MINUTES OF THE COMMITEE OF THE WHOLE MEETING

OF THE BOARD OF COMMISSIONERS

OF THE ADDISON PARK DISTRICT

HELD AT COMMUNITY REC CENTER

120 EAST OAK STREET, ADDISON, ILLINOIS

 

JANUARY 28, 2008

 

President Jessen called the meeting to order at 6:14 P.M.

 

PRESENT:                     Commissioners Jessen, Ortale, Capizzano, Reed and Welkomer

 

ABSENT:                      None

 

STAFF PRESENT:          Executive Director Mark McKinnon, Superintendent of Recreation, Michael Walaszek; Superintendent of  Finance, Janis Jordan; Superintendent of Parks and Planning, Noel Rolle; Fitness Center Operations Manager, Greg Vitale; Golf Facility Manager, Charles Sims; Community Leisure Services Manager, Geri Estvanik; and Marketing & Communication Supervisor, Traci Wicks

OTHERS PRESENT:      Attorney Bond and Tom Chapman of Raymond James

President Jessen welcomed everyone to the meeting.

 

Changes to the Agenda

None

 

Public Comment

None

 

Approval of Minutes

Commissioner Welkomer moved to approve the Committee of the Whole meeting minutes of December 17, 2007.  Commissioner Reed seconded the motion which passed unanimously on a Voice Vote.

 

Committee of the Whole

Personnel Policy Review and Recommendation

Director McKinnon explained to the Board that most of the revisions to the policies were based on new laws, title changes and correction of grammar or verbiage.  Superintendent of Recreation Michael Walaszek stated that the job classifications were the biggest change and that those classifications were based on hours and functions.  He added that some benefits were added to these new classifications.  Michael explained that many of the updates to the policies needed to be completed to qualify for the Distinguished Agency Award.  Discussion ensued with regards to the changes.  Director McKinnon stated that it was staff’s intent to have the Board approve the manual tonight contingent on final approval by Attorney Bond.

Referendum Update

Geri Estvanik updated the board on all of the meetings that staff and board have attended.  She distributed a spreadsheet of events that were attended and discussed the remaining meetings.  A short discussion ensued with the outcome of the meetings.  Traci Wicks then provided additional information about frequently asked questions and the Friends Group.  A short discussion ensued with regards to the questions and how the answers to most questions can be found on the District website.  Traci then reminded staff and Board of the upcoming Pre-Superbowl Party and the referendum results viewing that will take place on the night of the voting. 

 

Review of Goals for 2007/2008

Director McKinnon stated that the updated goals have been presented in the board packet and that to date most of the goals have been achieved.  Additional information on the status of the goals is provided on the goals sheet.

 

Draft of 2008/2009 Goals

Director McKinnon stated that Lisa Bruni completed the first draft of the goals and objectives.  The objectives were listed in the order of votes that they received.  He directed staff and Commissioners to contact him if they thought that there was a goal that needed further attention.  The Board stated that they liked the process of gathering the objectives and that the entire group, both staff and Board, were very involved in the process.

 

Freedom of Information

Attorney Bond stated that the new resolution was provided to update our policy and to be in compliance with the law.  The policy identifies documents that are available and the cost.  He added that the policy should be reviewed periodically and that the charges for copies that is recommended in the policy is a reasonable one.

 

IEG Presentation

Director McKinnon stated that IEG would not be present at the meeting.  He added that they had a conflict which kept them from the meeting but that they would be attending the next meeting on February 11th.

 

Finance and Administration

Accounts Payable for Approval for January 21, 2008

Commissioner Reed stated that the payables have been included in the packet for review.  A short discussion ensued with regards to a few of the payables that were presented.

 

Payables for Ratification

Commissioner Reed stated that the payables for ratification have also been included in the packet for review.  Another short discussion ensued with regards to a few payables that were presented for ratification.

 

Interim Financial Report for December

Janis Jordan presented the interim report to the board.  She stated that revenue for the year is at 77% and expenses at 68%.  She added that operational results for recreation are ahead of schedule and that Links and Tees has had great seasonal results.  Janis explained that there are some dome deficits because fixed costs are reflected in the number but the results for this month are way above average.  A short discussion ensued with regards to the report and the monies that were still available for capital projects at Links and Tees.

 

Sale of General Obligation Bonds

Tom Chapman stated that a public hearing would be conducted as part of tonight’s Board Meeting so that the sale of bonds could take place at the February 11th meeting.  He stated that tonight’s board meeting would need to be reconvened on February 11th. 

 

Building and Grounds

Promotion of Green Products and Services

Director McKinnon stated that the board requested a short report on green services and products that the District used.  Superintendent of Parks and Planning, Noel Rolle, distributed a list of green products that have been used and that are being considered for use by the District.  He also distributed a “Green Report Card” that he was asking staff to complete to see where the District stands environmentally.

 

Director McKinnon added that a Green Committee has been formed and that staff would be working on the results of the report card as part of the committee.  A short discussion ensued with regards to the Green Committee.

 

Permit Request for Onesti Entertainment Corporation

Commissioner Welkomer stated that Onesti submitted a permit request to hold the Italian Fest at Centennial Park in August of this year.  Director McKinnon stated that the permit would cost approximately $3,000 and he added that Onesti still owed the District approximately $2,400 for field repairs from last year.  A discussion ensued and Board consensus was that the permit for this year would not be issued until a check for the repairs from last year was received.  Director McKinnon stated that the permit approvals are usually not brought to the Board for approval but because of the size of the event he wanted to have the Board approve it.

 

Miscellaneous

Noel Rolle distributed a snow removal policy that the parks staff was following for snow removal this season.  Director McKinnon stated that the District currently does not have a policy and that this one prioritized areas for snow removal based on the amount of traffic a facility or park received.  A short discussion ensued with regards to the policy.

 

Commissioner Welkomer asked about the District’s policy with regards to food and drinks in the gymnasiums.  Staff stated that there were signs posted asking participants to refrain from bringing food and drink into the gymnasiums but that they were more lenient on water being brought in. 

 

Facilities

Links and Tees Master Plan Update

Golf Facility Manager, Charles Sims, stated that the dome has been seeing higher than usual numbers for this time of the year and that if it keeps up that this will be a record setting month.  He added that one of his personal goals was to get Links & Tees in the Top 100 Golf Practice Facilities.  Charles stated that he was pleased to announce that Links and Tees is now listed in the Top 100 Golf Practice Facilities in North America.    He stated that this designation would bring national recognition to Links and Tees and he distributed copies of the Winter Issue of Golf Range that listed the top 100 facilities in North America.  A discussion ensued with regards to the award and how it was achieved.

 

Charles then distributed a memo to the board regarding the recommended addition of a short game area at Links and Tees.  The memo provided information about the upgrades and the revenue which he believed could be generated by completing the project.  A discussion ensued with regards to the recommended improvements.  Director McKinnon stated that if the board approved the improvements that construction would take place in late August and the new short game area would be ready for the spring 2009 season.   Board consensus was to approve the construction but that they wanted the project to be completed this year instead of next year. 

 

Club Fitness Update

Fitness Center Operations Manager, Greg Vitale provided the board with updated information regarding the closing of the Community Fitness Center and the memberships that have been transferred over to Club Fitness.  He also explained that Junior Memberships were on the rise, he stated that his original goal was to get 30 memberships and that they are currently over 100 memberships.  A short discussion ensued with regards to memberships at Club Fitness.

 

Recreation

Club Fitness Center Equipment

Superintendent of Recreation, Michael Walaszek, stated that the Board had declared the equipment at the Community Fitness Center as surplus.  He added that he has been working with Addison Trail High School to sell the equipment to them.  Attorney Bond stated that if the equipment is sold that he would like the purchaser to sign a liability waiver. 

 

Calendar of Events

A short review of the upcoming recreation programs took place.

 

President’s Report and Commissioner Comments

None

 

Executive Session

None

 

Adjournment

Commissioner Ortale moved for adjournment at 8:01 p.m.  The motion was seconded by Commissioner Capizzano and carried.

 

Respectfully Submitted by,

 

Lisa Bruni

Recording Secretary