Meeting Minutes – October 24, 2017

Minutes
Regular Meeting of
The Marion Park District
Board of Commissioners
October 24, 2017
7:00 p.m.
Boys Scout Cabin

Regular Meeting Minutes

1. Call to Order

The regular meeting called to order by Vice President Gardiner at 7:10 p.m. with the
following Commissioners present:

Commissioner Sheffler
Commissioner McReynolds
Commissioner Gardiner

Commissioner Gott was not present at the beginning of the meeting.

2. Open Forum

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

3. Approval of October 24, 2017 Agenda

Commissioner Sheffler made a motion at 7:11 p.m.; seconded by Commissioner McReynolds to approve the October 24, 2017 agenda. Roll called. Motion carried with unanimous vote.

4. Approval of Regular Meeting Minutes: September 26, 2017

Commissioner McReynolds made a motion at 7:13 p.m.; seconded by Commissioner Sheffler to approve the September 26, 2017 minutes. Roll called. Motion carried with unanimous vote.

5. Approval of September 2017 Financial Report

Commissioner Gardiner asked Director Reed for highlights or areas needing attention in the financial report. Director Reed pointed out that as of now we are 3 months into the fiscal year and we are $649,479.39 over the reserve. Director Reed also advised that the Marion Park District expenses are down from last year at this time per Statement of Revenues and Expenses. He also explained on an average, we should be at 8.3% / month (24.9% for 3 months) and currently we are at 17.43% which is 5 ½ % below last year. He feels we are in good shape and right on track.

Commissioner Sheffler made a motion at 7:16 p.m.; seconded by Commissioner McReynolds to approve the September 2017 Financial Report. Roll called. Motion carried with unanimous vote.

6. Department Reports
a. Administration
b. Park Services

Director Reed hit highlights of the Administration report reporting that Blue Cross and Blue Shield of Illinois “Spruce Up” project at J.W. Jones Park was complete and funds have been received. Commissioner Gardiner asked what kind of resurfacing; Director Reed advised that it is a sealer to the current court. Pictures were shown of the volunteers and finished playground. Asphalt Maintenance will be resurfacing one of the courts and new rims have been ordered. Marion Police Department will be using all of our Halloween decorations for their Spooktacular this year. The Marion Chamber of Commerce Block Par-Tee and unveiling was a hit. Pictures were shown of the event of unveiling. Director Reed informed the Commissioners that Facebook has been a great tool for the Park District. Director Reed also advised the Commissioners of not receiving payment from Love442 / Jaret Blumenstock.

Commissioner Gardiner moved to the Park Services Report. Park Services has completed the shelter areas at the Dog Park in Russell Street Park and have also installed the waste receptacles. The poles for the fencing have arrived and they will begin working on the fencing as weather permits. Director Reed met with Brian VanHorn and will have to cut off a small area on the Southwest corner of the Dog Park due to it being part of a flood plain. Director Reed advised there are a few areas in Pyramid Park land on the East side that need more excavating done. Chase has been over to look at the land and will be starting on that soon.
7. Commissioners Reports

Commissioner Gardiner asked if any Commissioners had anything to report.

Commissioner Sheffler says that the drainage at disc golf looks great and he would also like to thank the Commissioners, Director and staff for the plant and support during his father’s passing.

Commissioner McReynolds stated nothing to add.

Commissioner Gardiner had nothing to add.

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. Negotiations – the collective negotiations between public employers and their employees and deliberations concerning salary schedules for one or more classes of employees.
c. 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 Sheffler made a motion at 7:35 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 Sheffler made a motion at 7:50 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 prioritizing / finalizing the list of Capital Projects.

Director Reed advised that this will continue to be on the agenda monthly and everything is on track. He advised that at this time Park Services needs to complete some of the items before anything else is approved.

Commissioner Sheffler made a motion at 7:54 p.m.; seconded by Commissioner McReynolds to table prioritizing / finalizing the list of Capital Projects. Roll called. Motion carried with unanimous vote.

11. New Business

a. Discuss / Approve Resolution 17-04 Truth in Taxation.

Director Reed advised that the pre hearing and Ordinance for the Tax Levy will be set at next meeting. We are going to look at 7.53% and last year was 10.13% our Bond payment increased from last year.

Commissioner Sheffler made a motion at 7:55 p.m.; seconded by Commissioner McReynolds to approve Resolution 17-04 Truth in Taxation. Roll called. Motion carried with unanimous vote.

Commissioner Gott arrived to the meeting at 7:55 p.m.

b. Discuss / Approve IAPD Credentials Certificate naming a delegate and alternates to the Annual Business Meeting of the Illinois Association of Park Districts.

Commissioner Gardiner asked if that delegate could be any one of the Commissioners, Commissioner Gott states that include Director Reed. Commissioner Gardiner asked if Commissioner Gott who would be attending the conference, Commissioner Gott states that any one of them could attend, even Director Reed.

Commissioner Sheffler made a motion at 7:57 p.m.; seconded by Commissioner McReynolds to assign Director Reed as a delegate of the Credentials Certificate of the IAPD and also for him to attend the Annual Business Meeting / conference. Roll called. Motion carried with unanimous vote.

c. Discuss / Approved a raise for Park Services temporary employee, Clinton Hubbs.

Commissioner Sheffler made a motion at 7:59 p.m.; seconded by Commissioner McReynolds to approve a raise of $.75 for Park Services temporary employee, Clinton Hubbs. Roll called. Motion carried with unanimous vote.

11. Next Meeting Date: November 28, 2017

Commissioner McReynolds advised that he will be out of town on that date. Commissioner Gardiner asked if this can be rescheduled, due to him not being available either. The Commissioners collectively decided to change the meeting date to November 21, 2017 instead of November 28, 2017. Director Reed advised that Administrative Assistant Kim will have a public notice published and they would research any further guidelines.

12. Adjournment

Commissioner Sheffler made a motion at 8:01 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 at 618-993-3940.