Prophetstown Park District Board

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  Board Minutes 2021

Board of Commissioners Meeting

September 15th,  2021 Minutes/Prophetstown Park District

A meeting of the Prophetstown Park District Board of Commissioners was held on Wednesday, September 15th, 2021 at the Prophetstown Park District. The meeting was called to order by President Tom Green at 7:00 p.m. and the Pledge of Allegiance was recited. Roll Call-Those present included President Tom Green, Vice President Carl Weidel, Treasurer Sandy Johnson, Commissioners Josh Sibley and Aaron Thede; Director Karyn Sommers-Buck Absent: Bookkeeper Maggie Linden.   

Public: None 

The August 2021 minutes were read and discussed. Commissioner Weidel made a motion to accept and Commissioner Johnson seconded; the motion carried, all in favor. 

The Treasurer’s Report for August 2021 was discussed, motion to accept as presented made by Commissioner Sibley, Commissioner Thede seconded, all in favor, the motion carried. 

Correspondence –Brothers Flooring and Carpet House estimates for retiling the shower areas in both lockerrooms. Carpet House doesn’t have the ability to tear up the tile, so will talk with them about options and go back to Brothers Flooring about different tile options since we prefer Carpet House’s option.  Showed the board members the rubber flooring options, the roll out options seem to fit us, will continue to seek out options for flooring in the new additional storage/classroom space and the current fitness center.

Director’s Report –COVID 19 Updates-masks reinstated for indoor setting as of August 30th-new mandates posted; soccer started September 11th, and fag football starts the 15th , both will last for 6 weeks. Working on movie in the park.

Report from Commissioners-Commissioner Thede asked about the pitching machines we have and use of them – will check with school on electricity and then get the equipment into the shed for community use; President Green explained that that he has access to an astronomy bubble – with a telescope as well- board will discuss if it something we would want to purchase and utilize. 

Unfinished Business – Building Permit Issued as of 9/7/21.

Action Items –Shower Updates/Tile and Towers - Tabled

A motion to adjourn was made by Commissioner Thede and seconded by Commissioner Sibley, all in favor, the motion carried.

Secretary, Board of Commissioners Karyn Sommers-Buck

Board of Commissioners Meeting

August 18th, 2021 Minutes/Prophetstown Park District

A meeting of the Prophetstown Park District Board of Commissioners was held on Wednesday, August 18th, 2021 at the Prophetstown Park District. The meeting was called to order by President Tom Green at 7:02 p.m. and the Pledge of Allegiance was recited. Roll Call-Those present included President Tom Green, Vice President Carl Weidel, Treasurer Sandy Johnson, Commissioner Josh Sibley; Director Karyn Sommers-Buck: Absent Commissioner Thede and bookkeeper Maggie Linden.   

Public: None 

The July 21st, 2021 minutes were read and discussed. Commissioner Sibley made a motion to accept and Commissioner Johnson seconded; the motion carried, all in favor. 

The Treasurer’s Report for July was discussed, motion to accept both as presented made by Commissioner Weidel, Commissioner Sibley seconded, all in favor, the motion carried. 

Correspondence – Sport Court and Brothers Flooring, Jim Fisk-volleyball court, Dietz Concrete - Pickleball

Director’s Report –COVID 19 Updates-masks recommended for indoor settings, those not vaccinated and to still observe the 6 foot policy if no mask, those vaccinated do not have to wear masks, anticipate changes with continued surges; Flag Football and Soccer start in September, Forms Due August 23rd; Heard from Johnson Fitness that they have found barbells and plates – apologized for making us wait this long; movie in the park – working with PFS and distributor on dates and movies available; indoor batting cages cost is upwards of $30,000; ordered rubber flooring options should be here by September meeting; Starguard audit took place, we have to make some changes- more inservice/videos for the guards; Health Department visited, have to change a couple flow meters; new Yoga teacher Kris Nielsen; Work on the trees in Lyndon and the batting cage to get that more suitable for next year’s season.

Report from Commissioners-Commissioner Sibley asked about addition progress, submitted permit application to city for building. 

Unfinished Business – 

Action Items –None

A motion to adjourn was made by Commissioner Johnson and seconded by Commissioner Weidel, all in favor, the motion carried.

Secretary, Board of Commissioners Karyn Sommers-Buck

Board of Commissioners Meeting

July 21st, 2021 Minutes/Prophetstown Park District

A meeting of the Prophetstown Park District Board of Commissioners was held on Wednesday, July 21st, 2021 at the Prophetstown Park District. The meeting was called to order by President Tom Green at 7 p.m. and the Pledge of Allegiance was recited. Roll Call-Those present included President Tom Green, Vice President Carl Weidel, Treasurer Sandy Johnson, Commissioners Josh Sibley and Aaron Thede; Director Karyn Sommers-Buck, bookkeeper Maggie Linden.   

Public: None 

The June 16th, 2021 minutes were read and discussed. Commissioner Weidel made a motion to accept and Commissioner Johnson seconded; the motion carried, all in favor. 

The Treasurer’s Report for June was discussed, motion to accept both as presented made by Commissioner Sibley, Commissioner Weidel seconded, all in favor, the motion carried. 

Correspondence – Sutton and Son Construction, Jim Fisk-volleyball court, Dietz Concrete - Pickleball

Director’s Report –COVID 19 Updates-Phase 5 for the State of Illinois, masks recommended for those not vaccinated and to still observe the 6 foot policy if no mask, those vaccinated do not have to wear masks; Streetscape and 5K were a success – good weather and good turnout; Attendant and Lifeguard Inservice slated for July 30th; baseball and softball seasons ended well – overall good numbers and good feedback; discuss if we have a need for additional Sunday hours past noon, at this time, will stay with the current schedule; seasonal workers and lifeguard pay – with age 18 vs 15/16, doing the same job for different pay just because of age – some that may have been here longer less pay just because they are younger –as of now stay with the current page scale that reflects minimum wage for Illinois; discuss with the board members the handout on a new pool vacuum that is automatic with a caddy – action item; debit or credit card use for payment at facility- after discussion, we will stick with current cash or check option.

Report from Commissioners-Commissioner Sibley asked about movie in park that we had gotten money from previously – will contact previous company and get a date set for the fall; Commissioner Johnson reported that people attending games in Lyndon appreciated the shade and trees available when watching children play games.

Unfinished Business – Discuss Priority/Wish List for facility –discuss proposal for the multipurpose room/garage space conversion for additional classroom space. 

Action Items –Motion to approve purchase of pool vacuum made by Commissioner Thede, second by Commissioner Sibley – all in favor; Motion to approve increase to new Lifeguard Instructor Jenna Saad’s hourly rate to always be at least $1.00 above the current minimum wage rate; Motion to approve to move forward with the building of the multipurpose addition to facility made by Commissioner Sibley, Second by Commissioner Weidel, aye for Commissioner Johnson and nay for Commissioners Green and Thede –motion passed.

A motion to adjourn was made by Commissioner Johnson and seconded by Commissioner Sibley, all in favor, the motion carried.

Secretary, Board of Commissioners Karyn Sommers-Buck

Board of Commissioners Meeting

June 16th, 2021 Minutes/Prophetstown Park District

A meeting of the Prophetstown Park District Board of Commissioners was held on Wednesday, June 16th, 2021 at the Prophetstown Park District. The meeting was called to order by Treasurer Sandy Johnson at 7 p.m. and the Pledge of Allegiance was recited. Roll Call-Those present included Treasurer Sandy Johnson, Commissioners Josh Sibley and Aaron Thede; Director Karyn Sommers-Buck; absent was President Tom Green, Vice President Carl Weidel, bookkeeper Maggie Linden.   

Public: None 

The Draft for the Budget for the fiscal year June 1, 2021-May 31, 2022 was discussed, reviewed one last time and will be voted on with action items.

The April 17th, 2021 minutes were read and discussed. Commissioner Thede made a motion to accept and Commissioner Sibley seconded; the motion carried, all in favor. 

The Treasurer’s Report for April and May 2021 were both discussed, motion to accept both as presented made by Commissioner Sibley, Commissioner Thede seconded, all in favor, the motion carried. 

Correspondence – Fisk Excavating discussing volleyball court costs.

Director’s Report –COVID 19 Updates-Phase 5 for the State of Illinois, masks recommended for those not vaccinated and to still observe the 6 foot policy if no mask, those vaccinated do not have to wear masks; Streetscape and 5K slated for July 3rd, shouldn’t have any issues with restrictions;  Swim lessons have started, will have another session in July; 5 new lifeguards trained by newly certified lifeguard instructor Jenna Saad; Nutrition and Fitness training for staff- Keirra Crocker under $200, then will look at offering services to community members; Baseball and softball in full swing – no issues so far, numbers are down overall in the league but still getting same amount of games in shortened season; discuss if we should increase the seasonal workers/lifeguard starting pay; PDRMA risk management agent came out and did a walk through at facility – minor changes to be made to things she noticed in building walk through; Heather is doing STEM weekly classes throughout summer-have had a good response; 

Report from Commissioners-None

Unfinished Business – Discuss Priority/Wish List for facility – consensus is work towards a multipurpose room/garage space conversion for additional classroom space

Action Items –Motion to approve Budget for 2021-2022, by Commissioner Sibley, second by Thede, all in favor.  Tabled other items. 

A motion to adjourn was made by Commissioner Johnson and seconded by Commissioner Thede, all in favor, the motion carried.

Secretary, Board of Commissioners Karyn Sommers-Buck

Board of Commissioners Meeting

April 21st, 2021 Minutes/Prophetstown Park District

A meeting of the Prophetstown Park District Board of Commissioners was held on Wednesday, April 21st, 2020 at the Prophetstown Park District. The meeting was called to order by President Green at 7:00 p.m. and the Pledge of Allegiance was recited. Roll Call-Those present included President Tom Green, Vice President Carl Weidel, Treasurer Sandy Johnson, Commissioners Josh Sibley and Aaron Thede; Director Karyn Sommers-Buck and absent was bookkeeper Maggie Linden.   

Public: None 

The Draft for the Budget for the fiscal year June 1, 2021-May 31, 2022 was discussed, any changes were pointed out by Director Sommers-Buck, no questions from Board. Will present for approval in May.

The March 17th, 2021 minutes were read and discussed. Commissioner Weidel made a motion to accept and Commissioner Johnson seconded; the motion carried, all in favor. 

The Treasurer’s Report for March 2021 was discussed, motion to accept made by Commissioner Weidel, Commissioner Sibley seconded, all in favor, the motion carried. 

Correspondence – Sutton and Son Construction – Dietz Concrete, Fisk Excavating , Strike’s Electric quote for work on classroom addition. Additional quotes for each service.

Director’s Report –COVID 19 Updates- Employee Compensation – discussed that with proper paperwork of dates, one time compensation will be given to each attendant employee for hours lost during a 14 day period quarantine, will vote on with action item; Baseball and softball scheduling meeting April 28th here at facility; Easter Egg Hunt was a success, close to 100 participants; 5k/Streetscape will take place on July 3rd – will watch to see if and how will adapt depending on restrictions in place; Membership Prices have been going over well, people had good reactions to the prices; Working with school/Birkey’s to look at prices for new Big Country utility vehicle to use for both of us; had an inquiry about diamond rental in Lyndon for practices and games- talked with Morrison and got their contract information if something we want to proceed with; have purchased pitching machines – price is $2700.00, school/Moore Foundation leftover money was $2315.00; working to switch lifeguards from Red Cross to Starguard; Congrats to Tom and Sandy for securing their Board Commissioner positions for another 4 years. 

Report from Commissioners-Commissioner Sibley talked about water fountain from Elkay –Pat Meadows; Commissioner Weidel asked about baseball/softball numbers for year, down from previous years.

Unfinished Business – Discuss Priority/Wish List for facility – consensus is work towards a multipurpose room/garage space conversion for additional classroom space; look to price out sand volleyball court to put on Grove Street parking lot.

Action Items –Motion to approve Draft of Budget for 2021-2022, by Commissioner Sibley, second by Johnson, Roll Call, all in favor. Motion by Commissioner Weidel to for Covid Compensation Policy – 1x use by staff attendants who only work hours at our facility that with proper paperwork produced, would be paid for hours worked during quarantine period if necessary., second by Commissioner Sibley, all in favor.  

A motion to adjourn was made by Commissioner Johnson and seconded by Commissioner Thede, all in favor, the motion carried.

Secretary, Board of Commissioners Karyn Sommers-Buck

Board of Commissioners Meeting

March 17th, 2021 Minutes/Prophetstown Park District

A meeting of the Prophetstown Park District Board of Commissioners was held on Wednesday, March 17th, 2020 at the Prophetstown Park District. The meeting was called to order by President Green at 7:03 p.m. and the Pledge of Allegiance was recited. Roll Call-Those present included President Tom Green, Vice President Carl Weidel, Treasurer Sandy Johnson, Commissioners Josh Sibley and Aaron Thede; Director Karyn Sommers-Buck and absent was bookkeeper Maggie Linden.   

Public: None 

The February 17th, 2021 minutes were read and discussed. Commissioner Sibley made a motion to accept and Commissioner Johnson seconded; the motion carried, all in favor. 

The Treasurer’s Report for February 2021 was discussed, motion to accept made by Commissioner Weidel, Commissioner Sibley seconded, all in favor, the motion carried. 

Correspondence –New drawings from architect, discussion over each of them. Director will talk to local contractors about original thought of adding on to garage for classroom for fitness classes.

Director’s Report –COVID 19 Updates, we are still in Phase 4 –Easter Egg Pool Hunt have sign ups on signupgenius.com, link posted on FB page and on our website; Baseball and Softball Meeting taking place Sunday March 21st here at the PPD, discuss season dates, COVID procedures-extend our sign ups until April 2nd; Conversation with Health Department and PDRMA about mask use when exercising – should versus must in the guidance; we have started selling water and Gatorade. 

Report from Commissioners-Commissioner Johnson asked about can trailer being moved – school has let us know once get emptied and place available on parking lot will move. Commissioner Weidel asked about us coed softball league for the summer, will plan on having it. President Green discussed having a priority list/wish list for the next meeting, about ideas for the facility and growth.

Action Items – Membership Prices for Residents – Motion from Commissioner Weidel to change prices for in town residents for a year starting April 1st, Youth $55, Teen and Senior $70, Adult $95, Couple $140, Family $200 with unlimited members from the same household- also change member price for classes to $2 and all EP Athletes in grades 9-12 will get the resident price; second Commissioner Sibley- Roll Call, All in Favor. 

A motion to adjourn was made by Commissioner Thede and seconded by Commissioner Johnson, all in favor, the motion carried.

Secretary, Board of Commissioners Karyn Sommers-Buck

Board of Commissioners Meeting

February 17th, 2021 Minutes/Prophetstown Park District

A meeting of the Prophetstown Park District Board of Commissioners was held on Wednesday, February 17th, 2021 at the Prophetstown Park District. The meeting was called to order by President Green at 7:03 p.m. and the Pledge of Allegiance was recited. Roll Call-Those present included President Tom Green, Vice President Carl Weidel, Treasurer Sandy Johnson, Commissioners Josh Sibley and Aaron Thede; Director Karyn Sommers-Buck and Maggie Linden.   

Public: None 

The January 20th, 2020 minutes were read and discussed. Commissioner Sibley made a motion to accept and Commissioner Johnson seconded; the motion carried, all in favor. 

The Treasurer’s Report for January 2021 was discussed, motion to accept made by Commissioner Weidel, Commissioner Johnson seconded, all in favor, the motion carried. 

Correspondence –No updates from the architect at this time, President Green asked for contact information to reach out.

Director’s Report –COVID 19 Updates, we are in Phase 4, and had been allowing those that could safely distance to not wear a mask following guidelines. On the 12th, we received an update via IAPD that DCEO had made changes to everyone in the building besides pool area have to wear a mask, classes included. At this time, everyone will continue to wear a mask while in the facility-we will watch for any updates. In March, move to not requiring reservations, no time limits on being in the building as well. Staff will deep clean throughout the day to keep the facility clean, and keep up to the same standards we have had since we opened back up in June. Elementary skills basketball has started, and we have 100 participants. All has gone well so far. We are looking at Saturday the 3rd of April to have our Easter Egg Hunt in the pool, limited numbers and requiring sign ups. 5K and Streetscape will take place on July 3rd, as those in charge of festivities are thinking that they if able to have typical fireworks, they will be on the 4th. Boilers had a pump go out, so that was changed and all had been functioning properly, until this past weekend when they went into alarm again- the pipes on the outside of facility had a screen that was frozen over with the cold weather, have taken them off and no problems since.  Windy City Energy bill down from $1300 to $900, have sent new contract to look over. Sundays have averaged around 10 people, will continue to monitor if worth staying open. 

Report from Commissioners – None

Old Business: Membership Prices – will have spreadsheet of various percentage ranging from 25%-40% off the current prices. Will also put together a spreadsheet of current members and previous years, breaking out youth, teen, adult and family. Discuss Director’s Contract, discuss cost of living wage increase of 3%.

Action Items – Motion by Commissioner Weidel to increase Director salary by $1500 for the calendar year 2021, rectroactive to January 1st, 2021, second by Commissioner Sibley, roll call all Aye, all in favor. 

A motion to adjourn was made by Commissioner Johnson and seconded by Commissioner Sibley, all in favor, the motion carried.

 Secretary, Board of Commissioners Karyn Sommers-Buck 

Board of Commissioners Meeting

January 20th, 2021 Minutes/Prophetstown Park District

A meeting of the Prophetstown Park District Board of Commissioners was held on Wednesday, January 20th, 2020 at the Prophetstown Park District. The meeting was called to order by President Green at 7:00 p.m. and the Pledge of Allegiance was recited. Roll Call-Those present included President Tom Green, Vice President Carl Weidel, Treasurer Sandy Johnson, Commissioners Josh Sibley and Aaron Thede; Director Karyn Sommers-Buck and Maggie Linden.   

Public: None 

The December 16th, 2020 minutes were read and discussed. Commissioner Weidel made a motion to accept and Commissioner Johnson seconded; the motion carried, all in favor. 

The Treasurer’s Report for December 2020 was discussed, motion to accept made by Commissioner Sibley, Commissioner Thede seconded, all in favor, the motion carried. 

Correspondence –Had gotten an email from architect on Tuesday with a couple of preliminary drawings, shared with the Board, numerous questions about comparison drawings we were expecting, will call and talk before the next meeting.

Director’s Report –COVID 19 Updates, we are moved into Tier 1 as of Monday, January 18th – have started classes back up, and open swim will start again this Saturday and have the rest of the facility open during this time. We will try having the facility open on Sundays from 8:00 a.m. –Noon starting on Sunday’s in February. If not many patrons take advantage of it, will go back to Monday-Saturday schedule. We will offer elementary basketball in February, will make a schedule once IHSA makes announcements on sports. Baseball and softball registrations will be put out-depending on schedule of high school sports and COVID, will determine our start of play.  Discuss batting cage for indoors- have reached out to different companies and will see what ideas they have for us, will talk with Breedlove’s about pitching machine purchases. 5K and Streetscape dates will be determined by the 4th of July festivities and when fireworks will take place. Discuss membership prices - talk about decreasing resident prices - leave punch cards and daily fees the same. 

Report from Commissioners-None

Action Items – Motion for Staff Wages to increase by .25 Bruns, .50 Meier by Commissioner Weidel, second by Commissioner Johnson –motion carried, all in favor. Second motion for wages to be retroactive to beginning of year, motion by Commissioner Weidel and second by Commissioner Sibley, motion carried, all in favor.

A motion to adjourn was made by Commissioner Thede and seconded by Commissioner Weidel, all in favor, the motion carried.

Secretary, Board of Commissioners Karyn Sommers-Buck