and Park Services. Director Reed highlighted information regarding the Harrison – Bruce Foundation Grant application and the Intergovernmental Agreement with the City of Marion. Pictures of some projects were shown to the Commissioners and updates were provided to some items on the reports.

7. Commissioners Reports

Commissioner Gardiner addressed the green paint at Ray Fosse Park. Director Reed advised the Commissioners that the areas of concern were painted on Friday, February 24th. Commissioner Gardiner also addressed the paint on the South East corner of the Aquatic Center. He also addressed the pillars at the Harrison – Bruce Pavilion. Director Reed will take a look at these issues and address with Park Services.

Commissioner Sheffler advised the Board that on Sunday, February 26th there were three (3) tennis courts being utilized.

Commissioner Gott would like to see a survey for the tennis courts on Facebook. He also updated the Board regarding the meeting with Victoria Babb and Renee Beard. A brief discussion regarding the Inclusive Playground and the impact it would have on the community.

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.
c. Negotiations – the collective negotiations between public employers and their employees and deliberations concerning salary schedules for one or more classes of employees.
Commissioner Gardiner made a motion at 7:42 p.m.; seconded by Commissioner McReynolds to go into Executive session. Roll called. Motion carried with unanimous vote.

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

Commissioner Sheffler made a motion at 8:28 p.m.; seconded by Commissioner Blades to return to Open Session. Roll called. Motion carried with unanimous vote.

10. Old Business

a. Open sealed bids previously submitted, as well as new bids, for new tractor with attachments.

Commissioner Sheffler made a motion at 8:29 p.m.; seconded by Commissioner Blades to open sealed bids previously submitted, as well as new bids, for new tractor with attachments. Roll called. Motion carried with unanimous vote.

Commissioner Gott opened each sealed bid and read the specifications from each bid submitted.

• Pappy’s Outdoor (Kubota M60 Series M7060)
Price: $50,900.00
Rebate: $1,500.00
Trade In: $7,500.00
Total Price: $41,900.00

• Little Tractor and Equipment (Kioti RX7320)
Price: $41,625.00
Trade In: $17,500.00
Total Price: $24,125.00

Commissioner Gott read the specifications to the other Commissioners.
Commissioner Blades inquired about a warranty; Director Reed advised that all standard warranties apply.

• FB McAfoos (Kubota M7060)
Price: $59,866.23
Trade In: $15,200.00
Dealership Discount: $13,189.23
Total Price: $31,477.00
Deluxe sunshade: $450.00 add on

Commissioner Gott advised there was another bid for a backhoe but it isn’t within the specifications of the bid invitation.

• M&S Implement (Massey Ferguson MF4607M)
Price: $46,950.00
Trade In: $18,000.00
Total Price: $28,950.00

• Ideal Lawn and Tractor (JD5075M)
Price: $59,220.77
No discounts or trade
Total Price: $59,220.77

b. Discuss / Approve purchase of new tractor and equipment package from sealed bids.

Commissioner Sheffler made a motion at 8:49 p.m.; seconded by Commissioner Gardiner to approve the purchase of the Kioti RX7320 tractor from Little Tractor and Equipment adding the sunshade with Director Reed preference. Director Reed is given the directive to review all bids to make sure specifications are met before contacting, once reviewed Director Reed will contact the salesman from Little Tractor and Equipment and will send letters to all other bidders. Roll called. Motion carried with unanimous vote.

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

A brief discussion was held regarding the Capital Projects and list provided to the Board. Director Reed advised the Commissioners that items 1 – 12 total $283,750.00 and would like some of those items to be approved during this meeting. There was discussion of purchasing a used dump truck over a new dump truck and if there it would have to be bid if used, Director Reed will be researching purchase limitations in the Illinois Park District Law Handbook and if used items have to be placed for bid.

Commissioner Sheffler made a motion at 9:15 p.m.; seconded by Commissioner Blades to approve items 6 – 11 with budgeted amounts on the Capital Projects list (listed below):

6. 10’ Bush hog $7,500.00.
7. Asphalt parking lots $40,000.00
(new at Ashley Park and completion of gravel lots at Fosse Park)
8. New signage for all Parks $2,500.00
9. Ball Field complex – infield resurfacing (Fosse Park) $55,000.00
10. Repair waterway bank – Fosse Park (with wooden barrier) $5,000.00
11. Playground fall protection enclosures (all parks) $25,000.00
Total: $135,000.00

Commissioner Blades asked if we were going to trade in a pick-up truck or add to the fleet. Director Reed advised that we would trade, no additions are needed.

Commissioner Gott stated he would like research done on a used dump truck.

Director Reed will move forward with research of a used dump truck and a pick-up truck (extended cab, 4×4) the Commissioners will be updated during the next meeting.

Later in the meeting Director Reed researched the Illinois Park District Law Handbook and Reed advised the Commissioners information regarding buying a used vehicle subject to the bid process in the Illinois Park District Law Handbook. Exception is the procurement of vehicles previous owned by another entity. Statutory bid process is not required.

11. New Business

a. Discuss / Approve hiring of Co – Managers at the Aquatic Center (Dayna Will & Christy Underwood).

Commissioner Gardiner made a motion at 9:17 p.m.; seconded by Commissioner Sheffler to approve hiring of Co – Managers at the Aquatic Center (Dayna Will & Christy Underwood). Roll called. Motion carried with unanimous vote.

b. Discuss / Approve Co – Managers hours for March / April / May 2017 in preparation for the 2017 Aquatic Center season (40 hours per Co – Manager for the 3 month period).

Commissioner Blades made a motion at 9:18 p.m.; seconded by Commissioner McReynolds to approve the Co – Managers hours for March / April / May 2017 in preparation for the 2017 Aquatic Center season (40 hours per Co – Manager for the 3 month period). Roll called. Motion carried with unanimous vote.

c. Discuss / Approve MYBSA lease of N. Otis Street Concession building.

Commissioner Gardiner made a motion at 9:19 p.m.; seconded by Commissioner Sheffler to approve MYBSA lease of N. Otis Street Concession building. Roll called. Motion carried with unanimous vote.

d. Discuss / Approve Batting Cages and Goofy Golf Lease for 2017.

Commissioner Gardiner made a motion at 9:20 p.m.; seconded by Commissioner Blades to approve Batting Cages and Goofy Golf Lease for 2017. Roll called voting as follows: Commissioner Gardiner – yay, Commissioner McReynolds – yay, Commissioner Sheffler – yay, Commissioner Blades – yay, Commissioner Gott – silent. Motion carried with 4 – 1 vote.

e. Discuss / Approve Director Reed hiring temporary employees for Park Services and Aquatic Center for summer FY2017.

Commissioner Sheffler made a motion at 9:21 p.m.; seconded by Commissioner McReynolds to approve the Director Reed hiring temporary employees for Park Services and Aquatic Center for summer FY2017. Roll called. Motion carried with unanimous vote.

f. Discuss / Approve 3v3 Tournament for Saturday, June 3, 2017.

Commissioner Sheffler made a motion at 9:22 p.m.; seconded by Commissioner Blades to approve the Live 3v3 Tournament for Saturday, June 3, 2017. Roll called. Motion carried with unanimous vote.

g. Discuss / Approve Sara Morrison Yoga and Creative Cure partnering with the Marion Park District to have a Live music / Yoga event, tentatively set for April 29, 2017 at the Boy Scout Cabin.

Commissioner Sheffler made a motion at 9:24 p.m.; seconded by Commissioner Gardiner to approve Sara Morrison Yoga and Creative Cure partnering with the Marion Park District to have a live music / Yoga event, tentatively set for April 29, 2017 at the Boy Scout Cabin. Roll called. Motion carried with unanimous vote.

h. Discuss / Approve Play4All application for the All Inclusive Playground promotion with Cunningham Recreation.

Commissioner Gott reminded Board that there are no fees and this is not binding.

Commissioner Sheffler made a motion at 9:25 p.m.; seconded by Commissioner Gardiner to approve Play4All application for the All Inclusive Playground promotion with Cunningham Recreation. Roll called. Motion carried with unanimous vote.

i. Discuss / Approve a one day softball tournament hosted by USSSA – Lori Strode on July 29th, rain date July 30th.

Commissioner Sheffler made a motion at 9:26 p.m.; seconded by Commissioner Blades to approve a one day softball tournament hosted by USSSA – Lori Strode on July 29th, rain date July 30th. Roll called. Motion carried with unanimous vote.

j. Discuss / Approve Marion Park District hosted Disc Golf tournament at Pharaoh’s Way Disc Golf in March 2017.

Director Reed advised that Dave McCormack will be the Director of the tournament and he will charge a $10.00 fee.

Commissioner Gardiner made a motion at 9:26 p.m.; seconded by Commissioner Sheffler to approve Marion Park District hosted Disc Golf tournament at Pharaoh’s Way Disc Golf in March 2017. Roll called. Motion carried with unanimous vote.

12. Next Meeting Date: March 28, 2017

13. Adjournment

Commissioner Sheffler made a motion at 9:30 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.