Meeting Minutes – March 22, 2018

Minutes
Regular Meeting of
The Marion Park District
Board of Commissioners
March 22, 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 7:03 p.m. with the
following Commissioners present:

Commissioner Gardiner
Commissioner Sheffler
Commissioner McReynolds
Commissioner Gott

2. Open Forum

Ken Roberts and Justan Vaughn are present for a Q/A for the Commissioners regarding the tennis court bid that will be presented later in the meeting.

3. Approval of March 22, 2018 Agenda

Commissioner Gardiner made a motion at 7:04 p.m.; seconded by Commissioner Sheffler to approve the March 22, 2018 agenda. Roll called. Motion carried with unanimous vote.

4. Approval of Regular Meeting Minutes: February 27, 2018

Commissioner Gardiner made a motion at 7:06 p.m.; seconded by Commissioner Sheffler to approve the February 27, 2018 minutes. Roll called. Motion carried with unanimous vote.

5. Approval of February 2018 Financial Report

Commissioner Gott went over the highlights on the financial reports with the Commissioners. Commissioner Gott explained that two (2) transfers were for payroll expenses, the $3,000 deposit was from the Kiwanis Club donation for the Inclusive Playground, there are other checks listed (4-wheeler purchase and insurance).

Commissioner Sheffler made a motion at 7:08 p.m.; seconded by Commissioner McReynolds to approve the February 2018 Financial Report. Roll called. Motion carried with unanimous vote.

Commissioner Gott requested a motion to move to item # 7, Commissioner Reports.

Commissioner Sheffler made a motion at 7:09 p.m.; seconded by Commissioner McReynolds. Roll called. Motion carried with unanimous vote.

7. Commissioner Reports

Commissioner Gott asked if any of the Commissioners had anything to report, Commissioner Gardiner stated no, Commissioner Sheffler stated no, and Commissioner McReynolds stated no.

Commissioner Gott wanted to update the Commissioners on the Inclusive Playground agreement with Heartland Regional Medical Center. The final approval is complete with HRMC. There were several issues that have been ironed out regarding signage and pictures were shown to the Commissioners of projected signs for the entryway and other small donor signs. The agreement should be completed in the next few weeks and then we will receive our first check. Jay Schafer is working on a donation agreement for the other donors. Commissioner Gott also advised the Commissioners of the issues with MYBSA and field rentals.

Director Reed joined the meeting at 7:15 p.m.

Commissioner Gott asked for a motion to move to item # 10b in Old Business.

Commissioner Sheffler made a motion at 7:21 p.m.; seconded by Commissioner Gardiner to approve moving to item # 10b of Old Business, Discuss / Approve 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.

10. Old Business

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

Commissioner Gott advised that there was only one qualified bid during the last meeting for the design / build renovation of the tennis courts at Russell Street Park and it was from McConnell and Associates. The item was tabled so that there could be discussion with Justan Vaughn of McConnell and Associates regarding the bid specs. At this time we have Justan Vaughn with McConnell and Associates and Ken Roberts with General Acrylics to discuss and help explain the information in their bid.

Director Reed advised that he sent out the renderings and the new proposals to all the Commissioners as well as the redistribution of funds. Director Reed advised that two (2) avid tennis communities contacted him regarding the playing surface and questions regarding cutting the size of the playing surface. They were going to attend the meeting but Director Reed believes all concerns were answered prior to the meeting time.

Director Reed gave the floor to Justan Vaughn and Ken Roberts and advised the Commissioners to ask questions if they had any.

Commissioner Gott asked if the courts have always been oversized or have things changed with Ken Roberts responding that they have always been oversized; the playing area has always been the same it is the boundaries that are oversized. Ken Roberts states that the alleys are usually 12 foot but can be more than that to put benches on or a referee stand.
Commissioner Sheffler states his concern is making the site usable for years to come. Justan Vaughn explained that post-tension concrete (PT concrete) is relatively new (20 years) and is the go to for new facility construction as well as rebuilding facility construction. It is a very cost effective way for existing courts to overlay the courts and not have the fear of any cracking in the surface, basically is there is ground movement it is not going to reflect on the surface. Commissioner Sheffler asked by going this route we are saving money compared to the asphalt and gaining longevity of the courts, with Justan Vaughn agreeing. Commissioner Sheffler asked Justan if he has a concern with the soil being too soft in that area of construction, with Justan replying not with post tension, but with the asphalt base they would mill the existing surface adding more rock to obtain the correct slope and build on top of that. Without a soil sample it isn’t really easy to answer.
Commissioner Gott questioned with the PT concrete is there no cracks or limited cracks and Justan explained that all concrete cracks. The PT cables will have 30,000 lbs. of pressure put on them and as concrete cures it shrinks it size so that compression will pull everything together. During the curing process you may see some cracks but they will not grow larger or cause the concrete cables to rust or rot. Ken Roberts added that this project will still have to maintained and resurfaced with the acrylic top. Commissioner Gott asked if the cracks that are existing there now, will those form again; Justan replied no not with the PT concrete. Justan explained the process of the curing of the concrete and tightening of the cables. Commissioner Gott asked if there was any warranty for the work and then reviewed the quote with warranty information included; Justan then explained there is a better warranty with PT concrete.
Commissioner Sheffler asked what the timeline would be from start to finish; Justan advised it would be 60 days or less. Commissioner Sheffler also asked it this bid was approved tonight, when the construction would begin; Justan advised it would be at least 3 weeks before construction could begin. Commissioner Sheffler stated that the whole month of April will be lead time for the cables and construction should be completed by July 4th, with Justan agreeing and feels comfortable with the timeline of completion.
Commissioner McReynolds questioned the $30,000 difference between the bid that was opened during last meeting and the new bid. Justan explained the difference to the Commissioners. Director Reed explained that there is a maintaining issue and not a base issue for the future and future Boards.
Commissioner Sheffler asked Ken Roberts if there is a wear difference of the acrylic on either of the surfaces with Ken Roberts responding there is no difference. Justan advised for the PT concrete you have to acid wash the concrete and add a primer. Commissioner Sheffler questioned the recoating in 8 years would this need to be done again with Justan and Ken replying it would only be used for the initial install unless it is let go too long or is back down to bare concrete then that area may have to be cleaned up.
Commissioner McReynolds asked if the courts can be inspected every year with Justan replying he would come every year if he was asked.
Justan gave the Commissioners a background on his work with tennis courts.
Commissioner Gott asked if they have their own suppliers, with Justan explaining they have their own coatings and Ken advising they use the same suppliers and parent companies.
Commissioner Gott asked Director Reed what his thoughts on the quote and the pricing and additions. Director Reed states we wouldn’t need the construction fencing or the seeding in the quote. He added that he did decide on the vinyl coated fencing which it would be an addition; Justan added the post will be the galvanized post because they are reusing what is currently there. It was decided that Justan would get a price on vinyl coated posts or the posts can be painted prior to installation. Director Reed advised Justan that he would like to keep the posts for repurposing. Director Reed informed the Commissioners what his calculations were based upon.

Commissioner Gott asked for a motion to approve awarding contractor for the design / build renovation of the tennis courts at Russell Street Park from sealed bids to McConnell & Associates from the bid in the amount of $241,625.00 as well as the option for the vinyl coated fence in the amount of $2,145.00 for a total amount of $243,770.00.

Commissioner Sheffler made a motion at 8:01 p.m.; seconded by Commissioner McReynolds to approve awarding contractor for the design / build renovation of the tennis courts at Russell Street Park from sealed bids to McConnell & Associates from the bid in the amount of $241,625.00 as well as the option for the vinyl coated fence in the amount of $2,145.00 for a total amount of $243,770.00. Roll called. Motion carried with unanimous vote.

Commissioner Gott asked for a motion to move back to item # 6 Department Reports.

Commissioner Sheffler made a motion at 8:10 p.m.; seconded by Commissioner Gardiner to move back to item # 6 Department Reports. Roll called. Motion carried with unanimous vote.

6. Department Reports
a. Administration
b. Park Services

Commissioner Gott advised Director Reed that they had already gone through items
1 – 5 and asked if he had anything to add on the Financial Report. Director Reed advised that he really goes by the highlights and financially the Park is looking good.

Director Reed moved to the Administrative Report and advised the Commissioners of highlights of the report. Director Reed advised the Commissioners that this year at the Aquatic Center we will hire staff for the concession area and begin taking that responsibility on. Director Reed noted we received a 25th Anniversary plaque from IPARKS for 2018 and based on our history and amount claims over the last 3 years we have qualified for the exemplary program and will receive a 3% reduction in the risk pool for the next 3 years. Director Reed advised that Jaret Blumenstock will no longer be doing concessions with MYBSA and will have all of his belongs removed from the Park property by Monday.

Director Reed advised the Park Services employees have been doing an outstanding job and we have added Clinton Hubbs as a temporary employee. Director Reed also showed pictures of Park Services projects to the Commissioners.

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.
Commissioner Gardiner made a motion at 8:34 p.m.; seconded by Commissioner Sheffler to approve going into Executive Session. Roll called. Motion carried with unanimous vote.
Commissioner Gott restarted the recorded because he failed to read item c. of the Executive Session which is vacancy. Commissioner Gott reread the motions and time.

9. Reconvene to Open Session (possible actions following Executive Session)

Commissioner Sheffler made a motion at 9:15 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 and the information he presented in the Commissioner Reports.

Commissioner Sheffler made a motion at 9:20 p.m.; seconded by Commissioner McReynolds to table Heartland Regional Medical Center agreement for the Inclusive Playground. Roll called. Motion carried with unanimous vote.

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

Director Reed states that this needs to be tabled until the financing can be reviewed and HRMC agreement is signed.

Commissioner Gardiner made a motion at 9:21 p.m.; seconded by Commissioner McReynolds 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.

d. 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 Gott explained the contract with Pepsi MidAmerica to the other Commissioners and that further contact needs to be made with them regarding the contract.

Commissioner Gardiner asked if they wanted to come up with a counter proposal or let Director Reed work on it. Commissioner McReynolds states he would like to leave it up to Director Reed with the other Commissioners in agreeance.

Commissioner Gardiner made a motion at 9:31 p.m.; seconded by Commissioner McReynolds to table MYBSA lease of N. Otis Street concession building for revisions of the language regarding Pepsi. Roll called. Motion carried with unanimous vote.

e. 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 9:32 p.m.; seconded by Commissioner McReynolds 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.

f. 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 9:33 p.m.; seconded by Commissioner McReynolds to table Batting Cage and Goofy Golf lease for 2018 for revisions of the language regarding Pepsi. Roll called. Motion carried with unanimous vote.

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

Director Reed explains to the Commissioners the redistribution of funds for funding the Inclusive Playground and tennis court renovations.

Commissioner Sheffler made a motion at 9:42 p.m.; seconded by Commissioner Gardiner to approve the redistribution of funds proposed by Director Reed for the list of Capital Projects. Roll called. Motion carried with unanimous vote.

11. New Business

a. Discuss Marion Garden Club will hold their Arbor Day dedication on April 27, 2018 at 9:00 a.m. at THE Bark Park.

b. Discuss / Approve request for financing for Inclusive Playground Project.

Commissioner Sheffler made a motion at 9:49 p.m.; seconded by Commissioner McReynolds to approve request for financing for the Inclusive Playground project. Roll called. Motion carried with unanimous vote.

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

Commissioner Gardiner made a motion at 9:50 p.m.; seconded by Commissioner Sheffler to table agreement between Marion Park District and Pepsi MidAmerica. Roll called. Motion carried with unanimous vote.

d. Discuss / Approve invoice from Hudgens & Meyer from June 2017 to February 2018 and payment to be issued.

Commissioner Gardiner made a motion at 9:55 p.m.; seconded by Commissioner Sheffler to approve invoice from Hudgens & Meyer from June 2017 to February 2018 and payment to be issued. Roll called. Motion carried with unanimous vote.

12. Next Meeting Date: April 24, 2018

13. Adjournment

Commissioner Gardiner made a motion at 9:58 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