Quincy Reporter

Quincy Park District Board of Commissioners met Aug. 9.

Here are the minutes provided by the board:

ROLL CALL

President Jones called the meeting to order and upon the roll being called the following members were physically present at said location: President Jarid Jones, Vice-President Mark C. Philpot, Commissioner Barb Holthaus, Commissioner Patty McGlothlin, Commissioner Alan Hickman, Commissioner John Frankenhoff and Commissioner Trent Lyons. No Park Commissioner was permitted to attend the meeting by video or audio conference.

Members Absent: None.

Also in Attendance: Executive Director–Rome Frericks, Director of Parks–Matt Higley, Director of Business Services-Brian Earnest, Director of Business Services-Don Hilgenbrinck, Director of Program Services–Mike Bruns, Director of Marketing/Operations–Marcelo Beroiza, Director of Golf-David Morgan and Board Attorney-David Penn.

President Jones led the room in the Pledge of Allegiance.

CONSENT AGENDA

President Jones asked if there were any objections or changes to the July 12, 2023, Regular Board meeting minutes and the Executive Session minutes or to the check register and upon hearing none, he announced they were approved by unanimous consent.

PUBLIC INPUT

John Gephardt- Friends of the Log Cabins will have a 15th Annual Frontier Settlement Day, Saturday, September 9th, 2023 for the Log Cabin Village.

DECENNIAL COMMITTEE ON LOCAL GOVERNMENT EFFICIENTY ACT

President Jones asked for a motion to adjourn and reconvene to move into the meeting for the Decennial Committee on Local Government Efficiency Act. COMMISSIONER HOLTHAUS MADE A MOTION SECONDED BY VICE PRESIDENT PHILPOT.

ROLL CALL

President Jones asked for a motion to reconvene the regular meeting to order with the same agenda that was in place and upon the roll being called the following members were physically present at said location: President Jarid Jones, Vice-President Mark C. Philpot, Commissioner Barb Holthaus Commissioner Patty McGlothlin, Commissioner Alan Hickman, Commissioner John Frankenhoff, and Commissioner Lyons.

Also in Attendance: Executive Director–Rome Frericks, Director of Parks–Matt Higley, Director of Business Services-Brian Earnest, Director of Business Services-Don Hilgenbrinck, Director of Program Services–Mike Bruns, Director of Marketing/Operations–Marcelo Beroiza, Director of Golf-David Morgan and Board Attorney-David Penn.

BOARD INFORMATION/EDUCATION-None

CORRESPONDENCE-Letters from Carol Hochgraber were distributed to the Commissioners.

VOLUNTEERS

Executive Director Frericks reported that MVHFA is helping with the nature and archery program. The Quincy Police Department helped with Summer Adventures throughout the summer. The Tennis Association helped clean the courts at Reservoir. The Quincy Mountain Bike Club and the Trail Blazers helped prepare the Nature Trails. Friends of the Trails assisted with a successful $23,000 fundraiser for the Terry Anastas Ride held the first Saturday in July which surpassed their goal of $22,000.

EXECUTIVE DIRECTOR’S REPORT

Executive Director Frericks added to his report that next Wednesday staff will have an open house for the Wavering Park Development per the OSLAD grant that he is applying for. It will be Wednesday, August 16th, here at the main office from 4 to 6. He reviewed a picture that depicted the type of playground equipment that would be installed at the park.

DIRECTORS’ REPORTS

Director Higley reported that All Weather Courts started power washing at Madison Park. They will return Friday to start color coating and they will be here until all pickleball courts and tennis courts are finished. The Bill Klingner Trail at 8th Street by the Vets Home is closed until Monday. The storm sewer was replaced and then repaving will be completed.

Director Earnest stated that he has nothing further to add to his report that wasn’t covered in the finance meeting.

Director Bruns reported that summer programs are completed for the year. Fall programs will be starting next week with men’s adult softball. Fall youth soccer will begin in two weeks. Batting cage will resume fall hours next week with the start of school. Indian Mounds Pool will be closing Sunday for the season. The outdoor movie was rescheduled due to weather to Friday, August the 18th at Moorman Park. Fall soccer numbers are 770 with 69 teams in the six on six league which is up 75 children from last fall. Spring is usually around 900.

Director Morgan added a new league with Landmarx, 18 teams will start on Thursday. Director Beroiza is assisting the Friends of the Trails to gather information so they can apply for the Marion Garner Jackson grant to raise funds for the Bob Banger Park sidewalk project. In October and November there will be a hundred volunteers working in the parks and trails. Logistics to work out the schedule is being completed now with the coordinators for the volunteer groups.

COMMITTEE REPORTS

Finance Committee- Vice President Philpot reported that the financial reports were submitted for review by the Commissioners. He thanked Danielle Fleer, CPA for her assistance in the review of the annual audit which will be available on the Park District website.

Quincy Park Foundation- Commissioner McGlothlin reported that all thank you notes are completed for the Anastas fundraiser.

Quincy City Planning- President Jones reported there were no updates pertaining to the Park Board. Lorenzo Bull House- Commissioner Holthaus noted the last meeting was held in July. A letter has been sent out for fundraising. Online donations at their website friendsofthelorenzobullhouse.org. Personnel Committee – No updates at this time.

Quincy Riverfront Development- President Jones stated the marketing committee is working on an event to provide education about the development later in September and invitations will be sent out.

UNFINISHED BUSINESS- None.

NEW BUSINESS

Independent Audit Report – FY 2022 Comprehensive Annual Financial Report: Recommended Acceptance by Director of Business Services (VOICE VOTE)

Director Earnest reported that the auditor has completed her audit of the fiscal year 2022 financials. It was a clean audit and has been presented to the Board. A summary of the audit is on pages 4 through 13. Staff recommends acceptance of the audit as presented. VICE PRESIDENT PHILPOT MADE A MOTION SECONDED BY COMMISSIONER HICKMAN TO APPROVE THE AUDIT REPORT AS PRESENTED. UNANIMOUS. PRESIDENT JONES DECLARED THE MOTION CARRIED. Post-Issuance Tax Compliance Annual Report: Information Only by Director of Business Services. Director Earnest stated this is an annual housekeeping and no items were discovered during the review process.

Little People’s Tournament Fees: Recommended Approval by the Director of Golf (VOICE VOTE)

The Director of the Little People’s Tournament has requested the use of Westview Golf Course for 2024. Staff recommends the fees charged by Westview Golf Course remain the same as 2023. The tournament provides income to Westview as well as the community through tourism dollars. Staff recommends the Board approve the Little People’s Tournament Fees as proposed for the 2024 tournament. VICE PRESIDENT PHILPOT MADE A MOTION SECONDED BY COMMISSIONER MCGLOTHLIN FOR APPROVAL AS PRESENTED. UNANIMOUS. PRESIDENT JONES DECLARED THE MOTION CARRIED.

Wavering Park Large Shelter Replacement, Design and Engineering Work and Demolition: Recommended approval by Director of Parks (VOICE VOTE)

DIRECTOR HIGLEY state Staff recommends the replacement of Wavering Park Large Shelter in 2024. Design and engineering costs are $11,500 and $7,600 is needed for the demolition of the current shelter. Completing this work now will allow the project to be completed sooner limiting the length of time the shelter would be closed during the 2024 season. Bidding process can begin in December of ’23 and the project can be potentially done and completed by May of ’24. Staff recommends using $19,100 from the excess uncommitted 2023 GO Bond Funds for the design, engineering and demolition of the shelter. VICE PRESIDENT PHILPOT MADE A MOTION SECONDED BY COMMISSIONER MCGLOTHLIN TO PASS AS PRESENTED. UNANIMOUS. PRESIDENT JONES DECLARED THE MOTION CARRIED.

RESOLUTION NO. 23-04: Wavering Park All-Inclusive Playground/Shelter/Restroom, Illinois Department of Natural Resources Open Space Land Acquisition and Development Grant Application: Authorization to Submit an Application: Recommended Approval by Executive Director (ROLL CALL VOTE)

Executive Director Frericks stated a new round of funding from the Illinois Department of Natural Resources/OSLAD grant program became available July 3rd. Staff recommended applying for the Wavering Park All Inclusive Playground/Restroom/Shelter for a 50/50 cost share match. The award could come in the spring of ’24. The estimated project cost is $1,376,000. Executive Director Frericks recommends the Board approve the Resolution NO. 23-04 authorizing staff to submit the application to IDNR due August 30th for the Wavering All Inclusive Playground, Shelter and Restroom. COMMISSIONER HOLTHAUS MADE A MOTION SECONDED BY VICE PRESIDENT PHILPOT TO APPROVE THE RESOLUTION AS PRESENTED.

THE FOLLOWING ROLL CALL VOTES WERE CAST AND RECORDED:

COMMISSIONER MCGLOTHLIN YES

COMMISSIONER HICKMAN YES

COMMISSIONER LYONS YES

COMMISSIONER HOLTHAUS YES

COMMISSIONER FRANKENHOFF YES

VICE PRESIDENT PHILPOT YES

PRESIDENT JONES YES

PRESIDENT JONES DECLARED THE MOTION CARRIED.

Bid for Lorenzo Bull House Porch Repairs Change Order Number 1: Recommended Approval by Director of Parks (VOICE VOTE)

Director Higley reported that the contractor working on the porch found 12 rotten spindles and the face board securing it to the house was rotten. Total for all changes is an increase of $500 in the contract price for a total contract price of $49,299. Staff recommends Board approve the contract change. COMMISSIONER HOLTHAUS MADE A MOTION SECONDED BY VICE PRESIDENT PHILPOT TO APPROVE THE CHANGE ORDER BID AS PRESENTED. UNANIMOUS. PRESIDENT JONES DECLARED THE MOTION CARRIED.

Clat Adams Park Railing Repair: Recommended Approval by Director of Parks (VOICE VOTE)

Director Higley stated the entire north section underneath the bridge underneath the concrete is rusted in two. Staff is requesting to spend up to $20,000 from the 2023 GO Bond excess funds. Staff recommends that the Board approve the $20,000 for the railing repair at Clat Adam Park. COMMISSIONER MCGLOTHLIN MADE A MOTION SECONDED BY VICE PRESIDENT PHILPOT TO APPROVE THE REPAIR AS PRESENTED. UNANIMOUS. PRESIDENT JONES DECLARED THE MOTION CARRIED.

ADJOURNMENT

With no other business to discuss at 6:40 p.m., VICE PRESIDENT PHILPOT MADE A MOTION SECONDED BY COMMISSIONER MCGLOTHLIN TO ADJOURN THE MEETING. UNANIMOUS. PRESIDENT JONES DECLARED THE MOTION CARRIED. Meeting adjourned.

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