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Board Minutes September 12, 2011BOARD MINUTES September 12, 2011 The regular monthly Board Meeting of the Board of Commissioners was called at 7:00 p.m. on September 12, 2011 at the Cynthia Neal Center, 8047 W. 91ST Place, Hickory Hills, Illinois. The following commissioners were present: Jerantowski, Michaels, Morgan, Potacki, Kosnick. Also present were: Dan Maier, Recreation Director; Jennifer Fullerton, Executive Director; Jim Murphy, Maintenance Director and a Mark Warchol a resident of Hickory Hills. APPROVAL OF MINUTESCommissioner Kosnick moved, seconded by Commissioner Morgan, to approve the minutes of August 8, 2011. Ayes: Kosnick, Jerantowski, Michaels, Morgan, Potacki.
SECRETARY’S REPORT
CITIZEN’S REPORT Mark Warchol said he is a resident of Hickory Hills and has lived here since 1991. He said he has been a member of the fitness center since 1998. He said the job you did on Krueger Park was phenomenal. He was wondering if the park district could look into a dog park in Hickory Hills. The park district is very progressive, the skate park is wonderful and the tennis courts and everything is kept up. I use the park district often. Everything is always manicured and if garbage is left it is picked up. He asked if we entertained the idea of a dog park. He is not sure on the success of dog parks and there are a lot of other people that would like it to. Commissioner Jerantowski said we have been talking about it at board meetings now and then. We really haven’t gone into it extensively since you are the first person that has come to the meeting to ask about one. We would have to look into it further to see if there is land available somewhere. Mr. Warchol asked if a petition drive would help. Director Fullerton said since we don’t allow dogs in our parks it is very difficult to manage on the staff level. She said it started a long time ago because there was two dog bits that occurred and they were very severe. We talked about a dog park last year and then youth baseball had another dog bite last year and it was severe. The issue is if we allow the dog park what will happen to the children. Are the dogs on leash or off leash? Out of the dog bites that accrued two out of three dogs were on a leash. She knows Oak Lawn Park District has put in a dog park recently and she can call them to see if they have had issues. Are the parents watching out for the children? Mr. Warchol said he would hope there are responsible owners. He doesn’t know on a leash or off leash how that works. You would only have dogs and their owners. There could be funding for it. Director Fullerton has heard about charging for passes and getting a grant for it. Mr. Warchol said Orland Park’s is huge and very impressive. If we had the land maybe you can consider it. Commissioner Morgan asked if there is anything they would like to see at the dog park, for example open space or obstacle courses. Mr. Warchol said he thinks just a place for the dogs to run around. They have mulch that is dog friendly. It may be from recycled tires. Some communities offer training with an experienced dog trainer. The bricks are a good idea for dogs that have passed in memory of them. The animal welfare does that in Chicago Ridge. They are $150 a brick. Director Fullerton said she developed and coordinated a brick sale at another park district she worked at. We have also looked at putting a dog park on ComEd land east of Standard Bank on a dead end street. We thought of a spot but it is difficult to get past the biting issues. Mr. Warchol said you have to get a dog license in Hickory Hills. You have to show you have all the shots and pay $2 at City Hall. You have to have other safe guards to make sure their shots are in order and they have to have a dog tag. Director Fullerton said a lot of people bring their dogs to Prairie View Park. We don’t allow dogs in our playground but they allow dogs around the walking path. It is the City’s property. Mr. Murphy said it is 7/8 of a mile. Mr. Warchol said it would add value to the community. Director Fullerton said we will talk about it again. MAINTENANCE REPORT The planter which surrounds the marquee has been
draining rain water on Krueger Park’s sidewalk (north of the driveway
entrance). The water is flowing through a 2” pipe which is under the
drive. It brings water and electric to the planter. The large volume
of gravel under the curb and sidewalk was supposed to absorb the
water. Unfortunately it found another path. We put expanding foam in
the pipe to prevent the water flow. The water finds it way to the
other side of the driveway and rolls down the sidewalk. If we get a
freezing rain there will be ice on the sidewalk. Williams Architect
recommended filling the pipe with foam but that didn’t work. Then it
was coming out different sections of the sidewalk. The water will run
under the gravel of the sidewalk and could pop the sidewalk up a
little and it is a new sidewalk from construction. One square of
sidewalk will have to be removed and replaced and we have to put a
drain tile on the east side of the planter and run it out to the park
way and go into catch basin. He will do everything but the concrete.
The total will be $1,300 approximately with the concrete at $800. We
will do it all in one day when the hole is dug up in the planter and
then they will put concrete in. Williams Architect and Hoefferle
Butler looked at it to suggest this work. Director Fullerton said it
is not an expensive solution but wanted the commissioners to know
before we break up the new sidewalk. It will be done in the next few
weeks. Director Fullerton said someone will have to watch the concrete
dry. Director Fullerton asked if anyone has noticed the sign on 95th for the Pumpkin Fest in the City’s kiosk. The sign was $196 so we won’t be able to do it for every event. Mr. Murphy said the Mayor doesn’t want signs pounded in at the corners of 95th and sometimes there are four to five signs. This new sign is hard to read and it doesn’t stand out like the other signs. Commissioner Michaels asked if the park district banner is up. Director Fullerton said yes. It is on 95th Street right in front of Wendy’s. We discussed a location on 95th from the overpass to Roberts Road previously. There were only a few spots left on 95th east of Robert’s Road when we picked our spot. The only thing we should have done different is not use the logo but just words because the other banners that have just words stands out more. RECREATION REPORT The Campout was this past weekend. Director Fullerton slept inside the building overnight and Mr. Maier stayed in a tent outside. The weather was perfect and everyone really enjoyed it. The participants liked the games and the fire department came out for the bonfire. The fire department roasted the marshmallows for the smore’s so the kids didn’t have to get close to the fire. We had a guitar player around the campfire. Some parents hung out by their tents. We had the super bounce for the kids. A face painter was there. It was supposed to be a one time event but a lot of them were asking when we are doing it again. Director Fullerton said she wanted it to be held once in awhile maybe once every five years. Like most of our special events it will be a loss. Mr. Maier said the loss will be approximately $450. We kept the cost down because there was the three of us who are on salary running the event. We didn’t want a lot of hourly staff there and have to pay them. The recreation assistant Mackenzie was there for one hour, a building supervisor until 9pm while we were coordinating the games and several hours of maintenance time for set-up and break down time. Mr. Maier said we purchased $15 in prizes and the rest donated by McDonald’s. The wood was donated. The largest cost was the guitar player for $295. If we do it in the future we can eliminate the guitar player and maybe have glow in the dark necklaces for the kids. In the morning a few of them went to McDonald’s for breakfast and brought it back. Director Fullerton said the egg toss was a lot of fun. We did potato sack races with children then adults. Mr. Murphy said there wasn’t any issue with not being able to barbecue. They were going out to get pizza and McDonald’s and bringing their own food back to the event. Director Fullerton said a couple of people asked about grilling. They were ok with it. Mr. Murphy did a great job with the bonfire of where it was placed and how deep it was and Mackenzie got the wood for free. The fire department was wonder to help. Commissioner Morgan said if it was a wonderful event why not have it every year. Director Fullerton said we could have it every year. She distributed a list of all the special events and their loss with only one event with net revenue under $200 which was the sled hill egg hunt. The sled hill event has also had a negative balance for most of the years that we have had it. We need to look at all of the events. Mr. Maier would like to cut the Movie in the Park or not have it every year. We want to offer free events because of our taxpayers. The Campout is not a big loss and if we cut the guitar player it will even be less. Maybe instead of every year we have it every other year and switch with the movie so it is special. We tend to have the same event every year like Pumpkin Fest and we try to change it a little. We do draw a big crowd for that event. If it is every year it is stagnant and the same events. We also look at the amount of people we have coming to a special event. Pumpkin Fest is very well attended with approximately 30% of the children in Hickory Hills attending that event. Street Fair and concerts are very popular and draw in a lot of people. There were only 79 people at the Campout. The Movie in the Park usually has 350 people. We need to watch which events we have and analyze the best ones. The Movie costs $1,000 and we want to have that every other year and we just cut a concert. So we cut events and then add an event like Campout which doesn’t make a lot of sense. Commissioner Kosnick suggests having it consistently. The children are getting older every year so you loose some and gain some. You could ask the colleges to provide a storyteller and they do it for free for the experience. Charge a small charge of 50 cents or $1 for the storyteller and as years go on you will have more ideas. We should have it more than every five years. Maybe have it every other year. Commissioner Morgan said sometimes when it is a brand new event and if it goes well they will tell other people and you may have an increase. Mr. Maier said it is a good idea to alternate it with Movie in the Park. You get more people for the Movie but to rent the movie through Swank is expensive and costs $1,100 with maintenance. Director Fullerton said the week before the Campout we only had 10 campers and were thinking about canceling it on deadline day which was the Tuesday of the same week of Campout. We only had 13 on Thursday and Friday we had 20 and more people registered at the event. Some parent had to buy a tent. Mr. Maier said we had one camper and 23 tents. Four people registered the day of the event and we had six that were registered and didn’t show at all. The event was only $10 so maybe they had an opportunity to do something else. There were a couple of families exchanging phone numbers at the end of the event because the kids got along so well. It was nice to get out with no electronics. We had that bounding moment with the parents and children. Mr. Maier said there were teenagers walking through the Campout at 3am but he got out of tent and waited until they left. There are some people that just go to Fishing Derby just like this event where he has never seen them before. Director Fullerton said we will have it two years in a row and no Movie next year. We had to cancel archery since we only had one participant signed up. We have openings for the senior luncheon which is next week. There will be 5-7 items since we said we are having a tasting. My Fair Lady is full and we can get more tickets up until Friday. We need judges for the Car Show. Commissioner Kosnick said he will judge and Joe that judged last year. Judging is from 1-3pm. We are working on trophies. We received $350 from Standard Bank for the senior Thanksgiving luncheon. We received $500 last but only asked for $350 since they gave us more for the annual donation. There is a woman that has come into Krueger Park asking about Pickle Ball. There are details to look into like the ambassadors for the program. He called the ambassador last week and is working on it. There is equipment involved with it. It is downsized tennis with miniature rackets and a miniature court. Director Fullerton said she thinks she has a set that she can donate. We offered it at a previous park district and no one ever came to participate. There was one person who wanted it. Some things are well attended here but not at other park districts. Mr. Maier said this woman said everyone will sign up for it. We have to see what the interest will be before buying equipment. TREASURER’S REPORT Commissioner Morgan moved, second by Commissioner Michaels to approve Claim Ordinance 674. Ayes: Jerantowski, Kosnick, Michaels, Morgan, Potacki. Commissioner Kosnick asked about check# 28118 $147.81 Williams Architect. He asked if it was for the work on the marquee sign. Director Fullerton said he didn’t charge for coming out for that. That is just for the KP Project for what we owe them. They still have some closing documents and as built drawings. Commissioner Jerantowski asked about check #28070 $577.16 Comcast. Director Fullerton said that is our typical phone bill. That is not high. The service recently changed from AT&T/CIMCO to Comcast. Commissioner Jerantowski made note of the Investment Report for August 31, 2011. Commissioner Jerantowski moved, seconded by Commissioner Morgan to approve the Operating Statement for August 31, 2011. Ayes: Jerantowski, Kosnick, Michaels, Potacki. Director Fullerton said this is the report that was called the Treasurer’s Report and we used to put a sticker on it. DIRECTOR’S REPORT Preschool is doing very well. Last year we filled preschool during the school year. This year we filled preschool in July and had a really long wait list. The most popular time slot is Monday, Wednesday and Friday afternoon classes so we added another instructor which is Mackenzie who is also our recreation assistant. She works 25 hours per week for Mr. Maier and now for preschool. We added 12 more children. Her children will be in the preschool room and multi-purpose room. In the multi-purpose room will be a table and chairs and some toys. The children will rotate throughout the day in both rooms and the other two preschool teachers will also rotate in both rooms. We had some children drop since we added Mackenzie as a teacher so now we have two openings. The parents were very happy that we added a teacher and everyone on the wait list was able to sign up for preschool. Preschool is filled with the two teachers and with the third teacher it is plus 10 children in the afternoon three day preschool. We were thinking about starting Bright Beginning again because when we fill preschool that is what we usually do. However, the preschool parents want to be at CN with Ms. Sue and Ms. Deb even with a third teacher. They will rotate in the two rooms so the children will be familiar with Ms. Sue and Ms. Deb. They don’t want to go over to Krueger with one teacher. So we have been talking about what will happen next year. Gymnastics is in the multipurpose room on Mondays so preschool has to go in the preschool room at 2:30pm so gymnastics can set up. We may be moving gymnastics to Krueger next year. We could also offer a Monday night dance class which Tammy has asked about previously if gymnastics was moved to the other building. Commissioner Kosnick asked what dance class would be on Monday night. Director Fullerton said it could be ballet, jazz, hip hop or just a variety of dance classes. Dance is currently Tuesday through Saturday. They thought about having dance on Sunday but with church on Sundays there are too many conflicts. Krueger Park Renovation and Expansion Project: We did not receive payout #12 for the construction project. The closing documents, warranty agreements, instruction manuals and as built drawings haven’t been sent yet. WB Olson has to collect them from the contractors so that is the main reason why we don’t have a payout yet. JoCarol Sullivan sent an email about the marquee and said it looks beautiful and so is the new addition. A letter from Martin Cement regarding the color variation of the concrete on the deck was distributed. The letter says the concrete will slowly cure and will have a more uniform appearance after three years. Commissioner Morgan thought it was supposed to be that way. Commissioner Michaels said the contractor is not going to tell you there was something wrong. Commissioner Kosnick said they should put in the letter that they would pay for the cost of sealant to get a solid color after three years down the road. Director Fullerton said when she received the letter she told WB Olson there is no dollar amount but she would discuss it with the commissioners. She will pursue it through WB Olson regarding the sealant cost. The commissioners asked about putting a bench under the coat rack in the fitness center. It may be best to wait to get through the winter to see how the coats will fit above the bench. The bench would be in the way with people hanging coats. Commissioner Kosnick asked if we could put the literature rack above the counter with the wipes. The location of the literature rack was discussed with Williams Architect when the project began and they mentioned it could be an ADA issue if we put the literature rack above the wipes. A chair was put under the CPR poster for now. Commissioner Morgan said she has seen a person sitting in that chair. She doesn’t think putting the bench under the coat rack is a good idea either. Commissioner Kosnick said the handouts are out in front. Commissioner Jerantowski said where it is now they can only reach the bottom of the literature rack. Director Fullerton said they wouldn’t be able to reach the top shelf but they can reach the other one so you are giving them the availability of reaching part of the rack. The architect said as long as you can reach the rack then it isn’t an issue. Commissioner Kosnick said you could get rid of the literature rack all together. Put so many handouts in it Monday morning and on Saturday morning count them to see what is left. He doesn’t see anyone going near the literature area. The bench would be plain and simple. Director Fullerton will look for it. Soccer Goal Safety and Education Policy: On August 2, 2011, Governor Pat Quinn signed into law the Movable Soccer Goal Safety Act or Zach’s Law (HB 1130). The act was named in honor of Zach Tran, a boy who died in 2003 after an unanchored soccer goal tipped over and fell on him. We currently anchor our semi-permanent soccer goals at Kasey Meadow Park. Martin Park has permanent goals so we don’t have to worry about those goals. We will need to place a sticker on the KM goals. The sticker says only authorized personnel may move and anchor this goal. If this goal is not anchored down do not use it and contact Dan Maier, Recreation Director at (708) 598-1233. Serious injury can occur if it tips. The coaches will receive the letter in Attachment 2 to read to the parents each season. Mr. Maier said they already received it. Commissioner Michaels moved, seconded by Commissioner Morgan, to approve the Soccer Goal Safety and Education Policy. Ayes: Kosnick, Jerantowski, Michaels, Morgan, Potacki. There are many new bills that have been passed and are listed in the IAPD magazine. One of them is for commissioners to do on-line training for FOIA (Freedom of Information Act). Director Fullerton has taken this training on-line and the Open Meetings Act training. FOIA takes about two hours and you get a certificate at the end. The commissioners will have until January 1, 2013 to complete it. We haven’t received anything to register them yet. If you don’t have a computer at home you can come to Director Fullerton’s office to do the training on-line. There is also another bill that says if there is any employee that makes $75,000 or more, which includes benefits, will have to be posted on the district’s web site and filed in the front office. What is not clear is how long it has to be posted and it said it has to be posted before the board approves the salaries. The bill is not clear as to what the details are yet. Mound at Kasey Meadow Park: Director Fullerton spoke with Joe Marotta, president of Hickory Hills Youth Baseball, to let him know we are taking our mound down at Kasey Meadow Park before next spring. She explained that we were going to have some tournaments and offer women’s softball to generate more revenue since revenue has been declining due to men’s softball and t-ball. Joe said youth baseball is down too. He said that other park districts give money to youth baseball organizations. She told him it was just the opposite that other park districts are receiving donations from youth baseball leagues because those organizations are using the park district fields. They either charge for the fields or give a donation. We discussed it at the South Suburban Director’s meeting today. We are going to conduct a survey but the director’s all agreed that they receive revenue from youth baseball organizations that use their fields. Joe wanted to meet with us but they canceled a few times and haven’t called back to reschedule. She said when they have a date we would be happy to discuss it. Spring 2011 Bottom Line Report: In the board packet was the Spring 2011 Bottom Line Program Activity Report. There was a 73% increase in the bottom line net spring revenue. The net revenue for 2011 was $11,842, 2010 was $6,812, 2009 was $7,339 and 2008 was $10,399. There was a $5,454 increase just with adult programs. Men’s Basketball and Zumba had an increase. Pilates and Yoga also had a slight increase and the volleyball program had strong numbers this year and didn’t go last year in the spring. Tot/Early Childhood also did very well. Emily Wimmer has been teaching those classes and the parents and children really like her. Special Events had an increase because the garage sale did very well bringing in a net of $425. We spent a lot less on the film for the Egg Hunt because we are using digital pictures not Polaroid. Contractual programs, senior, and youth saw decreases. Gymnastics and Yoga decreased and youth soccer in Oak Lawn didn’t run because of not meeting the minimum. Overall it was a good spring. Summer Concessions: Total net revenue (profit) for 2011 concert concessions was $575.69. We didn’t do as well as in previous years because we cut a concert this year. We didn’t run out of the free pop at National Night Out like we have in the past so there weren’t any pop sales. The attendance at NNO was low because it was 95 degrees at night. The positive side is we saved $1,000-$1,200 by cutting a concert. PDRMA Review: The park district is going through a PDRMA Review. This is an extensive review of all of our safety procedures, our safety records, in-service training and facility inspections. The maintenance review was in July and received 100% and the recreation review was in August and also received a 100%. The administration review is in September and Gerrit from PDRMA said it will be much longer than the first two sections because they took out some sections in the maintenance and recreation review and put them in administration. A lot of this review is documentation more than observation on-site. Each section for the review is approximately 50 questions each. Gerrit does facility inspections looking for certifications. We go through the review every three to four years. Vandalism/Incidents: On August 12, a sign that was on the ledge rocks at Martin Park was pulled off the pole it was on. On August 15 at 1:30am, seven teenagers and an adult were arrested at Martin Park for intoxication and under age drinking. On August 18, a park sign was pulled down at Marty Ptacek Park. Maintenance screwed the sign back into place. On August 19, a branch was broken off a tree at the skate park by the drinking fountain. On August 25, a patron called about an incident at the skate park when someone stole a skateboard from his son. The child came running over to take the skateboard a second time and the parent fell and ended up having a cracked chest plate. The parent filed a police report and the police are investigating it. The video from the cameras has been released to the police. On September 9, at Memorial Park a strap on a tot swing was broke. On September 9, at Osborne Park there was some writing on the sidewalk from pinecones. Commissioner Kosnick asked if it was gang related. Mr. Murphy said no it wasn’t. Miscellaneous: The July fitness center and walking track report are included in the board packet. Dan Maier would like to miss the October board meeting for a family event. There is another consolidation bill called HB 268 (Public Act 97-0316). This bill establishes a 17 member local government consolidation commission. Park districts will have a seat on this commission established by HB 268 (Public Act 97-316) and the recommendations are not binding. There was a computer glitch that occurred during processing where payroll was bumped to the following week. Everyone was paid the next day. All employees were called and they were o.k. with it. Two sets of computer speakers, sound system, subwoofer and some hot wheels were donated for a value of $800. Commissioner Kosnick asked what we are doing with the equipment. Director Fullerton said the computer speakers were necessary since they can’t hear training on-line with regular speakers because of the air handler in her office. The hot wheels will be used for the sled hill event. A restaurant for conference was talked about. Director Fullerton thanked Dan Maier and Jim Murphy for the help at the Campout. Audit: The final and bound copy of the audit with the auditor letters was included in the board packet. The bound audit has not changed from August when the commissioners approved of it. Closed Session Minutes: Closed session minutes have to be reviewed every six months. Commissioners reviewed them and there was nothing to release. Commissioner Morgan said the number of fitness center members has increased and has seen 15 people in there at one time. Director Fullerton said fitness center revenue has increased by $15,000. Commissioner Michaels said it is new, it will wear off and membership will slow down. Splash Pad revenue is lower from last year. It would be good to look at how many days we were closed this year compared to last year. Commissioner Morgan said it rained a lot this year. Director Fullerton said recreation program revenue is down significantly. It could be down $7,000 down this year. The overall recreation revenue is higher because of the fitness center, preschool and various other programs. Many other park districts are not seeing an increase in preschool. Commissioner Jerantowski moved, second by Commissioner Morgan moved to adjourn to the next regular board meeting. Ayes: Jerantowski, Kosnick, Michaels, Morgan, Potacki. The meeting was adjourned at 8:34 p.m. _____________________________ Secretary ATTEST: _____________________________ President |