The Regular Board Meeting of the Glen Ellyn Park District Board of Commissioners was called to order at approximately 7:00PM on Tuesday, July 20. Commissioners Ron Aubrey, Melissa Creech, Bill Dallman, Ed Hess and Sandra Minogue were in attendance. Also present were several program participants from WDSRA (Western DuPage Special Recreation Association) and their parents.
The Consent Agenda including the Treasurers Report and the Voucher List of Bills totaling $580,632.67 passed unanimously with a motion made by Commissioner Bill Dallman and seconded by Commissioner Melissa Creech.
Jackie Salemi, Program Coordinator at WDSRA for the Windy City Warriors Wheelchair Basketball team introduced the team members present. The Warriors have won 3 Illinois High School championships in the wheelchair basketball division in 2004, 2006 and 2007. Their latest win this year enabled the team to receive their 5th IHSA title and with that the Warriors advanced to Nationals. The Windy City Warriors stepped up to the Varsity Level and are currently ranked 13th in the Nation. The first ever state championship for wheelchair basketball was in 2004.
Ms. Salemi from WDSRA thanked the Glen Ellyn Park District for their support, and for the use of the Ackerman Sports and Fitness Center. Salemi remarked that the Ackerman facility is a huge asset enabling the team to have a home location. The Windy City Warriors received a proclamation from the Board recognizing their achievements and Board President Ed Hess acknowledged them as the “premiere wheelchair basketball team in the State”.
Dave Scarmardo. Superintendent of Parks gave an update regarding the St. Charles Road Pumping Station Project at Ackerman Park; the project came to a standstill during the Local 150 Laborers strike. Originally scheduled to be completed in December, the project was already behind schedule. The Village of Glen Ellyn is coordinating this project along with the Glenbard Wastewater Treatment Facility.
According to the Local 150 website: http://www.local150.org/Pages/Home.aspx
July 21-Approximately two thousand members came to the Donald Stephens Convention Center in Rosemont tonight and unanimously ratified the tentative agreements between Local 150 and MARBA, CAICA, and the Contractor Association of Will Grundy and Kankakee Counties. This ratification officially ended the strike, which began on July 1.
Superintendent Scarmardo also informed the Board that the project will most likely impede traffic flow during the October Fall Soccer Classic at Ackerman Park. Scarmardo will be meeting with the Village and all other parties closer to the event in order to seek the best possible traffic solutions due to the construction delays.
Scarmardo also reviewed the 2nd and final pay request for the Virginia Graeme Baker renovations at Sunset Park for $23,495.40. Budgeted at $75,000, the total amount spent for the project was $68,499. With a motion made by Commissioner Bill Dallman and seconded by Commissioner Sandra Minogue, the motion passed unanimously.
The Board had a preliminary discussion of Financial Reporting at the request of Commissioners Kinzler and Creech. Kinzler previously requested that the Glen Ellyn Park District financial reports be provided to him on Quicken since that is what his office staff utilizes. Kinzler previously commented that his office staff summarizes the financial reports for his convenience. Superintendent of Finance Laurie Woods stated that she is required by law to account for 13 Park District funds separately with more than 1,000 account numbers. Quicken is not a part of that reporting process; the Voucher List of bills process utilizes Excel and is downloaded from a UNIX operating system.
Commissioner Creech did not fully articulate what she wants in these reports that she is not currently receiving from Staff but she did use the word “transparency” several times and in rapid succession. Creech pronounced in the course of her “transparency” discussion that she in no way thinks that the Glen Ellyn Park District is doing anything illegal; she just wants different reporting data. This will no doubt lead to several discussions defining what the Board’s responsibility is; what is Staff’s responsibility, and is it micromanaging.
This discussion is reminiscent of a discussion on the Glen Ellyn Bulletin Board and a very eloquent response by Mr. Ted Eselgroth on August 2, 2009 when asked what the Board’s job is. Mr. Eselgroth responded:
“This is not an opinion, but a fact of Illinois and Federal law:
’A publicly elected board of a tax-supported non-profit organization has only a few basic responsibilities.
• ‘To create (and update as needed) the institution's bylaws and, if applicable, mission statement (both ideally short, simple and generic... just enough to satisfy the tax-exempt requirements for the category it is in).
• Hire the Manager (Executive Director, or whatever he or she may be called) and get out their way.
• Review, question, adjust if necessary and approve the proposed annual budget.
• Most important: Review expenditures periodically like a hawk. Keep the Manager and staff honest. Review and approve proposed changes to the budget that may be required throughout the year.
• Take the point on fund-raising efforts that fall outside of normal operations, i.e. a ten-year capital improvement plan.
‘Approving expenditures on a line-item basis that are within the budgeted amount is generally not a board's responsibility. If, for example, there is an approved category for “Communications Equipment” in the amount of $30,000, the actual under-budget purchase is the Manager's call, after usually considering staff (but rarely board) input. The board, of course, may impose an overall per-item limit, e.g. “Any individual expenditure exceeding $10,000 must have prior board approval.”
’If a majority of the board has a problem with the way the Manager is spending money and/or otherwise running things, they can always discuss it with the Manager and take whatever action they deem necessary. A wise Manager will tell the board ahead of time about plans that might cause a philosophical problem even if they're on-budget. (Although strong Managers tend to operate on the, “It is better to seek forgiveness than permission” principle).
’Most new amateur board members believe that their job will be to “run” the organization. Not really. Their primary responsibility — as representatives of the taxpaying public — is to watch the dollars. If the dollars are being spent as defined by the budget they approved, the board has little, if any. “managing” to do.
’A board can always vote itself more day-to-day responsibilities, of course... but the more it does that, the harder it becomes to attract and retain good professionals.
’Don't argue with me regarding the above; I'm just the messenger. And don't bother pointing out that's not the way it's done in Chicago, Cook County or Springfield. I know. This is simply the way it's supposed to work.
’We can all have a good laugh now and return to reality.”
During Matters from Commissioners Ron Aubrey, Bill Dallman and Sandy Minogue thanked Staff for making the Glen Ellyn Fourth of July Festivities such as the Cardboard Boat Regatta, the Freedom Four run, their assistance with the Parade and the Fireworks at Lake Ellyn Park a huge hit.
Commissioner Ed Hess commented that groundbreaking occurred at Memorial Field for artificial turf. Commissioner Ron Aubrey commented on the impressive number of Glen Ellyn Park District website hits.
Commissioner Aubrey also stated that they are moving ahead with plans for Phase I of Safety Village at Maryknoll Park. The Library Building was completed in late June and was pulled by the Library at the 4th of July Parade which a sign reading: GLEN ELLYN LIBRARY SUPPORTS THE GLEN ELLYN PARK DISTRICT SAFETY VILLAGE PROJECT.
According to Commissioner Aubrey the Civic Center and Stacey’s Tavern Buildings are nearing completion. The Park District is also seeking grant revenue for additional Safety Village funding.
During the 4th of July weekend Commissioner Bill Dallman volunteered at the Freedom Four Run while Commissioners Ed Hess and Ron Aubrey volunteered at the Cardboard Boat Regatta.
The meeting adjourned into Executive Session at approximately 8:44 PM. The next Workshop Meeting of the Glen Ellyn Park District is scheduled for Tuesday, August 3, 2010 at 7:00 PM. The meetings are held at the Spring Avenue Recreation Center (SARC) 185 Spring Avenue. As with all meetings, the public is invited and welcome to attend.
