Meeting Minutes – September 25, 2018

Minutes
Regular Meeting of
The Marion Park District
Board of Commissioners
September 25, 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 7:07 p.m. with the
following Commissioners present:

Commissioner Gardiner
Commissioner Sheffler
Commissioner McReynolds
Commissioner Welch
Commissioner Gott

2. Open Forum

Laura Frassato & Monica McGinley with House 2 Home Realty are on the agenda and in attendance.

3. Approval of September 25, 2018 Agenda

Commissioner Gardiner made a motion at 7:09 p.m.; seconded by Commissioner McReynolds to approve the September 25, 2018 agenda. Roll called. Motion carried with unanimous vote.

Commissioner Gott asked to move to item 10b, Discuss / Approve proposal from H2H (House 2 Home) for a membership drive at THE Bark Park in October 2018.

Commissioner Gardiner made a motion at 7:09 p.m.; seconded by Commissioner McReynolds to approve moving to item 10b, Discuss / Approve proposal from H2H (House 2 Home) for a membership drive at THE Bark Park in October 2018. Roll called. Motion carried with unanimous vote.

10. New Business

a. Discuss / Approve proposal from H2H (House 2 Home) for a membership drive at THE Bark Park in October 2018.

Monica McGinley with H2H explained to the Commissioners about their mascot Homer (a dog) and what the membership drive would entail and how they would promote the event. They would like to do a community day and open house at THE Bark Park and advertise this event. They are not asking the Park District to do anything but can be present if they want to be. They will not take registrations but will hand out registration forms. Commissioner Gott asked if they had a date in mind for the event, Monica replied probably mid to late October, so they could get the advertisements out. Commissioner Gott asked if there will be collecting donations from businesses with Monica replying yes and they will either do a raffle or a drawing and any money raised will be donated to THE Bark Park. Commissioner Gott asked if we needed to partner with them or just provide the facility with Monica replying we don’t need to do anything, they will take care of it all. Commissioner McReynolds asked if there would be any negative to this with Commissioner Gott stating that since it is an Open House there would need to be a waiver signed by those with dogs to enter. Director Reed stated that current members may have a problem allowing dogs without vaccinations in THE Bark Park. Monica stated that if that is something they need to do, they can ask attendees to bring current vaccinations as proof. Monica doesn’t think anyone would have a problem signing a waiver. Commissioner McReynolds asked what we would need a waiver for, with Commissioner Gott replying it would release the Marion Park District and H2H from any liability if a dog bit another dog or person. Commissioner Gardiner asked if they wanted to pick a date, October 20 or 27, 2018 with Monica replying that they think that October 20th would be fine. Commissioner McReynolds asked if vendors could set something up with the reply of yes if they would be fine in one of the pavilions. Commissioner Gott asked if there was anything that we wanted to donate to the event with the Commissioner’s coming to the agreeance of donating five (5) 2019 memberships. Monica verified if they could advertise vendors are welcome with Commissioner Gott stating yes.

Commissioner Sheffler made a motion at 7:25 p.m.; seconded by Commissioner Welch to approve the proposal from H2H (House 2 Home) for a membership drive at THE Bark Park on October 20, 2018 and Marion Park District will donate five (5) 2019 memberships for the raffle. Roll called. Motion carried with unanimous vote.

Commissioner Gott asked for a motion to move to back to item # 4, Approval of Regular Meeting Minutes: August 28, 2018.

Commissioner Sheffler made a motion at 7:26 p.m.; seconded by Commissioner Gardiner to move back to item # 4, Approval of Regular Meeting Minutes: August 28, 2018. Roll called. Motion carried with unanimous vote.

4. Approval of Regular Meeting Minutes: August 28, 2018

Commissioner Gardiner made a motion at 7:27 p.m.; seconded by Commissioner Welch to approve the August 28, 2018 minutes. Roll called. Motion carried with unanimous vote.

5. Approval of August 2018 Financial Report

Commissioner Gott asked the other Commissioners if they had any questions or comments on the financial reports and if Director Reed had any highlights he would like to share. Director Reed advised the Commissioners that he believes at this time the reports are in good shape, it is only 2 months in and the percentage is above average but that will level off during the winter months. He does want to point out that the amount on the 2nd page of the highlights for the Capital Funds is incorrect. There was a discrepancy and the amount should be $32,480.16. This will bring the reserve up to $543,935.80. Commissioner Gott asked if the pool lost $28,000 this year with Director Reed replying yes. Commissioner Gott also commented that he remembered when there was $485k in the bank and now we have $485k in the reserve.

Commissioner Sheffler made a motion at 7:31 p.m.; seconded by Commissioner Welch to approve the August 2018 Financial Report. Roll called. Motion carried with unanimous vote.

6. Department Reports
a. Administration
b. Park Services

Commissioner Gott asked Director Reed if he had any comments on the Administrative Report. Director Reed spoke with Paul Osman regarding the mitigation at Jones Park. Director Reed explained to the Commissioners that the City of Marion codes inspector regarding dirt that was moved from the Ashley Park parking lot project to Jones Park. Per the information from Mr. Osman, dirt can be brought in to fill in holes we just can’t raise the elevation of the area. Director Reed also discussed the information on the

meeting he attended regarding the pedestrian walkway over Route 13 near Fosse Park. He went over the information and what project the City of Marion is leaning towards. He advised the Commissioners that the City of Marion will petition the Board to adopt a resolution in the future. It was also brought up in the meeting that in 2020 the State will be building a sidewalk from Fair Street to State Street on the Park District side. This will be something that needs to be discussed and negotiated. Director Reed spoke to the Commissioners regarding # 13 and political sign complaints. Commissioner Gott and Director Reed had spoken about the issue and Director Reed did research regarding the placing of political signs. Per the Campaign Sign Regulation Act, it is unlawful to place political signage on public property. Commissioner Gott has contacted the Park District’s attorney and he will be working on an Ordinance to present to the Board. Director Reed is hopeful that this can be put in place by the next election cycle in April 2019.

Commissioner Gott moved on to the Park Services report and asked Director Reed if he had any information to add. Director Reed went over the report and advised the Commissioners that sometime in the winter there will be a need for a new mower and a new paint cart. Director Reed showed the Commissioners pictures of the new signage at the Bags Complex and the curbing project at Heartland Regional Medical Center Inclusive Playground.

7. Commissioner Reports

Commissioner Gott asked if any Commissioners had anything to report.
Commissioner Gardiner, Commissioner Sheffler, Commissioner McReynolds and Commissioner Welch had nothing to report at this time.
Commissioner Gott advised the Commissioners on the Unity Day at Jones Park and there were 5 teams that participated in the tournament. Commissioner Gott advised that there was a great turnout and it was packed.

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 Gardiner made a motion at 8:23 p.m.; seconded by Commissioner Welch 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 8:42 p.m.; seconded by Commissioner Sheffler to approve reconvening into Open Session. Roll called. Motion carried with unanimous vote.

10. New Business

a. Discuss / Approve Believe to Succeed (an afterschool program) having a family night event on October 5, 2018.

Commissioner Gott advised the Commissioners of the information provided. Commissioner Gott asked if there was a time they wanted to do the event with Administrative Assistant Kim advising from either 4:00 p.m. to 6:00 p.m. or 6:00 p.m. to 8:00 p.m. Director Reed advised he would prefer it from 4:00 p.m. to 6:00 p.m. There was also discussion regarding the certificate of liability insurance.

Commissioner Gardiner made a motion at 8:46 p.m.; seconded by Commissioner Welch to approve naming Believe to Succeed (an afterschool program) having a family night on October 5, 2018 in Ray Fosse Park from 4:00 p.m. to 6:00 p.m. with proof of insurance and a rain date in October 2018. Roll called. Motion carried with unanimous vote.

c. Discuss / Approve employment agreement for Director Jack Reed for 2018 – 2021.

Commissioner Gardiner made a motion at 8:49 p.m.; seconded by Commissioner McReynolds to approve the employment agreement for Director Jack Reed for 2018 – 2021 effective September 1, 2018. Roll called. Motion carried with unanimous vote.

d. Discuss / Approve Baseball / Softball Tournament dates for 2019 season.

It was brought to the attention by Commissioner Gott that GMB’s tournament in June 2019 is not listed and should be added on May 31st – June 2nd.

Commissioner Sheffler made a motion at 8:53 p.m.; seconded by Commissioner Welch to approve Baseball / Softball Tournament dates for 2019 adding the GMB tournament on May 31st – June 2nd. Roll called. Motion carried with unanimous vote.

e. Discuss / Approve prioritizing / finalizing the Capital Projects list.

Director Reed advised the Commissioners at this time there is nothing that needed to be decided

No motion for this item as no changes made.

12. Next Meeting Date: October 23, 2018

Commissioner Gott advised that the date is incorrect and should be October 23, 2018.

Commissioner Gott asked if there was anything else that needed to come before the Board before they adjourn.

13. Adjournment

Commissioner McReynolds made a motion at 8:57 p.m.; seconded by Commissioner Welch 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