Meeting Minutes 6/27/17

Minutes
FY2018 Budget Hearing
The Marion Park District
Board of Commissioners
June 27, 2017
6:30 p.m.
Boy Scout Cabin
Public Hearing to discuss the
2017 / 2018 Budget will begin at 6:30 p.m.

1. Call to order

The FY2018 Budget Hearing was called to order by President Gott at 6:38 p.m. with the following Commissioners present:

Commissioner Gardiner
Commissioner Sheffler
Commissioner Blades
Commissioner Gott

Commissioner McReynolds was absent from the FY2018 Budget Hearing.

2. Open Forum – Budget Hearing

No public attendees for the FY2018 Budget Hearing.

3. Adjournment

Commissioner Gardiner made a motion at 6:39 p.m.; seconded by Commissioner Sheffler to adjourn the FY2018 Budget Hearing. Roll called. Motion carried with unanimous vote.

Minutes
Regular Meeting of
The Marion Park District
Board of Commissioners
June 27, 2017
7:00 p.m.
Boys Scout Cabin

Regular Meeting Minutes

1. Call to Order

The regular meeting called to order by President Gott at 6:40 p.m. with the following
Commissioners present:

Commissioner Gardiner
Commissioner Sheffler
Commissioner Blades
Commissioner Gott

Commissioner McReynolds was absent from the Regular Meeting.

2. Open Forum

No one from the public was in attendance; if any public attendees do show up they will be allowed to speak.

3. Approval of June 27, 2017 Agenda

Commissioner Blades made a motion at 6:41 p.m.; seconded by Commissioner Gardiner to approve the June 27, 2017 agenda. Roll called. Motion carried with unanimous vote.

4. Approval of Regular Meeting Minutes: May 23, 2017

Commissioner Gardiner made a motion at 6:43 p.m.; seconded by Commissioner Blades to approve the May 23, 2017 minutes. Roll called. Motion carried with unanimous vote.

5. Approval of May 2017 Financial Report

Director Reed advised the Commissioners that the Marion Park District is in good shape as of date of reports and has come up with some figures for the projected pool loss from FY2017 in the amount of $31,000 – $32,000.

Commissioner Sheffler made a motion at 6:45 p.m.; seconded by Commissioner Blades to approve the May 2017 Financial Report. Roll called. Motion carried with unanimous vote.

6. Department Reports
a. Administration
b. Park Services
c. Aquatic
d. Intern

The Administration and Park Services report were sent out to the Commissioners prior to the meeting. Director Reed advised that there were a few additions to the Administration report. We received the check from USSSA and he will be meeting with Novacom and IT Director for the City of Marion for the possibility of free Wi-Fi at Jones Park and piggy back off Boyton Street Community Center. Pictures were shown to the Commissioner in regards to the train in Ray Fosse Park, Field # 4 infield renovations, and Pharaoh’s Way Disc Golf progress. Commissioner Blades had a question regarding the flood maps; Director Reed is awaiting the Springfield individuals to get back with him. Commissioner Gott asked if there a timetable for the return of Sara Morrison, Administrative Assistant Kim advised no timetable. Director Reed advised that they are starting the Disc Golf League starting July 6, 2017. Director Reed will be contacting the PDGA to see if our Disc Golf course can be sanctioned. Commissioner Gott inquired about the Dog Park. Director Reed and Lead man Matt Strobel met with Erica Carnine regarding the Dog Park and the existing pavilions could be incorporated.

LaDea Sanders and Leon Ray entered the meeting.

Continued discussion regarding the Dog Park……

Erica recommended not using a plastic fence; she would recommend a chain link fence that is coated. Director Reed advised Commissioner Blades that he did research the information regarding the grant for the Dog Park and his concern is they will not allow for a yearly fee. Matt and Erica will be working on designs for the Dog Park. Commissioner Blades asked Director Reed regarding the accident at the roundabout at Russell Street Park. Director Reed said there was no environmental hazard in the parks. Park Services update with pictures was shown to the Commissioners. Director Reed hit on highlights of the Aquatic and Intern reports as well.

Commissioner Gott asked for a motion to move to New Business item 10a in respect of time of the individuals in attendance from Stars Clap, Inc.

Commissioner Blades made a motion at 7:15 p.m.; seconded by Commissioner Gardiner to move to item 10a Presentation by LaDea Sanders and Leon Ray with Stars Clap, Inc. Roll called. Motion carried with unanimous vote.

New Business

a. Presentation by LaDea Sanders and Leon Ray regarding Stars Clap, Inc. (a non-profit organization) doing an Art in the Park program in J.W. Jones Park.

Stars Clap, Inc. located out of Southern Illinois. The Art in the Park program is to encourage the youth to do something positive in the park and allow kids a way to express themselves. No cost to the park, Stars Clap, Inc. will provide all materials for the program. Stars Clap, Inc. encourages the kids paint pictures on how they see their world and how they would like to see it changed. LaDea showed art pictures to the Commissioners made by kids in the program from other states. Leon Ray states that he works with at risk youth and is a teacher and has no problem giving his time. Core values are an acronym: Someone that acts responsible stands on courage, awareness and positive solutions. Commissioner Blades inquires how they would get kids involved in the program, per LaDea they have a huge social media (Facebook) following and have a magazine. Commissioner Blades inquires is this a one-time thing or a continual program. Commissioner Gott inquires what they are looking for from the Marion Park District, LaDea responds with permission to use the park for the program. This isn’t a program they are able to get insured but each participant’s parent is required to sign a waiver. Commissioner Gott states that the biggest issue with the insurance, we can’t promote without the insurance (liability). Commissioner Blades advised of Marion Rocks! and their event was promoted on their page and not associated with the Marion Park District. Commissioner Gott advised that there is no problem with them being out there but Marion Park District wouldn’t be able to promote without the insurance. Commissioner Blades advised them to contact the Boyton Street Community Center to see if they could partner with them. Director Reed stated he didn’t have a problem contacting Stephanie at the Boyton Street Community Center. Commissioner Sheffler advised them to get in contact with Little Egypt Art Association as another avenue. Commissioner Blades advised that with a partnership with us we need liability insurance information but other than that we don’t mind them coming into the parks and promoting.

Commissioner Blades made a motion at 8:12 p.m.; seconded by Commissioner Gardiner to move back to item 7. Commissioner Reports. Roll called. Motion carried with unanimous vote.

7. Commissioners Reports

Commissioner Sheffler states that the City of Marion seems to grow with the Memorial Day at Fosse Park and they had a great turnout this year.

Commissioner Gott updated the Commissioners on the Inclusive Playground. A video and drawing was received from Renee Beard and Victoria Babb and the video was played for the Commissioners. A discussion regarding the meeting with Victoria and Renee and what the next step is took place.

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. Executive / Closed Minutes – Discussion of minutes of meeting lawfully closed under Illinois Open Meetings Act, whether for purposes of approval by the body of the minutes or semi-annual review of the minutes.
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 7:58 p.m.; seconded by Commissioner Sheffler to approve going 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 8:47 p.m.; seconded by Commissioner Blades to approve reconvening into Open Session. Roll called. Motion carried with unanimous vote.

10. New Business

b. Discuss / Approve Security contract for FY2018.

Commissioners Blades asked if the contract was the same as last year. Director Reed advised yes.

Commissioner Blades made a motion at 8:50 p.m.; seconded by Commissioner Sheffler to approve Security contract for FY2018. Roll called. Motion carried with unanimous vote.

c. Discuss / Approve an event on September 30, 2017 at Ray Fosse Park for the Williamson County FOP. Event is called Back the Blue 5K Run and will begin and end at Ray Fosse Park, this will include a BBQ, inflatables, etc. Asking for the fees to be waived for the event.

Commissioner Gardiner made a motion at 8:51 p.m.; seconded by Commissioner Blades to approve Back the Blue 5K Run at Ray Fosse Park. Roll called. Motion carried with unanimous vote.

d. Discuss / Approve Revenues by Source Ordinance 17-05.

Commissioner Sheffler made a motion at 8:52 p.m.; seconded by Commissioner Blades to approve Revenues by Source Ordinance 17-05. Roll called. Motion carried with unanimous vote.

e. Discuss / Approve Final Budget Ordinance 17-06.

Commissioner Sheffler made a motion at 8:53 p.m.; seconded by Commissioner Gardiner to approve Final Budget Ordinance 17-06. Roll called. Motion carried with unanimous vote.

f. Discuss / Approve Prevailing Wage Ordinance 17-07.

Commissioner Blades made a motion at 8:53 p.m.; seconded by Commissioner Gardiner to approve Prevailing Wage Ordinance 17-07. Roll called. Motion carried with unanimous vote.

g. Discuss / Approve Resolution 17-03, Fred G. Harrison and Julia Harrison Bruce Foundation Grant.

Commissioner Sheffler made a motion at 8:55 p.m.; seconded by Commissioner Blades to approve Resolution 17-03, Fred G. Harrison and Julia Harrison Bruce Foundation Grant. Roll called. Commissioner Gardiner – yea, Commissioner Sheffler – yea, Commissioner Blades – yea, Commissioner Gott – silent. Motion passed with 3 to 1 vote.

h. Discuss / Approve IPARKS liability insurance policy renewal and payment for FY2018.

Commissioner Gardiner made a motion at 8:57 p.m.; seconded by Commissioner Blades to approve IPARKS liability insurance policy renewal and payment for FY2018. Roll called. Motion carried with unanimous vote.

i. Approval of Executive Session minutes from March 28, 2017, April 25, 2017 and May 23, 2017 to remain closed with or without exception.

Commissioner Gardiner made a motion at 8:58 p.m.; seconded by Commissioner Sheffler to approve Executive Session minutes from March 28, 2017, April 25, 2017 and May 23, 2017 to remain closed without exception. Roll called. Motion carried with unanimous vote.

j. Discuss / Approve submitting a letter of support to extend the City of Marion’s Tax Increment Financing District VII (commonly known as the Crisp Container Tax Increment Financing District (TIF)).

Commissioner Sheffler made a motion at 9:04 p.m.; seconded by Commissioner Blades to approve a letter of support to extend the City of Marion’s Tax Increment Financing District VII (commonly known as the Crisp Container Tax Increment Financing District (TIF)). Roll called. Motion carried with unanimous vote.

k. Discuss / Approve wage increase for Aquatic Center Co-Managers, Dayna Will and Christy Underwood.

Commissioner Blades made a motion to provide an increase to $0.50 per hour to each Co-Manager effective FY2018, starting July 1, 2017. No Second. Motion dies due to lack of a Second.

l. Discuss / Approve wage increase for Clinton Hubbs.

Commissioner Blades made a motion to provide an increase to $0.50 per hour to Clinton Hubbs effective FY2018, starting July 1, 2017. No Second. Motion dies due to lack of a Second.

m. Discuss if there is a need for an ordinance restricting minors from being “dropped off” at the pool without a guardian present.

There was a brief discussion on this item, Director Reed stated that an ordinance will not be needed but there could be a policy or rule established. This will be researched and worked on before by the 2018 season.

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

Commissioner Sheffler advised of the need for water at least at Ashley Park due to the Marion Garden Club watering the planters. Discussion on how Park Services could make that happen. Director Reed stated that item # 18 can be removed (tuck point Aquatic Center pool house). Commissioner Gott stated that # 18 can be withdrawn from the list and add item # 20 (irrigation system all fields and planters).

Commissioner Blades made a motion at 9:28 p.m.; seconded by Commissioner Gardiner to remove item # 18 (tuck point Aquatic Center pool house) from the Capital Projects list and add item # 20 (irrigation system all fields and planters) to the Capital Projects list. Roll called. Motion carried with unanimous vote.

11. Next Meeting Date: July 25, 2017

12. Adjournment

Commissioner Blades made a motion at 9:29 p.m.; seconded by Commissioner Sheffler 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