COLONA PARK DISTRICT 1356 Cleveland Road, Suite B P.O. BOX 471 COLONA, IL 61241 (309) 792-2340 Colona Park District Mission Statement: We are committed to providing safe and healthy recreational facilities and quality programs for the families in our community. August 13, 2009 Regular Monthly Board Meeting The meeting was called to order at 6:32 pm. Roll Call: Present: Terry Hensen, Angie Golightly, Sheila Hensen, Amber Einfeldt, Kim Bultynck Absent: None Terry would like the board to take a look at the park and look for changes. The concession stand at the park cannot be opened due to grass and other debris jammed into the lock. The lock was cut off. Is it possible to key it like the craft shed? Could it be keyed like the bathrooms? A deadbolt should probably be put back on. Gary Halstead will not be at tonight’s meeting. He is aware of the “no donation policy”, so he has not asked to be put on a future agenda. The playground equipment install date is not August 28 th and 29th. The skidster and auger have been arranged. The auger is rented at $35/day. Chips and water are at the office from Amber. The meat has been cooked and is in Amber’s freezer. The plan is still to have pizza on Friday, for the volunteers. A phone blast is also set up, asking for volunteers on Saturday. The bank marquee and video store marquee are other possibilities for advertisement. Some of the tools needed have been shipped to Mark. Angie planned to call Mark Peterson, to ask about tools. River Valley Turf called about the tractor for the park. It needs to be picked up. Terry left the meeting at 6:53 to attend the Colona School Board Meeting. Last month’s minutes need to be corrected to read “loose meat sandwiches” instead of “sloppy joe’s”. A motion was made by Sheila and seconded by Amber to accept the minutes for the July 9, 2009 meeting. Amber-aye, Kim-aye, Terry-absent, Angie-aye, Sheila-aye Motion passed 4-0. A motion was made by Amber and seconded by Sheila to accept the July 14, 2009 minutes with the correction of “loose meat sandwiches”. Kim-aye, Terry-absent, Angie-aye, Sheila-aye, Amber-aye Motion passed 4-0. A motion was made by Sheila and seconded by Kim to accept the July 30, 2009 minutes with the correction of “loose meat sandwiches”. Terry-absent, Angie-aye, Sheila-aye, Amber-abstain, Kim-aye Motion passed 3-0. Deb will contact Conrad about the dumpster. The lock is currently bent, so it cannot be locked. Deb will ask if it can be repaired or replaced, so the dumpster can be locked. Coordinator’s Report Deb passed out a sheet of dates and what had happened at the office (i.e. door left unlocked or computer left on, etc.) Someone with a key is getting into the office. Members need to make sure the deadbolt is being locked. A question was raised about a fire extinguisher at the office. It will be added to next month’s agenda. (NOTE: At the end of the meeting, Kim found a fire extinguisher at the office, to this has been taken care of.) The fax machine is not working at the office. There are copiers available with the capabilities of faxing, if we replace it in the future. Jim Westerfield has offered a picnic table to the park district. Deb will ask Terry to look at it, to see if it is in good condition. Jim will need to have it delivered to the park. He should also receive a receipt, for tax purposes. Diesel fuel has been dumped at the park to kill weeds, near the tennis court. We cannot dump diesel at the park. Deb stated that she will not be able to attend the September 10, 2009 meeting. She will leave a report for the board. Amber mentioned that she, too, will be gone from the meeting. Deb asked about a bulk mailing. The board has discussed the possibility of a quarterly newsletter. Deb will ask about pricing at the post office. Is it possible to have a partnership with the library, Legion, school, etc, and do a group newsletter? The park district needs to have a set schedule before we agree to do a newsletter. The board agreed to pay up to $20/month to Deb for her personal cell phone usage. Deb needs to highlight the calls made for the park district on the bill and turn in the bill for reimbursement. Deb pays $0.45/minute. Calls need to be made at the office and next summer, a track phone should be considered during the summer park program, to elimnate personal cell phone usage. Deb shared her idea for a trip to Gurnee Mills Mall. She also plans to schedule a class at Archiver’s at the mall, for those interested in a card class or scrapbook class, during the trip. The trip will need to be set up so it pays for itself. Deb will call to get possible dates and a price breakdown for the cost. Tri-State and Act II were suggested. Deb asked if the board had any objections to pay for the time and mileage to Rock Island Library to look at a book of grants that cannot be checked out. Angie offered to look at the book and copy information on her own time, so Deb does not need to make the trip. Deb has a file started on skate parks for grant possibilities. She has talked to a couple of men who are interested in talking to the board in the future, discussing skate parks. Deb asked about paychecks for August 15th, which is a Saturday. It was decided that employees will need to pick up the checks by noon on Friday or they will be put in the mail. We are currently paying late fees on Gas & Electric and Water. The rent is due the 1st of the month. Can we be put on the budget plan for Gas & Electric, so we know how much it is each month, and we can have a check made ahead of time? Deb passed out a list of supplies that will be needed for future projects and has asked board members to collect those that are possible. Treasurer’s Report Sheila received a letter from the county treasurer. In March of 2007, a check for $565.16 was issued but never cashed. It was a reimbursement for Tiff money. We will receive a replacement check. The payables for the month were $23,681.09. $3300 of that was for payroll. Sheila will have a breakdown of the summer program costs next month to share with the board. The yearly audit is currently in process. Kent Klauer needs a copy of the lease on the building and with Colona Storage. We do not currently have a lease for the office, but it is possible to get one. The Visa card has been received and was used, for a total of $789.36. It will be paid in full on the 24th of each month. Sheila shared correspondence from: State GALA event Colona/Greenrock United Way Fireman and Police Appreciation Dinner Medicom County Treasurer iParks Magazine The question was raised again, as to if an event is held somewhere else, is it covered by our insurance? Deb will need to contact our insurance company to find out about a retainer. A question was also raised about the duties of the program coordinator. Is there a manual of duties? Who dumps the garbage cans at the park when they are full? Deb had 52.74 hours. She will need to revert to 20 hours/week when it is not the busy time of year (i.e. summer). Sheila presented the bills and payables. Amber was reimbursed for a personal item that was on the receipts that she turned in. The amount will be taken off of a future reimbursement. The payroll checks for summer help were questioned. The same amount of hours, with the same hourly rate, received different paychecks. This could be due to taxes taken out. Apple Construction was paid for a receipt that included candy. Amber suggested that this be paid for our of petty cash instead of turned in with the payables. A motion was made by Angie to pay the bills as presented. Kim seconded the motion. Angie-aye, Sheila-aye, Amber-nay, Kim-aye, Terry-aye Motion passed 4-1 Terry shared with the board that the school board approved unanimously, to allow the park district to use an easement, joining the park with the school’s parking lot. The school will be black topping the area, up to the property line. Bi-State Grant update Angie did not have a chance to call about the cost of using Bi-State. The grant needs to be completed by May 1, 2010. After-School Program Amber just received the information on the after school program at the August meeting. She will be gone next month, but will get the minutes or recording from Kim. We discussed a schedule for October, November, and December. This will be our main focus for a program schedule. Everyone has turned in suggestions to Amber. She will email a spreadsheet that includes a quarter of the year. Sprinkler at Gailiaert Park for 2010 was addressed. A councilman who is a fireman said he would get a hose donated to us, for the sprinklers. It would hook to a hydrant. Do we want to sink the tennis courts at our park? This is the reason the city has discontinued the sprinklers. Terry will check into a sprinkler system that uses recycled water, that was seen at a Des Moines park. Something similar is at Bass Street Landing and Stoney Creek in Moline. There would be additional cost for staff to supervise the sprinklers. The park would also have the liability. It was decided that we would not have the sprinklers at the park. Old Business The city is not interested in breaking the lease for the building at the park. We will need a cost for pumpkins, if we choose to have pumpkin painting this year. Are we doing a coat drive this winter? Amber will call the church to find out about their coat drive. Community yard sale days are September 11 th and 12th. Do we have items we want to sell? New business Checks to Apple Construction include Terry’s grandson helping with labor, spraying weeds, and clearing trees. It was also used for gas for the back hoe that was used at the park. Scott Morris donated the use of his skidster for the playground equipment install. The auger will be rented. Terry didn’t feel we should be charged for the mail being picked up from the post office. Amber could go by the post office on her way home. We will need to inquire about another key to the post office box. A possibility of 2 meetings a month was brought up. Is Thursday the best day? What are the board’s thoughts on this? We need a maintenance man at the park for taking care of the garbage. The mowing bid does not include garbage removal. Meeting adjourned: 9:40 p.m.