Carlinville Park Board Minutes for 1/4/12

Submitted by Julie Fleischer, acting secretary

Attending:  Amy Wills, President; Julie Fleischer, Vice President and acting secretary; Missy Haley, commissioner and acting treasurer; Doug Downey, commissioner; Greg Ward, commissioner; Bernard Dzafic, park maintenance supervisor

Guests:  Harold Landon and Cindy Landon for Preditors Baseball; Doug Campbell, president of the soccer board

        The meeting was opened by President Wills at 7:00pm.  Guests were heard from first before regular agenda.  Harold Landon requested use of Starr and Lions fields at Loveless on April 21-22 (Sat and Sun) for a baseball tournament.  Eight teams would be expected to participate and a total of 15 games would be played.  The group would like to have the fields prepared again after every 2 games and then before the playoff games.  Since two fields would need to be prepared 5 times, 10 preparations x $35 would be a total cost to the group of $350.  The group would also like to raise some money through concessions.  The park board also expressed that they would like to have their concession stand open for the tournament.  After discussion, it was decided that the park board concession stand would be open and run by the park board, but that the outside group could also sell sandwiches, chip, and drinks from a tent nearby.  Further discussions at a later date would clarify details for the tournament.  The group would also like to consider having part of their regular season play at Loveless, perhaps one night a week for 6 weeks from early May to mid June.  They will be in touch with the park board later to consider dates available for this.  The $35 field preparation fee would apply.

        Doug Campbell then presented some information on behalf of the Soccer Board.  Clarification was made that “Kick Off Classic” is a 501C and is financially a separate organization from the soccer board.  It was also clarified that soccer board is responsible for running rec league soccer, but is not financially involved with high school soccer.  Funds raised by “Kick Off Classic” are used to support the high school soccer program and the rec soccer  league, but those funds are under the 501C and are gifted to the other two programs at the discretion of the “Kick Off Classic” board.  The board asked for the soccer board to give us a budget for rec league soccer prior to spending money for the rec league and to provide minutes from the soccer board meetings as a committee of the park board.  Mr. Campbell expressed understanding and said providing a budget should not be a problem.  The board told Mr. Campbell that the new Park Board Administrator would likely attend the Soccer Board meetings after the new administrator is hired.

The regular meeting was then started with review of past minutes.  President Wills had made some corrections to the 11/2/11 minutes and needed some more clarification of changes from board members.  Minutes were discussed and President Wills will complete the needed changes and submit the minutes for approval at the February meeting.  Motion was then made to table minutes by commissioner Fleischer and seconded by commissioner Ward.  Motion passed 5-0.  Minutes for 11/16/11 and 12/1/11 were not available tonight since the secretary position was dissolved 12/1/11 in order to hire a park board administrator.  Commissioner Fleischer is acting secretary until new position is hired and will complete minutes for the last two meetings prior to the February meeting.

        Treasurer’s report was then given by Commissioner Haley, acting treasurer for the board since 12/1/11.  Commissioner Haley reviewed current balances of accounts and reviewed the transition of all accounting for the park district to Quickbooks.  This transition will allow the board to track transactions more clearly and to plan and follow a budget for the district in a more clear manner.  All accounts are currently in the positive and all bills are current.  The anticipation will be for the new administrator to take over as treasurer when hired.

Maintenance report was then given by Mr. Dzafic.  He reported that there had been sewage backup found on the pool deck.  After checking the lift station and several areas on park property, the city was called and there was found to be a clog in the city lines on Ramey Street.  The lines were blown out and the backup problem has been resolved.  He also reported that the baseball anchors and bases have not yet been replaced because the cost of the anchors was going to be over $2000, much higher than was expected.  Some more research will be done for other options and issue will be discussed again.  President Wills asked if treatment was found for grubs in the park lawns that are likely contributing to recurrent mole issues.  Mr. Dzafic reported that no price had been given to us yet by FS.  He will call them again.  If no price given by February, another quote would be sought.  Mr. Dzafic also reported that the city did obtain funding for sidewalks to be placed at Loveless for increase access for handicapped persons.

        Demuzio report was given by Commissioner Ward.  He stated that the center has had a much better year of income than it had in the past and that the center is discussing obtaining batting cages for indoor use.

        Commission Fleischer reported on the status of old files.  A certificate to dispose of old records was received by the district on 12/6/11.  Pricing was given by Affordable Shredding for $30 per bin for shredding, with anticipation that there would be one or two bins required to dispose of current volume of records.  A date will be set to have the shredding company come to the district office to have old records destroyed.  Commissioner Fleischer will also obtain clarification from the Secretary of State’s office on future disposal of records and ask whether another certificate is required for future records or if current certificate is sufficient as long as the board follows the parameters set in the certificate dated 12/6/11.

        Commissioner Haley provided information about an estimate to purchase a grill for use by the park district.  The cost would be about $250, but she will bring more specific information to our next meeting.

        President Wills discussed information about park district liability in regards to park use by “Fitness a Go-go.”  After extensive conversations with our lawyer, it would be best for our liability if the fitness options that this business provides on park grounds would actually be offered by the park district by contracting with those providing the service.  The operations committee will plan to meet with “Fitness a Go-go” at the Operations Committee meeting this month.

        A motion was made by Commissioner Fleischer and seconded by Commissioner Haley to table further discussion about the pool evaluation until more information about engineers to do the evaluation could be obtained.  Motion passed 5-0.

        “Kidsfortowergrove Park” was discussed for progress since the November meeting when Krista Kirchner from the group addressed the park board.  Ms. Kirchner had planned to contact Commissioner Fleischer for a possible date to meet with the group and discuss further updates to the park.  No contact had been made since that time, so Commissioner Fleischer will recontact Ms. Kirchner to move forward with this project.

        Update was given about computer equipment for the park board by Commissioner Haley.  Currently both the old and new computers are in use since the old accounting software cannot run on the new computer.  When the old accounting software is no longer needed in the switch to Quickbooks, the old computer can likely be cleaned and used by maintenance in the basement for needed projects.  For now, Mr. Dzafic will plan to come to the upstairs office to use a computer when needed.

        Bids for new doors for the park board building should be available at the next meeting per President Wills.

        Education update from Commissioner Fleischer included a reminder that Freedom of Information and open meeting act training needs to be completed by each commissioner.  Fleischer will send a reminder email and information to the commissioners so they can complete the training needed online.  Fleischer also made available the book “Get on Board” and the board will plan to purchase one more copy of the two books used for park board law for a new commissioner.

        Options for bids for mowing were discussed.  It was decided after discussion that Commissioner Haley will make available total part time employee expenses from last year to get a better idea of cost for bidding out mowing.

        Board went into executive session at 9:12 to discuss personnel and gift recognition with a first from Commissioner Downey and second from Commissioner Haley, passed by 5-0 vote.

        Board came out of executive session at 9:56.  No action was taken and meeting was adjourned.