ADDISON PARK DISTRICT
COMMITTEE OF THE WHOLE
MINUTES
1. CALL
TO ORDER
President Jessen called the meeting to order at
Also in attendance:
Attorney, Pat Bond; Executive Director, Mark McKinnon; Superintendent of
Parks, Noel Rolle; Superintendent of Recreation, Michael
Walaszek; Superintendent of Finance, Janis Jordan; Fitness Center Operations
Manager, Greg Vitale; Golf Facility Manager, Charles
Sims; Community Leisure Services Manager, Geri Estvanik; and Marketing and
Communication Supervisor, Traci Wicks.
2. CHANGE IN AGENDA
None.
3. PUBLIC COMMENT
None.
4. APPROVAL OF MINUTES
ON MOTION BY WELKOMER, SECONDED BY REED, TO
APPROVE THE COMMITTEE OF THE WHOLE MINUTES OF NOVEMBER 19, 2007.
Motion carried.
5. COMMITTEE OF THE WHOLE - Don Jessen
A. Personnel Policy Review and Recommendation
Board members were given a copy of the policy to review, and it will be discussed at next month’s Board meeting in January, 2008.
B. IEG Proposal
Geri Estvanik presented the Board
with a proposal that the Addison Park District consider a motion to approve a
four year contract with IEG in the amount of $23,900. She explained the purpose of this company and
what this four year commitment would entail.
She explained the success that other park districts have had with IEG
services.
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Committee of the Whole
It was suggested to have a representative from the company come to a meeting. It was determined, pending attorney’s approval, to go ahead and contact IEG and start the process.
C. Referendum Update
Traci Wicks gave a report informing the Board that a postcard was sent out to all Addison residents pertaining to the referendum. She is currently working on a brochure piece which will be mailed out the 2nd week of January. She mentioned she has an email address residents can contact her at and a hotline directed to her or the Executive Director.
D. Meetings for 2008
Executive Director McKinnon mentioned the new change in schedule for meetings for the upcoming year 2008. Meetings will now take place on the 2nd and 4th Mondays of the month. A schedule is included in the Board packet. He also suggested when a holiday falls on a Monday of a Board meeting night to move the meeting to the next day, Tuesday, instead of waiting for the following Monday.
Executive Director McKinnon went over the change of dates for the meetings for 2008.
E. Miscellaneous
Executive Director McKinnon introduced our new staff members. Lisa Bruni is the new Executive Administrative Assistant and Darlene Cozzo is the new Accounting Clerk Assistant.
6. FINANCE & ADMINISTRATION - Tom Reed
A. Accounts Payable for Approval for
Staff answered all questions presented by the Board.
B. Payables for Ratification
Staff answered all questions presented by the Board.
C. Interim Financial Report for November
Presented at next month’s meeting.
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Committee of the Whole
D. 2006 -2007 Audit Presentation
Laurie DeFazio, from Knutte, presented the Board with a preliminary and tentative draft of the Annual Financial Report for the year-end April 30, 2007. She explained the standard audit practices and the verification and testing the auditors do to support the documents and to make sure it is done properly and on a timely manner.
E. Sale of G. O. Bonds
Linda Byron, of Raymond James, explained to the Board that Moody Investors Services has assigned an initial A3 rating to the Addison Park District General Obligation Limited Bonds, Series 2007. The bonds will finance various improvements within the district and are secured by the district’s general obligation limited tax pledge and benefit from a designated levy with an unlimited rate.
F. Miscellaneous
None.
7. BUILDING & GROUNDS - Joe Welkomer
A. First Amendment to Third Supplemental
Agreement of Salt Creek Greenway Trail
Noel Rolle attended a meeting
pertaining to the Agreement of Salt Creek Greenway Trail. He explained that this project has four
phases and that the first two phases are completed. The two phases left for this project are the
south zone and the north zone. It was explained
that the bid amounts for both the north and south zones significantly exceeded
the engineer’s estimate and the current available funding. In order to proceed with the project, the
agencies agree that the current available grant funding will be bundled and
utilized for the construction of the south zone at this time. The agencies will cooperate with the Village
of Addison to apply for additional STP-
B. Promotion of green products and services
Commissioner Welkomer asked what
we as a Park District are doing in compliance with green products, services,
and environmental issues. There was
discussion on all the
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Committee of the Whole
things that are being done at this time.
C. Miscellaneous
Noel attended a TIF District meeting and discussed the proposal of the Village acquiring property just west of the new Temple to convert that area into condominiums.
The next meeting will be
Commissioner Welkomer discussed the safety of employees who are working at night at Community Center.
8. FACILITIES - Michael Capizzano
A. Golf Dome Update
Charles Sims discussed that part of his goals was to create a master plan for Links & Tees Golf Facility. He contacted Rick Jacobson, one of the premier golf facility designers in the country, to assist in creating a plan for a “cutting edge” golf practice range. The overall design includes: 10,000 square foot practice putting green, practice short game area with a 5,000 square foot green, two sand traps and a fairway pitching area, and finally, a complete makeover of the driving range landing area to include new target
greens, irrigation system, grassing and all materials and labor necessary to complete the job from demolition, major earthwork, and completion. The cost is estimated to be approximately $700,000.00.
Due to the expense and magnitude of the project, recommendation is that if the Board is not comfortable taking on the entire project at once, we work together and complete it in phases. The biggest detriment at this time is the lack of adequate practice putting green and separate short game practice area. According to Jacobson Golf Design, the cost to construct the practice green and short game area would be approximately $181,500.
It was suggested that Charles meet with Janis Jordan and Executive Director McKinnon and bring this back to the next meeting in January 2008.
B. Club Fitness
Greg Vitale gave an update of Club Fitness. Greg mentioned a new promotion called the 12 days of fitness that is currently being worked on. He explained how this promotion worked. People would still pay the full amount enrollment fee but they would be allowed to bring 1 friend for those 12 days and also give the friend 1 week of free membership. If
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Committee of the Whole
the friend decides to become a member and pay in full, they will get a 13th month.
Greg also discussed what the membership sales person, (Mark Prill), is doing at this time to promote more members.
C. Miscellaneous
Commissioner Ortale brought up the situation that occurred last year when the motor caused the dome to collapse last year. He asked what maintenance has been done this year to keep it going.
9. RECREATION - Don Ortale
A.
Executive Director McKinnon recommended that the Board of Commissioners consider a motion to approve an Ordinance 07-07, authorizing the sale of surplus property from the Community Fitness Center.
B. Calendar of Events
Commissioner Ortale will read at the Board Meeting.
C. Miscellaneous
None.
10. Presidents Report & Commissioners Comments
None.
11. Executive Session
Motion to adjourn to Executive
Session at 7:55 p.m. for Personnel pursuant to 5 ILCS 120/2 (C) (1).
Motion
by Ortale, seconded by Reed.
NAYS: None
ABSENT: None
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Committee of the Whole
Motion carried unanimously.
12. Adjournment
Meeting adjourned at 8:10 p.m.
Respectfully Submitted By,
Lisa Zucchero
Recording Secretary