Sangamon Sun

Lincoln Park District Board of Commissioners met February 14.

Here is the minutes provided by the Board:

Call To Order – At 6:00 pm Jayne Weaver called to order the Lincoln Park District Board of Commissioners’ monthly business meeting.

Roll Call – Commissioners attending were Jayne Weaver, Dave Perring, Don Peasley and Laura Duffer. Gary Nodine was absent. Attending from the Park District were John Andrews, Vern Haseley, Jacki Pavlik, Abby Neece, and Angie Coombs.

Minutes Of Meeting – Minutes of the January 10, 2018 were presented to the board for review. Jayne asked if there were any questions, comments or suggested changes. Dave Perring motioned to approve the minutes as presented, which was seconded by Laura Duffer, and approved after a unanimous roll-call vote.

Recognition Of Visitors:

- Adam Schmidt, of Stone River Group’s Constellation Energy Provider, addressed the board about electric and natural gas providers in the area. Adam has been an energy consultant in the area since 2012, and had previously contracted services with LPD. Currently, LPD is contracted with another provider, which did provide a lower rate for the period ending in 2019. Adam’s company has proposed a new contract, with competitive rates, which would take effect upon the current contract’s expiration and was detailed in the hand out provided. Dave inquired as to why Ameren doesn’t just offer a lower rate like their competitors. Adam explained that Ameren publishes their rates, and to avoid becoming a monopoly, allows 3rd parties a “home field” relationship. Companies that participate with Ameren as a 3rd party provider occupy the same territory as Ameren, but the 3rd party’s name is on the invoice. The 3rd party acts in a more administrative role for Ameren, yet is a separate entity, but still works in conjunction with Ameren. Jayne asked if Ameren services all of the equipment, which Adam verified that Ameren does. Adam continued to explain that the natural gas service rates are a little different than electric, as they are influenced by different regulations and the stock market. Dave asked Adam if the recent door to door salesmen reportedly circulating the town with similar offers were working for other 3rd party providers. Adam verified that that was most likely true, but rather they offer residential rates opposed to commercial rates that Adam’s handout explained. Board members all stated that they had been reading about the City’s discussion regarding the topic. Dave asked if private citizens would also benefit by contracting with a 3rd party provider. Adam stated that they may get a better rate, but the best savings would most likely be seen if the whole city signed a contract with the same 3rd party provider. John stated that he had agreed to contract with Constellation, but wanted Adam to present the information to the board should they have any questions. Adam thanked the Board for their time and business.

- Michael Meister, Entec, presented the Board with a hand out detailing the HVAC project status. Mike stated that after reviewing the bids and the following discussion, he worried that Entec only offered 1 option, which happened to be the top of the line option. Jayne did state that the bids came in much higher than anticipated. The original bid range was projected between $90,000 and $140,000, but actually came in around $450,000. Mike expressed concern for overlooking more affordable options, which would also meet the original specifications. Jayne did state that she felt the Board should consider another unit/design before making a final decision. Dave agreed and stated that he would like more information, should the public ask why the Board chose a project/unit at its respective cost. Laura inquired as to the projected longevity of units considered, which Mike estimated the average life span of similar units to be around 30 years. Dave asked Mike if the carbon dioxide feature would save money in the long run, and approximately how much that feature would add to the project cost. Mike stated that the CO2 feature would save more than the $5-10,000 cost that would be added to include it in the project. John pointed out that even asking Entec to redesign a system with a less expensive unit would still cost money for design and administrative fees. Vern advised that replacing the existing unit(s) with an up-to-date unit that meets all code requirements may not reduce the cost. Jayne stated that she felt the topic warrants more discussion. Mike pointed out that Entec had underestimated the bids for the plumbing and electrical work. John asked the Board to let Mike/Entec know which direction they would like to go next. Dave asked Mike to estimate the cost of a redesign and bid process at this point. Mike stated that it would possibly add 2-3 months to the process and potentially cost around $10-15,000. Vern stated that requesting redesigned specs with a different unit could lower the project cost, but would cost more on the administrative side in the end. The Board asked Mike to request a new design with a “like for like” replacement option, which would also meet all requirements previously given.

Accounts Payable – The operating expenses were submitted for approval in the following funds:

General - $ 13,929.48

Recreation - $ 4,484.12

Capital Imp. - $ 3,452.48

Dave Perring made the motion to approve Accounts Payable, which was seconded by Laura Duffer. The motion passed after a unanimous, roll-call vote.

Cash Flow Report – The following balances were reported as of January 31, 2018.

Recreation - $ 25,729.81

General - $ 47,056.74

Capital - $ 1,765,035.46

Audit - $ 3,345.09

Liability - $ 35,155.50

2014 Debt Cert & Int. - $ 41,190.74

Jayne pointed out that Angie had included new reports, which looked different, and suggested that everyone take time to review them.

(Angie provided both sets of reports for the Board’s review.)

Director’s Report – John Andrews:

- I purchased a new sweeper for $2,200 to use in the gym since the last one died.

- Abby and I met with Chris Wibben, of the Tourism Bureau, to discuss the Balloon Festival. Chris said that she has another meeting scheduled with other City entities to discuss the future of the event, but she did state that the event would be canceled for 2018.

-We replaced the cloth chairs with plastic ones at the tables in the Fit Zone.

-The Fireworks Deposit has been paid and, weather permitting, are scheduled for July 4th.

-I requested bids to repaint the pool with a 2 year warranty, but I am still waiting to hear back from one other. Capri Pool & Aquatics submitted a bid of $42,000, which included $2,900 just to remove the grates before painting.

Operations Report – Vern Haseley:

-We replaced the light bulbs in the weight room.

-We have to get another water heater as the old one died on us.

-John gave us his laptop to use out in the shop and it is working nicely.

-John asked Vern what work Gene Moon did earlier in the day. Vern stated that he adapted the mixing valve after the new water heater was installed, which should help keep the water heated better without needing the heater to keep the reservoir as hot to get the desired faucet temp.

Fitness Director’s Report – Jacki Pavlik

-I included an expense sheet on the back of my report for your review. It includes a list of equipment, certifications and music items categorized as wants v needs. Jayne asked what the order of importance regarding the list of equipment that is needed. Jacki stated that the steps warp and plastic wears off over time. The bands deteriorate as do the weights over time as well as usage, but Jackie tries to look over them to weed out visibly inferior pieces. John asked Jacki to give more information about the instructors’ fee total. Jacki stated that the numbers provided were just for reference if everyone was allotted $250 to use each year. Jacki said that the idea of purchasing an iPod for everyone to use was not viable, but that the RIPPED music was saved to a Google Drive for all of the instructors to share. Laura suggested that Jacki look into getting a Spotify account for the Park District, where each instructor can download music and create his/her own play lists. Should an instructor leave employment, Jacki can change the password and redistribute the new one to the current instructors. Jayne pointed out that several more instructors had been certified for a new class or recertified for a current class, and suggested having instructors sign a non-compete contract for a year or two. Some classes require recertification every few years to continue teaching. Jayne suggested that Jacki could have the discretion of approving payment of instructor’s recertification.

-The R.I.P.P.E.D classes are well attended and is about to begin the next season of classes.

-There will be a new Barre class offered in March.

-The senior classes will be celebrating their 10 year anniversary with a potluck on Friday.

-We will be hosting the Pigs & Swigs 5k run on June 2nd this year; it may be the last time.

Program Report – Abby Neece

-The CoEd Volleyball League is halfway through their season and will end before April

-Jr. Railers has ended for the season. Zach Lee did a good job taking most of it over for Scott and worked with him on the rest.

-The new Baseball/Softball board has been meeting and even talking with surrounding towns about playing this summer. We have a rules meeting scheduled for the 19th. We will still probably need to participate in the Tremont League, but only for the Softball teams this year. Registration will open from March 5th to April 6th, but the actual season will start June 1st. However, the girls’ softball program will depend upon Tremont’s schedule. By starting later, teams will have the option to practice in May, but will avoid conflicting with school events.

-We will have another free Open Gym Session for the kids’ t-ball/baseball/softball. Laura asked when they would begin. Abby stated that she is preparing the handouts to be distributed soon with the season sign up information. The Open Gyms will be on Monday evenings, ran by the Board, and held for the purpose of getting kids familiar with the equipment, particularly for those that are still new to the game.

-John and I are meeting with Greg, from a Springfield distributor, to discuss team shirts. If we can coordinate a meeting with Kevin Curry about his proposition to use his press, we may be able to work out a way to print shirts in house. This could cut overhead costs of hiring the work out to another company.

-The Sweetheart Dance had around 120 attendees this year, which is 50 more than last year. Everyone appeared to have a good time. Dave attended with his grandchildren and stated that it was a nice, family oriented event.

-The Wellness Expo is this weekend; the 5th graders will be coming on Friday as usual.

-I spoke with Timbercrest and they would like to be a sponsor of another Dog Obedience Clinic this spring. I hope to schedule it for the end of April.

-The Easter Egg Hunt is scheduled for Saturday, March 31st, which is the day before Easter. Logan-Mason Rehab and Symphony have volunteered to stuff the eggs. Walgreens has offered to donate the candy again this year. Laura asked how much the free event costs. Abby stated that last year, everything was donated, but the year that before cost around $700 to stuff 10,000 eggs.

-Dr. Campbell, of Creekside, would like to try to do another, re-structured camp this summer. We are looking at other possible outdoor events, such as “art in the park” or something related to planting pots.

Correspondence: Carroll Catholic sent a Thank you note for our donation of a membership to be included in their annual bazaar.

Unfinished Business:

A. Capital Improvements:

I. Heating/Air Conditioning Units:

1. Jayne stated that further discussion was warranted since the bids came in higher than anticipated, even without the extra options presented later.

a. Both Dave and Jayne expressed concern that the original estimate went from $100,000 to $450,000 during the process, and Dave asked how Entec underestimated the fees of the subcontractors, which contributed to the overage.

b. Dave expressed concern regarding the additional engineer fees to draw up new plans for the like-for-like replacement.

2. Jayne pointed out that the unit for the locker rooms was replaced the previous year, and the unit that services the Complex was replaced the year before that.

3. John advised the Board to review the balance of the Capital Improvement account and consider how much they were comfortable using for this project.

4. Jayne suggested that perhaps we should have requested 3 plans from Entec at the beginning.

a. One plan for “like-for-like” replacement, one for the most efficient unit for the facility, and one that would fall between the two

b. Vern pointed out that it would have cost more up front for engineering costs had the Board requested from Entec a plan/ proposal that included all 3 options.

Don Peasley made the motion to request new engineering plans and bid process to replace the unit for a “like-for-like” option. Laura Duffer seconded the motion, which passed after a unanimous, roll-call vote.

B. Aquatic Center: See Director’s Report.

New Business:

A. Close 2016 Bond & Interest Repayment Fund account; Bond has been paid in full. Dave Perring made the motion to approve closing the 2016 Bond & Interest Repayment Fund account and transfer the balance to the appropriate fund. Laura Duffer seconded the motion, which then passed after a unanimous, roll-call vote.

B. Vern suggested that the Board consider purchasing new chairs for the Ballroom, the current ones are several years old and more break each year.

I. Jayne asked that Vern look at available options and to request quotes that could then present to the Board.

Executive Session:

The Board entered into Executive Session at 7:55pm to discuss an employee issue and exited at 8:11.

Adjournment: Seeing no further business Dave Perring moved to adjourn the meeting. Laura Duffer seconded the motion. The motion carried. Adjournment: 8:12 p.m.

Next Meeting: The next meeting date will be Wednesday, March 14, 2018 at 6:00 p.m.

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