Meeting Minutes – November 27, 2018

Minutes
Regular Meeting of
The Marion Park District
Board of Commissioners
November 27, 2018
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 7:00 p.m. with the
following Commissioners present:

Commissioner Gardiner
Commissioner Sheffler
Commissioner McReynolds

Commissioner Gardiner noted that Commissioner Gott and Welch are not present but will be arriving around 7:30 p.m.

2. Open Forum

No public attendees present.

3. Approval of November 27, 2018 Agenda

Commissioner McReynolds made a motion at 7:07 p.m.; seconded by Commissioner Sheffler to approve the November 27, 2018 agenda. Roll called. Motion carried with unanimous vote.

4. Approval of Regular Meeting Minutes: October 23, 2018

Commissioner McReynolds made a motion at 7:10 p.m.; seconded by Commissioner Sheffler to approve the October 23, 2018 minutes. Roll called. Motion carried with unanimous vote.

5. Approval of October 2018 Financial Report

Commissioner Gardiner asked Director Reed if there is anything that needs to be brought to the Board’s attention. Director Reed advised that the Park District is still in good shape, we are 4 months into the fiscal year and we are sitting at $692,976 over our 18% cash reserve. We have a little more tax income that will come in but that is the majority of our tax income.

Commissioner Sheffler made a motion at 7:13 p.m.; seconded by Commissioner McReynolds to approve the October 2018 Financial Report. Roll called. Motion carried with unanimous vote.

6. Department Reports
a. Administration
b. Park Services

Director Reed hit the highlights for the Administration Report with additions by Administrative Assistant Kim who attended the IPARKS and IMRF training within the past two (2) months. The drone video of the Heartland Regional Medical Center Inclusive Playground was shown to the Commissioners. Commissioner Sheffler asked about making an extension onto the playground or installing additional PIP surfacing. Director Reed stated that the area would have to be built out not placing anything within the existing area. Commissioner McReynolds asked where the picnic table was installed, Director Reed stated that it was placed in the Kaeser Pavilion area and he wasn’t really impressed with it due to the wheelchair area because it was flimsy. Director Reed states that he is confident that Park Services can build ADA picnic tables in house.

Commissioner Gardiner moved to the Park Services report. Director Reed highlighted adding the repair to the trailer floors that is taking place this week and a request from the Jeff Pickens with the City street department using our auger to repair damaged poles at

the Marion Police Department. Director Reed showed the Commissioner pictures of some of Park Services projects the past month.

7. Commissioner Reports

Commissioner Gardiner asked the other Commissioner if they had anything to report.
The Commissioners present had nothing to add for reports.

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.

Commissioner Sheffler made a motion at 7:37 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 7:52 p.m.; seconded by Commissioner McReynolds to approve reconvening into Open Session. Roll called. Motion carried with unanimous vote.

10. New Business

a. Discuss / Approve special compensation for all full-time staff of the Marion Park District.

Commissioner Sheffler made a motion at 7:53 p.m.; seconded by Commissioner McReynolds to approve a $300.00 special compensation to all full-time staff. Roll called. Motion carried with unanimous vote.

b. Discuss / Approve Merit Compensation for Director.

Commissioner Sheffler made a motion at 7:54 p.m.; seconded by Commissioner McReynolds to approve a Merit Compensation for the Director in the amount of $3,000.00. Roll called. Motion carried with unanimous vote.

c. Discuss / Approve 2019 fee schedule (season fees, tournaments, Aquatic Center, etc.)

Discussion to add the hourly cabin rentals onto the fee schedule, Director Reed states that it allows the flexibility to provide the service but not include on the schedule.

Commissioner Sheffler made a motion at 7:56 p.m.; seconded by Commissioner McReynolds to approve the proposed fees on the 2019 fee schedule (season fees, tournaments, Aquatic Center, etc.) Roll called. Motion carried with unanimous vote.

d. Discuss / Approve the final Tax Levy Ordinance 18-09 for FY2019.

Commissioner McReynolds made a motion at 7:57 p.m.; seconded by Commissioner Sheffler to name Director Reed as a delegate for IAPD Credentials Certificate to the Annual Business Meeting of the Illinois Association of Park Districts. Roll called. Motion carried with unanimous vote.

e. Discuss / Approve Sign Usage Ordinance, Ordinance 18-08.

Commissioner McReynolds asked if this is correct with adding yard sale signs with Director Reed replying, “yes”.
Commissioner Sheffler made a motion at 7:59 p.m.; seconded by Commissioner McReynolds to approve the Sign Usage Ordinance, Ordinance 18-08. Roll called. Motion carried with unanimous vote.

Director Reed stated that the signed Sign Usage Ordinance will be submitted to the County Clerk, City of Marion, and the individual parties regarding the Ordinance.

f. Discuss / Approve Bond payment due on or before December 10, 2018.

Commissioner Sheffler made a motion at 8:02 p.m.; seconded by Commissioner McReynolds to approve the bond payment due on or before December 10, 2018. Roll called. Motion carried with unanimous vote.

g. Discuss / Approve- 3 In 1 CD renewal with Peoples National Bank.

Commissioner Sheffler made a motion at 8:03 p.m.; seconded by Commissioner McReynolds to approve the 3 In 1 CD renewal with Peoples National Bank. Roll called. Motion carried with unanimous vote.

h. Discuss / Approve purchasing a new mower.

Director Reed presented the Commissioners with a quote from Matrix for the purchase of a new Exmark. Commissioner McReynolds asked if this was put in the budget with Director Reed responding that this would be part of the draw down and come out of the line item first.

Commissioner McReynolds made a motion at 8:06 p.m.; seconded by Commissioner Sheffler to name approve purchasing a new mower. Roll called. Motion carried with unanimous vote.

i. Discuss / Approve purchasing a new golf cart to convert to a paint cart for striping athletic fields.

Commissioner Sheffler made a motion at 8:09 p.m.; seconded by Commissioner McReynolds to approve up to $10,000 for a new golf cart to convert to a paint cart for striping athletic fields and any accessories needed to convert the cart to a paint cart. Roll called. Motion carried with unanimous vote.

j. Discuss / Approve Marion Park District purchasing 3 – 4 tables for the Annual Marion Chamber of Commerce Dinner / Awards Ceremony. This will include ALL Board of Commissioners and staff + 1.

Director Reed advised he would like to include Christy Underwood and her husband in the group.

Commissioner Sheffler made a motion at 8:11 p.m.; seconded by Commissioner McReynolds to approve purchasing 4 tables for the Annual Marion Chamber of Commerce Dinner / Awards Ceremony. This will include ALL Commissioners and staff + 1. Roll called. Motion carried with unanimous vote.

k. Discuss / Approve Marion Park District purchasing mementos for the Annual Marion Chamber of Commerce Dinner / Awards Ceremony.

Administrative Assistant Kim advised the Commissioners of the pricing on the mementos and it is up to the Commissioners to decide which memento would be given out at the Annual Dinner / Awards Ceremony. Director Reed also included that the Commissioners can give us a budget to purchase the mementos.

There was discussion of the mementos by the Commissioners. Commissioner Gardiner made a comment that we need to use a local chamber member for the mementos.

Commissioner McReynolds made a motion at 8:35 p.m.; seconded by Commissioner Sheffler to approve purchasing mementos for the Annual Marion Chamber of Commerce Dinner / Awards Ceremony in the amount of $6,000.00. Roll called. Motion carried with unanimous vote.

l. Discuss / Approve finalizing the Capital Projects list

Commissioner Sheffler made a motion at 8:39 p.m.; seconded by Commissioner McReynolds to approve Director Reed expending the remaining balance of the Capital Projects funds as he sees fit. Roll called. Motion carried with unanimous vote.

12. Next Meeting Date: December 18, 2018

13. Adjournment

Commissioner Sheffler made a motion at 8:40 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