AGENDA – LONG GROVE PARK DISTRICT BOARD MEETING

March 11th, 2024 – 6:30 P.M. at Reed Turner Nature Center

Call to order, Roll Call: Southwell

Items from Audience: Guest (s)

(Limited to maximum 3 minutes per guest, maximum is 10 minutes total).

Meeting Minutes review/approval: Southwell

• Feb 2024

Treasury/Budgeting/Banking/Insurance:

• Bookkeeping/Chart-of-Accounts Update Frystak/Young/Healy

• Financial Reports: Dec 2023, Jan 2024, Feb 2024 Young/Frystak/Southwell

Legal/Intergovernmental: Southwell et al

• Intergovernmental Agreements, activity – State of Il/DOT, VHW, Ela, VOLG, D96

• F.O.I.A. Requests/Responses Young

• State Financial Reporting 2023 Healy/Young

Programs and Events:

• Ongoing Programs Update , Spring24 Event Frystak

Community Engagement, Communications: Healy

BSA Projects/Volunteer Activities: Healy/Skillicorn/Shah

Strategy/Branding/Constituent Awareness: Southwell/Healy

• Roadside Property Signage Update

President’s Report: Southwell

• IL Grant, LGPD “SAM” Registration and related

• IL D.O.T. Request for our determination of De Minimis impact re their plans for “improvements” at IL83/22

• IL D.O.T. Deed-Over of “Mitigation Property” to LGPD

• Vision/Potential New Projects, Offerings 2024 and beyond

• ComEd Lease Renewal application

Parks, Open-Lands Property Management:

• Updates: RTW, BCP, LVM, L-H, Mit. Area Healy/Southwell/et al

Old Business:

• Discussion around updating Rules-of-Use for LGPD Parks and Facilities

• Proposed Seasonal Rental/Installation of Porta-Potty at RTW (discussion for consideration only)

• Potential Inter-governmental Agreement with D96

New Business:

Move to Closed-Session

Return to Open Session

Adjournment

Pending Approval

Long Grove Park District – Meeting Minutes

January 8, 2024

The meeting was called to order by James Southwell, President, at 6:34 p.m.

Roll Call

Commissioners Present

Healy, Skillicorn, Southwell

Federer and Underwood joined the meeting via Zoom.

Commissioners Absent

Abraham, Shah

Stewards & Staff Present

Frystak, S. Young

Members of the Public Present

None

Meeting Minutes Review/Approval - Southwell

The December 2023 minutes were reviewed. Healy moved to approve the minutes as presented. Skillicorn seconded the motion. The December 2023 minutes were approved unanimously.

Treasury/Budgeting/Banking/Insurance

Financial Reports – Young/Southwell

The financial reports for December 2023 were reviewed and discussed at the meeting. Healy questioned the ending balance for the UBS account. Young noted it was incorrect as stated due to conflicts in how the UBS website displays account position. The financial reports will be updated with accurate numbers. Healy will contact UBS to resolve and reconcile.

Healy moved to postpone any acceptance of the December financial reports until the next board meeting. Skillicorn seconded the motion.

Chart of Accounts Draft/Proposal - Southwell

Southwell circulated his initial thoughts regarding the chart of accounts, built off the budget planner. Visibility into where and how money is spent is very important. Southwell will work with Healy, Frystak and Young to continue the project. Southwell asked if there were any concerns, there were none.

Legal/Intergovernmental – Southwell

Intergovernmental Agreements, activity – State of Il/DOT, VHW, Ela, VOLG

No activity with IGA, State of IL, Ela Township, Hawthorn Woods.

FOIA Requests – Young

No FOIA requests were received.

Programs and Events - Frystak

Ongoing programs update

Frystak presented the final results for Fall 2023. Registrations have been going up. Surveys are being sent out at the end of each program session for feedback. The Session with Santa was a great success. Pictures of the event were provided. Winter programs are starting within the next week or two. New programs added; Family Fun Night, Men’s Basketball league, 4v4 soccer.

Frystak will be working on a spring event and will present ideas at the February meeting.

Community Engagement/Communications – Healy

The January Stroll magazine will feature: “Fun and Games with the Park District in 2024.” For February’s Stroll, Underwood submitted an article: “Hidden History Behind Open Spaces”, about Lemmon Hill and Longview Meadow and what happened decades ago before the properties became open spaces. Frystak submitted photos from the Sessions with Santa event for a holiday collage.

BSA Projects/Volunteer Activities – Healy/Shah/Skillicorn

Elizabeth Abraham contacted Healy regarding her scout project. She sent a picture of the QR code/tree ID example for the project. There are 15 trees that will be identified at Reed-Turner Woodland. Healy stated it should be green or brown. This was discussed and all were in favor of having it be brown. Healy will follow up with Abraham.

A college student contacted the Park District about wanting to volunteer for the PD during the summer break. Healy reached out to the student to discuss ideas; trimming back trails at Hayrake Trail or Reed Turner, working on the beaver cages around trees, etc. Skillicorn offered to work with this volunteer when the time comes.

Strategy/Branding/Constituent Awareness – Southwell

Roadside Property Signage Update

Healy and Southwell attended the Village Architectural meeting to discuss permitting, setbacks and appearance of the signs. The members of the committee approved the design and were very complimentary. The chair person asked to resolve the constituent’s complaints at the meeting. Mr. Finch asked that the sign near Buffalo Creek Park be moved 3 to 4 feet west of the trail and offered to pay for the expenses involved with moving the sign. After the meeting, Finch contacted Southwell, saying he would lift his objection to the placement of the sign. An update on placement approval will be given at the next board meeting.

President’s Report – Southwell

“SAM” Number and related Governmental Registrations

The grant for the parking lot renovation expires at the end of December. Southwell asked for an extension to finalize the grant and receive payment.

IL D.O.T. Request for our determination of De Minimis impact regarding plans for “improvements” at IL22/83.

No response has been received from IL D.O.T.

IL D.O.T. Deed-Over of “Mitigation Property” to LGPD

Bill Jacobs, Village of Long Grove, suggested VOLG/LGPD contact the State Representative to help motivate the IDOT deed-over of the mitigation property.

Vision/potential new projects, offerings 2024 and beyond

Southwell presented a working draft of potential projects, vision for the Park District in 2024; fire pit at Lemmon Hill, port-a-potty at RTW and LH, small courts for pickleball at LH, extend Hayrake trail, acquisition of IDOT mitigation property and more. Healy suggested adding a playground due to the younger demographic of new citizens moving to Long Grove. These will be discussed at the next meeting.

Potential attendance at IAPD/IPRA Annual Conference, January 25-27, in Chicago.

Information regarding the upcoming IAPD/IPRA annual conference and meetings listing potential sessions of interest was provided. Southwell is planning on attending and suggested Frystak might also attend. All were in favor of the Park District paying for fees of seminars.

Re-up Lease with ComEd

The lease with ComEd is expiring at the end of July. The lease is for the right to utilize the road into the ball field at Gridley and Cell Tower site. Significant documentation will need to be filled out and returned. There is a $1500 review fee which is non-negotiable.

Parks, Open Lands Property Management – Healy/Southwell

Reed-Turner Woodlands

Tallgrass cleared brush on the green trail and was either burned by the trail or moved to the burn site by the butterfly garden.

Roadside Teasel

Tallgrass will not be treating teasel along the roadsides going forward. Lake County Forest Preserves gave Healy a list of providers who would do roadside work. Bids were received. Healy recommended working with McGinty Brothers in Long Grove. Healy submitted a grant request for teasel removal to the Village of Long Grove for 2024 in the amount of $13,500 and is awaiting a response.

Old Business

Discussion around updating strategy for public use of facilities

Southwell is working on finalizing the plan and will circulate a draft to be reviewed and then will bring it before the Board to approve.

Proposed Seasonal Rental/Installation of Porta-Potty at RTW (discussion for consideration only)

Southwell will ask M. Young to look for potential locations at RTW that would be somewhat out of sight and easily accessible for maintenance.

Discussion around potential support for/participation in, Parking Lot rebuild/expansion adjacent to B. C. Park

No further updates. Bill Jacob/Village of LG was notified that the Park District is agreeable to the plans as currently understood from the Business Group, with certain conditions.

Potential Intergovernmental Agreement with D96

Southwell will work with Frystak to develop a plan to present to District 96.

New Business

None.

Motion to Enter Closed Session

By: Healy

Seconded: Skillicorn

Closed Session entered at 7:49 p.m.

Returned to Open-Session at 7:53 p.m.

Motion

I move to recognize and reward the exceptional efforts contributed and results achieved by our three part-time, hourly employees in 2023 with a combination of Merit-Increases and one-time, cash bonuses. Specifically, Merit increases of 5.0% on hourly rates for S. Young, M. Young and A. Frystak in 2024, and Bonuses of 8% of each employee’s gross/base 2023 wages (dollar amounts calculated by multiplying each employee’s 2023 hourly rate x hours worked in 2023 x 0.08). Bonuses thus amounting to: $1,141.14 for S. Young, $973.46 for M. Young and $2,095.54 for A Frystak. (All amounts Gross). Further recognizing exceptional results in planning, marketing and start-up of our Programs and Events offerings, awarding an additional bonus of $1,000 (Gross) to A. Frystak.

Motion Made By: Healy

Seconded By: Skillicorn

Roll-Call Ballot:

Abraham: Absent

Federer: Yes

Healy: Yes

Shah: Absent

Skillicorn: Yes

Southwell: Yes

Underwood: Yes

Adjournment of Meeting

Healy moved to adjourn the meeting. Skillicorn seconded the motion. The meeting was adjourned at 7:55 p.m.

Respectfully submitted,

Stephanie Young, Recording Secretary

Long Grove Park District – Meeting Minutes

December 11, 2023

The meeting was called to order by James Southwell, President, at 6:32 p.m.

Roll Call

Commissioners Present

Federer, Healy, Skillicorn, Southwell, Underwood (Skillicorn left at 7:15)

Commissioners Absent

Abraham, Shah

Stewards & Staff Present

S. Young

Members of the Public Present

None

Meeting Minutes Review/Approval - Southwell

The November 2023 minutes were reviewed. Healy moved to approve the minutes with one minor

change made. Skillicorn seconded the motion. The November 2023 minutes were approved

unanimously.

Treasury/Banking/Insurance

Financial Reports – Young/Southwell

The financial reports for November 2023 were reviewed and discussed at the meeting. Underwood

moved to accept the November financial reports as presented. Skillicorn seconded the motion. The

financial reports for November 2023 were accepted unanimously.

Accounting, Bookkeeping/Quickbooks strategy - Healy/Young/Frystak

Frystak was not at the meeting to discuss. Southwell asked if there were any immediate concerns to

discuss. There were none. An update will be provided at the January meeting.

Legal/Intergovernmental – Southwell

Intergovernmental Agreements, activity – State of Il/DOT, VHW, Ela, VOLG

No updates. There has been no activity regarding the mitigation property transfer. The contact at IL

DOT is no longer there. Southwell will reach out to Bill Jacob/Village of Long Grove to make him aware

that the Park District is not holding up work at Route 22/83 and to provide an update on

communications between the Park District and IL DOT.

Southwell and Frystak will meet to develop an Intergovernmental Agreement for District 96 regarding

use of spaces at the schools for Park District programs.

FOIA Requests – Young

None received.

Programs and Events - Frystak

Frystak provided an update prior to the meeting. Healy presented the information to the board

members. The “Sessions with Santa” on December 2 nd was sold out. There were 24 families who

participated. This was held at the gazebo in Buffalo Creek Park.

Fall programs will be completed by mid-December. Winter/early spring programs have been posted and

registrations are being accepted. Fall financials will be provided at the next board meeting.

Community Engagement/Communications – Healy

Articles were submitted to Stroll and The Bridge; “Fun & Games with the Park District in 2024” and “Fun

Facts about Long Grove Park District.” Healy asked for ideas for the February Stroll magazine.

BSA Projects/Volunteer Activities – Healy/Skillicorn/Shah

Healy spoke to Rick Boardman, scout leader, regarding replacing trail signs that were stolen or damaged.

They are working towards having them done by the spring. Tamper-proof signs would be ideal.

Healy has not had any further contact with E. Abraham regarding her Eagle Scout project.

Strategy/Branding/Constituent Awareness – Southwell

Healy has been working with the Village of Long Grove to get more information on permits, architectural

review, distances from property lines and will ask for requirements to possibly be waived. Healy and

Southwell will attend the December 18 th VOLG Architectural Commission meeting to provide information

about the new Park District’s property signage.

President’s Report – Southwell

“SAM” Number and related Governmental Registrations

Southwell will be making phone calls this week to follow up on the submission made almost a year ago.

Reporting has been updated and sent to the State. The grant expires at the end of December. An

extension may be needed to finalize the grant and receive payment.

IL D.O.T. Request for our determination of De Minimis impact re their plans for “improvements” at

IL83/22

No recent contact from IL DOT. The Park District’s concerns and suggestions were submitted in

September.

IL D.O.T. Deed-Over of “Mitigation Property” to LGPD

No updates.

Parks, Open Lands Property Management – Healy/Southwell

M. Young has completed winterizing the Lemmon Hill pump. The septic tank and well house were

serviced at Reed-Turner. The line to the septic tank may need to be replaced. Quotes will be obtained.

Work to be done in the spring if required. Scoping the line will be done prior.

Healy reported Tallgrass was clearing brush by the pump house down to the creek at RTW. They are

watching for good weather to do a burn in the next week or two.

Healy reviewed the management plan for 2024 with Southwell. Plans include a burn at Buffalo Creek

Park, last burn there was 3 years ago, and high mowing at Longview Meadow by Tallgrass in the north

section. Southwell suggested brush clearing from the road at Oak Grove Rd to allow residents to hike in

LVM. Tallgrass will clear a path and will provide a quote. Work at Gridley Field to include high mowing

under the power lines, trails to be improved. At RTW, burning and brush clearing. Healy stated this all

should be under the amount budgeted for FY23/24; $45,000. Healy will apply for another grant from

the Village of Long Grove for teasel removal along Village, County, State roadsides as in past years.

Old Business

Discussion around updating strategy for Public-Use of Facilities

The draft rental agreement was briefly discussed at the meeting. Southwell will be in contact with

Frystak to discuss further and make changes. The updated agreement will be presented at the next

board meeting.

Proposed Replacement of failing fence, Trail re-alignment, related clean-up at BCP (along RPC Road, W

of Bridge)

The fence at BCP along Robert Parker Coffin Rd is rotted out, falling down and needs to be replaced.

Southwell would like to line up the trails from BCP, over the bridge, close to the Historical Society

building. The fence will need to be redesigned. Healy stated she would like to have an arbor installed.

Plan will be to replace the fence in the spring/summer of 2024.

Proposed Seasonal Rental/Installation of Porta-Potty at RTW (initial discussion for consideration only

Briefly discussed. All were in favor of placing a porta-potty at RTW, more than likely by the garage. It

will need to be accessible for service.

New Business

Discussion around potential support for/participation in, Parking Lot rebuild/expansion adjacent to B. C.

Park:

Southwell and Underwood met with Ryan Messner to review plans for the prospective parking lot

project behind neighboring businesses and adjacent to BCP, making it a municipal parking lot.

Messner’s current vision is that VOLG would undertake engineering and provide substantial financial

support for the project. Public toilets would be installed. The Park District would negotiate and seek to

have dedicated parking, and formal/deeded service-vehicle access to BCP. More information to follow.

Adjournment of Meeting

Underwood moved to adjourn the meeting. Federer seconded the motion. The meeting was adjourned

at 8:02 p.m.

Respectfully submitted,

Stephanie Young, Recording Secretary

Long Grove Park District – Meeting Minutes

November 13, 2023

The meeting was called to order by James Southwell, President, at 6:33 p.m.

Roll Call

Commissioners Present

Federer, Healy, Shah, Skillicorn, Southwell, Underwood

Commissioners Absent

Abraham

Stewards & Staff Present

Frystak, S. Young

Members of the Public Present

None

Meeting Minutes Review/Approval - Southwell

The September 2023 minutes were reviewed. Underwood moved to approve the minutes as presented. Healy seconded the motion. The September 2023 minutes were approved unanimously.

Treasury/Banking/Insurance

Financial Reports – Young/Southwell

The financial reports for September 2023 were reviewed and discussed at the meeting. All questions were answered. Healy moved to accept the September financial reports as presented. Underwood seconded the motion. The financial reports for September 2023 were accepted unanimously.

The financial reports for October 2023 were reviewed and discussed. Underwood moved to accept the October financial reports as presented. Skillicorn seconded the motion. The financial reports for October 2023 were accepted unanimously.

Accounting, Bookkeeping/Quickbooks strategy - Healy/Young/Southwell

Southwell will meet with Frystak and S. Young to discuss chart of accounts and reporting. Discussion regarding having the budget tied to Quickbooks. Federer and Healy stated they would like to attend the meeting.

UBS

Healy reported that a $70,000 CD came due on 11/9/23. Put $20,000 in core savings account paying 4.5%; $50,000 in a 12 month CD paying 5.5%. UMass 5 College Fed Credit Union. NCUA Insured. Same security as FDIC insured. Matures 11/22/24.

Legal/Intergovernmental – Southwell

Intergovernmental Agreements, activity – State of Il/DOT, VHW, Ela, VOLG

Southwell reported he has had no contact with the IL DOT representative regarding the mitigation property and Route 22 & 83 improvements after contacting them with the Park District’s concerns and requests.

Frystak met with the director of facilities at District 96 to discuss having an intergovernmental agreement between the Park District and District 96 for use of the school gyms and fields. Frystak was told that without an IGA the Park District will not be able to rent their facilities. Frystak will follow up and report back at the next meeting with more information.

FOIA Requests – Young

No FOIA requests received.

Programs and Events - Frystak

“Wicked Woodlands” Event Outcomes, Results

The event was a great success. Approximately $2,000 gross was raised. A final total of expenses was not available yet but many of the items purchased for the event will be used next year. There were 34 volunteers.

Holiday 2023 Santa Event

“Sessions with Santa” will be held on December 2nd from 10 a.m. to 2 p.m. at the gazebo in Buffalo Creek Park. There will be 10-minute sessions for each family. The event is almost sold out, only 3 spots are available.

Ongoing Programs Update

Frystak provided final results for summer programs. All fall programs are running and the winter program guide has been posted on the website. New registrations are coming in.

Community Engagement/Communications – Healy

Articles were submitted for the November issue of Stroll; “Kids Having a Blast at LGPD programs, “Scout Renews Boardwalk at Reed-Turner Woodland.”

Healy and Frystak met with the new communications firm that the Village of Long Grove uses to talk about opportunities to provide news about the Park District. Healy sent them an article for the December issue of the Bridge; “Fun Facts about Long Grove Park District.”

BSA Projects/Volunteer Activities – Shah/Healy/Skillicorn

Healy asked Elizabeth Abraham for an update on the Tree I.D. Project. She came back and said she wanted to start fundraising but wanted to know how much the Park District would be willing to contribute. Healy told her to get the quotes for the 15 Tree I.D. Tags, 15 metal poles, 2 trailhead signs and 2 wooden stakes., and then they could talk about it. Southwell stated it should not exceed 50%.

Healy reported that trail signs are disappearing at RTW, due to theft. She contacted Rick Boardman of the Scouts, asking if he had a scout who would make trail signs. He said it wouldn’t qualify for an Eagle Scout project, but they would do it as a service project. Healy provided a list of trail signs needed plus extras.

Shah noted the trails at RTW are covered with leaves. It is not a good time to put wood chips down. Shah asked for other ideas for volunteer days.

Strategy/Branding/Constituent Awareness – Southwell

Roadside Property Signage Update

Holes were drilled and sign posts were installed at 11 of 13 properties. Vinyl Graphics are being produced and will be installed on Sign Boards once completed.

Prior to drilling, JULIE came out to mark spots at each location. Southwell worked with Geoff and GHA Engineering (VOLG and LGPD Retained Engineers) who provided recommended set-backs for sign post installations. Sign posts were installed either in Legacy locations and/or according to set-backs recommended.

Subsequent to installations, Southwell received an email from Art Osten, interim Village Manager, notifying LGPD that approvals and permits are required and that work must stop until an application is submitted. A resident had contacted the Village to make a complaint about the signage under construction at Buffalo Creek Park. Healy and Underwood will respond to the email and will look into the application. Southwell stated he would like this expedited.

President’s Report – Southwell

“SAM” Number and related Governmental Registrations

No update.

Discussion around updating strategy for Public-Use of Facilities - Defer to December 2023

Southwell will send out a matrix before the next board meeting to be reviewed and discussed.

IL D.O.T. Request for our determination of De Minimis impact re their plans for “improvements” at IL83/22

No contact from IL DOT. Representative has been gone for the past 30 days.

IL D.O.T. Deed-Over of “Mitigation Property” to LGPD

No contact from IL DOT. Representative has been gone for the past 30 days.

Parks, Open Lands Property Management – Healy/Southwell

Work has been done at RTW, BCP, LVM and Gridley the past 2 months and is mostly done for the fall. A burn at RTW will be scheduled. This will be done at the sedge meadow and McHenry Triangle.

Healy is obtaining proposals for work to be done in 2024. A grant will be needed for work that needs to be done at Longview Meadow. Healy will meet with Southwell to discuss and will make recommendations at the December meeting.

M. Young has been working with Del Rio’s and Woody’s Tree Service at BCP and RTW. Dead trees were taken down due to safety concerns, trees trimmed and general cleanup.

New Business

Proposed Replacement of failing fence, related clean-up at BCP (along RPC Road, W of Bridge)

The fence along Robert Parker Coffin Road west of the bridge is rotting and has fallen down multiple times. It needs to be replaced. M. Young has obtained quotes/proposals. All agreed that the work needs to be done. ???? made a motion to support replacement of the split fence by BCP along RPC Road not to exceed $10,000. Skillicorn seconded the motion. Motion passed unanimously.

Proposed Seasonal Rental/Installation of Porta-Potty at RTW (initial discussion for consideration only)

Southwell asked all board members to think about where to put a porta-potty, if needed. To be discussed at the next meeting.

Potential Reconstruction and Formalization of Additional Village Parking adjacent to Buffalo Creek Park. Underwood was contacted by Ryan Messner, owner of the State Farm Insurance agency in downtown Long Grove. He and another Historic Downtown LGBA member have purchased empty buildings along the Northside of RPC Road, east of the Bridge and are planning to renovate the structures. They will be asking the Village of LG to turn the space behind the buildings into a municipal parking lot, combining the existing parking lots (various ownership). The owners of the Village Tavern, Country House and Visitor Center are all open to the idea. Messner wanted to reach out to the Park District for initial indications of support also. An easement, or land contribution may be needed from the Park District for the parking lot expansion and renovation. Messner would like to meet with Underwood and Southwell in the future to discuss. Underwood asked board members if there would be any interest in this. No one is against the project at this time but more information is needed as far as the scope of the project, design, etc. Underwood and Southwell will meet with Messner to learn more, discuss and report-back.

Adjournment of Meeting

Healy moved to adjourn the meeting. Skillicorn seconded the motion. The meeting was adjourned at 8:10 p.m.

Respectfully submitted,

Stephanie Young, Recording Secretary

Call to order, Roll Call: Southwell

Items from Audience: Guest (s)

(Limited to maximum 3 minutes per guest, maximum is 10 minutes total).

Meeting Minutes review/approval: Southwell

• Sept 2023

Treasury/Budgeting/Banking/Insurance:

• Financial Reports: Sept 2023 Young/Southwell

• Accounting/Quickbooks strategy Healy/Young/Southwell

Legal/Intergovernmental: Southwell et al

• Intergovernmental Agreements, activity – State of Il/DOT, VHW, Ela, VOLG, D96

• F.O.I.A. Requests/Responses Young

Programs and Events:

• “Wicked Woodlands” Outcomes, Results Frystak

• Holiday-2023 Prospective Event?

• Ongoing Programs Update

Community Engagement, Communications: Healy

BSA Projects/Volunteer Activities: Shah/Healy/Skillicorn

Strategy/Branding/Constituent Awareness: Southwell

President’s Report: Southwell

• “SAM” Number and related Governmental Registrations – Defer to Oct23

• Discussion around updating strategy for Public-Use of Facilities

• IL D.O.T. Request for our determination of De Minimis impact re their plans for “improvements” at IL83/22

• IL D.O.T. Deed-Over of “Mitigation Property” to LGPD

• Roadside Signage Update

• Proposed Seasonal Rental/Installation of Porta-Potty at RTW

Parks, Open-Lands Property Management:

● Updates: RTW, BCP, LVM, L-H, Mit. Area Healy/Southwell/et al

Old Business:

• Discussion around updating strategy for Public-Use of Facilities

New Business:

Move to Closed-Session

Return to Open Session

Adjournment

Long Grove Park District – Meeting Minutes

September 11, 2023

The meeting was called to order by James Southwell, President, at 6:37 p.m.

Roll Call

Commissioners Present

Healy, Shah, Skillicorn, Southwell, Underwood

Federer joined the meeting via Zoom.

Commissioners Absent

Abraham

Stewards & Staff Present

Frystak, Young

Members of the Public Present

None

Meeting Minutes Review/Approval - Southwell

The August 2023 minutes were reviewed. Healy moved to approve the minutes as presented. Underwood seconded the motion. The August 2023 minutes were approved unanimously.

Treasury/Budgeting/Banking/Insurance

Financial Reports – Young/Southwell

The operations account financial reports for July and August 2023 were reviewed and discussed at the meeting. Healy moved to accept the July and August operations account financial reports as presented. Skillicorn seconded the motion. The financial reports for July and August 2023 were accepted unanimously.

Accounting, Bookkeeping/Quickbooks strategy - Healy/Young/Southwell

Frystak reported that one of the issues with the recreation account and Stripe has been identified. Frystak contacted the accountant asking for advice. A meeting will be scheduled with the accountant, Frystak and Young in the near future to resolve the matter.

Financial Plan Development FY23-24 – Southwell

The draft budget tracker was sent out prior to the board meeting for commissioners to review. New line items were added to breakdown costs. These will be added to the chart of accounts. The draft budget was reviewed and discussed.

Approval of FY23-24 Budget

I, Janet Healy, move to adopt the proposed Long Grove Park District financial plan and budget as presented for the upcoming 2023-2024 fiscal year. Shah seconded the motion. Motion to approve the FY23-24 budget passed unanimously.

Legal/Intergovernmental – Southwell

Intergovernmental Agreements, activity – State of Il/DOT, VHW, Ela, VOLG

No updates regarding VHW, Ela Township, Village of Long Grove

Frystak was contacted by Sam Miranda, Director of Facilities, at District 96. He stated he would like to have an Intergovernmental Agreement with LGPD for use of the school district facilities. Frystak will schedule a meeting to discuss further.

FOIA Requests – Young

No requests received.

Southwell reported a subpoena had been received requesting financial information for an ongoing legal case with a Park District vendor. All information was sent to the lawyer and this has been resolved.

Programs and Events – Frystak

An update on fall programs was reviewed. Programs have started or will be starting in the next week. For the Wicked Woodlands event October 7th, 80 tickets have been sold as of now. Volunteers and sponsors are needed.

Frystak will provide a breakdown of summer programs at the next board meeting.

Old Business

LGPD Policy-Set periodic-review, draft new ethics policy, training – consideration of adoption

An updated draft of the code of conduct and ethics policy was sent out prior to the meeting for all to review. Southwell contacted Adam Simon, LGPD lawyer, to confirm this is in compliance with the State of IL. The Video Surveillance Policy document was also incorporated into the draft. This was reviewed and discussed.

Adoption of the Long Grove Park District Ethics Policy and Code of Conduct

I, Angie Underwood, move to immediately replace the current policy and adopt the proposed, updated and revised LGPD Ethics Policy and Code of Conduct as presented. Healy seconded the motion. Motion to adopt the 2023 updated LGPD Ethics Policy and Code of Conduct passed unanimously.

IL D.O.T. request for our determination of De Minimis impact regarding their plans for improvements at IL 83/22.

Communications between Southwell, state representatives and IL DOT were reviewed and discussed. Southwell presented the Park District’s concerns and ideas regarding the improvements at 83/22 and also the deed-over of the mitigation site. Bill Jacobs from the Village of Long Grove contacted Southwell. The Village would like to move forward with the improvements as soon as possible and asked if the Park District did not want to move forward. Southwell asked for help with finalizing the mitigation site deed over to the Park District from the State. Just prior to the board meeting, Southwell was contacted by T. Pelletier/IL D.O.T. with their response. This was reviewed and discussed. Healy and Underwood stated the Park District should continue to engage and negotiate with IDOT regarding improvements at IL 83/22.

Approval to authorize LGPD Board President to negotiate with IL D.O.T.

I, Angie Underwood, move to extend and expand the authorization of the LGPD Board President for up to 180 days to further negotiate, resolve remaining issues and successfully conclude an agreement with the IL D.O.T. regarding “improvements” at IL 83/22 with the objective of minimizing impact to Longview Meadow, timing essentially concurrent with successful conveyance of the IDOT “Mitigation Properties” (IL 83 and Oakwood) to the Long Grove Park District. Healy seconded the motion. The motion passed unanimously.

Community Engagement/Communications – Healy

Frystak submitted an article about the Wicked Woodlands event for the September issue of Stroll. Underwood submitted an article about rare birds spotted in Long Grove and at Longview Meadow for the October issue. Save the Date for the holiday event will be submitted for the November issue by Frystak.

BSA Projects/Volunteer Activities – Healy/Skillicorn/Shah

Healy reported Elizabeth Abraham is waiting for scout masters to sign off on her proposed project at RTW.

Strategy/Branding/Constituent Awareness – Southwell

Del Rio’s will drill post holes for the new LGPD property signs. Plan is for sign posts to be installed in late October.

Parks, Open Lands Property Management – Healy/Southwell

Updates: RTW, BCP, LVM, LH, Mitigation Area

RTW:

Healy and M. Young inspected the trails at RTW. Wood chips need to be placed on the trails. Shah will plan a volunteer day on September 23rd to chip trails.

Buffalo Creek Park

Tallgrass treated invasives at BCP. Healy noted work needs to be done; cleanup, remove dead limbs, plants by the bridge need to be trimmed back. Healy will contact Del Rio’s to have this done, as well as Woody’s Tree Service to take down dead trees.

Longview Meadow

The trails have not been well maintained and have grown in. Southwell will work with M. Young to blaze the trails, and Del Rio’s will cut them back and maintain going forward. Hayrake Trail also requires grown-in brush to be trimmed.

Oak Hills

The Park District was contacted by the Oak Hills HOA President regarding trees on the PD property they believe needed to be trimmed. Given the continuing nature of their periodic requests and expense in addressing, Southwell determined best plan would be to completely remove the offending and slowly dying Willows along the street. The trees were taken out by Woody’s Tree Service. To fully close-out, Del Rio’s has been asked to make turf repairs when time permits.

New Business

None

Adjournment of Meeting

Healy moved to adjourn the meeting. Shah seconded the motion. The meeting was adjourned at

8:07 p.m.

Respectfully submitted,

Stephanie Young, Recording Secretary

Long Grove Park District – Meeting Minutes

The meeting was called to order by James Southwell, President, at 6:36 p.m.

Roll Call

Commissioners Present

Healy, Shah, Skillicorn, Southwell, Underwood

Commissioners Absent

Abraham, Federer

Stewards & Staff Present

Young

Members of the Public Present

None

Meeting Minutes Review/Approval - Southwell

The draft Minutes of the July 2023 meeting were reviewed. Underwood moved to approve the minutes as presented. Healy seconded the motion. The Minutes of the July 2023 meeting were approved unanimously, as presented.

Treasury/Budgeting/Banking/Insurance

Financial Reports – Young/Southwell

The financial reports for July 2023 were reviewed and discussed at the meeting. Skillicorn moved to defer consideration of the July financial reports until the next board meeting. Healy seconded the motion. All were in favor, Motion passed.

Accounting, Bookkeeping/Quickbooks strategy - Healy/Young/Southwell

Healy, Federer, Frystak and Young had a second meeting with the retained accounting firm at RTNC to go over day-to-day procedures, discussed updating the chart of accounts, switching to online Quickbooks, quarterly budget reports and payroll. Work to investigate and recommend enhancements will continue.

Healy contacted UBS regarding the CDs that have matured and are in a cash account. These will be moved to CDs with rates of 5.25 – 5.3%. Half will go into a 5 to 7-month CD and half into a 12-month CD.

Shah offered to work with Young on the chart of accounts.

Financial Plan Development FY23/24

Southwell asked for assistance with developing the new budget. Underwood volunteered to help with budget review. Will need to contact contractors to determine FY23-24 costs. Young will run reports for actual spending in FY22-23 by category/contractors.

Legal/Intergovernmental – Southwell

Intergovernmental Agreements, activity – State of Il/DOT, VHW, Ela, VOLG

No activity to report.

Underwood is researching impact fees that are due from the Village of Long Grove.

FOIA Requests – Young

No requests have been received.

Programs and Events - Frystak

Frystak sent out an update prior to the meeting. Fall programs are now live on the website and registrations are being accepted. There are 24 programs being offered. A webpage was created for the Wicked Woodlands event. Frystak will be reaching out to local businesses for sponsorships and promotion. A recap of summer programs will be provided at the next meeting.

Old Business

LGPD Policy Set Review, Draft New Ethics Policy, Training

Southwell provided a draft ethics policy written by Adam Simon prior to the meeting for board members to review. Items included in the draft are those that are required for all commissioners and officers to be trained on. This is to ensure that the Park District is in full compliance with all statutes and regulations that apply to governmental entities by the State of IL. Southwell requested everyone be prepared to discuss and vote on the ethics policy at the next meeting.

Fly-dumping prevention, LH dumpster shed, video monitoring

There has been considerable fly-dumping at Lemmon-Hill recently, and unpermitted access along with campfires at Gridley ball field. One lock at Gridley had been removed by a Contractor/lessee and replaced with a zip-tie. M. Young will purchase and place new locks at Gridley to secure the gate, additional signage will be posted stating that access is only by Permit, any other will be considered Trespassing.

“SAM” number and related Governmental Registrations

Southwell received information through the State to help with obtaining a SAM number for reimbursement of the parking lot renovation at RTW.

Discussion regarding updating strategy for Public-Use of Facilities

Frystak sent out a draft policy with rules and regulations prior to the meeting. Southwell asked for input on types of groups/classes that would be a good fit for renting out RTNC. Scope: Teaching, educational, youth-oriented community groups, scouts, Long Grove residents. Southwell will work with Frystak and Young to finalize over next several months.

IL D.O.T. request for determination of De Minimis impact regarding plans for “improvements” at IL83/22.

Southwell spoke with Adam Simon. He reached out to the IDOT representative but has not heard back from them yet. There are no significant legal questions that need to be addressed. The Park District would like to bring closure to previously contracted-for deed-over of the IDOT mitigation property to LGPD concurrently with agreement around the IDOT proposed improvements at IL 83/22 impacting Long View Meadow. The Board of Commissioners developed a consensus around negotiating strategy and authorized Southwell to negotiate on behalf of LGPD, with the State of Illinois, toward a successful resolution of both matters.

Community Engagement/Communications – Healy

Frystak wrote a press release for the Wicked Woodlands event for the September issue of Stroll. Underwood will write an article on birds for the October issue. Healy suggested an article about what Longview Meadow offers; refuge for birds, endangered species.

Healy stated there is a need to offer support to Frystak for the Wicked Woodlands event; volunteers for the event, promotion, flyers.

BSA Projects/Volunteer Activities – Healy/Skillicorn/Shah

Healy is working with Elizabeth Abraham on a scout project. Healy gave Abraham a comprehensive list of expectations and is waiting for a response.

Shah will be scheduling work days in the coming weeks.

Strategy/Branding/Constituent Awareness – Southwell

Installation of the new property signs is scheduled to be accomplished between late September and mid-October.

President’s Report – Southwell

Lemmon Hill

Parking lot asphalt at LH needs repair, pot holes need to be filled in.

Longview Meadow

The paths at LVM have grown in unintentionally. M. Young and Southwell will work with Del Rio’s to blaze the trails that need to be opened-up.

Gridley ball field

Turf was cut and removed to expand the infield to appropriate size. The infields were hit twice with Groundclear and Roundup. Baseball mix will be installed and bases will be put in. Plan is to have restoration completed for Spring 2024, and will be for organized/permit-use only.

Mitigation Site/Gridley Farm

High mowing of areas adjacent to entrance and Ball-fields will be sought for late Sept-early Oct 2023. Brushy growth by the power lines at Gridley will be removed.

Turner Memorial

Southwell will work with M. Young on putting in a concrete base for the stand and sign. Proposal to put a bench by the memorial was discussed.

Video Surveillance Policy

A draft video surveillance policy document prior to the meeting for review. Southwell asked for input from the board regarding video monitoring at the barn and garage at LH and also for the parking lot and garage at RTW. Signs would need to be placed. Discussion was held. Skillicorn suggested motion sensor lights be used at RTW parking lot. This will be discussed further at the next meeting.

Parks, Open Lands Property Management – Healy/Southwell

Reed-Turner Woodland

Dead trees close to and overhanging the trails were taken down by Woody’s Tree Service. They were hauled out and chipped. Smaller, spindly trees in the oak grove were removed to allow sun to be let in to the preserve.

Longview Meadow

Tallgrass treated invasives at LVM.

Teasel

Tallgrass treated teasel at the mitigation site. Contracted work on Long Grove roadsides should be complete.

Buffalo Creek Park

Del Rio’s asked if they could limb up trees at BCP. It is difficult to mow in some areas. Southwell will meet with them before any work is to be done.

Tallgrass treated invasives on July 31st.

Adjournment of Meeting

Underwood moved to adjourn the meeting. Healy seconded the motion. The meeting was adjourned at 8:37 p.m.

Respectfully submitted,

Stephanie Young, Recording Secretary

Long Grove Park District – Meeting Minutes

July 14, 2023

The meeting was called to order by James Southwell, President, at 6:38 p.m.

Roll Call

Commissioners Present

Federer, Healy, Skillicorn, Southwell

Shah & Underwood joined the meeting via Zoom.

Commissioners Absent

Abraham

Stewards & Staff Present

Frystak, Young

Members of the Public Present

None

Meeting Minutes Review/Approval - Southwell

The June 2023 minutes were reviewed. Healy moved to approve the minutes as presented. Skillicorn seconded the motion. The June 2023 minutes were approved unanimously.

Treasury/Banking/Insurance

Financial Reports – Young/Southwell

The financial reports for June 2023 were reviewed and discussed at the meeting. Skillicorn moved to accept the June financial reports as presented. Healy seconded the motion. The financial reports for June 2023 were accepted unanimously.

Accounting, Bookkeeping/Quickbooks strategy -Healy/Young/Southwell

Healy, Underwood and Frystak met with an accounting firm to discuss the Park District’s accounting needs, ideas on how to streamline and simplify, upgrade bookkeeping and accounting practices and payroll. Another meeting will be held at LGPD to discuss day-to-day accounting procedures and to go over recommendations. Southwell and Federer stated they would like to attend the meeting.

Healy has been in contact with a UBS advisor. Purpose being to discuss making changes in order to attain a better return on Park District funds. Southwell asked that Healy to discuss with them further and to inquire about 6 and 12 month CDs, with intent and authorization to create a short to mid-term ladder. All agreed. Healy will call and will report findings at the next board meeting.

Legal/Intergovernmental – Southwell

Intergovernmental Agreements, activity – State of Il/DOT, VHW, Ela, VOLG

No activity, other than: 1. continuing attempts by Ancel-Glink to reach IDOT on the matter of the previously agreed transfer of the Mitigation Property, 2. Inquiry by and discussion with IDOT, at their request, regarding expansion of build-out at 22/83 and potential impacts on Longview Meadow, details later in Minutes.

FOIA Requests – Young

A FOIA request was received on 06-26-23 from NBC Chicago/Katy Smyser asking for information regarding all settlement agreements resolving FOIA lawsuits, judgments or other court orders requiring payment for attorney fees, claims made to an insurance company for coverage following a FOIA action. Healy responded to Ms. Smyser on June 29th stating that there were none/none of these items applies to LGPD. Ms. Smyser responded confirming receipt of the email.

Programs and Events – Frystak

Frystak reported all summer programs that were offered are running. Frystak is working on the fall programs and will present at the next meeting. Oak Leaf Cooperative School notified Frystak that they will not be holding nature classes after the current session is over. Frystak will look into a new company and/or instructor to run these classes.

No financial updates. Frystak proposed presenting the financials on a quarterly basis going forward.

Frystak is working on a fall event, “Wicked Woodlands”, to be held on October 7th at Reed-Turner Woodland. This will include games, crafts, snacks, a haunted hike, pumpkin painting and movie indoors. Volunteers and donations will be needed. It will be promoted in the Stroll magazine, social media, Daily Herald. Money will be needed for signage, food, etc. Federer moved to support Frystak with a budget not to exceed $750. Healy seconded the motion. The motion passed unanimously.

Old Business – Southwell

“Efficiency Committee” required by IL Statute – Applicability (?)

A bill was passed and went into effect recently. Southwell did not believe it applied to LGPD, but spoke with Adam Simon/Ancel-Glink about the requirements. He/we were assured that it did not apply to LGPD as the Park District is a non-taxing governmental entity.

Fly-dumping prevention, LH Dumpster Shed relo and re-construction?

There is an ongoing problem with refuse being dropped off at the Lemmon-Hill dumpster; car parts, paint, tires, organ. Southwell spoke to Adam Simon for advice on how to prevent this from occurring in the future; motion-activated video, lighting, signage, etc. Southwell will report on this at the next meeting.

“SAM” Number and related Governmental Registrations

A federal number is required, unique identifier, when applying for Federal and State grants. LGPD had one but it lapsed in the previous leadership transition. Southwell has reapplied for the number, but has not received a response for 7-8 months. A. Simon suggested asking an accountant or hiring an expert to help expedite the request.

Website Re-development, Uptake, Future Plans: Frystak

No update.

Discussion around updating strategy for Public-Use of Facilities

Southwell asked all commissioners to review and share opinions on the draft that Frystak had provided in the past. This will be discussed at the next meeting.

IL D.O.T. Request for our determination of De Minimis impact re their plans for “improvements” at IL83/22

Southwell met with IDOT to discuss proposed improvements they would like to make at Route 22 & 83. These include the addition or extension of turn lanes at the intersection, bicycle and pedestrian trails/sidewalks along the east side of northbound 83 and the south side of eastbound 22. A map was handed out with the proposed improvements. Concerns were discussed. More information is needed before making a decision, including design drawings. Southwell asked for support from the board members to move forward with contacting IDOT to go over questions, concerns and requests for more information. All were in favor.

Community Engagement/Communications – Healy

An article was submitted by Underwood for the August Stroll addition on walking paths in Long Grove. Frystak will submit an article for the September issue about the fall event.

BSA Projects/Volunteer Activities – Healy/Skillicorn/Shah

Healy is working with Elizabeth Abraham on a possible scout project; small signage with a QR code throughout RTW that would provide information on trees in the woodlands. Healy presented a mockup of the sign.

Strategy/Branding/Constituent Awareness – Southwell

No update.

Parks, Open Lands Property Management – Healy/Southwell

Healy and M. Young will be meeting with a tree service at RTW to get a quote on taking down dead trees near the paths and also trees around one oak grove. The trees will be laid down in the preserve or chipped.

Tallgrass treated teasel along Village roads and at the mitigation site.

New Business

Southwell will send an updated draft of policy set to board members regarding LGPD property, employees, officers and a commissioner handbook. He asked that everyone review and be ready to discuss at the next board meeting.

Adjournment of Meeting

Healy moved to adjourn the meeting. Skillicorn seconded the motion. The meeting was adjourned at 8:31 p.m.

Respectfully submitted,

Stephanie Young, Recording Secretary

Long Grove Park District – Meeting Minutes

June 12, 2023

The meeting was called to order by James Southwell, President, at 6:32 p.m.

Roll Call

Commissioners Present

Healy, Skillicorn, Southwell, Underwood

Skillicorn left at 8:06 p.m.

Commissioners Absent

Abraham, Federer, Shah

Stewards & Staff Present

Frystak, S. Young

Members of the Public Present

None

Meeting Minutes Review/Approval - Southwell

The May 2023 minutes were reviewed. Underwood moved to approve the minutes as presented. Healy seconded the motion. The May 2023 minutes were approved unanimously.

Treasury/Banking/Insurance-Southwell/Healy/Young

Financial Reports

The financial reports for April 2023 were reviewed and discussed at the meeting. All questions were answered. Skillicorn moved to accept the April 2023 financial reports as presented. Underwood seconded the motion. The financial reports for April 2023 were accepted unanimously.

The financial reports for May 2023 were reviewed and discussed at the meeting. Underwood moved to accept the May 2023 financial reports as presented. Healy seconded the motion. The financial reports for May 2023 were accepted unanimously.

Accounting, Bookkeeping/Quickbooks strategy

Healy met with Frystak and S. Young to discuss the need for hiring an accounting service or consulting service with more expertise regarding Quickbooks, setting up the chart of accounts properly, etc. Healy has received a few recommendations and will follow up with the companies. Southwell noted he would prefer an efficient, user-friendly system and structure that will support more a robust and graphical reporting system. Ideally also supporting efficient compliance reporting and auditing. All were in favor of moving forward.

Legal/Intergovernmental – Southwell

Intergovernmental Agreements, activity – State of Il/DOT, VHW, Ela, VOLG

Adam Simon reached out to the State of IL regarding the transfer of the mitigation property. He has not received a response.

FOIA Requests – S. Young

A FOIA request was received from the Better Government Association requesting information relating to the Park District’s payroll in 2021. Healy worked with Young to gather information and sent a response within the timeframe given.

Website Re-development, Uptake, Future Plans - Frystak

No update.

Programs and Events - Frystak

Frystak provided a handout with a breakdown of programs that were offered in the spring, current summer programs and classes that will be offered in the fall. Frystak also provided a breakdown of the number of participants in each class. Proposed special events for the fall and winter include “Wicked Woodlands” and “Santa Visit/Workshop.”

Community Engagement/Communications – Healy

Healy submitted an article about the Garden Club plant sale and asked for ideas for August issues. Underwood will submit an article before the June 25th deadline about walking trails and pathways in Long Grove along with photographs. If Frystak has any timely program/event news to report for this issue that hits mid-August, she will write an article as well, i.e. latest Explorer of the Month, with photos.

BSA Projects – Healy/Skillicorn

Skillicorn reported that Sebastian Cole completed his boardwalk project at RTW, and noted that Troop 140 will have 3 more scouts in the coming months who will want to do projects for the Park District.

Healy noted Elizabeth Abraham is working on an idea for her project which would be small signage with a QR code throughout RTW that would provide information on trees in the woodlands. Healy provided her a list of trees in RTW and will work with Sarah Schultz to identify them.

Volunteer Activities – Shah

No report.

Strategy/Branding/Constituent Awareness – Southwell

Signage

The sign posts and sign boards have been primed, painted and stained. Gewalt Hamilton provided a report with information on property lines, easements, distances from roadways for where the signs can be placed.

President’s Report – Southwell

RTW Parking Lot

Reporting for February, March and April has been completed and submitted. Southwell is still waiting for the Federal/SAM Entity Administrator request to be approved. Reimbursement from the State is on hold. Southwell will contact Adam Simon regarding a service who could assist us in being appropriately set-up to apply for, and to manage awarded Grants easily and in a compliant manner.

Lemmon-Hill

Asphalt spot repairs were made to the parking lot. M. Young is researching providers and proposals for replacing the dumpster enclosure. Recently, an organ, mattresses and tires were dumped in the parking lot at LH. M. Young will contact Waste Management to make a special pickup for these items.

Southwell will contact Adam Simon for recommendations on how to prevent this in the future; no trespassing signs, video surveillance.

Longview Meadow

Southwell was contacted by IL DOT in response to his letter that was sent months ago regarding the proposed vehicular, Bicycle and pedestrian “improvements” at 83 & 22 requesting to meet to review their improvement plans. He will arrange to meet with the IDOT team and view their presentation and proposals.

Gridley Field

Restoration is moving along. Starter fertilizer was applied by Del Rios, early in season. SavALawn treated weeds twice, in mid-Spring and early Summer 2023. We will be expanding the skinned-area of the infield to specified dimensions. To be followed by continued infield weed treatment and purchase/placement of four trailer loads of baseball-mix. Plan is to ask Ela Township to high-mow teasel and weeds under powerlines on leased portions in the fall so as to manage small woody brush, and enable Tallgrass to treat Teasel Rosettes in Spring 2024.

Turner Memorial

The steel monument was fabricated by JayR’s and the plaque was received. Southwell asked for input from board members as far as placement of the memorial sign and also for dates for the dedication.

Strategic – Rental Strategy

Frystak provided Healy and Young an initial draft of the proposed rental agreement to review. Frystak will send to all board members for input. Southwell stated he would like to focus on review and subsequent determination of the scope of offerings, by property, first.

Human Resource Policies

The HR policies adopted in 2022 should be re-reviewed. Southwell will ask all to review and have notes ready for the July board meeting. After the meeting, Southwell will ask Adam Simon to review for assurance of compliance and completeness. Once it is complete, the board will vote on approval at a future meeting.

Parks, Open Lands Property Management – Healy/Southwell

Tallgrass treated invasives at RTW, Buffalo Creek Park and the mitigation site. They also treated roadside teasel. They will treat Longview Meadow the week of June 12th.

Healy was contacted by Sarah Schultz regarding the stream leveler at RTW. She asked if the level could be lowered due to the water level being over sedge meadow plants. Skillicorn will contact Midwest Beaver to ask for their recommendations and report back.

Old Business

Impact fees are being researched and will be discussed at the next meeting.

New Business

Efficiency Committee

Update Only, as Quorum was lost at 8:06pm. Meeting became one-way, informational-only work-shop at this point.

A new statute by the State of Illinois requires Park Districts among other entities to form an “efficiency committee”. Southwell will contact A. Simon about the requirements, if any, given that our Park District is a non-taxing Governmental Entity.

Adjournment of Meeting

Underwood moved to adjourn the meeting. Healy seconded the motion. The meeting was adjourned at 8:13 p.m.

Respectfully submitted,

Stephanie Young, Recording Secretary

Long Grove Park District – Meeting Minutes

May 8, 2023

The meeting was called to order by James Southwell, President, at 6:36 p.m.

Roll Call

Commissioners Present

Federer, Healy, Shah, Skillicorn, Southwell, Underwood

Commissioners Absent

Abraham

Stewards & Staff Present

Frystak, Young

Members of the Public Present

None

Meeting Minutes Review/Approval - Southwell

The April 2023 minutes were reviewed. Underwood moved to approve the minutes as presented. Healy seconded the motion. The April 2023 minutes were approved unanimously.

Treasury/Banking/Insurance – Southwell/Young

Financial Reports

The financial reports for March 2023 were reviewed and discussed at the meeting. At the last meeting, Underwood asked about the $118,000 YOY difference on the statement of equity. Healy sent an explanation prior to the board meeting that this difference was mainly due to the parking lot renovation expenses of $97,541, a payroll increase of $18,000 and there was quite a bit of tree work done, approximately $10,000. The Park District is expecting to be reimbursed by the State of IL for approximately half of what was spent on the parking lot.

Underwood moved to accept the March 2023 financial reports as presented. Healy seconded the motion. The financial reports for March 2023 were accepted unanimously.

The financial reports for April 2023 were not completed. Frystak reported the recreation financials were off due to an issue with importing the Stripe deposits incorrectly. Frystak and Young are working to correct the error and new financial reports will be sent out once this is done. It was decided to postpone voting to accept the March financial reports until the next board meeting.

AP, Bookkeeping/Quickbooks Process Review – Shah/Young/Southwell

Federer will meet with Frystak to discuss Quickbooks, chart of accounts and potentially switching to accrual-based accounting.

Legal/Intergovernmental – Southwell

Election Results, Swearing-In of Commissioners

Young reported receiving the certified Abstract of Votes from the Lake County Clerk’s office. All commissioners who ran for their position were re-elected. Federer, Skillicorn and Underwood were sworn in. Abraham will be sworn in at the next meeting.

Statement of Economic Interest Filings/Compliance

Young reported all commissioners are compliant with SEI for 2023.

Intergovernmental Agreements – State of Il/DOT, VHW, Ela, VOLG

No updates or new activity.

FOIA Requests – Young

None received.

Website Re-development, Uptake - Frystak

Frystak noted traffic is down a bit but the view rate is good, approximately 1,500 visits in April. One marketing campaign for summer programs was sent out recently. Frystak plans to post twice weekly for new programs and events.

Recreation Programs – Frystak

Frystak presented a breakdown of programs running, fees collected and margins. There were 4 classes that were canceled due to low enrollment and a lack of response from 5 Star Sports regarding these classes as well as others. Frystak met with Hot Shots, another sports company, who works with 80+ different park districts. Their number one priority is customer service. Another meeting will be scheduled to discuss future programs.

Community Engagement/Communications – Healy

An article regarding the Long Grove Pharmaceuticals Volunteer workday that was held at Buffalo Creek Park will run in the June issue of Stroll. Healy asked for ideas for future issues. Underwood suggested doing a word search of nature items. Other suggestions were articles about the new pickleball and baseball programs being held with Hawthorn Woods Park District.

BSA Projects/Volunteer Activities – Healy/Shah/Skillicorn

Shah is working on setting up a work day at RTW to chip the trails. She will contact M. Young regarding possible dates.

There was a discussion about pulling garlic mustard. Federer, Shah and Skillicorn expressed interest in helping with this.

Sebastian Cole turned in the paperwork for his project. Healy noted he needs to be more specific with the plan. Once it has been sent in, Healy or Skillicorn will sign off on the project and Skillicorn will work with Sebastian going forward.

Federer and Healy will be working with Elizabeth Abraham on a project, possibly signage that will explain different elements of RTW; flowers, plants, wildlife. QR codes may be used as a way to be less obtrusive.

Strategy/Branding/Constituent Awareness – Southwell

Property Signage

The signs have been primed, sealed stained, painted and assembled. They were move to the barn at Lemmon Hill. The art for the signs is almost finished. Southwell will retain Gewalt-Hamilton to ask for assistance in determining minimum legal or advisable distances from roadways for installing signs at each property. JULIE will need to be contacted prior to hole-drilling and installation. There is still quite a bit of work to be done.

President’s Report – Southwell

Parking Lot

Southwell is still waiting to receive a SAM registration/number from the Federal Government.

Lemmon Hill

Southwell is working with M. Young on replacing/relocating the dumpster enclosure, concrete pad and in potentially combination with fence-screening of the port-a-potty.

Gridley Field

The work on the ball field is coming along. Starter fertilizer has been applied and baseball mix will be brought in for infield rehabilitation later in the season.

Turner Memorial

The plaque is finished. Discussion regarding where to place the steel monument was held. All agreed that for purposes of increased viewership it should be placed in a location along a trail behind the Nature Center, rather than adjacent to the house footprint.

Public Use of Facilities

Discussion was held on how to approach rentals for RTW, the gazebo at BCP and other properties as well as rules, regulations and fees. Baseball fields will be on a separate form. Frystak and Young will work on an updated rental policy and will send it to commissioners prior to the next meeting.

Parks, Open Lands Property Management – Healy/Southwell

Reed-Turner Woodland

Tallgrass recently worked at RTW treating poison ivy along the trails, reed canary grass and other invasives. Sarah Schultz has been pulling garlic mustard.

Federer, Healy and Underwood met at RTW to look at trees that were tagged by Sarah Schultz and Mary Zander. These are smaller trees that are surrounding large oak trees and harming them. More sun is needed in the woodland. The idea is to conservatively and strategically remove the least desirable trees. Healy asked for input. Southwell was concerned about potential loss of all/many oak trees in the future due to disease – and that if all non-Oak, non-Hickory trees are taken out now there might not be many mature trees remaining in the woodland. He would be open to trying a pilot project over a small area. This will be discussed further at a future meeting.

Mitigation Site

Tallgrass treated teasel at the mitigation site. Kent and Blanca Tinucci also worked at the site treating teasel in an area of special interest to them.

Adjournment of Meeting

Skillicorn moved to adjourn the meeting. Federer seconded the motion. The meeting was adjourned at 8:28 p.m.

Respectfully submitted,

Stephanie Young, Recording Secretary

The meeting was called to order by James Southwell, President, at 6:35 p.m.

Roll Call

Commissioners Present

Federer, Healy, Skillicorn, Southwell, Underwood.

Shah arrived at 6:44 p.m.

Commissioners Absent

Abraham

Stewards & Staff Present

Frystak, Young

Members of the Public Present

None

Meeting Minutes Review/Approval - Southwell

The March 2023 minutes were reviewed. Underwood moved to approve the minutes as presented.

Healy seconded the motion. The March 2023 minutes were approved unanimously.

Treasury/Banking/Insurance – Southwell/Young

Financial Reports

The financial reports for March 2023 were reviewed and discussed at the meeting. Underwood asked

about the $118K YOY differential on the Statement of Equity. Southwell stated it was in substantial part

related to the parking lot expense. Healy will research in more detail, and respond to the Board. It was

decided to postpone voting to accept the financial reports until the next board meeting.

AP, Bookkeeping/Quickbooks:

No updates.

Legal/Intergovernmental – Southwell

Results of Election

Abraham, Skillicorn and Underwood were re-elected to 4-year terms. Federer was re-elected to a 2-year

unexpired term. These commissioners will be sworn in at the May board meeting.

Statement of Economic Interest Filings/Compliance

Southwell reminded commissioners who have not completed the online filing for Statement of

Economic Interests to complete this as soon as possible. The deadline is May 1 st .

Intergovernmental Agreements-State of IL/DOT, VHW, Ela, VOLG

No updates.

2

FOIA Requests – Young

No FOIA requests received.

Programs & Events – Frystak

Frystak provided an update on current programs and events, and website traffic numbers. Revenue for

registrations is over $8000 currently. There have been 73 sign-ups for new programs. Frystak reported

the summer program guide will be posted in the next week. New programs include a babysitting safety

course, CPR and first aid classes, yoga for kids, nature painting and writing and sports camps.

Community Engagement/Communications – Healy

An article, “Spring Wildflowers, Sunshine and Summer Programs!” written by Frystak was submitted for

the May Stroll magazine.

BSA Projects/Volunteer Activities – Healy/Skillicorn/Shah

BSA Projects:

Healy is waiting for the paperwork from Sebastian Cole, who will be working with Skillicorn on replacing

a boardwalk at Reed Turner. Timing was to start in April, but doubtful due to wet conditions and need

to finish paperwork and approvals.

Volunteer Activities:

Healy was contacted by the head of a volunteer committee at Long Grove Pharmaceuticals regarding

doing a park clean-up and donating/planting a tree in honor of Arbor Day. Healy chose Buffalo Creek

Park and bought an oak tree for planting. The date was set for April 14 th . Healy asked board members

for help with directing volunteers. Federer and Skillicorn may be available to help.

Strategy/Branding/Constituent Awareness – Southwell

The sign boards and cross-timbers for the Property Signage have been primed/sealed and painted with a

first coat. Southwell will coordinate with M. Young to do the final painting and assembling of the signs

late April.

President’s Report – Southwell

Human Resources

Southwell discussed positions descriptions, expanded responsibilities and new hourly rates with each

employee. All accepted their new roles and responsibilities. Southwell will contact Karen Kenyon to

advise of new rates that will be implemented in subsequent pay periods.

Properties

Oversight responsibility for Park District properties beyond RTW, LVM, L-H and the Mitigation Property

by individual board members has been deferred. Southwell has asked M. Young to oversee this as part

of his new position description. Underwood and Federer noted they would take responsibility for

walking LGPD property in Stonehaven, their subdivision. It’s close to Longview Meadow, so from time to

time, they will walk that as well and report any work needed.

3

Lemmon-Hill Parking Lot

M. Young will research providers and obtain quotes for replacement of the dumpster enclosure and

concrete pad. Parking lot potholes will be filled with asphalt.

Parks, Open Lands Property Management – Healy/Southwell

Reed-Turner Woodland

Tallgrass conducted a prescribed burn on March 21 st, starting at the loop on the southwest corner of the

Woodland. Weather was good for a burn, so in addition to the planned area along the lake, Tallgrass

burned the southwest slope of the creek and the prairie patch. Volunteer, Mary Zander, walked the

perimeter of the RTW burn area and mapped the boundaries on her phone.  She will download and

convert the data to Google Earth, so we will have a record for planning purposes.

Mitigation Site

Tallgrass will be treating teasel at this site in April. Blanca Tinucci volunteered to carefully spot spray

teasel in an area of native plants that are dear to her.

Healy met Matt Evans/Chicago Botanic Garden who would like to set up a presentation for board

members on oak trees and best practices for managing natural areas. Healy will follow up on this.

Old Business – Southwell

Lake County Stars Contract Extension

An executed agreement has been received from LCS which notes days/times during the week that they

will be using the fields at Lemmon Hill and when LGPD will have use of the fields and also their

responsibilities regarding field maintenance.

New Business - Southwell

2022 Illinois Annual Financial Report

Healy reported LGPD had received a 60-day extension from the State to file this report. Deadline is April

27 th . Information was sent to Swartztrauber & Co., an accounting firm, who has worked with LGPD in

the past to file this report. Healy received the final draft which was shared with the Board and noted a

vote was needed to approve the filing with the State. Motion to approve the report as provided by

Healy, acting treasurer, for purposes of filing the FY22 Illinois Annual Financial Report was made by

Underwood. Skillicorn seconded the motion. Motion carried unanimously. Paperwork will be signed,

notarized and sent to Swartztrauber & Co. to file with the State.

Strategy for Public Use of Facilities

This will be delayed until the May board meeting. Southwell asked all to review the outline that Frystak

had provided. Decisions need to be made regarding uses of facilities, fees, LGPD supervision of

events/meetings.

Adjournment of Meeting

Healy moved to adjourn the meeting. Skillicorn seconded the motion. The meeting was adjourned at

8:10 p.m.

4

Respectfully submitted,

Stephanie Young, Recording Secretary

Long Grove Park District – Meeting Minutes

March 13, 2023

The meeting was called to order by James Southwell, President, at 6:35 p.m.

Roll Call

Commissioners Present

Federer, Healy, Skillicorn, Southwell

Underwood joined the meeting via Zoom.

Commissioners Absent

Abraham, Shah

Stewards & Staff Present

Frystak, Young

Members of the Public Present

None

Meeting Minutes Review/Approval - Southwell

The February 2023 minutes were reviewed. Healy moved to approve the minutes as presented. Skillicorn seconded the motion. The February 2023 minutes were approved unanimously.

Treasury/Banking/Insurance – Southwell/Young

Financial Reports

The financial reports for February 2023 were reviewed and discussed at the meeting. Healy moved to accept the February 2023 financial reports as presented. Underwood seconded the motion. The financial reports for February 2023 were accepted unanimously.

Frystak will help set up processes for Quickbook and banking connections, to make book keepting easier and more efficient for Young.

Legal/Intergovernmental – Southwell

Statement of Economic Interest Filings/Compliance

Southwell received an email from Lake County Clerks Office regarding the Statement of Economic Interest form that all commissioners are required to file yearly. A handout was provided to all board members with information, frequently asked questions, provided by the Park District lawyer. This was discussed briefly.

Intergovernmental Agreements – State of Il/DOT, VHW, Ela, VOLG

No updates.

FOIA Requests – Young

None received.

Website Re-development - Frystak

The new website was launched on March 8th. Posts were made on social media, an email blast was sent to approximately 1300 emails via Square Space marketing. Information was sent to District 96 to post on the virtual backpack.

Programs and Events – Frystak w/Young

Spring programs that are being offered starting in April were reviewed. Analytics showed that response rates were higher than average. Frystak is partnering with Hawthorn Woods Park District to offer joint programs. Additional new programs are being developed: writing workshop, nature walks, art class, safety courses, CPR/first aid. The summer program guide target release date will be early April.

Community Engagement/Communications – Healy/Frystak

Upcoming March issue of Stroll Long Grove will feature a 2-page spread titled: “Are You A Long Grove Explorer”, written by Frystak. A news release titled: “Long Grove Park District Partners for Success” was written about all our Spring programs by Frystak. It was submitted for Stroll Long Grove’s April issue as well as the mid-March Long Grove e-newsletter and the Daily Herald. Underwood wrote an article about Long Grove’s daffodil tradition, and it was submitted to Stroll Long Grove for their April issue. Frystak will submit an article teasing about summer programs for the May issue of Stroll Long Grove, due March 25th. Potentially, we will have a full PR campaign about LGPD’s new logo, new signage, new website, new program guide, etc. for June or July.

BSA Projects – Healy/Skillicorn

Healy reported Sebastian Coles will be working on the boardwalk project at RTW. He would like to start in April if it is not too wet. Healy will do the paperwork with the scout while Skillicorn will supervise the project.

President’s Report – Southwell

Meeting Attendance

A Zoom account was set up and Bluetooth speaker acquired. This will be used for commissioners who are not able to attend meetings in person.

Properties/Sites

RTW Parking Lot: Reporting to the State needs to be completed for February and March. The request for updating the SAM administrator is still pending. This needs to be completed before the Park District can apply for reimbursement of the parking lot renovations.

Lemmon Hill

Planned maintenance/repairs of the parking lot at LH to be done in the spring. Southwell will investigate a new dumpster enclosure and concrete pad.

Longview Meadow

Southwell reported he has not heard from IL DOT regarding the response he sent months ago about the expanded road at 83 and 22. Investigating gravel to be placed at the turnout at LVM. This will support Steward and maintenance vehicles getting in and out safely.

Gridley Farm/Gridley Field

Planning spring maintenance to the ball fields. Baseball mix for the infield will be purchased and placed. PCA has donated starter fertilizer which will be applied by Del Rios Landscaping.

Turner Memorial

Quotes have been received for the steel monument and brushed stainless plaque. Plan to install late May, early June. Healy to propose site and ceremony ideas.

Mitigation Property

High mowing may be deferred until late Fall 2023. Tallgrass will treat teasel, beginning in April.

Strategy/Branding/Property Signage

The sign boards and cut timbers are now dry and will be sealed and painted/stained and then assembled. Work will begin in the next week or two.

Southwell asked for input from board members regarding a rental strategy for RTWNC, gazebo at BCP, fire pit, etc. including costs, security issues, rules and regulations. To be discussed further at the next meeting. Frystak will resend the proposal she emailed to the board months ago.

Parks, Open Lands Property Management – Healy/Southwell

Reed-Turner Woodland

Healy reported there was a work day led by Sarah Schultz and Mary Zander to finish clearing overgrown brush and less desirable saplings in the section south of the sedge meadow. There is a plan for Tallgrass to do a prescribed burn starting in the southwest section, near the lake and the trail loop.

Tim Hein, certified for chain sawing, cut down some leaning dead trees that were damaging to other healthy trees.

Lemmon Hill

M. Young will contact Del Rios to pick up large fallen branches.

Longview Meadow

On March 1st, Tallgrass cut the remaining stand of Sandbar Willows in the north section.

Old Business – Southwell

Lake County Stars

Southwell received the proposed contract that had been presented to Lake County Stars back with markups. He will follow up with Adam Simon, attorney, and will contact LCS to discuss further.

New Business - Southwell

Verizon Request – Directional Boring/Fiber Install

Southwell received a request from Verizon asking for permission to access the property at Route 83 & Gilmer where their cell tower is located to do directional boring/fiber install. Southwell will contact Adam Simon to discuss.

Staff Achievements and Opportunities

Southwell shared that he saw expanded opportunities for LGPD, presented by Staff performance and contributions.

Southwell Moved to enter Closed-Session. Federer seconded.

Closed-Session

Board entered closed-session at 7:47PM

Return to Open-Session

Board returned to Open-Session at 8:50PM (on motion of Healy, seconded by Skillicorn)

Underwood moved: To create the new Positions of:

Facilities Administrator (II) – Part-Time, at an hourly rate of $29.00

Office Administrator (II) – Part Time, at an hourly rate of $29.00

Manager, Programs and Events – Part Time, at an hourly rate of $31.00

With current LGPD part-time employees being promoted into their respective Positions as-of April 3rd, 2023.

Healy seconded the motion. Short discussion followed. Southwell asked for a roll-call ballot. Healy Aye. Underwood Aye. Federer Aye. Skillicorn Aye. Southwell Aye. The motion passed unanimously.

Southwell will adjust and refine Position Descriptions with advice of Board Members. He will communicate the opportunities, adjusted responsibilities and Promotions with current part-time employees shortly before April 6, 2023.

Adjournment of Meeting

Federer moved to adjourn. Underwood seconded.

Meeting was adjourned at 8:54PM.

The Next Board of Commissioners meeting is scheduled for April 10th, 2023. Reed-Turner Nature Center.

Respectfully submitted,

Stephanie Young, Recording Secretary

Long Grove Park District – Meeting Minutes

February 13, 2023

The meeting was called to order by James Southwell, President, at 6:39 p.m.

Roll Call

Commissioners Present

Healy, Shah, Southwell, Underwood

Commissioners Absent

Abraham, Federer, Skillicorn

Stewards & Staff Present

Frystak, Young

Members of the Public Present

None

Meeting Minutes Review/Approval - Southwell

The February 2023 minutes were reviewed. Healy moved to approve the minutes as presented. Shah seconded the motion. The February 2023 minutes were approved unanimously.

Treasury/Banking/Insurance – Southwell/Young

Financial Reports

The financial reports for February 2023 were reviewed and discussed and all questions answered. Underwood moved to accept the February 2023 financial reports as presented. Healy seconded the motion. The financial reports for February 2023 were accepted unanimously.

PNC account access, connecting PNC with Quickbooks, remote deposits, payroll migration work will be deferred until after the launch of the new/updated website, likely late in March.

Legal/Intergovernmental – Southwell

Intergovernmental Agreements – State of IL/IDOT, VHW, Ela, VOLG

No new updates regarding the mitigation property. Adam Simon reached out to the State for an update.

Village of Hawthorn Woods Park District

Southwell and Frystak met with the Director of Parks and Recreation to discuss partnering with Long Grove Park District, for purposes of offering programs across both Park Districts, collaborating and developing an effective working-relationship. An Inter-Governmental Agreement may be required in the future.

Ela Highway Department

Ela will be high mowing at the mitigation property and Gridley field in the near future.

FOIA Requests – Young

No FOIA requests have been received.

Recreation Programs – Frystak/Young

Frystak presented a list of proposed programs to be launched in the spring and summer. A final schedule will be provided to the Board once it is available.

A presentation of the newly formatted website was shown to board members. Frystak went through all tabs/pages which included online registrations, volunteer signup, donations, rentals, property information and more. Square Space is being utilized to build and to host. Frystak stated it is very user friendly and will have lower monthly costs. The web-store incorporated will be automatically updated to an excel spreadsheet for tracking and databasing registrations.

Frystak is planning for a soft-launch of the site at the end of February, first week of March. Southwell stated he would like to coordinate with the new property signage, marketing, communications, etc., for a formal launch of the website late in April. Discussion held on ways to promote the new website.

Community Engagement/Communications – Healy

Frystak will write an article regarding new spring programs for April publications.

BSA Projects – Healy/Skillicorn

Southwell received a call from an Eagle Scout candidate from Troop 140. Southwell will provide him with a list of projects that need to be done.

Volunteer Activities - Shah

No updates.

Strategy/Branding/Constituent Awareness – Southwell

Property Signage

The timbers for the property signs are drying and shortly will need to be primed, stained and then assembled. The signs are scheduled to be installed in late April. Property lines/easements will be researched and a JULIE underground utility search will be done before placement.

Parks, Open Lands Property Management – Healy/Southwell

Reed-Turner Woodland

Healy reported there is a work day scheduled for brush clearing and burning on February 27 at RTW.

A prescribed burn is to be done in the area of the southwest corner loop by the pond. Tallgrass will oversee the burn. Money has been budgeted to cover the cost.

President’s Report – Southwell

Annual Appeal

Young reported $2900 in donations have been received as of February 2023. Southwell will be sending out an introductory letter to Long Grove businesses in the summer.

RTW Parking Lot

Final payment has been made. Monthly reporting for December and January was completed and submitted. Still waiting for the US Federal SAM system to be updated.

Lemmon-Hill

The parking lot at LH needs maintenance. This will be done in early spring.

The dumpster shed at LH needs to be removed and replaced with a more durable structure. This will be addressed in April.

Longview Meadow

Gravel is planned to be placed at the turnout at LVM. This will support vehicles getting in and out safely.

Southwell has not received a response to the letter he sent to IL IDOT regarding potential thoroughfare expansion the State is considering at Routes 22 & 83.

Gridley Field

Spring maintenance is planned. Three to five truckloads of baseball mix will be purchased and delivered for the infield.

Turner Memorial

Quotes have been received for the steel monument and for the stainless plaque. Healy reported the Long Grove-Kildeer Garden Club has expressed interest in making a donation. This will be discussed at a later date.

Strategic

Development of a Rental strategy for use of Reed-Turner Woodland Nature Center, RTW fire pit, ball fields, gazebo will be deferred until May.

Old Business – Southwell

Adam Simon is drafting a new, 1-year contract for Lake County Stars with regard to use of the ballfields at Lemmon Hill.

Moved to Closed Session

Motion to move to closed session was made by Healy. Underwood seconded the motion. The meeting was moved to closed session at 7:55 pm.

Return to Open Session

Healy moved to return to open session. Underwood seconded the motion. The meeting returned to open session at 8:09 pm.

Healy moved to provide our three part-time employees, Stephanie Young, Marty Young and Allie Frystak, a 7% bonus, based on their calendar year 2022 gross income to recognize achievements and to demonstrate our appreciation for jobs very well-done. This equates to: $1,272 Stephanie Young, $629 Marty Young and $198 Allie Frystak. A short discussion followed. The motion carried unanimously.

Adjournment of Meeting

Underwood moved to adjourn the meeting. Healy seconded the motion. The meeting was adjourned at 8:16 pm.

Respectfully submitted,

Stephanie Young, Recording Secretary

January 9, 2023

The meeting was called to order by James Southwell, President, at 6:40 p.m.

Roll Call

Commissioners Present

Federer, Healy, Shah, Skillicorn, Southwell

Commissioners Absent

Abraham, Underwood

Stewards & Staff Present

Frystak, Young

Members of the Public Present

None

Election Preparations Update – Young/Southwell

Young reported the lottery drawing was held on December 20. The order of names on the ballot will be Skillicorn, Underwood, Abraham. The Certification of Ballot was emailed to the Lake County Clerk’s Office on December 22 and the original was mailed December 27.

Meeting Minutes Review/Approval - Southwell

The December 2022 minutes were reviewed. Healy moved to approve the minutes as presented. Skillicorn seconded the motion. The December 2022 minutes were approved unanimously.

Treasury/Banking/Insurance – Young/Shah

Financial Reports

The financial reports for December 2022 were reviewed and discussed and all questions answered. Healy moved to accept the December 2022 financial reports as presented. Skillicorn seconded the motion. The financial reports for December 2022 were accepted unanimously.

Remote Deposits

Healy reported working with PNC to arrange remote deposits with the two accounts. After many phone calls, PNC stated the administrator of the account, Southwell, is the one who will have to set this up. Southwell will contact PNC and will also look into adding Healy as a co-administrator.

AP, Bookkeeping/Quickbooks Process Review – Shah/Young/Southwell

Quickbooks Online needs to be connected to PNC Bank.

Legal/Intergovernmental – Southwell

Intergovernmental Agreement – State of IL/IDOT

Adam Simon has been in contact with IDOT regarding the mitigation property. Action on this property is anticipated soon.

FOIA Requests – Young

No FOIA requests were received.

Recreation Programs – Frystak/Young

Frystak provided an update on programs being considered for the spring sessions, sports and educational, and ideas for annual events starting in the summer. More details will be provided at the next board meeting.

Community Engagement/Communications – Healy

An article for new spring park and rec events will be sent to Long Grove Living for the March issue. Healy will meet with Frystak to discuss communications going forward.

BSA Projects – Abraham/Healy/Skillicorn

S. Coles, an Eagle Scout candidate, will be working on a project to replace the east side of the boardwalk at RTW in the spring, early summer. Skillicorn will work with the scout. Federer requested a list of projects that need to be accomplished for future consideration by Eagle Scout Candidates.

Volunteer Activities - Shah

No work days have occurred due to the cold weather. Shah will schedule work days at Buffalo Creek Park when weather permits. There is still quite a bit of work to be done spreading chips on the trails at RTW. Work days to be scheduled, weather permitting.

Shah is working on updating trail maps.

Strategy/Branding/Constituent Awareness – Southwell

Property Signage

Progress in building new signs has been made by Southwell and M. Young. The timbers require drying for another month or two. Goal is to have them installed in the spring, by end of April. Southwell reported PCA donated $4093.33 for the cedar timbers and an anonymous donation of $3002.70 was received for sign hardware, remaining timbers and plywood.

President’s Report – Southwell

Board Meetings

All commissioners are expected to attend meetings. If a board member is not able to come to a meeting, Southwell asked that he be notified at least a week in advance. Objective being to achieve a quorum at each scheduled meeting.

Shared Drive

Southwell asked that consideration be given to organizing and placing files logically and appropriately on the shared Google drive.

Lg Parks.org emails

All commissioners and staff have been set up with an lgparks.org email. All need to make sure they are initiated and in active use for official communication.

Annual Appeal

Letters went out to approximately 200 addresses. As of 01/09/23, $2550 in donations have been received. Southwell will be sending out letters to local businesses later in the year.

Parking Lot

Monthly reporting is up to date with the State. Southwell sent a notarized letter to the US Federal SAM system requesting to change the Entity Administrator to himself. This will allow LGPD to request and manage grants at federal and state levels going forward.

Lemmon-Hill

Holes in the parking lot at LH were filled in by the Ela Highway Department. Maintenance of the fields, backstops will be done in the spring.

Gridley Field

Restoration of the fields will continue in Spring 2023, including fertilizing and weed-control applications for the turf, baseball mix to be brought in to restore the infield. Another local resident contacted the Park District expressing interest in using the ball fields for a kid’s softball program. The fields should be ready for use in May or June.

Barbara Turner Memorial

A mockup of the memorial stand was sent out to board members prior to the meeting. Quotes for the metal stand will be obtained.

Longview Meadow

Healy proposed ideas for general maintenance of LVM. Quite a bit of work needs to be done in the north, central and southern sections. This will be discussed further.

IDOT Letter

A letter from IDOT was received regarding potential improvements to be made at Routes 83 and 22. These may include widening the road, adding sidewalks, crosswalks and bike trails, with potential ramifications to Long View Meadow. Southwell sent a letter in response to all inquiries included in the IDOT letter, including our initial concerns and requesting more information on intended plans.

Financial

The role of Treasurer is very important to the effectiveness of the LGPD. Southwell asked board members to consider volunteering for the position.

Strategic

A rental strategy is needed for use of Reed-Turner Woodland Nature Center, the fire pit, ball fields and other assets. Southwell asked Frystak to research other park district’s rental policies and report back at the next board meeting.

Parks, Open Lands Property Management – Healy/Southwell

Healy reported that in February a group of volunteers led by Sarah Schultz and Mary Zander will be clearing brush at RTW.

Del Rios will be cleaning up branches, fallen trees at Buffalo Creek Park.

Old Business – Southwell

Distributed Responsibility for oversight of properties to commissioners

Southwell sent an email regarding LGPD properties. He would like to have board members volunteer and be accountable for oversight of each property. This would include visiting properties once or twice a year and serving as lead, in addressing any issues or opportunities that might arise throughout the year.

Adjournment of Meeting

Skillicorn moved to adjourn the meeting. Healy seconded the motion. The meeting was adjourned at 8:14 p.m.

Respectfully submitted,

Stephanie Young, Recording Secretary

Long Grove Park District – Meeting Minutes

December 12, 2022

The meeting was called to order by James Southwell, President, at 6:36 p.m.

Roll Call

Commissioners Present: Abraham, Healy, Skillicorn, Southwell, Underwood

Commissioners Absent: Shah

Stewards & Staff Present : Frystak, Young

Members of the Public Present: Rich Federer

Meeting Minutes Review/Approval - Southwell

The November minutes were reviewed. Healy moved to approve the minutes as presented. Underwood seconded the motion. The November 2022 minutes were approved unanimously.

Treasury/Banking/Insurance – Southwell/Young

Financial Reports

The financial reports for October 2022 were reviewed and discussed at the meeting. Healy moved to accept the October financial reports as presented. Abraham seconded the motion. The financial reports for October 2022 were accepted unanimously.

The financial reports for November 2022 were reviewed and discussed at the meeting. Skillicorn moved to accept the November financial reports as presented. Underwood seconded the motion. The financial reports for November 2022 were accepted unanimously.

AP, Bookkeeping/Quickbooks Process Review – Shah/Young/Southwell

The online version of Quickbooks has been installed. More work needs to be done including connecting QB to PNC Bank.

New Commissioner Swearing-In – Southwell

Rich Federer was appointed at the November 2022 meeting to fill the vacancy left by Marie Kupferschmid. Federer took the oath of office and was sworn in as commissioner. He was welcomed to the board by all.

Legal/Intergovernmental – Southwell

Intergovernmental Agreement – State of IL/IDOT

No update.

Election Preparations – Young

Important dates regarding the consolidated 2023 election were discussed. The last day for filing petitions is December 19th.

FOIA Requests – Young

No FOIA requests were received in November.

Recreation Programs – Frystak/Young

The winter 2023 program guide has been posted on the website. Frystak will take over programs and events in the spring and will provide an outline for new programs/events starting in March. Frystak handed out a flyer for a new program; LGPD Explorer’s Scavenger Hunt for kids. Pictures will be posted on the Instagram account that was set up, and there will be an Explorer of the Month featured on IG and the RTW information board.

Frystak reported she has been working on updating the website. It has been backed up and now has current software. The calendar, agendas and minutes are now all up to date and can be accessed by the public.

Community Engagement/Communications – Healy

Articles were submitted for the January issue of Long Grove Living; Garden Club and the Eagle Scout project, picnic benches, at RTW.

BSA Projects – Abraham/Healy/Skillicorn

Healy was contacted by an Eagle Scout candidate wanting to do a project for the Park District. Ideas for the project; fixing the steps leading down to the trails, boardwalk repair, Hayrake trail bushwhacking. Abraham reported she has not heard from the scout that was working on the Hayrake trail.

Volunteer Activities – Shah

No report.

Healy reported a group of experienced volunteers led by Sarah Schultz and Mary Zander removed dense brush, thorny bushes south of the sedge meadow at RTW and also conducted a burn. The fire department was contacted prior to burning.

Strategy/Branding/Constituent Awareness – Southwell

Southwell and M. Young have been working on constructing the new Parks signage. Southwell anticipates the signs will be installed in April.

Parks, Open Lands Property Management – Healy/Southwell

Healy developed an action plan for 2023 that Southwell will review. It will be updated and shared with board members. Abraham is researching grants that could be used to offset costs.

Reed-Turner Woodland

There are three areas that need major cleanup of dense brush. Tallgrass will do the work during the winter months.

Healy applied for a $1000 IPARKS Power Grant.

President’s Report – Southwell

Wehrenberg Woods – Royal Melbourne

Approximately 12-13 dead trees were felled and dropped into the woods or removed by Woody’s Tree Service out of Libertyville. This was a new Tree Service used by the Park District. Great service, Uniquely equipped for large, tall and difficult to reach timber.

IL Matching Grant for Parking Lot Construction

The monthly reports to the State have been filed and are current. Will need to apply for reimbursement of the parking lot expenses after the SAM (Federal System for Award Management) system, and related settings/permissions is fully updated which is unfortunately complex and time consuming. We anticipate accessing the matching funds from the State of Illinois in April, after the final payment is made to Chicagoland Paving.

Signage

Southwell produced and distributed new LGPD vehicle placards, vehicle magnets for Board Member and Employee vehicles – as well as vinyl branding/signage for trailer, tractor, Kabota.

Gridley Ballfield

Restoration of the Gridley baseball field has progressed well. It is anticipated to be ready for use in late Spring 2023.

Old Business – Southwell

Lake County Stars

The contract between LCS and LGPD for use of Lemmon Hill ball field is up for renewal. Southwell met with the LCS President and Operations Manager for LCS December 12th to discuss and resolve numerous issues/concerns. Including resolving our expectations of non-exclusive, shared-use. Key among objectives was getting to agreement re set-aside times/days for LGPD to hold programs at LH. Outcomes of negotiation by Southwell was that LGPD will have use of the fields Monday and Wednesday evenings, 3 of 5 weekday mornings, as well as an early morning either Saturday or Sunday. The contract extension will be for 1 year and if commitments are not being honored it will not be renewed. A certificate of insurance must also be provided to LGPD.

Oversight of LGPD properties.

Southwell distributed a listing of LGPD properties/locations to commissioners. All Board Members were asked to volunteer to be responsible for over-sight of properties.

New Business - Southwell

Annual Appeal mailing

Southwell handed out a copy of the donation letter to commissioners. Individualized letters, produced through a MS Word Mail-merge will be produced and sent to previous donors. In addition it was decided to do a test solicitation to all residents/Members of a single Long Grove HOA (The Fields of Long Grove, selected for 2023) .

Barbara Turner Memorial

A drawing of the memorial stand was handed out for review. Underwood suggested putting limestone and flowers around the small structure. The LG/Kildeer Garden Club has expressed interest in donating money for this memorial.

Adjournment of Meeting

Skillicorn moved to adjourn the meeting. Healy seconded the motion. The meeting was adjourned at 8:19 p.m.