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, Don Peasley, Laura Duffer and Dave Perring. Gary Nodine was absent. Attending from the Park District were John Andrews, Vern Haseley, Abby Neece, and Angie Coombs. MINUTES OF MEETING Minutes of the June 14, 2017 were presented and approved as submitted after a unanimous vote. RECOGNITION OF VISITORS: Entec s Michael Meister, Jr. presented to the Board their proposal for the new HVAC system to replace the Front Office s current, failing units. The proposal was stated to not just fix one specific issue, but to encompass the entire building s system. Should the Board decide to contract with Entec, the agreement would include Entec s engineers to design the system. Entec would then act as the General Contractor to oversee the entire project to completion, as well as taking sole responsibility of the project s outcome. Michael stated that the proposed unit would update the current, outdated system, which would reduce operating costs and expenses. This unit would also offer zone control, which increases comfort while reducing energy use. Dave inquired if the proposed unit was the best unit available or the best unit for the building s needs. Michael replied that it would be the best fit for the building and continued to explain that another system (VAV) was considered, but that the proposed (VRF) was a better fit. Dave also asked if the contract included Entec installing the units. Michael explained that, due to legal reasons, Entec would bid out and oversee the entire project to make sure that the work meets Entec s standards. John asked if a VRF unit would allow more zones than the current unit, which Michael verified that it will. Jayne queried if the proposed unit included all of the upgrades and met the needs requested by the Board. Michael verified that they made sure to check all of the boxes, but did also include a few additional, upgraded features. Jayne also inquired as to the lifespan of the proposed unit, to which Michael responded with the average 20-25 years. Vern stated that package units typically last around 13 years. Then Vern asked Michael if Entec has experience regarding the possible Ameren grants. Michael s coworker, Matt, stated that Entec has been through the process before and reminded the Board that Ameren s grant approval requires a current energy assessment report to be submitted with the plan of proposed changes/improvements before a project can begin. When asked about grants received by other companies they had been contracted with, Matt explained that the Board may end up spending more time and money applying for a grant than the grant will be. Both Jayne and Vern inquired about the smaller grant option, which did not require pre-approval, but is limited at $10,000.00. Matt and Michael agreed that the smaller grant may be a better option for the scope of the project. John requested that Entec provide a more detailed list of anticipated expenses before the Board makes a decision. Jayne agreed that she would like to see a breakdown of the proposal s costs. Matt also mentioned that Entec did not include lighting in the proposal, but wanted to remind the Board that it could be another option for the engineers to review and recommend energy efficient upgrades as well.
ACCOUNTS PAYABLE The operating expenses were submitted for approval in the following funds: GENERAL - $ 5,630.54 RECREATION - $ 21,159.28 CAPITAL IMP. - $ 6,354.52 CASH FLOW REPORT The following balances were reported as of June 30, 2017. RECREATION - $ -2,232.28 GENERAL - $ 42,085.70 CAPITAL - $ 1,619,454.98 AUDIT - $ 2,875.31 LIABILITY - $ 16,132.12 2014 DEBT CERT & INT. - $ 0.46 Angie had stated that she was waiting on Real Estate Tax money to come in before she reimbursed accounts payable funds from one to the other. Jayne asked when the tax money was expected. Angie stated that last year, a payment was issued a month early, in June, but the first payment this year is expected towards the end of July. DIRECTOR S REPORT JOHN ANDREWS - Mark Shew was unable to make other arrangements for the skate park features to remain in town. Since the Board already approved the sale if Mark did not make other arrangements, Vern will contact the City of Assumption to discuss the sale. - I am still negotiating between Daktronics and Nevco in regards to replacing the scoreboards. Daktronics offer included bigger boards for a lesser price than Nevco s offer. To replace all six will cost around $25,000.00. With the Board s approval, I would like to move forward and purchase and install new scoreboards this fall. I still plan on selling the old ones. Don Peasley made the motion to approve the purchase of all 6 scoreboards, to which Dave Perring seconded the motion, which passed unanimously after a roll-call vote was taken. - Unfortunately, 5 kids snuck into the pool/over the fence, in the middle of the night. I have contacted the police and provided them with stills from the security cameras. -Kristi Kerns has taken new photos of the facility and is actively working with myself, Abby and Jacki for the new website. -The pool has been continuously busy with minimal problems, but I have noticed that the paint job is fading badly in spots. I spoke to Brad, from Contegra, about a possible warranty, but he informed me that the 2-year warranty had already expired. - A meeting is scheduled in August to discuss the revamp of our Baseball/Softball program. We would like to come up with a program that eliminates most of the traveling, as the girls will still probably need to travel due to their lower enrollment numbers. Several nearby towns have expressed their interest in joining us in this new program.
-I have been speaking with the farmer who owns the fields around the driving range and along the pony field. He is willing to switch land so that we may add a parking lot off of Tulip drive. I have a meeting scheduled with the City to discuss the details. -The fireworks went ok. Laura mentioned that she heard some of the display was too low. John stated that the new company set up the launch site in a valley out on the driving range. John stated that he would like to stay with the same company for 2018, but will try to schedule the show back on the 4 th of July. -I had a meeting with the Mayor and Alderman Tracy Welch to discuss the relationship between the 2 entities. Tracy graciously mentioned how much the Park District gives back to the City by allowing a generous discount for the Police and Fire staff (City and Rural) to purchase memberships at the Fit Zone. Tracy calculated that the Park District has saved the City around $30,000.00 annually. -Elan, a representative of Smart Wad, toured the facility and offered his company s services towards energy efficiency in the future. Hopefully, Entec can provide this service along with their HVAC assistance. -I know that I have previously mentioned wanting to install a steam sauna where the family changing room is. However, the owner of the company we purchased our new sauna from stopped in as she was traveling through the area. She viewed the facility and the new sauna while she was here. We spoke about my plans, and she actually suggested installing smaller steam units in each of the locker rooms, which would be about the same price as the bigger unit. The area that she suggested would only eliminate minimal lockers and possibly require knocking out a small area of the wall. I will look into this more and present it at another time. -I have ordered a plaque to acknowledge our Foundation donors with, but would like the Board s input as to how we should list them. Other foundations have levels of donors, such as gold, silver and bronze, but don t actually list the amounts donated. Jayne suggested running this by the Foundation Board, as some are donors themselves. John mentioned that we don t want to potentially embarrass a donor. Don agreed that perhaps it would be best to keep the actual amounts confidential, but to let the Foundation Board to discuss and decide on the amounts to qualify for each type of level. OPERATIONS REPORT VERN HASELEY -There was considerable storm damage recently. The pony field bleachers were flipped over onto the fence and ruined about 60 feet. Goodman s has examined the fencing and suggested that some of the posts will need to be replaced. Dave inquired about a possible insurance claim. Vern stated that a claim can be filed for the damage. Jayne inquired about damage from the storm out at Memorial Park. Vern stated that several limbs fell, but there were no trees downed out there. However, at Melrose Park, which is one of the City s parks, 3 trees split and we helped the City by cutting them down before they became a bigger problem. -The crew has repainted the concession stands bathrooms, which was badly needed. -The gym lights have been replaced, with John s help. The new bulbs are more energy efficient. -Vern mentioned that Jayne has been working on improving the Front Entrance s landscaping and asked if she will need more mulch. Jayne stated that she would like to buy some plants during Ace s sale.
PROGRAM REPORT ABBY NEECE -The Baseball and Softball programs have ended and they have a pool party scheduled for Friday. -Women s Softball will be switching from playing just on Wednesdays to both Wednesday and Thursday. -Co-Ed Chicago Style (16 ) Softball registrations have begun and 4 teams have already signed up. So far, 9 packets have been picked up and we expect at least 6 teams. -The movie in the park event is Saturday, the 15 th at 8:00pm. ALMH is sponsoring the event. They will be providing the snacks for the evening. -As John mentioned, the new website is coming along and the preview looks great. -The summer programs are all nearly over, we just have the Cheerleading camp and Putting on a Play camps left. The Creekside and Girls Basketball camps were both canceled. -John interjected regarding the new website, stating that he had met with David Doolin about switching over. David understands the need to work with Kristi, especially since she has more experience at web design than he does. FITNESS REPORT JAYNE PRESENTED THE REPORT PREPARED BY JACKI PAVLIK -The 5K was a success and there was a lot of positive feedback from the participants, which was twice this year compared to last year. -Class attendance is good and the Water Aerobics classes are averaging 30-40 attendees. -Jacki makes sure she updates the Facebook page daily and asks that everyone share the posts. -There are some transitions coming as we have to make changes to accommodate our instructors availability as many of them are school teachers. CORRESPONDENCE: None at this time. UNFINISHED BUSINESS: A. Capital Improvements: I. Heating/Air Conditioning Units: 1. Current system is 27 years old. a. Dave: Board needs to meet and prioritize upcoming expeditures. b. Jayne: Need to get a cost breakdown of Entech s proposal. c. Don: We need to move forward, but with more information. 2. Will request a bid from Entec with more detail; to include a cost breakdown of minimal requests and extra options to resolve the issue. II. Roof Repairs: Vern verified that he was still arranging companies to review the roof situation so that they can prepare their bids. III. IV. Skate Park: See Director s Report. Playground: 1. Board agrees that new additions look great. 2. Police Dept. donated swings and climbing wall from their new property. 3. We need to order more bark to fill in the newly expanded playground area and to add more to the other parks. B. Aquatic Center: See Director s Report.
NEW BUSINESS: See Visitor s Proposal and Unfinished Business discussing the HVAC system. EXECUTIVE SESSION: No executive session was held. ADJOURNMENT: Seeing no further business Laura Duffer moved to adjourn the meeting. Dave Perring seconded the motion. The motion carried. Adjournment: 7:43 P.M. NEXT MEETING: The next meeting date will be Wednesday, August 09, 2017 at 6:00 P.M.
ATTACHMENT A Fitness Director Report By Jacki Pavlik June, 2017 We still have some donations coming in from the Run Hog Wild 5K. We did receive our check from Champion Chip Timing (Get Me Registered) for $1525.00 and Up in Smoke for $100.00. The shirts are all in and ready to be picked up at the fitness desk. Group Fitness classes are all going very well, considering summer is normally a slower time. Water Aerobics and Aqua Zumba have grown tremendously this year. These classes will continue through August. The last class being August 31. Summer Rocks Dance camp began Monday, July 10. There are 8 girls participating in this weeklong event. Performance for parents, family and friends will be held Friday, July 14. Our First Annual Midsummer Mini Triathlon will be held Saturday, July 29 at 8:30am. This noncompetitive event will consist of 4 laps in the pool, 8 miles on the SPINNING bike and a one mile cross country run. The entire event will be held outside. Joe Ryan and the Cheap Seats will be broadcasting from the pool deck. Joe Ryan and Country Financial will provide healthy drinks and snacks for participants. The August Group Fitness schedule will be published soon. This schedule is a transitional time due to some instructors going back to their full-time jobs and our summer help going back to school. Most classes will remain the same for now. Our fitness staff is working on some exciting and trendy class formats for the new fall schedule.