Sangamon Sun

Arlington Heights Park District Board of Commissioners met Nov. 10.

Here is the minutes provided by the board:

President Leno called the Regular Board Meeting to order at 7:00 p.m. 

ROLL CALL OF COMMISSIONERS

Commissioners Present 

W. Ploger

B. Owen

R. Nesvacil

T. Gelinas (7:08 pm) M. Leno

Commissioners Absent

STAFF PRESENT: Carrie Fullerton, Executive Director; Brian Meyer, Director of Recreation and Facilities; Jason Myers, Director of Finance and Personnel; Ben Rea, Director of Parks and Planning; and Pat Klawitter, Recording Secretary.

Other Staff on Zoom call: Steve Neill, Kristy McCann, Lindsey Robertson, and Jennifer Rogers.

Others on Zoom call: Jim Glueckert & Kim Kase – Frontier Days; and Jen Kim, resident.

RECOGNITION OF VISITORS & CITIZENS TO BE HEARD 

None.

MINUTES

No discussion.

Comr. Ploger moved, seconded by Comr. Nesvacil, to approve the October 27, 2020 Regular Meeting minutes.

Roll was called with:

Ayes – Nesvacil, Ploger, Leno

Nays – None

Abstain – Owen

Absent - Gelinas

Ayes – 3; Nays – 0; MOTION CARRIED

NEW BUSINESS

Comr. Nesvacil moved, seconded by Comr. Ploger, to amend the agenda and move item 7.b. Resolution R-8-20 Sale of Alcohol to be discussed at this time.

Roll was called with:

Ayes – Ploger, Nesvacil, Owen, Leno Nays – None

Absent - Gelinas

Ayes – 4; Nays – 0; MOTION CARRIED

Resolution R-8-20 Sale of Alcohol for Frontier Days 2021

Mr. Glueckert, Co-Chair of the Frontier Days committee presented the Board with a schedule and calendar of dates and times for the 2021 festival.

Comr. Ploger moved, seconded by Comr. Nesvacil, to approve the request of Frontier Days Inc. Festival Committee for the use of Recreation Park for Festival 2021, to provide authorization by the Park Board to permit Festival 2021 to hold a raffle and to conduct bingo at the Festival contingent upon receiving the appropriate license from the Illinois Department of Revenue and conducting games in accordance with the rules of the department, and to adopt the “Resolution Authorizing the Sale, Delivery and Consumption of Alcoholic liquors limited to beer and wine at Recreation Park during the 2021 Frontier Days Festival, dependent upon approval by the Village of Arlington Heights, being compliant with state liquor requirements and providing proper insurance coverage”.

Roll was called with:

Ayes – Ploger, Nesvacil, Owen, Gelinas, Leno Nays – None

Absent - None

Ayes – 5; Nays – 0; MOTION CARRIED

PRESENTATIONS & INFORMATIONAL REPORTS

Financial Forecast

Exec. Dir. Fullerton explained that this forecast is a very fluid and could change at anytime.

Dir. Myers gave an overview of the Financial Forecast presented.

President Leno asked if the projections are reflecting the District’s full assumption of unemployment claims after January 1st, 2021, and is the District choosing to change from reimbursable to taxable basis of unemployment claims. Dir. Myers stated yes these numbers include the increase, and the District has been in contact with consultants and will bring back to the Board about the direction of reimbursable vs. taxable.

President Leno asked for the District to separate COVID expenses when budgeting for 2021/2022 in regards to staff, PPE, cleaning, etc. Dir. Myers stated that the expenses are currently being worked on, which will then determine the revenue necessary.

Recreation Fees & Charges Policy

Exec. Dir. Fullerton shared the current policy, and stated that this is the policy we will be using going forward. Staff will discuss minimum wage increases, COVID expenses, and wage compression. Fees to be reviewed next Board meeting will be golf and aquatics.

President Leno stated that the last time this policy was reviewed was 2015, and asked if there was a plan to revise the policy. Exec. Dir. Fullerton stated yes, however it will not be this year.

OLD BUSINESS

Updated Capital List

Exec. Dir. Fullerton reviewed at the memo from the 10/27/20 Board meeting, where the Board approved the return of the OSLAD grant to the IDNR, staff presented some options for infrastructure and equipment repair/replacement for the unused, budgeted funds totaling $675,000 for this fiscal year.

Based upon Board feedback and upon further review of the proposed projects, Staff recommends the following projects/equipment (in the chart below) for a portion of those previously committed funds.

The chart is organized as suggested by the Board with categories, and includes resources already spent on the landscape architect/design contract and surveying/soil borings for the suspended OSLAD project.

Considerations in recommending these projects included:

• the ability to complete them prior to April, 30 2021, within this FY

• potential safety considerations

• infrastructure issues

• outdated equipment needing to be replaced

• projects/equipment that support revenue-producing activities or facilities

The total amount for the recommended projects/replacement equipment is $307,824 of the budgeted $675,000. Equipment purchases over $25,000 will be presented to the Board for approval at a future Board meeting.

President Leno recapped the Boards discussion of the previous meeting that Comr. Owen and Comr. Nesvacil were not a part of, providing information concerning the presentation.

Discussion with the Board and Staff resulted in moving forward with the reallocated $307,824. President Leno has asked for capital resources to be spent on areas people are going to see, such as decrepit infrastructure that is falling apart, or potentially a skate park.

Exec. Dir. Fullerton committed to revising the policy on capital spending and will bring back to the Board at a later time.

Comr. Nesvacil moved, seconded by Comr. Ploger, to approve the updated, recommended capital projects/equipment as presented for Fiscal Year 2020/2021.

Roll was called with:

Ayes – Nesvacil, Ploger, Gelinas, Leno Nays – Owen

Absent – None

Ayes – 4; Nays – 1; MOTION CARRIED

NEW BUSINESS

2021 Calendars

President Leno stated the Board received the schedule of Board Meeting dates for the upcoming year that must be approved annually. Regular Park Board Meetings are scheduled on the second and fourth Tuesdays of every month with one meeting in December. The meetings will be held at 7:00 p.m. in the Board Room of the Arlington Heights Park District Administration Center, 410 N. Arlington Heights Road, Arlington Heights.

There are currently no Committee of the Whole meetings scheduled; however, meetings may be added by the Board during the year.

Also presented are the Foundation and Advisory Committee meeting schedules for 2020.

Comr. Ploger moved, seconded by Comr. Nesvacil that the 2021 Schedule of Park Board, Foundation, and Advisory Committee dates be approved.

Roll was called with:

Ayes –Ploger, Nesvacil, Owen, Gelinas, Leno 

Nays – None

Absent – None

Ayes – 5; Nays – 0; MOTION CARRIED

Resolution R-9-20 – Happiness Park

Exec. Dir. Fullerton presented to the Board the Resolution R-9-20 provided by Attorney Paine for the transfer of.42 acres of open space owned by the Park District at Happiness Park to the Village of Arlington Heights, via a quick claim deed.

President Leno explained that the Village of Arlington Heights approached AHPD on three projects regarding storm water management. After doing much historical research, in 2005, the VAH donated six acres of land for Sunset Meadows. The.42 acres are not being used for by the District for recreational purposes.

Vice President Gelinas moved, seconded by Comr. Nesvacil to approve Resolution R-9-20: Approving and authorizing the conveyance of certain Park District property to the Village of Arlington Heights pursuant to the local government Property Transfer Act (50 ILCS 605/0.01 ET SEQ.).

Roll was called with:

Ayes – Gelinas, Nesvacil, Ploger, Owen, Leno 

Nays – None

Absent – None

Ayes – 5; Nays – 0; MOTION CARRIED

Policy Manual Update - Vacation Policy

Exec. Dir. Fullerton explained the update is to the Vacation Policy, stating that staff accrual of vacation will cease when an employee reaches their maximum which is two times the annual accrual. This change takes place January 1, 2021.

Vice President Gelinas moved, seconded by Comr. Owen to approve the changes to the Personnel Policy Manual Section 12.02 Vacation as presented.

Roll was called with:

Ayes – Gelinas, Owen, Ploger, Nesvacil, Leno 

Nays – None

Absent – None

Ayes – 5; Nays – 0; MOTION CARRIED

President Leno asked if Staff will be bringing back an overview of the personnel benefits. Exec. Dir. Fullerton acknowledged that the Personnel Manual needs to be revamped and will be bringing that back to the Board within six to twelve months.

COMMISSIONER REPORTS

Vice President Gelinas hoping that everything is okay after the storms tonight.

President Leno thanked staff for a great job with the Trunk-or-Treat Halloween event. On Saturday, a virtual event was filmed for Tree Lighting, it will be aired on the VAH channel.

MOVED INTO CLOSED SESSION

Comr. Gelinas moved, seconded by Comr. Owen to hold appointment, employment, compensation, discipline, performance or dismissal of specific employees of the AHPD – 5ILCS 120/2(c)(1), potential pending litigation 5ILCS 120/2(c)(11), and Potential acquisition of Real Estate 5 ILCS 120/2(c)(5) and 5 ILCS 120/2(c)(6) at 8:04 p.m.

Roll was called with:

Ayes – Gelinas, Owen, Nesvacil, Ploger, Leno 

Nays – None

Absent – None

Ayes – 5; Nays – 0; MOTION CARRIED

RECONVENED TO REGULAR MEETING

At 8:23 p.m. the Regular Meeting was reconvened and the following were present: Board: Gelinas, Owen, Ploger, Nesvacil, Leno.

Staff: Fullerton, Rea, Meyer, Myers, and Klawitter.

No Action was taken from Closed Session.

ADJOURNMENT

Comr. Nesvacil moved, seconded by Vice President Gelinas to adjourn at 8:23 p.m.

Roll was called with:

Ayes – Nesvacil, Gelinas, Ploger, Owen, Leno 

Nays – None

Absent – None

Ayes – 5; Nays – 0; MOTION CARRIED

https://www.ahpd.org/assets/1/24/4._11-10-2020_R.pdf?205911