Tricia L. Farkas

The meeting commenced with the removal of a resolution concerning Truth and Taxation. A significant portion of the session was dedicated to a presentation and demonstration by Eric Lover from QT regarding their virtual waiting room software for online registration events, covering features like randomization for fairness, real-time messaging, progress tracking, and session management during high-traffic periods. Discussions also covered setting performance benchmarks for the software based on anticipated registration volumes, which could reach thousands of participants for major events like summer camp registration. Key agenda items for action included seeking approval for a tentative form of the budget and appropriation ordinance for fiscal year 2025 to be made available for public inspection, with final consideration set for December 12th, and approval of the ADA Transition Plan, which outlines proposed measures over the next three years. The board also reviewed and sought approval for the 2025 Affiliate Agreements.

The board meeting addressed several key agenda items related to park improvements and maintenance contracts. Discussions covered the completion of woodland restoration projects at Lyman Woods across three site areas, detailing costs and secured grant funding that offset expenditures. The board discussed the need for a new master plan for Lyman Woods, as it has been 25 years since the last one, to establish future restoration priorities, especially considering ongoing county watershed planning efforts. Authorization was sought and granted to bid a three-year contractual maintenance agreement for Lyman Woods improvements and the 40th and Glen Denning Wetland Bank, with anticipated costs of $165,000 over three years. Separately, the board reviewed the status of the McCullum Park playground renovation project, which aims to utilize an OAC Grant with a 50% match. Community engagement, including surveys, informed the development of two design options for the renovation, which will be presented publicly before a final concept is brought to the board for August approval to meet the September grant application deadline. Proposed scope additions to maximize grant scoring included renovating the adult fitness area and horseshoe courts, including ADA accessibility improvements.

The meeting, identified as a workshop session, included a recognition of a colleague, Dave Herring, who was attending his final board meeting before retiring after 40 years of service in parks and recreation. A significant portion of the session was dedicated to a presentation on the 2026 budget, highlighting strong projected demand across programming, fitness, and golf. Expense projections indicate growth primarily due to rising employee salaries and benefits, maintenance of aging assets, and increased debt payments. The presentation also covered projected revenue sources, noting that tax revenues are expected to remain stable at 58% of the total, with increases budgeted based on a 1.45% CPI factor and new construction, following directives to budget a 1.45% tax increase. Discussion also touched upon the mechanics of property tax calculation and the district's current proportional contribution to property taxes.

The discussion primarily focused on a presentation by Bobby Nance, President and Founder of Recreation Results Consulting and Training, regarding a proposal for updating the organization's comprehensive plan, projected to take approximately six months. The proposed phased approach involved initial project kickoff, developing an engagement strategy through focus groups, surveys, and staff workshops, and defining strategic priorities. Subsequent stages included setting goals and desired results, brainstorming initiatives, and finally, compiling documentation and monitoring tools. Specific topics included leveraging the RecTrac software for data analysis on program participation and retention, and considering an optional recreation program assessment to deeply analyze program health and customer behavior against stated community desires. The presenter also discussed team composition and methods for forming a steering committee, noting that project speed is often higher with staff-only committees.

The meeting began with a motion to approve electronic participation for a commissioner who was joining late due to a work meeting. The session included the introduction of a new manager for Athletics and McCullum Programming, Pattent Carter, who has significant experience in athletics. The consent agenda covered the approval of December 7th, 2023, minutes, Treasurer's reports, payment of bills totaling $1,630,654.95, approval to amend the full-time salary schedule to include a Deputy Director position effective January 1st, 2024, approval of an ordinance declaring park property as surplus, and approvals for several payouts including one for natural areas work and final payout for HVAC replacement at the Recreation Center. Action items included the approval of changes to the holiday policy and the new part-time/seasonal personnel manual. A major discussion centered on the Constitution Park renovation bids, resulting in a recommendation to award the contract to D&J Landscape for $501,321, which required supplementing the budget using funds postponed from a fencing project. Additionally, the board approved Ordinance 1325, authorizing permanent and temporary easements for a stormwater management project requested by the Village, which includes installing an underground vault, pump station equipment, and a generator. The board also approved the purchase of a John Deere Gator utility vehicle and a Bobcat T66 Track Loader for the golf course. Finally, the board renewed a 36-month dedicated fiber Internet contract with Comcast, noting that the new contract provided lower pricing and added services, including support for Voice over IP phones and anticipated future Wi-Fi needs for pickleball tournaments.