Meeting Minutes – 3/22/16

Minutes
Regular Meeting of
The Marion Park District
Board of Commissioners
March 22, 2016
7:00 p.m.
Boy Scout Cabin

Regular Meeting Agenda

1. Call to Order

Regular meeting called to order at 7:05 p.m. with the following Commissioners present:

Commissioner Sheffler
Commissioner Blades
Commissioner Gardiner

Commissioner McReynolds was absent from the meeting.
Commissioner Gott will arrive at a later time .

2. Open Forum

Public attendees (from Guest Sign In sheet):

There were no public attendees at the start of the regular meeting. Bridgett Page arrived
at 8:26 p.m. for the discussion / approval of item 11k.

3. Approval of: March 22, 2016 Agenda

Commissioner Blades made a motion at 7:06 p.m.; seconded by Commissioner Sheffler, to approve the March 22, 2016 agenda. Motion carried with unanimous vote.

4. Approval of Minutes: February 23, 2016

Commissioner Blades made a motion at 7:28 p.m.; seconded by Commissioner Sheffler to approve the February 23, 2016 minutes. Roll called. Motion carried with unanimous vote.

5. Approval of February Financial Report

Commissioner Sheffler made a motion at 7:34 p.m.; seconded by Commissioner Blades, to approve the February Financial Report as presented. Roll was called. Motion carried with unanimous vote.

6. Department Reports
a. Administration
b. Park Services

Director Reed discussed the Administration and Park Services reports. Reports are attached.

Commissioner Blades would like a list of all equipment that the Marion Park District currently has. Director Reed advised we would supply her with a copy of IPARKS insurance information.

7. Commissioners Reports

There are no items to be discussed by the Commissioners at this time.

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 Gott arrived at the meeting at 7:30 p.m.
Commissioner Sheffler made a motion at 7:32 p.m.; seconded by Commissioner Gott, 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.

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 made a motion at 7:40 p.m. to withdraw this item at this time; seconded by Commissioner Sheffler. Roll called. Motion carried with unanimous vote.

11. New Business

a. Discuss / Approve MYBSA lease of N. Otis Street Concession building.

Commissioner Gardiner made a motion at 7:41 p.m.; seconded by Commissioner Sheffler to approve MYBSA lease of N. Otis Street Concession building. Roll called. Motion carried with unanimous vote.

b. Discuss / Approve Batting Cages and Goofy Golf Lease for 2016.

Commissioner Blades made a motion at 7:42 p.m.; seconded by Commissioner Sheffler to approve Batting Cages and Goofy Golf Lease for 2016. Roll called, Commissioner Gardiner – yes, Commissioner Sheffler – yes, Commissioner Blades – yes, Commissioner Gott – silent. Motion carried with 3 to 1 vote.

c. Discuss / Approve CPA bids for annual audit.

Commissioner Gott read the bid amounts to the Commissioners and is as follows:

Gray, Hunter, Stenn – $7,500.00 for fiscal year for 2016, 2017, 2018
Kemper CPA – $8,375.00 for fiscal year 2016, $7,500.00 for fiscal years 2017 and 2018
Sarah Gibbens, CPA – $7,300.00 for fiscal year 2016, 2017, 2018

Commissioner Sheffler made a motion at 7:50 p.m.; seconded by Commissioner Gardiner to approve retaining Sarah Gibbens, CPA for fiscal year audits 2016, 2017 and 2018. Roll called. Motion carried with unanimous vote.

Commissioner Gott approved Director Reed signing the engagement letter of Sarah Gibbens, CPA once it is received.

d. Discuss / Approve Kick It 3v3 Soccer Tournament, June 25, 2016.

Director Reed advised the Commissioners that the tournament date may change to a date in July 2016 and would be a one (1) day tournament.

Commissioner Sheffler made a motion at 7:53 p.m.; seconded by Commissioner Blades to approve Kick It 3v3 Soccer Tournament on a date in June 2016 or a date in July 2016. Roll called. Motion carried with unanimous vote.

e. Discuss / Approve Jim Pierce Tennis Tournament, May 27 – 30, 2016.

Commissioner Gardiner made a motion at 7:58 p.m.; seconded by Commissioner Sheffler to approve Jim Pierce Tennis Tournament on May 27 – 30, 2016. Roll called. Motion carried with unanimous vote.

f. Discuss / Approve Security contract with a security consultant.

Director Reed went over the directives that were made to the security consultant companies regarding hours, dates, special events, etc. (See attached) Director Reed advised the Commissioners that his goal for this fiscal year is to not exceed $6,000 for the remaining of the 2016 fiscal year. Director Reed will present to the Commissioners another proposal for fiscal year 2017 in May 2016 for approval.

Commissioner Blades opposed the use of security in the parks and there was a brief discussion as why security was put into place and why security is needed.

Commissioner Sheffler made a motion at 8:07 p.m.; seconded by Commissioner Gardiner to approve Southern Illinois Security Consultants as security for the remaining of fiscal year 2016 at the rate of $13.32 per hour. Roll called, Commissioner Gardiner – yes, Commissioner Sheffler – yes, Commissioner Blades – No, Commissioner Gott – yes. Motion carried with 3 to 1 vote.

g. Discuss / Approve Director hiring temporary employees for Park Services and Aquatic Center for summer 2016.

Director Reed discussed the rehiring of a temporary Park Services employee and retiring of Ron High in June 2016. Director Reed also advised the Commissioners that he will be meeting with the managers of the Aquatic Center to discuss lifeguard staffing for the 2016 season.

Director Reed also discussed the steps that would be taken to hire a permanent employee in the event that retire Ron High would be replaced.

Commissioner Sheffler made a motion at 8:10 p.m.; seconded by Commissioner Blades to approve the Director hiring temporary employees for Park Services and the Aquatic Center for the summer 2016. Roll called. Motion carried with unanimous vote.

h. Discuss / Approve hiring of Assistant Managers at the Aquatic Center (Dayna Will and Christy Underwood)

Director Reed advised the Commissioners that there is a correction to this item (h) and should be hiring of Co-Managers.

Commissioner Sheffler made a motion at 8:12 p.m.; seconded by Commissioner Blades to approve hiring of Co-Managers at the Aquatic Center (Dayna Will and Christy Underwood). Roll called. Motion carried with unanimous vote.

i. Discuss / Approve pool managers hours for March / April 2016 in preparation for 2016 Aquatic Center season.

Director Reed advised the Board that there have been some hours worked in March and will be some in April in preparation for the 2016 season. Commissioner Sheffler questioned the amount of hours that will be approved for the two Co-Managers. Director Reed advised there would be no more than 40 hours per Co-Manager for the two (2) month period.

Commissioner Sheffler made a motion at 8:13 p.m.; seconded by Commissioner Gardiner for Aquatic Center Co-managers hours for March / April 2016 in preparation for 2016 Aquatic Center season as the Director sees fit. Roll called. Motion carried with unanimous vote.

j. Discuss Marion Soccer Incorporated (MSI) building a new kickboard from a February 2014 board approval.

No motion needed, this was approved in a February 2014 meeting.

k. Discuss / Approve a free standing library in Ashley Park, Bridgette Page brought this to the Marion Park District for a grad school project.

Director Reed advised the Commissioners of the requirements set forth by Bridgette Page and where the library will be located (front of the Boy Scout Cabin).

Commissioner Sheffler made a motion at 8:20 p.m.; seconded by Commissioner Blades to approve a free standing library in Ashley Park. Roll called. Motion carried with unanimous vote.

l. Discuss FY17 budget.

Director Reed advised the Commissioners that the budget worksheet hasn’t been provided by Kim Meyer yet. He also advised that he would like to have the budget approved by the June 2016 meeting before the new fiscal year begins.

Commissioner Sheffler questioned the major expenditures that Director Reed sees in 2017. Director Reed advised that he foresees that major expenditures are as follows:

There are no mowers or vehicles foreseen for 2017
Mulch – fall protection
Infield Mix – for Fosse fields

Commissioner Sheffler questioned the purchase of a bucket and if that was possibly one of the park districts expenditures. Director Reed states that bucket is undersized for their projects. Proper equipment should be purchased to accommodate.

Commissioner Blades questioned the fall protection and wanted to know if it was completely replaced or is it just put over current. Director Reed advised that it is put over the existing.

Director Reed recognized Bridgette Page who was in attendance to present the free standing library request. Commissioner Gott advised Bridgette that she has been approved. Bridgette advised that there is no upkeep by the Marion Park District. Bridgette will have to have a ribbon cutting for the library.

Commissioner Gott would like to revisit the Commissioner Reports. Commissioner Gott spoke with J. Goss with the City of Marion regarding the ditch at Russell Street Park and they should be starting on this soon. Director Reed advised that when he talked to Doug Phillips with the City of Marion, they are going to start on the Boulevard side of the park then move into the Russell Street Park itself.

Commissioner Gott went back to the budget and wanted to add the sidewalk additions at the Soccer Complex. Director Reed advised that in discussions with MSI officials, they are discussing reconfiguring the Soccer Complex in regards to the layout of the fields. Director Reed advised MSI that this was an item that must be approved by the Board of Commissioners. He also suggested that MSI contact a surveyor to lay out the complex configuration. Commissioner Gott gave a history of the walkways of the Soccer Complex that are new to the Board of Commissioners.

12. Next Meeting Date: April 26, 2016

13. Adjournment

Commissioner Gardiner made a motion at 8:52 p.m.; seconded by Commissioner Blades, to adjourn the Regular Meeting March 22, 2016. 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.