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HomeMy WebLinkAboutMinutes 2000Board Members Present: Board members absent: "Draft —Not AMroved" Note: minutes are not verbatim Minutes Evanston Recreation Board Special Meeting/Strategic Plan Civic Center. 2100 Ridge Ave. December 13, 2000 Ms. Janet Webb, Secretary Mr. David Hodgman Mr. Richard Marberry Nis. Marion Fh-nu, President Mr. Don Waltoa, Treasurer Mr. John Lesch Ms. Ann Carra Mr. Rick ',%'larsh Air. HecW Powell Others Present: Mr. Bob Dorneker, Recreation Superintendent Mr. Paul, D'Agostino, Parks/Forestry Superintendent Ms. Stefanie Levine, Project Manager Mr. Douglas Gaynor, Parks/Forestry & Recreation Director The meeting was called to order by Ms. Webb at approximately 8:15przt_ Mr. Gaynor reported that he had attended a Budget Committee meeting. There was discussion at that meeting that the Board's recommendation to City Council of placing the entire S100 million proposed strategic plan on a referendum, may be too aggressive_ It was also mentioned that there are other significant needs that the City has to consider in way of capital improvements. The Recreation Board will have the opportunity to present their recommendation at the next Budget Committee meeting. December'_00. However. based on the continents from last Budget Committee meeting. Mr. Gaynor suggested that the Board reconsider their recommendation of placing the S 100 million proposed strategic plan on a referendum and consider adopting a position that would include: a) the adoption of the strategic plan with a recommendation to City Council to adopt, b) recommendation on phasing the implementation of the strategic plan with the first phase approximately S35 million of improvements. and c) recommend to the Ciry Council that the first phase be placed on the ballot as a binding referendum, preferably- in April 2001_ The Board reviewed a draft S35 million first phase project improvement Iist proposal prepared by Staff. Mr. Marberry questioned why the Board would present their recommendation to the Budget Committee instead of the Human Ser%ices Committee as they had planned. Mr. Gaynor answered that the Budget Committee consists of members of the Council. The Aldermen are aware of the 5100 million proposed amount and it was put on the Budget Committee agenda as an item that needed to be addressed. Mr. Marberry said it will be important to make it clear to the Budget Committee that we do have a $100 million strategic plan and are willing to do the improvements in phases at this point. Ms. Webb agreed. She said the Budget Committee needs to know that this $35 million plan isn't the end and the Board will come back for funding for the second and third phase. Mr. Hodgman asked Board members if they were comfortable with Z!ic S.15 million improvement plan drafted by staff. There were minor changes. Ms.. \Vebb asked whutt is the relief for Southeast Evanston. Mr. Gaynor answered that the nc%\ Levv Senior C�-_nter will have a full, high school size basketball court that will be availzbZie to the south Evanston community on Saturdays. Sundays. and earlymornings any: evenings durinL_ the week when the seniors are not using the coup. He also noted that %%e still have a $235.000 grant to do a feasibility study to identify a location for a recreation center tm M southeast Evanston. r. Hodgman asked if it would be possible to fiomote on the S 33 million improvement plan. other improvement projects that are currently funded and underway. Staff will prepare a list of these projects. Mr. Hodgman suggested that the Board adopt a resolution recommemding City Cound'l to adopt the $100 million Strategic Master Plan as long-term plan for tb-- development amd redevelopment of the City's parks and recreation improvements, recommend phasing tibe implementation of the strategic plan with the improvements identified as critical for dhe first phase $35 million improvements: and recommend that the first phase be place om ahe ballot as a binding referendum in April 2001. He said the Board will need to emphasize that the improvements are critical based on recreational programming- Mr. Marberry agreed and said the recreation programs and facilities are busting at & seam. Mr. Gaynor said the Board will need to determine which mcmbcr(s) will -give the present3nion at the Budget Committee. Mr. Hodgman volunteered to head the press, —station and wii] provide members with a draft copy for their comments before the Budget Committee meeting. Ms. Carra questioned when phase 11 and III improvements will begin and said it mi& be important for people to know when certain projects in their communit}• would be implemented. Mr. Lesch asked how soon would the bonds be issued if the referendum passes. Mr. Gaynor answered in June 2001. With a quorum now present at the Board meeting. Mr. Hodgman moved that the Board adopt the $100 million Strategic Master Plan as a long-term plan for the Cite of Evanston Parks/Forestry R Department improvements. From the 5100 million plan. the Board has identified S35 million that it views as critical for the first phase of implementation of the strategic plan that ought to be implemented immediately. The Board r-tcommends that :he City Council adopt the strategic master plan and address how to fund this through either a City Council resolution or binding referendum as soon as possible, btr no later than April 2001 if it's going to be placed on the City ballot as a binding referendumn. Mr. Marberrr• second. The motion passed unanimously 5-0. This motion replaces the Boards previous motion of November 16 adopting the recommendation to the Human Services Committee and City Council that the strategic plan park improvements be implemented and the bond issue of $100million be put to rite as a referendum. Mr. Gaynor announced that the Budget Committee meeting will begin at 7pm, Decern6ex 20. The Board will meet at 6:30pm prior to the Budget Committee meeting. The meeting adjourned at 9:15pm. 0 x .Draft -Not Approved - Note: minutes are not .-crbatim :.... Minutes Evanston Recreation Board' ' -Civic Center, 2100 Ridge Ave. _1 w November 16, 2000 ".. Board Members Present: -Ms. Marion Flynn, President Mr.Rick Marsh Mr: Davfd Hodgman "'� Ms:-Atini'Carra Mr. Richard Marberry Mr. John Lesch Ms. Janet Webb, Secretary Board membersabsent:, Mr. Don Walton, Treasurer ' Mr. Heck;, Poweii Others Present: Mr, Bob Dorneker, Recreation Superintendent Mr. Douglas Gaynor, Parks/Forestry & Recreation, Director Mr. Bill Stafford, Finance Director CONSENT AGENDA The meeting was called to order at 7:35pm. CITIZENS' COMMENTS s _..... ' None. OLD BUSINESS Strategic Plan - The Board reviewed the updated analysis of the proposed refcrendum financial information, which reflected three bond sales totaling $100 million (two S30million and one S40million), to be paid out over 22 years. Also reviewed was'an analysis, which would take the gross increase on a property tax bill and covert it to net. reflecting the state property tax credit of 5%. as well as a federal income tax deduction. Mr. Stafford mentioned that it would be almost physically impossible to manage ,and ' spend the money if we were to get the entire S100 million at once, which is why the analysis reflected three bond sales. Ms. Flvnn confirmed with Mr. Stafford that we would have one referendum that would cover all three bond issues and the bond issues would cover the operations/maintenance costs. Mr. Hodgman made it clear that we are not selling bonds to pay operating costs. Mr. Marberry said his understanding was that no matter what the amount of bonds we use, we could set up the schedule for payments and use those funds that we ultimately elect to generate, to fund any of the projects within the first, second or third priority improvement lists. Mr. Gaynor said once you make a promise saying what you are going k to do with the money. them needs to be a significant reason why you %vould change the plan. Mr. Marsh asked what would be the process for the Board at this point. Mr. Gaynor explained that at the Board's November 2"d special meeting. the fire mem ers in attendance voted to go for the S 100 million and felt it important to have the full Board endorse it The next step will be to go before the Subcommittee who %,. ill make a recommendation to Human Services Committee and then to the City- Council for consideration. A final draft strategic plan document will be distributed to the Board- the Haman Services Committee and City Council within the next two weeks. along with a cover letter explaining that it still requires input from the public and affiliate groups. We've already started scheduling meeting dates to meet with the affiliate groups. The Board will be notified of the scheduled dates. Ms. Flynn asked if it was necessary fund campaign advertisement mmerialslinformation outside of the department. Mr. Gaynor answered yes. The City is not permitted by law.,, to spend any money on a referendum. In addition, we can't support it as staff and/or Board members, only as individuals. Mr. Lesch said he thought the November 2"d meeting was a strategic planning session and not an official Board meeting. Ms. Carra said the Board discussed the fact that there were only five members in attendance on Nov. 22, however, in light of how important the campaign was and the information we kept getting, we decided to go ahead with the vote. Mr. Gaynor said the Board adopted the $100 million plan and wanted to be on record voting on the plan as a full Board. Mr. Hodgman moved that the Board adopt the recommendation to the Human Services, 1 Committee and City Council that the improvements to the park system described in the strategic plan be implemented as quickly as possible through the issuance of a bond issue of approximately $ I00milIion to be put to a vote of the Evanston community through a referendum. Mr. Marberry seconded. The motion passed 7-0. Ms. Webb had to leave the meeting early but reaffirmed her vote for the $100milhon plan before she left. Mr. Gaynor will schedule a meeting with the subcommittee and notify the Board of the date and time. He will try to schedule a meeting with the Human Services Committee on the same night. SUPERINTENDENT'S REPORT Staffing Update — hir. Domeker reviewed the memo distributed to the Board listing the status of vacant positions within the Department. Interim L.e,.y Center — The Board received a copy of the new Levy Center groundbreaking ceremony ad, which was printed in the Evanston Review and the Evanston Roundtable newspapers. He asked if a Board member would like to speak at the ceremony. Mr. Marberry volunteered. Mr. Dornker also mentioned that he would provide the Board with the change in the language for the sled hill in James Paris. Through legal advice from the City Attorney and an outside counsel. it was recommended that we keep the center hill closed and there will be no City staff supervising the hill. Signs ►vill be posted to discourage sledding on the center hill because it is too dangerous. Mr. Gaynor informed the Board of the sudden death of Robert Hertow of the liranstom Police Dept. NEW BUSINESS 2001 Proposed Budget — Mr. Domeker reviewed the summary of the preliminary 2001-01 Recreation Division budget distributed to the Board. Staff has submitted a draft budget to the budget office for their review and comments. COMMENTS FROM BOARD MEMBERS Mr. Marberry noted that there are going to be many meetings coming up. They're going to happen quickly and sometimes on a short notice. It will be important for members to try to attend. Mr. Marsh apologized for not being available. His job has required him to be out of town a lot lately. He appreciates the support of the Board and all they've done. Things are slowing down at his job and he will be able to attend more Board meetings. Ms. Carry invited the Board to attend the Dec. 10 Black Nativity production at Fleetwood and to have dinner at her home afterwards. Ms. Flynn thought the Arts & Recreation Magazine cover was great. ADJOURNMENT The meeting adjourned at 9:30pm. ~Draft — Not Approved" �►k-ae: minutes are not verbatim Minutes Evanston Recreation Board Special Meeting Civic Center, 2100 Ridge Ave. November 2, 2000 Board Members Present: Ms. Janet Webb, Serretan• Mr. Hecky Powell Mr. David Hodgman Ms. Ann Carra Mr. Richard Nfarberry Board members absent: Ms. Marion Flynn, President Mr. Rick Marsh Mr. Don Walton, Treasurer Mr. John Leseh Others Present: Mr. Bob Dorneker, Recreation Superintendent Mr. Paul D'Agostino, Parks/Forestry Superintendent Mr. Douglas Gaynor, Parks/Fomtry & Recreation Director The meeting was called to order by Ms. Webb at 6:45pm. The Board received a draft copy of referendum Iaaguage for the ballot, a $50 million 5 year implementation Capital Improvement Plan. and an analysis of proposed recreation referendum on property tax owners in the City of Evanston. Reviewing the S50 million dollar program prepared by Bob Zolomi} of Land Design Collaborative, Inc., Mr. Gaynor noted there are two issues: 1) the funding would be taken out over 20 years and the work would get d.>ne in 5 years and 2) the first year will be the planning and designing phase. The actual work will begin the second year continuing throughout the fifth year. How will the soccer and baseball groups feel about 25% of the fields being out of use for those four rears? Mr. Gaynor reminded the Board that according to the Strategic Plan, there is approximately $100 million worth of work that needs to be done within the entire park system. If the Board pushes for the S50 million pi= what will happen with the other $50 million worth of projects? Mr. D'Agostino suggested instead of doing a $50 million bond referendum, the Board should consider doing five $20 million bond issues (totaling $100 million) Mr. Hodgman and Ms. Carra trust staff to work ow the detailed numbers. The Board wants what produces the lowest tax and bond numbers. Mr. Gaynor provided information for a $50 million plan and $100 million dollar plan. Based on the information provided (referendum language, list of projects and furancing information), the Board has to formally make a recommendation as the next step will be to meet with the Recreation Facility Subcommittee then the Human Services Committee. Mr. PoweIl confirmed with Mr. Gaynor that 5100 million is needed for all the wategic plan improvement projects and if we receive a S 100 million bond issue the tax bill increase would stay the same but over a longer period Mr. Gaynor said there would N-- a MN increase, dedicated for parks, in perpetuity. i1r. Powell said the Board should go for the S 100 million plan instead of the $50 million plan. Otherwise, they w•ilI have to come back and propose another S50 million bond to pay for the other projects. Mr. Gaynor said if we go for the straight S50 million bond issue, we wouldn't be able to start on the second phase ($50 million) until the 21" year. Mr. Powell said he thinks it will be easier to sell to the citizens if you can show them what the $100 million bond issue will pay for and what it will cost them in a tax increase, instead of doing it twice with the S50 million plan. Mr. Hodgman and Ms. Carra disagreed and said $100 million is a scary number and would be hard to sell. The Board should be modest with the 1' proposed bond 'issue and once the citizens have seen the developments, it will be easier to come back for more in five years. Ms. Webb noted that the library redevelopment alone was S23 million. Evanston citizens are always comparing our park system to Skokie. If they want a better park system, they have to be willing to pay for it. Mr. Powell said the bond dollar amount didn't bother him. What bothered him was the tax increase amount. However as a taxpayer (home and business), if he is going to pay the increase, he would rather do it once. Ms. Carra asked if the referendum language could read "tax increase amount not to exceed a 4% T' Mr. D'Agostino explained that the City's taxes are only a percentage of our entire tax bill. We would have to word it as a 4% of our (the City) tax, which would then jack the percentage up to 20%. Mr. Gaynor will have the Finance Director prepare a tax percentage increase chart for a 5100 million bond. Mr. Hodgman said as far as numbers, them are two pieces to the referendum, the bond amount and the tax increase. He said he was thinking that if the bond amount is too big, it would be hard to get it passed. He said maybe he's wrong and the number that citizens will be more concerned with is the tax increase amount. Should the Board be concerned about how much the bonds are or push for the $100 million bond and leave it up to City Council to decide if it needs to be less. Ms. Webb noted that this is S I00 million for the entire park system. The referendum should show what that money would pay for. She said the referendum should read "dedicated for the purpose of building and/or improving the City of Evanston parks system including but not limited to..." It will help if citizens understand the full scope of what the money is for. Mr. Powell noted that the school board recently received $25 million for a single building. Mr. Marberry added that the school board had a pretty good campaign pent together that focused on the fact that there would be no tax increase but citizens would have to pay the current tax amount for a little longer (instead of focusing on the S25 million bond). He said we have a plan in place that says we need to put $100 million into this city and the citizen are somehow going to have to face that fact. He is in favor of getting the entire plan passed if the Board can get a plan and a campaign put together that indicates what the tax increase would be for the comprehensive plan. Mr. Gaynor said the next step is to meet with the Recreation Facility Subcommittee and the Human Services Committee to make a recommendation so in December. City Council can vote on putting the referendum on the ballot. He said the Board could to wait for the tax increase percentage information for a $100 million Bond and schedule another meeting to discuss later in the week before meeting with HSC if they wished. Mr. Hodgman said one way to approach the idea as a Board is to endorse the 5100 million plan with the expectation that no matter what we go to City Council with, it may be reduced. Ms. Carra said the $50 million plan shows that the Board, being fiscally responsible and not trying to fix the whole city, prioritized development projects from the strategic plan. Projects that we feel in the next years will benefit our city. Mr. Marberry and Ms. Webb said the Board needs to submit what all needs to be done (entire strategic plan) to the citizens and advocate for what is needed. Mr. Powell said the citizens need to know that they paid $104,000 for the comprehensive strategic plan and the result is that we need $100 million worth of work. Let the community decide if they want to support it. Mr. Gaynor said the department needs a strategic plan. If the plan goes no further than to the City Council and nothing is done, at least the information is available. There are a number of states that require a master plan before you can go afler federal money. Mr. Hodgman moved to approve the strategic plan that includes all of the improvements including the southeast Evanston center, with the understanding that the tax increase will be somewhat higher than 4%. Mr. Powell seconded. The motion to approve the strategic plan that includes all of the improvements including the southeast Evanston center, with the understanding that the tax increase will be somewhat higher than 4% was passed unanimously 5-0 ADJOURNMENT The special meeting adjourned at 8:25pm. "Draft — Not Approved" Note: minutes are not verbatim Minutes Evanston Recreation Board Chandler -Newberger Center, 1028 Central St. October 19, 2000 Board Members Present: Mr. Don Walton, Treasurer Mr. John Lesch Ms. Marion Flynn, President Ms. Ann Carra Mr. Dave Hodgman Mr. Richard Marberry Board members Absent: Mr. Rick Marsh Ms. Janet Webb, Secretary Mr. Hecky Powell Others Present: Mr. Bob Dorneker, Recreation Superintendent Mr. Kevin Wallin, Chandler Newberger Center Manager Mr. Paul D'Agostino, Parks/Forestry Superintendent Mr. Gabe Val, Jr. Wildkit Program Director Mr. Bob Zolomij, Land Collaborative Design CONSENT AGENDA The meeting was called to order at 6:32pm by Mr. Walton. There wasn't a quorum present at this time of the meeting to approve the minutes of the September 21 Recreation Board meeting and the Treasurers Report and Bills Lists. CITIZENS' COMMENTS None. JR. WILDKIT FOOTBALL PROPOSAL At the September Board meeting the members reviewed and discussed Gabe Val's request to have the program's light usage fee of $25 per hour waived. Mr. Val also asked for some sense of commitment from the Board and/or Department to develop a 100-yard football field to accommodate the growing program. Mr. Val returned to this meeting to hear the Board's decision regarding his request. The Board and staff will consider the needs of the Jr. Wilkits Football Program in connection with the Strategic Plan. Mr. Dorneker said staff would look at the possibility of incorporating a football field in James Park without causing havoc to the soccer and baseball groups. Staff will also look into field space availability at Robert Crown Mr. Lesch asked what was being done with the field space along the canal. Mr. Dorneker answered that land, which is Skokie's property, will be a dog park and two soccer fields. Skokie and Evanston are working together to received grant money to complete that project. Mr. Marberry moved to grant affiliate status to the Jr. Wildkit Football program. Mr_ Hodgman second. As an affiliate, their field usage fee will be reduced from an hourly fee to a participant fee and their light usage fees will be waived. Ms. Carra was concerned that the program is an affiliate of the YMCA and suggested just waiving their light fee as opposed to making them an affiliate. Mr. Dorneker said he found nothing that would prevent the Board from associating with the Jr. WiIdkit program. Currently there is nothing in the Board's policies that address a situation such as this. He reminded the Board that the City has developed partnerships with the YMCA and the Evanston Athletic Club for Levy Center members to use their facilities. The Motion to approve granting affiliate status to the Jr. Wildkit Football program was approved 5-0. At this point of the meeting the minutes of the September 21 Board meeting and the Treasurer's Report & Bills List were approved. OLD BUSINESS Mary Morris - Mr. Dorneker introduced Mary Morris, City Clerk, who was invited to speak about the Board's legal parameters and behavior concerning a proposed referendum, Ms. Morris consulted with Jack Siegel, the City's Corporate Counsel and was told that the Board, concerning a referendum, could not take sides. Anything the Board published would have to be informational and not say vote yes or no. Ms. Carra said she thought there was a distinction between elected and non -elected Boards, elected Board had to be neutral. Mr. Hodgman asked if Board members were prohibited from taking a position as indi% iduals as long as it was clear that it's their personal opinion and not the opinion of the Board. Ms. Morris will clarify this with the Legal Dept, as well as gather information regarding what the Board would have to comply with in respect to fundraising and spending money in connection with a referendum. She is also waiting to hear from Mr. Siegel regarding whether the City can achieve a binding referendum rather than advisory. Mr. Dorneker asked Ms. Morris for the date a referendum would have to be approved by Council in order to be on the April ballot. It would have to be approved by Council in December. Mr. Hodgman wanted Ms. Morris and Mr. Dorneker to understand that the Board would like to have a referendum that's binding on the Council. That way, if it's passed it would result in the expenditure of funds and possibly bonding that would result in the improvements of the parks system including building a new recreation center. His own impression is that that's impossible in a home rule community as Evanston is. The question of whether the Board should spend the time, energy and political capital, for a non -binding referendum is a difficult question. Ms. Carra said Council is waiting to see if the voters agree that it's a good idea to have their taxes raised to do this work. Depending on the results, they see that as their mandate to do it or not. Strategic Plan — Mr. Domeker gave an update on %%fiat %gas di:xussrdlde-,-cloped at dhe Recreation Board Work -shops September 26 and October 4. At the September Z6 workshop, members developed a priority list of the strategic plan pars: and recreatium facility development projects (I" priority. 2"`f priority and priorities not established). The three lists did not include all of the strategic plan development proieN:ts. Possible funding for development of the projects and what it would cost taxpaym fur 530, 40, 50 or 60 million -dollar bond issue %%-as discussed at the October 4 workshop:. Currently Finance Director Bill Stafford is still working on those figures. Mr. Zolomij, Land Collaborative Design, distributed a packet of information reflecting a Syr and I Oyr implementation plan for the development of the prioritized projects witb a 530, 40, 50 or 60 million dollar bond issue. After re%iew and discussion of the list, it aus made clear that a 5yr plan was the better choice. It would be more cost effective and more appealing to citizens than a I Qvr plan. Ms. Flynn noticed that development of as southeast recreation center was not included in the I" priority list. She was reminded by Ms. Carra that this item was placed on the "priorities not established list" at the September 26 workshop. Mr. D'Agostino noted that the southeast recreation center is a S10 million dollar project. If the development of Robert Crown and a southeast center were placed on the I" priority list, several other projects would be taken away from the list. Ms. Flynn suggested including improvements of the recreation trailer (in Clyde/Brummel Park) if not the southeast recreation center. She feels strongly that some type of improvements to that park or neighborhood should definitely be included on the priority list. It was rioted that residents in that area had expressed at a community meeting that they do not want a recreation center in Clyde/Brummel Park. It was also noted that the City received a $250,000 grant to study possible locations to build a southeast center. A request for proposals was put out several months ago for realtors and developers to investigate possible locations to build a southeast center. No one responded to the RFP. Mr. Hodgman agrees with Ms. Flynn that the Board should not lose sight of the southeast center issue, however, this strategic plan is very important to the whole community, including southeast Evanston. The Board thanked Mr. Zolomij for the information and his presentation. Mr. Hodgman asked if there was a -may to graphically illustrate the information so it would easier to understand when presented to community. Mr. Zolomij will develop a graphic illustration of the information. Mr. Marberry said the next step is for the Board to decide which list of projects and bond amount it wants to push for ($40, 50 or 60 million). Mr. D'Agostino explained that bond money for the specific projects listed will replace capital plan improvement funds. However, those capital plan funds will be distributed throughout other departments as needed. Mr. Hodgman said that is a savings to the City and it should be noted. He also said it would be easier to decide on a $40, 50 or 60 million bond if it was understood exactly what the park improvements include and if they are necessary. Mr. D'Agostino said the improvements are not always a matter of enjoyment but also a matter of safety and accessibility. Mr. Dorneker said staff would contact the legal dept. to get answers for the Board. He suggested that the Board meet again as soon as the information is received, prior to the regularly scheduled Board meeting. Ms. Cana distributed a memo regarding a draft -marketing plan for a referendum project The memo was a boilerplate plan used by past committees during referendum campaign - Ms. Flynn will prepare a backward timeline for a referendum campaign plan. SUPERINTENDENT'S REPORT Staffing Update: Mr. Domeker reported that there has been a jab offer for the Clerk position at Crown. There will be a job offer made for the Clerk position at Fleetwoola next week. Interviews are scheduled for the Levy Ctnter Manager and Management, Analysis positions. The Chandler Youth Sports Super%isor will hopefully be posted] iln- the end of October. Interim Levy Center — The Levy Center bus progr= has started. A bus schedule vas distributed to the Board. New Levy Center The City has received and will begin to review the proposal from potential general contractors. A groundbreaking date has not been set yet. 2001 Proposed Budget — Staff is still working on the 2001 proposed budget. A draft will be forwarded to the Board at the November meeting. COMMENTS FROM BOARD MEMBERS Ms. Flynn said she doesn't know why the Art + Recreation magazine shouldn't inclu& all recreation opportunities in the City. If we did a better job in cooperating and advertising for everybody, we could avoid the necessity to build a pool. She also requested that Board minutes be distributed before the monthly packet in case there are tasks for members to completed by the next meeting (this would jog their memory). She apologized for being late to the meeting and thanked Mr. Walton for chairing the meeting. Mr. Lesch noted the lack of attendance of some Board members. Mr. Dorneker suggested drafting a letter reminding members of the attendance policy. Nf& Flynn will prepare letters. ADJOURNMENT The meeting was adjourned at 9:15pm. The next Recreation Board meeting is November 16e` at the Civic Center, 2100 Ridge Ave— in room 2402 -Dratl — Not Approved„ Now minutes arc not verbatim Minutes Evanston Recreation Board Robert Crown Center, 1701 Main Street September 21.2000 Board Members Present: Mr. Don Walton, Treasurer Mr. John Lesch Mr. Richard Marberry Ms. Ann Carra Mr. Dave Hodgman Board members Absent: Ms. Marion Flynn, President Mr. Rick Marsb Ms. Janet Webb, Secretary Mr. Hecky Powel] Staff Present: Mr. Bob Dorneker, Recreation Superintendent Mr. Jim Ferrers, Lakefront/Sports Coordinator Mr. Gary Silkaitis, Recreation Maintenance Supervisor Mr. George Dotson, Robert Crown Center Program Manager Ms. Myra Gorman, Inclusion Coordinator, Special Recreation Ms. Leslie Wilson, Interim Levy Center Manager Mr. Robert Lloyd, Robert Crown Center Manager Ms. Mamie Smith, Fleetwood Jourdain Center Manager Ms. Kevin Wallin, Chandler Newberger Center Manager Ms. Martha Logan, Public Information Specialist Ms. Nanci FraggasL Robert Crown Operations Manager CONSENT AGENDA In the absence of his. Flynn, the meeting was called to order at 7:30pm by Mr. Walton. 'Ibe minutes of the July 11, Recreation Board meeting was approved along with the Treasurers Report and Bills Lists. CITIZENS' COMMENTS None. DIRECTOR'S REPORT Mr. Gaynor was not able to attend the meeting due to a conflict with the School Board meeting. In lieu of his absence, Bob Domeker presented the director's report. Staff is continuing to work with the architects in fine tuning the James Park development and Levy Center project. Mr. Dorneker noted that staff would like to have the Levy Center ground breaking ceremony by the end of October. He asked the Board to please contact Petra Belcher with dates they would available to attend. Once this information is received, staff will coordinate and scheduled the ceremony. 14 PROGRAM UPDATE Ms. Gorman, Inclusion Coordinator for special recreation: Inclusion servic-cs were provided to the follo%ving suntmcr camps: Robert Crown Day Camps. Art` Camps. Sports Camps, Aquatics Camps, Fleetwood Camps and Ecology Camps. Approximatdv 35 Children with disabilities %%vm included in general recreation camps. Twenty -few children (the most ever) upended this },ear's end of summer Camp R.E.A.L. mini camp. Special Recreation Fall programs started the week of September 16ei. Kevin Wallin, Chandler -Newberger & Special Recreation Manager: Special Recreation and Chandler Newberger summer camp enrollment %vas up 10%. Ackerman drop -in camp skyrocketed from 69 participants last year to 168 this year. Staff organized free youth outreach golf lessons at Skokie Sports Park. Ninety-four children participated. Six at -risk youth were provided a comprehensive introduction to the sport, inclining 12 hours of instruction and a nine -hole game. In addition, free outreach tennis lessons were provided for 140 youth at Fitzsimons Park, Ackerman Park and ETHS. Due to resurfacing of the tennis courts in Lovelace Park with will continue through the end of November, fall classes are being moved to tennis courts at Leahy and Robert Cronn Parks. Unfortunately, Margaret Parccll (program manager) is resigning at the end of this month. Staff hill have a luncheon for Ms. Parcel] on Wednesday September 27 from 11:30 am to 1:30 p.m. The Board is invited. The gym floors will be replaced this summer. This will not affect the basketball program but the preschool program %U be moved to Lovelace Park during the construction because of the fumes. Jim Ferreira, Coordinator Sports/Lakefront Gary Silknitis, Super Maintenance: The beaches are closed for the season. Revenue was down this year because of the cool summer and the late opening of the boat ramp. Due to a shortage of guards with schools opening, Clark St. and South Blvd beagles were closed until 4:30pm on Thursday. August 31 a and Friday, September I". The dog beach will remain open through October, weather permitting. Staff cleans bathrooms in parks and beaches. Flag football season has started. Recreation maintenance staff is cleaning the lakefront, posting signs and doing field maintenance. Mamie Smith, Fleetwood-Jourdain Center and 'Theatre Manager: The summer youth theatre workshop had a great season. Participants included youth enrolled in the summer youth employment program. The workshop group has been invited to Seattle Washington to perform last year's summer workshop production. The children theatre program is constantly growing. Sixty-five children auditioned for the upcoming children's production. Unfortunately, there are only 43 parts. Forty-six children are enrolled in the after school program. The kids were invited to a Chicago Bears talk show. The Mason Park drop -in program tripled this summer with over 200 kids participating. The Southeast Evanston Recreation Education Center had its open house on September 9`h to introduce a new, innovative, nontraditional program that uses the power of play to stimulate and motivate learning. 1`is. Carra asked for an update on the Fleetwood Jourdain Theatre community meeting. Mr. Dorneker explained that the consensus of the meeting seemed to be to keep the theatre at Fleetwood or in the general community - Staff is still working with Family Focus regarding the lease for theatre rental space - Currently it is a month to month lease. Leslie Wilson, Lrry Interim Center Manager: Levy senior membership is up to 790. New senior programs that have started since the moved to the Chicago Avenue location are basket weaving, bird witching, and radio theatre. Seniors did a public service announcement for the Red Cross and isworking on a live performance in October. The building fund committee has raised S72.000. S25.000 of the S72,000 came from the Joe Levy Family Foundation. The committee is also working on receiving grant money. The Levy bus pick-up program «ill begin next week. Robert Lloyd, Robert Crown Manager Nanci Fraggaci, Robert Crown Operations Manager. Thirty-five kids have enrolled in the after school program. The basketball rims have been replaced. Ninety-two people auditioned for the upcoming Nutcracker on Ice show, which %rill be held September 1 tic'. The Youth Hockey program is currently finishing a four -page, information brochure, which will be distributed to local schools and skatingthockey participants. Adult broomball begins October 1, with two divisions for a total of ten teams. Martha Logan, Public Information Specialist: The winter issue of Arts + Recreation and Highlights newsletter will be completed in mid -October and delivered door to door in early to mid -November. The next issue of School News will be delivered to schools in late October. Promotion is under way for the Evanston Children's Theatre's next production, "Quark Victory." New promotional pamphlets were written and designed for the Ecology Center (about gypsy Moths) and the Levy Senior Activity Center (to assist the Building Fund with its fun -raising efforts. The usual seasonal flyers, calendars, brochures and other promotional materials were produced for late fall and early winter programs held at the community centers. SUPERINTENDENT'S REPORT Staffing Update: Mr. Dorneker reported that there are still a number of vacancies within the Department which include the following positions: Levy Center Manager, Management Analysts; Robert Crown Office Coordinator, Fleetwood Jourdain Program Manager, Custodian and Clerk; and Chandler Newberger Program Manager. The Chandler Advisory Board raised concern regarding the vacant positions at Chandler Center not being filled yet. Ms. Carra asked why does it take so long to have the job descriptions printed and posted. Mr. Domeker explained the process and noted that the Human Resources Department has also been under staffed with one Human Resource Specialist doing the hiring for the City versus three. With the scope of all the City's vacant positions, certain departments took priority, like the Police Department. Recently, another Human Resource Specialist was hired so the hiring process should pick up. Dog Beach Update: Over the past few weeks, staff has received reports that dogs have bitten other dogs while at the dog beach. The policy at the dog beach and the City ordinance states that "the pet (dog) owner or pet (dog) handler be in control of the pet (dog) at all times." Staff is making recommended changes for next year to post additional signage at the dog beach and hire additional staff to walk the dog beach. The dog beach tokens are being sold through the City Collectors Department. Staff would like to take over this process in order to have a better record of who the dog tokens are being sold to. This way staff can track the owners of the dog biters. Mr. Marberry said these are good recommended changes. He will contact Mr. Dorneker with some of his own ideas to help prevent this problem, Tennis Courts Renovation: Construction of the Lovelace Park tennis court will continue through November 30.2000. Therefore, all fall 2000 youth tennis classes will be held at Leahy Park, Lincoln St. west of Ridge Ave. All fall 2000 adult tennis classes and leagues will be held at Robert Crown tennis courts. Dodge Ave. at Lee St. There are ten other tennis court locations patrons can utilize while the project is being completed. These include Ackerman, Bent, Elliot, Cartwright, Robert Cron. Fitzsimons, Foster, Jaynes, Leahy, and Mason Parks. (Leah), and Crown Parks are lighted.) Mr. hiarberry asked if the drainage between the courts would be maintained? Mr. Dorneker will find out and let him know. Flag Football Follow-up: Mr. Dorneker met with Alderman Kent regarding his Flag Football recommendations. A number of changes have been made to improve the program. Jr. Wildkit Football Proposal: Mr. Gabe Val, Jr. Wildkit Football Program Director, gave a background and update report of the football program which is in its 7"' year. He is coming before the Board for two reasons. 1) to ask the Board to consider waving the light fee of $25 per hour paid to Fleetwood Jourdian Center and 2) to hopefully get some sense of commitment to develop a 100 yard football field. This is a non-profit organization that started in 1993 and is run by volunteers. They do a lot of fundraising to cover costs and receive sponsorships from local business. They've received funds from CDBG. Forty percent of the kids participating in the program qualify for fee assistance. The program has grown tremendously since 1993, starting with two teams. Today there are five teams (130 kids). Approximately 800 middle school age kids have participated in the program over the past seven years. The program's biggest challenge at this point is field space. Currently they pay the Recreation Department for the use of James Park, Fleetwood Center for the use of Foster Part: and ETHS for the use of their field space which adds up to approx. $2,000. Mr. Lesch asked Mr. Dorneker why couldn't they play at James Park at night, which is lighted? Mr. Dorneker said the softball program is scheduled there in the evenings and the Jr. Wildkits will have to dodge softballs. There is also the issue of field damage. Primarily all of the open spares large enough for the Jr. Wildkit are fields that are currently used as soccer fields. Mr. Lesch strongly believes we should be able to accommodate the Jr. Wildkits with lighted field space. He also noted that several of the softball participants are not even Evanston residents. Mr. Val said he pays $25per hour for light usage and $ l Oper hour for field use for a field that's not a regulation football field. If the Recreation Department can let him know what their plans are for field usage, he will know how to better plan for this growing program. Several kids are on a waiting list to participate. Mr. Hodgman suggested urging the staff to consider the needs of the Jr. Wilkits Football Program in connection with the Strategic Plan. He also suggested granting the group affiliate status, which would eliminate the light fee and change the field usage fee to S5 per kid per year. i Mr. Hodgman moved to grant the Jr. Wildkits Football Program affiliate status. Ms. Carra mentioned that this group is currently affiliated with the YMCA and asked how that would impact the Board granting affiliated status. She also reminded members that this topic is up for discussion this month, to be voted on next month_ Mr. Val explained that the YMCA takes S27 out of the registration fee of S 130 for kids receiving fee assistance and pro%rides a place for the kids. The YMCA pro%ides a program director that takes care of coordinating the teams, coaches and registration for the program. The Jr. Wildkits Board still has control over the program and any decisions. Mr. Domeker said he doesn't see a reason why they can't be an affiliated program of the Department even though they are affiliated %%ith the YMCA. However, the policy says "the affiliated group will be self-sustaining in its financial operations". Mr. Dorneker will gather process information for v aiving the light fee and this item will be placed on the October agenda for further discussion and decision. OLD BUSINESS Strategic Plan: Mr. Dorneker reminded the Board of the upcoming workshop to further discuss the strategic plan and asked that everyone please try to attend - NEW BUSINESS Budget Update: The City has begun preparing the citywide budget for 2001/01. A presentation of the department's budget is planned for the October meeting. Staff will also be reviewing their individual budgets with their respective Advisory Boards in the upcoming weeks. The Board was provided with a list of those scheduled dates. COMMENTS FROM BOARD MEMBERS Mr. Hodgman said he hopes Board members will attend the workshop. Mr. Lesch suggested placing guest speakers toward the beginning of the agenda and he expressed his strong desire to assist the Jr. Wiidkit Football Program. Ms. Carra said last time the Jr. Wildkits Program came before the Board three years ago, they were given Foster field. She feels there should be a Board liaison contact with the group. ADJOURNMENT The meeting adjourned at 9:25pm. The next F_ecreation Board meeting is October 19, 2000 at the Chandler Newberger Community Center. 1' Board Members Present: Board members Absent: Stan Present. - CONSENT AGENDA: •`Draft — Not AM*%-ed" Note: minutes are not--vrbadrn Minutes Evanston Recreation Board Dawes Park Lagoon Building Sheridan Road at Church St. Tuesday, July 11, 2000 Ms. Marion Flynn, President Ms. Janet Webb, Secretary Ms. Ann Carra Mr. Hecky Powell Mr. Don Walton, Treasurer Mr. Douglas Gaynor Ms. Petra Belcher Mr. John Lesch Mr. Richard Marberry Mr. Rick Marsh Mr. Dave Hodgman Mr. Bob Doraeker Ms. Flynn called the meeting to order at 12:30pm. The motion to approve minutes of the June 15, 2000 Recreation Board meeting, along with the Treasurers Report and Bills Lists. was second and approved. CITIZENS' COMMENTS: None. DIRECTOR'S REPORT: Redevelopment Projects - Mr. Gaynor reported that due the cement tucker strike, projects such as the James park and the down town redevelopment have been set back. He also mentioned that because things are going so well in the economy, bids are coming in much higher than what we've estimated and budgeted. Bids for the Ecology Center building expansion came in over twice what was estimated; Burnham Shores Park development bids came in at $130,000 over, Robert Crown Center backstop bids came in at $40,000 over, and Lovelace Tennis Court bids came in at $70,000. Mr. Gaynor i submitted a memo to asking if additional funds %ere available for some of these projccts. Currently, he has not received a response. Ms. Webb asked if the Department has considered combining all of the park projtx together. Mr. Gaynor explained that each project has its own specifications. It's not a good idea to give one contractor all of the jobs. If you happen to get a bad contr.,w for 231 of the projects will be held up. Evanston Arts Council - Mr. Gaynor stated that the Evanston Arts Council (EAC) recently sent a memo to the City Manager's office requesting that the EAC be separated from the Parks/Forestry & Recreation Department. The EAC and staff will meet with the Human Services Committee on JuIv 17`h to discuss their request. He also mentioned that the Arts Council/Cultural Arts Director position still has not been filled. Strategic Plan - Mr. Gaynor reported that the consultants are in the phase of writing the Strategic Plan document. Four public meetings wire scheduled for the community's input but were not well attended. One of the public meetings was attended primarily by disabled/handicapped individuals who provided v=v good suggestions such as identifying parks that aren't handicap accessible. New Levy Center - The Senior Center Development Subcommittee will meet Thursday, July 13. At this point, the committee is discussing the building design. SUPERINTENDENT'S REPORT Staffing —Mr. Dorneker announced that Robert Lloyd will move over to Robert Crows Center from Fleetwood Jourdain Center next Monday. The Levy Center Manager position has been filled. Her name is Teresa Grodsln- and she will start on August 10*. Teresa comes from Park Ridge and brings to the department a tremendous wealth of knowledge regarding senior programs. She is very involved with senior programs on a national level and we are excited to have on our team. The Human Resources department is close to finalizing the Management Analyst job description. The Robert Crown Office Coordinator and the Fleetwood Jourdain Clerk positions have been posted. The job descriptions for three new positions (Youth Sports Coordinator, Assistant Program Manager and Facility Supervisor) have been forwarded to the Human Resources Department. Programs— Mr. Dorneker said the Dog beach was a major attraction this year and the department sold approximately 1,300 dog beach tokens. Although the people beaches will close in the beginning of September, the dog beach will stay open until the end of October. OLD BUSINESS Committee Reports - Mr. Marberry noted that suggestions given by citizens at the strategic plan public meetings were very helpful and should be included in the plan. After going to the public meerings it became clear to him that this is prohably the most single, critical thing that the Board and the City is doing in respect to recrcmion in the last 15 to 20 years and going forward to the next 15 years. He thinks it is up to the Board to take a central position to get everything in place and see that the City gets what it needs - It's more than doing surveys and seeing what facilities we have, but what we can do to get the new facilities we need_ In addition to that, set up programs to continue maintenance on what we do after it's brought up to speed, which is going to be out of the operating budget. This whole package will have to go to the Human Services Committee and City Council. Assuming we would get what's needed from the City Council, the next step, which is the hard job, will be to go out and sell a referendum to the citizens. This is going to be a tremendous and important task to plan and implement and the Board should do as much of it as they can. The strategic plan will be ready in the next two months therefore, the Board w-ll need to decide quickly how to approach this task. Mr. Marberry recommended that the Board or a committee of the Board, take a real active interest in this project and discuss specific ideas of how to proceed. Ms. Carra asked if the multipurpose sports facility was included in the estimated S30—50milIion cost for the recommendations in the strategic plan. Mr. Gaynor said yes. Mr. Marberry said it doesn't include the Southeast ivanston recreation center. He hasn't heard any mention of the SE creation center. Mr. Gaynor said it should be included. He thinks it's written in the notes. He said it should include everything the citizens want, including a swimming pool, which was suggested at one of the meetings. Mr. Marsh asked if the multipurpose sports facility subcommittee should continue and become more active with the overall plan. Ms. Flynn said she would like to be clearer as to the Board's role before deciding the next steps. Mr. Gaynor said he will need to find out from the Legal Department what the parameters are for the Board as far as promoting and fundraising is concerned. NEW BUSINESS Levy Advisory Board Appointment Recommendations Ms. Webb moved to approve the recommendation to appoint Jan Levy Trartnen and Salvador T. Garcia to the Levy Advisor Board. Both recommendations were seconded and approved. Fleetwood Jourdain Theatre and Evanston's Children's Theatre relocation — A community meeting was held on July I3 at the Fleetwood Jourdain Center to discuss matters regarding the possibility of relocating the Fleetwood Jourdain Theatre and the Evanston Children's Theatre to a more accessible location. Ms. Carra asked if staff was taking a position on this and if so, what is it. Mr. Gaynor explained that several months ago space became available at the Noyes Cultural Arts Center ( NCAQ and he asked Mamie Smith, Fleetwood Jourdain Center Manager, what she thought about moving the 1' Fleetwood Jourdain and Evanston's Children theatres over to the NCAC «ith the ?Qm-t Theatre group. It seemed to make since to have all of the theatre programs in one l«.ation at the cultural arts center, but only if that's %Q= the community %ants to do. Curr= y. the Next Theatre rents the theatre space from September — June. Part of that time is used for performances and part of that time is used to build sets for the performance. Ntr Gaynor said he asked the Next Theatre if there was someway to utilize the theatre sgace better by sharing it with Fleetwood Jourdain and Evanston Children s theatre_ For example, the Next theatre could have their sets built offsite which would free up the theatre space for Fleetwood. Right now the City rents theatre space from Family Focus for the Fleetwood Jourdian and Evanston Children's theatre at S43.000 per year. The Family Focus theatre is not handicap accessible and the City continues to give them Community Development Grant money. They're doing ever} -thing but making the building accessible. Recently a disabled person who couldn't get up to the theatre threatened to go to court and get an injunction to shut down the theatre. COMMENTS FROM BOARD MEMBERS Ms. Carra., Mr. Marbemy and Mr. Lesch thanked staff for lunch and the tour of the recreation facility and programs. Ms. Webb said she was impressed with the summer camp programs, especially at Clyde/Brummel. Mr. Marsh apologized for missing the tour. He hopes to be able to attend next year. Ms. Flynn said that summer programs are wonderful and a great service to the community however, it is embarrassing to her that our facility in Southeast Evanston is so substandard compared to our other facilities elsewhere. If we put a recreation facility in that area, as part of the strategic plan, and is forced to negotiate everything else away and can only do one thing, we should build a facility for Southeast Evanston. She also mentioned to Mr. Dorneker that she would like to see a plan of that area to see how much land there is to work with. ADJOURNMENT The meeting adjourned at 1:2811m. The next Recreation Board meeting is September 21, 2000 at the Robert Crown Community Center. Board Members Present: Board Members Absent: Staff Present: CONSENT AGENDA: Minutes Evanston Recreation Board Thursday, June 15, 2000 Ms. Marion Flynn, President Ms. Janet Webb, Secretary Mr. John Lesch Mr. Hecky Powell Mr. Don Walton, Treasurer Mr. Douglas Gaynor -Draft- Not ApVXUNcd" Note: minutes am not %cch3tim Mr. Dave Hodgman Air. Richard hfarberryr Ms. Ann Cana Mr. Rick Marsh Mr. Bob Dorneker Minutes of the April 27 and May I8 Recreation Board meetings were approved along with the Treasurers Report and Bills List, CITIZENS' COMMENTS: None. LEVY CENTER BUILDING DESIGN Board members attended the Levy Center Development Subcommittee meeting prior to tonight's Recreation Board meeting. At the subcommittee meeting, the Ross Barney + Jankowski Architects gave an updated presentation of the new Levy Center building design, which had changed somewhat without the knowledge of staff and the subcommittee. Mr. Gaynor will schedule a meeting with the architects regarding these changes and the fact that the changes were made without consulting staff or the subcommittee. DIRECTOR'S REPORT: Boat Ramp The Church Street Boat Launch is now open for the season due to innovative and creative problem solving by the Facilities Management Division. They designed two prefabricated ramp extensions made of ,r' beams and steel grating, which were installed by crews from Facilities Management, as well as employees from Public Works, Recreation Maintenance, and Parks/Forestry. Strategic Plan Public Meetings Four meetings have been scheduled inviting residents to meet with staff and the consultants in order to provide input about current and/or proposed parks and recreation facilities. if possible, there %till be Recreation Board representation at each of the public meetings. SUPERINTENDENT'S REPORT: Staffing Update Robert Lloyd has been appointed as the Manager of the Robert Crown Community Center and Ice Complex. Mr. Lloyd has been a Program Manager for the Fleetwood-Jourdain Community Center since 1987. He will transition into his new duties by early July. The vacant Fleetwood Jourdain Program Manager position will be posted once the job description has been updated/reclassified. Staff is currently negotiating with a potential candidate for the Levy Center Manager position. The vacant Robert Crown Office Clerk position will be posted next week. Vacant Clerk positions at Chandler Newberger and Fleetwood Jourdain are also being reclassified and will be posted soon. The Management Analyst position is in its final stages and will be posted by the end of the month. This person Kill be the grant writer/special events coordinator for the department. Mr. Marberry asked if the department anticipates filling some of these positions with inside employees. Mr. Domeker said there are employees that are eligible and he hopes that they will apply. Ms. Flynn said she hopes that staff has expressed their frustration to the Human Resources Department regarding the length of time it takes to have these positions posted. Mr. Dorneker explained that the Human Resources Department had been short staffed also. They recently hired a fulltime Human Resources Specialist and now the position posting process should move along faster. Program Updates Summer Camps programs have started and the beaches are now open. OLD BUSINESS: Committee Reports Mr. Marberry attended a Chandler Newberger Advisory Committee meeting. The committee reported that the current programs are very effective. They didn't have any real issues that needed attending to other than filling the vacant positions at Chandler. Staff at Chandler are being substantially overworked and because of this, the level of work done may not be as good as we would like it to be. Mr. Dorneker added that the Chandler Advisory Board did send a letter to Mr. Gaynor and the Human Resources Department expressing their concerns on this issue. Ms. Webb attended a meeting with staff and the FIeetwood Jourdain Art Guild to discuss the Fleetwood Jourdain Black Historic Sculpture Garden project and to review the processes for a successful project implementation. They discussed different aspects. Besides the sculpture garden, they would like a space for quiet reflection, a wall of fuv that would recognize contributions of African American Evanstonians that have done things first, and a memoriam for veterans. They have the original plate that "tits attached to the Butler building that was torn down five years ago. This plate %ill be also be included in the sculpture park. The next meeting hasn't been scheduled yet in order to give the consultant enough time to prepare materials. Ms. Webb will keep the Board informed. Mr. Hodgman asked Mr. Dorneker if the schedule/calendar of monthly agenda items have been circulated to the Board yet. It hasn't. Mr. Domeker will provide the Board with a schedule of Board items. NEW BUSINESS: Flag Football Alderman Joe Kent shared some of his suggestions for the Flag Football program. He noted that the flag football league is great but it is unorganized. He feels that one of the reasons is because the staff person has other obligations such as the beachfront and softball leagues. For example, the staffperson's main focus is working with the softball leagues right now. Because of this. flag football gets overlooked and by the month of August, nothing has been prepared for the flag football program and the season starts of horrible. The schedules are not ready and the kids don't know when and where they are to play. He suggested taking a staff person and stepping them up to a commissioner role and creating a board of coaches that could be changed every year. While the staff person is working on softball, the board of coaches could work on the flag football scheduling and have the contacts ready for the schools. The board of coaches could recruit participation from other schools such as Roycemore and Chairavelle. He also noted that more girls are playing flag football and the board of coaches could continue to promote their participation. The board of coaches could also evaluate the program each season from the coaches, to the referees, to how things were done. He noted that there are not enough referees. The board of coaches could work on getting the PTA more involved. If a staff person is not available to bring hot chocolate or coffee for the referees who are out there from 7:30am to sometimes 4:00pm. the PTA could organize hot chocolate and coffee sales at the games. Sales from the beverages could go toward award ceremonies. The staff person will still run the program and make the decisions, but with the help of the board of coaches, when the staff person is ready to step in after the softball season, the flag football program will be on schedule. He also suggested inviting the coaches to the plenary for the referees so they can go over the rules together. Mr. Dorneker agreed that these were great ideas and he will be in touch with Aid. Kent to work on some of these ideas. He also explained that this will be the responsibility of the Youth Sports Coordinator, which is a new position at Chandler that hasn't been posted yet. Human Resources is still finalizing the job description, salary, etc. Condition of Tennis Courts Mr. Marberry reported that the Evanston Tennis Association has shared their concerns regarding the condition of the tennis courts with the department. He and the Evanston Tennis Association visited each of the tennis courts and made some evaluations about the nature of their condition and gave suggestions of what should or should not be done. 3 These suggestions will be forwarded to the dep urmcnt and ►►ill he hclpful a_s part of the strategic plan. He noted that there is a desperate nccd for almost all of the tennis courts to be redone. in preparation for the 4 h of July Tennis Tournament. he ask—cd if the lines could be repainted on the tennis court at Ackerrsan park b+ecauwr you the limes anymore. He would also like to have the f>>urt i-xiwer ►gashed. \tcmlkrs sof the association would be willing to volunteer any way they can to get this done hefore the tournament. Mr. Dorneker said the Parks staff %►ill repaint the lines and he \%ill check into having the court power washed. July Annual Recreation Facilitv Tour The Board discussed dates and times to schedule the tour and decided on the moming of July 11 after which lunch will be served at the lakefront. July 12 is an alte=te date. Ms. Webb suggested that the tour be gam --12 noon ►cith 2 or 3 sites to visit so the tour will not be rushed. Mr. Hodgman stressed the importance of the Board's attendance once the date is scheduled. He explained that there is a lot of preparation for the tour from staff as well as participants of the programs. Last year most of the Board did not attend the annual tour. Discussion following regarding which facilities and programs to visit. Mr. Dorneker will prepare a schedule of sites that will benefit most from the site visit. COMMENTS FROM BOARD MEMBERS Ms. Flynn shared concerns from her neighbors regarding kids skating in the skate park after hours and concerns from the women's softball league regarding the condition of the portable toilets in James Park. She also mentioned that she hadn't seen any publicity on the open gym program at Robert Crown and wondered if there were many participants. Mr. Dorneker said open gym at Robert Crown is 1-3pm on Sundays and there are so many participants that staff may have to look into adding evening hours. ADJOURNMENT: The meeting adjourned at 8:35pm. The next Recreation Board meeting will be at the lagoon building 12:30pm, July 11 immediately after the Annual Recreation Facilities/Program Tour & Lunch. Members will meet at the lagoon building at gam to begin the tour after which lunch will be served and the meeting will begin at 12:30. There is no August Board meeting. "Draft - not approved" 4 Board Members Present: Board Members Absent: Staff Present: CONSENT AGENDA: Minutes Evanston Recreation Board Thursday, May I8, 2000 Ms. Marion Flynn, President Ms. Janet Webb, Secretary Mr. Hecky PoweI Mr. Don Walton, Treasurer Mr. Rick Marsh Douglas Gaynor "Draft- Not Appw cad" Note: minutes are not ved=irn Mr. Richard Marberry Mr. John Lesch Ms. Ann Carra Mr. Dave Hodgman There was not a quorum present. (evening of the terrible rain stone) The April 27 minutes will be presented for approval at the June 15 meeting. CITIZENS' COMMENTS: None. BICYCLE CLUB PRESENTATION: Representatives of the Evanston Bicycle Club distributed the club's budget report and the bicycle ride schedule/applicadon. They gave a brief description of the bike rides. The Evanston Bicycle club is very diverse in terms of age, ethnic backgrounds, income levels, etc. and is run by volunteers. The 453 members consist of 40% Evanston residents; the rest are from all over the Chicago land area (240 male 213 female). You do not have to be a member to ride. The club is not competitive and basically gets together for fun and exercise. The fee to join is S10/single or $15/family. Scholarships are available if needed. To encourage safety the club offers a S 10 rebate if participants purchase a helmet. The club produces a monthly newsletter. With the help of Martha Logan, Recreation Department Public Information Specialists, the club is preparing an Evanston bicycle route map. The club would like to have access to the interim Levy Center for their monthly meetings and would like to have more publicity in the Arts Magazine regarding the bicycle rides. DIRECTOR'S REPORT: Mr. Gaynor reported that Bob Dorneker was absent because he had to attend another meeting. He distributed a proposed list of tennis court renovations for the Board's review. Boat Ramp The boat ramp is still closed due to low lake level. Staff is in the process of installir* a temporary solution to the problem and hope to have this work completed in a couple of weeks. Permit holders will receive a discount. Fleetwood Jourdain Theatre The FJT lease with Family Focus has expired and they've been asked to renew the lease. Although FJT pays $43,000 for a one -year's lease, nothing has been done to the facility- to meet ADA regulations. Family Focus receives CBDG funding which should go towed ADA renovations at the facility. 'Ibis issue has been placed on the City Council's Administration & Public Works Agenda as an item to review, but it hasn't been discussed yet. St. affing Update At this point, there are no candidates for the Levy Center Manager, Robert Crown Ccn= Manager, and Cultural Arts/Arts Council Director positions. The Depar=ent may hire a headhunter to help fill these positions. Pr�ram Updates Clyde/Brummel — Instead of running the high school league throughout the summer, there will be a fundamental basket ball clinic and three major basketball tournaments. Fleetwood Jourdain Black Historic Sculpture Garden — Camiros Ltd. has been selected to provide master planning services for the Evanston Black Historic Garden and will go before the City Council for approval. RFP's were mailed to 22 potential respondents, 5 responses were received. ADJOURNMENT: The meeting adjourned at 8:35pm. The Board has been invited to attend the Levy Center Development Subcommittee meeting June 15, 2000 6:OOpm at the Civic Center 2100 Ridge Avenue, Room 2404. The June Recreation Board meeting will be held in that same room directly following the subcommittee meeting, 7:30pm. "Draft - not approved" 2 Board Members Present: Board Members Absent: Staff Present: CONSENT AGENDA: Minutes Evanston Recreation Board Thursday, April 27, 2000 I Marion Fb-nn, President Nir. Don Walton, Treasurer Mr. Rick Marsh Nir. Hecky Powel Air. Richard Marberry Bob Dorneker Gary SiIkaitb Martha Logan Mamie Smith Greorge Dotson ..Drab- Not Appow.,cd" Note: minutes are not %rrbarim Mr. John Lesch Nis. Ann Carra Mr. Dave Hodgman Ms. Janet Webb, Secretary Douglas Gaynor Ron Mrowiec Kevin Wallin Leslie Wilson Nanci Fragassi The meeting was called to order at 7:36pm. The Consent Agenda, Treasurers Report & Bills List and February 17 minutes were approved. The March lb minutes were approved with corrections. PRESIDENT'S COMMENTS: Ms. Flynn requested that "President's Comments" be removed from the monthly agenda She will make her comments at the end of the meeting during "Comments from Board Members" CITIZENS' COMMENTS: None. DIRECTOR'S REPORT: Strategic Plan Update The Board recently received a copy of the draft Evanston Strategic Plan Park Improvements prepared by Land Design Collaborative, Inc.. Mr. Gaynor asked Board members to review the draft copy and forward any suggestions/comments to Bob Dorneker by May 11. Staff and special interest groups have met and had an opportunity to submit their suggestion/comments. The next step is to have neighborhood meetings by ward with each Alderman, possibly 2 wards at a time. This will give residents an opportunity to give their input. The information collected from all of these meetings will be included in the strategic plan along with cost estimates, and then prioritized. The goal is to have this portion of the entire strategic plan completed by the end of June 20(f0_ Mr. Lesch asked about the fencing in field area of Larimer Park near the baseball fiefdL Mr. Silkaitis said the Parr Department may be blocking that area for reseeding, but he will check to make sure. Iir. Lesch also mentioned that there are no nets on the baskee ball court at Currey Park. Staff%\ill see to it that nets are put on the court. SUPERINTENDENT'S REPORT: Boat Ramn Undate Staff has spent the last few weeks dredging the boat launch and have removed a lot of sand from that area. unfortunately, boaters still can not launch their boats due to the low water levels, approximately 4 feet. Notification has been sent to previous boat permit holders. The department has received proposals of possible solutions from two consultants. There is a possibility that the ramp could open in late June or early July, depending on the cost to improve the situation. Summer Program Changes The low water level will also effect the Aquatic Camp summer program. Some activities will be limited (water skiing., etc.) Parents will be notified of any program changes. Due to an increase in District 65 summer school attendance, the Arts Camp summer program, originally scheduled at Oakton School, will be moved to Dawes school. The Surf and Turf summer program, originally scheduled at Nichols, will need to be held at a new location not yet determined. Staff will keep the Board apprised. 416 ofJaly Program Update Staff and the 4th of July Association are currently working on a joint 3 on 3 basketbalI tournament to be held on Jule 1 ' and 4d' at one of the community centers. The department would primarily be responsible for processing entry forms and assisting with distribution of the flyers. The 4ei of July Association would coordinate the actual tournament and may contact Mr. Marsh for input and/or assistance. The Board received a copy of the proposed registration form information sheet, which has been developed for this event. Staff %vilI update the Board as to the progress of this new 4`h of July activity. Sty Undate The first round of interviews for the Le,,y Center Manager position is completed. The second round of interviews will begin next week. An interview for the Crown Center Manager position has been scheduled. There haven't been many qualified applicants received for the Crown Center Manager position. There are still a number of positions open in the Parks/Forestry & Recreation Department. STAFF PROGRAM UPDATE REPORTS Levu Center Programs Ms. Wilson reported that the interim Levy Center grand opening was a huge success". There was an attendance of approximately 200 people. Programs at the center are continuing as usual except for the computer prog =- . Staff is in the process of working something out ,%;ith Northshore Hotel for possible use of their computers. As for the exercise program, Levy members now have the use of the Evanston Athletic Club ac the YMCA. The Levy Center membership has increased by 56 new members. So far, the Levy Center Fundraiser Committee has raised $25.000 of its SI million goal to pay for furniture, fixtures, equipment, etc., for the James Pwk- site. Mr. Joseph Levy will match the funds raised. Lakefront/Snorts Programs Mr. Silkaitis reported that the softball and soccer leagues have started for the season. The beach office will open May 6. During the month of May the office is open weekends only, I Oam-5pm. The office is open from I Oam-5pm daily bet%%ven Memorial Day and Labor Day. Fleetwood-Jourdain Communitv Center and Theatre Ms. Smith reported that the Youth Theatre Workshop was invited by the Executive Director of the Resource Family Network of America to perform before an audience of 2,800 people at the National Family Resource Coalition Convention in Chicago. The audience was composed of families and agencies w-orld%%ide. The Youth Theatre Workshop group received invitations to perform from several agencies in different states. An agency from New Mexico, who presented a visual presentation az the conference, suggested an exchange program. Mayor Morton also attended the conference. The Illinois State Board of Education approved the department's grant application for the summer food program. Staff is in the process of finalizing the logistics. Summer programs will proceed a usual except for the modified program being proposed for Clyde/Brummel. The program will run a fundamental basketball clinic and three major tournaments during the summer as opposed to running the high school league throughout the summer. On May 6, the center will have a "Parent Appreciation -Day honoring parents with children involved in such programs as the Drum &: Bugle Corp and the after - school program. Mr. Marsh commented that he would love to have more participants from the south end of Evanston involved in the FAAM program. Ms. Smith explained that in most cases, transportation is a problem for the kids on the south end of Evanston, especially in the evening hours. Public Information Ms. Logan reported that the Arts+Recreation magazine is currently at the printer and will be delivered in mid -May the bid package for printing the next four issues was prepared. Advertising for the spring ice show has been produced Work is being complete don the Evanston Bicycle Route map, which will be printed in April. 3 i Special Recreation Mr. Wallin reported that this year was the largest turnout for the annual family camp. with 60 participants, stafl'and volunteers in attendance. Family camp wms held March 17-19 at Camp Hastings YMCA in Lake Villa_ Eleven members of the Special OI)mpiics swim team attended the Special Olympics district aquatics meet on March 18. Seven of the swimmers qualified to go to the State Games this summer. Chandler -Newberger Center Mr. Wallin reported on the new programs at the Chandler center which include Baby Sitting Training for pre -teens and teens, Pokemon Club, Music Together for pre-school kids and their parents, and Camp Counselor Training for teens. The center also held another kids garage sale, which was even more successful than the last one. Items left over from the sale were donated to the Salvation Armv. Plans are under way for free youth tennis lessons a Clyde-Brummel and ETHS. Staff is in the process of organizing free summer golf lessons at Skokie Sports Park for at -risk youth. Mr. Walton asked Mr. Wallin to emphasize to the Pokemon Club not to bring their pokemon cards to school. Robert Crown Comnlex Mr. Dotson reported that the Skate Park opened April 15. Staff is preparing for the ice show. Candidates are still being interviewed for the summer counselor positions. Participation in the dance classes offered at the center has increased. A new program at the center is family open gym on Sundays, which will continue throughout the summer. The center also has a new Hockey Association Board that is a part of the Evanston Hockey Association. There will be some redevelopment work at the center for ADA accommodations within the next year. When the city renegotiated their franchise agreement with ComEd, one of the items in the ax=ment was that ComEd would do an internal survey at Crown of all of the equipment and general lighting and prepare a list of recommendations for the facility. The Board will be kept apprised on the status. Ms. Fragassi noted that the Evanston Media Center. while filming a documentary on life in Evanston, came to Robert Crown and filmed a wonderful 12-minute segment of the hockey final playoffs. She thought it would be a good idea to show the Board. Ms. Flynn thanked the staff for their program reports and told them they didn't have to stay for the rest of the Board meeting. OLD BUSINESS Committee Reports Multipurpose Sports Facility Update - Mr. Hodgman reported that although it hasn't be= adopted by anyone, the thought is that with the strategic plan park improvement recommendations, we would go for a referendum next March. 4 i Annual Calendar Update — Ms. Carra explained that the subcommittee formed to re iew Mr. Dorneker's proposed list of regularly scheduled agenda items has not been able to meet. She suggested that .Mr. Domeker proceed with the schedule he had prepared. Mr. Dorneker said AYSO and the Bicycle Club %%ill be invited to the May Board meeting to give a 10-15 presentation. With the assistance of Mr. Hodgman, Mr. Dorneker drafted 0 Iist of information questions for the rwo groups to answer for the meeting. The Board will receive a copy of the questionnaire prior to the meeting. Mr. Dorneker v.-as rernirA rd to included updates on the field conditions, any proposed changes to parks, and recognition award recommendations, to his list of regularly scheduled agenda items. New Levv Center (James Park Site) Mr. Joseph Levy donated a 24 passenger, handicapped accessible bus to the department.. The bus was unveiled at the City Council meeting and was on display at the interim Levy Center grand opening. This bus will be helpful with the transportation program to the interim center. Another possible idea would be to work with the Health and Human Services Department in coordinating transportation from the retirement homes to the grocery store, special meetings, etc. Mr. Dorneker will try to have the bus at the next Board meeting. If the bus is not available, he will provide pictures of the bus. Mr. Lesch inquired about the construction he noticed along the canal. Mr. Dorneker explained that the Skokie Park District is developing launch facility for the Loyola Crew Team. The Skokie/Evanston Soccer field and Dog park project has been put on hold. Skokie (Evanston) has applied for a joint state grant hoping to receive funds for this project. Ms. Belcher informed the Board that tickets to the Fleetwood Jourdian Theatre presentation, "The Sign in Sidney Brustein's Window" were on hold at for them at the theatre. BOARD hiEMBERS' COMMENTS: Mr. Hodgman said he was glad to be sitting at the other end of the table (and not in the President's seat). Mr. Walton reported on the new Jr. High Tennis Clinic, which began April 16. Approximately 60 kids from all over Evanston attended the try out session. The first match will be held on April 30 and the program will run for six weeks on Sundays at E.T.H.S., 9am-10:30. A S4million insurance policy is provided for the program through USIA. Although this is the first year for the clinic, there was a great response from kids in the community and he is hoping to expand the program into something more permanent. Ms. Flynn had received a comment from a citizen regarding open gym at Robert Crown during evening hours. Mr. Domeker said currently, that is not an option due to the space needs of the after school evening programs. Ms. Flynn had also received a comment from a citizen asking about police escort at Robert Crown during its late night events. Mr. Domeker will check into this. A citizen who expressed great interest in the Robert Crown Center Manager position and had not gotten an interview, but a form letter stating 5 they would not be intmietisrd. cicitOd ��� Flynn. Site said the applicant is a Icing ti�rre resident who seemed c-== I'.% Tt .-i Nr t aNnit improving the programs at the cent, is very active in a lot of prvgssrn-s- and •=r highly recommended by prt,plc resjwted in the community. She spope with \tr. Ct,-.m-%r artd Air. Dorneker and %%-is told that this person didn't have the qua]ificaZiOnS ncc&-d for the position. Ats. Fvinn stated her concern that the applicant seemed yuilitzed to her and it would rrtle t h dly on the department and the Board if this per~-z &-isn't receive an interview. Shr doesn't kmow- what responsibility the Board has rrgardirtz this issue but strongly encour,��s the department to interview this applicant_ -Mr, Dorneker explained that there is a personnel process in place handled by the Human Rcti.%purses Department. Selcctcd qualified applicants are called in for interviews and those applicants who don't inert the criteria receive a letter of notification. However, individuals wanting to help better the center's programs are encouraged to join the Robert Croton Advisory Boats. the Evanston Youth Hockey Association or attend Recreation &%ard meetings. As for the Board's responsibility, Mr. Dorneker explained that hiring of personnel is basically staffs responsibility and the only person hired by a Board is the City Manager, his. Flynt again encouraged staff to at least call and talk to the applicant at least to invite the person to participate on the advisory boards or as a volunteer. Ms. Carra asked if it would be that cumbersome to call those applicants who don't receive an interview. Mr. Domcker said that if you start making calls for some applicants you would end up doing the same for all of them. Mr. Walton asked if the applicant had any qualifications/expertise. Ms. Flynn answered the applicant does not have professional experience in managing a facility such as Robert Crown and that's part of the issue. Mr. Hodgman said he hopes that we don't have such rigid qualifications that we are keeping people who are creative and energetic out. Ms. Flynn agreed with Mr. Hodgman. She said she is embarrassed that someone with the applicant's level of qualifications and experience didn't get a phone call from staff. Mr. Domckcr shared with the Board that staff has been in contact with the applicant up until this point and the decision was that the applicant was not Qualified. Ms. Flynn presented Mr. Hodgman with a plaque in recognition of his dedicated service to the Board as 1999-2000 President. ADJOURNMENT: The meeting adjourned at 9:05prn. The next meeting is scheduled for May 18, 2000 7:30pm at the Civic Center 2100 Ridge Avenue, Room 2404 "Draft - not approved" 6 Board Members Present: Board Members Absent: Staff Present: CONSENT AGENDA: Minutes Evanston Recreation Board Thursday, March 16, 2000 Ms. Marion Flynn, President Mr. Don Wilton, Treasurer Mr. Heck Powel Mr. Rick Marsh Air. Dave Hodgman Mr. Bob Dorneker Draft- Not ttppraved" Note: minutes are not verbatim Mr. John Lesch his. Ann Carra Mr. Richard Marberry. Ms. Janet Webb, Secretary Mr. Douglas Gaynor The meeting was called to order at 7:35pm. The Consent Agenda and Treasurers Report & Bills List were approved. PRESIDENT'S COMMENTS: Ms. Flynn noted that this is her first term serving as President of the Board and will not take offence of members offering assistance. She offered condolences on behalf of the Board to Petra Belcher for the recent loss of her sister. She also welcomed Mr. Hecky Powell, a new member of the Board. CITIZENS' COMMENTS: None. DIRECTOR'S REPORT: Senior Center Undate Permanent Site - Mr. Gaynor reviewed the drawings by Ross Barney + Jankowski Architects showing three different possible layout designs of the new Levy Center to be located at Dodge and Mulfurd. The drawings were presented at today's Levy Senior Citizen Development Subcommittee meeting and the March 15 James Park community meeting. The architects will also present the drawings before the full City Council at their next meeting. Ms. Flynn reported that seniors have raised 528,000 so far. Funds raised by mid -May, up to 550,000.00, will be matched by Mr. Joseph Levy. Interim Site — Work is progressing at the 1629 Chicago Ave. interim Levy Center site. The projected move in date is early April. There are still a few additional items, due to life safety and ADA codes, that the contractor needs to complete. Multipurpose Snorts Facility (NISF) Mr. Gaynor explained that the NISF should be included in the Strategic Plan cost+ 1* reviewed that the plans now shop; the MSF located new the LeNT Senior Center buildiang in James Park. The next meeting date for the MSF Subcommittee has not .,-Yt be= determined. Boat Ramn Due to the low lake level Mr. Gaynor is in the process of collecting information to hire a firm to do a study to find out exactly what is needed and what it %%ill cost. There is growl money within the Department of Natural Resources to do the study and the work. Mr Marberry suggested that the department look into extending the ramp as an interim type measure. Boat ramp permits are still being sold and applicants will receive a refund if the ramp doesn't open. Rescue Boat — The rescue boat purchased last year is for rescue of swimmers and sailors - not for motor boats. Motor boats have the ability to radio each other for assistance. The rescue boat will be housed in the Wilmette Harbor at no cost. Gas for the boat will be purchased from Wilmette. SUPERINTENDENT'S REPORT: Recreation Budget 2000-01 March 1, 2000 begins a new budget year. The recreation budget was approved as proposed. kk James Park Field House/Concession Operation There will be a delay in the opening of the field house (bathroom and storage area for soccer and baseball programs) in James Park. A caisson had come loose from the building, which caused one side of the building to sink close to l 1 inches. The original plan was to have the field house open by the beginning of the summer 2000. Now it may not be open until early fall. Sports groups that use the field house are being kept informed of the field house status. The department may consider a trailer rental for storage use or maybe using the recycling center. As for the bathrooms, portable toilets _ have been placed in the park. In the past, the EYBA (baseball) ran their concession stand out of the field house. The department currently uses a vendor for concession at the lakefront and will meet with the purchasing department to see if it is possible to add that vendor to the James Park for this summer only. The department is also considering turning the James Park permit fee funds, paid by the vendor, over to the EYBA to offset some of their loss of funds due to not having use of the field house. Summer Program Plans Mamie Smith, Fleetwood Jourdain Center Manager submitted the application for the summer lunch program. The dog beach will open in May. There will also be a puppy beach. Beach tokens go on sale April 3. The Arbor Day Race is on April 16 and volunteers are still needed. 2 Staffing Undate There are still a number of vacancies in the department: An applicant for the Roberl Crown Center Manager position will be interviewed next week. The interview procxss for the Levy Center Manager will begin in early April. The next positions to fill will be the Fleetwood Jourdain Theatre Director and the Robert Crown Skating Director. New positions to be filled are a Program staff person at Fleetwood and a Facility SupeMwr and a Program staff person at Chandler. Skokie/Evanston Dog Park & Soccer Field The Skokie/Evanston Dog Park & Soccer Field project has been put on hold for now. The project cost was much more than expected, approx. S250,000. The Skokie Park District has applied for a joint grant. OLD BUSINESS: Committee Renorts Nothing to report that this time. NEW BUSINESS: None. BOARD MEMBERS' COMMENTS: Mr. Marberry welcomed Mr. Powell to the Board. He also extended an invitation to the Board to attend the "The Sign in Sidney Brustein's Window", a Fleetwood Jourdain Theatre production, and to stop by his home for snacks afterwards. Mr. Walton welcomed Mr. Powell to the Board. Mr. Lesch welcomed Mr. Powell to the Board. He also asked for an update on Ms. Webb who is currently in the Evanston Hospital and for information for Petra Belcher who suffered the loss of her sister. Ms. Flynn mentioned that Mr. Domeker will take on more responsibility for the Board as the Recreation Superintendent and Mr. Gaynor will report on major projects on an as needed basis. Ms, Carra welcomed Mr. Powell and offered to send flowers to Ms. Webb on behalf of the Board. Mr. Powell is looking forward to serving on the Board. ADJOURNMENT: The meeting adjourned at 8:35pm. The next meeting is scheduled for April 27, 2000 7:30pm at the Robert Crown Center, 1701 Main St.. "Draft - not approved" 3 "Draft- Not Approved" Note: minutes are not vcd atim Minutes Evanston Recreation Board Thursday, February 17, 2000 Board Members Present: Mr. David Hodgman, President Ms. Marion Fhnn, Secretary Mr. Richard Marberry, Treasurer Ms. Janet Webb Board Nfembers Absent: Staff Present: Others Present: CONSENT AGENDA: Mr. Hecky Powell Douglas Gaynor Margaret Parcell Sue Brenner Mr. John Lesch Mr. Don Walton Mr. Rick Marsh Ms. Ann Carra Bob Dornieker Michelle Levin David Weissman Mr. Hodgman called the meeting to order at 7:33pm. The minutes of January 20, 2000 and Treasurers Report & Bills List were approved with changes. PRESIDENT'S COMMENTS: In order to create a fixed organized agenda schedule of various subjects that come before the Board regularly, Mr. Dorneker created a draft calendar in which these subjects could be discussed. He also included dates on which various affiliate organizations could be in%ited to update the Board on their program. Mr. Hodgman distributed the list and suggested that a subcommittee meet before the March 16 Board meeting to organize an annual calendar of Board meeting agenda topics. He also suggested that Margaret Hallen be invited as an advisor, as she has a wealth of experience with the Board. Mr. Mayberry, Ms. Carra and Mr. Lesch volunteered to serve on the subcommittee. CITIZENS' COMMENTS: None. DIRECTOR'S REPORT: Senior Citizen Center Update Mr. Gaynor reviewed the five site plan options presented by Ross Barney + Jankowski Architects, for the development of the Senior Center within James Park. The options addressed issues regarding the reuse of the Recycling Center, the Community Gardens, the existing traffic light, the tennis courts, the baseball fields, site parking, soil analysis and the relationship to the Multipurpose Sports Facility. Multipurpose Sports Facilitti (%ISFI On March 2, the MSF subcommittee %,.7t[ meet to di.�ucc the plan that the amhit,c%�E has put forth and the cost estimates_ The estimated cost cif NISF is S14 million. Mr. Hodgman noted that although the new Le%-• Center'Mil ha%v a g..Nzn large crwx);h to accommodate a basketball game, the proposed numtvr of gyms for the htSF sKvili remain at three and not be reduced to two. Constituents that feel strongly that the proposed MSF needs to have three mitts (at least) shtiiuld probably attend the Mash meeting. Budget Update There has been no change in the department budget as last presented to the Board. 0W Council will discuss the entire budget at the next council meeting. Park Development Update Neighborhood meetings have been scheduled to discuss the redevelopment of Bwnham Shores, Beck and Alexander parks. These meetings Aill give the neighbors of the parks an opportunity have input in the redevelopment. Mr. Hodgman suggested that a status report of proposed changes to neighborhood parks be included on the Board's monthly agenda. Mr. Gaynor reported that the Mayor appointed Hecky Powell to the Board. SUPERINTENDENT'S REPORT: Program Update With anticipation of the new Youth Sports Program staff person, the department has started putting together preliminary information for the school sites and programs offered in the schools. Hopefully within the next budget year this staff person will be hired and working toward creating new programs. Staffing Undate The department is still accepting applications for the Levy Center Manager and Robert Crown Center Manger positions. Sandra Cole, Skating Director and interim Robert Crown Center Manager is retiring. OLD BUSINESS: Rotation of Officers The current officers are David Hodgman, President; Marion Flynn, Secretary; Richard Marberry, Treasurer. Mr. Lesch moved that the nominated officers for 2000/0I (Marion Flynn, President; Don Walton, Treasurer; Janet Webb, Secretary) be accepted. It was second an approved. 2 NEW BUSINESS: Committee/Task Force Assignments Board members volunteered to attend advisory board meetings and K711 report any updates, news, activities, etc, to the Board. R. Marberry Chandler Advisory Board J. Lesch Levy Advisory Board M. Flynn Levy Center Development Subcommittee J. Webb Levy Center Development Subcommittee R. Marsh Multipurpose Sports Facility Subcommittee D. Hodgman Multipurpose Sports Facility Subcommittee J. Webb Fleetwood Jourdain Theatre/Art Guild M. Flynn Robert Crown Advisory Board Citizen Recognition Award Committee: R. Marberry, A. Carra. J. Webb Snecial Interest Groun Assi menu The subcommittee (Carra, Lesch, Marberry) will include special interest groups to the calendar of regularly scheduled agenda items. They will also discuss what type of information the Board will want these groups present (# of members, volunteem scholarships, what their needs are, etc.) Ms. Carra suggested preparing a basic information questionnaire for the groups to complete that could be enclosed in the Board packet the month they are invited to speak. Mr. Marsh said he doesn't want the groups to feel as if they have to prove anything to the Board or that they are being "called on the carpet." The Board would just like to have basic information of what their needs and visions are in order to help enhance support for their activities. Mr. Hodgam suggested adding" field and facility condition update" to the list of agenda items for the subcommittee to review. BOARD MEMBERS' COMMENTS: Ms. Webb had no comment. Ms. Flynn thanked Mr. Hodgman for his contribution to the Board. Mr. Lesch thanked Mr. Hodgman for his leadership during his term as Board President. He said the Board has really moved forward. Ms. Carra expressed her appreciation for Mr. Hodgam's service as Board President. She said the Board meetings have never been dull and that Mr. Hodgman kept members on the edge of their seats and moving forward. Mr. Walton agreed with Ms. Carra. Mr. Marberry congratulated the FRAM organization for another successful season. He also thanked Mr. Hodgman and said that this has been a great year. Mr. Marsh said the FAAM Pancake Breakfast eras a success with over 1,000 participants. He also congratulated Mr. Hodgman on an outstanding job as Board President. Mr. Hodgman thanked the Board for their compliments and noted that all of the Board, including Mr. Gaynor, all worked hard together. ADJOURNMENT: The meeting adjourned at 9:15pm. The next meeting is scheduled for March 16, 2000 7:30pm at the Fleetwood Jourdain Center, 1655 Foster. 3 "Dmfl - not apm%vd- -Dmft- Not Approved" Note: minus= am not %=batim Minutes Evanston Recreation Board Thursday, January 20, 2000 BOARD MEMBERS PRESENT: Mr. David Hodgman, President Mr. John Lesch Ms. Marion Flynn, Secretary Mr. Don Walton Ms. Ann Carra BOARD MEMBERS ABSENT: Mr. Richard Marberry, Treasurer Mr. Rick Marsh Ms. Janet Webb STAFF PRESENT: Douglas Gaynor, Director, Parks/Forestry & Recreation Bob Dorneker, Superintendent of Recreation OTHERS PRESENT: Sue Brenner, League of Women Voters CONSENT AGENDA: Mr. Hodgman called the meeting to order at 7:35pm. The minutes of November I8d' and Treasurers Report & Bills List were approved. PRESIDENT'S COMMENTS: None. CITIZENS' COMMENTS: None. DIRECTOR'S REPORT: The Mayor has introduced Mr. Hecky Powell to be considered by City Council to fill the vacancy on the Board. Senior Citizen Center Update The site planned for the New Levy center at James Park hasn't changed however, some staff and Alderman agree that restricting the site because of the tennis courts and community gardens will be a poor plan for land use. A site analysis charene is scheduled for both the Levy Center architects (Ross Barney + Jankowski) and the architect who designed the multipurpose sports facility schematic drawings (Mr. Jerry Schermer), to discuss and develop alternative plans that will consider the areas of the gardens, tennis courts, baseball fields, etc. This information will be presented at the 2/I0100 Senior Center Development Subcommittee meeting. The bid for the interim Levy Center renovation work will be awarded to the contractor on 1/24/00. Multinurnose Sports Facility (h1SF) Mr. Scherrcr presented two conceptual phuts for the 'MSF at a meeting --%Yth several special interest groups to confirm that the plans accommWate their needs, The only group not accommodated is swimming. 'There will be no s►%immine pt•.-1, Mr. Scher= gave an extremely rough estimate of $14 million which includes the cast scets ario of the soil testing results (facility on a land field or not). Further planning for the IN15F will be on hold until the alternative plans that %%ill cur�-idcr the areas of the gardens. tennis courts, baseball fields, etc., have been review and discussed. The MSF Subcommittee will meet in the next few weeks. StatTrecurnmends building only two gyms in the MSF if the senior center \%ill have a gym built instead of multipurpose room This will help reduce the cost of the MSF. The senior's, however, have expressed concerned of having limited use of the gym space if shamed with the special interest groups. Mr. Hodgman stated that the Board has not approved the concept of building two gyms instead of three. This issue may need further discussion at the next i11SF meeting. Ms. Carra mentioned that District 65 is about to embark on a referendum in March to ask for a bond to build a new administration center as well as an early childhood center. The Board should keep this in mind in terns of strategizing a fundraising plan and the effect on taxpayers. B_ udsret Undate Mr. Gaynor gave an overview of the budget memo from the City Manager to City Council outlining recommended budget cuts. Also included in the budget memo is a list programs from each division that are funded by the City that other cities don't necessarily fund. The list is for informational purposes only — not recommendations for cuts. The first public budget hearing is scheduled for 2/7/00. SUPERINTENDENT'S REPORT: RFP Tennis Contract Request for proposals for a tennis contractor to give tennis lessons (high school and summer programs) throughout the year has been submitted. Proposal received will be brought before the Board March/April. RFP Lakefront Concessions Request for proposals for the lakefront concessions has been submitted. Up until last year staff worked the lakefront concessions. It was more cost and time effective to outsource the concessions. There were minor problems with the contractor last year, which have been worked out. Proposal received will be brought before the Board March/April. NEW BUSINESS: James Park Hill Mr. Lesch asked if the entire sled hill was being closed off. No. Only the top portion of the center slide. There are many bumps and indentations in this area and it's being closed off to prevent injuries. Sledders have torn down the fencing put up to block off that area, several times. The Park Ranger has had to assist with keeping sledders off that portion of the hill. Staff is considering building a retaining wall, landscaping that area and putting permanent fencing in. Mr. Hodgman asked if other communities with sled hills are experiencing the same problem. Evanston has the largest hill around. Other communities have certain hours or post "sled at your own risk" signs. The Forest Preserve is the closest hill in the area that has had to restrict use of their hill, posting signs and using their rangers. Rotation of Officers Current officers: Da%id Hodgman. President; Marion Flynn, Secretary; Richard Mmbe: ry, Treasurer. In the past, policy ums that members would serve in office in order of seniority. It was suggested by Mr. Lesch (in the past) that members, after serving in office, would get in line behind the newer members that have not yet served. This change was not put in minutes or by-laws— only an administrative agreement that was adopted. After further discussion, nominations for 2000'Ol officers were Marion Flynn, President; Don Walton, Treasurer; Janet Webb. Secretary. New officers %%ill be voted on at the February Board meeting. The Board will also consider amending the by-laws Regular Rotation of Office Assignment to read- "In general, an attempt will be made to rotate as follows but of1"rccr3 will be elected each year in the discretion of the Board." OTHER BUSINESS: Prospective Board Members At the Board retreat, Ms. Flynn volunteered to source names of prospective Board members among the Hispanic community. Applications have been given to the Hispanic prospects but she's not sure if any of them were submitted to the City. Although Mr. Hecky Powell is wonderful man and would be a tremendous asset to the organization, she was surprised to hear he had been placed as a nomination and asked how did he get nominated. Mr. Gaynor explained that the Mayor reserves the right to make the appointments. Anyone who wishes to serve on a Board or Council can submit an application and the Mayor will make the decision for appointment or she may seek out nominations if no applications are available. Lew Manager Job Search The job specifications to reclassify (pay scale upgrade) this position to the same level of the other center manager positions has been submitted to Human Resources. If approved, the position will be posted within the next few weeks. Robert Crown Manager Job Search This position has been posted since the end of October 1999. There hasn't been many applications received and those received weren't qualified. BOARD MEMBERS' COMMENTS: Ms. Fynn commended the Round Table for their article on senior women sport leagues. Mr. Hodgman applauded staff for a wonderful job done with First Night. ADJOURNMENT: The meeting adjourned at 9:15pm. The next meeting is scheduled for February 17, 2000 7:30pm at the Chandler -Newberger 1028 Central. "Draft - not approved" 3