REGULAR MEETING OF BOARD OF PARK COMMISSIONERS

A regular meeting of the Board of Park Commissioners of the Kankakee Valley Park District of Kankakee County, Illinois was held on Tuesday, February 20, 2007 at 5:00 p.m. at the Goselin Park Fieldhouse, Aroma Park, Illinois.   The meeting was called to order by Commissioner Gathing and roll call was taken. 

The following Commissioners were present and constitute a quorum:           

            Bitsky

Mullady

Gathing

Grill 

Staff attending the meeting was John Bessette, Laurie Yoder, Renee Chavez, and Jennifer Ledden. 

Members of the public present: Bill Spriggs, Pat Clodi, Ruth Henderson, Roy Collins 

Press present: Scott Boehmer 

Commissioner Mullady led the Pledge of Allegiance.  

Commissioner Grill asked for an amendment of the January minutes.  He noted that on page 2 times were indicated as 8pm verse 8pm and should be 8pm verse 6pm. 

On motion by Commissioner Bitsky, seconded by Commissioner Mullady, and carried the following actions were taken: 

(A)   The minutes of the January 16, 2007 regular meeting were approved as amended and were not read aloud.

(B)   Bills Payable General Fund check numbers 1 through 120 in the amount of $ 172,838.69 were approved for payment and ordered paid and a copy of the list payable attached to these minutes.

(C)   Financial Statements for January.   

On roll call the vote was as follows:

            Bitsky                           Aye

Mullady                        Aye

            Gathing                         Aye

            Grill                              Aye 

Bill Spriggs thanked everyone in attendance.  He introduced Pat Clodi, Women’s Club President and Ruth Henderson, Women’s Club Vice President.  Ms. Clodi stated that the donation helped fun the entry remodel project and assisted in the purchase of the fridge at the Civic.  The donation was to be submitted in 2 installments.  The first installment has been received and the second installment is on its way.  Bill Spriggs presented the plaque to the Women’s Club and stated that it would be installed in the front entry of the Civic. 

Commissioner Gathing asked if anyone objected to discussing the rest of the action items, then approving them under one motion.  There were no objections.  Bessette started with the Cell Phone Usage Policy.  The only change to the policy is that staff is now expected to take reasonable care with the KVPD provided cell phones.  If they do not demonstrate reasonable care, they can be held responsible for the replacement charges.  The Payroll Procedure changes include taking into account the new electronic time keeping system, replacement fees for lost swipe cards and replacement fees for lost payroll checks.  Yoder stated that the policy has changed to reflect the full implementation of the Timeforce system staff and board agreed to purchase last May.  Staff has been trained on scheduling and this policy was updated to reflect the decisions made when the software was purchased.  Bessette noted that all policy and agreements have been PDRMA approved.  Bessette went on to note the changes to the Farm Lease.  We have increased the fees from $135 per acre to $140 per acre, a 4% increase.  Further the farmer has asked that the leaf spreading location be changed to cover more acreage.  Bessette stated that he would check with the city to get that done for the next leaf agreement.  Commissioner Mullady asked if all the agenda items had been presented to committee.  Yoder stated that all the agenda items discussions are listed in the Committee minutes as presented in the board packet.  Commissioner Bitsky asked if we could note on the agenda what items have been approved through committee.  Bessette informed the Commissioners that all items had gone to committee.  Commissioner Grill stated that with the New Life Church rental, as long as it was treated like a normal rental he was ok with it.  Commissioner Bitsky stated that if he remembered correctly we would allow him to pay just a deposit as long as it was a free event.  Bessette stated that we have checked with the requestor and both events will be free to the community.  Commissioner Mullady asked about the Ellis Contract.  Commissioner Grill asked if this is what we have done prior.  Chavez stated that in past years we have used Red Cross.  Ellis will replace the Red Cross.  The main difference is that the guards will be licensed instead of certified.  Commissioner Grill asked if there was a price difference.  Chavez stated that there is no cost associated with the Red Cross, however, Ellis licenses the guards and supports them better in the event of a problem.  Commissioner Mullady asked if the Ellis contract had gone to committee prior.  Bessette stated that it had.  Commissioner Grill noted that Bishop Mac will be providing a community service day for the use of the Tennis Courts at Cobb Park.  Bessette stated that they were very willing and eager to do that for us.  Chavez stated that she had issues with the Payroll Procedure Policy.  This was the first she has seen it and she does not know the ramifications of the policy.  Bessette stated that there were no ramifications.  Chavez stated that the seasonal staff will be difficult to schedule and she did not agree with the check replacement fees.  Bessette stated that the fees are to cover our costs and to ensure staff is more cautious with the care of there check.  Chavez asked that she be allowed to talk with her staff about this policy prior to approval.  She further stated that she did not agree with the replacement card fee since their was issues with them last year.  Ledden stated that Splash Valley staff uses fingerprint to clock in and that River Road staff kept there cards by the time clock.  Brian Zirkle did not allow them to take their cards home, therefore eliminating the possibility of loss.  Chavez stated that we should be taking the responsibility to cover lost check fees.  Commissioner Grill stated that staff should take care of their payroll checks, he has no sympathy for someone who forgets about it and losses it.  If, for example, the staff member gets into a car accident and the car sets fire and the check burns up, then he feels we would take that responsibility.  However, if they put it in their pocket and wash it, that should not be our responsibility.  Bessette stated that concerns like this are why policies go to committee meetings first, and that she was more then welcome to attend those meetings.  Bessette further stated that if she wanted to, they could talk about the policy tomorrow. 

On motion by Commissioner Grill, seconded by Commissioner Mullady to approve agenda action items B-H:  

On roll call the vote was as follows:

            Bitsky                           Aye

Mullady                        Aye

            Gathing                         Aye

            Grill                              Aye 

Commissioner Gathing asked if there were any questions on the Business Managers Report.  There were none 

Commissioner Gathing asked if there were any question on the Superintendent of Recreation Report.  Chavez showed the commissioners a sample Splash Cash Card.  Commissioner Grill asked if there would be no HEART funds this coming year.  Chavez stated that was accurate.  Commissioner Grill asked if we had begged for mercy.  Chavez stated that she had, and pointed out the differences in deadlines between the ad in the paper and the deadline on the application.  She was informed that they should not have even given her the application after the deadline date.  Commissioner Grill stated that he felt is was unfortunate and a lot of people depend on that assistance to be able to participate in our activities.  He further asked if the foundation could assist in any way.  Yoder stated that it will be brought up to the foundation.  Commissioner Grill asked if we would be giving up the current brochure style for the monthly insert.  Commissioner Mullady stated the insert will be in the Journal the last Thursday of every month to keep the programs fresh in minds.  Commissioner Grill asked about the distribution area.  Chavez stated that it would be published in the Journal, Money Saver and there would be overruns to have on hand at the office.  Commissioner Mullady stated that there would also be school distribution of the insert as well.  Chavez stated that she had a template available to review.  Commissioner Bitsky stated that we would have the option of selling ad space to help offset the cost of the insert.  Commissioner Mullady noted that they have only approved a 3 month trial to see how it works. 

Commissioner Gathing asked if there were any question on the Interim Director Report.  Bessette wanted to add to his report that prior to tonight’s meeting, Commissioner Grill and himself had met with Mayor Grimsley to discuss the needs and desires of Aroma Park residents.  Commissioner Grill has volunteered to attend the Aroma Park Village Meetings.  Commissioner Grill noted that the residents feel disconnected from us and if attending a meeting helped to bridge that gap, it was well worth it.  Commissioner Mullady stated that he felt it was a great idea.  Bessette stated that while we do pay attention to Aroma Park, we did not pay as much attention as we needed to.  We are looking into partnering with the village for things like maintenance and mowing.  Bessette stated that he would like to discuss LRMG project for a moment.  Bessette asked what area/park the Commissioners felt were a priority to start with.  Commissioner Mullady felt that Cobb would be the first due to the erosion.  Commissioner Bitsky stated that the erosion dealt with more than just the bank, but affected the road as well.  Bessette noted that right now it was all engineering costs.  He stated that he would set up a committee meeting to discuss this further.  Commissioner Grill asked if there were grant possibilities for the project.  Yoder stated that grants would be the only way we could pay for it.  Commissioner Grill stated that he was glad to see we have documents for Riverwoods Park.  He asked if we would be able to get documents showing the park boundaries.  Bessette stated that he feels that the documents tied to the one they have will give boundaries and he will look into getting the property surveyed.  

There were no questions or comments about the committee reports.   

Commissioner Bitsky asked Mr. Boehmer from the Journal to get with Yoder for clarification on some numbers he wrote about in a recent article. 

Commissioner Gathing informed everyone that President Denoyer had resigned his position on the board.  He will be missed and did a great job for the park district.  He will be greatly missed.  The commissioners will get the job done; each person has an interest in the parks.  The parks belong to the people and we will continue to take care and maintenance of them.  Bessette and Yoder have done a great job in the absence of the director.  Commissioner Mullady stated that all the staff has stepped up and have gone above and beyond.  Commissioner Grill stated that we were sorry to loose the history and experience that Denoyer had. 

On motion by Commissioner Bitsky, seconded by Commissioner Grill and carried to go into closed session for the purpose of discussing personnel and litigation pursuant to Section 2(C)(5). 

All in favor – all ayes. 

On motion by Commissioner Bitsky, seconded by Commissioner Grill to come out of closed session: 

On roll call the vote was as follows: 

            Bitsky                           Aye

Mullady                        Aye

            Gathing                         Aye

            Grill                              Aye 

On motion by Commissioner Bitsky, seconded by Commissioner Grill to adjourn the meeting: 

All in favor – all ayes.