Meeting Minutes – January 28, 2020

Minutes

 Regular Meeting of

  The Marion Park District

    Board of Commissioners

   January 28, 2020

  7:00 p.m.

  Boy Scout Cabin

 Regular Meeting Minutes

1.         Call to Order

Commissioner Gott called the Regular Meeting of the Marion Park District to order at 7:06 p.m. with the following Commissioners present:

Commissioner Sheffler

Commissioner McReynolds

Commissioner Gott

Commissioner Welch and Commissioner Gardiner were absent for the start of the meeting but will be joining in a few minutes.

2.         Open Forum

            There are no public attendees at the Regular Meeting and no discussion items.

3.         Approval of January 28, 2020 Agenda

Commissioner McReynolds made a motion at 7:07 p.m.; seconded by Commissioner Sheffler to approve the January 28, 2020 agenda.  Roll called.  Motion carried with unanimous vote with those present.

4.         Approval of Regular Meeting Minutes – December 17, 2019.

Commissioner McReynolds made a motion at 7:08 p.m.; seconded by Commissioner Sheffler to approve the Regular Meeting Minutes – December 17, 2019.  Roll called.  Motion carried with unanimous vote with those present.

5.         Approval of Special Meeting Minutes:  January 16, 2020.

Commissioner Sheffler made a motion at 7:09 p.m.; seconded by Commissioner McReynolds to approve the Special Meeting Minutes – January 16, 2020.  Roll called.  Motion carried with unanimous vote with those present.

6.         Approval of December 2019 Financial Report

Commissioner Gott asked if Director Reed would like to go over any highlights.  Director Reed states on the year to date expenditures on average are at 35 % and are 6 months into the fiscal year.  Commissioner Gott states that we are $98,000 to the good compared to last year.  Director Reed stated that everything seems to be doing fine and has no concerns.

Commissioner McReynolds made a motion at 7:14 p.m.; seconded by Commissioner Sheffler to approve the December 2019 Financial Report.  Roll called.  Motion carried with unanimous vote with those present.

7.         Department Reports

            a. Administration

            b. Park Services

Director Reed went over the Administrative Reports and Park Services Reports.  Director Reed updated the Commissioners with monies received for Personal Property Replacement Tax and grants received.  We will receive over $1,800 from IPRF Safety Grant and we will apply for the IPARKS iGrant when it is updated.  The credit card machine in the office will be changed out to FirstData and will save $500.00 per year.  Commissioner Gott asked if we are on a records retention protocol with Director Reed replying that there is a records retention policy.  Director Reed updated the Commissioners on the solar array progress with Dan Reid.  Director Reed updated the Commissioners with compliance with the State Statutes (baby changing stations and single use bathrooms).  Director Reed showed the Commissioners pictures of projects performed by Park Services. 

Commissioner Welch arrived at the meeting at 7:16 p.m. and Commissioner Gott read his arrival into the meeting.   

8.         Commissioners Reports         

Commissioner Gott asked if any of the Commissioners had a report, Commissioner Sheffler states that the past week he has noticed the bathroom light has been on at the Ashley Park bathrooms.  Commissioner McReynolds – no, Commissioner Welch states that he was approached by Marion Soccer regarding a few things at the Soccer Complex.  They would like grading and seeding done at the goals on the fields and would also like to update the water fountains at the Soccer Complex.  He stated that Tyler Young is on the Board now and they plan on attending the next meeting.  Commissioner Gardiner – no, Commissioner Gott – no.

Commissioner Gott read into the record that Commissioner Gardiner arrived at 7:38 p.m. 

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

  1. Executive / Closed Minutes – Discussion of minutes of meetings 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. 
  2. 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 Sheffler made a motion at 7:45 p.m.; seconded by Commissioner Gardiner to go into Executive Session.  Roll called.  Motion carried with unanimous vote.

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

Commissioner Welch made a motion at 8:19 p.m.; seconded by Commissioner Sheffler to reconvene to Open Session.  Roll called.  Motion carried with unanimous vote.

Commissioner Gott backed up to the Park Services reports, where Director Reed showed the Commissioners what Park Services created for the Bags Complex, which is a bags holder that will be attached to the pergola area. 

11.       Old Business

  1. Discuss / Approve rescinding November 19, 2019 new business item 10g, transferring $700,000 to Illinois Funds. 

Commissioner Gott advised the Commissioners that this was tabled to let Commissioner McReynolds address any concerns that he had since he was not at the Special meeting.  Commissioner McReynolds states that he wanted to see if Peoples National Bank would give us a better rate.  Commissioner Gott did speak with Tracey Glenn regarding a few reservations regarding the rate they presented and per Tracey, the rate that Peoples proposed was the first and best offer. 

Commissioner Sheffler made a motion at 8:24 p.m.; seconded by Commissioner McReynolds to rescind the November 19, 2019 new business item 10g, transferring $700,000 to Illinois Funds.  Roll called.  Commissioner Gardiner – nay, Commissioner Sheffler – yay, Commissioner McReynolds – yay, Commissioner Welch – yay, Commissioner Gott – yay.  Motion carried with 4-1 vote.

  •  Discuss / Approve establishing a Public Interest Checking account with Peoples National Bank. 

Commissioner Sheffler made a motion at 8:26 p.m.; seconded by Commissioner Welch to establishing a Public Interest Checking account with Peoples National Bank.  Roll called.  Motion carried with unanimous vote.

12.       New Business

  1.  Discuss / Approve FY2019 Audit, prepared by Sarah Gibbens, CPA. 

Director Reed advised the Commissioners that there are letters in their packet.  Director Reed wanted to point out that in the letter in there were no difficulties in completing the audit and there are no misstatements in the audit as far as Sarah Gibbens, CPA was concerned. 

Director Reed states that they ended up right at $115,000 over the cash reserve according to the audit.  In last fiscal year 81% of the revenue came from property tax.  The expenditures in labor is at 58% and IMRF is funded at 66.50%.  Commissioner Gardiner asked what the best for IMRF funding, 100%, which Director Reed states yes.  There was discussion on how IMRF can be funded at 100% and it was mentioned that if there were more people added to the pension of IMRF they would have to rethink funding.  

Commissioner Sheffler made a motion at 8:34 p.m.; seconded by Commissioner Gardiner to approve FY2019 Audit, prepared by Sarah Gibbens, CPA.  Roll called.  Motion to table with unanimous vote.

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

Commissioner Sheffler made a motion at 8:35 p.m.; seconded by Commissioner Gardiner to approve Audit billing from Sarah Gibbens, CPA.  Roll called.  Motion to table with unanimous vote.

  • Discuss / Approve Resolution 20-01, designation of OMA officers.

Commissioner Welch made a motion at 8:36 p.m.; seconded by Commissioner Sheffler to approve Resolution 20-01, designation of OMA officers.  Roll called.  Motion to table with unanimous vote.

  • Discuss / Approve Resolution 20-02, designation of FOIA officers.

Commissioner Sheffler made a motion at 8:37 p.m.; seconded by Commissioner Gardiner to approve Resolution 20-02, designation of FOIA officers.  Roll called.  Motion to table with unanimous vote.

  • Discuss / Approve Resolution 20-03, Sexual Harassment.

Commissioner Gardiner made a motion at 8:38 p.m.; seconded by Commissioner Welch approve Resolution 20-03, Sexual Harassment.  Roll called.  Motion to table with unanimous vote.

  • Discuss / Approve the proposal from Peoples National Bank for a new credit card purchasing system.  The Marion Park District currently uses BMO (Bank of Montreal).

Commissioner Sheffler made a motion at 8:41 p.m.; seconded by Commissioner Gardiner to approve the proposal from Peoples National Bank for a new credit card purchasing system.  Roll called.  Motion to table with unanimous vote.

  • Discuss / Approve renting Ashley Park area for an exclusive wedding on May 22, 2021 for Danielle Kubiak.  The wedding reception will be held at the Boy Scout Cabin on the same day at the Special Events rate. 

Per Director Reed’s advisement, this item needs to be withdrawn after clarification of the needs for the wedding on May 22, 2021. 

Commissioner Sheffler made a motion at 8:43 p.m.; seconded by Commissioner McReynolds to withdraw the item of renting Ashley Park area for an exclusive wedding on May 22, 2021 for Danielle Kubiak.  The wedding reception will be held at the Boy Scout Cabin on the same day at the Special Events rate.  Roll called.  Motion to table with unanimous vote

  • Approval of Executive Session minutes from June 25, 2019, July 23, 2019, August 27, 2019, September 24, 2019, October 22, 2019, Special Meeting November 18, 2019, November 19, 2019, and December 17, 2019 to remain closed with or without exception.
  1. Commissioner Gardiner made a motion at 8:44 p.m.; seconded by Commissioner McReynolds to approve Executive Session minutes from June 25, 2019, July 23, 2019, August 27, 2019, September 24, 2019, October 22, 2019, Special Meeting November 18, 2019, November 19, 2019, and December 17, 2019 to remain closed without exception.  Roll called.  Motion to table with unanimous vote.
  • Discuss Batting Cage and Goofy Golf improvement and lease for 2020.

13.       Next Meeting Date:  February 25, 2020

14.       Adjournment

Commissioner Gardiner made a motion at 9:00 p.m.; seconded by Commissioner McReynolds to adjourn the Regular meeting of the Marion Park District.  Roll called.  Motion to table 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.