SOUTH SUBURBAN SPECIAL RECREATION ASSOCIATION. September 20, 2018 Board of Directors Meeting. Minutes

Transcription

1 SOUTH SUBURBAN SPECIAL RECREATION ASSOCIATION September 20, 2018 Board of Directors Meeting Minutes I. Call to Order/Roll Call Sandy Chevalier called the South Suburban Special Recreation Association s Board of Directors meeting for September 20, 2018 to order at 9:09 a.m. Members present: Joseph Bertrand, Hazel Crest Park District (arrived at 9:10) Stephanie Simpson, Homewood-Flossmoor Park District Michelle Havran, Lan-Oak Park District Lisa Hill, Matteson Recreational Division (arrived at 9:09) Cindy Grannan, Oak Forest Park District Denise Will, Olympia Fields Park District Sandy Chevalier, Tinley Park-Park District Members absent: Others Present : Dwone Ross, Sr., Country Club Hills Park District Kevin Adams, Park Forest Recreation & Parks Department Ashley Turner, Richton Park Parks & Recreation Department Janet Porter, SSSRA Executive Director Lisa Drzewiecki, SSSRA Superintendent Regina Ross Ellison, SSSRA Finance and Office Manager Tammy McMahon, SSSRA Inclusion Manager Stephanie Bitz, SSSRA Recreation Specialist II. Approval of Agenda Chevalier called for a Motion to approve the Agenda. Cindy Grannan made the Motion to approve the Agenda. Stephanie Simpson seconded the Motion and the Agenda was approved unanimously. III. Approval of Minutes A. July 26, 2018 Michelle Havran made the Motion to approve the Board Minutes for July. Denise Will seconded the Motion and the Minutes were approved unanimously. B. July 26, 2018 Executive Session Lisa Hill made the Motion to approve the Executive Session Minutes for July. Stephanie Simpson seconded the Motion and the Minutes were approved unanimously.

2 Page 2 IV. Correspondence A. Letter from Ms. Cheryle N. Yallen, Special Kids Foundation On September 25, SSSRA will be presented with a grant in the amount of $25,000 from the Special Kids Foundation at the Winnetka Community House. Porter mentioned that SSSRA is one of six organizations who received this grant. In addition, Porter circulated a thank you note from Mr. and Mrs. Dollarhide, expressing their thanks to the agency for taking good care of their relative at Camp Duncan. V. Public Comment None VI. Community Announcements Lan-Oak: SSSRA: Havran mentioned that Lan-Oak Park District opened their Dog Park on Monday, September 17, Porter distributed an updated Board contact list to the Board members. Porter also welcomed Michelle Havran from Lan-Oak Park District as the new Board Representative and informed the Board that Ashley Turner from Richton Park will be their new Board Representative. Porter thanked the Board members for their support at the 29 h Annual Golf Outing Fundraiser and mentioned that there were 91 people who attended the dinner. Porter also mentioned that Tim Corrigan, who was the guest speaker for the golf outing was featured in the Special Parent Magazine this summer. Drzewiecki mentioned that the Ricky s Ride event was very successful and that there were 305 bikers. Drzewiecki also mentioned that the agency will keep the Board posted on the final proceeds. Tinley Park: Chevalier mentioned that the Woody s Warriors Benefit will be held on Friday, October 5, VII. Unfinished Business None VIII. New Business None

3 Page 3 A. Program 1. Special Olympics Softball A total of 24 athletes competed on either the Stingrays Blue or White softball teams against other agencies this past spring and summer. On August 5, both SSSRA teams competed in the Special Olympics Region E Softball Tournament in Joliet. The Stingrays Blue team won a gold medal and was scheduled to go downstate the weekend of September 8-9. However, Special Olympics cancelled the tournament due to the weather and will not be rescheduling the event. Drzewiecki mentioned that the Special Olympics golf program was also affected by the cancellation. 2. Special Olympics Bowling On August 11, SSSRA had 10 bowlers who competed in the Region E Bowling Tournament held at Orland Bowl. Drzewiecki mentioned that John Ballard from Tinley Park, Jamie Mack from Oak Forest, Donzel Marshall from Hazel Crest and Aisha Walker from Lansing won a gold medal. All athletes will compete in the sectional tournament on October 14, in Addison. 3. Outreach Report July and August, 2018 Drzewiecki highlighted that SSSRA contacted 685 SSSRA households to encourage fall program registration on August 10, in the following communities: Lansing, Oak Forest, Olympia Fields, Park Forest and Tinley Park. The Executive Director and Public Relations Manager met with Ms. Marilyn Thomas, Editor of the Homewood-Flossmoor Chronicle on August 21, regarding SSSRA services and information for a feature story in October. 4. Keller School Year End Celebration On July 19, SSSRA hosted the annul Year End Celebration for students at Keller School in Tinley Park. There were 104 students who attended the event. Drzewiecki mentioned that out of 104 students, 90 were from Tinley Park. 5. Day Camp Summary Tammy McMahon, SSSRA Inclusion Manager, gave a report on the SSSRA day camp. There was a total of 109 registrations from 47 individuals this summer. A chart was included in the Board packet showing the number of individuals from each community and in each session. The day camp locations were as follows: Shooting Stars, ages 2-7, Tony Bettenhausen Recreation Center, Tinley Park Adventurers, ages 8-13, Matteson Community Center Matteson Ave. and Oakwood Center (Fridays) Trailblazers, ages 14-22, Eisenhower Center, Lansing

4 Page 4 A. Program 5. Day Camp Summary (continued) This year s camp theme was Creative Campers. Campers experienced traditional summer activities including swimming, playground games, scavenger hunts and local field trips to Brookfield Zoo, Emagine Movie Theater and Odyssey Fun World. Campers swam at Lions Club Pool in Homewood, the pool at the Matteson Community Center (Matteson Ave.) and White Water Canyon in Tinley Park. On August 3, campers welcomed family members at the Parent Day/All Camp Day special event. Campers entertained family and SSSRA staff by singing popular songs, choreographed dances and enjoyed a magic show. There was a total of 15 part-time staff, 13 of which were returning staff from last year. Due to the large number of returning staff members, campers recognized familiar faces which helped in the transition process from school to camp. McMahon mentioned that some of the challenges this year were behaviors. The behaviors were seen specifically in three campers that are in foster care and showed symptoms of PTSD. 6. Summer, 2018 Inclusion Summary This summer, SSSRA supported a total of 50 individuals through the Inclusion process at their home park districts and recreation departments. These individuals participated in 58 total programs including Day Camp, Swim Lessons, Basketball Camp, Art Camp, Nature Camp and Soccer. Throughout the summer, the Inclusion Manager was available for on-site visits or scheduled meetings per requests from the Country Club Hills Park District, Hazel Crest Park District, Homewood- Flossmoor Park District, Lan-Oak Park District, Olympia Fields Park District, Richton Park Parks and Recreation Department and Tinley Park-Park District. Four individual trainings were held for the following members: Olympia Fields Park District, Tinley Park Park District, Oak Forest Park District and Country Club Hills Park District. The training sessions consisted of staff discussions and the importance of communication, adaptations for games, arts & crafts and behavior management. There were two charts included in the Board packet showing the Inclusion Services & Supports 2018 and a Five Year Summary. However, please note that due to the change in personnel, the association was not able to track the total amount of full time staff time spent on Inclusion services this summer. Ms. McMahon brought several tools that the association uses to assist participants in being successful in the program, including: picture boards, sensory toys, and other visual systems. 7. Inclusion Informational Meetings SSSRA held an Inclusion Informational meeting on August 22 for six member districts and on September 6, a training was held for the Homewood-Flossmoor Park District. SSSRA discussed the philosophy of Inclusion and the process of Inclusion services, including: the expectations of the Inclusion Aides; necessary information to request Inclusion services; Inclusion costs and service numbers.

5 Page 5 A. Program 7. Inclusion Informational Meetings (continued) Drzewiecki mentioned that Inclusion Aides are specifically onsite to help the child in the camp or program/activity. The Inclusion Aides are not responsible for getting a child to and from the locations. In addition, Porter reminded the Board that on August 23, following the Inclusion Informational Meeting, SSSRA sent out language that was reviewed by PDRMA, which is suggested for each district to put in their brochures. 8. YMCA Camp Duncan Trip On Monday, August 6 eleven participants and four staff departed for the weeklong summer trip. During the trip, the group was able to experience: boating, archery, rock climbing, games, leather crafting and campfires. 9. Fall, 2018 Fees SSSRA s objective is to continue to cover 50 65% of direct expenses such as transportation, admissions, food, recreation supplies and clothing. Special events are covered at 100% of admission costs and 50% of all other expenses including staffing; transportation; food; recreation supplies and clothing in calculating the fee. (This is a new process that began in summer, 2018). Fees for programs and special events stayed the same or increased between 9% - 66% for the season. Programs and special events that required larger fee increases due to staff costs and/or admission fees include: Special Olympics Basketball Skills (34%); Friday Drop In (34%); Gymnastics (28%); Walking Club (21%); Breakfast with Santa (60%); Hoe Down (21%); Konow s Corn Maze (27%); Christmas Ball (31%); Holiday Magic at Brookfield Zoo (26%) and Shedd Aquarium (66%). Drzewiecki mentioned that on average, SSSRA will have two or three programs or special events that will have an increase in costs. Simpson raised a question asking how is participation in programs when SSSRA raises their fees? Drzewiecki explained that this past summer, the agency started the new process in structuring the fees and did not see a significant impact on participation. Drzewiecki informed the Board that there will be 2 new weekly programs and 9 new special events. Drzewiecki also mentioned that SSSRA was able to offer discounted programs due to The Peder Hedberg Foundation and Ricky s Ride donations. 10. Fall, 2018 Program Locations - Enclosure Drzewiecki shared with the Board that all facility locations have been confirmed. The program locations list, which was included in the Board packet, shows the Board what programs are being offered in their community. Drzewiecki also mentioned that if there is a program on the list that is not offered in their district and they would like to offer the program, please let the agency know.

6 Page 6 A. Program (continued) 11. Oktoberfest Special Event - Enclosure Drzewiecki reviewed a flyer of the Oktoberfest Special Event that will be held on Saturday, October 6, from 12:30 3:00 p.m. in Lansing. Drzewiecki also mentioned that 230 flyers were mailed out to Lansing residents. B. Administrative 1. Staff Professional Involvement, Activities & Training July and August, 2018 Porter reviewed staff activities, highlighting that the Executive Director presented an update on the association s services and information to the following communities: Crete Township Board Trustees, on July 11, Lan-Oak Park District Board of Commissions, on July 16 and Tinley Park-Park District Board of Commissions, on August 8. In recent years, the Executive Director has presented information regarding the association s services to the following districts: Homewood-Flossmoor, Lansing, Park Forest and Tinley Park. If any member district would like the Executive Director to present information on the association s services to their Board, please let the agency know. Porter also highlighted that Lisa Drzewiecki, Superintendent, completed the first year of the NRPA Executive Directors School, which is a (2-year program) on August in Oak Brook. 2. Updated Organizational Chart Enclosure Porter reminded the Board of the full-time staffing changes, which included hiring Stephanie Bitz as the agency s new Recreation Specialist. An updated Organizational Chart was included in the Board packet. 3. Update on the Crete Park District Porter mentioned that the association continues to keep the lines of communication open with the Crete Park District regarding future membership. SSSRA will be participating in the park district s Acorn Fest again this year, which will be held on Saturday, September 22. Over the summer, the association received publicity in 3 editions of The Vedette, which is the local paper distributed throughout the Crete community. Porter also mentioned that a presentation was made to Crete Township in July regarding the association s services. At the presentation, the Executive Director thanked Crete Township for their financial support in paying a portion of the non-resident fees for the participants. 4. Update on IT Services Porter provided an outline of IT Service Companies that had been interviewed or researched and reviewed the key points. Following discussion, Havran suggested that the agency contact Outsource Solutions Group (OSG), who provide IT services for their agency. The Board agreed that the Executive Director should make a decision that best works for the agency, after contacting OSG.

7 Page 7 B. Administrative (continued) 5. ADA Compliance Workshop Opportunity Enclosure X. Financial Report A. Claims List SSSRA is hosting an ADA Compliance Workshop for SSSRA Board Members and Member Agency Staff on Friday, October 12, from 10:00 a.m. noon. Porter mentioned that Mr. Trieglaff will review the park districts and recreation departments responsibilities under the Americans with Disabilities Act. Please RSVP to the SSSRA office at (815) or to sandy@sssra.org by Friday, October 5, Additional July, 2018 Michelle Havran made the Motion to approve the Additional Claims List for July, Joseph Bertrand seconded the Motion. A roll call vote was taken: Country Club Hills absent Matteson Yes Richton Park absent Hazel Crest Yes Oak Forest Yes Tinley Park Yes Homewood-Flossmoor Yes Olympia Fields Yes Lan-Oak Yes Park Forest absent The Motion was approved unanimously by those present. 2. August, 2018 Cindy Grannan made the Motion to approve the Claims List for August, Joseph Bertrand seconded the Motion. A roll call vote was taken: Country Club Hills absent Matteson Yes Richton Park absent Hazel Crest Yes Oak Forest Yes Tinley Park Yes Homewood-Flossmoor Yes Olympia Fields Yes Lan-Oak Yes Park Forest absent The Motion was approved unanimously by those present. B. Financial Statement 1. July, 2018 Michelle Havran made the Motion to approve the July Financial Statement. Joseph Bertrand seconded the Motion and the Motion was approved unanimously. 2. August, 2018 Lisa Hill made the Motion to approve the August Financial Statement. Joseph Bertrand seconded the Motion and the Motion was approved unanimously.

8 Page 8 XI. Executive Session Denise Will made the Motion to go into Executive Session pursuant to Section 2(c)(1) of the Open Meetings Act for the appointment, employment, compensation, discipline, performance or dismissal of specific employees of the public body; and pursuant to 5 ILCS 120/2(c)(5) for the purpose of discussing the possible purchase or lease of property and pursuant to 5 ILCS 120/2(c)(11) to discuss probable or imminent litigation. Michele Havran seconded the Motion and a roll call vote was taken: Country Club Hills absent Matteson Yes Richton Park absent Hazel Crest Yes Oak Forest Yes Tinley Park Yes Homewood-Flossmoor Yes Olympia Fields Yes Lan-Oak Yes Park Forest absent The Motion was approved unanimously by those present. Executive Session began at 10:21 a.m. Joseph Bertrand made a Motion to come out of Executive Session. Michelle Havran seconded the Motion and the Motion was approved unanimously. Executive Session ended at 10:33 a.m. XII. Adjournment Michelle Havran made a Motion to adjourn the meeting. Joseph Bertrand seconded the Motion and the Motion was approved unanimously. The meeting adjourned at 10:33 a.m. Next Meeting: October 25, 2018