Batavia Park District Board met April 17.
Here is the minutes provided by the Board:
Regular Meeting – The regular meeting was called to order at 7:03 p.m. by President Callahan.
Roll Call – President Callahan called for the roll. Commissioners in attendance were Riley, Dorsey, Tilmon, Gray, and Callahan. Staff in attendance included Director of Capital Projects and Contractual Services Jim Eby; Director of Finance Aaron Gold; Director of Community Recreation Steve Golembiewski; Director of Marketing and Public Relations Katie Drum; Executive Director Allison Niemela; and Executive Assistant Shelley Kouzes. Also in attendance was Legal Counsel Derke Price.
Pledge Of Allegiance – All stood for the Pledge of Allegiance.
Items Removed/Added/Changed On Agenda – Item #13A – Approval of the Location for Flag Day Memorial Monument was removed from the agenda. Personnel 2(c)(1) was added to Executive Session.
President Callahan entertained a motion to approve the agenda as amended. Motion was made by Tilmon, seconded by Gray. A voice vote was taken and the motion passed unanimously.
Consent Agenda – President Callahan entertained a motion to establish the Consent Agenda which included approval of the following: minutes from the Special Board Meeting held March 14, 2018; minutes from the Executive Session held March 14, 2018; minutes from the Regular Board Meeting held March 20, 2018; Paid Expenditures; Expense Approval Report; Investment Summary; Income Statement; and Approval of Purchases. Motion was made by Tilmon, seconded by Gray to establish the Consent Agenda. The roll was called. Ayes: Tilmon, Dorsey, Riley, Gray, Callahan. Nays: None. Abstain: None. Absent: None. Motion carried.
President Callahan entertained a motion to approve the Consent Agenda as established. Motion was made by Tilmon, seconded by Gray. A voice vote was taken and the motion passed unanimously.
Guests - Matters From The Public – None.
Matters From Commissioners – None.
Correspondence – 1) Email from Betsy Zinser, Executive Director of the Batavia Interfaith Food Pantry and Clothes Closet in gratitude of the Park District's support; 2) Letter of thanks from the Fox Valley Special Recreation Foundation for the Park District's support of the annual BBQ & Basket Raffle fundraising event.
Announcements – Director Drum read the following announcements: 1) Join us for the Bulldog Jog 3K on Thursday, April 26th! We’ll be presenting a scenic and fun walk with the Bulldogs Unleashed public art fundraising group at 6:00 p.m. at West Main Community Park. The first 50 participants will receive a special gift! And all the Easter fun isn’t over just yet. We will also be hosting our Doggie Egg Hunt in conjunction with the Bulldog Jog 3K. Cost is $10 per activity, or sign up for both for just $15. A portion of the proceeds from the Doggie Egg Hunt will benefit Anderson Animal Shelter; 2) The Depot Museum is teaming up with several community organizations for Preservation Week, April 22nd-28th. This week features exploring Batavia’s rich history, including programs such as an Antiques Appraisal Fair, Dating Photography through Clothing, and much more! Visit bataviahistoricalsociety.org for more details; 3) Kids of all ages are invited to put their imaginations in gear as they climb aboard and explore an assortment of vehicles at Touch-a-Truck Day on Friday, May 11th from 10:00 a.m. to noon at the Lodge at Laurelwood. This are new extended hours and location for this event! Kids can climb in, on and around a fire truck, trolley, police car, crane and more at this FREE hands-on family event! In case of inclement weather, the event will take place on Friday, May 18th at the same time and place. Parental supervision is required. Don`t forget your camera!; 4) Gear up for summer fun at Hall Quarry Beach! Season passes are available at a discounted rate now through May 25th. Stop by the Civic Center or Eastside Community Center during regular business hours to purchase your passes and to get some summer savings!
Staff Reports –
Director Gold advised the Board the finance department has been working on a debt capacity analysis which is recommended by the Government Finance Officers Association (GFOA) as a best practice and will be used to propose an updated debt policy. Finance has posted budget adjustments to reallocate the annual budget into specific periods following prior year spending trends. These adjustments will be used to improve internal financial reporting and provide staff with additional information to more effectively track their budgets.
Director Golembiewski advised the Board the customer service committee sponsored a presentation by speaker Maureen O’Brien. The Park Pursuit event will be held in Batavia on May 3rd. 170 girls are registered for the softball program which was pushed back due to weather. There are 119 students registered for the 2018-2019 school year for New Horizons.
Director Drum advised the Board the summer brochure is completed. Highlights of the community needs assessment will be featured in the brochure. The Windmill City Festival schedule may be found at windmillcityfest.org. The 2017 annual report proof is ready to be shared with staff for review. The volunteer committee has been disbanded as it was determined to be unnecessary due to a strong volunteer program. A green committee will be added.
Executive Director’s Report – Executive Director Niemela presented the following highlights: 1) The Bulldog Jog 3K will take place April 26th at 6:00 p.m.; 2) The Doggie Easter Egg Hunt has been rescheduled; 3) The Bulldogs Unleashed spring puppy pickup at the Bulldog Jog 3K event has been rescheduled to June 10th; 4) Touch-a- Truck will be held on May 11th and has been moved from the usual Eastside Community Center location to the Lodge at Laurelwood; 5) The Historical Society fundraiser for the Depot Museum, “Drive Fore the Depot”, will take place April 29th from 1:00 – 5:00 p.m.; 6) Kids Around the World dismantled the playground equipment at Big Woods Park and Payne Woods Park and new equipment will be installed; 7) Items have been salvaged and sold from the structures at 13 North Prairie and 27 North Prairie which are scheduled for demolition; 8) The 2017 Annual Report is in the final stages. Any suggested changes from the Board should be sent to Director Drum by end of day on Thursday; 9) A Bruce the Spruce “Bulldogs Unleashed” Bulldog has been commissioned by the Park District; 10) A new Chuck the Duck mascot costume has been purchased.
Old Business –
A. Capital Development Plan Progress Report – Director of Capital Projects and Contractual Services Jim Eby updated the Board on the progress of current and upcoming projects.
New Business –
A. Approval of Location for the Flag Day Memorial Monument – This item was removed from the agenda.
B. Award of Contract for the District’s Tree Removal and Pruning Services - Superintendent of Parks Kim Hansen recommended awarding the contract for the District's Tree Removal and Pruning contract in the amount of $24,200.00 to Green Scene Tree Service. The recommendation was discussed in detail.
President Callahan entertained a motion to reject the lowest bid that was not responsive to the District's bid requirements and award the contract for the District's Tree Removal and Pruning Services to Green Scene Tree Service in the amount of $24,200.00. Motion was made by Tilmon, seconded by Dorsey. The roll was called. Ayes: Tilmon, Dorsey, Riley, Gray, Callahan. Nays: None. Abstain: None. Absent: None. Motion carried.
C. Award of Contract for the Demolition of 13 North Prairie and 27 North Prairie Structures – Director of Capital Projects and Contractual Services Jim Eby recommended awarding the contract for the demolition of 13 North Prairie St. and 27 North Prairie St. structures in the amount of $45,000.00 to Copenhaver Construction Inc. of Gilberts, IL. Director Eby discussed the recommendation in detail.
President Callahan entertained a motion to award the contract for the Demolition of 13 North Prairie and 27 North Prairie structures in the amount of $45,000 to Copenhaver Construction Inc. of Gilberts, IL. Motion was made by Tilmon, seconded by Dorsey. The roll was called. Ayes: Tilmon, Dorsey, Riley, Gray, Callahan. Nays: None. Abstain: None. Absent: None. Motion carried.
D. Approval of the Intergovernmental Agreement with the City of Batavia for the placement of Dam Signage and Lighting on Park District Property – Executive Director Niemela provided details on the Intergovernmental Agreement with the City of Batavia for the placement of dam signage and lighting on Park District property.
President Callahan entertained a motion to approve the Intergovernmental Agreement with the City of Batavia for the placement of dam signage and lighting on Park District property as presented. Motion was made by Tilmon, seconded by Dorsey. The roll was called. Ayes: Tilmon, Dorsey, Riley, Gray, Callahan. Nays: None. Abstain: None. Absent: None. Motion carried.
Fox Valley Special Recreation Association – None.
Batavia Parks Foundation – Commissioner Dorsey advised the Board the Batavia Parks Foundation is in search of new Board members. On June 10th from 1-3:00 p.m. there will be a Bulldogs Unleashed introduction to artists and sponsors. The Parks Foundation is looking for volunteers to help with the bulldog installation.
Executive Session: President Callahan entertained a motion to adjourn into Executive Session at 7:53 p.m. to discuss Land Acquisition 2(c)(5) and Personnel 2(c)(1). Motion was made by Tilmon, seconded by Dorsey. The roll was called. Ayes: Tilmon, Dorsey, Riley, Gray, Callahan. Nays: None. Abstain: None. Absent: None.
Adjournment Of Executive Session – President Callahan entertained a motion to conclude Executive Session and return to Regular Session at 8:38 p.m. Motion was made by Tilmon, seconded by Dorsey. A voice vote was taken and the motion passed unanimously.
Any Other Business To Come Before The Board – None.
With no further business to come before the Board, the regular meeting adjourned at 8:38 p.m. A voice vote was taken and the motion passed unanimously.
https://www.bataviaparks.org/upload/April172018RegularMeetingMinutes2.pdf
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