Meeting Minutes – May 22, 2018

Minutes
Regular Meeting of
The Marion Park District
Board of Commissioners
May 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 7:06 p.m. with the
following Commissioners present:

Commissioner Gardiner
Commissioner McReynolds
Commissioner Gott
Commissioner Sheffler

2. Open Forum

There are several attendees. John Hackmann & John Holst are present for an item on the
agenda, Heath Welch is present, Marcus Lacy is present to discuss Boyton Street Community Center and Vicky and Autumn Waterbury are present to present information regarding renaming a ball field at Ray Fosse Park.

Commissioner Gott asked Ms. Waterbury if she would like to go ahead and address the Board. Vicki Waterbury attended to discuss the possibility of renaming a field at Ray Fosse Park after Steve Waterbury. Ms. Waterbury stated that there are 2 fields that are not named at the ball complex and her grandson plays ball at the field every summer. It is her wish to have one of the fields named after Steve Waterbury. Commissioner Gott advised Ms. Waterbury to comprise a list or short bio of information on Steve Waterbury which can be submitted to Director Reed and he will include it on the June agenda for Board consideration.

Marcus Lacy first would like to discuss employment for minorities within the Marion Park District or City of Marion. He has put in several applications and has a clean background. He is also attending the meeting as a representative of Boyton Street Community Center as well as a citizen. Director Reed asked Mr. Lacy if he has an application on file, he stated that he just received an application. Commissioner Gott addressed the first issue regarding employment and advised Mr. Lacy that we do hire temporary people, full-time staff is full at the moment, but we are limited to two (2) temporary employees at one time with the CBA. Mr. Lacy asked the Board about the hiring process of the Marion Park District. Director Reed advised Mr. Lacy that all of the positions are currently filled but there is occasional need for temporary help. Mr. Lacy states that he wanted to know if there is an employee with a minority status employed at the Park District, Commissioner Gott states other than a female, we don’t have anyone of minority status working for the Park District. Mr. Lacy also commented on the need for speed bumps at Jones Park as well as reconstruction or boundaries of the basketball courts. Commissioner Gott advised that the speed bumps will be discussed during this meeting on Monroe and Gent Street’s at Jones Park. Commissioner Gott states that the information is being looked into and advised that Director Reed will research.

3. Approval of May 22, 2018 Agenda

Commissioner Gardiner made a motion at 7:21 p.m.; seconded by Commissioner Sheffler to approve the May 22, 2018 agenda. Roll called. Motion carried with unanimous vote.

Commissioner Gott asked for a motion to move to item 11a, Discuss / Approve Marion First United Methodist Church administering a lunch program at Pyramid Park (North Pavilion) starting May 29, 2018 and running through August 10, 2018. Commissioner Sheffler made a motion at 7:22 p.m.; seconded by Commissioner McReynolds moving to item 11a of the agenda. Roll called. Motion carried with unanimous vote.

John Hackmann and John Holst presented the Commissioners a program that will allow kids a free lunch during the summer. This program is called the “Twigs” program and has been administered by John Hackman previously in other towns. The two churches will join together and have volunteers for the program. The volunteers will have background checks and they will provide the Park District with a certificate of liability insurance.

Commissioner Gott requested a motion to approve Marion First United Methodist Church administering the “Twigs” program at Pyramid Park from May 29 through August 10, 2018.

Commissioner Sheffler made a motion at 7:31 p.m.; seconded by Commissioner McReynolds to approve Marion First United Methodist Church administering the “Twigs” program at Pyramid Park from May 29 through August 10, 2018. Roll called. Motion carried with vote.

Commissioner Gott requested a motion to move back to item # 4 on the agenda.

Commissioner Gardiner made a motion at 7:32 p.m.; seconded by Commissioner Sheffler to move back to item # 4 approval of Regular Meeting Minutes: April 24, 2018. Roll called. Motion carried with vote.

4. Approval of Regular Meeting Minutes: April 24, 2018

Commissioner McReynolds made a motion at 7:35 p.m.; seconded by Commissioner Gardiner to approve the April 24, 2018 minutes. Roll called. Motion carried with unanimous vote.

5. Approval of April 2018 Financial Report

Commissioner Gott asked Director Reed if there are any items that need to be addressed. Director Reed states that we are over 18% cash reserve. Our overall percentage we should be at 86% and we are in better shape this month than we were last month.

Commissioner Sheffler made a motion at 7:38 p.m.; seconded by Commissioner McReynolds to approve the April 2018 Financial Report. Roll called. Motion carried with unanimous vote.

6. Department Reports
a. Administration
b. Park Services

Director Reed states that we will be receiving a $5,000 grant from Ameren Illinois. Director Reed showed the Commissioners pictures of the Arbor Day ceremony held at THE Bark Park on April 27, 2018 and Commissioner Gardiner was in attendance for the ceremony. Director Reed hit on several highlights which included the accident at the shop with Chad Gravatt, the tennis court concrete pour, and the workwear policy that Director Reed administered and showed the hats that were purchased for the Park Services Department.

Commissioner Gott moved onto the Park Services report. Director Reed reported that Eli Harlan has been injured at home and will not be working this summer. Josh Patula will be working as a temporary summer employee and will start on Memorial Day. Director Reed advised that there is a struggle with keeping up with the mowing and weed eating. Director Reed states that there is a record of mowing if the Commissioners would like to review. We have deferred over $1,000 in overtime / double-time costs this pay period with comp time. The walk in cooler at the baseball concession building go out and Fowler came out to repair an A-coil and the paint sprayer that was purchased 3 years ago needed the pump replaced and has been ordered.

7. Commissioner Reports

Commissioner Gott asked if any Commissioners had anything to report. Commissioner
Gardiner had a few items to discuss regarding repairs. First he asked Director Reed about
the backside of the swimming pool. Director Reed advised that he has already spoken to
Christy Underwood regarding getting a new Marion Marlins logo and possibly having the Marion High School Art classes to update the mural. Commissioner Gardiner also mentioned some painting needing down on the pool facility with Director Reed responding that is on Park Services list of items to do.
Commissioner Sheffler advised that he attended the 1st and 2nd meeting at the Boyton Street Community Center regarding the activities in and around Jones Park. Commissioner Sheffler states he doesn’t believe that cameras are a good idea because we are only trying to protect our assets and the safety is a community based concern. Commissioner Sheffler also added about the basketball courts and the complaints about needing extra asphalt on the lanes. Director Reed advised that he can have Town and Country and E.T. Simonds to redo their bids to include that along with the Ashley Park parking.
Commissioner McReynolds didn’t have anything to add at this time.
Commissioner Gott updated the Commissioners regarding the Ameren grant. Ameren would like to do a check presentation and asked the other Commissioners if they would like to be present. Commissioner McReynolds advised Commissioner Gott to set it up and send the information out and if any other Commissioners can be present they will attend. Commissioner Gott also added that he agrees with Commissioner Sheffler regarding the protecting of the assets at Jones Park. He also did add that he received very positive remarks regarding the cleanliness of Jones Park including the bathrooms

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 Sheffler made a motion at 8:19 p.m.; seconded by Commissioner McReynolds to approve going into Executive Session. Roll called. Motion carried with unanimous vote.

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

Commissioner Gardiner made a motion at 9:01 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 Sheffler made a motion at 9:02 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.

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

Commissioner Sheffler made a motion at 9:02 p.m.; seconded by Commissioner Gardiner 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 Sheffler made a motion at 9:02 p.m.; seconded by Commissioner Gardiner 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 Sheffler made a motion at 9:02 p.m.; seconded by Commissioner Gardiner 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.

Commissioner Gardiner made a motion at 9:04 p.m.; seconded by Commissioner Sheffler to table prioritizing / finalizing the list of Capital Projects. Roll called. Motion carried with unanimous vote.

11. New Business

b. Discuss / Approve FY2019 Tentative Budget Ordinance 18-03.

Commissioner Gott advised that the highlights the budget is lower and there appears to be a deficit, which is explained by Director Reed that it isn’t a deficit because you can’t count an income twice. An explanation is on the last page showing a planned spend down.

Commissioner Sheffler made a motion at 9:10 p.m.; seconded by Commissioner McReynolds to approve FY2019 Tentative Budget Ordinance 18-03. Roll called. Motion carried with unanimous vote.

c. Discuss / Approve 2018 MHS Grad Spree donation.

Commissioner Gott states the recommended donation amount is $250.00.

Commissioner Sheffler made a motion at 9:13 p.m.; seconded by Commissioner Gardiner to approve a donation of $250.00 for 2018 MHS Grad Spree. Roll called. Commissioner Gardiner – yay, Commissioner Sheffler – yay, Commissioner McReynolds – yay, Commissioner Gott – silent. Motion carried with 3 – 0 vote.

d. Discuss / Approve Interest Payment on Bonds to Bank of Oklahoma due June 10, 2018.

Commissioner Sheffler made a motion at 9:15 p.m.; seconded by Commissioner McReynolds to approve interest payment on bonds to Bank of Oklahoma due June 10, 2018. Roll called. Motion carried with unanimous vote.

e. Discuss / Approve soliciting bids for a new mower with a maximum budget of $18,000. Approval to allow Director to make purchase based on best price and quality of mower as soon as possible.

Director Reed spoke with Matrix and they have agreed to do a payment in this fiscal year with another payment in next fiscal year due to no financing available for local government entities. He will be well under the $18,000 for a new Exmark mower.

Commissioner Gardiner made a motion at 9:20 p.m.; seconded by Commissioner McReynolds at approve soliciting bids for a new mower with a maximum budget of $18,000. Approval to allow Director to make purchase based on best price and quality of mower as soon as possible. Roll called. Motion carried with unanimous vote.

f. Open / consider bids from lending institution for the installment loan for the Inclusive Playground project.

Commissioner Gott provided the other Commissioners an explanation regarding going through the process again.

Commissioner Sheffler made a motion at 9:22 p.m., seconded by Commissioner McReynolds to approve accepting the bid from Farmers State Bank as the lending institution for the installment loan for the Inclusive Playground project. Roll called. Motion carried with unanimous vote.

g. Discuss / Approve Ordinance 18-04 installment loan for the Inclusive Playground.

Commissioner Gardiner made a motion at 9:23 p.m., seconded by Commissioner Sheffler to approve Ordinance 18-04, installment loan for the Inclusive Playground. Roll called. Motion carried with unanimous vote.

h. Discuss / Approve appointment and installation of Heath Welch as Marion Park District Commissioner to fill the remaining term created by the resignation of Lindsay Blades.

Commissioner Sheffler made a motion at 9:24 p.m., seconded by Commissioner McReynolds to approve the appointment and installation of Heath Welch as Marion Park District Commissioner to fill the remaining term created by the resignation of Lindsay Blades. Roll called. Motion carried with unanimous vote.

At this time Administrative Assistant read the Oath of Office and had Commissioner Welch sign the document.

12. Next Meeting Date: June 26, 2018

13. Adjournment

Commissioner Welch made a motion at 9:27 p.m.; seconded by Commissioner Gardiner 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