Meeting Minutes – December 28, 2017

Minutes
Regular Meeting of
The Marion Park District
Board of Commissioners
December 28, 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 7:02 p.m. with the
following Commissioners present:

Commissioner Gardiner
Commissioner Sheffler
Commissioner McReynolds
Commissioner Gott

2. Open Forum

No one from the public was in attendance at this time.

3. Approval of December 28, 2017 Agenda

Commissioner Gardiner made a motion at 7:03 p.m.; seconded by Commissioner McReynolds to approve the December 28, 2017 agenda. Roll called. Motion carried with unanimous vote.

4. Approval of Regular Meeting Minutes: November 21, 2017

Commissioner Sheffler made a motion at 7:06 p.m.; seconded by Commissioner McReynolds to approve the November 21, 2017 minutes. Roll called. Motion carried with unanimous vote.

5. Approval of November 2017 Financial Report

Commissioner Gott asked Director Reed if he had anything to add regarding the financial reports. Director Reed noted that we are at 8.33 % under through November. We are 4.5% under the reserve.

Commissioner Sheffler made a motion at 7:16 p.m.; seconded by Commissioner Gardiner to approve the November 2017 Financial Report. Roll called. Motion carried with unanimous vote.

Commissioner Gott would like to entertain a motion to move to item 11a with respect to the time of Sarah Gibbens, CPA.

Commissioner Sheffler made a motion at 7:08 p.m.; seconded by Commissioner McReynolds to move to item 11a, Discuss / Approve FY2017 Audit, presented and prepared by Sarah Gibbens, CPA. Roll called. Motion carried with unanimous vote.

11. New Business

a. Discuss / Approve FY2017 Audit, presented and prepared by Sarah Gibbens, CPA.

Sarah Gibbens reports that the financials are in good shape. She advised the Commissioners to look at page 12 (net position) of the report, which shows the District’s bottom line profit increased by $27,000 this year. Your governmental portion made $65,000 where the pool lost $38,000; the pool had extra expenses which included the painting of the pool and extra staff hired. Director Reed confirmed this information.

The assets over liability are over $300,000 which is in pretty good shape. The only thing is the debt to equity ratio is over 3% and usually is around 2% but this will come back down over the next year and with the better rate from the bonds. The debt was increased by $521,000. As of end of June the money from the bond hadn’t been spent yet with Commissioner Gott adding that some of the projects hadn’t been started as of the end of the year. Director Reed added that there have been expenditures since the fiscal year ended. Sarah Gibbens added that the debt to assets is at a good ratio.

Sarah Gibbens added if you look at page 11 at the net position section, the investments and capital assets are at a negative, which means the fixed assets less liabilities makes it a negative. She believes that we are financially sound.

Director Reed asked for the size of our organization, are all of the assets and liabilities / expenditures are at a good position. ? Sarah Gibbens responded yes. She states that the Board is involved. She could tell this by reviewing the minutes. The only issue she found was regarding bank accounts. When bank accounts are opened / closed, they need Board approval.

Director Reed would like to add some observations after reviewing the audit,. The operating revenue, dependent upon property taxes, this year was at 89% compared to 92% last year. We are showing a bit of a trend and are helping ourselves in generating revenue outside of property taxes. Personnel costs normally run around 50 – 60% for local governments. We sit at 57%. Our expenditures regarding personnel costs are at the norm. As far as the pension system (IMRF) is concerned, it is 100% funded for retirees and our total funds are at 79.51%. and we are well funded. There was discussion regarding the IMRF and the funding.

Commissioner Sheffler made a motion at 7:28 p.m.; seconded by Commissioner McReynolds to approve FY2017 Audit presented and prepared by Sarah Gibbens, CPA. Roll called. Motion carried with unanimous vote.

b. Discuss / Approve payment of Audit billing from Sarah Gibbens, CPA.

Commissioner Sheffler made a motion at 7:35 p.m.; seconded by Commissioner Gardiner to approve Audit billing from Sarah Gibbens, CPA. Roll called. Motion carried with unanimous vote.

Commissioner Sheffler made a motion at 7:37 p.m.; seconded by Commissioner McReynolds to move back to item 6, Department Reports on the agenda. Roll called. Motion carried with unanimous vote.

6. Department Reports
a. Administration
b. Park Services

Director Reed hit highlights of the Administration report with IPRF premium and the increase and the grant monies received, since 2015 we have received $7,855.00. Previously, before 2014, the Marion Park District forfeited $3,198.00. Commissioner Gardiner asks if this is free money with Director Reed responding yes. Director Reed met with Williamson County Commissioner Jim Marlow regarding the tax freeze information. He also met with interim Mayor Anthony Rinella regarding projects and improvements within the Park District. Director Reed attended the Joint Review Board meeting regarding the TIF Districts and advised the Commissioners that the City of Marion is on record that they have no intentions of doing any more extensions of the TIF’s. Kim and Director Reed attended a webinar regarding Sexual Harassment guidelines and will meet with Aquatic Center and Park Services Staff in the spring. Director Reed met with Jami Hodge with Williamson County Special Education and three other administrators regarding the Inclusive Playground and they have submitted a letter endorsing the Heartland Regional Medical Center Inclusive Playground with letter presented to the Commissioners. We have also partnered with the Army Corp of Engineers as a Christmas tree drop off again this year. There was a press release regarding THE Bark Park and have 6 applicants to date. There have also been several donations for the Inclusive Playground.

Director Reed also advised the Commissioners on Park Services with pictures of the projects that were worked on since last meeting, mainly THE Bark Park with the donor sign and the benches donated by The Hub. Director Reed has reached out to Southern Illinois Veterinary Association regarding possible donations. We are still awaiting Novacom’s completion of the key pad for the gate of THE Bark Park but should be completed within the next week. Most items for the features for THE Bark Park are repurposed items. The City of Marion has helped with riprapping Jones Park ditch. Director Reed also directed the Commissioners to the donor tree wall displayed in the board room.

7. Commissioners Reports

Commissioner Gott asked if any Commissioners had anything to report.

Commissioner Gardiner states nothing.
Commissioner Sheffler states nothing.
Commissioner McReynolds stated nothing.

Commissioner Gott would like to update on the fundraising efforts of the Inclusive Playground. Commissioner Gott has had a couple of meetings regarding the Inclusive Playground donations. Mike Absher with Watermark Auto Group has given the Marion Park District a $25,000.00 commitment and will be added to the display board. Commissioner Gott met with Aisin which has agreed to a $15,000.00 commitment to the Heartland Regional Medical Center Inclusive Playground. With the current commitments the Inclusive Playground is at $300,000.00 with a goal of $400,000.00. There are several others that Commissioner Gott will be in contact with after the first of the year. Director Reed advised that all the information regarding donations and the Inclusive Playground is on our website.

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.
Commissioner Gardiner made a motion at 8:04 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 8:05 p.m.; seconded by Commissioner McReynolds to approve reconvening into Open Session. Roll called. Motion carried with unanimous vote.

Open Session began again at 8:22 p.m. after a short recess.

10. Old Business

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

Director Reed advised that he would like to start working on excavating the croquet courts and move forward to installing bocce courts without the pavilions with the infield material and drainage. Commissioner McReynolds asked if this is the $10,000 project. Discussion regarding the projects that have not yet been started (i.e. tennis courts, field projects, asphalt project, etc.) Commissioner Gardiner asks about the timeline for the projects, Director Reed states that all of the money doesn’t have to be spent within the 24 months, just the majority of the money and we are well on our way of utilizing the money. Commissioner Sheffler asks about the shipment for the Inclusive Playground equipment.

Commissioner Sheffler made a motion at 8:34 p.m.; seconded by Commissioner Gardiner to table prioritizing / finalizing the list of Capital Projects. Roll called. Motion carried with unanimous vote.

11. New Business

c. Discuss / Approve Resolution 17-06 Sexual Harassment.

Commissioner Gardiner made a motion at 8:37 p.m.; seconded by Commissioner McReynolds to approve Resolution 17-06 Sexual Harassment Resolution. Roll called. Motion carried with unanimous vote.

d. Discuss / Approve meeting dates for the fourth Tuesday of each month for January 2018 – November 2018 and the 3rd Tuesday for the month of December 2018.

January 23, 2018
February 27, 2018
March 27, 2018
April 24, 2018
May 22, 2018
June 26, 2018
July 24, 2018
August 28, 2018
September 25, 2018
October 23, 2018
November 27, 2018
December 18, 2018

Commissioner Sheffler made a motion at 8:38 p.m.; seconded by Commissioner Gardiner to approve the above listed meeting dates for 2018. Roll called. Motion carried with unanimous vote.

e. Discuss / Approve the Capital Projects and Inclusive Playground accounts opened with Peoples National Bank.
Commissioner Sheffler made a motion at 8:40 p.m.; seconded by Commissioner McReynolds to approve the Capital Projects and Inclusive Playground accounts opened with Peoples National Bank. Roll called. Motion carried with unanimous vote.

f. Discuss / Approve the semi – annual review of closed session minutes from meetings, 1/24/2017, 2/28/2017, 3/28/2017, 4/25/2017, 5/23/2017, 6/27/2017, 7/25/2017, 8/22/2017, 9/26/2017, 10/24/2017 and 11/21/2017 with approval to remain closed, with or without exception.

Commissioner Gardiner made a motion at 8:41 p.m.; seconded by Commissioner Sheffler to approve the above listed dates to remain closed without exception. Roll called. Motion carried with unanimous vote.

g. Discuss / Approve fundraiser softball tournament for 12U Southern Express on Memorial Day weekend (May 27 – 28, 2018).

Director Reed states that he met with Heather Evans and Gail Barger regarding the tournament during Memorial Day weekend. The City of Marion would like to see baseball back on Memorial Day, MYBSA was contacted regarding having games and they had no interest. They would like a break on the rental fee.

Commissioner Sheffler made a motion at 8:54 p.m.; seconded by Commissioner Gardiner to approve Director Reed making the determination regarding the fundraising softball tournament for 12U Southern Express on Memorial Day weekend (May 27 – 28, 2018). Roll called. Motion carried with unanimous vote.

f. Discuss / Approve FOP 5k to take place April 14, 2018 at Ray Fosse Park.

Commissioner Sheffler made a motion at 8:57 p.m.; seconded by Commissioner McReynolds to approve FOP 5k to take place April 14, 2018 at Ray Fosse Park. Roll called. Motion carried with unanimous vote.

11. Next Meeting Date: January 23, 2018

12. Adjournment

Commissioner Sheffler made a motion at 8:59 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