Park Board Minutes - November 19, 2009
Amended
Regularly Scheduled Board
Meeting Of The Commissioners
And Officers Of The Winnetka
Park District, Winnetka, Illinois
President Pierce called the meeting to order at 6:30 p.m. and Secretary Schwartz took roll call. Present were Commissioners DiCola, Kahnweiler, Snyder, Vanden Bosch, McLane and Pierce. Absent: Harney Also present were staff members Gullen, Smith, Farmer, Volpe and Schaum.
November Vouchers
The Board was presented with the November 2009 Vouchers. Questions were answered by staff.
After Board review, Commissioner DiCola moved to approve the November Voucher list as presented. The motion was seconded by Commissioner Kahnweiler and a roll call vote was taken.
Voting – Aye: DiCola, Kahnweiler, Snyder, Vanden Bosch, McLane and Pierce
Voting – Nay: None
Absent: Harney
Motion Carried
October Financials
The Board reviewed the October Financials and questions were answered by staff.
Commissioner Vanden Bosch moved to approve the October Financials as presented. The motion was seconded by Commissioner Kahnweiler and passed by a voice vote.
Remarks from Visitors
Resident John Thomas inquired if the Caucus Platform was approved at the town meeting to not consider Hubbard Woods Park Shelter for renovation. Vice President McLane noted that it was not approved.
Resident Dan Streiff was present and expressed his concern after reading the minutes from the Recreation Committee meeting, that the funding for the Winnetka Youth Organization (WYO) may be discontinued. Mr. Streiff feels that WYO is very important to the community and serves and unmet need for teens.
Commissioner Harney arrived at 6:40 p.m.
Commissioner Snyder noted that was not the intent, and that the wording will be amended in the minutes. Snyder noted that what was discussed was that there should be a conversation held with the entire board to decide if this was something they wished to continue (non-profit donations).
Snyder continued that she expressed that if funding were to cease that it was necessary to give the WYO a year’s notice before pulling their contribution.
President Peirce noted that no action would be taken this year.
The Board thanked Mr. Streiff and Thomas for coming.
Consent Agenda
Park Board Minutes from 10/22/09
Skokie Playfield Master Plan – Communication Piece
2011-2016 Strategic Master Plan
Commissioner Snyder moved to approve the Consent Agenda as presented. The motion was seconded by Commissioner Kahnweiler and a roll call vote was taken.
Voting – Aye: DiCola, Harney, Kahnweiler, Snyder, Vanden Bosch, McLane and Pierce
Voting – Nay: None
Motion Carried
Finance Committee Minutes
Financial Officer Farmer noted that as discussed at the last Board meeting the Committee felt that this banking proposal process has proven that the existing banking relationship with Harris Bank is the most advantageous.
After a short discussion, Commissioner Vanden Bosch moved to approve the Finance Committee minutes from 10/22/09, as presented. The motion was seconded by Commissioner Harney and passed by a voice vote.
Recreation Committee Minutes from 11/09/09
Commissioner Snyder highlighted the Recreation Committee meeting. The Committee reviewed the 2010 Recreation Budget.
A minor wording change was made to the minutes. Commissioner Kahnweiler noted that the contribution to the WYO was increased from $8,000 to $8,500. The Board agreed that further discussion on funding a non-for-profit needs to take place.
Snyder noted that the Recreation Committee unanimously approved the proposed Recreation budget and is recommended for approval.
After Board discussion, Commissioner Harney moved to approve the Recreation Committee Minutes as Amended. The motion was seconded by Commissioner DiCola and a roll call vote was taken.
Voting – Aye: DiCola, Harney, Kahnweiler, Snyder, Vanden Bosch, McLane and Pierce
Voting – Nay: None
Motion Carried
Parks and Beaches Committee Minutes from 11/09/09
Commissioner Snyder moved to approve the Parks and Beaches Committee Minutes as presented. The motion was seconded by Commissioner Kahnweiler and a roll call vote was taken.
Voting – Aye: DiCola, Harney, Kahnweiler, Snyder, Vanden Bosch, McLane and Pierce
Voting – Nay: None
Motion Carried
Service Center Oversight Committee Minutes from 10/29/09
Superintendent Smith reported that the committee met 0n 10/29/09, to review the Change Orders.
The Parks Service Center Oversight Committee has reviewed the change order in detail and is in agreement to approve the request.
Commissioner DiCola moved to approve the Change Orders for Dukane Precast, in the amount of $16,750.00, from T.A. Construction, in the amount of $13,500.00 and Abbey Paving in the amount of $14,784.00. The motion was seconded by Commissioner Kahnweiler and a roll call vote was taken.
Voting – Aye: DiCola, Harney, Kahnweiler, Snyder, Vanden Bosch, McLane and Pierce
Voting – Nay: None
Motion Carried
Administration Committee Minutes from 11/09/09
Commissioner DiCola highlighted the Committee meeting, which entailed the review of the 2010 General Administration, Corporate Administration and Miscellaneous Funds budgets.
The Administration Committee unanimously approved the proposed the General Administration, Corporate Administration and Miscellaneous Funds budgets and is recommending approval.
Commissioner Vanden Bosch moved to approve the Administration Committee Minutes from 11/09/09 as presented. The motion was seconded by Commissioner Kahnweiler and a roll call vote was taken
Voting – Aye: DiCola, Harney, Kahnweiler, Snyder, Vanden Bosch, McLane and Pierce
Voting – Nay: None
Motion Carried
Village of Winnetka Planning Commission
Commissioner DiCola who is the Planning Commission Liaison, reported that at the last meeting the Commission discussed Affordable Housing, the Expansion at North Shore Country Day School, and Appendix 6, which is a modification of the Comprehensive Plan for the Village of Winnetka, “Winnetka 2020”. The Commission asked all the liaisons to ask their specific Board topics or specific tasks that are on the horizon for their organizations.
Service Center Update
Superintendent Smith reported that work continues on the installation of the main sewer and water lines to the building. Smith noted that in the course of this work, trash was encountered and was being sorted for removal off site. Contractors are now pouring the interior concrete floors and once complete, overhead and exterior doors will be installed to fully enclose the building.
Truth and Taxation #09-11-19
Financial Officer Farmer presented the Board with the Truth in Taxation Resolution. Farmer noted that the property tax increase includes the tax cap of 0.1% plus a 4.9% estimate for new growth. Farmer continued that as in years past Cook County Officials will review the request and adjust the levy for new growth as deemed appropriate.
After a brief discussion, Commissioner Vanden Bosch moved to approve the Truth and Taxation Resolution #09-11-19 as presented. The motion was seconded by Commissioner Kahnweiler and a roll call vote was taken
Voting – Aye: DiCola, Harney, Kahnweiler, Snyder, Vanden Bosch, McLane and Pierce
Voting – Nay: None
Motion Carried
2010 Board Meeting Schedule
Commissioner Harney moved to approve the 2010 board Meeting Schedule as presented. The motion was seconded by Commissioner DiCola and passed by a voice vote.
Policy Updates
The Board was presented with two policy changes. The addition of verbiage is underlined.
4.33 OFFICIAL MINUTES
All final action taken by the Board of Commissioners shall be taken in open meeting and recorded by the secretary. The Secretary is charged with keeping an accurate and true record of all motions, resolutions, and ordinances and of any votes taken in an official minute book. All minutes will be considered “unofficial” until adopted by the Board at a subsequent meeting.
Board meeting minutes will be made available for public inspection within seven days of approval during regular office hours at the administrative office, 540 Hibbard Road, as well as posted on the Park District Web site, www.winpark.org.
The Secretary shall be responsible for the taking and preparation of minutes of each meeting. Executive session minutes will be kept in a separate book, which will not be made available to the public.
In accordance with the requirements of the Open Meetings Act, 5 ILCS 120/1, et seq., the Secretary shall be responsible for arranging the recording of closed sessions. The Secretary of the Board shall ensure that the verbatim recordings of all closed sessions of the meetings of the Board of Commissioners are securely maintained. The Board of Commissioners shall review the minutes of all prior executive sessions every six months. The Board will decide if the need for confidentiality still exists with regard to all or part of the minutes, or whether all or part of the minutes no longer require confidential treatment and therefore should be made available for public inspection.
The audio tape recordings of closed sessions shall be maintained for 18 months after the closed session and shall not be released to the public unless such release is required by court order or specifically authorized for release by a vote of the Board of Commissioners. Members of the Board may listen to the closed session recordings in the presence of the Secretary of the Board, or his/her other designee. Copies of such tapes will not be made or provided to anyone unless specifically authorized by vote of the Board of Commissioners.
Under Section 17.02 DEFINITIONS AND CLASSIFICATIONS OF EMPLOYEES of the Policy and Procedure manual this item was added:
14. Employee Authorization: The Executive Director shall be the Administrative Executor of the Park District and shall employ, directly or through Supervisory staff, such persons deemed necessary, setting their compensation and duties within the limits established by the Board. It is the policy of the Board to report all new hires in timely manner according to the State of Illinois State Statutes, and to follow all State and Federal laws pertaining to employment. The immediate family members defined as parent, spouse, brother, sister, child, or in-laws of any Board Member or Administrator; defined as Executive Director, Superintendents of Recreation, Finance, and Parks, are not eligible for full time employment.
After a brief review, Commissioner Kahnweiler moved to approve the changes as presented. The motion was seconded by Commissioner Vanden Bosch and passed by a voice vote.
Aquatics Study
Executive Director Schwartz reported that the recently adopted Bridge Plan calls for a feasibility study to be conducted to understand the feasibility of the development of an aquatics facility. Over the years interest has been expressed to create one of two types of aquatic facilities; an indoor long course pool and/or an outdoor pool. In order to understand the cost and eventual operational feasibility of an aquatics facility it is necessary to complete a study that will accurately communicate what the likely costs will be incurred when considering the cost to create and operate the facility.
Schwartz continued that in order to satisfy the interests of the two aquatic groups (indoor pool and outdoor pool) it is necessary to complete a study for each of the aquatic facility types.
One of the skills that make this process unique is the use of a series of spreadsheets that calculate various critical elements of understanding feasibility. Counsilman-Hunsaker is the only firm that uses them when completing these studies. They are designed to calculate costs to filter and heat water volume, staffing matrix and associated costs, cost for creating the space program that has been identified and the level and ability for the facility to achieve a given level of cash flow.
Schwartz stated that he does not have the authority to use these spreadsheets, however, there are two alternatives that are available to the Winnetka Park District.
The first is to hire the firm to complete the feasibility studies. To complete the four options, two indoor and two outdoor, it will cost the District $25,000. The second option will cost the District $6,000. With this option all of the feasibility work will be completed by the district staff. Counsilman-Hunsaker will complete the spreadsheets for the District to be inserted into the study. .
Staff recommends the second option be approved to complete the aquatic feasibility studies.
After Board discussion Commissioner DiCola moved to approve staff’s recommendation for the feasibility work to be completed by the district staff and Counsilman-Hunsaker will complete the spreadsheets for the District to be inserted into the study in the amount of $6,000. The motion was seconded by Commissioner Kahnweiler and a roll call vote was taken.
Voting – Aye: DiCola, Harney, Kahnweiler, Snyder, Vanden Bosch, McLane and Pierce
Voting – Nay: None
Motion Carried
Commissioner Harney moved to adjourn the Regular meeting to Executive Session for the purpose of the Board discussing personnel under Section 2(c)(1) of the Illinois Open Meetings Act. The motion was seconded by Commissioner McLane and a roll call vote was taken.
Voting – Aye: DiCola, Harney, Kahnweiler, Snyder, Vanden Bosch, McLane and Pierce
Voting – Nay: None
Motion Carried
President Pierce stated that the Board met in Executive Session for the purpose of the Board discussing personnel under Section 2(c)(1) of the Illinois Open Meetings Act. The Board took no action on this matter.
Commissioner Kahnweiler moved to adjourn the meeting at 9:30 p.m. The motion was seconded by Commissioner Snyder and passed by a voice vote.
