Meeting Minutes – February 27, 2018

Minutes
Regular Meeting of
The Marion Park District
Board of Commissioners
February 27, 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 7:07 p.m. with the
following Commissioners present:

Commissioner Gardiner
Commissioner Sheffler
Commissioner McReynolds is absent
Commissioner Gott

2. Open Forum

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

3. Approval of February 27, 2018 Agenda

Commissioner Gardiner made a motion at 7:08 p.m.; seconded by Commissioner Sheffler to approve the February 27, 2018 agenda. Roll called. Motion carried with unanimous vote.

4. Approval of Regular Meeting Minutes: January 23, 2018

Director Reed advised there is an amendment to the minutes adding “Strobel” to Matt’s name regarding the pesticide training.
Commissioner Gardiner made a motion at 7:10 p.m.; seconded by Commissioner Sheffler to approve the January 23, 2018 minutes as amended. Roll called. Motion carried with unanimous vote.

5. Approval of January 2018 Financial Report

Director Reed states on the highlights cash increase from the prior year is $23,500.00 the bigger thing to note is that 5 months remaining in the fiscal year, we have $534,946.85 above our 18% reserve. That means that if you divide that by 5 with the months remaining we would have disposable expenditures $106,989. Last month with 6 months remaining we had $98,513 so we built an increase there. Director Reed stated he projected, if there was a $50,000 reserve over our 18% reserve last fiscal year, and we stay on track of averaging $80,000 per month expenditures for the next 5 months, we would have a reserve $134,946.85 above the reserve, this will be an additional $85,000. We are building our reserve over our reserve. Director Reed asked the Commissioners to look at schedule D of the financial reports and explained that in 7 months our average expenditures should be at 58.33% for the fiscal year. The general fund expense as of January is 54.7%, the overall playground & rec fund is 8.12 % under budget and we have expended 38.12% of our total budget. If you average out the total expenses, we are running 20.21% under budget.

Commissioner Gardiner made a motion at 7:14 p.m.; seconded by Commissioner Sheffler to approve the January 2018 Financial Report. Roll called. Motion carried with unanimous vote.

6. Department Reports
a. Administration
b. Park Services

Director Reed would like to compliment Administrative Assistant Kim with all the work she has done with the grants with his assistance and she has done a nice job. Administrative Assistant Kim submitted a letter of intent (LOI) to the Christopher and Dana Reeves Foundation and the LOI was approved with an application deadline of May 1st. We have the potential of receiving up to $15,000 with this grant. There is a grant called “Meet Me at the Park” presented by NRPA in cooperation with the Walt Disney Company and there is a possibility of receiving $30,000. We have been working on a Ronald McDonald’s House grant in the amount of up to $5,000. With the opportunities of grants listed, we could potentially bring in an additional $56,000 in grant funding. Director Reed advised that we also received the IPRF Safety Grant money ($2,028) and that wasn’t included in his total of grant money. Director Reed has spoken with Ron Deedrick with Illinois Realtor Association on a grant opportunity for the Bags Complex that could bring up to $3,000. Director Reed also received an email from Cheri Romonosky with Aisin Manufacturing and she has sent a $5,000 check for the Inclusive Playground. Administrative Assistant Kim put together a PowerPoint presentation that can be presented for donations within the parks. Marion Park District will enter into Intergovernmental Agreements with the Hub, one will be a Memorial Day Bags tournament and the other will be Mermaid University. We will partner with the Hub and they will do the registrations, we both will market the events and both will split the net profits. THE Bark Park has 41 members and 59 dogs and received $910.00 which has paid for the Dogie Pots. Director Reed advised the Commissioners that the staff changes with Hudgens and Meyer have gone smoothly and with the record keeping that we have at the office and him as a liaison there have been on issues. Director Reed advised the Commissioners on the vandalism at THE Bark Park. There have been two cameras installed at Russell Street Park. Director Reed also added that Matt Strobel being off for his personal injury, some Park Servicers staff has been acting as Leadman in his absence. Both Chad Gravatt and Chase Withers have done an exceptional job of stepping up into the position with no problems.

Director Reed advised the Commissioners that Park Services have installed parking blocks at Russell Street Park. Park Services is also working on picnic table construction and the plan is to have additional materials at the shop for additional new construction or replacement of picnic tables as needed. Park Services is currently working on getting the soccer fields ready for the beginning of the spring season. Director Reed showed the Commissioners pictures of the addition to the shed at the shop and repair of the sidewalk by Goofy Golf. Director Reed added that the scrap metal that was located by the shed was taken for recycling and we received $172.00 for the metal. A picture was shown of the chemical bin that was built at the shop, this was built after the pesticide training that was attended by Chad Gravatt and Steve Clendenin, there has been signage added since the construction. A picture of the installed teeter totters on the Southeast corner of Ray Fosse Park was shown. Director Reed added that there wasn’t enough room in the chemical cabinet that was previously purchased so he showed the Commissioners a picture of an additional cabinet that was purchased to accommodate the chemicals; this is to keep the Marion Park District OSHA and IDOL compliant. The final pictures were of the damage done from the vandalism at THE Bark Park.

7. Commissioner Reports

Commissioner Gardiner inquired about the Crisp Container TIF and if we approved that. Commissioner Gott and Director Reed advised that was approved during a regular meeting.

Commissioner Sheffler stated that the drainage at Pyramid worked very well during the excessive rain over the weekend.

Commissioner Gott advised that there is still work being done with donations for the inclusive playground and Jay Schafer is working on agreements for those choosing to donate over a period of time. There was a confirmation of donation from Aisin and First Southern Bank will be donating $3,000. He does have a meeting this week and next week and hopefully we can secure more funds. Director Reed added that he spoke with Dee Stalhut Business Manager of the IUOE and went over the site preparation plans for the inclusive playground. The meeting went very well and Director Reed was advised that Mr. Stalhut was confident that he could get the labor and contractor donated for recognition and there will be very minimal cost to the site preparation. Commissioner Gott advised that we are still working on the agreement with Heartland Regional Medical Center. The sticking point is the recognition of additional sponsors at the location. Commissioner Gott advised that Jay Schafer has spoken to Hans Driessnack, COO of Heartland, and believes that the agreement will be completed soon with hopes of doing a ribbon cutting in April 2018. Director Reed advised the Commissioners in order to get this playground going, we may to secure funding with a local institution as well as restructure some of the Capital funding to finance the project. Director Reed explained that some of the projects on the list may have to be postponed. There was discussion of the timeframe of the inclusive playground and how the finances can be restructured by the Commissioners and Director.

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. Real Estate – the acquisition or lease of real property or the selling or rental price of real estate.
d. Vacancy – the consideration of the appointment of a member to fill a vacancy on the Board of Commissioners.
Commissioner Sheffler made a motion at 7:48 p.m.; seconded by Commissioner Gardiner 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 8:08 p.m.; seconded by Commissioner Gardiner to approve reconvening into Open Session. Roll called. Motion carried with unanimous vote.

10. New Business

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

Commissioner Gott advised that this needs to be tabled due to correspondence with our attorney, Jay Schafer, and COO, Hans Driessnack, of Heartland Regional Medical Center regarding the language of the agreement.

Commissioner Gardiner made a motion at 8:09 p.m.; seconded by Commissioner Sheffler to table Heartland Regional Medical Center agreement for the Inclusive Playground. Roll called. Motion carried with unanimous vote.

b. Open sealed bids for the design / build renovation of the tennis courts at Russell Street Park.

Director Reed advised the Commissioners they will need to review the prequalification information first and a spreadsheet of the prequalification information is in their packets. He also advised that he worked with Brian Zeigler regarding the qualifications and did research on how to put the information together. An ad was put in the paper along with the State Statute. To make sure that the Park District has a certified tennis court contractor bid we requested that prequalification information be submitted by February 20th. The prequalification information was reviewed and per Brian’s suggestion, the Board should go through the prequalification information to make a determination whether they qualify for to open their bid for the project. Commissioner Gott read the prequalification information to the Commissioners. Commissioner Gott read letter submitted by McConnell and Associates. McConnell and Associates submitted their prequalification first at 11:00 a.m. the due date. Commissioner Gott then read the 2nd letter submitted by E.T. Simonds which was submitted at 3:30 p.m.

Commissioner Gott states based on the information received regarding the qualifications for the tennis court renovation, he would entertain a motion to address what bid would be opened based on the information provided.

Commissioner Gardiner made a motion to accept the bid of MAC (McConnell and Associates)

Commissioner Sheffler asks if they could open both bids, Commissioner Gott advised that since E.T. Simonds doesn’t qualify their bid couldn’t be opened.

Commissioner Gardiner made a motion to only accept / open the McConnell and Associates bid since they are the only firm that met the prequalification standards at 8:23 p.m.; seconded by Commissioner Sheffler. Roll called. Motion carried with unanimous vote.

Commissioner Gott opened the sealed bid of McConnell and Associates.

Commissioner Gott read there are two (2) bids; first bid is for construction of courts using asphalt in the amount of $311,400 and second is for construction of courts using concrete overlay in the amount $298,467.

c. Discuss / Approve awarding contractor for the design / build renovation of the tennis courts at Russell Street Park from sealed bids.

Commissioner Sheffler made a motion at 8:28 p.m.; seconded by Commissioner Gardiner to table awarding contractor for the design / build renovation of the tennis courts at Russell Street Park from sealed bids. Roll called. Motion carried with unanimous vote.

Commissioner Sheffler asks how we get to look at E.T. Simonds bid, Director Reed advised they didn’t prequalify you don’t get to look at their bid. Commissioner Gott states it could be rebid and Director Reed states that you could scale it back and do a repair instead of a renovation. Commissioner Gardiner would like each Commissioner to receive the bid information and study it. Director Reed will contact our attorney to see how we should proceed.

d. Discuss / Approve the quotes for the Inclusive Playground from Cunningham Recration / GameTime and begin action on the quotes received.

Director Reed states that this needs to be tabled until he can review the information for funding.

Commissioner Sheffler made a motion at 8:57 p.m.; seconded by Commissioner Gardiner to table the quotes for the Inclusive Playground from Cunningham Recreation / GameTime and begin action on the quotes received. Roll called. Motion carried with unanimous vote.

e. Discuss / Approve hiring of Managers and Assistant Manager at the Aquatic Center (Christy Underwood – Manager)

Director Reed advised the Commissioners that he would like to name Christy Underwood as Manager and Emily Stroud as Assistant Manager at the Aquatic Center.

Commissioner Sheffler made a motion at 8:31 p.m.; seconded by Commissioner Gardiner to approve hiring Christy Underwood – Manager and Emily Stroud – Assistant Manager at the Aquatic Center. Roll called. Motion carried with unanimous vote.

f. Discuss / Approve wage for Manager and Assistant Manager positions at the Aquatic Center.

Director Reed advised he would like to propose a wage for Manager, Christy Underwood, of $13.50 per hour and a wage for Assistant Manager, Emily Stroud, of $10.50 per hour at the Aquatic Center.

Commissioner Sheffler made a motion at 8:33 p.m.; seconded by Commissioner Gardiner to approve wages for the Manager, Christy Underwood, of $13.50 per hour and a wage for Assistant Manager, Emily Stroud, of $10.50 per hour at the Aquatic Center. Roll called. Motion carried with unanimous vote.

g. Discuss / Approve hours for Manager and Assistant Manager for March / April / May 2018 in preparation for 2018 Aquatic Center (40 hours per Manager and Assistant Manager for the 3 month period).

Director Reed advised the hours are per month hours for the preparation.

Commissioner Sheffler made a motion at 8:34 p.m.; seconded by Commissioner Gardiner to hours for Manager and Assistant Manager for March / April / May 2018 in preparation for 2018 Aquatic Center (40 hours per Manager and Assistant Manager per month for the 3 month period). Roll called. Motion carried with unanimous vote.

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

This item needs to be tabled because language needs revised regarding Pepsi products sold at the parks.

Commissioner Gardiner made a motion at 8:35 p.m.; seconded by Commissioner Sheffler to table MYBSA lease of N. Otis Street concession building for revisions of the language regarding Pepsi. Roll called. Motion carried with unanimous vote.

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

This item needs to be tabled because language needs revised regarding Pepsi products sold at the parks.

Commissioner Gardiner made a motion at 8:35 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.

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

This item needs to be tabled because language needs revised regarding Pepsi products sold at the parks.

Commissioner Gardiner made a motion at 8:36 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.

k. Discuss / Approve the triathlon for July 21, 2018 with Alex Robertson, volunteer, as triathlon race director.

Commissioner Sheffler made a motion at 8:36 p.m.; seconded by Commissioner Gardiner to approve the triathlon for July 21, 2018 with Alex Robertson, volunteer, as triathlon race director. Roll called. Motion carried with unanimous vote.
l. Discuss / Approve the City of Marion holding the Memorial Day event at Ray Fosse Park on May 28, 2018.

Commissioner Sheffler made a motion at 8:38 p.m.; seconded by Commissioner Gardiner to approve the City of Marion holding the Memorial Day event at Ray Fosse Park on May 28, 2018. Roll called. Motion carried with unanimous vote.

m. Discuss / Approve offering a free swim day on May 28, 2018 for the Memorial Day event.

Commissioner Sheffler made a motion at 8:39 p.m.; seconded by Commissioner Gardiner to approve offering a free swim day on May 28, 2018 for the Memorial Day event. Roll called. Motion carried with unanimous vote.

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

Director Reed advised that this needs to be tabled so he can work on re-distributing funds for the Inclusive Playground and tennis court renovations.

Commissioner Gardiner made a motion at 8:39 p.m.; seconded by Commissioner Sheffler to table prioritizing / finalizing the list of Capital Projects. Roll called. Motion carried with unanimous vote.

11. Next Meeting Date: March 27, 2018

Commissioner Gott advised that he will not be here for that meeting due because he will be out of town. The Commissioners had a discussion on a date that would be better to reschedule. Commissioners will reschedule the meeting to Thursday, March 22, 2018 at 7:00 p.m.

12. Adjournment

Commissioner Gardiner made a motion at 8:49 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