Peoria Standard

Chillicothe Park District Board met March 10.

Here is the minutes provided by the Board:

Meeting was called to order at 7:00 am by President Maurer

Board Members Present: Kyle Kinnary, Carol Masek, Steve Maurer, Jeff Nudd, Shane Placher

Staff Present: Director Yates, Treasurer Van Ostrand, Secretary Highfill, Attorney Mahoney

Board/Staff Absent: Patty Audo, Kiersten Sheets

Guests Present: Lori Salmi and Pam Gonigan of Phillips, Salmi & Assoc. LLC

Review Of Minutes: Minutes of February 2018 meeting were reviewed.

Motion to approve was made by Trustee Kinnary and seconded by Trustee Nudd.

Result: Ayes: 4; Nays: 0

Motion Approved

Review Of Bills: Summary of bills for February and March 2018 was reviewed, including additional bills.

Motion to approve as presented was made by Trustee Masek and seconded by Trustee Placher.

Result: Ayes: 4; Nays: 0

Motion Approved

Financial Report: Kevin and Sharon explained and answered questions in regard to the report. Credit rating on our bond certificates raised from an A to A+. Safety Grant equipment has been purchased. Associated Bank raised interest rate to 1% with an annual rate review. Other accounts are at Better Banks and Southside Bank. Sharon stated receipt of Statement of Economic Interests needs to be given to the Secretary to be reviewed by Auditor. Motion to approve Financial Report as presented was made by Trustee Placher and seconded by Trustee Nudd.

Result: Ayes: 4; Nays: 0

Motion Approved

Director's Report: Final report for Clubhouse ballroom renovation expenses and 6-month CPD vehicle report were reviewed. Kevin stated all vehicles are working but repairs are being made and he recommends that a 2003 F-350 1-ton be purchased for $19,990 from Kimble Excavating (comparative vehicle sold recently with 130,000 more miles for $18,000), along with a second vehicle to replace Ford Escape, with funds from 2017 budgeted funds and 2018 budgeted project funds. With discussion held, Board requested Kevin to provide vehicle options at the next meeting. Intergovernmental Agreement regarding annexation between City of Chillicothe and CPD has been approved and signed by the City. Introduction of Shores Acres Master Plan at Chillicothe Chamber of Commerce luncheon was well received. Application sent to Advanced Medical Transport for 2 new defibrillators at Shore Acres Clubhouse and Pool. Reviewed quote from Talley Technical to install security cameras, wi-fi and recording equipment at Santa Fe Park and cameras at Shore Acres Pool and Clubhouse with payment from Security Fund. Equipment may be purchased for StoneWater Park if funds available. Quote of $1,765 for StoneWater Park and $2,713 for Shore Acres Park from Spring Green to treat grass in Spring and Fall weed/feed was reviewed. Kevin would like to add treatments to Rome and Shore Acres ball diamonds in the future. Discussion was held on potential property lease with Chillicothe Township for maintenance facility, after Kevin stated pros and cons and expected timeframe and specifications of Shore Acres Park Master Plan. Project list was reviewed of items completed, items yet to be complete with monies available and future items with potential savings. Spring work has started on scheduling, staff and concessions. An intern has been hired to start in May to assist maintenance, administrative and pool staff. Spring programs are being finalized with the Board to approve brochure before first week of May distribution. Pool staffing needs 43 people, with 8 returning and 11 new applicants to date. Kevin will contact nearby park districts and schools if needed. North pavilion roofing is in progress, with South pavilion and Walnut Dog Park building roofs to begin after flood water recedes. Kevin obtained 2017 Tax Levy sources from Peoria County by zip code: 61523 at 74%, and 61525/61615 at 26%. Discussion was held on 2018 Fiscal Year Budget and Project List to include Phase 1 Shore Acres Park Master Plan, StoneWater Park parking and toilet facilities and Shore Acres Clubhouse rest- rooms and downstairs renovation. Mike Contratto will attend May Board meeting with a definition of Coal Hollow Park to be made in June. Personnel Committee will conduct appointed Personnel Annual reviews once form is filled out by Director. Meetings: Concession food vendors regarding 2018 pool season.

Maintenance: Purchase of supplies and materials to replace roofing on North Pavilion, South Pavilion and Walnut Dog Park building.

Programs/Activities: IPARKS Workshop 3/15; Coal Hollow Park volunteer days 3/16, 21, 24, 28 & 30; Chamber of Commerce General meeting 3/21; Director vacation 3/27-3/29; office closed for Good Friday 3/30; Central IL Directors’ Roundtable 4/5; and Central IL Recreation & Leisure Entities Quarterly meeting 4/12.

Motion to approve purchase of 2003 F-350 1-ton for $19,990 from Kimble Excavating was made by Trustee Placher and seconded by Trustee Nudd.

Result: Ayes: 4; Nays: 0

Motion Approved

Motion to approve 2018 Spring Green contract for $4,478 for Spring/Fall treatments at Shore Acres and StoneWater Parks was made by President Maurer and seconded by Trustee Placher.

Result: Ayes: 4; Nays: 0

Motion Approved

Motion to approve Talley Technical contract for $5,850 to install security equipment at Santa Fe Park and Shore Acres Pool and Clubhouse was made by President Maurer and seconded by Trustee Placher.

Result: Ayes: 4; Nays: 0

Motion Approved

Motion to approve Director's Report as submitted was made by President Maurer and seconded by Trustee Nudd.

Result: Ayes: 4; Nays: 0

Motion Approved

Audit Review: 2017 Audit was reviewed with Phillips, Salmi & Assoc. LLC, who has conducted CPD audits since 2011. Discussion was held on internal controls, self-balancing funds, which will be set up with the Treasurer, timeline for completion date and year-to- year agreement. They recommend keeping with current cash basis accounting before making a change to full accrual accounting, as costs will increase and the law may change.

Correspondence: Donation requested for Peoria County Courthouse Veterans' Monument. Request to upgrade our basic disc golf course to a pro tournament location. A patron of Walnut Dog Park was informed that the park, that was closed due to flooding, will hopefully reopen next week.

Trustee Reports: Placher: Is Walnut Dog Park building worth roofing? Kevin stated it is being replaced from storm damage insurance proceeds. Next month's agenda needs to include project ideas and an update on Clubhouse renters' position.

Adjournment: Motion to adjourn meeting at 9:04 am was made by Trustee Placher and seconded by Trustee Nudd.

Result: Ayes: 4; Nays: 0

Motion Approved

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