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LENA COMMUNITY PARK DISTRICT
Regular Monthly Meeting
January
11, 2010 - 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; Brian Keeffer,
Treasurer; Roger Schamberger, Secretary; Deb Dietz, Advisor. Staff present: Lee
Ann Brinkmeier, Bookkeeper. Absent at roll: -0-. Guests: Jim Arnold, Bob
Lindquist, Keith Windross, Marilyn Engel, Gene Engel, Dan Stevens, Lim Leamy,
Alvin Wire, Steven P. Windross, Pat Hawkinson, Karen Johnson, Mary Maher, Sue
Magera, Ed Kline, Rod Dietz, Lynn Howe, Dave Busch. All meeting notices were
published and posted as required by the Open meetings Act.
Our next regular will be
Tuesday, February 9, 2010 at 6:30 pm at the LCPD offices.
Keith Windross asked about the
Freedom of Information Act (FOIA) and distributed (2) documents pertaining to
his discussion.
Jim Arnold asked about FOIA and
what written requests are to be used.
Bob Lindquist asked about the
petitions turned in earlier and where they were. He presented more petitions.
Ed Klein complimented the parks,
but thought Polhill Park was over the top with a shelter house and waterfall. He
questioned the (2) boat docks and the maintenance, the LCPD spending more than
the revenues being generated. He also thought that the programs being offered
should be free or as low as possible.
*A motion by Deb Dietz and
seconded by Brian Keeffer to correct the March 11, 2009 minutes to reflect a
vote of 3/1. Pass 4/0
*A motion by Deb Dietz and
seconded by Brian Keefer to attach the addendum prepared by Deb and read by
Brian to the December 9, 2009 minutes. Pass 4/0
Roger discussed the Moring
Construction invoice that was re-invoiced to replace the existing invoice of
$722.00 to reflect a fuel cost only hauling and floating pier removal and Doc’s
invoice that was covered by a donation.
*A motion by Deb Dietz and
seconded by Brian Keeffer to rescind the paying of bills before approval. Pass
4/0
Brian discussed the purchase of
gloves, Menard’s lumber invoice and $51.00 +/- food for volunteers.
*A motion by Deb Dietz and
seconded by Brian Keeffer to pay all bills minus the $95,000.00+/- and $722.00.
Pass 4/0
Sarrah Terhune – Superintendent
of Recreation Report: Add report to minutes.
Lee Ann Brinkmeier-Bookkeeper’s
Report: Lee Ann indicated that the shelter house reservations made by mail are
closed and Sarrah will be conducting the walk-in registrations on 1/6/10 from
8:00-10:00. The W-2 forms will be going out soon. The job apps will be going to
the school soon.
Brian Keeffer – Treasurer’s
Report: There is $102,269.00+/- in CSB MM, $1,500.00 +/- in CSB checking and
$200.00 in petty cash. We discussed the release of the $95,410.00+/- check to
LSB. There was a lengthy discussion on payment vs. non-payment. Brian reported
that the Finance Committee met on January 5, 2010 to work on the budget, a
capital projects form and PPS form. The next Finance Committee meeting will be
January 26, 2010.
Roger Schamberger’s Report: The
Winter Fest Scavenger Hunt will be this Friday night. The clues have not been
put together yet. Help would be appreciated.
Sylvia Vehmeier’s Report: Sylvia
discussed insurance with Eddie Wood of IPARKS and a time when he may be able to
come up. Dave Phillips of Speer Financial will be coming sometime in March.
Deb Dietz Report: Deb discussed
the Music-In-The Park program and bands that would play for free or reasonable.
Deb passed out an updated list of the Gifts and Memorials recognition program.
*A motion by Roger Schamberger
and seconded by Brian Keeffer to move our meeting night to the second Tuesday at
6:30 pm. Pass 4/0
Joe Green’s Report: Joe passed
out the Oath of Office certificate for those members not yet having signed
theirs. We will wait on the picnic table ordering until Dan Brinkmeier has a
chance to comment.
*A motion by Sylvia Vehmeier and
seconded by Roger Schamberger to include the Capital Project worksheet form.
Pass 4/0
*A motion by Roger Schamberger
and seconded by Deb Dietz 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 Roger Schamberger
and seconded by Sylvia Vehmeier to submit a letter to the Village of Lena
concerning the Fall ’09 police coverage and invoice. Pass 4/0
Sylvia Vehmeier discussed
insurance and a statement of values.
Next meeting will be Tuesday,
February 9, 2010 @6:30 pm.
*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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LENA COMMUNITY PARK DISTRICT
Regular Monthly Meeting
February 16, 2010
- Minutes
The special monthly meeting was called to order
by President Joe Green at 6:31 pm. Those present
at roll include: Joe Green, President; Sylvia
Vehmeier, Vice-President; Brian Keeffer,
Treasurer; Roger Schamberger, Secretary; Deb
Dietz, Advisor. Staff present: -0- Absent at
roll: -0-. Guests: Jeff Knoup and Bob Smith. All
meeting notices were posted as required by the
Open meetings Act.
*A motion by Deb Dietz and seconded by Brian
Keeffer to pay $556.81 in bills as presented.
Pass 4/0
Jeff Knoup, President and Bob Smith,
Vice-President of the Lena Blackhawk
Trailblazers Snowmobile Club discussed local
trails, additions to trails and numbers of users
coming to Lena from throughout the state to use
our trails.
We discussed the trail groomer including age and
that it is undersized to complete the trails.
*A motion by Deb Dietz and seconded by Brian
Keeffer to apply for a RTP Grant for a tractor
(Power unit) and groomer (pull type trail
maintenance unit). Pass 4/0
*A motion by Deb Dietz and seconded by Brian
Keeffer to apply for an IDNR Grant for a tractor
(Power unit) and groomer (pull type trail
maintenance unit). Pass 4/0
Sylvia Vehmeier reported that Eddie Wood of
I.P.A.R.K.S. will be here for an insurance
review on 3/10/10.
We discussed the tax levy that was submitted and
found to have errors.
*A motion by Roger Schamberger and seconded by
Brian Keeffer to accept the levy total of
$299,535.00 – Ordinance 091214 as a total. Pass
4/0
We discussed the process for purchase
authorizations w/o Board approval. Brian
indicated that only the Department Heads should
be the ones purchasing. Joe brought up that he
and Roger do a lot of the running, which saves
costs. Roger and Joe pick things up in Freeport,
Rockford, Chicago, Quad cities, waterloo,
Dubuque and so on. Brian will develop criteria
for purchasing.
*A motion by Roger Schamberger and seconded by
Sylvia Vehmeier to purchase a pallet of Diamond
Pro and a pallet of Mound/Plate clay for
$960.00. Pass 4/0
We discussed the Board Development Program
offered by IAPD. They will need to gather board
info.
*A motion by Roger Schamberger and seconded by
Brian Keeffer to participate in the IAPD Board
development Program at a cost of $500.00. Pass
4/0
*A motion by Brian Keeffer and seconded by
Sylvia to donate to the Tyler’s Justice System
the same items as was donated last year. Pass
4/0
Sylvia Vehmeier has offered to work with Steve
Buss in acquiring a flat screen TV for the LCPD
office. TV will be used for training, etc.
*A motion by Deb Dietz and seconded by Brian
Keeffer to adjourn this meeting at 7:19 pm. Pass
4/0
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LENA COMMUNITY PARK DISTRICT
Regular Monthly Meeting
March 9, 2010
- 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; Sylvia Vehmeier, Vice-President;
Brian Keeffer, Treasurer; Roger Schamberger,
Secretary; Deb Dietz, Advisor. Staff
present: Sue Myers, Splash Land Manager.
Absent at roll: -0-. Guests: Dan & Claire
Smunt, Mary Lou Bunker-Langy, Jim Leamy,
Shirley Wachter, Celia Kaney, Nancy Franz,
Rhonda Schoeny, Pat Hawkinson, Taryon
Cornwell, Ed Klein, Jody Cass. All meeting
notices were published and posted as
required by the Open meetings Act.
Sue Myers and Dave Busch were moved up on
the agenda.
*A motion by Roger Schamberger and seconded
by Brian Keeffer to approve the 2/9/10 and
2/16/10 minutes as presented. Pass 4/0
Sue Myers-Splash Land Manager’s report:
Everyone is returning from last year with
only two that have not yet confirmed. Sue
has price quotes for lifeguard suits from a
new supplier. We discussed new pool hours.
Brian indicated that he is leaning towards
guards paying for their own suits. Sue
indicated that the guards pay for their CPR
and lifeguard certification and that the
area pools pay for lifeguard suits. Sue will
obtain prices.
Dave Busch asked if the LCPD could waive the
$50.00 friend’s fee for an exchange on him
providing new and updated photographs for
the Summer Program. Dave also asked if the
LCPD would provide a link from our website
to his.
*A motion by Roger Schamberger and seconded
by Sylvia Vehmeier to waive the $50.00 fee
and allow the web link for Busch Photos.
Pass 4/0
Treasurers Report: Sylvia Vehmeier had
questions as to why the fixed assets and
GASB34 information is not in the balance
sheet. Accounts payable needs to be included
in he balance sheet. The liabilities are
shown and not the assets. We discussed bills
in detail.
*A motion by Roger Schamberger and seconded
by Deb Dietz to pay bills as presented. Pass
4/0
Joe Green brought up that the President was
to sign off on bills and code them to the
proper account.
Sarrah Terhune – Superintendent of
Recreation Report: Submitted in writing –add
here.
*A motion by Roger Schamberger and seconded
by Deb Dietz to provide the same silent
auction items as the previous year to the
Tri-County Christian School. Pass 4/0
*A motion by Roger Schamberger and seconded
by Brian Keeffer to provide the same door
prize items as the previous year to the
Le-Win Junior Class for the 2010 prom. Pass
4/0
Deb Dietz provided a materials request form
and a group participation form.
Roger Schamberger’s Report: The typical
marketing area for our Summer Program covers
the following Shopper’s Guide and Scoop
Today mailings. Cedarville-351;
Stockton-1,689; Warren-835; Nora-80;
Lena-1,990; Pearl City-821; Orangeville-655;
McConnell-186; Winslow-389; Kent-95;
Eleroy-43. The cost to stuff these is .129
cents each. The Food Court employees have
been hired. There will be a meeting and
training on 4/17/10 to review food service
sanitation & procedures, P/R and what if
scenarios, order taking, etc. AED units?
Police coverage with VOL—Brian indicated as
needed. –shirts from “Busy B” are $6.00 each
printed. Jack Carey will assist in putting
together our budget if needed. He is
available in a few weeks-after their budget
has been completed. The Illinois Public Risk
Fund grant of $500.00 has been applied for.
Deb Dietz Report: The walk-in cooler needs a
new home. Deb indicated that Bill may be
interested or auction for us. We discussed
Farwell Bridge – Atten’s Landing and
Friend’s of the Pecatonica River Foundation
interest in owning it.
Claire and Dan Smunt – Lily Pad Garden’s and
Nursery. Dan and Claire provided estimates
for flowers and other nursery type work that
has been provided by their company. There
are 16 flower beds plus hanging baskets and
barrels to plant. There are 255 shrubs to
shape according to bloom time. The LCPD will
need to weed, dead head and water all
plantings. They discussed the pool parking
lot bed & flowers that grow back each year.
The moss baskets were trouble. It is the
watering procedure and not the amount.
Sylvia mentioned that she had a quote from
Sullivan’s.
*A motion by Roger Schamberger and seconded
by Brian Keeffer to adjourn to the meeting
at 8:10 pm. Pass 4/0
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LENA COMMUNITY PARK DISTRICT
March 23, 2010
- 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; Sylvia Vehmeier, Vice-President;
Brian Keeffer, Treasurer; Roger Schamberger,
Secretary; Deb Dietz, Advisor. Staff
present: Sarrah Terhune, Superintendent of
Recreation. Absent at roll: -0-. Guests:
Celia Kaney. All meeting notices were
published and posted as required by the Open
meetings Act.
Our next regular meeting will be Tuesday,
April 13, 2010 at 6:30 pm at the LCPD
offices.
Brian Keeffer reported that Lee Ann will
meet with O’Connor-Brooks to include the
fixed assets on our monthly balance sheet.
*A motion by Roger Schamberger and seconded
by Deb Dietz to approve paying $2,227.09 in
bills that were due prior to the April 2010
meeting. Pass 4/0
We discussed the Attorney John B. Whiton
invoice and the Oellerich Landscaping
invoice was clarified. We discussed our
upcoming audit and requesting proposals from
qualified firms. Joe Green will find
examples of audits from other firms/park
districts.
Sarrah Terhune Superintendent of Recreation
Report: We discussed the upcoming
Lena-Winslow Jaycees Bike Rodeo scheduled
for May 1, 2010. Kevin is submitting his
list of T-Ball coaches.
*A motion by Roger Schamberger and seconded
by Brian Keeffer to reserve little Cubs
Field for July 6 & 7, 2010 for the Annual
T–Ball Tournament for $180.00. Pass 4/0
We discussed the Music in the Park events.
Deb Dietz was able to find (8) bands
extremely reasonable. Way to go Deb! We
discussed Rae Anne Mokros and her interest
in being an intern at the LCPD this summer.
Sarrah will discuss this with Christina
Edler, who will be helping during Sarrah’s
summer college commitments.
*A motion by Roger Schamberger and seconded
by Deb Dietz to approve the Finance
Committees recommendation for the 2010 pool
fees. Pass 4/0
*A motion by Deb Dietz and seconded by Roger
Schamberger to approve the Easter Egg Hunt
expenses for 2010 and seasonal discount
items needed for 2011. Pass 4/0
*A motion by Roger Schamberger and seconded
by Deb Dietz to adopt the same policies as
the Village of Lena for removal of negative
comments on the LCPD’s Facebook page. Pass
4/0
Sarrah and Sue hired the Mini-Golf Staff for
this year. We will need some new putters and
golf balls.
Sylvia Vehmeier’s Report: Sylvia handed out
a statement of values for possible changes
in our insurance coverage. Sylvia will
continue dialogue with I.P.A.R.K.S. and make
recommendations.
Brian Keeffer’s Report: Brian discussed his
conversation with Jack Carey, Executive
Director at the Freeport Park District
regarding our budget. Jack has offered to
help us. We will coordinate a date to meet
with Jack. Brian also discussed police
coverage with Mayor Bergman and will update
us soon on anticipated needs.
Roger Schamberger’s Report: The Food Court
and Concession stands licenses need to be
put in place. Roger made a contact call to
ACCIONA regarding possible radio sponsorship
this year. Roger applied for the IPARKS
$500.00 grant for safety improvements.
Deb Dietz Report: Deb counted the orange and
burgundy Food Court T-Shirts. Deb thought
that the worker could wear their own T’s and
where a name badge. The black t-shirts are
missing. Deb thought that the Lifeguards
could pay a percentage towards their swim
suits. Deb thought that we could use the
village mulch instead of purchased mulch.
Roger indicated that some trees die of
disease and that this may contaminate the
area that we are mulching and cause more
problems. Deb discussed the LCPD Memorial
criteria. Deb also brought up the Department
Heads and a need for them to be accountable
for their department’s hours and budget. Deb
presented ideas for discretionary spending
for each department. Office $150.00,
Maintenance $500.00, Pool $150.00. We will
discuss this later.
We discussed the 2010 LCPD Summer program
and print vs. web access. Roger had attended
the recent N.W.I.A.P.R. meeting where a
marketing specialist was the guest speaker.
Several districts had obtained information
from public surveys that print was the
preferred media for park district program
information. This consultant also
recommended that we use the following: Radio
spots, target certain audiences, add a web
spokesperson on our website, cross promote
events and other activities, offer park
district tours, obtain lots of testimonials,
hand out coupons at tournaments for facility
use, regular newsletter, news release, offer
a speakers bureau at other meetings and
events, have a media spot in local papers.
*A motion by Roger Schamberger and seconded
by Sylvia Vehmeier to purchase 8,000 Summer
programs for $1,751.00. Pass (3) Yes-
Schamberger, Vehmeier, Green (2) No Dietz,
Keeffer.
*A motion by Deb Dietz and seconded by
Sylvia Vehmeier to provide a “Friends of the
LCPD” board that would be displayed at our
events and activities. Pass 4/0
Brian reported that the AED’s are in and
ready at the ball diamonds. The AED signs
are posted and the school nurse checked the
units for operation. We need to develop a
placement for the AED’s after school is out.
The Lena Sports association donated two
infield covers for Dodd’s Park. The diamonds
are in good shape, but the outfield needs
work. Roger noted that there are plastic
field tiles following the infield arc in the
outfield. New turf has been installed at
Dodd’s batting cages and will be in Lions
too.
*A motion by Roger Schamberger and seconded
by Brian Keeffer to restrict park access at
Lions Park for the upcoming IHSA Baseball
Regional Tournament. Pass 4/0
We need to pad Dodd South light poles &
obtain a certificate of insurance. There is
a crack in the tan/gray truck windshield.
*A motion by Roger Schamberger and seconded
by Deb Dietz to adjourn to Executive Session
3/24/10 at 6:30pm at The Rafter’s Restaurant
for board development. Pass 4/0
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LENA COMMUNITY PARK DISTRICT
Regular Monthly Meeting
April 20, 2010
- 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;
Roger Schamberger, Secretary; Deb Dietz,
Advisor. Staff present: Absent at roll:
Brian Keeffer, Treasurer. Guests: Rhonda
Schoeny, Celia Kaney, Pat Hawkinson, Mary
Maher, Claire Smunt, Melvin Polhill, Jim
Leamy, Bob Nawa, Ed Klein. All meeting
notices were published and posted as
required by the Open meetings Act.
Our next regular meeting will be Tuesday,
May 11, 2010 at 6:30 pm at the LCPD offices.
Celia Kaney suggested that we post the date
time and agenda of upcoming meeting on our
website. She thanked us for the hard work
and now it is time to put that aside and
work on budget. She thought that even though
the Atten’s Landing was at no cost, there is
still exposure for liability.
*A motion by Roger Schamberger and seconded
by Deb Dietz to approve the minutes of
3/9/10 and 3/23/10. Pass 4/0
Claire Smunt, Co-Owner of Lily Pad Gardens
and Nursery discussed the replacement pump
for one of the waterfalls in Mini-Golf. A
new pump would be in in 3-5 days when
ordered. We discussed the pool parking lot
flower bed, flower quotes & changes, Lions
restroom flower bed.
*A motion by Roger Schamberger and seconded
by Joe Green to approve the Lily Pad gardens
quote for flowers, bed prep, tree/bush
trimming and so on at $3,400.00+/-. Pass
3/1.
*A motion by Roger Schamberger and seconded
by Joe Green to purchase a 10,000 GPH pump
for Mini-Golf. This unit replaces a 9+ year
old original. Cost $650.00. List price near
$995.00. Pass 3/1
Bob Nawa and Melvin “Butch” Polhill
representing the Depot Stove Gang had met
with Sylvia Vehmeier about establishing an
agreement to work with the club.
*A motion by Sylvia Vehmeier and seconded by
Deb Dietz to accept the agreement with the
Depot Stove Gang. Pass 4/0
We discussed finding auditors for the
upcoming audit. Roger Schamberger will find
names and forward to Joe Green to contact.
Sarrah Terhune – Superintendent of
Recreation Report: Report submitted in
writing -add report to minutes. Sarrah will
be taking classes very soon until mid-July.
Christina Edler will be taking over for
Sarrah.
*A motion by Roger Schamberger and seconded
by Deb Dietz to purchase golf putters and
floating golf balls as request. Pass 4/0
Sue Myers Splash Land Manager Report: Report
submitted in writing – add to minutes.
*A motion by Deb Dietz and seconded by
Sylvia Vehmeier to purchase lifeguard
swimming suits and T-shirts/whistles.
Lifeguards will reimburse LCPD for
T-shirts/whistles.
Dan Brinkmeier – Superintendent of Parks
Report: Dan’s Report was submitted in
writing – add to minutes.
We discussed the offer by Sullivan Foods for
advertising on back of cash register tapes.
We opted to not participate this year.
Brian Keeffer, Treasurer entered the
meeting.
We discussed the “chalking” on the US 20
Miniature Golf sign. We will look at ways to
rejuvenate this. We discussed the
Lena-Winslow School District’s request to
turn on baseball and softball diamond lights
prior to 6:00 pm when request by umpire for
safety.
*A motion by Deb Dietz and seconded by Brian
Keeffer to check with Commonwealth-Edison on
the Demand Meter versus the typical rates
and approve the lighting of the lights when
needed for safety. Pass 5/0
Brian Keeffer’s Report: Brian will clean-up
batting cages and Dodd’s South to red shed
and over to westerly neighbor. This will
include brush, junk and old fencing.
The Board development reports request was
submitted by Deb and Brian. Roger, Sylvia
and Joe’s will be coming.
Sylvia Vehmeier’s Report: Sylvia indicated
that the insurance will be up for renewal in
the near future. Sylvia has been working on
the required changes, acres owned, capital
improvement projects. Sylvia had a request
to install a portable restroom at Jaycees
Park. She will talk to Fawn Nolan as to the
St. John’s Church opinion. Sylvia discussed
the Visa/MC/Discover and Am Ex card services
and that there will be a unit at the office,
pool, mini-golf and food court. The office
unit will be taken to the American Legion
for registration days. The fee is $9.95 per
month per account plus a small transaction
fee. The Dodd’s South Pole padding may be
something that the Lena Sports Association
will fund. Brian will discuss with Darren
Peight.
Treasurer’s Report:
*A motion by Roger Schamberger and seconded
by Deb Dietz to pay $8,858.25 in bills as
presented. Pass 5/0
Brian Keeffer’s Report: Brian and Deb had
discussed the proposed budget with Jack
Carey, Executive Director at the Freeport
Park District.
*A motion by Brian Keeffer and seconded by
Roger Schamberger to accept the 2010-2011
proposed operating budget. Pass 5/0
Roger Schamberger’s Report: Roger asked that
we conduct our annual park walk-through in
the near future. We discussed the Food court
T-shirts. WREX-13 produced a segment for the
“Going Green” series aired every Tuesday at
5:00 pm. Joe Ginger and McNeil’s Damascus
Landing were featured today. Roger showed
the Morrall River Films video of the
McConnell’s Bobtown Landing to McNeil’s
Damascus Landing video. Roger met with Rick
Murphy of ACCIONA regarding radio
sponsorship on 93.7 WEKZ. Roger asked if the
trail Committee could look at the
Stephenson-Black Hawk Trail signage as it
appears to be getting in poor condition.
This is the 25th anniversary of the trail
dedication. The Finance Committee needs to
look at wages, minimum wage and bring
recommendations to the next meeting.
Deb Dietz Report: Deb will contact Larry on
keys. Deb would like to look at books on
benches, etc. for memorials and gifts. Deb
discussed mulch for the park. Joe indicated
that the LCPD generally obtains colored
mulch for placement. We need new swimming
pool sign-up forms.
*A motion by Roger Schamberger and seconded
by Brian Keeffer to purchase 300 new
swimming pool registration forms. Pass 5/0
*A motion by Deb Dietz and seconded by Brian
Keeffer to adjourn to Executive Session to
discuss property acquisition. Pass 5/0 The
contents of Executive Session are sealed and
not subject to audit.
*A motion by Deb Dietz and seconded by Brian
Keeffer to adjourn to regular session. Pass
5/0
*A motion by Roger Schamberger and seconded
by Joe Green to ratify all prior activities
at McConnell’s Bobtown Landing. Pass 3/2
*A motion by Roger Schamberger and seconded
by Joe Green to approve fuel for dirt moving
at McConnell’s Bobtown Landing not to exceed
$400.00. Pass 4/1
*A motion by Brian Keeffer and seconded by
Deb Dietz to adjourn this meeting. Pass 5/0
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LENA COMMUNITY PARK DISTRICT
Regular Monthly Meeting
May 11, 2010
- Minutes
The regular monthly meeting was called to
order by President Joe Green at 6:33 pm.
Those present at roll include: Joe Green,
President; Sylvia Vehmeier, Vice-President;
Roger Schamberger, Secretary; Deb Dietz,
Advisor. Staff present: Jim Noller, Food
Court Coordinator. Absent at roll: Brian
Keeffer, Treasurer. Guests: Jim Leamy, Lee
Ann Brinkmeier, Celia Kaney, Jim Arnold, Ron
Fluegel-Global Energy Partners. All meeting
notices were published and posted as
required by the Open meetings Act.
Our next regular meeting will be Tuesday,
June 8, 2010 at 6:30 pm at the LCPD offices.
Ron Fluegel, Account Representative from
Global Energy Partners gave a presentation
on how their company works. His company
purchases energy from several main
providers/redistributors and sells contract
energy to businesses. Ron’s savings would
net $2,500.00 +/- over 3 years with no
“Demand Meter” stipulations. Same rate 24/7
*A motion by Deb Dietz and seconded by
Sylvia Vehmeier to approve the minutes of
4/20/10. Pass 4/0
*A motion by Roger Schamberger and seconded
by Deb Dietz to initiate a 36 month contract
with Global Energy Partners for electricity.
(This includes energy and delivery charges
and begins with next reading.) Pass 4/0
Sarrah Terhune – Superintendent of
Recreation Report: Report was submitted in
writing and is attached.
Hilary Rogers – Aquatics Director Report:
Report was submitted in writing and is
attached.
*A motion by Roger Schamberger and seconded
by Sylvia Vehmeier to prepare and submit
paperwork to engage in an internship with
RaeAnn Mokros with wages being paid by PACCE
of Platteville. Hours not to exceed 240 for
Summer. Pass 4/0
Jim Noller – Food Court Coordinator Report:
Apple Stix, Cinnamon Stix, Tornado’s Pita
Bread, pizza and chicken flavored rolls are
new. The sandwich prep unit cooling coil has
been installed. Jim has been painting the
Mini-Golf bridges. The High School is using
Mini-golf may 19-20. The menu board changes
were simplified for cost savings.
Dan Brinkmeier – Superintendent of Parks
Report: Report was submitted in writing and
is attached.
We discussed the McNeil’s Damascus Landing
and McConnell’s Bobtown Landing entrance
requirements as request by our County
Highway Engineer. The request include: Seal
coating/blacktopping entrances and
signed-sealed plans from P.E. plus entrance
permits and “as-built” plans. Civil
Contractors provided an estimate based upon
a best guess of possible hard surfacing
requirements prior to spending fees on
engineering. The total package of
engineering and surfacing exceeds
$13,000.00. Deb Dietz will coordinate a
meeting with our County Highway Engineer to
negotiate a less expensive alternative.
Sylvia Vehmeier updated board on new credit
card machines and procedures for use. She
discussed placement and marketing of this
service too. Roger and Sylvia will meet on
marketing procedures to bring more patrons
into the parks.
The Dodd’s Park batting cages have not had
the brush, debris and limbs removed.
Representatives from the Lena Sports
Association had started the process and met
resistance from a neighbor. Joe assigned the
follow-up to the Buildings and Grounds
Committee.
We discussed the request for volleyball net
replacement. The LCPD has (5) volleyball
courts with a number of these having bad
nets. These nets are up to 21 seasons old.
We discussed using the cabled series for
longevity.
*A motion by Sylvia Vehmeier and seconded by
Deb Dietz to replace a maximum of (4)
volleyball nets at a cost of around $74.00
each from Carron Net Company-Two Rivers,
Wisconsin. Pass 4/0
Sylvia researched pole pads for Dodd’s South
ball diamond. Sylvia took over on this
in-order to have the poles compliant with
our insurance audit.
Brian Keeffer entered the meeting at 7:40
pm.
*A motion by Roger Schamberger and seconded
by Deb Dietz to purchase the two pole pads
for Dodd’s South ball diamond. Pass 5/0
Brian reported that the Accounts payable
section does not roll into the special
accounts section in our bookkeeping program.
We reviewed bills:
*A motion by Brian Keeffer and seconded by
Roger Schamberger to pay bills of $9,714.76.
Pass 5/0
Roger reported that we did not receive AED
Grant reimbursement from the Illinois
Department of Public Health. Sylvia reported
that she will be dealing with Wendy from
IPARKS on our insurance renewal. This is
coming up soon. Jim Noller left the meeting.
Deb Dietz Report: We discussed the memorial
and gifts to LCPD sign. We discussed some
locations, 1 or 2 sided, memorial and gift
giver recognition, etc. Food Court pins are
$3.00 each. The Department Heads will need
to fill out their job sheets. The Finance
Committee will meet with each Department to
review the requirements.
Roger Schamberger’s Report: Christina
prepared a quote from the Flash and
Shopper’s Guide for a full page ad. ACCIONA
Energy is sponsoring radio ads on 93.7 every
Thursday and Friday this Summer and into
Fall. This is around a $1,400.00 donation.
Roger suggested having a pool party & grill
out for their workers and families or
something along those lines. We discussed
the IDNR-PARC Grant. The Illinois Brigade a
group of Voyager Canoeists will be launching
at Brewster’s landing on July 17, 2010 and
spending the evening at McNeil’s Damascus
Landing. The LCPD will want to plan events
around this activity. The next day is our
Canoe/Kayak Races at McConnell.
*A motion by Roger Schamberger and seconded
by Sylvia Vehmeier to approve a full page ad
in the Flash as long as it provided
distribution in our service area and if it
didn’t we would place in Shopper’s Guide.
Pass 5/0
*A motion by Roger Schamberger and seconded
by Sylvia Vehmeier to install the (2) 12’ X
12’ universal access piers at McConnell’s
Bobtown Landing. Pass 5/0
Brian Keeffer’s Report: The fiscal year end
was $77,868.00 in black. Sylvia inquired if
that included the money placed in the
CD/MM-yes. We need to determine who is going
to prepare our audit. This needs to be
completed in the first 90 days of our new
year. The LCPD Appropriations Budget needs
to be prepared along with a public hearing
and filed before the end of July. Joe
mentioned that account #280 – Long Term
Debts needs to read LSB – Debt certificate
issue. We need to clean-up accounts and
names.
Deb Dietz received bids on accounting
assistance to re-establish our fund
accounting bookwork.
*A motion by Deb Dietz and seconded by
Sylvia Vehmeier to hire Bernie Hicks at
$40.00 per hour to set-up our fund
accounting. Pass 5/0
We discussed the temporary dock at Wes
block. Jim Arnold spoke with Larry Jogerst
and will reduce our 2010 Summer Program to
another format for quicker downloading.
*A motion by Brian Keeffer and seconded by
Deb Dietz to adjourn to executive session to
discuss employee matters. Pass 5/0
The contents of executive session are sealed
and not subject to audit.
*A motion by Roger Schamberger and seconded
by Brian Keeffer to adjourn to regular
session. Pass 5/0
*A motion by Roger Schamberger and seconded
by Deb Dietz to accept the Finance
Committees recommendations for the 2010-2011
fiscal year. Pass 5/0
*A motion by Deb Dietz and seconded by Brian
Keeffer to adjourn this meeting. Pass 5/0
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LENA COMMUNITY PARK DISTRICT
Regular Monthly Meeting
June 8, 2010
- Minutes
The regular monthly meeting was called to
order by President Joe Green at 6:31pm.
Those present at roll include: Joe Green,
President; Brian Keeffer, Treasurer; Roger
Schamberger, Secretary; Deb Dietz, Advisor.
Absent at roll: Sylvia Vehmeier,
Vice-President; Guests: Jim Leamy, Lee Ann
Brinkmeier, Celia Kaney, Lynne Howe, Steve
Windross, Rhonda Schoeny, Mary Maher, Nancy
Franz, Pat Hawkinson. All meeting notices
were published and posted as required by the
Open meetings Act.
Our next regular meeting will be Tuesday,
July 13, 2010 at 6:30 pm at the LCPD
offices. A Public Hearing for our 2010-2011
Appropriations Budget will precede the
business of the regular business meeting
also beginning at 6:30
*A motion by Roger Schamberger and seconded
by Brian Keeffer to approve the minutes of
the May 11, 2010 meeting. Pass 4/0
Sylvia Vehmeier, Vice-President, entered the
meeting at 6:34.
Treasurers Report: Brian discussed that the
Fund Accounting balances reflect new tax
money being received at this time. The
balances will show previous years balances
at completion of the audit.
*A motion by Roger Schamberger and seconded
by Deb Dietz to approve payment of
$14,018.56 in bills as presented. Pass 5/0
We discussed Sarrah Terhune’s resignation
and hiring a new Superintendent of
Recreation. Sylvia indicated that the zip
codes need to be entered/included in our
registrations to track our advertising &
marketing efforts.
Dan Brinkmeier – Superintendent of Parks
Report. Dan’s report was read and was
submitted in writing.
*A motion by Sylvia Vehmeier and seconded by
Deb Dietz to purchase AED cabinets for
inside storage of these units at
Dodd’s-North, Lion’s Ball diamond and Splash
Land. Pass 5/0
Hilary Rogers – Aquatics Director Report:
Report was submitted in writing and is
attached.
Deb Dietz Report: Deb met with Chris Isbell
regarding the McNeil’s Damascus Landing and
McConnell’s Bobtown Landing entrance
requirements. Chris didn’t care how it got
done as long as they include: Seal
coating/blacktopping entrances and
signed-sealed plans from P.E. plus entrance
permits.
Sylvia Vehmeier Report: Sylvia was happy to
see that the new credit card machines were
in use. Roger and Sylvia will meet on
marketing procedures to bring more patrons
into the parks.
Brian reported that the Dodd’s-South fence
line has been cleaned up.
We reviewed the 2010-2011 Appropriations
Budget.
*A motion by Roger Schamberger and seconded
by Brian Keeffer to place the 2010-2011
Appropriations budget out for the required
30 day public review followed by a Public
Hearing on 7/13/10 at 6:30. Pass 5/0
The Stephenson County Health Department
placed a mosquito collection device south of
the Dodd’s batting cages.
Deb discussed the Memorial and Gifts signage
project. She will design a sign and
recommend an area for placement.
Sylvia has been working on the insurance for
accuracy the Worker’s Comp. numbers were
off. They should be $174,000. +/-. Sylvia
will continue to detail all insurance
coverage for accuracy. The park pavilions
will be added to our premium. Sylvia also
discussed a number of options for reducing
our premium.
Deb discussed materials for the fall zones
and checking with our insurance company on
time and preferred material.
Brian inquired as to the status of the
annual audit. Joe has a request for proposal
in and should know soon. Brian has prices
for T-shirts for the Summer Programs.
*A motion by Brian Keeffer and seconded by
Deb Dietz to purchase the T-Ball shirts from
the Lena Sign Shop at $4.89 each. Pass 5/0
*A motion by Roger Schamberger and seconded
by Brian Keeffer to donated mini-golf and
pool day passes to the American Legion golf
tournament. Pass 5/0
Roger sent Thank-You letters to: Dollar
General-Easter Eggs; Ron Moring/Moring
Construction for placing the MBL docking,
end loader and skid loader use; Farm & Fleet
& Tom’s Bait & Tackle for Catfish Tournament
door prizes, etc. We had donations of mulch
and labor for the rocks and arborvitae at
MBL and MDL over the weekend.
Deb inquired about the Wednesday card
players if they were going to play this
summer. They quit 1.5 months ago.
*A motion by Brian Keeffer and seconded by
Deb Dietz to adjourn to executive session to
discuss employee matters. Pass 5/0
The contents of executive session are sealed
and not subject to audit.
*A motion by Roger Schamberger and seconded
by Deb Dietz to adjourn to regular session.
Pass 5/0
*A motion by Roger Schamberger and seconded
by Deb Dietz to accept the Personnel
Committees recommendation for hiring a new
Superintendent of Recreation. Pass 5/0
*A motion by Deb Dietz and seconded by Brian
Keeffer to adjourn this meeting. Pass 5/0
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LENA COMMUNITY PARK DISTRICT
Regular Monthly Meeting
July 13, 2010
-
Public Hearing &
Minutes
A Public Hearing for the purpose of hearing
public comments on the May 1, 2010 – April
30, 2011 Appropriations Budget was called to
order at 6:15 by President Joe Green. No
public comments were heard.
*A motion by Roger Schamberger and seconded
by Deb Dietz to close the Public Hearing at
6:30 pm. Pass 5/0
The regular monthly meeting was called to
order by President Joe Green at 6:31pm.
Those present at roll include: Joe Green,
President; Sylvia Vehmeier, Vice-President;
Brian Keeffer, Treasurer; Roger Schamberger,
Secretary; Deb Dietz, Advisor. Jane Parks,
Superintendent of Recreation. Absent at
roll: -0- Guests: Celia Kaney, Lynne Howe,
and Rhonda Schoeny. All meeting notices were
published and posted as required by the Open
meetings Act.
Our next regular meeting will be Tuesday,
August 10, 2010 at 6:30 pm at the LCPD
offices.
Brian Keeffer left to pick-up something…will
be back shortly.
*A motion by Roger Schamberger and seconded
by Deb Dietz to approve the 2010-2011
Appropriations Budget. Pass 4/0 (Roger will
file with Vici Otte, County Clerk)
*A motion by Deb Dietz and seconded by Roger
Schamberger to approve the minutes of the
6/8/10 meeting. Pass 4/0
Public input: Celia Kaney read an article on
ethics written by Dr. Ted Flickinger.
Thank You’s received from Lena American
Legion and Le-Win Post Prom Committee.
Brian Keeffer returned to the meeting.
*A motion by Roger Schamberger and seconded
by Brian Keeffer to pay $14,018.56 + $180.00
(Moring Construction) in bills as presented.
Pass 5/0
*A motion by Roger Schamberger and seconded
by Joe Green to hire Don Elliot-Elliot and
Company for our annual audit at $3,950.0
contingent upon Deb Dietz questions being
answered. Pass 3/2.
Roger Schamberger left the meeting…will
return.
Sylvia Vehmeier, Vice-President, took
minutes until Roger returned.
Jane Park’s – Superintendent of Recreation
Report: Jane’s report was submitted in
writing and added to minutes. The late
summer park hours and Rae Ann’s availability
will be discussed later. Maddie leaving 8/7,
Rae Ann leaving 8/23.
Jim Noller – Food Court Coordinator & Other
Good Things report: Jim removed vines from
MG fence, needs new river rock, needs new
tree ($119.00)—weeping cherry. Pam Barton is
working at MG and doing a great job. Food
Court sales are way down. Food will be
reduced to eliminate winter carry-over.
Flags at pool are in poor shape.
*A motion by Deb Dietz and seconded by Brian
Keeffer to purchase a weeping cherry tree
for $119.00. Pass 4/0
Sue Myers – Splash Land Manager’s Report: IL
Dept of Public Health completed annual
inspection. The wading pool gate needs a
spring to return to closed position. The
VGBA was discussed. Recreonics, Inc. quoted
a suction well cover for the
waterslide/water feature grating. The
opening is 40” X 43” and is not block able.
Price quote is $1,100.55 plus shipping. The
IDOPH is asking that we have a VGBA cover
for the pool main drain, which is closed and
blocked. Roger will follow-up. The wading
pool has a VGBA drain cover installed.
Dan Brinkmeier Superintendent of Parks
Report: Jaycee park slide cracked. Ok to
order new slide from Midwest Sales Co.
$3,350.00 plus shipping. Truck windshield
cracked—replace.
Deb Dietz Report: Estimate from Spahn & Rose
and Menard’s for steel roofing for Dodd’s
shelter house and Dodd’s gazebo.
*A motion by Deb Dietz and seconded by Brian
Keeffer to accept Spahn & Rose bid for steel
roofing for Dodd’s shelter house and gazebo.
Pass 4/0
Deb reported on her meeting with Stephenson
County Highway Engineer Chris Isbell
regarding commercial entrances at MBL & MDL.
The entrances needs to be 22’ paved with 2’
of shoulder, 18’ from centerline. East
radius is OK, west radius is short. Bill
Dietz will bring his backhoe and make
changes. 70’ of chip seal will be installed
from edge of road to bottom of ramp. We need
two loads of C-2 gravel for project. An
Engineer will need to stamp/seal plans.
*A motion by Brian Keeffer and seconded by
Sylvia Vehmeier to approve the above
improvements to McNeil’s Damascus Landing
entrance. Pass 4/0
Deb reviewed Memorial signage options. Pool
wall, all three entrances to Lions park or
west end of Lion’s shelter house.
The McConnell’s Bobtown Landing concrete
pilings for the universal access piers have
been poured. Units will be set upon proper
curing.
Discussed capital improvement projects,
leave open for flexibility.
Sylvia Vehmeier’s Report: Insurance renewal
information was sent to IPARKS. Renewal
information/policy should be coming soon.
Sylvia reviewed the credit card usage and
charges.
Treasurers Report: Brian reported that the
switch has been made from Com-Ed to Direct
Energy. The AED unit wall mount boxes need
to be ordered. Dan will order.
*A motion by Brian Keefer and seconded by
Deb Dietz to adjourn to Executive Session to
discuss employee issues. Pass 4/0 The
contents of Executive Session are sealed and
not subject to audit.
Roger returned to meeting during Executive
session.
*A motion by Deb Dietz and seconded by Brian
Keeffer to adjourn to regular session. Pass
5/0
*A motion by Brian Keeffer and seconded by
Deb Dietz to accept the Finance Committees
recommendation for wages. Pass 5/0
We further discussed the IDOPH-VGBA
requirements. Recommended to get everything
in compliance.
*A motion by Deb Dietz and seconded by Brian
Keeffer to adjourn this meeting. Pass 5/0
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