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December 8, 2020 – Approved Minutes

Minutes

KISHWAUKEE SPECIAL RECREATION ASSOCIATION

BOARD MEETING

Tuesday, December 8 – 1:30 pm

Meeting held at the DeKalb Park District

OR

ZOOM

  1. Meeting Called to Order at 1:30 pm by President Amy Doll.
    1. Board Present: Amy Doll, President, DeKalb Park District; Paul Bafia, Genoa Park District; Theresa Tevsh, Vice President, Sycamore Park District; Maureen Stevens, Flagg Rochelle Park District; William Novicki, Sandwich Park District. Absent/Open: Treasurer
    2. Staff Present: Dawn Schaefer, KSRA
    3. Public Present: Jonelle Bailey, Sycamore Park District
    4. Confirmation of Board Members participation either virtually or physically
      1. All Board, Staff and Public on Zoom.
    5. Approval of Agenda
      1. Motion to approve the agenda: Theresa Tevsh, Sycamore; Second by William Novicki, Sandwich. Roll Call: Yay – 5, Nay – 0, Absent/Open – 1.  Motion Passed.
    6. Approval of Minutes from October and November meeting
      1. Motion to approve the minutes from the October and November meetings: Paul Bafia, Genoa; Second by Maureen Stevens, Flagg Rochelle. October: Roll Call: Yay – 4, Nay – 0, Absent/Open – 1, Abstain – 1.  November: Roll Call: Yay – 3, Nay – 0, Absent/Open -1, Abstain – 2.   Motion Passed.
    7. Public Comment
      1. None
    8. Correspondence
      1. None
    9. Financial Reports
      1. Schaefer presented the reports highlighting items of note included the new P.L.A.Y program that began in September. Schaefer presented an estimate of year end costs that will be paid within the month of December.  Schaefer stated there will be items expended in December that are 2021 expenses, an itemized list is being kept to be given to the Auditor and will be brought forward into the correct budget year.  Schaefer stated that the bank reconciliations for the months of October and November will be forwarded once November is completed.  Schaefer requested funds to bring the Petty Cash fund kept in the office to $50, this would be cash totaling $26.
        1. Motion to approve the Financial reports and the request for cash to fund the Petty Cash amount by William Novicki, Sandwich; Second by Paul Bafia, Genoa. Roll Call: Yay – 5, Nay – 0, Absent/Open -1.  Motion Passed.
      2. Old Business
        1. Discussion of Board Manual
          1. Schaefer to keep this item on the agenda as a means to remind the board.
        2. New Business
          1. Discussion with Approval for Contractual Services for Accounting support
            1. Schaefer presented the information gathered regarding the outsourcing of this support. Information was gathered in regard to the cost between the two contractual companies and hiring of a part time staff.  Discuss was had.  Board motion Schaefer to enter into a Contractual Agreement with T. Allen & Associates in Sycamore for 2021 to provide accounting support to KSRA.  Motion by Theresa Tevsh, Sycamore; Second by Paul Bafia, Genoa.  Roll Call: Yay – 5, Nay – 0, Absent/Open – 1.  Motion passed.
          2. Approval of 2021 Health, Dental, Vision and Life Insurance premiums and carriers
            1. Schaefer presented the information regarding the insurance options as gathered by Crum Halsted Inc. in Sycamore. Schaefer recommended Blue Cross, Blue Shield for health in the HMO plan and Humana for dental, vision and life.  These are the same insurance providers from 2020.  Motion to approve the recommendations by William Novicki, Sandwich; Second by Theresa Tevsh, Sycamore.  Roll call Yay – 5, Nay – 0, Absent/Open – 1.  Motion Passed.
          3. Approval of Audit Contract with Lauterbach & Amen for 2020 audit
            1. Schaefer presented the proposed audit schedule and fee for the 2021 audit. Motion to continue with Lauterbach & Amen as the KSRA audit firm for 2021 by Maureen Stevens, Flagg Rochelle; Second by Paul Bafia, Genoa.  Roll Call vote Yay – 5, Nay -0, Absent/Open -1.  Motion Passed.
          4. Approval of 2021 Budget
            1. Schaefer presented the 2021 budget that was set considering the current state of the pandemic and what is predicted for the future of programming due to the virus. Schaefer projected that a full range of programs will not return until Fall of 2021.  Summer would host all camp programs along with a few programs to return to the schedule with the creation of a limited number of new programs.  Items of note included the need to purchase a new registration software system due to Max Galaxy no longer being supported.  The KSRA website requires an upgrade along with ADA compliance work and support within the accounting area has been included in this budget.  Upon reviewing the projected net income, Schaefer suggests the creation of a Capital Account for future need, the hiring of a Strategic Plan Consultant to assist in creating one for KSRA as it has not been formally completed, and a transfer of funds into the Reserve Account to build on the amount to reach the 60% threshold set in the policy.  Motion to accept the 2021 budget as presented by Theresa Tevsh, Sycamore: Second by Maureen Stevens, Flagg Rochelle.  Roll Call Yay – 5, Nay- 0, Absent/Open -1.  Motion Passed.
          5. Acceptance of 2021 – 2023 KSRA Joint Agreement
            1. Motion to accept the signed KSRA Joint Agreement by Paul Bafia, Genoa; Second by William Novicki, Sandwich. Roll Call Yay – 5, Nay -0, Absent/Open -1.  Motion Passed.
          6. Discussion of Member Districts A.D.A projects from 2020 and planning to 2021
            1. Schaefer to gather reports from all Member District’s and share with board. Discussion regarding the reasoning of this reporting annually.
          7. Program and Services Report
        3. Closed Session
          1. Closed Session in accordance with Open Meetings Act to consider information regarding personnel
          2. Motion to go into closed session at 2:13 pm by William Novicki, Sandwich; Second by Theresa Tevsh, Sycamore. Roll Call Yay – 5, Nay- 0, Absent/Open – 1.  Motion Passed.
            1. Schaefer excused from the meeting. Public no longer present.
          3. Reconvene Open Meeting
            1. Motion to reconvene into an open meeting at 2:22 pm by Paul Bafia, Genoa; Second by Maureen Stevens, Flagg Rochelle. Roll Call Yay – 5, Nay -0, Absent/Open -1.  Motion Passed
          4. Announcements
            1. None
          5. Adjournment
            1. Motion to adjourn the KSRA Board meeting at 2:23 pm by Paul Bafia, Genoa; Second by Maureen Stevens, Flagg Rochelle. Roll Call Yay -5, Nay – 0, Absent/Open -1.  Motion Passed.