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MINUTES OF THE REGULAR MEETING OF THE ELMHURST PARK DISTRICT BOARD OF COMMISSIONERS November 12, 2007 Minutes of the regularly scheduled meeting of the Elmhurst Park District Board of Commissioners held on Monday, November 12, 2007 at the Wilder Park Administration Office, 225 Prospect, Elmhurst, IL. Prior notice of the meeting was posted. The meeting was called to order by Board President Kubiesa at 7:03 p.m. Present: Commissioners Reinertsen, Ubriaco, Spaeth, Morissette-Moll, Kies, Healy and Kubiesa. Absent: None. Also Present: Richard Grodsky, Executive Director Jim Rogers, Deputy Director of Parks/Recreation Services Cathy Medema, Director of Finance/HR Colleen Callahan, Director of Marketing/Communications Don Chapman, Director of Enterprise Services Dave Kenny, Director of Information Services Laura Guttman, Special Projects Coordinator Angela Ferrentino, Division Manager, Facilities Nancy Fraveletti, Division Manager, Administration-Enterprise Services Brian McDermott, Division Manager, Programming-Enterprise Services Jerry Pask, Landscape Architect Geoff Penman, Division Manager, Parks Cindy Szkolka, Division Manager, Recreation Greg Utaski, Division Manager, Facilities & Grounds-Enterprise Services Visitors: Jeff Danna, The Doings ADDITIONS/DELETIONS TO AGENDA None. REMARKS/CORRESPONDENCE FROM VISITORS President Kubiesa shared a letter she received from the Mary Ann Stein family thanking the Park District for assisting Ahlgrim’s Funeral Home in coordinating a memorial service at the Rose Garden at Wilder Park. CONSENT AGENDA Commissioner Reinertsen made a motion for the Board to approve the Consent Agenda of November 12, 2007 and Commissioner Morissette-Moll seconded the motion. 1 Park District Board Meeting November 12, 2007 ______________________________ Commissioner Ubriaco asked that a correction be made to the regular meeting minutes of October 22, 2007 on page three to correct the spelling of Jerry Sletten’s name. Commissioner Kies asked that future minutes include a list of upcoming Committee Meetings. Commissioner Kies asked that the Point of Order raised by Commissioner Ubriaco at the October 22, 2007 Park Board Meeting be included in the minutes. After discussion, Commissioner Kies asked that the following point of order from the October 22, 2007 Park Board Meeting be included in these minutes: “Commissioner Ubriaco raised a Point of Order regarding a potential conflict of interest and possible appearance of impropriety related to President Kubiesa’s status as Partnership Secretary of the City attorney’s law firm and her spouse’s paid advisory role with the city with respect to agreements between the City of Elmhurst and the Elmhurst Park District. Further, Commissioner Ubriaco requested a written legal opinion from either the district’s legal counsel or the Illinois Attorney General.” President Kubiesa reminded Commissioners that items requiring discussion need to be removed from the Consent Agenda. The Board was polled. Ayes: Commissioners Reinertsen, Morissette-Moll, Healy and Kubiesa. Nays: Commissioners Ubriaco, Kies and Spaeth. Motion passed 4 Ayes to 3 Nays. It should be noted that the following items were approved on the Consent Agenda: Truth in Taxation Hearing Minutes of October 22, 2007, Regular Meeting Minutes of October 22, 2007, Check Registers (10/18/07 $716,005.04, 10/25/07 $194,388.28 and 11/01/07 $513,587.60) and the 2007 3rd Quarter Report. A correction to the regular meeting minutes was made to correct the spelling of PEP Chairman Jerry Sletten’s name. NEW BUSINESS – Proposed FY2008 Budget Executive Director Grodsky presented an overview of the Proposed FY 2008 Budget Presentation and handed out a copy of the slide show presentation. The Commissioners received a copy of the budget on November 1, 2007. A copy for public review is available at the Administration Office and the Elmhurst Public Library. He explained that he would give an overview and each department would then give a presentation on their areas. The Board was invited to ask questions. He explained that the entire budgeting process followed the District’s Strategic Plan and certain parameters needed to be followed by staff in order to develop the budget. He also explained the focus for 2008; property taxes; expenditure and revenue summaries and the projected budget for 2008. The total operating revenue for 2008 is $19,781,411, total operating expenditures are $18,974,029. The net operations for 2008 is $807,382, C & I planned spend down is $3,461,341, leaving a total of ($2,653,959). Commissioners asked questions about the medical insurance, cash and investments, and the proposed capital reserve policy, which were all answered. Special Projects Coordinator Guttman reviewed long-range planning, budget document format, capital improvement plan and administrative functions. The future outlook includes an indoor facility study, updating the long-range capital plan, and coordinating the 2008-2012 strategic plan. Administration is 4% of total District expenditures by function excluding capital, transfers and debt. 2 Park District Board Meeting November 12, 2007 ______________________________ Director of Finance and Human Resources Medema explained the department overview, the budget highlights including the addition of staff, risk management budget reporting and continuing with PDRMA compliance programs. Finance and Human Resources is 7% of total District expenditures by function excluding capital, transfers and debt. Future outlook includes expansion of training program, wage and hour audit and enhance the audit to a CAFR. Director of Information Technology Kenny explained the department overview, strategic plan initiatives, and expenditures. The budget highlights include the addition of an Information Technology Specialist and PC replacement schedule. The future outlook for IT includes security, additional wireless capabilities at park district locations and GIS. Information Technology is 4% of total District expenditures by function excluding capital, transfers and debt. Deputy Director of Parks and Recreation Services Rogers explained the department overview, strategic plan initiatives, and capital improvements. The overall budget highlights included the change in reporting expenses for parks and facilities by splitting expenses into two separate categories, the addition of four new full-time positions, preventative maintenance standards for grounds, vehicles and equipment, restoration of the Wilder Park Conservatory, and athletic field improvements. The future outlook for Parks and Recreation includes development and implementation of maintenance standards and development of facilities for senior populations. Parks is 11% of total District expenditure by function, facilities is 16% of total operating expenditures and recreation is 22% of total operating expenditures by function excluding capital, transfers and debt. Director of Enterprise Services Chapman explained the department overview, strategic plan initiatives, and capital improvements. The overall budget highlights for Enterprise Services are the Courts Plus Phase II remodel, concessions increase, platinum membership at Courts Plus and the addition of a facility and rental supervisor. The future outlook includes growing the businesses at Courts Plus, Sugar Creek Golf Course and the hospitality and concessions areas. Enterprise Services is 25% of total District expenditure by function excluding capital, transfers and debt. Director of Marketing and Communications explained the department overview, strategic plan initiatives, and expenditures. The budget highlights include the grand opening events at Wilder Mansion and the Synthetic Turf at Berens. The future outlook includes increasing the District’s volunteer base, marketing and promotions for Wilder Mansion and expansion of the Park Ambassador program. Marketing and Communications is 4% of total District expenditures by function excluding capital, transfers and debt. Executive Director Grodsky concluded the presentation by stating that the Proposed FY 2008 Budget addresses the Board’s strategic plan initiatives, creates appropriate surpluses for future capital investment, adheres to Board policy, minimal impact on tax increases, and capitalizes on long range conservative fiscal policies…and in the end…is a balanced budget. Commissioners thanked the staff for the presentation. 3 Park District Board Meeting November 12, 2007 ______________________________ COMMISSIONER INFORMATION ITEMS – Announcements Commissioner Kubiesa - • Announced that the son of former Alderwoman Jan Vanek was killed in Iraq on Sunday. Commissioner Kubiesa suggested a commemorative brick or tree in memory of Joe Vanek be donated by the park district and, hearing no objections, asked staff to send out the appropriate information. Please keep the family in your thoughts. Commissioner Kies - • Two weeks ago WTTW had a special on Strides Riding Therapeutic Center for people with disabilities about the therapeutic value of horseback riding. • On November 3rd the Historical Museum held its annual Gala and 20 volunteers from the Elmhurst Garden Club worked on 45 centerpieces. • Courts Plus Showcase event was well attended on November 3. • Gave the park district a copy of “The Kirtland’s Warbler” VCR to use as an educational tool. • On November 14 the Elmhurst Library is having a program on climate observations and what researchers are learning. Commissioner Ubriaco – • Recommended “Treasurers of Elmhurst History” book which features many park district facilities. • Winter Brochure has been delivered and is well put together with great new programs. Marketing has done a great job with the Update Newsletter and Winter Brochure. Commissioner Spaeth – • The Elmhurst Historical Museum had their Annual Gala on November 3 and would like to see something similar for the Wilder Mansion. Commissioner Healy – • In response to Commissioner Ubriaco’s question at the last meeting and raised again tonight by Commissioner Kies about a potential conflict of interest, the Park District Attorney rendered an opinion that there was no conflict of interest and would like that information entered into the public record. Commissioner Kies asked that the cover letter be included in the record as well. Upcoming Committee Meetings People for Elmhurst Parks November 15, 2007 Sugar Creek Golf Course November 27, 2007 Art Museum December 12, 2007 Gateway December 13, 2007 Committee Reports Gateway – Rogers • This Friday November 16th The Abbey will host the Thanksgiving Special Event. • Winter / Spring Brochure will be going to the printer and will be delivered in early December. 4 Park District Board Meeting November 12, 2007 ______________________________ Lizzadro – Kies • Case lights have been burning out due to the motors overheating. • Have received a grant from the City to fund the cameo project. • Cameo Exhibit is going on with lecturers through January. • New projection equipment is being purchased. • Becoming Smithsonian Affiliate. • Membership is up and contributions are up. Future Agenda Commissioner Spaeth asked that the park district continue to look at future opportunities with the City of Elmhurst. Commissioner Ubriaco asked that the Carver Governance Workshop be scheduled possibly in February 2008. Staff Information Executive Director - Grodsky • Park District offices will be closed next week for Thanksgiving on Thursday and Friday, November 22 and 23, 2007. Courts Plus is open from 7:00 a.m. – 1:00 p.m. on Thursday, November 22 and regular hours on Friday, November 23, 2007. • Please confirm your interest in attending the state conference with Executive Director Grodsky. Currently Commissioners Kubiesa, Kies, Ubriaco and Reinertsen will be attending. ADJOURNMENT There being no further discussion, Commissioner Spaeth moved to adjourn at 9:50 p.m. and Commissioner Ubriaco seconded the motion. The motion passed unanimously by voice vote. The next regularly scheduled meeting will be held on Monday, November 26, 2007 at 7 p.m. at the Wilder Park Administration Office Boardroom, 225 Prospect, Elmhurst, IL. Prior notice will be posted. _______________________________ ________________________________ Colette Kubiesa, Board President Jacquelyn Campagnolo, Recording Secretary 5
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