ADDISON PARK DISTRICT
COMMITTEE OF THE WHOLE
SEPTEMBER 19, 2007
MINUTES
1. CALL
TO ORDER
President Jessen called the meeting to order at
Also in attendance: Executive Director, Mark McKinnon; Attorney, Pat Bond;
Noel Rolle, Superintendent of Parks; Michael Walaszek,
Superintendent of Recreation; Janis Jordan, Superintendent of Finance; Greg Vitale, Fitness Center Operations Manager;
Charles Sims, Golf Facility Manager; Geri Estvanik, Community Leisure Services
Manager; and Traci Wicks, Marketing and Communication Supervisor.
2. CHANGE IN AGENDA
None.
3. PUBLIC COMMENT
4. COMMITTEE OF THE WHOLE - Don Jessen
A. Approval of Meeting Minutes - Committee
of the Whole Meeting of
August 20, 2007.
On motion by Welkomer, seconded by Reed, to
approve the Committee of the Whole meeting minutes from August 20, 2007.
Motion carried.
B. Goals & Objectives Update
Executive Director McKinnon included a report of the goals and objectives thru May 2008 in the Board packet. Some of the goals have been achieved and some are in progress.
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Committee of the Whole
C. Property Annexation
Executive Director McKinnon mentioned he received a list of
properties from the
D. Future Meeting Dates
Executive Director McKinnon mentioned that staff discussed and perhaps the Board would consider changing the meeting dates from the 2nd Wednesday and 4th Monday of the month to the 2nd and 4th Monday of the month. This would begin in 2008 if they decided to change the dates.
E. Illinois Opening Meeting Act
Attorney, Pat Bond, explained the change in law that affects the Illinois Open Meeting Act. The new law says the public body is defined as a quorum of the Board (3 members), as opposed to a majority of the quorum.
F. Foundation Update
Geri Estvanik gave an update of the Golf Outing held in August. The Foundation raised $9,300. There were 75 golfers and 6 major sponsors involved. Additionally, the Foundation is hosting their annual Volunteer Recognition Night on Tuesday,
October 16th, from 5:00 - 8:00 p.m.
G. Miscellaneous
Executive Director McKinnon mentioned the NRPA schedule he included in all the Board packets.
Unison contacted Attorney, Pat Bond, with the final terms of agreement of the contract.
5. FINANCE & ADMINISTRATION - Tom Reed
A. Accounts Payable for
Staff answered all questions presented by the Board.
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Committee of the Whole
B. Payables for Ratification
Janis Jordan presented the Board with this monthly report and answered all questions.
C. Interim Financial Report for August 2007
Janis Jordan presented the Board with the monthly Interim Report for August 2007.
D. Request for Proposal - Copier/Printer
Janis Jordan presented a proposal to the Board to execute a contract for copier/printer service, with the lowest responsible provider being Chicago Office Technology Group, for a period of 60 months, at a monthly cost of $1,757.44.
E. Miscellaneous
None.
6. BUILDING
& GROUNDS - Joe Welkomer
A. Ordinance Declaring Surplus Personal
Property
Executive Director McKinnon stated that the Addison Park
District is declaring surplus property on 3 items. Those items include: 1997Ford Diesel F-350 Crew Cab, 1993 Ford
Diesel F-350 Crew Cab, and 1994 Chevrolet
B. Ordinance Authorizing the
Same as above.
C. Miscellaneous
Commissioner Welkomer questioned the usage of the field at Byron Park.
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Committee of the Whole
7. RECREATION - Donald Ortale
A. Review of Recreation Department Contract
Programs
Michael Walaszek presented the Board with a report pertaining to contract programs vs the programs we offer the public. The goal for this coming year is to try to eliminate more of the contract programs. He explained the reasoning behind this. The Park District will be offering more in-house programs.
B. Summer Department Update
Michael Walaszek gave an overview of the summer programs.
C. Pool Referendum Discussion
Traci Wicks presented the Board with the results of the pool phone survey. We received over 1,000 automated phone surveys and over 54 patron surveys where staff and volunteers went out to the pool during the last week of operation and handed out a survey.
Kit Dailey, from First Trust Portfolios, presented the Board with the status of the communications planning of the referendum. She stated that the goal at this time is to introduce the community to the concept of a new outdoor pool and explain why the project is being developed.
She also discussed following key talking points to be used
by all Park District representatives when the topic of the new
D. Miscellaneous
Commissioner Ortale asked for an update on the Turkey Trot Program.
Michael Walaszek introduced his new Recreation Supervisor, Kimberly Erickson.
8. FACILITIES - Michael Capizzano
A. Links &
Charles gave a brief update of all the ongoing activities.
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Committee of the Whole
B. Turf Replacement of Dome
Charles gave a report to the Board of the plans to replace the rest of the turf behind the driving areas on the putting greens and complete annual repairs of the existing driving range area.
Turf Systems from Ingleside, Illinois, has proposed completing the work in the dome and the repairs to the existing turf as follows:
A. Putting Green area repairs, including removal and disposal of existing turf,
re-grade sub base, install pad system, install putting turf, infill with sand aggregate, install new putting cups and liners, and broom and roll to proper texture and speed, at a cost of $19,550.
B. Dome driving area, sanding, and re-grooming, will include turf inspection for seam separation, tears, and making necessary repairs. Installation of 50 tons of sand aggregate infill, including brooming to proper finish and texture, at a cost of $11,000.
It is recommended that the Board of Park Commissioners consider a motion to award the bid of Turf Systems, Inc., in the amount of $30,550 for Dome turf repairs, and to waive the bidding requirements, since the product is unique to the manufacturer.
C. Club Fitness Update
Greg Vitale gave an update of Club Fitness, which included some maintenance work, new classes that are being offered, and new fall programs. Memberships are going well.
D. Miscellaneous
Commissioner Welkomer mentioned that they have been looking at the t-box on the 6th hole of Links & Tees Golf Course and suggested that Charles contact the homeowners.
Commissioner Welkomer also asked
Noel Rolle about the condition of the fields at
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Committee of the Whole
9. EXECUTIVE SESSION
None.
10. ADJOURNMENT
The next meeting will be held on Monday, October 15, 2007, at 6:00 p.m.
The meeting adjourned at 7:58 p.m.
Respectfully Submitted By,
Lisa Zucchero
Recording Secretary