Meeting Minutes 1/26/16

Minutes
Regular Meeting of
The Marion Park District
Board of Commissioners
January 26, 2016
7:00 p.m.
Boy Scout Cabin

Regular Meeting Agenda

1. Call to Order

Regular meeting called to order at 7:02 p.m. with the following Commissioners present:

Commissioner Blades
Commissioner Sheffler
Commissioner McReynolds
Commissioner Gardiner

Commissioner Gott was absent for the start of the meeting and will arrive at a later time.

2. Open Forum

Public attendees (from Guest Sign In sheet):

No one from the public was present at the meeting.

3. Approval of: January 26, 2016 Agenda

Commissioner Blades made a motion at 7:04 p.m.; seconded by Commissioner McReynolds, to approve the January 26, 2016 agenda. Motion carried with unanimous vote.

4. Approval of Minutes: December 22, 2015

Commissioner Blades made a motion at 7:05 p.m.; seconded by Commissioner McReynolds, to approve the December 22, 2015 minutes as presented. Motion carried with unanimous vote.
5. Approval of December Financial Report

Commissioner Sheffler made a motion at 7:06 p.m.; seconded by Commissioner Blades, to approve the December Financial Report as presented. Roll was called. Motion carried with unanimous vote.

6. Department Reports
a. Administration
b. Park Services

Director Reed discussed both the administration and park services reports (attached) to the Commissioners.

7. Commissioners Reports

Commissioner Gardiner spoke with Director Reed regarding converting the pools current chlorine system to a salt water system. Commissioner Gardiner would like research done on the costs.

Commissioner Sheffler has spoken to Doug Phillips with the City of Marion regarding the waterway project at Russell Street Park. There is approximately 600 feet of the waterway that needs to be corrected due to erosion.

8. Executive Session pursuant to 5 ILCS 120/2(c) (2) of the Illinois Open Meetings Act (if requested):

a. Semi – annual review of closed session minutes.

Commissioner Blades made a motion at 7:40 p.m.; seconded by Commissioner Sheffler, to go into Executive Session. Motion carried with unanimous vote.

9. Reconvene to Open Session (possible actions following Executive Session).

Commissioner Sheffler made a motion at 7:45 p.m.; seconded by Commissioner Blades to come out of Executive Session. Motion carried with unanimous vote.

10. Old Business
a. Discuss / Approve Background check policy for volunteers participating in sporting
events on the Marion Park District property.

Director Reed made the suggestion to the Board of Commissioners to withdraw the background check policy. Per the conversation with Jason Anselment, legal counsel for IAPD and Director Reed, this could create a problem that doesn’t exist. The policy will never be gotten quite right to encompass all that needs to be included.

Commissioner Blades made a motion at 7:57 p.m. to withdraw the background check policy; seconded by Commissioner Sheffler. Motion carried with unanimous vote.

b. Discuss / Approve cost sharing measures between MYBSA and Marion Park District
in relation to maintaining the MYBSA website for recreational sporting groups utilizing
Marion Park District facilities.

Commissioner Blades advised the Board of Commissioners that at this time this
discussion / approval needs to be tabled. MYBSA is reaching out to the City of Marion
and the other sports organizations regarding the cost sharing of the website.

Commissioner Blades made a motion at 7:59 p.m. to table this item until the next meeting; seconded by Commissioner Sheffler. Motion carried with unanimous vote.

11. New Business

a. Discuss / Approve Semi – annual review of closed session minutes from meetings 7/28/2015, 8/25/2015, 9/22/2015, 10/27/2015, 11/24/2015, 12/22/15 with possible approval to remain closed, with or without exception.

Commissioner Sheffler made a motion at 8:00 p.m.; seconded by Commissioner Blades,
to approve the closed session minutes and leave closed without exception. Roll was called. Motion carried with unanimous vote.

b. Discuss / Approve Resolution 2016 – 01 Designation of OMA Officers.

Commissioner Sheffler made a motion at 8:00 p.m.; seconded by Commissioner Blades,
to approve Resolution 2016 – 01 Designation of OMA Officers. Motion carried with unanimous vote.

c. Discuss / Approve Resolution 2016 – 02 Designation of FOIA Officers.

Commissioner Sheffler made a motion at 8:01 p.m.; seconded by Commissioner Blades,
to approve Resolution 2016 – 02 Designation of FOIA Officers. Motion carried with unanimous vote.

d. Discuss / Approve MSI / ISSA soccer camp in the summer 2016 and event fee of $250.00

Commissioner Sheffler made a motion at 8:02 p.m.; seconded by Commissioner Blades,
to approve MSI / ISSA soccer camp in the summer of 2016 with an event fee of $200.00, per the user fees for 2016. Motion carried with unanimous vote.

f. Discuss / Approve IPRF premium payment for 2016 – 2017 ($20,287.00)

Commissioner Sheffler made a motion at 8:04 p.m.; seconded by Commissioner McReynolds, to approve the IPRF premium payment for 2016 – 2017. Roll was called. Motion carried with unanimous vote.

g. Discuss Spooktacular event.

Commissioner Blades discussed the cost of the event, stating that the props, etc. ($1800.00), goodies / water ($500.00), vendors ($1100.00) and labor ($2000.00) was too much with a budget of $3000.00 for the event. Commissioner Blades discussed the fact that each of the costs needs to be scaled down and there is no need to expand or make the event bigger. It was discussed of getting donations / sponsors for the event. Further discussion of this will continue during the budget talks for 2016 – 2017.

h. Discuss / Approve granting Administrative Assistant vacation time.

Director Reed explained if the vacation time of the Administrative Assistant’s followed the labor agreement, she would be granted vacation retro back to her temporary hire date of May 11, 2015.

Commissioner Sheffler made a motion at 8:25 p.m.; seconded by Commissioner Blades,
to approve granting Administrative Assistant vacation time effective May 11, 2016. Motion carried with unanimous vote.

Commissioner Gott arrived at the meeting at 8:25 p.m.

i. Discuss / Approve lease of concession building at the Soccer Complex to Marion Soccer Incorporated for the 2016 Spring / Fall soccer seasons.

Commissioner Blades made a motion at 8:31 p.m.; seconded by Commissioner Sheffler,
to approve the lease of the concession building at the Soccer Complex to MSI for $1.00, the same agreement the Marion Park District has with MYBSA, with the agreement that they assume the cost of adding a meter to the building. Motion carried with unanimous vote.

j. Discuss / Approve 3v3 Live Tournament to be held at the Soccer Complex June 4, 2016.

Commissioner Sheffler made a motion at 8:33 p.m.; seconded by Commissioner Gott,
to approve the 3v3 Live Tournament at the Soccer Complex June 4, 2016 with a fee of $600.00. Motion carried with unanimous vote.

k. Discuss / Approve People’s National Bank CD renewal.

Commissioner Gott made a motion at 8:35 p.m.; seconded by Commissioner Sheffler,
to approve People’s Nation Bank CD renewal. Motion carried with unanimous vote.

13. Next Meeting Date: February 23, 2016

14. Adjournment

Commissioner Sheffler made a motion at 8:36 p.m.; seconded by Commissioner Blades, to adjourn the Regular Meeting January 26, 2016. 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.