Minutes

KISHWAUKEE SPECIAL RECREATION ASSOCIATION

BOARD MEETING

Tuesday, June 8, 2021 – 1:30 pm

Meeting held at the DeKalb Park District

Terrace Room

  1. Meeting Called to Order at 1:31 by President Theresa Tevsh
    1. Board members present: Theresa Tevsh, President, Sycamore Park District; Bill Novicki, Vice President, Sandwich Park District; Paul Bafia, Genoa Park District.  Absent: Maureen Stevens, Treasurer, Flagg Rochelle Park District.
    1. Staff present: Dawn Schaefer, Executive Director, KSRA; Heidi Mollman, Administrative Assistant, KSRA
    1. Public present: John Shea, Executive Director, DeKalb Park District; Courtney Clement, auditor, Lauterbach and Amen.
  2. Approval of Agenda
    1. Motion to approve the agenda: Paul Bafia, GPD
    1. Second by: Bill Novicki, SPD
    1. Roll Call Motion passed unanimously. Yay – 3, Nay – 0, Absent/Open – 3
  3. Approval of Minutes from April 2021 meeting
    1. Motion to approve the April 2021 meeting minutes: Bill Novicki, SPD
    1. Second by: Paul Bafia, GPD
    1. Roll Call Motion passed unanimously. Yay – 3, Nay – 0, Absent/Open – 3
  4. Public Comment
    1. Theresa Tevsh, SYCPD welcomed John Shea, new Executive Director for DeKalb Park District. Also congratulated KSRA for the successful golf outing.
  5. Correspondence
    1. None  
  6. Financial Reports
    1. Current Reports
      1. Dawn presented reports.
        1. Two grants for the sensory room- one will go towards a projector for the floor and the other will be used for accessible seats (bean bag chairs) and a bubble tube. NW Medicine donation from last year for safety. Misc. donation from PDRMA is one KSRA should receive each year.
        1. Expenses: Audit, Dues & Fees (upfront costs), Registration Software, Special Olympics (more participants for bocce ball), Fundraising Supplies
        1. Still in the negative but have not received revenue from tax distribution at time of report.
      1. Motion to approve financial reports: Paul Bafia, GPD
      1. Second by: Bill Novicki, SPD
      1. Roll Call Motion passed unanimously. Yay – 3, Nay – 0, Absent/Open – 3
  7. Old Business
    1. The Board Manual was moved to the October board meeting.
  8. New Business
    1. Presentation of financial audit 2020 from Lauterbach and Amen LLC
      1. Courtney Clement of Lauterbach and Amen presented report:           
        1. Page 1 – Independent Auditor’s Report – we gave an unmodified opinion, also known as a clean opinion, it is the highest opinion we can give
        1. Page 4 – Management’s Discussion and Analysis – the “Sparknotes” of the financial statements in nonfinancial terms
        1. Page 15 – the Statement of Net Position – details out assets, liabilities, deferred inflows, and deferred outflows
        1. Page 17 – the Statement of Activities – details out revenues, expenses, and change in net position. Kish had an increase in net assets by about $104k
        1. Page 22 – the Notes to the Financial Statements – details out everything and anything you need to know. I did not touch on any specific note, but mentioned it includes info on IMRF, PDRMA, Capital Assets, and Member contributions
        1. Page 43 – the Required Supplementary information – required info we need to disclose with IMRF, as well as your budget to actual
    1. Acceptance of 2020 Audit
      1. Motion to accept the 2020 Audit by: Bill Novicki, SPD
      1. Second by: Paul Bafia, GPD
      1. Roll Call Motion passed unanimously: Yay – 3, Nay – 0, Absent/Open -3                                 
    1. Approval of Strategic Plan Consultant contract
      1. Dawn reached out to four companies.
        1. Petry Consultants, BluePontoon, Zec Eight Insights, Dr Alicia Schatteman from NIU
        1. Dr Alicia was not previously on the list but Dawn asked her to submit a proposal after meeting her on a Zoom session.
        1. Each one was discussed. BluePontoon is local and just recently did a strategic plan for Fox Valley. Dawn talked with Fox Valley and they were happy with BluePontoon. Also, with this company there would not be an extra charge for physical time spent at KSRA. Dawn recommends BluePontoon. Theresa asked about Lisa-Ann Barnes’ (BluePontoon) background. She is strictly project management and also teaches at Northwestern. Theresa asked how many meetings are in the proposal. Dawn did say there is a breakdown and Lisa-Ann would want to get started by the end of July. Would be completed by December. Theresa is intrigued with the NIU proposal. Paul feels that NIU is not appropriate at this time. Bill said KSRA is beyond a school project. Paul said BluePontoon is still under budget. Bill asked for John’s input and John stated that he agrees with Dawn.
        1. Motion to go forward with BluePontoon as Strategic Plan Consultants by: Bill Novicki, SPD
        1. Second by: Paul Bafia, GPD
        1. Roll Call Motion passes unanimously. Yay – 3, Nay – 0, Absent/Open – 3
    1. Approval of upcoming Staff Trainings
      1. Sam Morgan
        1. Dawn would like to send him to Professional Development School. Paul is on the board for PDS. The total cost for training, lodging and meals is $835. Will look at IPRF Scholarship.
        1. $1000 in budget for training
        1. Suggested looking at others attending as to help save in travel expenses.
        1. Also looking at Handle w/ Care training. PDRMA would only do Zoom at this time.
      1. Dawn Schaefer – NRPA in Nashville
        1. $595 for training – 5 days total with travel
        1. $1500 in the budget. Bill questioned why Dawn would need approval if expenses are within budget.
        1. Early bird registration deadline is fast approaching but final deadline is in August.
        1. Dawn said she is looking at renting a house with other professional women that are going. Stated she would not go if this does not work out. John suggested she still go as long as she stays within budget.
      1. Motion to approve PDS training for Sam not to exceed $900 and to approve $595 registration fee for NRPA for Dawn by: Paul Bafia, GPD
      1. Second by: Bill Novicki, SPD
      1. Roll Motion Passed unanimously. Yay – 3, Nay – 0, Absent/Open – 3                            
    1. Approval of the closing of the Scholarship account for transfer
      1. As pointed out by the auditor, due to FDIC Insurance the FNBO Scholarship account needs to transfer to another bank.
      1. Will require Dawn, Theresa and Paul’s signatures
      1. Motion to approve the start of this process by: Bill Novicki, SPD
      1. Second by: Paul Bafia, GPD
      1. Roll Call Motion passed unanimously. Yay – 3, Nay – 0, Absent/Open – 3
    1. Discussion of Scholarship awards for summer
      1. Dawn presented report. Two families added making the total nine.
        1. 2 new families new to KSRA & CML requested scholarships.
        1. Award does not exceed 50% of the cost of the program.
        1. Must be used within the season.
        1. Majority of the scholarships go to Camp Maple Leaf
        1. Bill asked where the scholarship funds come from. Dawn said fundraising – golf outing, Elvis, Give DeKalb County. Moving forward all scholarships will be from KSRF.
    1. Foundation Update
      1. Update on Golf Outing
        1. Dawn presented report. A success! $11,148.02 revenue.
        1. Discussion of the outing traveling to other park districts tabled until KSRF board meeting.
    1. Program and Services Report
      1. Dawn presented report.        
  9. Announcements
    1. Sam Morgan, KSRA TR Program Coordinator – passed his certification exam!
    1. John Shea Jr. confirmed appointment to the KSRA Board as the DeKalb Park District representative.
  10. Adjournment
    1. Motion to adjourn the KSRA Board meeting at 2:29 pm: Bill Novicki, SPD
    1. Second by: Paul Bafia, GPD
    1. Roll Call Motion passed unanimously. Yay – 3, Nay – 0, Absent/Open – 3