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February 11, 2020 – Approved Minutes

Minutes

KISHWAUKEE SPECIAL RECREATION ASSOCIATION

BOARD MEETING

Tuesday, February 11th – 1:30 pm

Meeting held at the DeKalb Park District Building

    1. Meeting Called to Order
      1. Meeting called to order at 1:44 p.m. by Chair Amy Doll, Dekalb Park District. Present:  Theresa Tevsh – Superintendent of Recreation at the Sycamore Park District (SYCPD), Paul Bafia-Executive Director of the Genoa Park District (GPD), Amy Doll-Executive Director of the DeKalb Park District (DPD) and Maureen Stevens – Superintendent of Administration and Finance at the Flagg-Rochelle Park District (FRPD).  No voting member from Sandwich Park District.  William (Bill) Novicki – Interim Director of Sandwich Park District (SPD) attended.
      2. Absent: Heather Collins – Superintendent of Finance at the Dekalb Park District (DPD).
      3. Staff Present: Dawn Schaefer – Executive Director KSRA and Sharon Adamchak-Ball – Administrative Assistant KSRA and Ruby Salgado – Marketing Intern from NIU.
    2. Approval of Agenda
      1. Motion to approve the Agenda by Paul Bafia (GPD), second by Maureen Stevens (FRPD). Roll call motion passed unanimously. Yay – 4, Nay – 0, Absent – 1 (Collins)
    3. Approval of Minutes from December meeting
      1. Motion to approve the minutes from meeting in December by Stevens (FRPD); second by Tevsh, SYCPD). Roll call motion passes unanimously.  Yay – 4, Nay – 0, Absent – 1 (Collins)
    4. Public Comment
      1. None
    5. Correspondence
      1. None
    6. Financial Reports
      1. Schaefer presented a brief summary from the report for end of 2019 and one month into 2020. For end of 2019 – petty cash remains the same; discussion around Quick Books report and notification that the audit will be the last week in March.  Net income reported higher than originally expected due to lower than expected staff costs and using a lot of intern hours for programs.  For one month into 2020, Schaefer still working with MaxGalaxy to auto populate QuickBooks.  Showing money received but not in Quick Books, typical expenses and no change to petty cash.
      2. Motion to accept the end of 2019 and current 2020 financial reports by Stevens (FRPD); second by Tevsh (SYCPD). Roll call motion passes unanimously. Yay – 4, Nay – 0, Absent – 1 (Collins)
    7. Old Business
      1. Discussion of Board Manual – Board will look through the Table of Contents to decide if policy is either Administrative or Board. Administrative policies will be given to Schaefer to develop.  Board policies will be discussed and created as appropriate for the Boards actions and governance acts.  This will be an ongoing process of development and organization.
    8. New Business
      1. Approval of FOIA Officer – As requirement for local governments, one person is to be designated the FOIA officer for the agency to handle all requests. Schaefer was designated as FOIA officer with vote taken. Motion for approval of Schaefer as the FOIA officer for KSRA by Tevsh (to accept the end of 2019 and current 2020 financial reports by Stevens (FRPD); second by Tevsh (SYCPD); second by Stevens (FRPD).  Roll call motion passes unanimously. Yay – 4, Nay – 0, Absent – 1 (Collins).
      2. Discussion regarding transparency on the KSRA website – With Morningstar media maintaining our website, was agreed that KSRA meets requirements. Agenda and minutes are posted on the site.
      3. Approval of amended 2020 Budget – Schaefer presented an overview of the amended numbers with final totals netting an additional $100,000. These additional monies were then designated for supplies, and additional group leaders were put back into the budget.  Was also discussed to designate $1,000 for EAP program for any staff that may need it.  In summary, with amendments highlighted, revenue is sitting at $467K with expenses at $409K and net income now sitting at $58K.  Some discussion followed around setting up reserve funds for future strategic planning.  Motion to adopt the amended 2020 budget by Bafia (GPD); second by Tevsh (SYCPD).  Roll call motion passes unanimously.  Yah – 4, Nay – 0, Absent – 1 (Collins).
      4. Approval of updated Drug and Alcohol Abuse Policy – updates came from PDRMA. Motion to adopt the updated Drug and Alcohol Abuse Policy by Stevens (FRPD); second by Tevsh (SYCPD). Roll call motion passes unanimously.  Yah – 4, Nay – 0, Absent – 1 (Collins).
      5. Approval of updated Equal Employment Opportunity Policy – updates came from PDRMA. Motion to adopt the updated Equal Employment Opportunity Policy by Stevens (FRPD); second by Tevsh (SYCPD).  Roll call motion passes unanimously.  Yah – 4, Nay – 0, Absent – 1 (Collins).
      6. Approval of updated Non-Discrimination & Anti-Harassment Policy – updates came from PDRMA. Motion to adopt the updated Non-Discrimination & Anti-Harassment Policy by Bafia (GPD); second by Stevens (FRPD). Roll call motion passes unanimously.  Yah – 4, Nay – 0, Absent – 1 (Collins).
      7. Approval of updated Victim’s Economic Security and Safety Act Policy – updates came from PDRMA. Motion to adopt the updated Victim’s Economic Security and Safety Act Policy by Tevsh (SYCPD); second by Stevens (FRPD).  Roll call motion passes unanimously.  Yah – 4, Nay – 0, Absent – 1 (Collins).
      8. Approval of Policy regarding Transgender Employees – new policy based on Palatine model. Motion to adopt the Policy regarding Transgender Employees by Tevsh (SYCPD); second by Stevens (FRPD).  Roll call – motion passes unanimously.  Yah – 4, Nay – 0, Absent – 1 (Collins).
      9. Election of KSRA Board Executive Team for 2020 –
      • Chair – Amy Doll – Executive Director of the DeKalb Park District (DPD)
      • Vice Chair – Theresa Tevsh – Superintendent of Recreation Sycamore Park District (SYCPD)
      • Treasurer – Heather Collins – Superintendent of Finance at the Dekalb Park District (DPD)
      • Secretary – Dawn Schaefer – Executive Director KSRA

Vote required for election or appointment of above listed officers.  Yah – 4 (Doll, Stevens, Bafia and Tevsh), Nay – 0, Absent – 1 (Collins).

10. Discussion of Survey results – report included in deck showing 39 responses with 27 of 39 not registered or attended KSRA programs. Round table discussion regarding need for real data to figure out strategic plan.  Recommendation for Dawn to gather information on survey providers and bring this back to the next board meeting.

11. Program and Services Report – showing end of 2019 and look ahead in 2020

  1. Announcements
    1. None
  1. Adjournment – motion to adjourn meeting at 2:33 PM made by Bafia (GPD); second by Stevens (FRPD). Roll call – motion passes unanimously.  Yah – 4, Nay – 0, Absent – 1 (Collins).