Minutes
Regular Meeting of
The Marion Park District
Board of Commissioners
March 26, 2019
7:00 p.m.
Boys Scout Cabin
Regular Meeting Minutes
1. Call to Order
The regular meeting called to order by President Gott at 7:12 p.m. with the
following Commissioners present:
Commissioner Gardiner
Commissioner Sheffler
Commissioner McReynolds
Commissioner Gott
Commissioner Gott noted that Commissioner Welch will be late for the meeting.
2. Open Forum
Commissioner Gott recognized attendees and was advised by Administrative Assistant Kim and Director Reed the attendees were on the agenda. Commissioner Gott states since there are no public attendees they will move on.
3. Approval of March 26, 2019 Agenda
Commissioner Gardiner made a motion at 7:13 p.m.; seconded by Commissioner McReynolds to approve the March 26, 2019 agenda. Roll called. Motion carried with unanimous vote.
Commissioner Gott asked for a motion to move to item 11d of New Business, Discuss / Approve usage of pavilion in Ray Fosse Park on June 29, 2019 for Night of Hope as a Family Day / Outreach for drug addiction and recovery.
Commissioner Sheffler made a motion at 7:15 p.m.; seconded by Commissioner Gardiner to move to item 11d of New Business, Discuss / Approve usage of pavilion in Ray Fosse Park on June 29, 2019 for Night of Hope as a Family Day / Outreach for drug addiction and recovery. Roll called. Motion carried with unanimous vote.
Becky Compton, Andrew Woolzy and Linda Gurley were present to address the Commissioner regarding the event with the Night of Hope. Linda Gurley presented the information of the event to the Commissioner stating that they have received donations from Black Diamond Harley Davidson and will also have games and bouncy houses that will be donated. Commissioner Gott asked if they had a timeframe they were looking at, with Linda replying they would like to have the event from 12:00 p.m. – 2:00 p.m. and will be a community outreach / family day. Commissioner Gott asked about a certificate of liability insurance which they do not have and wanted to know if they wanted the pavilion donated or if they would be willing to pay, Linda responded that they would appreciate any donations but would pay if they needed to. Director Reed advised the pavilion rental is $55.00 for the full day and if there is no certificate of insurance, it would be best to pay for the event. Linda advised that the bouncy houses would come from Inflatable Fun and Administrative Assistant Kim advised that we do have a current certificate of insurance for them.
Commissioner Gott noted that Commissioner Welch has arrived at the meeting at 7:20 p.m.
Commissioner Gott advised the Night of Hope group to coordinate with Administrative Assistant Kim which pavilion they would like to use.
Commissioner Sheffler made a motion at 7:20 p.m.; seconded by Commissioner Gardiner to approve the usage of a pavilion in Ray Fosse Park on June 29, 2019 in the amount of $55.00 for Night of Hope as a Family Day / Outreach for drug addiction and recovery. Roll called. Motion carried with unanimous vote.
Commissioner Gott asked for a motion to move back to item # 4, Approval of the Regular Meeting Minutes: February 26, 2019, of the agenda.
Commissioner Gardiner made a motion at 7:21 p.m.; seconded by Commissioner Sheffler to move back to item # 4, Approval of the Regular Meeting Minutes: February 26, 2019, of the agenda. Roll called. Motion carried with unanimous vote.
4. Approval of Regular Meeting Minutes: February 26, 2019
Commissioner McReynolds made a motion at 7:22 p.m.; seconded by Commissioner Gardiner to approve the February 26, 2019 minutes. Roll called. Motion carried with unanimous vote.
5. Approval of February 2019 Financial Report
Commissioner Gott asked Director Reed if there was anything that needs to be brought to the Board’s attention. Director Reed advised that they were still in good shape and some of the line items are over a little but nothing drastic. We should be 66.67% so far in the fiscal year and our overall expenses are 67.5%. Director Reed is working with Kim Meyer to get an estimate on the TIF money. Commissioner Gott asked if there were any questions on the financial report with no reply from the other Commissioners.
Commissioner Sheffler made a motion at 7:26 p.m.; seconded by Commissioner McReynolds to approve the February 2019 Financial Report. Roll called. Motion carried with unanimous vote.
6. Department Reports
a. Administration
b. Park Services
Director Reed hit the highlights of the Administration report advising of updates to what has happened throughout the month. Including the CPR training with Abbott EMS and Keith Beasley using the field # 7 concession building during tournaments and with the new playground flow. He also advised the Commissioners regarding a draft proposal that was submitted to Attorney Jay Schafer and he will forward the information to them in draft form the next day. Director Reed also advised the Commissioners to think about security in the future and if it is really needed within the parks. He showed pictures of the repairs to the diving boards of the Aquatic Center. Director Reed then hit the highlights of the Park Services report showing pictures of the water repair at Field # 4, newly installed chimes and bongos in Harrison – Bruce, Jones, Ashley, and Ray Fosse Parks, and the area for the proposed Pickleball court in Ray Fosse Park.
7. Commissioner Reports
Commissioner Gott asked the other Commissioners if they had anything to report.
No Commissioners had anything to add at this time.
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 7:57 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 8:28 p.m.; seconded by Commissioner Welch to approve reconvening into Open Session. Roll called. Motion carried with unanimous vote.
10. New Business
a. Discuss Marion Garden Club will hold their Arbor Day dedication on April 26, 2019 at 9:00 a.m. at Heartland Regional Medical Center Inclusive Playground.
Director Reed advised that Barbara Hardcastle has donated in the name of Ryan Hughes and Director Reed will purchase a decorative tree with that donation and the tree ceremony will be held at the Heartland Regional Medical Center. Commissioner Gott asked if there will be an invite sent to Diane Hughes with Director Reed adding yes and Barbara Hardcastle. Commissioner Gott advised it would be a good idea to advise Heartland Regional Medical Center as well.
b. Open sealed bids to secure an Accounting firm for Auditing purposes for 2019 – 2021 fiscal years.
Commissioner Gott advised there is one bid to open and opened the bid from Sarah Gibbens, CPA.
Commissioner Gott advised that the proposed bid was for years 2019 – 2021 and would be $7,300.00 per year. Director Reed advised that this is the amount Sarah Gibbens has been doing the audit for the last 3 years.
c. Discuss / Approve awarding bid for Accounting firm for Auditing purposes for 2019 – 2021 fiscal years.
Commissioner Sheffler made a motion at 8:35 p.m.; seconded by Commissioner Welch to approve awarding the bid to Sarah Gibbens, CPA for the amount proposed to the Marion Park District. Roll called. Motion carried with unanimous vote.
12. Next Meeting Date: April 23, 2019.
13. Adjournment
Commissioner Welch made a motion at 8:37 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