Meeting Minutes 5/23/2017

Minutes

Regular Meeting of

The Marion Park District

Board of Commissioners

May 23, 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 7:04 p.m. with the following

Commissioners present:

Commissioner Gardiner

Commissioner Sheffler

Commissioner McReynolds

Commissioner Blades

Commissioner Gott

2. Open Forum

No one from the public was in attendance.

3. Approval of May 23, 2017 Agenda

Commissioner Gardiner made a motion at 7:05 p.m.; seconded by Commissioner Blades to approve the May 23, 2017 agenda.  Roll called.  Motion carried with unanimous vote.

4. Approval of Regular Meeting Minutes: April 25, 2017

Commissioner McReynolds made a motion at 7:07 p.m.; seconded by Commissioner Sheffler to approve the April 25, 2017 minutes.  Roll called.  Motion carried with unanimous vote.

5. Approval of April 2017 Financial Report

Director Reed advised the Commissioners that the Marion Park District is in good shape as of date of reports and no one had anything additional to add.

Commissioner Sheffler made a motion at 7:08 p.m.; seconded by Commissioner Gardiner to approve the April 2017 Financial Report.  Roll called.  Motion carried with unanimous vote.

6. Department Reports

a. Administration

b. Park Services

Director Reed went over the Administrative and Park Services reports pointing out highlights on both reports.  Pictures were shown to the Commissioner in regards to the new Kioti Tractor, removal of the slide at Ashley Park, pool, field preparations, and flood damage and clean up.

Commissioner Gott asked for a motion to move to New Business item 10a in respect of Emily Stroud’s time.

Commissioner Sheffler made a motion at 7:49 p.m.; seconded by Commissioner Blades to move to item 10a Presentation by Emily Stroud.  Roll called.  Motion carried with unanimous vote.

New Business

1. Presentation from Emily Stroud, Marketing Intern.

Emily Stroud advised Commissioners that she has been in contact and met with Janine with Marion Rocks and has been given a few painted rocks (rocks were passed around for the Commissioner’s to observe).  The goal is to hide the rocks in the parks, and rocks with a mark on the bottom with a “gold tree” will receive free items (i.e. swim passes, goofy golf passes, discs for disc golf, etc.).  Emily has been working on a flyer for the Marion Rocks promotion.  Commissioner Gott made the suggestion of also giving away pavilion or cabin rentals.  Emily asked if would be ok to give discs away during the free swim on Memorial Day with a response of yes.  Commissioner Sheffler would like the “Little Library” promoted on Facebook as well.  Commissioner Gott would like to see promotion of the Baseball and Softball Tournaments on the Facebook page also.

Commissioner Gott requested a five (5) minute recess before the meeting continues at 8:08 p.m.

Meeting reconvenes at 8:12 p.m. from the recess.

Commissioner Blades made a motion at 8:12 p.m.; seconded by Commissioner McReynolds to move back to item 7.  Commissioner Reports.  Roll called.  Motion carried with unanimous vote.

7. Commissioners Reports

Commissioner Sheffler continues to receive input on how great the parks look and the staff should be commended.

Commissioner Gott questioned whether all the water fountains are working in the parks.  Director Reed stated as far as he knows they are.  Commissioner Gott advised that the fountain on field # 6 is not working and has rocks in it.  Director Reed will have the staff check out the fountain.

Commissioner Gott asked about the clipboards in the dugouts.  States the clip boards in field # 6 are missing.  Director Reed states that they will be replaced and strapped in the dugouts.

Commissioner Gott advised that Game 7 Tournament there were some good comments but the main complaint was they didn’t use new baseballs.  Director Reed states that he has already had a conversation with Dave Penning regarding the balls and the umpires.

Commissioner Gott brought the Commissioners up to date on the Inclusive Playground.   He showed a layout and drawing of the playground and advised there will be some minor changes to the current drawing.  Commissioner Blades questioned security / lighting.  There is a camera on the back side of the bathroom but Director Reed advised it is not hooked up to the security system (although it can be done).  The new drawing will have all updates added by Commissioner Gott and Director Reed as well as the workout stations.  The final drawings should be done in a couple of weeks and timeline of completion will be by Spring 2018.  Commissioner Gott advised that the installation would be performed by contractors (recommended by Cunningham Recreation) but the preparation work would be handled by Park Services and possibly bid some of the work out.  Commissioner Gott advised that for the installation to be warrantied it would have to be done by a licensed / certified installer and they have to have certifications to build / install the playground.  Prevailing Wage has been discussed.  Commissioner Gardiner asked about the location and if Ray Fosse Park was the best location for the inclusive playground.  Commissioner Gott advised that this location will need to be highly visible and Ray Fosse Park is the most visible.  Director Reed wanted to add information regarding the financial aspect of the project, with the Marion Park District committing to $150,000 from the Capital Projects list this shows the community the level of commitment to this project.  Some of the preparations to the site may be used from the monies set aside from the Capital Projects Fund.

8. Executive Session pursuant to 5 ILCS 120/2(c)(2) of the Illinois Open Meetings Act (if requested):

a. 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.

Commissioner Blades made a motion at 8:51 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 9:20 p.m.; seconded by Commissioner Blades to approve reconvening into Open Session.  Roll called.  Motion carried with unanimous vote.

10. New Business

a. Discuss / Approve donating Aquatic Center passes for the Kinda Walters Benefits to help with medical expenses while undergoing dialysis.

Commissioners had a discussion regarding the Benefit, i.e., how many passes, are they  Marion residents, etc.

No motion by the Commissioners.  Subject dies due to lack of motion.

b. Discuss / Approve renewal of two (2) year contract with CMS for employee health insurance.

Commissioner Gardiner made a motion at 9:24 p.m.; seconded by Commissioner Sheffler to approve renewal of two (2) year contract with CMS for employee health insurance.  Roll called.  Motion carried with unanimous vote.

c. Discuss / Approve Ordinance 17-03 Surplus Personal Property (Trade-Ins)

Commissioners discussed trade-in and copier purchase.  Total purchase price after trade-in is $6,500.00.  Director Reed states that this has a year warranty.  Commissioner Gott advised it would be better to do the purchase outright than lease offer.

Commissioner Sheffler made a motion at 9:30 p.m.; seconded by Commissioner Blades to approve Ordinance 17-03 Surplus Personal Property (Trade-Ins).  Roll called.  Motion carried with unanimous vote.

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

Commissioner Blades questioned the Russell Street Tennis Court renovation is still on the Capital Project list.  Director Reed advised that this is just a cushion for the project.

Commissioner Blades asked about tuck-point of the pool, Director Reed still hasn’t had a chance to look into that yet.

Director Reed advised that the scoreboards could be taken off since we were given the scoreboards by the School District.  Director Reed advised that we are at a good point with the cash reserve at would like to discuss a drawdown of the cash reserve.

Discuss of the Dog Park and adding to the budget in the Capital Projects and the best location.  More information will be obtained once Director Reed meets with Erica Carnine on Tuesday, May 30, 2017.

Commissioners discussed the bridge and trail in Ashley Park.  Commissioner Blades would like to work on getting Ashley Park’s reputation back on track.  According to the survey’s regarding the Walking Trail, Ashley Park is not a very favorable park.  Commissioner Gott stated that there is a walking trail at Crisp Complex and is hardly used.  Commissioner Sheffler asked if the land at Ashley Park can be developed into some sports fields, etc.  Commissioner Blades brought up the idea of making an event area in Ashley Park vacant land.  Director Reed suggest to tearing down the Girl Scout Cabin and rebuilding an event area there.  Commissioner Blades thinks this park needs to be developed.

Discussion of the Ashley Park District area is in a flood zone and development may be limited.  Director Reed advised he would contact the codes people of the city and ask what kind of structures can be put in the Ashley Park area.

Commissioner Blades proposes to change the amount of the Dog Park to $30,000.00 and move it up to item 15 and would like to see that started when ready.

Commissioner Gott asked for a motion to move item 18 of the Capital Projects list to 15 and remove item 19 moving the allocated funds from 19 to the Dog Park (now item 15) making it now $35,000.00.

Commissioner Sheffler made a motion at 10:04 p.m.; seconded by Commissioner Blades to approve moving item 18 to item 15 and remove item 19 from the Capital Projects list.  Also moving funds from 19 to the Dog Park making the project cost for the Dog Park $35,000.00.  Roll called.  Motion carried with unanimous vote.

e. Discuss / Approve FY2018 Tentative Budget Ordinance 17-04

Commissioner Blades questioned the amount in the budget for the inclusive playground.  Commissioner Blades is looking at 9101 on the budget worksheet.  Director Reed explains that this is what we are hoping to raise from corporate donations.

Commissioner Sheffler made a motion at 10:10 p.m.; seconded by Commissioner Gardiner to approve FY2018 Tentative Budget Ordinance 17-04.  Roll called.  Motion carried with unanimous vote.

11. Next Meeting Date: June 27, 2017

Commissioner McReynolds may be absent from the meeting in June 2017.

12. Adjournment

Commissioner Gardiner made a motion at 10:11 p.m.; seconded by Commissioner Blades 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 at 618-993-3940.