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Agenda Dekalb Park District Board of Commissioners

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Agenda Dekalb Park District Board of Commissioners AGENDA DEKALB PARK DISTRICT BOARD OF COMMISSIONERS Ellwood Visitor’s Center 509 N 1st Street, DeKalb, IL Thursday, December 19, 2019 6:00 pm Truth In Taxation Public Hearing: Public hearing to receive public comments concerning the approval of a proposed tax levy increase for the DeKalb Park District for 2019 Public Meeting Immediately Following Public Hearing I. Meeting Called to Order, Roll Call, Pledge of Allegiance II. Action on the Agenda III. Consent Agenda All items appearing below are considered routine by the Board and shall be enacted by one motion. If discussion is desired, that item shall be removed and discussed separately. a. Public Meeting of November 4, 2019 (pgs. 1-3) b. Public Meeting of November 7, 2019 (pgs. 4-6) c. Public Meeting of November 21, 2019 (pgs. 7-10) d. Closed Session of October 3, 2019 IV. Public Comments V. Old Business VI. New Business a. Golf Advisory Committee Report (pg. 11) b. Action on Superintendent of Golf Job Description and Authorization to Fill Superintendent of Golf Position (pgs. 12-19) c. Action on Ordinance 19-06: An ordinance providing for the issue of approximately $1,286,165 General Obligation Limited Tax Park Bonds, Series 2020A, of the District, for the payment of land condemned or purchased for parks, for the building, maintaining, improving and protecting of the same and the existing land and facilities of the District and for the payment of the expenses incident thereto, providing for the levy of a direct annual tax to pay the principal and interest on the bonds, and authorizing the sale of the bonds to the purchaser thereof. (pgs. 20-21) d. Approval of Seasonal Staff Rates for FY 2021 (pgs. 22-23) e. Approval of Pool Rates for FY 2021 (pg. 24) f. Appointment of District FOIA Officers (pgs. 25-28) g. Action on Tree Inventory Grant (pgs. 29-32) h. Action on Tax Abatement IGA (pgs. 33-52) i. Action on Ordinance 19-07: 2019 Tax Levy Ordinance (pgs. 53-61) j. Action on Staff and Board Travel Forms (pgs. 62-67) k. Items Over $10,000 i. Ellwood House Alarm Repair (pgs. 68-69) VII. Financial Reports a. Action on Invoices for Payment (pgs. 70-82) b. Other Financial Reports (pgs. 83-89) VIII. Strategic Plan Update Report (pgs. 90-95) IX. Adjourn Public Meeting Date of Notice: December 17, 2019 Date of Next Regular Board Meeting: January 9, 2019 Assistive services will be provided upon request DRAFT MINUTES DeKalb Park District Public Meeting of the Board of Commissioners November 4, 2019 Hopkins Terrace Room, DeKalb, IL Public Meeting 5:30 p.m. I. Meeting Call to Order President Phil Young called the meeting to order at 5:32 p.m. Roll Call Board member present: President Phil Young, Secretary Gail Krmenec, Treasurer Dag Grada, Commissioner Doug Eaton. Board member absent: Vice President Dean Holliday Staff member present: Executive Director Amy Doll, Superintendent of Finance & Administration Heather Collins, Superintendent of Park & Development Mat Emken, Superintendent of Recreation Greg Bruggeman, Assistant Golf Maintenance Superintendent Adam Anderson, Assistant Golf Maintenance Superintendent In Training Steven Burski, Facilities Team Mike Mascal, Parks Maintenance and Special Project Team Leader Dave Kessen II. Action on the Agenda Commissioner Krmenec made a motion to approve the agenda, seconded by Commissioner Eaton. Motion carried by voice vote. III. Discussion of Golf Course Operations a. Operating Revenue/Expense History and Capital Expense History President Young summarized how the golf report fits into the District’s strategic plan. He stated that the Park District will not be shutting down any golf courses next year. He encouraged those present to utilize the District’s website as a resource for information about this process. Commissioner Krmenec indicated that this meeting is for the Board to have an open discussion with the community. The Board is not looking to be the oppositions and that they want the public to have use of have the golf courses. Director Amy Doll went over the comments of the District’s auditors. Commissioner Grada inquired whether golf includes depreciation numbers. Superintendent of Finance & Administration Collins confirmed that depreciation expense is not in the Golf Fund, but rather only on the Park District as a whole entity. DEKALB PARK DISTRICT PUBLIC MEETING 11/4/19 PAGE 1 1 b. District Capital Needs President Young asked staff to discuss how the District’s capital needs are assessed. Superintendent Collins stated that various factors, including the Comprehensive Master Plan, assessments of facility conditions, assessments of other infrastructure considerations, the strategic plan, and equipment replacement schedules all play a role in capital planning. c. District Strategic Plan and Community Survey Director Doll noted that one of the strategies from the District’s Strategic Plan was Determining the Financial Sustainability of the Golf Courses. This strategy includes the upcoming needs of golf capital. This recent report from Billy Casper Golf is an outcome of that strategic plan initiative. d. Discussion of Short-Term Plans President Young stated that there is no plan to close a golf course next year. The District will open both courses next season next year. The delay in the current evening’s meeting was due to trying to include one of commissioners who is an avid golfer and brings a lot of experience and expertise to the board; he became ill, which delayed this meeting. President Young further stated that one of the primary issues is not a golf course being closed, but how to continue the operations at River Heights at a financially sustainable level. Staffing issues have arisen in the last two months. The District currently has three open golf positions. The previous Superintendent of Golf was also covering marketing, which means the District is down about four employees. Further, President Young said that the Billy Casper Golf Report is a report, but not a plan. President Young said it would be good to set up a committee established by the park board, which includes board, staff, and citizens. The committee would likely have weekly meetings because the board only has a few weeks to determine the budget. The committee would need to look at staffing and consider the possibility of contracting operations. With the board approval at our next meeting, the board will approve the formation of a committee. It is recommended that Commissioner Holliday will chair the committee. Commissioner Grada added that the District wants a conversation not an argument. Current operations are not sustainable. The District needs to find the best solution for taxpayer dollars and the users. Commissioner Krmenec said that the Board owes it to the community to do the research in order to be professionally staffed and expertly maintained. Commissioner Eaton agreed that a committee is the way to go and that the board is anxious for public input to work towards the answers. IV. Public Comment Eighteen people spoke about their concerns for the future of the golf courses and the desire to ensure that both courses remain open. DEKALB PARK DISTRICT PUBLIC MEETING 11/4/19 PAGE 2 2 V. Next Steps President Young indicated that the next step in the process will be to form a committee, which is authorized by the board. It will be a public meeting and subject to the Open Meetings Act. The committee will present a recommendation to the board, which the board will vote on. Those interested in participating on the committee should contact President Young or Executive Director Doll. Commissioner Krmenec thanked the group for participating and doing their homework on the issues. Commissioner Grada said that the goal is to get a better awareness of actual numbers and figures for the golf courses Commissioner Eaton appreciated everyone’s passion and input; he felt that it is very valuable. VI. Adjourn Public Meeting Commissioner Krmenec made a motion to adjourn the meeting, seconded by Commissioner Eaton. Motion carried by voice vote. Meeting adjourned at 7:39 p.m. DEKALB PARK DISTRICT PUBLIC MEETING 11/4/19 PAGE 3 3 MINUTES DeKalb Park District Public Meeting of the Board of Commissioners November 7, 2019 Ellwood Visitors Center, DeKalb, IL Public Meeting 6:00 p.m. I. Meeting Call to Order: President Phil Young called the meeting to order at 6:00 p.m. Roll Call Board members present: President Phil Young, Commissioner Gail A. Krmenec, Commissioner Doug Eaton and Commissioner Dag Grada. Staff Members Present: Executive Director Amy Doll, Superintendent of Parks & Development Mat Emken, Superintendent of Finance & Administration Heather Collins, Superintendent of Recreation Greg Bruggeman, Accounting & Administrative Assistant Jennifer Anderson, and Recreation Office Coordinator Wendy Hayes. II. Action on the Agenda Commissioner Krmenec made a motion to approve the agenda, seconded by Commissioner Eaton. Motion carried by voice vote. III. Public Comments IV. Old Business V. New Business a. Action on Resolution 19-09: Resolution Establishing Estimate of Funds to be Raised by Taxation for the 2019 Levy Year Commissioner Grada made a motion to approve Resolution 19-09: Establishing Estimate of Funds to be Raised by Taxation for the 2019 Levy Year in the amount of $2,899,639, seconded by Commissioner Krmenec. Motion carried by roll call vote. Aye: Eaton, Grada, Krmenec, Young. Nay: None. Absent: Holliday. (4-0-1) b. Discussion of Girl Scout Project Torrance Sharp presented information about her Girl Scout project and would like DEKALB PARK DISTRICT PUBLIC MEETING 11/7/19 PAGE 1 4 to place 3 little libraries at three difference locations in Dekalb. Her silver award project was her first little library in Sycamore. President Young asked what kind of material it would be built from.
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