LENA COMMUNITY PARK DISTRICT

Regular Monthly Meeting
July 2, 2009-Minutes

The regular monthly meeting was called to order by President Joe Green at 6:00 pm. Those present at roll include: Joe Green, President; Sylvia Vehmeier, Vice-President; Roger Schamberger, Secretary; Deb Dietz, Advisor; Brian Keeffer, Treasurer. Staff present: Lee Ann Brinkmeier, Bookkeeper; Dan Brinkmeier, Superintendent of Parks; Jim Noller, Food Court Coordinator; Christina Edler, Superintendent of Recreation; Sue Myers, Splash Land Manager. Guests: Patrick C. McCarthy, CPA & Vice-President of O’Connor-Brooks & Co., Public Accountants. All notices were published in accordance with the Open Meetings Act.

Our next regular will be Monday, August 10, 2009 at 6:30 pm at the LCPD offices. ***Please Note!! This meeting will be continued on Monday July 20, 2009 at 6:30 pm for the purposes of a Public Hearing for our Fiscal Year 2009-2010 Appropriations Budget.

Lee Ann Brinkmeier-Bookkeeper’s Report: Lee Ann was missing one report because of several un-tabulated tie-out sheets, which will be coming shortly. The CSB MM has a balance of $149,000.00 +/-. We received our first installment of $36,925.00 from Stephenson County Treasurer. Our next installment is coming 7/10/09. Joe Green noted that the $672.00 invoice from Hlava Industrial Welding is for materials only. We discussed the McConnell’s Bobtown Landing invoice for wetland delineation and the Lena Sign Shop bill for menu boards. There were questions on John B. Whiton’s invoice, which were attributable to the MBL deed and legal description not coinciding with Mike Munda from the Stephenson County GIS Department. Lee Ann’s reports were provided by email and are included in these minutes.

Lee Ann introduced Mr. Patrick McCarthy, CPA from O’Connor-Brooks & Co., Public Accountants (OBPA). Mr. McCarthy is the Vice-President and a principal in the firm. OBPA was the firm chosen to provide our annual audit. Mr. McCarthy described Governmental Accounting Standards Board (GASB 34) and potential upsides and downsides. The cost of providing this to the LCPD is around $1,000.00. GASB 34 started in 2001 and is widely used by municipal government. The LCPD will need to provide a list of improvements, dates and costs.

*A motion by Brian Keeffer and seconded by Roger Schamberger to implement the GASB 34 accounting practices in this years audit. Pass 4/0

Mr. McCarthy noted that the added EAV for Acciona Wind Energy – Eco Grove Wind Farm needs to be only included in our Tentative Levy, Truth-In-Taxation and Levy.

Christina Edler-Superintendent of Recreation Report: Mr. & Mrs. Carlson will need a refund for their fees paid to participate in the 2009 Summer Flotilla. The Taste of Lena is 7/25/09. The Food Court will be giving out free baby cones. Werhane Enterprises is supplying the product. MIP attendance—Bill Dietz 115, Tricia Vandenburgh 160. The Pec River Fest numbers are still being worked on. We have a number of events coming in July. Cubs/Brewers 7/3 (Brian is the chaperone); MIP 7/5; Wilderness & Cookie Making 7/11; Brat & BBQ 7/12; Wilderness 7/18; Canoe & Kayak Races (We need volunteers to help) Wilderness 7/25. Are there any extra Fall Festival Events? Marv Kempel has asked for a list of dates needed for rental at the Legion Home.

Jim Noller, Food Court Coordinator’s report: Food Court sales have been good. Jim discussed cost comparison with Meyers-Cox and Farner-Bocken. Jim will be meeting with the F/B Regional Representative on Thursday 7/9/09. Jim discussed advertising for our special events, etc. Jim’s request for Shopper’s Guide and LWTV 10 did not get published or listed. We discussed this thoroughly.

Sue Myers – Splash Land Manager’s report. We discussed the incidents of last week at the pool. Sylvia has reviewed the accident reports and filed claims with I.P.A.R.K.S. We have had a number of groups coming to use our facilities, which is good. We need to have a certificate of insurance on file from the other organizations that come as group. The Jimmy Buffet weekend is going to be August 2, 2009. The T-Ball coaches will be helping. Delia needs replacement equipment for her growing classes.

*A motion by Brian Keeffer and seconded by Roger Schamberger to purchase the equipment for the Aquacise classes. Pass 4/0

We discussed the loungers and chairs that were approved at an earlier meeting. Roger will pick-up the chairs and a few loungers. Menard’s price on the loungers was very high. We discussed the AED unit.

*A motion by Brian Keeffer and seconded by Deb Dietz to authorize Jim Noller to purchase and AED unit suitable for the park use. Pass 4/0

Treasurers Report: Brian indicated that we have received (1) installment from Stephenson County.

Dan Brinkmeier – Superintendent of Parks Report: The dunk tank needs work on the trip mechanism. The Office/Shop water heater needs replacement. Butch will do this next week. We discussed the Splash Land water feature pump. Options range from new at $5,670.00 to rebuild at $1,750.00 +/-. PDC will repair this ASAP. The Aqua Max robotic pool vacuums are 8 & 10 years old. We need to consider replacement. The Activity Center is cleaned out. Deb Dietz indicated that she could offer storage at the Old School Apartment building. Dan noted that we need to clean up the lights at Mark Jordan’s barn. The Lions Park roadways and parking were seal coated. The J&K French Construction Company showed up early. They double coated the areas that lost “hot mix”. The Lions Park waterway and Schudt Park drainage issues have been fixed.

We discussed the tube under the dike near the basketball court.

Deb Dietz Report: The Activity Center has been cleaned out and looks good. Deb is working with Jane Michael School Administrator on relocating the Depot Stove Gang’s meeting area. The Wednesday Euchre players will start the Wednesday after Fall Festival.

Sylvia Vehmeier Report: Our Insurance renewal with I.P.A.R.K.S. is in August. We need to review coverage on buildings/equipment. Sylvia will be conducting Risk Management training for Staff-soon. We discussed insurance coverage, etc. Sylvia asked for an aerial map of each park in order to number buildings, etc. We have these in the back closet. Roger would like to add water and electric lines to these.

The LCPD will plant a maple tree in memory of Mr. Ted Green. We discussed upgrading our memorial recognition in each park. We need to work on this soon.

Roger Schamberger’s report: We can use a lot more volunteer help at the Canoe/Kayak Races on July 19, 2009. Jeff Reed a neighbor to Damascus offered to take his food trailer over MDL for our special events. We discussed the windmill farm EAV. Roger asked if there were any objections to sending a request for funding to the Jane Addamsland Park Foundation and Lena Lions Club to purchase materials for (2) ADA compliant fishing piers at MBL. No objections. Julie Montgomery of Hughes Resources would like to make a presentation on that company’s professional service. No needs at this time. The MDL IDNR-BAAD Grant reimbursement paperwork has been sent to Ms. Emilie Chezem Grant Administrator for reimbursement. Cancelled checks for full payment need to accompany this. We will forward them to her upon receipt. The canoe/kayak race is coming. We will have a planning meeting soon. MDL needs to have the wiring finished up. We had young persons at Polhill Park smoking earlier this week. We will have them served No Trespass notices.

Hilary Rogers – Aquatic Director’s Report: No Report.

Chelsea Holland – Mini Golf Manager: No Report.

We discussed the LCPD meeting date and time.

*A motion by Brian Keeffer and seconded by Deb Dietz to move our meetings to the second Monday and to 6:30 pm. Pass 4/0 This change will be noted on our bulletin board and minutes.

*A motion by Brian Keeffer and seconded by Deb Dietz to adjourn to Executive Session. Pass 4/0 (The contents are sealed and not subject to audit.)

*A motion by Roger Schamberger and seconded by Deb Dietz to adjourn to regular session. Pass 4/0

*A motion by Deb Dietz and seconded by Roger Schamberger to continue this meeting on Monday, July 20, 2009 with a public hearing for the Appropriation Budget for fiscal year 2009-2010. Pass 4/0

LENA COMMUNITY PARK DISTRICT

Continuation of Regular Monthly Meeting
July 20, 2009-Minutes

A Public Hearing for the purposes of hearing public comment on the Lena Community Park District’s 2009-2010 Annual Appropriation budget was called to order at 6:15 pm by President Joe Green. No members of the general public attended the meeting.

*A motion by Deb Dietz and seconded by Sylvia Vehmeier to close the public hearing at 6:30 pm. Pass 3/0

The continuation of the regular monthly meeting was called to order by President Joe Green at 6:30 pm. Those present at roll include: Joe Green, President; Sylvia Vehmeier, Vice-President; Roger Schamberger, Secretary; Deb Dietz, Advisor. Absent at roll: Brian Keeffer, Treasurer. All notices were published in accordance with the Open Meetings Act.

Our next regular will be Monday, August 10, 2009 at 6:30 pm at the LCPD offices. There will be a BINA Public Hearing at 6:15 pm on August 10, 2009. There will be a special meeting on Monday August 24, 2009 at 6:30 pm for the Bid Award and Adoption of Bond Ordinance that needs to be published. Chapman & Cutler will provide publication notice information.

*A motion by Roger Schamberger and seconded by Deb Dietz to approve the 2009-2010 Annual Appropriations Budget as presented and as has been placed on public display for 30 days. Pass 3/0

*A motion by Deb Dietz and seconded by Roger Schamberger to approve the July 2, 2009 meeting minutes as presented. Pass 3/0

Sylvia Vehmeier Report: Our Insurance renewal with I.P.A.R.K.S. is in August. Sylvia has been reviewing coverage and working with Dan on building identification. Sylvia is looking at Replacement Cost, Self insured and so on. Sylvia reviewed the recommendations made during our insurance audit of earlier this year. Some of the items have been completed. We will review the “fall zone” recommendations at our next meeting and possibly implement the work this fall. We still need to review coverage on buildings/equipment and list of buildings that were not noted on our coverage sheets. Some of these buildings had a different name such as Food Court and not concession building and Mini-Golf building was called a different name. Sylvia will be measuring each build, numbering each building and placing that on an aerial map for each park.

Deb Dietz Report: Deb met with Melvin “Butch” Polhill in reference to relocating the Depot Stove Gang’s meeting location. The Lena Community Center – Community Room was discussed.

*A motion by Deb Dietz and seconded by Sylvia Vehmeier to continue to support and assist the Depot Stove Gang with a meeting location. Pass 2/0/1 Abstention

Roger Schamberger’s report: The Canoe/Kayak Races on July 19, 2009 at McConnell’s Bobtown Landing went very well. We had 18 canoe/kayaks and 30+ racers. Illinois Paddling Council (IPC) Race Officials were on hand and announced that the 3rd annual event will be sanctioned. Thank you everyone!!! We discussed the John Deere 997 rear discharge problems and that a new side discharge may be in order. We discussed the Toro electrical repairs. Dan has the Old School inventory list. Thank You Deb for storing our stuff. We discussed the upcoming Annual G.O. Bond sale that needs to be started. Speer Financial and Chapman & Cutler help with this. Meeting dates and Hearings are listed above.

*A motion by Deb Dietz and seconded by Roger Schamberger to adjourn this meeting. Pass 3/0

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LENA COMMUNITY PARK DISTRICT

Regular Monthly Meeting
August 10, 2009-Minutes

A Public Hearing for the purposes of hearing public comment on the Lena Community Park District’s issuance of $750,000.00 General Obligation Bonds over a (3) year period was called to order at 6:30 pm by President Joe Green. All notices and publications were in accordance with BINA. No members of the general public were in attendance.

*A motion by Roger Schamberger and seconded by Deb Dietz to close the public hearing. Pass 3/0

The regular monthly meeting was called to order by President Joe Green at 6:38 pm. Those present at roll include: Joe Green, President; Sylvia Vehmeier, Vice-President; Roger Schamberger, Secretary; Deb Dietz, Advisor. Staff present: Lee Ann Brinkmeier, Bookkeeper; Dan Brinkmeier, Superintendent of Parks; Jim Noller, Food Court Coordinator; Christina Edler, Superintendent of Recreation; Sue Myers, Splash Land Manager. Absent at roll: Brian Keeffer, Treasurer, and Excused. All notices were published in accordance with the Open Meetings Act.

Our next regular will be Monday, September 14, 2009 at 6:30 pm at the LCPD offices. Please Note!! This meeting will be continued on Monday August 24, 2009 at 6:30 pm at the LCPD Offices for the purposes of the Adoption of an Ordinance – General Obligation (G.O.) Limited Tax Park Bond.

*A motion by Roger Schamberger and seconded by Deb Dietz to approve the July 20, 2009 minutes as presented. Pass 3/0

Lee Ann Brinkmeier-Bookkeeper’s Report: The CSB MM has a balance of $131,586.36 We have different note payments coming up. Joe had a question on the John B. Whiton invoice and Deb had a question on the cost of granite for Lions ball diamond and the gravel added to MBL. Lee Ann indicated that the LCPD website needs serious updating. Christina suggested that the LCPD needs a Facebook page.

*A motion by Roger Schamberger and seconded by Deb Dietz to authorize Christina to develop our “Facebook” page and to authorize Deb to research individuals to create a new and better website. Pass 3/0

Maddie is starting volleyball and then school. Chelsea is available to fill the fall office hour’s contingent upon her HCC class schedule. We discussed GASB34 and getting this completed. Sylvia has the parks and buildings divided in her notebook and ready for valuation. Sylvia discussed insurance coverage and will email the date and time of our inventory-valuation self audit.

Christina Edler-Superintendent of Recreation Report: The canoe-kayak races went well. Jimmy buffet Day had a good event, but low attendance because of weather. MIP attendance: Bill Dietz-115; Rische Family-215; Tricia Vandenburgh-160; bluegrass Express-225; Michelle and Luann-140; Sunshine Band-70. Profit from Pec River fest $2,114.00 ½ to FPRF. Catfish tournament 8/15/09. 5K and Bike Tour coming up---Christina needs volunteers. We discussed getting volunteers through school, having a Kiddie Tractor Pull next year and Mother-Son events.

Jim Noller, Food Court Coordinator’s Report: Jim said that there is a definite weekly pattern in food sales. The employees working at Jimmy buffet did a great job. The coil in the food Prep table is bad and has a minor leak.

*A motion by Roger Schamberger and seconded by Deb Dietz to fix the Food Prep unit at the end of the season. Pass 3/0

Jim discussed moving the Mini-Golf flags off of Bank Street. The backsides of the Mini-Golf waterfalls need mulch this fall. We discussed the many options for an AED unit. Jim will bring the fire Departments unit to the next meeting to look at.

Sue Myers – Splash Land Manager’s report. Jimmy Buffett went well and water polo went great. Steve Spyrison bought water polo caps and asked if e would consider having a couple of tournaments as fund raisers for newer/better equipment in 2010—YES! Poison ivy near Food Court needs to be removed. Pool numbers are down from the record cold July.

Dan Brinkmeier – Superintendent of Parks Report: The Lions Shelter house is ½ painted. We need to come up with a picnic table replacement program. The water tower needs to find a new home. We discussed the “Fall Zone” material around the swing sets and the Dodds-South pole padding. We discussed the 997 zero turn mower and the cost of upgrading to a side discharge vs. trading.

*A motion by Roger Schamberger and seconded by Deb Dietz to trade the John Deere 997 zero turn mower in for a new 997 zero turn mower and 60” side discharge deck from Freeport Lawn and Leisure with either an extended warranty or transferring the existing extended warranty to the new unit. Pass 3/0

We discussed trading or upgrading the Gator next year.

Roger Schamberger’s Report: Discussed sending a letter to area taxing bodies for a black box ad meeting and publication coordination. We discussed the Windmill Farms EAV added to our tax base. MDL needs the wiring finished. We discussed researching permanent pit toilets for both landings as a cost savings over the rentals. The formal dedication date for MDL will be Saturday, October 10, 2009 at 12:00 (noon). Jim Sacia has committed to the date. We will invite other speakers and local river enthusiasts. This is the same day as our Fall Flotilla.

Deb Dietz Report: No report.

Sylvia Vehmeier Report: Duane Robieson submitted a letter requesting payment for his broken windshield. Sylvia will forward to I.P.A.R.K.S. We need to obtain MVR on employees driving LCPD equipment for the file. We really need to get going on the GASB-34 information including power tools and items with a serial number. Sylvia is coordinating a meeting with Ms. Diane Banta from the National Park Service for help with the Le-Aqua-Na recreational Trail. A preliminary trail commission needs to be formed with Stephenson County and the Village of Lena.

Joe Green’s Report: The letter submitted by our county highway engineer was forwarded to Adam Holder of Fehr-Graham Associates for a plan of action. MDL-Set final grades $500.00, $700.00 for as-built plans. MBL-$2,580.00 for entrance work planning and permitting. Joe and Roger will meet with Adam on revising this work.

Hilary Rogers – Aquatic Director’s Report: No Report.

*A motion by Deb Dietz and seconded by Roger Schamberger to continue this meeting on Monday, August 24, 2009 at 6:30 pm. Pass

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LENA COMMUNITY PARK DISTRICT

Regular Monthly Meeting
September 14, 2009-Minutes

The regular monthly meeting was called to order by President Joe Green at 6:34 pm. Those present at roll include: Joe Green, President; Sylvia Vehmeier, Vice-President; Roger Schamberger, Secretary; Deb Dietz, Advisor. Staff present: Lee Ann Brinkmeier, Bookkeeper; Dan Brinkmeier, Superintendent of Parks; Jim Noller, Food Court Coordinator; Christina Edler, Superintendent of Recreation. Absent at roll: Brian Keeffer, Treasurer, and Excused. Visitors: Brianna Edler and Jane Michael. All notices were published in accordance with the Open Meetings Act.

Our next regular will be Monday, October 12, 2009 at 6:30 pm at the LCPD offices.

*A motion by Roger Schamberger and seconded by Deb Dietz to approve the August 10 and 24, 2009 minutes as presented. Pass 3/0

Christina Edler-Superintendent of Recreation Report: the Fall Festival 5 K run had 65 runners, which was down from 2008. The Fall Bike tour was cancelled. We had 9 bike riders signed up as of Thursday, which was far less than anticipated. We will evaluate this ride for consideration.

*A motion by Sylvia Vehmeier and seconded by Deb Dietz to donate $150.00 to the Stephenson County Sheriff’s Reserve unit for helping with the 5K Run traffic. Pass 3/0

We discussed Fall bus trips, Mother/Son event and so on. Sylvia made suggestions for shorter trips up into Wisconsin. We were short one medal for the 5K run. It is coming. Christina indicated that any items that need to be worked on can be channeled to her and she will get them to Chelsea.

Lee Ann Brinkmeier-Bookkeeper’s Report: Lee Ann did not get all of the bills completed yet. The new bonds will be closing tomorrow. Apple River and Lena State Banks will be paid off on the balance of the pool bond and Citizens State Bank purchased the remainder years. The $133,000.00 reimbursement is expected at the end of the month from IDNR.

Jane Michael, Superintendent of Lena-Winslow Schools came to discuss AED units for locations at Dodds Park and Lions Park ball diamonds. We discussed brands, pads, warranty, and location and so on. The school has a company that has a great price and special going. Jim Noller brought a unit in to look at. Jim had researched these on the internet and from the Fire Department. These companies make secured and heated outdoor enclosures. Sylvia asked Jane Michael for a certificate of insurance from the school and the LCPD will send one to the school as part of our usage of their facilities.

*A motion by Roger Schamberger and seconded by Sylvia Vehmeier to purchase (3) Heart Sine AED Units at $975.00 each. Pass 3/0

Dan Brinkmeier – Superintendent of Parks Report: The new John Deere 997ZXT mower is in and will be delivered on Wednesday. We discussed painting the swimming pool. Paint is $51.00 per gallon and it requires app. 55 gallons. Roger indicated that the shrinkage cracks should be routered, caulked with paintable caulk and painted first. The mini-golf ponds have (2) leaks remaining from our resident muskrat. The muskrat has since moved. The really wet areas are drying up.

*A motion by Deb Dietz and seconded by Roger Schamberger to repair the shrinkage cracks that are bad and paint only the repaired areas and any area that is in bad shape in the pool (spot paint). Pass 3/0

Jim Noller, Food Court Coordinator’s Report: Jim indicated that he is closing up the food court. He left a message for Kurt to order the coil for the sandwich prep unit.

Deb Dietz Report: Deb discussed the two quotes that she had received from Brandon Scheider and Larry Jogerst for creating a new Lena Community Park District web site. Deb will need pictures and video.

*A motion by Deb Dietz and seconded by Roger Schamberger to accept the bid from Larry Jogerst of Larryswebs.com for $675.00 for one year of service and hosting. Pass 3/0

Deb will work with Larry in getting this up, running and always current. We discussed asking Christina to be the web upgrade person. Deb also spoke with Irene Talbert and Diane Parkinson concerning memorials from their families. Deb will make sure that these are cleaned up and taken care of. Deb will also work on creating memorial/donor recognition at all of our parks this winter. Some type of signage, etc. Deb was also approached by a resident that wanted to camp at our landing even though they were not paddling in or out. The LCPD had previously established camping for paddlers and decided against competing with Lake Le-Aqua-Na and the KOA. Deb was also approached by someone that disagreed with the shelter house reservation fee. We discussed the purpose and services received by making a reservation.

Sylvia Vehmeier’s Report: Sylvia finished the GASB34 report and forwarded it to Lee Ann and then onto O’Connor-Brooks. This was a lot of information in a short amount of time. Sylvia asked that we keep our purchases/improvements current and recorded. Sylvia asked that any items that may have been missed be sent to her for revisions. Sylvia needed refinement on the two John Deere Gators for insurance updating. Sylvia also completed all of the revisions in the insurance coverage.

Roger Schamberger’s Report: We had a $227.50 donation of crappies, blue gill and large mouth bass for dead water at MBL. They will be placed Monday September 21, 2009. The McNeil’s Damascus Landing dedication is Saturday, October 10, 2009 at noon. Jim Sacia and possibly Tim Bivins will be quest speakers along with Joe Green-Master of Ceremony. Dr. Ted Flickinger will be the guest speaker at the N.W.I.A.P.R. Meeting in Rock Falls on Thursday, September 17, 2009. Roger will be going. We had 23 canoes and kayaks paddle between MBL and MDL on Sunday at 1:00. MDL had 21 cars in the lot. Joe and Roger worked on the entry improvements at MBL on 9/6/09. This work was required by the Stephenson County Highway Engineer. Joe broke his skid loader. Hilary is working on a detailed Aquatics Director’s report. Sue will be asked to provide the same. We received acknowledgement of a $2,700.00 donation from an anonymous source for the materials for an ADA fishing pier at MBL. The Journal Standard will be developing a Fall events section coming out fairly soon. This will include the (2) landings. Roger will send Thank You letters to: the Stephenson County Reserve Unit, Sharon Eichstadt, and Milan D. Blaho.

*A motion by Deb Dietz and seconded by Sylvia Vehmeier to adjourn this meeting. Pass 3/0

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LENA COMMUNITY PARK DISTRICT

Regular Monthly Meeting
October 12, 2009-Minutes

The regular monthly meeting was called to order by President Joe Green at 6:30 pm. Those present at roll include: Joe Green, President; Brian Keeffer, Treasurer; Roger Schamberger, Secretary. Staff present: Lee Ann Brinkmeier, Bookkeeper; Dan Brinkmeier, Superintendent of Parks; Christina Edler, Superintendent of Recreation. Absent at roll: Sylvia Vehmeier, Vice-President (excused); Deb Dietz, Advisor (excused). All notices were published in accordance with the Open Meetings Act.

Our next regular will be Monday, November 9, 2009 at 6:30 pm at the LCPD offices.

*A motion by Brian Keeffer and seconded by Roger Schamberger to approve the September 14, 2009 minutes as presented. Pass 3/0

Christina Edler-Superintendent of Recreation Report: The Fall Flotilla had 15 paddlers, which was a great turn-out considering the frosty weather. There were approximately 50 in attendance at the MDL dedication. Senator Bivins and Representative Sacia spoke. We will send Thank You letters to each. Past board members were: Butch Polhill, Jim Arnold and Dennis Bussian. Rebecca from the Freeport Park District called and asked about coordinating a bus ski trip in February. Christina announced her resignation. She indicated that her time was being consumed with her full time job and family. We will miss Christina and the dedication that she had for the LCPD. Thank You for doing a great job!

Dan Brinkmeier – Superintendent of Parks Report: We discussed the picnic table estimate from Kay Park products. We will hold this decision until the November meeting. The Sound system was inventoried by Joe Smeck and Larry Roberts. E needs a case able to hold a 20” x 17 ½ x 4 amplifier. The AED units are here and we need to determine a suitable weather proof cabinet for Dodds and Lions. Dan suggested training on these units for familiarity. We discussed the pool roof leak and asking Superior to go through the pool heater. OK. Roger submitted a grant to the IDOPH for ½ of the cost of one AED unit. Dan would like to move the kiosk-water tower out and soon. The leak/chimney has been repaired. Dan asked about painting the wading pool-OK. The Mini-Golf pond leaks are fixed, but there still may be an issue with the water falls and piping. Dan is working on the pool shrinkage cracks, which will be routered, caulked with paintable caulk and painted.

Lee Ann Brinkmeier-Bookkeeper’s Report: Lee Ann presented a request from Pat McCarthy of O’Connor, Brooks Co.

*A motion to adopt a resolution authorizing our accounting firm and C.P.A. permission to internally transfer fund balances within the levy accounts was made by Roger Schamberger and seconded by Brian Keeffer. Pass 3/0

Pat is suggesting that we consider changing bookkeeping software from Quick Books to Peach Tree. Lee Ann suggested that we wait until the dust settles on our change over and consider this at a later date. The GASB34 inventory was presented. This can be added to. We discussed the IDNR reimbursement check and preparation for paying outstanding note balances off. Roger asked Lee Ann to bring a loan balance payoff and MM/checking balance to the November meeting.

Treasurers Report: No Report

Roger Schamberger’s Report: Roger asked Lee Ann to prepare and send the shelter house reservation letter out with returns due in early December. Roger also asked Lee Ann to check the calendar on the Truth-In-Taxation Hearing publication date, Tentative Levy and Levy adoption dates, times and public notices. We discussed projects that would qualify for funding assistance through the Illinois Capital bill. Some that came up were: Dodds Park-New playground, new restroom. Lions Park-new concrete ice rink. Roger asked for other items that may be funded up to 75% by this program. Roger will draft an ad for publication in hiring a replacement for Christina. We discussed hauling and placing the concrete blocks donated by Fischer Redi-Mix to MBL for floodway protection. OK to get them in place this Fall.

*A motion by Brian Keeffer and seconded by Roger Schamberger to adjourn this meeting. Pass 3/0

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LENA COMMUNITY PARK DISTRICT

Regular Monthly Meeting
November 09, 2009-Minutes

The regular monthly meeting was called to order by Vice-President Sylvia Vehmeier at 6:34 pm. Those present at roll include: Sylvia Vehmeier, Vice-President; Brian Keeffer, Treasurer; Roger Schamberger, Secretary; Deb Dietz, Advisor. Staff present: Lee Ann Brinkmeier, Bookkeeper; Dan Brinkmeier, Superintendent of Parks; Jane Polhill, Superintendent of Recreation; Jim Noller, Food Court Advisor. Absent at roll: Joe Green, President (excused). Guests: Pat McCarthy, CPA – O’Connor Brooks. All notices were published in accordance with the Open Meetings Act.

Our next regular will be Monday, December 14, 2009 at 6:30 pm at the LCPD offices.

*A motion by Roger Schamberger and seconded by Brian Keeffer to approve the October 12, 2009 minutes as presented. Pass 3/0

Sylvia and Board extend a welcome to Jane Polhill-Superintendent of Recreation. Roger encouraged Board and Staff to help Jane learn the position and help her on events. Roger will be meeting with Jane to start on the Summer 2010 program.

Lee Ann Brinkmeier-Bookkeeper’s Report: Lee Ann opened the Bookkeepers Report and turned the meeting over to Pat McCarthy of O’Connor, Brooks Co.

Mr. Pat McCarthy, CPA – O’Connor Brooks presented our fiscal year audit from May 1, 2008 – April 30, 2009. This started at 6:45 and went until 8:20. Pat described the importance of GASB34, bonds, funding, accrual accounting and cash balance accounting and all the details. Pat provided examples and answered Board questions.

We discussed donations and their uses and better communications on projects.

*A motion by Sylvia Vehmeier and second by Brian to authorize the development of a budget for donations form. Pass 3/0

We discussed billing, projects and so forth. The MBL ADA fishing pier donation was discussed and was not objected to at our July 2009 meeting.

Lee Ann brought up the ice skates and possible check out process along with the portable LP grills.

*A motion by Brian Keeffer and seconded by Deb Dietz to require a $25.00 security deposit and $10.00 rental fee (per unit) on the portable LP gas griddles. Pass 3/0

*A motion by Brian Keeffer and seconded by Deb Dietz to adopt our tentative levy for fiscal year 2009 through 2010. Roll call: Yea – Dietz, Keeffer, Schamberger, Vehmeier. Nays: -0-

Jim Noller Food Court Advisor’s Report: The Food Court reported total sales of over $32,000.00 this year. Jim will work out the net profit, but anticipates it to be around $7,000.00.

Treasurers Report: No Report in addition to earlier discussions.

Deb Dietz Report: Deb has been working on the Gifts and Memorials recognition program. Deb has compiled a tentative list and will publish in the Shopper’s Guide for additional names. We will work on a proper and changeable display for these folks.

*A motion to publish this information was made by Brian Keeffer and seconded by Roger Schamberger. Pass 3/0

Dan Brinkmeier – Superintendent of Parks Report: We discussed the picnic table estimate and will make a recommendation at our December meeting. The Toro hydrostatic unit appears to be having problems.

*A motion by Deb Dietz and seconded by Brian Keeffer to fix the Toro. Pass 3/0

The MBL bank poles have caused numerous entanglements from young fishers.

*A motion by Roger Schamberger and seconded by Brian Keeffer to eliminate bank pole fishing at McConnell’s Bobtown Landing from the bridge down river to the old concrete ramp. This will become effective 1/1/2010. Pass 3/0

The water tower kiosk is still in the shop and needs to be moved. Tyson is working on the computer hardware and programming, Joe will be making the banner brackets. The Village will be responsible for $1,000.00 of the annual rent and the LCPD share is $500.00. There was another muskrat hole in the MG liner. It has been fixed. The bathhouse furnace has been repaired including the roof leak. Dan brought up security cameras and the recent vandalism.

Roger Schamberger’s Report: Roger asked to keep an eye out for the AED grant paperwork and IPARKS grant paperwork. We discussed the $150.M IDNR grant for such things as an ice rink, Dodd’s playground and so on. We discussed the “Black Box” notice and meeting with Winslow Park District, West Point Township and my conversation with Joe Blair from Winslow Township.

*A motion by Roger Schamberger and seconded by Sylvia Vehmeier to employee Jane Polhill as Superintendent of Recreation with a 90 employment probationary period. Pass 3/0

*A motion by Brian Keeffer and seconded by Deb Dietz to adjourn this meeting. Pass 3/0

LENA COMMUNITY PARK DISTRICT

Continuation of Regular Monthly Meeting
November 23, 2009-Minutes

The continuation of the regular monthly meeting was called to order by President Joe Green at 6:32 pm. Those present at roll include: Joe Green, President; Sylvia Vehmeier, Vice-President; Brian Keeffer, Treasurer; Roger Schamberger, Secretary; Deb Dietz, Advisor. Staff present: Jim Noller, Food Court Advisor. Absent at roll: All notices were posted or published in accordance with the Open Meetings Act.

Our next regular will be Monday, December 14, 2009 at 6:30 pm at the LCPD offices.

We discussed the minutes of the November 9, 2009. Deb Dietz discussed the MBL fishing piers & donation form.

Jim Noller Food Court Advisor’s Report: Jim discussed the Food Court year end numbers and wanted to clarify that the labor was different from the 11/09/09 report.

Sylvia Vehmeier’s Report: We received an invoice for $6,336.00 Workers Compensation Premium. Sylvia will be looking into our entire insurance package. Sylvia will be inviting Mr. Eddie Wood from I.P.A.R.K.S. to discuss our coverage.

Roger Schamberger’s Report: Roger indicated that Mr. Tyson Terhune had met with him regarding an interest by the Lena-Winslow Jaycees in having a larger family type event in Lions Park.

*A motion by Deb Dietz and seconded by Brian Keeffer to allow the Lena-Winslow Jaycees to have their activities in Lions Park for their 2010 event and that they will need to provide a Certificate of Insurance listing the LCPD as an additional insured. Pass 4/0

We discussed the changes in the Superintendent of Recreation position. Roger and Joe interviewed (2) candidates and recommend hiring Ms. Sarrah Terhune.

*A motion by Brian Keeffer and seconded by Deb Dietz to hire Ms. Sarrah Terhune as Superintendent of Recreation. Pass 4/0

We discussed the “Black Box” Ad and that it will need to be in next weeks Shopper’s Guide. The only other local unit of government that could participate in the explanation ad was Winslow Township Park District. Other organizations meetings did not fit the publication timing. The “Breakfast in the Village” event is 12/12/09 at the Fire Station. The LCPD co-sponsors this with the LB&PA. We need volunteer help! (Set-up is on Friday afternoon/evening. Cooking starts 6:00 am on Saturday.) Sarrah is working on the area posters, school take home fliers, press releases and asking the school guidance counselor to recruit student help. Roger will be meeting with Sarrah tomorrow at 1:00 to start training and activity coordination for 2010. We discussed the recent invoice letter from the Village of Lena for police coverage. Officer Schaible was asked directly and through Officer Gift to discuss police coverage earlier in the spring. Officer Schaible never responded. The original instructions were to cover several special events, i.e. Music in the Park. The invoiced hours were from August 28 – October 31, 2009 for a total of $1,800.00. Roger will contact the VOL and discuss why the LCPD will not be paying this invoice.

Joe Green brought up the 2010 FOIA requirements and information that needs to be posted.

Deb Dietz Report: Deb discussed finances and areas where we could go on a diet and to quit doing things that we haven’t voted to do. We had a lengthy discussion on budgets and possible reductions.

*A motion by Sylvia Vehmeier and second by Deb Dietz to provide additional details in our P/L sheets for better understanding of each account. Pass 4/0

*A motion by Brian Keeffer to pay the short term bank notes off.

*A motion by Deb Dietz and seconded by Brian Keeffer to pay our (2) bank notes off and use balance of $133,000.00 to pay towards the $195,000.00 Debt Certificate. Pass 2-Yes, 1-No, 1-Abstain

*A motion by Brian Keeffer and seconded by Deb Dietz to adjourn this meeting. Pass 4/0

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LENA COMMUNITY PARK DISTRICT

Regular Monthly Meeting

December 14, 2009-Minutes

The regular monthly meeting was called to order by President Joe Green at 6:32 pm. Those present at roll include: Joe Green, President; Sylvia Vehmeier, Vice-President; Brian Keeffer, Treasurer; Roger Schamberger, Secretary; Deb Dietz, Advisor. Staff present: Lee Ann Brinkmeier, Bookkeeper; Dan Brinkmeier, Superintendent of Parks; Sarrah Terhune, Superintendent of Recreation. Absent at roll: -0-. Guests: Jim Arnold, Keith Windross, Ed Kline, Lynn Howe, ???, Larry Roberts (6:40 pm), Bob Lindquist (7:48 pm). All meeting notices were published and posted as required by the Open meetings act and PTELL (Black Box ad.)

The Agenda was modified to include the Truth-In-Taxation Public Hearing which was held prior to Public Participation. This hearing was published in the December2, 2009 Shopper’s Guide. The Truth-In-Taxation Hearing closed at 6:40—No participation or questions by public.

Our next regular will be Monday, January 11, 2010 at 6:30 pm at the LCPD offices.

Deb discussed the July 2009 minutes as it relates to the MBL fishing pier donation. 

*A motion by Brian Keeffer and seconded by Sylvia Vehmeier to approve the November 9and 23, 2009 minutes as presented. Pass 4/0 

Lee Ann Brinkmeier-Bookkeeper’s Report: Lee Ann indicated that there was approximately $203,000.00 in CSB MM and a smaller amount in CSB Checking. Deb inquired if the $1,800.00 Menard’s bill was the same as last month. Lee Ann indicated that it was the same report. Deb also inquired about the Don’s Johns. They are not being charged to the LCPD. The owner had an injury and may not pick them up. 

Sarrah Terhune – Superintendent of Recreation: The F/SCCVB info was sent to them on time for the 2010 Visitors Guide. The “Breakfast in the Village” marketing info was provided. There will be an Informational Ice Skating/Hockey Clinic on 12/19/09 @10:00 am at the Lena Legion Home. Winterfest and Teen Ski trip were discussed. Family Skate nights will be 1/15/10 and 2/5/10. Sarrah is working on Summer 2010 program. Several new program ideas were introduced. Co-Ed Volleyball is being considered (Next Fall is earliest for school facilities). LCPD uses the schools on Wednesday nights. Cubs ball game trips are being planned. 7/24, 6/19, and 7/3 or 7/17 are choices in order. Other trips include: Chicago Flower and garden Show, Chicago shopping and trip to John Deere in Moline. Sarrah inquired about joining IPRA.

*A motion by Roger Schamberger and seconded by Sylvia Vehmeier to pay for Sarrah’s membership in IPRA. Pass 4/0

Brian Keeffer – Treasurer’s Report: The Finance Committee used the previous 2 years to develop a new budget. Brian discussed the recent Debt Certificate, which did not have a call feature, but was changed by LSB to offer one. We discussed placing funds in a CD, etc. The Finance Committee will meet Jan 5, 2010 @7:00 pm. Joe asked Lee Ann for a copy of Quick Books from the beginning on CD. 

*A motion by Roger Schamberger and seconded by Brian Keeffer to adopt our levy for fiscal year 2009 through 2010. Roll call: Yea – Dietz, Green, Keeffer, Schamberger, Vehmeier. Nays: -0- 

Deb Dietz Report: Deb has a correction on the Gifts and Memorials recognition program – Pierce should be Price. Deb asked about cutting off playground lights and landing lights. Dan had already taken care of this. Deb presented a petition circulated from the restaurant. Deb received (2) calls about MBL and cutting trees along river will cause bank erosion. (Trees are along “Dead Water” not river channel). The other call concerned bank pole placement. Volunteer mowing of MBL was discussed. Deb was researching the anonymous donation of $2,700.00 and memo line clarification. Roger will take care of this. 

Roger Schamberger’s Report: Roger had discussed the VOL police coverage invoice with Mayor Bergman. A letter was sent and it is being discussed at their meeting tonight. We sent a Thank You letter to Acciona for radio coverage for the Summer of 2009. Roger will file the 2009-2010 with County clerk, Vici Otte, tomorrow. 

Bob Lindquist spoke on stretching our money. 

Dan Brinkmeier – Superintendent of Parks Report: Dan discussed playground edging around swing sets. Dan indicated that their winter work was tapering off. 

*A motion by Roger Schamberger and seconded by Brian Keeffer to adjourn to Executive Session for the purposes of discussing personnel. Pass 4/0 

The contents of executive session were recorded and not subject to audit.

*A motion by Deb Dietz and seconded by Brian Keeffer to adjourn to regular session. Pass 4/0

*A motion by Brian Keeffer and seconded by Sylvia Vehmeier to adjourn this meeting. Pass 4/0 End 8:16 pm

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