2021.03.30 Minutes

Crop therapist taking notes on meeting
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MINUTES OF PEOTONE PARK DISTRICT REGULAR BOARD MEETING MARCH 30, 2021

  1. ROLL CALL

Park District meeting called to order at 7:04 pm. Due to Covid19 restrictions, meeting also held virtually on Zoom. Present Wade Callahan, Lindsey Schwiesow, Barbara Sim, Jacklyn Van Overmeiren, Shaun Ziems. Also present in person Kim Stroud, Park Manager and Jeff Eschbach, Park Maintenance. Public present in person Byron Olson and Brittney Ivancich.

  1. APPROVAL OR CORRECTIONS TO MINUTES OF MARCH 2, 2021 REGULAR MEETING

Motion to approve minutes from March 2, 2021 Park District Board Meeting with corrections noted by Wade Callahan, seconded by Jackie Van Overmeiren. Roll call: Wade Callahan yes, Jackie Van Overmeiren yes, Lindsey Schwiesow yes, Barbara Sim yes, Shaun Ziems abstains. Motion passed 4/0/1.

  1. PUBLIC COMMENTS AND/OR QUESTIONS

Byron Olson presented updated plans for Community Garden for Eagle Scout Olsen designation. New plans have the enclosed area smaller with galvanized steel tubs to be used for planting beds.

Brittney Ivancich introduced to herself to the Board as member of the community and expressed interest in helping Park.

Barb Sim has started Friends of Peotone Park District Facebook page for community volunteers.

  1. ACCOUNTS PAYABLE AND PAYROLL

Motion to approve accounts payable and payroll, with change to payables of $5000 transfer. Amount to be removed and transferred closer to the date of the payment due date by Barbara Sim, seconded by Shaun Ziems. Roll call: Barbara Sim yes, Shaun Ziems yes, Wade Callahan yes, Lindsey Schwiesow yes, Jackie Van Overmeiren yes. Motion passed 5/0.

  1. REPORTS:
  2. FINANCIAL REPORT – see attached reports- Wade is going to review corporate vs. QB corporate to identify any discrepancies.
  3. COMPLIANCE/LEGAL REPORT–Tax levy allowance requested. Explanation of EAV (equalized assessed valuation) of taxing district. County real estate tax payments are 4 installments for 2021. This won’t change our tax revenue, but it may affect the manner in which we have received county payments.
  4. MAINTENANCE REPORT –see attached report. Discussion on bolt from swing that broke. This was a new piece that was replaced last year. Kim to reach out to vendor that we purchased from for replacement or reimbursement. Park lights are being turned off at 10 p.m. Garbage cans & lids still do not fit together. Kim is working on solution with Global Industries. Several trees need to be cut; Jeff feels we need tree service to address. Turface needs to be ordered for ballfields. Previously, Peotone School District, PBSA and the Park have split the cost, each paying 1/3rd. Battery on the golf cart is the original one from our purchase and lesser quality. We need to consider replacing for this season. Mower engine may need to be replaced as well. Cost may be about $1500 new. New machine would cost about $7,200 (approx.)
  5. REC CARE – None at this.
  6. MANAGERS REPORT – See attached report. Facility rentals are beginning. Art in The Park is looking to expand for different ages. Still will be kid-focused. Concession budget requested based on 2020. Spent $485 for supplies and made over $800. Pre-packaged items at this time, per Covid regulations. Kim will purchase items to be sold in increments, so not to have expiring stock and so we are able to store it properly in the building. Exterior access to building restrooms will be open when building manager is here. Must be sure that the interior is locked.
  7. OLD BUSINESS
  8. NEW PROGRAMS –None at this time.
  9. CAPITAL IMPROVEMENTS – Kim is going to reach out to Robinson Engineering and Piggush Engineering to get updated engineering cost proposal for Blue Devil Dr. Road repairs, so that we can be prepared if any grants become available. Discussion to be held at later date to see if we can move forward on costs.
  10. AUTHORIZE REPAIRS/UPGRADES TO PARK FACILITIES – Motion to approve purchase of 8 signs to identify baseball/softball fields up to cost of $500 by Barbara Sim, seconded by Jackie Van Overmeiren. Roll call: Barbara Sim yes, Jackie Van Overmeiren yes, Wade Callahan yes, Lindsey Schwiesow yes, Shaun Ziems abstain. Motion passed 4/0/1 Motion to approve upgrades/repairs to display case by tennis courts up to cost of $400 by Wade Callahan, seconded by Shaun Ziems. Roll call: Wade Callahan yes, Shaun Ziems yes, Lindsey Schwiesow yes, Barbara Sim yes, Jackie Van Overmeiren yes. Motion passed 5/0.
  11. AUTHORIZE REPAIRS/UPGRADES TO PARK EQUIPMENT – No action taken. Shaun suggests evaluating Park surfaces (under playground equipment) for future improvements. Board members are to check equipment to see what needs to stay or go. Bleachers no longer meet safety standards and do not allow ADA/Handicap accessibility.
  12. THIRD PARTY BANNER AND SIGN ADVERTISING AT PARK – discussion on Peotone Baseball/Softball Association (PBSA) using banners on the fencing as part of their sponsorships. Discussion should be held in the future on the terms of this agreement, as well as policy for other organizations in the future.
  13. NEW BUSINESS
  14. APPROVE BOND REFINANCE Motion to approve Bond Refinance with Will Glass, First Midstate Inc., subject to further review of terms and financial conditions by Lindsey Schwiesow, seconded by Barbara Sim. Roll call: Lindsey Schwiesow yes, Barbara Sim yes, Wade Callahan yes, Jackie Van Overmeiren yes, Shaun Ziems, abstain. Motion passed 4/0/1. Wade will prepare document for Will so that we can move forward with final details at the August 17, 2021 meeting.
  15. APPROVE BOY SCOUT CAMP Representative not in attendance. Tabled.
  16. APPROVE SUMMER CAMP Summer camp to be held for 10 days, $2,000 budget, $125/child/week, $75/additional child/week, bring your own lunch. Motion to approve Summer Camp with $2,000 budget as presented by Kim Stroud by Shaun Ziems, seconded by Jackie Van Overmeiren. Roll call: Shaun Ziems yes, Jackie Van Overmeiren yes, Wade Callahan yes, Lindsey Schwiesow yes, Barbara Sim yes. Motion passed 5/0. Kim Stroud to be counselor/instructor and to obtain additional camp instructors.
  17. APPROVE ADOPT A SOLDIER RUCK MARCH PARTICIPATION . Event to be held May 22, 2021. Walkers would use Park path, congregating at the Will County Fair Atrium, $10/hr rental, includes use of golf cart. Motion to participation in Adopt a Soldier Ruck March by Lindsey Schwiesow, seconded by Shaun Ziems. Roll call: Lindsey Schwiesow yes, Shaun Ziems yes, Wade Callahan yes, Barbara Sim yes, Jackie Van Overmeiren yes. Motion passed 5/0.
  18. APPROVE DOG DAY AFTERNOON-Motion to approve Dog Day Afternoon to be held Sunday August 8, 2021 with a budget of $2,000 by Jackie Van Overmeiren, seconded by Shaun Ziems. Roll call: Jackie Van Overmeiren yes, Shaun Ziems yes, Wade Callahan yes, Lindsey Schwiesow yes, Barbara Sim yes. Motion passed 5/0.
  19. APPROVE I-PARKS INSURANCE RENEWAL Tabled.
  20. APPROVE MOVIES IN THE PARK We still have licensing paid for 1 movie from last year and Kim would like to show an additional 4 movies. Motion to approve Movies in the Park for the 2021 season at the cost of $1700 by Wade Callahan, seconded by Shaun Ziems. Roll call: Wade Callahan yes, Shaun Ziems yes, Lindsey Schwiesow yes, Barbara Sim yes, Jackie Van Overmeiren yes. Motion passed 5/0. Kim will look into movie titles to be shown, as well as finding sponsors to off-set costs.
  21. DEEM PERSONAL PROPERTY NO LONGER NECESSARY, USEFUL TO, OR FOR THE BEST INTERESTS OF THE PARK DISTRICT Items to be considered for disposal: bench in garage that was used for parades, 2 plastic picnic tables that are broken and pose safety issues, merry-go-round and farm climber at Bates Park, fire climber at Division St. Park. Motion to deem personal property no longer necessary, useful to, or for the best interest of the Park District by Shaun Ziems, seconded by Jackie Van Overmeiren. Roll call: Shaun Ziems yes, Jackie Van Overmeiren yes, Wade Callahan yes, Lindsey Schwiesow yes, Barbara Sim yes. Motion passed 5/0.
  22. DISCUSS PARK DISTRICT FEES Lindsey suggested rather than charging a separate Out of District fee, to charge an additional fee of $5.00 on program registrations. She has seen other Park Districts with such policy. Wade discussed programs versus events fees. Board should re-evaluate fee schedules.

Motion to go into Executive Session by Barbara Sim, seconded by Wade Callahan. 9:58 pm. Roll call: Barbara Sim yes, Wade Callahan yes, Lindsey Schwiesow yes, Jackie Van Overmeiren yes, Shaun Ziems yes. Motion passed 5/0.

Motion to reconvene regular Board Meeting by Barbara Sim, seconded by Wade Callahan. 10:30 pm. Roll call: Barbara Sim yes, Wade Callahan yes, Lindsey Schwiesow yes, Jackie Van Overmeiren yes, Shaun Ziems yes. Motion passed 5/0.

  1. AUTHORIZE CHANGE IN TERMS OF CERTAIN EMPLOYMENT Motion to authorize pay increase for Kim Stroud to $15.00 per hour working 32-40 hours weekly, effective next pay date of 4/14/21 (hours beginning 3/29/21) by Shaun Ziems, seconded by Jackie Van Overmeiren. Roll call: Shaun Ziems yes, Jackie Van Overmeiren yes, Wade Callahan yes, Lindsey Schwiesow yes, Barbara Sim yes. Motion passed 5/0.

Motion to authorize pay increase for Jeff Eschbach to $15.00 per hour working 32-40 hours weekly, effective next pay date of 4/14/21 (hours beginning 3/29/21) by Shaun Ziems, seconded by Jackie Van Overmeiren. Roll call: Shaun Ziems yes, Jackie Van Overmeiren yes, Wade Callahan yes, Lindsey Schwiesow yes, Barbara Sim yes. Motion passed 5/0.

 

  1. CORRESPONDENCE/COMMUNICATION/PETITIONS – Aqua Illinois is still using the trailer at Bates Park for water testing. No set date for removing the trailer at this time, but will stay in touch with Barb Sim.

Kevin Price withdrew request for Sr. Adult Softball program.

  1. ADJOURNMENT – Motion to adjourn by Jackie Van Overmeiren, seconded by Shaun Ziems. Roll call: Jackie Van Overmeiren yes, Shaun Ziems yes, Wade Callahan yes, Lindsey Schwiesow yes, Barbara Sim yes. Motion passed 5/0.

Meeting adjourned at 10:35 pm.

Respectfully submitted,

Barbara Sim, Board Secretary

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