Meeting Minutes – 4/25/2017

Minutes

Organizational Meeting of

The Marion Park District

Board of Commissioners

April 25, 2017

7:00 p.m.

Boys Scout Cabin

 1. Call to Order

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

Commissioners present:

Commissioner McReynolds

Commissioner Sheffler

Commissioner Blades

Commissioner Gott

Commissioner Gardiner was absent from the meeting.

2. Board Approval of Abstract of Votes and Declaring the Two (2) Duly Elected Officials to the Marion Park Board of Commissioners.

Ashley Gott

Chris Sheffler

Commissioner Gott read the Abstract of Votes to Commissioners present and presented the Certificate signed by County Clerk, Amanda Barnes.

3. Board Reorganization

a. Oath of New Commissioners

Administrative Assistant Kim read the Oath of Office to Commissioner Gott as Commissioner Gott repeated the Oath.  Oath of Office was signed and notarized by the re-elected Commissioner and Administrative Assistant.

Administrative Assistant Kim read the Oath of Office to Commissioner Sheffler as Commissioner Sheffler repeated the Oath.  Oath of Office was signed and notarized by the re-elected Commissioner and Administrative Assistant.

b. Nomination and Election of Officers

Commissioner Gott opened the floor for nominations of President of the Marion Park Board of Commissioners.

Commissioner Sheffler nominated Commissioner Gott as President of the Marion Park District Board of Commissioners; seconded by Commissioner McReynolds.  Roll called.  Commissioner Sheffler – yea, Commissioner McReynolds – yea, Commissioner Blades – nay, Commissioner Gott – silent.  Motion carried with a 2 to 1 vote. 

Commissioner Gott opened the floor for nominations of Vice President of the Marion Park District Board of Commissioners.

Commissioner Sheffler nominated Commissioner Gardiner as Vice President of the Marion Park District Board of Commissioners; seconded by Commissioner Blades.  Roll called.  Motion carried with unanimous vote. 

Commissioner Gott opened the floor for nominations of Secretary / Treasurer of the Marion Park District Board of Commissioners.

Commissioner McReynolds nominated Commissioner Sheffler as Secretary / Treasurer of the Marion Park District Board of Commissioners; seconded by Commissioner Gott.  Roll called.  Commissioner Sheffler – silent, Commissioner McReynolds – yea, Commissioner Blades – nay, Commissioner Gott – yea.  Motion carried with a 2 to 1 vote.

4. Adjournment Sine Die

Commissioner Sheffler made a motion at 7:14 p.m.; seconded by Commissioner Blades to approve the Adjournment Sine Die of the Organizational Meeting of the Marion Park District.  Roll called.  Motion carried with unanimous vote.

 

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Minutes

Regular Meeting of

The Marion Park District

Board of Commissioners

April 25, 2017

7:00 p.m.

Boys Scout Cabin

  Regular Meeting Agenda

1.Call to Order

Commissioner Gott called the Regular Meeting of the Marion Park District at 7:15 p.m. with the following Commissioners present:

Commissioner McReynolds

Commissioner Sheffler

Commissioner Blades

Commissioner Gott

Commissioner Gardiner was absent from Regular meeting.

2. Open Forum

No one from the public was in attendance.

3. Approval of April 25, 2017 Agenda

Commissioner Blades made a motion at 7:16 p.m.; seconded by Commissioner McReynolds to approve the April 25, 2017 agenda.  Roll called.  Motion carried with unanimous vote.

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

Commissioner Sheffler made a motion at 7:17 p.m.; seconded by Commissioner Blades to approve the March 28, 2017 minutes.  Roll called.  Motion carried with unanimous vote.

5. Approval of March 2017 Financial Report

Director Reed advised the Commissioners that as of the report the Marion Park District is ¾ through the 2017 budget.  The current cash reserve is $260,541.18 which is approximately $123,803.15 over 2016.  On the income comparison from 2016 to 2017 the Marion Park District was at 92.2 % in 2016 and 93.6% in 2017.  On the expense comparison from 2016 to 2017 the Marion Park District was at 69% in 2016 and 60.9% in 2017.  Director Reed advised the Commissioners that in the future as far as the cash reserve goes, he would like to see them getting away from a percentage (%) and go to a flat fee.

Commissioner Blades made a motion at 7:25 p.m.; seconded by Commissioner Sheffler to approve the March 2017 Financial Report.  Roll called.  Motion carried with unanimous vote.

6. Department Reports

a. Administration

b. Park Services

Director Reed went over the Administrative and Park Services reports pointing out highlights on both reports.  Pictures were shown to the Commissioner in regards to the new 100 amp service at the Soccer Complex to accommodate Keith Beasley’s concessions during the Whirlwind, as well as the new pitching mounds that were purchased and delivered.

7. Commissioners Reports

Commissioner Blades advised the Commissioners of a potential partnership with someone on Facebook that is placing rocks in the parks.  This Facebook is called Marion Rocks and it encourages people to get out and find rocks, kind of like a scavenger hunt.

An email had been sent by Commissioner McReynolds to Director Reed and Administrative Assistant Kim prior to the meeting and Director Reed will contact the individual regarding more information.

Commissioner Gott advised the Commissioners regarding the Inclusive Playground and the meeting with himself, Director Reed and Renee Beard of Cunningham Recreation.  The location of the playground has changed and will now be in the grassy area in-between the Broeking Pavilion and the Harrison / Bruce Pavilion.  Renee is currently working on a design to present to the Marion Park District.

Commissioner Gott advised the Commissioners of the Memorial Day at Ray Fosse Park for 2017.  The information was provided via a Facebook page and asked Director Reed to contact the City of Marion / Anthony Rinella regarding the event.

Commissioner Gott would like the Pack the Park event shared on the Marion Park District Facebook page.  The event will take place on May 2, 2017 at the Crisp Complex.  The event is a fundraising event for Lexi Vojvodich and family and the Mike Chornak Scholarship Fund.

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.

Commissioner Blades made a motion at 8:16 p.m.; seconded by Commissioner McReynolds to approve going into Executive Session.  Roll called.  Motion carried with unanimous vote.

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

Commissioner Blades made a motion at 9:53 p.m.; seconded by Commissioner McReynolds to approve reconvening into Open Session.  Roll called.  Commissioner McReynolds – yea, Commissioner Sheffler – silent, Commissioner Blades – yea, Commissioner Gott – yea.  Motion carried with a 3 to 1 vote.

10. New Business

a. Discuss / Approve Love442 concession building lease for the Aquatic Center 2017 summer season.

Commissioner Blades made a motion at 9:56 p.m.; seconded by Commissioner McReynolds to approve the Love442 concession building lease for the Aquatic Center 2017 summer season.  Roll called.  Motion carried with unanimous vote.

b. Discuss FY2018 budget (no motion)

Director Reed advised the Commissioners that at this time there is no budget worksheet available.  Director Reed plans to stay with the schedule of having a Tentative Budget available for approval at the May 2017 meeting and the Final Budget available for approval at the June 2017 meeting.

c. Discuss / Approve Ordinance 17-01 Surplus Personal Property (Trade-Ins)

Commissioner Sheffler made a motion at 10:02 p.m.; seconded by Commissioner Blades to approve Ordinance 17-01 Surplus Personal Property (Trade-Ins).  Roll called.  Motion carried with unanimous vote.

d. Discuss / Approve Ordinance 17-02 Scrap Personal Property (Scrap)

Commissioner Sheffler made a motion at 10:04 p.m.; seconded by Commissioner McReynolds to approve Ordinance 17-02 Scrap Personal Property (Scrap).  Roll called.  Motion carried with unanimous vote.

e. Open bids from vendors for the purchase of the 2017 Pick-up (3/4 ton, 4×4) with Trade-in of 2001 Dodge Pick-up (3/4 ton).

Commissioner Gott opened the one bid received for the 2017 Pick-up truck with Trade-in from Watermark Ford – Hyundai.  Bid is as follows:

Bid Price:                    $26,485.00

Less Trade:                 $  1,800.00

Final Bid Price:         $24,685.00

Discussion of upgrading the tow capacity to 15,000 lbs. an optional 4.30 rear axle may be added for an additional $360.00.

f. Discuss / Approve bid for 2017 Pick-up (3/4 ton, 4×4)

Commissioner Blades made a motion at 10:11 p.m.; seconded by Commissioner McReynolds to approve the bid presented by Watermark Ford – Hyundai adding the tow capacity to 15,000 lbs. for $360.00, thus making the Final Bid Price $25,045.  Roll called.  Motion carried with unanimous vote.

g. Discuss / Approve Orientation Packet for Commissioners.

The Commissioners discussed adding the IPARKS seminar and job shadowing with the Director for any incoming / new Commissioners.  Commissioner Blades will update the Orientation Packet to reflect the changes.

Commissioner Blades made a motion at 10:23 p.m.; seconded by Commissioner McReynolds to approve Orientation Packet for Commissioners adding IPARKS and job shadowing with the Director.  Roll called.  Motion carried with unanimous vote.

h. Discuss / Approve Internship for Emily Stroud (letter attached).

Director Reed advised the Commissioners that Emily would like to do marketing of the Aquatic Center as part of her internship.  Director Reed has already contacted the Department of Labor regarding the FLSA and received a Fact Sheet which was provided to the Commissioners.

Commissioner Blades made a motion at 10:29 p.m.; seconded by Commissioner McReynolds to approve the Internship for Emily Stroud.  Roll called.  Motion carried with unanimous vote.

i. Discuss / Approve reserving three (3) pavilions at Ray Fosse Park to Heartland Regional Medical Center on June 24, 2017 for a family day. This will include providing the participants at the event free admission to the Aquatic Center open swim from 1:00 p.m. to 4:00 p.m.

Commissioner Sheffler made a motion at 10:31 p.m.; seconded by Commissioner McReynolds to approve the reserving three (3) pavilions at Ray Fosse Park to Heartland Regional Medical Center on June 24, 2017 for a family day.  This will include providing the participants at the event free admission to the Aquatic Center open swim from 1:00 p.m. to 4:00 p.m.  Roll called.  Commissioner McReynolds – yea, Commissioner Sheffler – yea, Commissioner Blades – yea, Commissioner Gott – silent.  Motion carried with 3 to 1 vote.

j. Discuss / Approve prioritizing / finalizing the list of Capital Projects.

  1. Cunningham Recreation – slides (3) total cost $17,403.70 (see quote)
  2. Inclusive Playground (Fosse Park) – $150,000.00

Commissioner Sheffler made a motion at 10:45 p.m.; seconded by Commissioner Blades to approve the prioritizing / finalizing the list of Capital Projects (Cunningham Recreation – slides (3) total cost $17,403.70 and Inclusive Playground (Fosse Park) – $150,000.00.  Roll called.  Motion carried with unanimous vote.

k. Discuss / Approve Marion Rotary Club letter of cooperation for Inclusive Playground at Ray Fosse Park.Commissioner Sheffler made a motion at 10:50 p.m.; seconded by Commissioner Blades to Marion Rotary Club letter of cooperation for the Inclusive Playground at Ray Fosse Park.  Roll called.  Commissioner McReynolds – yea, Commissioner Sheffler – yea, Commissioner Blades – yea, Commissioner Gott – silent.  Motion carried with 3 to 1 vote.

11. Next Meeting Date: May 23, 2017

12. Adjournment

Commissioner Blades made a motion at 10:52 p.m.; seconded by Commissioner McReynolds to adjourn the Regular 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.