Meeting Minutes – April 24, 2018

Minutes
Regular Meeting of
The Marion Park District
Board of Commissioners
April 24, 2018
7:00 p.m.
Boys Scout Cabin

Regular Meeting Minutes

1. Call to Order

The regular meeting called to order by President Gott at 7:13 p.m. with the
following Commissioners present:

Commissioner Gardiner
Commissioner Sheffler
Commissioner McReynolds
Commissioner Gott

2. Open Forum

No public attendees

3. Approval of April 24, 2018 Agenda

Commissioner Gardiner made a motion at 7:14 p.m.; seconded by Commissioner McReynolds to approve the April 24, 2018 agenda. Roll called. Motion carried with unanimous vote.

4. Approval of Regular Meeting Minutes: March 22, 2018

Commissioner Sheffler made a motion at 7:15 p.m.; seconded by Commissioner Gardiner to approve the March 22, 2018 minutes. Roll called. Motion carried with unanimous vote.

5. Approval of March 2018 Financial Report

Director Reed advised that the Marion Park District is in good shape and should be over the 18% reserve at the end of the fiscal year.

Commissioner Sheffler made a motion at 7:17 p.m.; seconded by Commissioner McReynolds to approve the February 2018 Financial Report. Roll called. Motion carried with unanimous vote.

6. Department Reports
a. Administration
b. Park Services

Director Reed hit highlights of the Administrative Report. In the Administrative Report regarding the graffiti Director Reed showed pictures taken. He advised the Commissioners on checks received and grant information submitted. Director Reed also advised on meeting with Erica Carnine with Erica’s Doggie Styles regarding dog trainings at THE Bark Park.

Director Reed advised the Park Services Leadman Matt Strobel returned to work on April 16, 2018 and Clinton Hubbs and Eli Harlan have both started back to work as temporary employees. He advised that there is a freezer issue at the concession building and Fowler Heating & Cooling are working on getting that taken care of and Keith Beasley is the new concessionaire for MYBSA and he couldn’t be happier with how things are going. Director Reed advised the Commissioner that work has begun on the Bags Complex and pictures were shown of Park Services projects to the Commissioners. Director Reed also reminded the Commissioner of the Arbor Day ceremony taking place on Friday, April 27, 2018 at 9:00 a.m. and showed the Commissioners of the Dogwood tree that was planted at THE Bark Park.

7. Commissioner Reports

Commissioner Gott asked if any other Commissioners have anything to report on. Commissioner Gardiner states no. Commissioner Sheffler stated that he has received good feedback on the ribbon cutting and the new concessionaire at the Ray Fosse Fields. Commissioner McReynolds didn’t have anything to report. Commissioner Gott advised the Commissioners that he will not be able to attend the Arbor Day ceremony on Friday and would like another Commissioner to be there, Commissioner Gardiner stated that he could attend. Commissioner Gott also advised that he spoke to Zion Church of Christ’s Woman’s Club and gave them information regarding the Inclusive Playground and was given a cash donation, which he will drop by the office. He also advised that he received a check for a donation in the amount of $250.00.

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

a. 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.
b. 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.
c. Vacancy – the consideration of the appointment of a member to fill a vacancy on the Board of Commissioners.
d. Security procedures, school building safety and security, and the use of personnel and equipment to respond to an actual, a threatened, or reasonably potential danger to the safety of employees, students, staff, the public or public property.
Commissioner Gardiner made a motion at 7:53 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 Sheffler made a motion at 8:29 p.m.; seconded by Commissioner McReynolds to approve reconvening into Open Session. Roll called. Motion carried with unanimous vote.

10. Old Business

a. Discuss / Approve Heartland Regional Medical Center agreement for the Inclusive Playground.

Commissioner Gott advised that he received the final draft of the agreement and our attorney, Jay Schafer, had suggested some changes that needed to be made. Mostly house cleaning items, a copy of the agreement was provided to the Commissioners for review.

Commissioner Sheffler made a motion at 8:37 p.m.; seconded by Commissioner Gardiner to approve Heartland Regional Medical Center agreement with the suggested changes from Jay Schafer for the Inclusive Playground. Roll called, Commissioner Gardiner – aye, Commissioner Sheffler – aye, Commissioner McReynolds – aye, Commissioner Gott – silent. Motion carried with 3 to 0 vote.

b. Discuss / Approve the quotes for the Inclusive Playground from Cunningham Recreation / GameTime and begin action on the quotes received and consideration to purchase remainder of playground equipment for the Inclusive Playground.

Director Reed advised the Commissioners that the quote for the equipment only will include the fitness area and total of the cost is $67,490.69 and we have $84k available in the Inclusive Playground fund.

Commissioner Sheffler made a motion at 8:41 p.m.; seconded by Commissioner McReynolds to approve the quote for the Inclusive Playground from Cunningham Recreation / GameTime and begin action on the quotes received and consideration to purchase remainder of playground equipment for the Inclusive Playground. Roll called. Motion carried with unanimous vote.

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

This item needs to be tabled due to not receiving any information back from Knute Aronson of Pepsi MidAmerica.

Commissioner Sheffler made a motion at 9:42 p.m.; seconded by Commissioner Gardiner to table MYBSA lease of N. Otis Street concession building for revisions of the language regarding Pepsi. Roll called. Motion carried with unanimous vote.

d. Discuss / Approve MSI lease of concession building at the Soccer Complex.

Commissioner Gardiner made a motion at 8:42 p.m.; seconded by Commissioner Sheffler to table MSI lease of concession Building at the Soccer Complex for revisions of the language regarding Pepsi. Roll called. Motion carried with unanimous vote.

e. Discuss / Approve Batting Cage and Goofy Golf lease for 2018.

Commissioner Gott asked Director Reed if he had spoken to Pepsi. Director Reed advised he spoke with Knute Aronson regarding the language and Marion Park District’s request for a revision last Monday and he hasn’t heard back from Knute yet.

Commissioner Gardiner made a motion at 8:46 p.m.; seconded by Commissioner Sheffler to table Batting Cage and Goofy Golf lease for 2018 for revisions of the language regarding Pepsi. Roll called. Motion carried with unanimous vote.

Commissioner Gott apologized because he didn’t realize the information regarding Pepsi would be in item f.

f. Discuss / Approve agreement between Marion Park District and Pepsi MidAmerica.

Commissioner Gardiner made a motion at 8:47 p.m.; seconded by Commissioner Sheffler to table the agreement between Marion Park District and Pepsi MidAmerica. Roll called. Motion carried with unanimous vote.

11. New Business

a. Discuss FY2019 Budget for the Marion Park District.

Commissioner Gott advised the Commissioners that Director Reed is working on getting the information put together but is awaiting numbers from Williamson County Clerk’s, Amanda Barnes, office to provide the information.

b. Open / consider sealed bids from lending institutions for the installment loan for the Inclusive Playground project.

Commissioner Sheffler made a motion at 8:50 p.m.; seconded by Commissioner McReynolds to approve open / consider sealed bids from lending institutions for the installment loan for the Inclusive Playground project. Roll called. Motion carried with unanimous vote.

Commissioner Gott advised the Commissioners there are three bids.

1. Peoples National Bank submitted a bid for $100,000 for 24 months at 3.55%,
no closing costs, will need a copy of the annual audit and the bid is good for 60 days.
2. Banterra Bank submitted a bid for $100,000 for 24 months at 4.10% fixed rate, $350.00 fee.
3. Farmers State Bank submitted a bid for $100,000 for 24 months at 2.74%, and no fees.

c. Discuss / Approve / Name lending institution bid recipient and amount for the installment loan for the Inclusive Playground project.

Commissioner Sheffler made a motion at 8:55 p.m.; seconded by Commissioner McReynolds at approve the bid from Farmers State Bank for $100,000 for 24 months at 2.74% with no fees. Roll called. Motion carried with unanimous vote.

d. Discuss / Approve Resolution 18-03, naming Kim Bauernfeind as designated IMRF representative for the Marion Park District.

Commissioner Gardiner made a motion at 8:57 p.m., seconded by Commissioner Sheffler to approve Resolution 18-03, naming Kim Bauernfeind as designated IMRF representative for the Marion Park District. Roll called. Motion carried with unanimous vote.
e. Discuss / Approve Ordinance 18-02, renaming of Russell Street Park to Harrison – Bruce Park.

Commissioner Sheffler made a motion at 8:59 p.m., seconded by Commissioner McReynolds to approve Ordinance 18-02, renaming of Russell Street Park to Harrison – Bruce Park. Roll called, Commissioner Gardiner – aye, Commissioner Sheffler – aye, Commissioner McReynolds – aye, Commissioner Gott – silent. Motion carried with 3 to 0 votes.

f. Discuss / Approve change order for $7,920 to McConnell and Associates for the tennis court renovations.

Director Reed explained that the additional cost if for the fence posts. It was decided that it would be too time consuming to repaint the current posts.

Commissioner Sheffler made a motion at 9:00 p.m., seconded by Commissioner Gardiner to approve change order for $7,930 to McConnell and Associates for the tennis court renovations. Roll called. Motion carried with unanimous vote.

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

Director Reed explained to the Commissioners that this will remain on the agenda until all funds are expended but at this time it should be tabled.

Commissioner Sheffler made a motion at 9:02 p.m., seconded by Commissioner McReynolds to table prioritizing / finalizing the list of Capital Projects. Roll called. Motion carried with unanimous vote.

12. Next Meeting Date: May 22, 2018

13. Adjournment

Commissioner Gardiner made a motion at 9:04 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