Meeting Minutes – 2/23/16

Minutes
Regular Meeting of
The Marion Park District
Board of Commissioners
February 23, 2016
7:00 p.m.
Boy Scout Cabin

Regular Meeting Agenda

1. Call to Order

Regular meeting called to order at 7:08 p.m. with the following Commissioners present:

Commissioner Gardiner
Commissioner McReynolds
Commissioner Sheffler
Commissioner Blades
Commissioner Gott

2. Open Forum

Public attendees (from Guest Sign In sheet):

David Galvin with Adult Soccer showed up at 7:15 p.m.

3. Approval of: February 23, 2016 Agenda

Commissioner Sheffler made a motion at 7:09 p.m.; seconded by Commissioner Blades, to approve the February 23, 2016 agenda. Motion carried with unanimous vote.

Commissioner Sheffler made a motion at 7:10 p.m.; seconded by Commissioner Blades, to move to New Business item 11a (2015 Audit – Sarah Gibbens) & 11b (Sarah Gibbens, CPA, payment). Roll was called. Motion carried with unanimous vote.

11. New Business

a. Discuss / Approve 2015 Audit – Sarah Gibbens, CPA

Sarah Gibbens had a brief discussion with the Board of Commissioners regarding her findings during the Fiscal Year Audit 2015. She advised the commissioners that she and her assistant were pleased with the record keeping of all financials internally as well as the accountant. She commended the administrative staff on the use of the purchase order system, spreadsheets used and organization. She advised in her findings that the Aquatic Center did make a turnaround in this fiscal year. With this being her first audit for the Marion Park District she was very pleased with all aspects even with the short time frame given to perform the audit. Commissioner McReynolds brought the question to Sarah Gibbens, CPA if she would be interested in bidding for the audit in the future, and Sarah Gibbens advised yes.

Commissioner Sheffler made a motion at 7:25 p.m.; seconded by Commissioner McReynolds, to approve 2015 Audit – Sarah Gibbens, CPA. Roll was called. Motion carried with unanimous vote.

b. Discuss / Approve payment to Sarah Gibbens, CPA.

Commissioner Sheffler made a motion at 7:26 p.m.; seconded by Commissioner Gardiner, to approve payment to Sarah Gibbens, CPA. Motion carried with unanimous
vote.

Motion made by Commissioner Blades at 7:27 p.m.; seconded by Commissioner Gardiner, to move back to agenda item # 4. Roll was called. Motion carried with unanimous vote.

4. Approval of Minutes: January 26, 2016

Commissioner Blades made a motion at 7:28 p.m.; seconded by Commissioner Gardiner to approve the January 26, 2016 minutes. Motion carried with unanimous vote.

5. Approval of January Financial Report

Commissioner Sheffler made a motion at 7:34 p.m.; seconded by Commissioner Blades, to approve the January Financial Report as presented. Roll was called. Motion carried with unanimous vote.
Motion made by Commissioner Sheffler at 7:35 p.m.; seconded by Commissioner Blades to move to New Business item 11d (Southern Illinois Adult Soccer Spring 2016 season schedule) to accommodate David Galvin to address the Board. Motion carried with unanimous vote. See information under 11d.

11. New Business

d. Discuss / Approve Southern Illinois Adult Soccer Spring 2016 season schedule.

Representative of Southern Illinois Adult Soccer League, David Galvin, was present to discuss the schedule to the Board of Commissioners. Mr. Galvin brought the schedule before the Board and asked if after the Whirlwind Soccer tournament the end of April if Field # 9 would be available for play for their league. Director Reed advised that it should be available and all games listed on the schedule could be accommodated.

Commissioner Blades made a motion at 7:39 p.m.; seconded by Commissioner Sheffler,
to approve Southern Illinois Adult Soccer Spring 2016 season schedule. Motion carried with unanimous vote.

Motion made by Commissioner Blades at 7:40 p.m.; seconded by Commissioner Gardiner to move back to agenda item 6 (Department Reports). Motion carried with unanimous vote.

6. Department Reports
a. Administration
b. Park Services

Director Reed discussed the Administration and Park Services reports. Pictures of improvements were shown to the Board of Commissioners.

7. Commissioners Reports

Commissioner Sheffler discussed that the City of Marion will be rocking the ditch area at Russell Street Park. City will add rip-rap to the ditch and repair the bridge to help with the erosion of the ditch.

Commissioner Gott asked about the planter box at Russell Street Park. Director Reed advised that there is currently some replanting taking place and in the future will be maintained and replanted accordingly.

Commissioner Reports were revisited after Executive Session at 8:28 p.m.

Commissioner Blades advised the board of a concern from a call she received of the removal of political signs at Ray Fosse Park and the roadway at DeYoung Street. Commissioner Sheffler addressed the Board of Commissioners and advised that the same person called him earlier in the week and he had advised that the signs were not removed by Director Reed or Park District staff. Director Reed addressed the Board and confirmed that the political signs were not removed by himself or any other Park District employee. Director Reed did state that he went to IDOT and inquired about the removal of the signs and was informed that IDOT did remove the signs from DeYoung Street at Ray Fosse Park.

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 lodges 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 8:08 p.m.; seconded by Commissioner Blades, 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 8:28 p.m.; seconded by Commissioner Blades to come out of Executive Session. Motion carried with unanimous vote.

Commissioner Gott revisited agenda item # 7 (Commissioner Reports) for Commissioner Blades to address the Board.

10. Old Business

a. 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 again.

Commissioner Blades made a motion at 8:39 p.m. to table this item until the next meeting; seconded by Commissioner Gardiner. Motion carried with unanimous vote.

11. New Business

c. Discuss / Approve six (6) month performance bonus for Administrative Assistant, Kim Bauernfeind.

Commissioner Sheffler made a motion at 8:41 p.m.; seconded by Commissioner Gardiner, to approve a six (6) month performance bonus of $500.00 to Administrative Assistant, Kim Bauernfeind. Roll called, Commissioner Gardiner – Yes, Commissioner McReynolds – No, Commissioner Sheffler – Yes, Commissioner Blades – No, Commissioner Gott – No, motion does not carry.

f. Discuss / Approve operational dates for the Aquatic Center for 2016 season.

Commissioner Blades made a motion at 8:51 p.m.; seconded by Commissioner McReynolds, to approve the operational dates for the Aquatic Center for 2016 season with changes listed: add Saturday open swim from 1:00 p.m. to 4:00 p.m. and with the addition of any military personnel with a valid ID is free. Roll was called. Motion carried with unanimous vote.

g. Discuss / Approve tentative date for the Blue and Gold Triathlon.

Commissioner Gardiner made a motion at 8:51 p.m.; seconded by Commissioner Sheffler to approve July 16, 2016 for the Blue and Gold Triathlon.

h. Discuss / Approve Pyramid Field Rentals.

Director Reed would like to be given the ability to rent fields with the same fee schedule as the Ray Fosse Park fields.

Commissioner Blades made a motion at 8:53 p.m.; seconded by Commissioner Gardiner,
granting Director Reed approval to rent fields at Pyramid Park with the same fee schedule as Ray Fosse Park fields. Motion carried with unanimous vote.

i. Discuss / Approve Journey Church utilizing Pyramid Park for outreach on Easter weekend (Saturday, March 26, 2016).

Director Reed explained that Journey Church would like to use Pyramid Park for an outreach offering an Easter egg hunt, games, music and food.

Commissioner Gardiner made a motion at 9:00 p.m.; seconded by Commissioner Sheffler, to approve Journey Church utilizing Pyramid Park for outreach Easter weekend. Motion carried with unanimous vote.

j. Discuss Land Sale Act.

Director Reed provided the Board of Commissioners information on Public Act 099-0053 regarding Land Sales for park districts. This agenda item is for discussion only and no action was taken.

k. Discuss / Approve cabin rental rates for 1 hour.

Director Reed would like the ability to rent the Boy Scout Cabin for business meetings, crafts, aerobics, etc. at the rate of $20.00 for one (1) hour time slot.

Commissioner Sheffler made a motion at 9:11p.m.; seconded by Commissioner Blades,
approving Director Reed to rent the Boy Scout Cabin for one (1) hour time slot at his discretion. Motion carried with unanimous vote.

12. Next Meeting Date: February 23, 2016

13. Adjournment

Commissioner Gardiner made a motion at 9:21 p.m.; seconded by Commissioner Blades, to adjourn the Regular Meeting February 23, 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.