Quincy Reporter

Quincy Park District Board of Commissioners met Nov. 8.

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.

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

Members Absent: Director of Marketing-Operations – Marcelo Beroiza. President Jones led the room in the Pledge of Allegiance.

PUBLIC HEARING: CONCERNING THE INTENT OF THE BOARD OF PARK COMMISSIONERS OF THE DISTRICT TO SELL $2,500,000 IN GENERAL OBLIGATION PARK BONDS: The Quincy Park District is now conducting a public hearing to receive public comments on the proposal to sell $2,500,000 General Obligation Bonds for the payment of land condemned or purchased for parks, for the building, maintaining, improving and protecting of the same and the existing land and facilities of the District and for the payment of the expenses incident thereto, and explained that all persons desiring to be heard would have an opportunity to present written or oral testimony with respect thereto. The District’s Board of Commissioners anticipate issuing its annual General Obligation Bond in the amount of $2,500,000, a list of projects was approved at the October 11, 2023 regular board meeting. There were no additional comments by the Commissioners. No written testimonies were received and no oral testimony or comments were made. VICE PRESIDENT PHILPOT MADE A MOTION SECONDED BY COMMISSIONER HOLTHAUS TO ADJOURN THE PUBLIC HEARING.

THE FOLLOWING ROLL CALL VOTES WERE CAST AND RECORDED:

Commissioner Holthaus Yes

Commissioner Frankenhoff Yes

Commissioner Mcglothlin Yes

Commissioner Hickman Yes

Commissioner Lyons Yes

Vice President Philpot Yes

President Jones Yes

CONSENT AGENDA: President Jones asked if there were any objections or changes to the October 11, 2023 Regular Board meeting minutes or to the check register. President Jones announced they were approved by unanimous consent. PUBLIC INPUT: None

BOARD INFORMATION/EDUCATION: None

CORRESPONDENCE: None

VOLUNTEERS: Executive Director Frericks thanked the Nature Trails volunteers and the QU Biology Class volunteers who are prepping areas to plant wildflowers.

EXECUTIVE DIRECTOR’S REPORT

Executive Director Frericks reported he did not have anything to add to his report at this time.

DIRECTORS’ REPORTS

Director Higley added that all restrooms and drinking fountains are winterized. Director Earnest reported he had nothing new to add that wasn’t covered in the finance meeting.

Director Bruns stated the annual Special Pops Dinner and Dance will be held on Wednesday, December 6th at the Holiday Inn from 6 to 9 p.m. Breakfast with Santa at the Quincy Town Center on Saturday, December the 9th from 9 to 11 a.m. Director Morgan reported the last event was held on the 29th of October. Irrigation vents will be blown out next week.

Executive Director Frericks reported that Director Beroiza coordinated the planting of the wildflowers with the volunteer groups.

COMMISSIONER COMMITTEE REPORTS

Finance Committee- Vice President Philpot reported he has submitted the finance reports from the meeting held earlier and there is nothing to add to those reports. Quincy Park Foundation- Commissioner McGlothlin stated there was no meeting. Quincy City Planning- President Jones added there was nothing that pertained to the Park District.

Lorenzo Bull House- Commissioner Holthaus reported that the meeting will be held next week so there was nothing to report at this time.

Quincy Riverfront Development- President Jones reported that they are weighing their options at this time and deciding what direction they will take for their next step.

UNFINISHED BUSINESS

Quincy Riverfront Development Corporation Request of $350,000 in Funding from the Quincy Park District Towards the Burial of the Underground Power Lines along Front Street. (VOICE VOTE) Executive Director Frericks reported that last month this was tabled. These funds would come from corporate reserves. Commissioners commented that public feedback has not been in favor of this donation. Discussion was held about the PPRT future disbursements that will affect the Park District’s availability to make any major capital improvements in the upcoming years.

VICE PRESIDENT PHILPOT MADE A MOTION TO TABLE INDEFINITELY WHICH WAS SECONDED BY COMMISSIONER FRANKENHOFF. UNANIMOUS. PRESIDENT JONES DECLARED THE MOTION CARRIED.

NEW BUSINESS:

RESOLUTION NO. 23-07: Quincy Park District Board of Commissioners Regular Meeting Dates for 2024: Recommended Approval by Executive Director. Executive Director Frericks stated policy for the Board is to hold their regular monthly meetings on the second Wednesday of each month other than January, which is the third Wednesday of the month to close out the previous year. These are the dates for 2024. Staff recommends approval of Resolution 23-07 as presented. COMMISSIONER HOLTHAUS MADE A MOTION TO APPROVE THE RESOLUTION AND WAS SECONDED BY COMMISSIONER MCGLOTHLIN.

THE FOLLOWING ROLL CALL VOTES WERE CAST AND RECORDED:

Commissioner Frankenhoff Yes

Commissioner Mcglothlin Yes

Commissioner Hickman Yes

Commissioner Lyons Yes

Commissioner Holthaus Yes

Vice President Philpot Yes

President Jones Yes

Designation of Delegate and Alternates for the Illinois Association of Park Districts (IAPD) Annual Meeting: Recommended Approval by Executive Director. Executive Director Frericks stated that each year the IAPD holds its annual meeting in Chicago. Staff recommends that the Board of Commissioners designate Mark Philpot, Patty McGlothlin, Barb Holthaus, Alan Hickman and Trent Lyons as the delegates with Rome Frericks and Matt Higley as alternates. COMMISSIONER HOLTHAUS MADE A MOTION TO APPROVE THE DESIGNATION AND WAS SECONDED BY VICE PRESIDENT PHILPOT. UNANIMOUS. PRESIDENT JONES DELCARED THE MOTION CARRIED.

RESOLUTION NO. 23-08: Resolution to Corps. of Engineers Encouraging Them to Maintain the Beach at Hogback Island: Recommended approval by Director of Parks. Director Higley stated this is to encourage the Corp when they are dredging to place that sand on Hogback Island beach. Staff recommends approval of Resolution NO. 23- 08 as presented. COMMISSIONER MCGLOTHLIN MADE A MOTION TO APPROVE RESOLUTION NO. 23-08, WHICH WAS SECONDED BY COMMISSIONER FRANKENHOFF. UNANIMOUS.

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

ORDINANCE NO. 23-03: Authorizing the 23-03 Property Tax Levy: Recommended Approval by director of Business Services. Director Earnest stated this ordinance was presented to the Board last month and no changes were requested by the Board. Staff recommends approval of Ordinance NO. 23-03 as presented.

VICE PRESIDENT PHILPOT MADE A MOTION TO ACCEPT ORDINANCE AS PRESENTED WHICH WAS SECONDED BY COMMISSIONER HICKMAN.

THE FOLLOWING ROLL CALL VOTES WERE CAST AND RECORDED:

Commissioner Hickman Yes

Commissioner Lyons Yes

Commissioner Holthaus Yes

Commissioner Frankenhoff Yes

Commissioner Mcglothlin Yes

Vice President Philpot Yes

President Jones Yes

FY2024 OPERATING BUDGET: by Director of Business Service. For Review Only. Director Earnest stated the District’s legal level of authorized spending as established by the budget and corporation ordinance. The total fiscal year 2024 budget revenues are $10,080,598 up $3,546,261 from 2023 budget. Total expenditures are $13,411,589 up $5,009,524 from the 2023 budget. The fund’s deficit of $3,330,991 is the result of planned spending of revenues and funds to pay for capital projects and represents a 32.2% of 12/31 cash reserves. For review only.

ORDINANCE NO. 23-05: Tentative Combined FY2024 Budget & Appropriation. For Review Only. Director Earnest stated that the Park District is required to adopt a combined annual budget and appropriation ordinance. This will allow the District to receive and spend funds for agency purposes. In appropriating funds both revenues and expenses are inflated beyond their normal expectations due to contingencies such as storms, floods and even large donations and grants. FY2024 appropriations reflect $20,039,385 in expenses and $15,772,075 in revenues. For review only. Set interest rate, Amount of Annual 2024 GO Bond ($1,300,000) for Sale, and Self-Fund the Purchase: Recommended Approval by Director of Business Services. Director Earnest stated the 2024 GO Bond will be used for capital projects and equipment purchases. Staff recommends approval for the District to request bond documents be prepared by the District’s bond counsel Chapman and Cutler, LLP for issuance of taxable general obligation bonds in the amount of $1,300,000 for funding of approved projects to issue the bonds at a 4.5% interest rate and to purchase the bond issue. VICE PRESIDENT PHILPOT MADE A MOTION TO APPROVE THE SET INTEREST RATE FOR THE 2024 GO BOND AND WAS SECONDED BY COMMISSIONER FRANKENHOFF. UNANIMOUS. PRESIDENT JONES DECLARED THE MOTION CARRIED.

Set Interest Rate, Amount of Annual 2024A GO Bond ($1,200,000) for Sale, and Self Fund the Purchase: Recommended Approval by Director of Business Services. Director Earnest stated the 2024A GO Bond will be used to partially fund the Westview Irrigation Project. Staff recommends approval for the District to request the bond documents be prepared by the District’s bond counsel Chapman and Cutler, LLP for the issuance of taxable general obligation bonds in the amount of $1,100,000 for funding the approved projects. To issue the bonds at 4.5% interest rate and to purchase the bond issue. VICE PRESIDENT PHILPOT MADE A MOTION TO APPROVE THE SET INTEREST RATE OF THE ANNUAL 2024A GO BOND for $1,100,000 AND WAS SECONDED BY

COMMISSIONER FRANKENHOFF. UNANIMOUS. PRESIDENT JONES DECLARED THE MOTION CARRIED.

Bid for Wavering Large Shelter Replacement: Recommended approval by Director of Parks. Director Higley stated this is a 2024 GO Bond project. We advertised and opened bids on November 1st, 2023. Budget of $225,000. Engineering, design and demolition work was $19,100 which was paid for with excess funds from the 2023 General Obligation Bond. Two bids were received. The low bid was $228,450 from Derhake Construction for the shelter replacement. Staff recommends approval of the low bid submitted by Derhake Construction in the amount of $228,450 to complete the Wavering Park large shelter replacement. COMMISSIONER HOLTHAUS MADE A MOTION TO APPROVE BID FOR AS PRESENTED AND A SECOND WAS MADE BY COMMISSIONER MCGLOTHLIN. UNANIMOUS. PRESIDENT JONES DECLARED THE MOTION WAS CARRIED.

QTown Tournaments 10-Year Donation to the Quincy Park District Wavering Turf Fields: Recommended Approval by Executive Director. Executive Director Frericks stated staff has been working with QTown Tournaments and the City of Quincy and See Quincy for the remaining two fields at Wavering Park. This is for a 10-year agreement for the turf fields for $100,000 over the 10-years with QTown. So staff recommends approval of the 10-year agreement between the Quincy Park District and QTown Tournaments as presented. Commissioner McGlothlin asked for an amendment to the agreement that states QTown will be paying the Park District the $100,000. COMMISSIONER FRANKENHOFF MADE A MOTION TO ACCEPT THE AGREEMENT AND WAS SECONDED BY COMMISSIONER LYONS. UNANIMOUS. PRESIDENT JONES DECLARED THE MOTION CARRIED.

2024 Shelter/Special Events/Services Fees: Recommended Approval by Director of Business Services.

FY 2024 Art Keller Marina Fees: Recommended Approval by the Director of Parks.

FY 2024 Westview Golf Course Fees: Recommended Approval by Director of Golf.

FY 2024 Indian Mounds Pool Fees: Recommended Approval by Director of Programs.

FY 2024 Showmobile Fees: Recommended Approval by Director of Program Services.

FY 2024 Financial Assistance Program: Recommended Approval by the Director of Business Services.

FY 2024 Athletic Surface Fees: Recommended Approval by the Director of Program Services.

FY 2024 Batting Cages: Recommended Approval by Director of Program Services. VICE PRESIDENT PHILPOT MADE A MOTION TO APPROVE ALL NEW FEES FOR FY 2024 AS PRESENTED AND WAS SECONDED BY COMMISSIONER MCGLOTHLIN. UNANIMOUS. PRESIDENT JONES DECLARED THE MOTION CARRIED.

PUBLIC INPUT: None.

EXECUTIVE SESSON: In accordance with 5 ILCS, Par. 120/2c, PRESIDENT JONES MOVED THAT THE BOARD CONVENE INTO EXECUTIVE SESSION TO DISCUSS:

1. The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity.

2. Collective negotiating matters between the public body and its employees or their representatives, or deliberations concerning salary schedules for one or more classes of employees.

MOTION WAS SECONDED BY COMMISSIONER HOLTHAUS TO MOVE INTO EXECUTIVE SESSION.

THE FOLLOWING ROLL CALL VOTES WERE CAST AND RECORDED:

Commissioner Lyons Yes

Commissioner Holthaus Yes

Commissioner Frankenhoff Yes

Commissioner Mcglothlin Yes

Commissioner Hickman Yes

Vice President Philpot Yes

President Jones Yes

This portion of the Regular meeting adjourned to Executive Session at 6:30 p.m.

With no other business to discuss at 7:30 PRESIDENT JONES MADE A MOTION TO ADJOURN THE EXECUTIVE SESSION WHICH WAS SECONDED BY COMMISSIONER HOLTHAUS TO MOVE BACK INTO REGULAR SESSION.

ACTIONS AFTER EXECUTIVE SESSION:

Members Not Present: Commissioner Frankenhoff.

ADJOURNMENT:

With no other business to discuss at 7:30 p.m., VICE PRESIDENT PHILPOT MADE A MOTION SECONDED BY COMMISSIONER LYONS TO ADJOURN THE MEETING. UNANIMOUS. PRESIDENT JONES DECLARED THE MOTION CARRIED. Meeting adjourned.