Meeting Minutes – 1/24/17

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

Regular Meeting Agenda

1. Call to Order

Regular meeting called to order by President Gott at 7:02 p.m. with the following

Commissioners present:

Commissioner Gardiner
Commissioner McReynolds
Commissioner Sheffler
Commissioner Blades
Commissioner Gott

2. Open Forum

Attending from the public:

Jimmy Leadingham
Leo Miller
Falko Frommelt
Tom Kadela
Mike Intravaia

a. Jimmy Leadingham of MSI President to address the Commissioners regarding the upcoming 2017 spring soccer season.

Mr. Leadingham registration closed on January 23, 2017 and should have numbers soon. Season will kick off March 20, 2017. MSI is checking on some lighting grants and would like to discuss expanding lights at the complex. Grants inquiries sent to power companies and Youth Soccer. Commissioner Gott advised that there is currently nothing in the budget regarding improvements / lights for the complex and FY2018 will be available July 1, 2017. Commissioner Gott also advised of the bond refunding. Commissioner Blades addressed Mr. Leadingham regarding how many lights? Mr. Leadingham advised they are looking at 4 poles per side. Commissioner Gott advised that lighting has changed with the new technology and may need to contact a lighting engineer, Musco, to get a free bid. Mr. Leadingham addressed Director Reed about the burnt out bulbs that were discussed last season. Director Reed advised that they replaced the insides of the breaker box and that corrected the problem.

Commissioner McReynolds address Mr. Leadingham regarding the lighting and if it had changed? Mr. Leadingham advised that they are trying to expand the program and need to allow for growth. Mr. Kadela advised that there are more kids playing soccer throughout the week now.

b. Leo Miller of Marion Developmental Soccer to address the Commissioners regarding their plan for the new Soccer League.

Mr. Miller offered his opinion regarding the lights on Field # 7. Mr. Miller believes with the current lighting situation, half the field is lit with the other half being dark.

Mr. Miller is starting a new soccer group that could be considered a Williamson County group. The group is looking to play games on the soccer fields, approximately 10 – 15 games for 5 weekends on Saturday’s only. This is a local group considered a private organization with kids from Kindergarten to Fourth grade with 50 to 75 kids enrolled. This group will work on developing skills. MSI is currently co-ed and looking to focus on girls’ team but open to boys as well. Commissioner Sheffler asked Mr. Miller if this was a skill development league, and Mr. Miller advised yes. The new soccer program is asking to use the fields at a fee after MSI’s league plays for 5 Saturdays. Commissioner Sheffler addressed MSI asking if the fields Mr. Miller is requesting available on Saturdays in the afternoon. Both Mr. Leadingham and Mr. Kadela advised that the fields would be available. Mr. Kadela spoke up stating MSI doesn’t endorse the new league using the soccer fields. Commissioner Sheffler advised Mr. Kadela that the fields are part of the Marion Park District. Mr. Leadingham advised that MSI wants to protect their investment and they have invested money in the facility and wants to make sure their investment is not overlooked. Commissioner Gott advised that for a long period of time MSI donated no money. Mr. Kadela advised that MSI put in $50,000 for the drainage / sidewalk project. Commissioner Gott advised he would like to see the records regarding his numbers. Commissioner Gott advised that all programs can coexist and for tax payers and non-tax payers alike.

Mike Intravaia, founder of the SI Hawks, would like to rent fields at the soccer complex to play friendly games against MSI and Marion Developmental Soccer. This is a rec league and will be training ages 7 – 8 years old with no charge to the kids to participate. Games will be on Sundays when practices, training and organization is complete. His team will be playing mostly in the Metro East area. Commissioner Gott advised to contact Director Reed and needs certificate of insurance. Games will be to subject to availability.

3. Approval of January 24, 2017 Agenda

Commissioner Sheffler made a motion at 7:49 p.m.; seconded by Commissioner Gardiner to approve the January 24, 2017 agenda. Roll called. Motion carried with unanimous vote.

4. Approval of Regular Meeting Minutes: December 27, 2016

Commissioner Gardiner made a motion at 7:50 p.m.; seconded by Commissioner Sheffler to approve the December 27, 2016 minutes. Roll called. Motion carried with unanimous vote.

5. Approval of December 2016 Financial Report

Director Reed explained that six (6) months into the fiscal year and the income is at 87.9% of budgeted income.

The monthly expenses for December are at $60,793.00. We are over the 18% reserve. Total percentage expenditures are at 43.7%.

Commissioner Sheffler made a motion at 7:53 p.m.; seconded by Commissioner Blades to approve the December 2016 Financial Report. Roll called. Motion carried with unanimous vote.

Commissioner Gott requested to make a motion to move to item 10f in respects of the time of the public attendees.

Commissioner Blades made a motion to move to item 10f at 7:53 p.m., seconded by Commissioner Sheffler. Roll called. Motion carried with unanimous vote.

10. New Business

f. Discuss / Approve 2017 Adult Soccer League spring schedule. (Attached)

Falko Frommelt addressed the Commissioners with the 2017 Adult Soccer League spring schedule.

Commissioner Sheffler made a motion at 7:58 p.m.; seconded by Commissioner Blades to approve the 2017 Adult Soccer League spring schedule. Roll called. Motion carried with unanimous vote.

Commissioner Gott requested to make a motion to move to item 10c in respect to the time of the public attendees.

Commissioner Blades made a motion to move to item 10c at 7:59 p.m., seconded by Commissioner Sheffler. Roll called. Motion carried with unanimous vote.

c. Discuss / Approve use and scheduling of practice / games of new soccer league (Marion Developmental Soccer League) at the Soccer Complex.

Commissioners Blades questioned the other Commissioners that since the Marion Developmental Soccer League, at this time, is financially strained if the Marion Park District would still charge them for the fields. Commissioner Gott stated his thought is treat as any other travel club and charge them for the field usage. Fee schedules were given to them prior to the meeting.

Commissioner Sheffler made a motion to allow Marion Developmental Soccer League to use the soccer fields on Saturday after 2:00 p.m. with a $30.00 fee; seconded by Commissioner Blades. Mr. Miller addressed the Board asking what if MSI’s games were done by noon.

Commissioner Gott advised that field rentals should be handled just like MYBSA’s rentals. Commissioner Gott says that MSI should follow the same format as MYBSA’s format.

Commissioner Sheffler amends the motion to allow Marion Developmental Soccer League to utilize the soccer fields as long as they coordinate with Marion Youth Sports website at 8:06 p.m.; seconded by Commissioner Blades. Roll called. Motion carried with unanimous vote.

Commissioner Gott requested to make a motion to move to New Business item 10a.

Commissioner Sheffler made a motion to move to item 10a at 8:09 p.m., seconded by Commissioner Blades. Roll called. Motion carried with unanimous vote.

a. Discuss / Approve FY2016 Audit, presented and prepared by Sarah Gibbens, CPA.

Sarah Gibbens, CPA, addressed the Board and apologized for the audit delay. That was due to new pension liability reporting for this fiscal year. Ms. Gibbens advised the Commissioners to look at page 7 of the audit and states that the change in net position went from a loss from FY15 to breaking even in FY16. This addresses the excellent management of the accounts compared from 2015 to 2016. The pool account lost less money than in 2015. Ms. Gibbens is impressed with the way the Marion Park District’s checks and balances and policies are set.

Commissioner Gott addressed the IMRF information being at 79% funded and if there is any need increase. Ms. Gibbens advised the Commissioners that at this time Marion Park District are matching 12% of the IMRF where 4.5% is required by law. IMRF there are funding options, Marion Park District is paying at the mid-level of the pension funding.

Commissioner Sheffler made a motion at 8:23 p.m.; seconded by Commissioner McReynolds to approve FY2016 Audit, presented and prepared by Sarah Gibbens, CPA. Roll called. Motion carried with unanimous vote.

b. Discuss / Approve payment of Audit billing from Sarah Gibbens, CPA.

Commissioner Gardiner made a motion at 8:24 p.m.; seconded by Commissioner Sheffler to approve payment of audit billing from Sarah Gibbens, CPA. Roll called. Motion carried with unanimous vote.

Commissioner Gott requested a motion to move back to item # 6 on the agenda.

Commissioner Blades made a motion at 8:25 p.m.; seconded by Commissioner Sheffler to move back to item # 6, Department Reports. Roll called. Motion carried with unanimous vote.

6. Department Reports
a. Administration
b. Park Services

Director Reed has been supplying the Commissioners with weekly reports regarding Administration and Park Services. Director Reed and the Commissioners discussed the eclipse on August 21, 2017 and what needs to be visited in the future to prevent trash build up, etc. at the fields and parks. Commissioners also had a discussion regarding the intergovernmental agreement with the City of Marion regarding the road / street in Pyramid Park. The Commissioners advised that this is very helpful and would like to see it continue. Park Services has rewired and changed out lights in Ray Fosse Park from Hi-pressure sodium to LED bulbs. They have cleaned globes as they have changed the lights. Pictures of some projects were shown to the Commissioners and updates were provided to some items on the reports.

7. Commissioners Reports

Commissioner Blades would like to commend the forward thinking on the LED light project by Park Services.

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.
b. Real Estate – the acquisition or lease of real property or the selling or rental price of real estate.
c. Negotiations – the collective negotiations between public employers and their employees and deliberations concerning salary schedules for one or more classes of employees.
d. Semi – annual review of closed session minutes.

Commissioner Sheffler made a motion at 8:48 p.m.; seconded by Commissioner Blades to go 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 9:30 p.m.; seconded by Commissioner Gardiner to return to Open Session. Roll called. Motion carried with unanimous vote.

10. New Business

d. Open sealed bids previously submitted for a new tractor with attachments.

Commissioner Blades asked if advertisement was published in the paper. Director Reed advised no there was no ad run. Commissioner Blades stated that Illinois Park District Law Handbook states you have to publish in a local paper. Administrative Assistant Kim reviewed the law handbook and the Commissioners moved on to 10g while the information was being obtained.

g. Discuss / Approve Semi – annual review of closed session minutes from meetings
7/14/2016, 7/26/2016, 8/23/2016, 9/27/2016, 10/25/2016, 11/22/2016, and 12/27/2016 with approval to remain closed, with or without exception.

Commissioner Blades made a motion at 9:40 p.m.; seconded by Commissioner Sheffler approve the Semi – annual review of the closed session minutes with changes on the August 23, 2016 closed minutes to remain closed. Roll called. Motion carried with unanimous vote.

h. Discuss / Approve Director Reed attending the Certified Playground Safety Inspector Course in St. Charles, MO on March 28 – 30, 2017. Course fee, room and meals will come from Training budget.

Commissioner Gardiner made a motion at 9:41 p.m.; seconded by Commissioner McReynolds to approve Director Reed attending the Certified Playground Safety Inspector Course in St. Charles, MO on March 28 – 30, 2017. Course fee, room and meals will come from Training budget. Roll called. Motion carried with unanimous vote.

i. Discuss / Approve tree stump removal (all stumps) at Pyramid Park from Capital Projects Fund.

Commissioner Sheffler made a motion at 9:44 p.m.; seconded by Commissioner Blades to approve bid for tree and stump removal (all stumps) at Pyramid Park from the Capital Projects Fund. Roll called. Motion carried with unanimous vote.

j. Discuss / Approve designating President Gott as legal liaison to represent the Marion Park District Board of Commissioners.

Commissioner Sheffler made a motion at 9:44 p.m.; seconded by Commissioner Blades to approve designating President Gott as legal liaison to represent the Marion Park District Board of Commissioners. Roll called. Motion carried with unanimous vote.

k. Discuss / Approve Resolution 2017 – 01, designation of OMA officers.

Commissioner Sheffler made a motion at 9:46 p.m.; seconded by Commissioner Blades to approve Resolution 2017 -01, designation of OMA officers. Roll called. Motion carried with unanimous vote.

l. Discuss / Approve Resolution 2017 – 02, designation of FOIA officers.

Commissioner Gardiner made a motion at 9:46 p.m.; seconded by Commissioner McReynolds to approve Resolution 2017 -02, designation of FOIA officers. Roll called. Motion carried with unanimous vote.

m. Discuss / Approve prioritizing a list of Capital Projects to be completed within the next two (2) years from the Capital Projects Fund.

Commissioner Blades made a motion at 9:56 p.m.; seconded by Commissioner Gardiner to table prioritizing a list of Capital Projects to be completed within the next two (2) years form the Capital Projects Fund. Roll called. Motion carried with unanimous vote.

At this time, the item 10d is revisited after information has been obtained from the law handbook.

d. Open sealed bids previously submitted for a new tractor with attachments.

Commissioner Sheffler made a motion at 10:09 p.m.; seconded by Commissioner Gardiner to table opening sealed bids previously submitted for new tractor with attachments due to needs to be published in the local newspaper until meeting held on February 28, 2017. Roll called, Commissioner Gardiner – yay, Commissioner McReynolds – yay, Commissioner Sheffler – yay, Commissioner Blades – yay, Commissioner Gott – silent. Motion carried with vote 4 – 1.

e. Discuss / Approve purchase of new tractor and equipment package from sealed bids.

Commissioner Sheffler made a motion at 10:10 p.m.; seconded by Commissioner Gardiner to table purchase of new tractor and equipment package from seal bids due to needs to be published in local newspaper until meeting held on February 28, 2017. Roll called, Commissioner Gardiner – yay, Commissioner McReynolds – yay, Commissioner Sheffler – yay, Commissioner Blades – yay, Commissioner Gott – silent. Motion carried with vote 4 – 1.

11. Next Meeting Date: February 28, 2017

12. Adjournment

Commissioner Blades made a motion at 10:17 p.m.; seconded by Commissioner Sheffler to adjourn the 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.