Meeting Minutes – June 21, 2018

Minutes
Regular Meeting of
The Marion Park District
Board of Commissioners
June 21, 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 7:01 p.m. with the
following Commissioners present:

Commissioner Gardiner
Commissioner Sheffler
Commissioner McReynolds
Commissioner Welch
Commissioner Gott

2. Open Forum

There are no public attendees currently.

3. Approval of June 21, 2018 Agenda

Commissioner Gardiner made a motion at 7:02 p.m.; seconded by Commissioner McReynolds to approve the June 21, 2018 agenda. Roll called. Motion carried with unanimous vote.

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

Commissioner McReynolds made a motion at 7:03 p.m.; seconded by Commissioner Gardiner to approve the May 22, 2018 minutes. Roll called. Motion carried with unanimous vote.

5. Approval of May 2018 Financial Report

Director Reed stated on the monthly highlights on the 18% reserve we are over $150,000, if there was a draw down of $120,000 we would still be $100,000 to the good on our cash reserve. Director Reed added that at 11 months our expenditures should be at 91.6% and we are currently at 81.1%.
Commissioner Sheffler made a motion at 7:06 p.m.; seconded by Commissioner Welch to approve the May 2018 Financial Report. Roll called. Motion carried with unanimous vote.

6. Department Reports
a. Administration
b. Park Services
c. Aquatic Center

Commissioner Gott moved to the Department Reports and gave Director Reed the floor to go over the Administration Report. Director Reed read an email from Rylie Brackney from Ameren Illinois regarding the donation and outreach opportunities for a press release and social media strategies. Ameren has direct deposited the $5,000 grant. He added the Heartland Regional Medical Center employees have donated $1,000 to the playground. Director Reed states that THE Bark Park has exceeded his expectations we have brought in $2,600 and has paid for a pavilion. Director Reed advised the Commissioners that we scored a 98 from Bi-County Health and Kim has completed her OMA and FOIA training. The tennis courts are right on line with the July 4th date for opening. Director Reed advised the Commissioners that Kim and himself attended a conference call for the “Meet Me at the Park”, NRPA / Disney grant. There are some things that we need to complete on our end, but it doesn’t have to be completed until the first of November 2018. Director Reed has reached out to Timberline Fresh and the Deiderich Foundations regarding being sponsors or donors. There were two (2) tournaments in the month of June. All four tournaments for this year had around 40 teams per tournament participating. Director Reed advised that our internet with Frontier has a terrible download and Kim has researched different providers and it has been decided to switch to Protek Communications and have made a two-year verbal commitment. Commissioner Gott added that he was approached by an individual regarding the Park District offering yoga. Administrative Assistant Kim advised the Commissioners that a new Wi-Fi router was installed in the concession area to effectively run the SquareCard machine.

Commissioner Gott moved onto the Park Services report. Director Reed reported that Josh Patula has started and is doing a good job without any direction. The mowing has slowed down but it still taking about 3 days to complete. The new Exmark mower is working fine. Director Reed advised the Commissioners that the new grates have been received and installed and brought a section of the original grating for them to see. The grates were installed by Park Services and Aquatic Center staff. The bottoms of Pharaoh’s Way Disc Golf have been bush hogged. Park Services Tech I Chase Withers and Director Reed placed the speed bumps at Ray Fosse Park on Otis Street. Director Reed added there was a large oak tree removed at the shop and he finished out the red shale purchase from the Capital Projects which will be used to finish up the fields and bags complex. Director Reed also advised the Commissioners there is an issue with the Kioti Tractor and is currently working on a warranty issue. Pictures of Park Services safety gear and projects were shown to the Commissioners.

Commissioner Gott moved to the Aquatic Center report. Director Reed advised that the Memorial Day event started off the opening with 577 people and all guards, managers and concession staff working. Director Reed advised the average attendance is around 80 swimmers and he believes that ½ price Friday has helped contribute to that and concession sales is good.

7. Commissioner Reports

Commissioner Gott asked if any Commissioners had anything to report. Commissioner
Gardiner stated he had nothing to add. Commissioner Sheffler asked if the square boxes at Jones Park are a good place for the Girl Scouts to play flowers, Director Reed advised yes that would be fine. Commissioner McReynolds and Commissioner Welch stated neither had nothing to add. Commissioner Gott asked Director Reed if Keith Beasley is happy with the concessions this season, Director Reed added that he was very happy. Commissioner Gott stated that Ameren would like to do a check presentation sometime in the next week if any Commissioners were available to attend. Commissioner Gott also added that the HUB Recreation Director is leaving. He also added that the Church of God is going to give the football program an area for football.

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 McReynolds made a motion at 7:49 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 8:18 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 MYBSA lease of N. Otis Street concession building.

Per Director Reed the following items need to be tabled until information is received from Knute Aronson with Pepsi MidAmerica.

Commissioner Gardiner made a motion at 8:20 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.

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

Commissioner Gardiner made a motion at 8:20 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.

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

Commissioner Gardiner made a motion at 8:20 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.

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

Commissioner Gardiner made a motion at 8:20 p.m.; seconded by Commissioner Sheffler to table the agreement between Marion Park District and Pepsi MidAmerica. Roll called. Motion carried with unanimous vote.

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

1. Discuss / Approve Bids for Asphalt resurfacing at Ashley Park and Jones Park from E.T. Simonds and Town & Country Paving.
2. Discuss / Approve invoices from McConnell Associates for tennis court renovation.
a. Fencing – $14,107.50 from Capital Projects
b. Concrete work & testing – $184,489.50 (
3. Discuss / Approve drainage grating at Aquatic Center
a. Grating & shipping – $10,039.30

Commissioner McReynolds made a motion at 8:40 p.m.; seconded by Commissioner Welch to approve the bids and invoicing for the above listed items. Roll called. Motion carried with unanimous vote.

11. New Business

a. Discuss/ Approve wage increase (retroactive to May 21, 2018) for Park Services Tech III, Clinton Hubbs, from $11.00 per hour to $12.00 per hour.

Commissioner Gardiner made a motion at 8:42 p.m.; seconded by Commissioner McReynolds to approve the wage increase for Park Services Tech III, Clinton Hubbs, from $11.00 per hour to $12.00 per hour retroactive to May 21, 2018. Roll called. Motion carried with unanimous vote.

b. Discuss / Approve wage increase for Administrative Assistant Kim Bauernfeind effective July 1, 2018 (FY19) from $16.00 per hour to $17.00 per hour.

Commissioner Sheffler made a motion at 8:43 p.m.; seconded by Commissioner Gardiner to approve a wage increase for Administrative Assistant, Kim Bauernfeind, effective July 1, 2018 (FY19) from $16.00 per hour to $17.00 per hour. Roll called. Motion carried with unanimous vote.

c. Discuss / Approve Revenues by Source Ordinance 18-05.

Commissioner McReynolds made a motion at 8:44 p.m.; seconded by Commissioner Sheffler to approve Revenues by Source Ordinance 18-05. Roll called. Motion carried with unanimous vote.

d. Discuss / Approve FY2019 Final Budget Ordinance 18-06.

Commissioner McReynolds made a motion at 8:45 p.m.; seconded by Commissioner Sheffler at approve FY2019 Final Budget Ordinance 18-06. Roll called. Motion carried with unanimous vote.

e. Discuss / Approve Prevailing Wage Ordinance 18-07.

Commissioner Sheffler made a motion at 8:46 p.m., seconded by Commissioner Gardiner to approve Prevailing Wage Ordinance 18-07. Roll called. Motion carried with unanimous vote.

f. Discuss / Approve Security contract with Southern Illinois Security Consultants for FY2019.

Commissioner Sheffler made a motion at 8:47 p.m., seconded by Commissioner Gardiner to approve the Security contract with Southern Illinois Security Consultants for FY2019. Roll called. Motion carried with unanimous vote.

g. Discuss / Approve IPARKS liability insurance policy renewal for FY2019 and the payment of premium in the amount of $35,533.00.

Commissioner Sheffler made a motion at 8:48 p.m., seconded by Commissioner McReynolds to approve IPARKS liability insurance policy renewal for FY2019 and the payment of premium in the amount of $35,533.00. Roll called. Motion carried with unanimous vote.

h. Discuss / Approve accepting the Memorandum of Understanding and Grant from NRPA (National Recreation and Park Association).

Commissioner Sheffler made a motion at 8:50 p.m., seconded by Commissioner McReynolds to approve the Memorandum of Understanding and Grant from NRPA (National Recreation and Park Association). Roll called. Motion carried with unanimous vote.

i. Discuss / Approve proposed information from Vicki Waterbury regarding renaming a baseball field in Ray Fosse Park after Steve Waterbury.

There was a discussion of the criteria for renaming the fields, there is no criteria in place and past practice has been previous service work rather than field play of the individual. The information provided doesn’t meet the past criteria used in renaming fields.

Commissioner Gott asked for a motion to be made regarding the renaming of the field.

No motion made by the Commissioners, the item dies for a lack of motion at 9:06 p.m.

j. Discuss / Approve executing the agreement between Heartland Regional Medical Center and Marion Park District for the Inclusive Playground.

Commissioner Sheffler made a motion at 9:10 p.m., seconded by Commissioner Welch to approve executing the agreement between Heartland Regional Medical Center and Marion Park District for the Inclusive Playground. Roll called, Commissioner Gardiner – yay, Commissioner Sheffler – yay, Commissioner McReynolds – yay, Commissioner Welch – yay, Commissioner Gott – silent. Motion carried with a 4-0 vote.
k. Approval of Executive Session minutes from December 28, 2017, January 23, 2018, February 27, 2018, March 22, 2018, April 24, 2018 and May 22, 2018 to remain closed with or without exception.

Commissioner Sheffler made a motion at 9:11 p.m., seconded by Commissioner Gardiner to approve Executive Session minutes from December 28, 2017, January 23, 2018, February 27, 2018, March 22, 2018, April 24, 2018 and May 22, 2018 and to remain closed without exception. Roll called. Motion carried with unanimous vote.

12. Next Meeting Date: July 24, 2018

13. Adjournment

Commissioner Gardiner made a motion at 9:12 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