WEST CHICAGO PARK DISTRICT

Minutes of the October 9, 2007 Regular Meeting

The Regular meeting was called to order at 7:00 p.m. Present were Commissioners Gunderson, Hunter, McCormack, Voelz, and Lenertz, Director Major, Superintendents Felix, Hoffmann and DeMoss. Absent were Commissioners Lootens and Brauer. President Lenertz resided.

Public Participation

Present was Thomas Solon of 240 E Brown Street in West Chicago. Mr. Solon is a representative of the American Youth Soccer Organization (A.Y.S.O.) Region 184. Mr. Solon presented information regarding a grant program sponsored by the United States Soccer Foundation. This foundation offers grants up to $100,000.00 for renovation items such as improved irrigation, improved drainage and field improvements. New construction grants are also available for lights and items such as artificial turf. President Lenertz asked Mr. Solon if these were matching grants and Mr. Solon said they were not matching grants but rather a grant in the form of credits and free service donated by companies. Mr. Solon was looking into putting a grant proposal together for the 2009 cycle but A.Y.S.O. is unable to submit a proposal on their behalf because they do not meet the grant criteria of owning the fields. Mr. Solon is requesting the material be looked over by the Park District with the possibility of a member of the staff submitting a grant proposal. President Lenertz asked Mr. Solon to pass the information to Superintendent Felix and thanked Mr. Solon for bringing this information before the Board.

President’s Comments

President Lenertz thanked Board members who attended the “meet and greet” at St. Andrews on October 3, 2007. President Lenertz also asked that staff who attended be thanked for attending and flooring questions. President Lenertz felt that Director Major gave a very nice presentation.

A vendor contacted Commissioner Lootens with a complaint of being unfairly treated by staff members. Commissioner Lootens referred the vendor to President Lenertz. President Lenertz received a phone call from the vendor and listened to his complaints. President Lenertz spoke with Director Major in regards to this manner and felt that the staff had handled the matter very professionally and found that there was no unfair treatment involved in the matter.

Public Hearing

Commissioner Voelz moved to convene into Public Hearing at 7:15pm concerning the intent of the Park Board of Commissioners not to exceed $650,000.00 in general obligation limited tax park bonds. Commissioner Hunter seconded the motion which passed by voice vote. President Lenertz asked for discussion. Director Major stated that it has to be noted that the purpose of the issuance is to provide funds in a customary manner for the payment of the annual installments of principal and interest for the alternate revenue source bonds series 1997 and the installment contract certificate series 1997 which is due December 1, 2007. President Lenertz asked if there were any questions. Commissioner McCormack moved to proceed in meeting the obligation of payment for the bonds not to exceed $650,000.00. Commissioner Voelz seconded the motion, roll was called, motion carried 5-0-0.

Vote: Gunderson, Hunter, McCormack, Voelz, Lenertz – Yes; Brauer, Lootens - Absent

Commissioner Hunter moved to rise from Public Hearing at 7:20pm. Commissioner Gunderson seconded the motion which carried by voice vote.

Consent Agenda

Commissioner Gunderson moved to approve the Consent Agenda. Commissioner Hunter seconded the motion, roll was called, motion carried 5-0-0.

Vote: Gunderson, Hunter, McCormack, Voelz, Lenertz – Yes; Brauer, Lootens – Absent

Director’s Report

The written report from the Director was delivered to the Board prior to the meeting. Director Major reviewed the report with the Board.

A printer and a graphic artist have been secured for the brochure.

Talks continue with districts 33 and 94 regarding facility usages. We will begin using the pool at the high school beginning in January at the rate of $33.00 per hour on a trial basis.

Meetings with companies and organizations in West Chicago have been taking place in an effort to form partnerships in hopes of engaging the community more.

The registration evaluation has been completed by staff and the decision has been made which is supported by the board.

The refinancing was completed 2 weeks ago.

The process for an OSLAD grant has been started for the the Reed Keppler Park wet lands area. This is an open space land acquisition development that will take approximately 2 years to complete.

We are looking to contract with an individual for publicity purposes. Our first television program has been completed.

We have been working with an IT company in regards to bringing our systems up to standards.

Master planning meetings are taking place.

A new staff evaluation form has been drafted for the proposal of future use and a staff dress code has been established and will take effect December 1, 2007.

Superintendent of Recreation’s Report

The written report from the Superintendent of Recreation was delivered to the Board prior to the meeting. Superintendent DeMoss reviewed his report with the Board.

Aquatics attendance was 56,000 for the 2007 season.

Programming at Manville for 2008 has been discussed and a schedule of events has been prepared in cooperation with staff. Manville Bash will be moved to October and renamed Rocktoberfest. Staff is looking in to ideas of moving spooky trail to Manville with the possibility of a corn maze.

A skate park meeting with kids has been scheduled for October 15, 2007.

President Lenertz inquired about the date of homecoming conflicting with the dates of Rocktoberfest. Superintendent DeMoss will contact the high school to see if they have set their dates for homecoming 2008.

Superintendent of Park’s Report

The written report from the Superintendent of Park’s was delivered to the Board prior to the meeting. Superintendent Felix reviewed his report with the Board.

Superintendent Felix apologized to the board for not having a report on the conference prepared at this time.

The tennis courts at Pioneer have not been utilized for the past 7 years. We are working on turning those tennis courts in to four 3 on 3 soccer courts which has become very popular among the kids in that area.

Superintendent Felix expressed concern in regards to a large amount of equipment being moved to Manville and the lack of security for that equipment. Superintendent Felix would like to place a gate at the end of Wilson Road that would be closed nightly and place 2 employees in residence at the Duriavich house for security purposes. The residences at Manville have been inspected for safety. Radon tests will be conducted as well.

Commissioners requested if there would be tax or liability implications and if there would be any renovation costs involved. President Lenertz recommended that this issue be tabled until the next meeting so that legal advice can be obtained as well as information regarding possible renovation costs. The board agreed.

Superintendent of Finance’s Report

The written report from the Superintendent of Finance was delivered to the Board prior to the meeting.

Committee of the Whole - None

Old Business - None

New Business

Aquatics Park

Director Major presented the aquatics proposal to the board. The proposal includes 2 phases of construction that includes features and cosmetic improvements. Director Major is asking the board to approve a budget in the amount of 1,500,000.00 for phase 1 of the proposal. Director Major expressed that a feature could be removed in order to bring the cost down but that he did not recommend doing so.

Commissioner Hunter expressed that if we are going to take on something of this size then we should do it right. President Lenertz was in agreement. Commissioner Gunderson expressed concern that if you did the project in pieces rather than all at once then you risk the possibility of aspects costing more. President Lenertz was in agreement. Superintendent Hoffmann advised the board on additional areas where funds may be available to add to the original $1,000.000.00 budget for this project.

Commissioner Voelz expressed concern in regards to items such as thorguard in various parks and if the budget would allow for items such as these in addition to the improvements at the pool.

Director Major is in the process of completing a time line with a list of projects to be completed in one year. Thorguard is one of those projects with a target completion date of spring 2008.

Commissioner Hunter moved to approve phase 1 of the proposal not to exceed $1,550.000.00. Commissioner McCormack seconded the motion, roll was called, motion carried 5-0-0.

Vote: Gunderson, Hunter, McCormack, Voelz, Lenertz – Yes; Brauer, Lootens – Absent

Conference Voting Delegate

Commissioner Gunderson moved to delegate President Lenertz and Commissioner Voelz and voting delegates for the conference on January 26, 2008. Commissioner Hunter seconded the motion which carried by voice vote.

Foundation Board

Director Major would like to see members of the current Park District Board and Staff make up a portion of the Foundation Board. Non Residents can be members of the Foundation Board.

Executive Session

Commissioner Voelz moved to have the Executive Session put in to Public Record. Commissioner Hunter seconded the motion which carried by voice vote.

There being no further business to come before the Board, Commissioner Voelz moved to adjourn the meeting. Commissioner Gunderson seconded the motion which carried by voice vote.

The meeting adjourned at 8:15pm

Respectfully Submitted,

Gary R. Major, Secretary