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HomeMy WebLinkAboutMinutes 2006,k Board Members Present: Board Members Absent: Others Present: CONSENT AGENDA Minutes Evanston Recreation Board Levy Center, 300 Dodge Ave January 19, 2006 Mark Sloane, President Mark Metr Natalie Newberger Betsl Bums, Treasurer Mary Beth Whalen Approved Minutes Note: minutes are not verbatim Marcus Casady David Hodgman Kristian Harris, Secretary Amina DIMarco Douglas Gaynor, Bob Domaker, Jim Ferrera Mr. Sloane called the meeting to order at 7:45pm. The December meeting minutes were approved. COMMENTS FROM OBSERVERS: None. ADVISORY BOARD REPORTS: None. STAFF REPORT: Held for the February meeting. DIRECTOR'S REPORT Budget Update: The Board received a copy of the Recreation Department's FY2006-07 proposed budget along with a cover memo highlighting some of the 2005-06 accomplishments and recommended budget /programming changes for FY 2006-07, Some of the 2005-06 accomplishments Included the receipt of grants totaling $505,200 and the successful launch of new aquatic programs and boat rentals. Some of the recommended budget /programming changes for FY 2006-07 Included two additional Starlight Concerts to be held in Twiggs Park; the implementation of on-line class registration; and the new mini -session Aquatic Camp that will be offered again this season. Budget hearings are scheduled for gam at the Civic Center on Jan 21, Jan 28. Feb 4 and Feb 6. CIP Update: The Board received a copy of the City of Evanston 2006-07 Capital Plan Projects by Department. The department's projects included $350,000 for Megowan Park Renovations; $440,000 for Smith Park renovations; S40,000 for Robert Crown Center capital maintenance; and $120,000 for a fire alarm system at Crown. The City Manager is proposing to change the schedule of the CIP process where all the planning is done in September — December, bids are done in January, awards are done in February and construction begins as soon as the weather breaks. The department is currently on this schedule. Relocation of Summer Lunch Program Site lClvde/Brummell: The Ridgeville Park District Board held a public hearing on January 12, 2006 to discuss the Recreation Department's request to relocate the Summer Lunch Program from Clyde/Brummel Park (Evanston Park) to Elks Park (Ridgeville Park). The Park District Board approved the request. The 2006 summer lunch program sites will include Robert Crown, Fleetwood Jourdain, Mason Park and Elks Park. City of Evanston Strategic Plan: Community members are invited to a public meeting on the draft Strategic Plan, set for Tuesday. January 24 at 7pm in the auditorium of Evanston Northwestern Healthcare Hospital, 2650 Ridge Avenue. The meeting will include a presentation by Executive Partners, Inc., the consultant that facilitated the creation of the plan, and the opportunity for citizens to provide feedback. Parking is free to attendees. The Levy Center received an award from the American Society of Landscape Architects for the enabling garden. SUPERINTENDENT'S REPORT Middle School Sport Leagues: The Board received a written report on the number of participants registered for middle school sport type programs at Robert Crown, Chandler Newberger and Fleetwood Jourdain, for an entire year. The Levy Center has started a basketball drop in program on Friday nights for adults 40 years and older. Staff is concentrating on expanding programs to the evening hours to accommodate older adults who work during the day. OLD BUSINESS Altematives for Beach Access for all Evanston Residents In 2006: At the December Board meeting the motion to adopt the subcommittee's proposed recommendation was unanimously approved with the Inclusion of an added recommendation to promote the free beach days and fee assistance program. The Board was given a final draft copy of the memo recommendation to be presented at the January 30, 2006 Human Services Committee meeting. Mr. Sloane will attend the Human Services Committee meeting on behalf of the Board. Robert Crown Center —facility research report: At the November Board meeting Mr. Hodgman suggested that staff visit indoor facilities in other communities to get a broader description on what's Involved and report back to the Board at its January meeting, Mr. Ferrera provided a presentation on information gathered from indoor facilities located in Wilmette, Skokie, Libertyville, Highland Park and Hoffman Estates. Information reviewed included the community population, year the facility opened, cost to build, square footage, number of employees, participant attendance, expenses/revenues, etc. The Board thanked Mr. Ferrara for gathering/presenting the information. After discussion the Board said it would be helpful to have a breakdown of each facility's expense and revenue and which programs generate the revenue. They suggested that staff gather information from the indoor facility in Palos, Palatine and Aurora and requested a CIP expenditure report from surrounding communities to use in comparison to Evanston. Arlington Heights, Oak Park, Belleview and Elgin were given as examples. Plans for a Public Meetinq: Part of the purpose for the research and public meeting Is to raise the level of awareness and interest of the community. Mr. Gaynor asked the Board if they want staff to include any type of presentation similar to what's been done in the past with respect to the forensic study on crown and the potential concepts. Mr. Hodgman said he doesn't feel that this is just about Crown. This is about the vision of what facility the community wants and once there is a census about that, then we should return our attention to Crown and talk about what should go in Crown and what should go in something else. Mr. Metz agreed that this is a bigger issue than Crown. It's understood that it makes it more difficult politically to open that whole discussion because Crown is already under consideration and it would be easier to stick with Crown; but Crown is just one piece. Discussing the problems and the various options for Crown is old news and starting with a much narrower scope of vision than we need. If we bring in all the information about what the surrounding communities have and bring in all the user groups, it will lead to a dialog about what the community needs, laying some more groundwork and help us understand what is it people want. 2 Mr. Metz remembered that when the board did the whole discussion on Crown it was based on what should be done with the building. We didn't really look at what the overall needs were for the community and then what part does the Crown facility play in developing the community's needs. The reason for that Is because we were asking the constituents and users of Crown to tell us how to go and that is not a large enough constituency. We need to broaden the vision to citywide. The February meeting will be used to plan and format what will eventually be a presentation to the Human Services Committee and a request for direction on how to proceed. NEW BUSINESS: None. COMMENTS FROM BOARD MEMBERS: None. ADJOURNMENT The meeting adjourned at approximately 9:45pm. The next Recreation Board meeting is 7:30pm, February 16 at the Chandler Newberger Center,1028 Central St. Approved Minutes Note: minutes are not verbatim U Board Members Present: Board Members Absent: Others Present: CONSENT AGENDA Minutes Evanston Recreation Board Chandler Newberger,1028 Central St. February 23, 2006 Mark Sloane, President Kristian Harris, Secretary Mark Metz Betsl Bums, Treasurer Mary Beth Whalen Approved Minutes Note: minutes are not verbatim Marcus Casady David Hodgman Amina DiMarco Natalie Newberger Douglas Gaynor, Bob Dorneker, Kevin Wallin, Dick Seaman, Michelle Tompkins, Sunshine Voetker, John Heuman and Marie Dillon Mr. Sloane called the meeting to order at 7:45pm. The January 2006 meeting minutes were approved. COMMENTS FROM OBSERVERS: Mr. Heuman thanked the Board and congratulated them on their efforts In developing alternatives for greater beach access for Evanston residents. He asked how the pilot program will work and how will the Board find out if it works, if the Health and Human Services Department Is now in charge of It. Mr. Gaynor explained that the Recreation Department will provide between 500-700 season beach tokens to the Health and Human Services Department. Based on their expertise, the Health and Human Services Department will distribute the tokens to those agencies that qualify. The Recreation Department will provide a monetary report that will determine whether there was an increase or decrease in revenuelexpenditures. There is no way to make a determination to how many people are more or less at the beach. It will be up to the Health and Human Services Department to decide how they want to present their portion of the report. Ms. Dillon said she learned that there were going to be some changeslrestrictions regarding the use of Evanston tennis courts for private lessons. She and other concerned parents would like to work with the department to come up with a solution that would not eliminate private instruction on Evanston courts. Mr. Seaman reminded the Board that Kiwanis Club will hold their annual pizza mania fundralser at the Carmen's Pizzaria on February 28, 4:40 — 8:30pm. They will also have a pancake breakfast day on May 13 at 7:30am — 1:00pm at Family Focus. Friends of Chicago River river clean up day is May 13. Mr. Seaman asked if the Park Ranger can shine his light in Leah Lomar Park when they are in the area. There are a number of cars parked and people congregating in the park after hours. He also asked that the department work with the Police department to enforce bike safety and rules of the road for bikes. Mr. Gaynor noted that the department currently has one Park Ranger on staff September —April, and their shift ends at i 1pm. He suggested to Mr. Seaman that he calls the police when he notices unacceptable behavior taking place in the park late at night. ADVISORY BOARD REPORTS: None. STAFF REPORT: Mr. Wallin, Ms. Tompkins and Ms. Voelker, all staff of the Chandler Newberger center, provided a brief report on some of their programs at the center. DIRECTOR'S REPORT Budget Update: The Fleetwood-Jourdain Adult Black Theater Program and Children's Theatre Program have been put back Into the department's budget. Project Status Reoort: The department currently has four park development projects out to bid (Eiden, Sargent, Monroe and Mason) and will soon begin working on the lakefront master plan. The first step will be to create a committee. City of Evanston Strategic Plan: The Board received a copy of the latest draft of the City's Strategic Plan for review and comment to the City Manager by February 28. There will be a welcome home celebration planned for Shani Davis sometime in April, when he returns to Chicago. SUPERINTENDENT'S REPORT Draft Rental Pollev for Private Instruction on Citv Proverti►: In 2005, staff and the Board recommended several new ordinances that the City Council adopted. Under general regulations, one of these new ordinances states that individuals providing private instruction for a fee in city parks must obtain a permit prior to the start of instruction (7-10-3.F). Prior to this regulation being adopted no restriction or rules were in place in order to prevent an individual and/or business from utilizing a tennis court, basketball court, or field area to offer programming for private gain, Also, this regulation was recommended as a result of the number of individuals and businesses using city owned tennis courts, basketball courts and fields and monopolizing court time; several were non-residents who were operating their business at the City courts. Based on the ordinance adopted, staff drafted a private Instruction tennis court permit reservation program for the Board's review and comment, similar to the ice reservation program used at Robert Crown Center. The permit reservation system proposes charging a nominal fee to instructors wanting to teach at City facilities and a fee for reserving court time for instruction; City programs and our duly authorized agents are exempt from the fees. Staff is planning to implement this permit reservation system this spring, finder the direction of Kevin Wallin, Chandler Newberger staff will be responsible for Informing the residents about the permit reservation system and coordinating the reservation requests. Staff is planning to inform residents by: posting information about the reservation permit process at all City tennis courts, putting the information in the Arts and Recreation magazine, and distributing Information through the City's tennis vendor and Evanston Community Tennis Association. To enforce this new policy, the Park Rangers will be responsible for monitoring and checking usage as they currently do with field permits. OLD BUSINESS Alternatives for Beach Access for all Evanston Residents In 2006: February 13, 2006, the City Council approved the Human Services Committee recommendation to: 1) Develop a pilot program of distributing beach tokens to the various Evanston agencies so they could be distributed to qualified individuals or family members who participate in their programs. 2) Only keep Mondays at Clark Street Beach a free day, beginning after the 4"' of July and not accepting the Recreation Board's recommendation of having both Clark St and South Blvd beaches as free days during the summer months. At the conclusion of the season, staff will provide a report on the utilization of the pilot program, Including the impact on beach revenues and expenditures. Indoor Facllitv Research: At the November Board meeting Mr. Hodgman suggested that staff visit Indoor facilities in other communities to get a broader description on what's involved and report back to the Board at its January meeting. At the January Board meeting Mr. Ferrera provided a presentation on information gathered from indoor facilities located in Wilmette, Skokie. Libertyville, Highland Park and Hoffman Estates. Information reviewed included the community population, year the facility opened, cost to build, square footage, number of employees, participant attendance, expenses/revenues, etc. After discussion the Board said it would be helpful to have a breakdown of each facility's expense and revenue and which programs generate the revenue. They suggested that staff gather information from the indoor facility in Palos, Palatine and Aurora and requested a CIP expenditure report from surrounding communities to use in comparison to Evanston. Arlington Heights, Oak Park, Belleview and Elgin were given as examples. At the February Board meeting Mr. Ferrera provided a presentation on information gathered from Soccer City in Palatine and Mr. Metz provided information on a facility In Aurora. Mr. Hodgman suggested that staff choose three of the facilities/reports (small, med and large) that can be presented to constituent groups to see what kind of Input they provide. A subcommittee of the Board will meet to further review information gathered and discuss the next steps. NEW BUSINESS Appointment to the Robert Crown Advisory Board: The Board unanimously approved the appointment of Sam Otis to serve on the Robert Crown Advisory Board. Request for William N. Erickson Funds: The Board unanimously approved the request from Evanston Baseball and Softball Association to receive $800 from the Erickson Fund and the request from Evanston Youth Hockey Association to receive $1,000 from the Erickson fund. Rotation of Officers: Hold until the March meeting. COMMENTS FROM BOARD MEMBERS: None. ADJOURNMENT The meeting adjourned at approximately 9:18pm. The next Recreation Board meeting Is 7:30pm, April 20 at Robert Crown Center, 1701 Main Street. Approved Minutes Note: minutes are not verbatim 3 Minutes Evanston Playground & Recreation Board March 2006 meeting was canceled Board Members Present: Board Members Absent: Others Present: CONSENT AGENDA Approved Minutes Note: minutes are not verbatim Minutes Evanston Recreation Board Robert Crown Center,1701 Main St. April 20, 2006 Mark Sloane, President Marcus Casady Kristian Harris, Secretary David Hodgman Mark Metz Amina DIMarco Natalie Newberger Betsl Burns, Treasurer Mary Beth Whalen Douglas Gaynor, Bob Domeker, Kevin Wallin, Sunshine Voelker, Donna Kent, Dick Seaman, Nanci Fragassi, George Dotson, Mary Friedl and Marie Dillon Mr. Sloane called the meeting to order at 7:30pm. The February 2006 meeting minutes were approved. (The March meeting was cancelled) COMMENTS FROM OBSERVERS: Mr. Seaman The Recreation Maintenance staff made an effort to clean the graffiti from the Leah Lomar Park tot lot table however; it was done In permanent ink and imbedded In the plastic. Mr. Seaman has given reports in the past regarding debris thrown from the park onto the CTA right of way. He's been working with City Manager Julia A. Carroll, Assistant City Manager Judith A. Aiello and CTA to get the debris removed. He continues to find beer cans in the southwest comer of the park. Mr. Seaman attended an Evanston Bike Club meeting where they provided an excellent presentation on their bike plan. He and some friends are considering donating a bike rack in memory of Ed Meyer who was killed by a garbage truck. The group would work with the Bike Club and the City of Evanston to determine a proper location for the bike rack. Mr. Seaman has shared information on Bike Grants through Bikes Belong and the League of American Bicyclists. Next Month is National Bike month and a number of cities are having a national bike week. He also provided information on the National Parks Service program, March for Parks. Friends of Chicago River river clean up day is May 13. A crew will be at the Ecology site 9am - noon. September 16 is the Annual Costal Clean-up Day (beach clean up). The Kiwanis Club will have a pancake breakfast day on May 13 at 7:30am—1:00pm at Family Focus. ADVISORY BOARD REPORTS: Mr. Seaman - The Robert Crown Advisory Board was please by the turn out for the welcome home celebration for Shan! Davis. The City did an outstanding job. There are still issues with cars entering through the exit of the R. Crown parking lot. Bob Domeker was invited to attend the May 9 Advisory Board meeting to discuss the update an the Robert Crown Project. STAFF REPORT: Mr. Dotson, Ms. Fragassi and Ms. Kent, all staff of the Robert Crown center, provided a brief report on their center programs. J DIRECTOR'S REPORT Pilot Beach Token Distribution Program -Within the next 30 days, the Health and Human Services Department will receive beach tokens for distribution to various Evanston agencies. These agencies will distribute the tokens to qualified individuals or family members who participate in their programs. Capital Improvement Plan • Information on the City's Capital Improvement Plan will be presented at the May 18 Recreation Board meeting. SUPERINTENDENT'S REPORT Middle School Report: Mr. Domeker provided the Board with a written status report on middle school programs offered by the department. Summer Food Proaram: Clyde/Brummel Park will no longer be used as a site for the summer food lunch program. The City is negotiating an intergovernmental agreement with the Ridgeville Park District to use Elks Park as a site for the program. This year the sites for the summer food program will Include Robert Crown, Fleetwood Jourdain, Mason Park, and Ridgeville Park District's Elks Park. Draft Rental Policv for Private Instruction on City Propertv: On February 23, 2006. the Board received a copy of the draft private instruction tennis court permit reservation program for review and comment. The tennis court permit reservation program is similar to the ice reservation program used at Robert Crown Center. The Board had no recommended changes. OLD BUSINESS Indoor Facilltv Research Subcommittee: The subcommittee was not ready to present anything at this time. They will meet before the May 18 Board meeting. Rotation of Officers: The Board approved the proposed officers for 200"7, Betsl Bums as President. Kristian Harris as Treasurer and Mark Metz as Secretary. NEW BUSINESS None. COMMENTS FROM BOARD MEMBERS: The Board thanked Mr. Sloane for his leadership as the Board President and presented him with a plaque as a token of appreciation. ADJOURNMENT The meeting adjourned at approximately 9:45pm. The next Recreation Board meeting Is 7:30pm, May 18 at the Civic Center, 2100 Ridge Ave, Rm. 2403 Approved Minutes Note: minutes are not verbatim Minutes Evanston Playground lit Recreation Board May 2006 meeting was canceled Board Members Present: Board Members Absent: Minutes Evanston Recreation Board Levy Center, 300 Dodge Ave. June 115, 2006 Betsi Burns, President Kristian Harris, Treasurer Amina DIMarco Mark Sloane Mark Metz. Secretary Approved Minutes Note: minutes are not verbatim Mary Beth Whalen David Hodgman Natalie Newberger Marcus Casady Others Present: Douglas Gaynor, Parks/Forestry & Recreation Director Bob Dorneker, Recreation Superintendent Michael Madden, Management S Budget Office Jerie Dahlman, resident; Matthew Dahlman, resident CONSENT AGENDA Ms. Bums called the meeting to order at 7:31 pm. The April 2006 meeting minutes were approved. (The May meeting was cancelled) COMMENTS FROM OBSERVERS: Matthew Dahlman — Mr. Dahlman commented on the poor condition of Foster Field located behind Fleetwood Jourdain and the playground located between Family Focus and Fleetwood Jourdaln. Foster Field: He has baseball games at Foster Field and there are no seats for the baseball players. The fences are all out of line and the dumpsters are kept in the field. The whole park is a mess. Playground: The playground area is small and the slides are completely covered with rust. It's not fun to play on the equipment and someone can get hurt. Money has gone into redeveloping other area parks but not the field and playground at Fleetwood. The Fleetwood Center is great and it has lot of programs, but it is summertime and kids want to be outside, so they should have a decent field and playground to play on. The City should put money into renovating the field and playground. This will bring more kids to the programs. Jerie Dahlman — his. Dahlman lives near Lovelace Park which was recently beautifully renovated. Her son (Matthew Dahlman) plays baseball and it is really embarrassing when the games are held at Foster Field. There are stubs sticking out of the ground around the field that are from the original metal post fence and they have ruff edges. Kids can trip over these posts, The fence is buckled and doesn't look nice. She feels bad for the baseball fanslfamilies that live in the area because it's like we are in "this neighborhood". ADVISORY BOARD REPORTS: None. STAFF REPORT: None. DIRECTOR'S REPORT In response to Dahlman's comments about Foster Field and the playground area, Mr. Gaynor reminded the Board that District 65 owns Foster Field and Family Focus owns the playground. The City has been negotiating an agreement with D-65 for Foster Field and with Family Focus for the playground area and the theatre space area (separate agreements). The most recent meeting with Family Focus representatives was on June 13, 2006. We haven't been able to move on the agreement with 065 but staff anticipates restarting the negotiation with them by Fall 2006. Once agreements are in place we can look into renovating the field and playground. Mr. Domeker added that staff spends a lot of time grating the field so the field is good shape. We've also added some fencing in the north field. He will look into the seating issue and double check the fencing and follow up with the Dahlmans. Illinois Transportation Enhancement Program (ITEP) funding The Parks/Forestry & Recreation Department has been approved for Illinois Transportation Enhancement Program (ITEP) funding for the Evanston Lakefront corridor reconstruction project, in the amount not to exceed $550.000. These funds will be targeted toward the Lakefront Master Plan process. Staff is currently working on initial planning steps to implement the master planning phase of this project. Capital Improvement Plan The Board received a copy of the city s proposed Capital Improvement Plan. A special meeting of the City Council will be held Monday, June 19, 6:00 p.m., in the Council Chamber to discuss the Capital Improvement Plan. Immediately following, the Council will hold a Budget Policy Committee meeting. Ms. DiMarco will attend the meeting on behalf of the Board. The Board received a copy of the comments from the St. Paul Park workshops held on May 31" and June V. The purpose of the workshops was to review and discuss conceptual park designs and their relationship to planned streetscape improvements. Staff has been working closely with the Legal department on changing some of the sign language at the Evanston beaches. The Legal department Is preparing for a press conference regarding the sign changes. So far there has been close to S100.000 generated for the Lawson Park project. The goal is $300,000. SUPERINTENDENT'S REPORT Middle School Report: Mr. Domeker provided the Board with a written status report on middle school programs offered by the department. Beach Access Update: As of Jun 12 the department has sold over 200 beach tokens under the category of fee assistance. Last year the department sold 30 beach tokens, at the most, under this category. The increase is possibly due to the all of the advertising and the changes In the scholarship guidelines. New Tennis Prooram: A new tennis program will be held at Foster Park (next to Fleetwood) for children and adults. Classes meet for six sessions on either Tuesdays or Thursdays between Jun 27 and August 3. The department received a donation of S250 to help fund this program. Web Trac Update: Michael Madden distributed information and provided an update on the department's Web Trac implementation project. The Web Trac software will allow citizens to register for classes through an on-line program that is linked to our in-house registration software. Citizens will be able to register for classes nearly 24 hours a day, 7 days a week. The goal is to have online registration by Fall. All classes will have a certain number of openings held, for a period of time, to allow for those who don't have computers, to do mail in or walk in registration. OLD BUSINESS Indoor Facility Research Subcommittee: Mr. Hodgman and Mr. Casady met with City Manager Julia A. Carroll and Assistant City Manager Judith A. Aiello a few weeks ago to discuss two items: 1) The concern regarding making sure the neighborhood parks were being properly renovated on a regular cycle. Ms. Carroll was not sure why the Board would think the parks would not be property renovated on a regular cycle but also noted that the city has lots of other needs as well. 2) The Robert Crown Center, the need for more indoor recreation space and the observation of the vacant land behind the west end of James Park. Mr. Hodman suggested that the City consider proposing a land swap with the developer for this land, offering them the property on Oakton, currently occupied by the recycling center and the animal shelter. The former Franks building (in Dempster plaza) also came up in the discussion as a possible location for an indoor facility. The Franks site has a big open space in back that they used as a nursery. Ms. Carroll and Ms. Aiello have spoken with the developer who has other ideas for the property. Ms. Carroll didn't feel that the Board had done the rigorous homework that needs to be done in order for this project to go forward. That includes perhaps doing a needs study to make the case to the Community and to City Council. NEW BUSINESS Needs Survev of the Communitv for an indoor recreation faciilty and second full sheet of Ice for the Indoor skating facility: Mr. Gaynor reminded the Board that City Council appropriated $200.000 for a forensic study of Robert Crown. The study was completed at the price of approximately $80,000 so the $120,000 balance is still available. Mr. Gaynor suggested that the Board would want to get direction from City Council to hire a consultant, using the money that was appropriated, to do a needs survey. After further discussion regarding past surveys and what the new the new survey should Include, Mr. Hodgman motioned that the Board recommends to the Human Services Committee that it authorize the Parks/Forestry & Recreation department to hire a consultant to survey the community's needs and interests for indoor recreation space, including ice rinks, gymnasiums, and volume space (a multi use Indoor field) that can be used for soccer, lacrosse, baseball, volleyball, field hockey, indoor golf, driving range, racquet ball, squash, etc. The motion was seconded by Ms. Harris and unanimously approved by the Board. The study would focus on Robert Crown and other aspirations people may have for indoor space. The Recreation Board indoor facility research subcommittee will attend the July 17 Human Services Committee meeting. Robert Crown Advisory Board Appointment: Mr. Sloane motioned to approve the appointment of Olawale Kadari to the Robert Crown Advisory Board. The motion was seconded by Ms. Harris unanimously approved by the Board. COMMENTS FROM BOARD MEMBERS: None. ADJOURNMENT The meeting adjourned at approximately 9.23pm. The next Recreation Board meeting Is 7:30pm, July 20 at Fleetwood Jourdain, 1655 Foster Street. Approved Minutes Note: minutes are not verbatim Approved Minutes Note: minutes are not verbatim Minutes Evanston Recreation Board Fleetwood Jourdain Center,1655 Foster St July 20, 2006 Board Members Present: Betsi Bums, President Mary Beth Whalen Mark Metz, Secretary Marcus Casady Amina DiMarco Natalie Newberger Mark Sloane Bruce Pikas Board Members Absent: Kristian Harris, Treasurer David Hodgman Others Present: Douglas Gaynor, Parks/Forestry & Recreation Director Bob Domeker, Recreation Superintendent Mamie Smith, Fleetwood Jourdain Center Manager Allen "Bo" Price, Drum & Bugle Corp Dick Seaman, Robert Crown Advisory Board CONSENT AGENDA Ms. Bums called the meeting to order at 7:31 pm. The .tune 2006 meeting minutes were approved. COMMENTS FROM OBSERVERS: Mr. Seaman - On May 13, 2006. 15 people from the friends of Chicago Rivers helped clean the Ecology Center. 15 bags of debris were collected. It began to rain so they didn't get clean the banks of the sanitary canal. On September 16 the Alliance of Great Lakes will have their annual beach clean up from gam -12 noon. There are a number of trees In the west end of Lomar Park with dead limbs. Mr. Seaman was glad to see that screens have been put in the Lomar park drinking fountains to keep out most of the sand. ADVISORY BOARD REPORTS: Mr. Seaman - The Robert Crown Advisory Board did not have a quorum for their May Board meeting. Their next scheduled meeting in September 12 and the Recreation Board Is invited to attend. STAFF REPORT: Ms. Smith provided an update on program activities occurring at the Fleetwood Jourdain Center. The Center's after -school program ended in June for the school year. A small graduation program was held as was an orientation for the Center's summer program. Many of the 100 children enrolled In the after - school program are also participating in the Center's summer camps. The Center's summer camps began June 12. Shooting Star girls are planting a vegetable garden while the boys are preparing for the lunch box derby. The summer food program is up and running at four sites. Attendance continues to grow at the newest site, Elks Park. The Midget, Pint Size and Middle School basketball leagues held their first games toward the end of June. All three leagues are full with hundreds of children playing. Registration was held for the Mason Park high school and adult basketball leagues. Games began the last week of June. The theatre held auditions for its upcoming August production. DIRECTOR'S REPORT — Mr. Gaynor The Capital Improvement Plan is on the City Council agenda of July 24. So far there has been close to S175,000 generated for the Lawson Park project. The goal is $300,000. The first design meeting for Lawson Park will be held next Wednesday. Two committees will be formed for the Lakefront Master Plan project. The first step will be an envisioning process. A consultant will be brought in to work with the various interests groups so that everybody understands the magnitude of the project and the length and time it will take to get it done. Staff had originally identified Clark Street Beach for a portable accessible pathway however due to several reasons the pathway will be placed at Greenwood Beach. Greenwood Beach has handicap parking very close to the beach entrance and the route is accessible. The amount of pathway needed Is approximately 68 yards. This distance is very manageable and a portable product can be used at this beach location. Changing the location of the pathway to Greenwood Beach wit[ continue to allow Individuals with disabilities and their guests, if any, to use Greenwood or Lee Street as the free beach on Mondays, starting after the 4"i of July, which is consistent with the existing policy. The Ethnic Festival was a great success last weekend in spite of the heat temperatures. The Art Festival is scheduled for August 5-6. The City will put out a news release regarding the Emerald Ash Borer sighted in Lovelace Park. SUPERINTENDENT'S REPORT There are 30 participants enrolled in the new tennis program at Foster Park (next to Fleetwood). Classes meet for six sessions on either Tuesdays or Thursdays between Jun 27 and August 3. The first online testing for the City's Web Trac software worked fine. We have 23 days before the system goes live. The Web Trac system will allow citizens to register for classes through an on-line program that is linked to our in-house registration software. Citizens will be able to register for classes nearly 24 hours a day, 7 days a week. OLD BUSINESS Indoor Facility Research Subcommittee: Mr. Casaday and Ms. Bums attended the July 17 Human Services Committee meeting where the committee approved Board's recommendation for staff develop an RFP to hire a consultant to survey the community's needs and interests for indoor recreation space, including Robert Crown, as well as the specific needs for the 16 to 24 age group. Staff has been given direction to move forward with developing the RFP and returning to City Council with a recommendation for a consultant to perform the study. NEW BUSINESS Youth Initiative: The Board received a copy of the most recent youth engagement program status report, which Identified current activities and will be used to identify programs and future needs primarily focusing on the 16-24 age group; specifically in the areas of recreation, violence & safety, jobsrjob skills, and socialfiuman services. Tour of Recreation Facilities/Programs: A tour will be scheduled for sometime in August. COMMENTS FROM BOARD MEMBERS: The Board welcomed its newest member, Mr. Bruce Pikas. ADJOURNMENT The meeting adjourned at approximately 8:30pm. The next Recreation Board meeting is 7:30pm, September 21 at Robert Crown, 1701 Main St. Approved Minutes Note: minutes are not verbatim Minutes Evanston Playground & Recreation Board September 2006 meeting was canceled Approved Minutes Note: minutes are not verbatim Minutes Evanston Playground & Recreation Board Civic Center, 2100 Ridge Avenue October 19, 2006 Board Members Present: Betsi Bums, President Bruce Pikas Mark Metz, Secretary Marcus Casady Amina DlMarco Natalie Newberger Mark Sloane Board Members Absent: Kristian Harris, Treasurer Mary Beth Whalen Others Present: Douglas Gaynor, Parks/Forestry & Recreation Director Bob Domeker, Recreation Superintendent Dick Seaman, Robert Crown Advisory Board CONSENT AGENDA Ms. Bums called the meeting to order at 7:31pm. The July 20, 2006 meeting minutes were approved. (The Board doesn't meeting in August and the September meeting was cancelled) COMMENTS FROM OBSERVERS: Mr. Seaman reported that there are a number of trees in the southwest and of Lamar Park that still need pruning and the picnic tabletchairs and tot lot play equipment In Lomar Park were vandalized. He distributed information on the Donors Forum of Chicago's November 2 Capital Campaign In case Board member were interested in attending. Mr. Seaman said he questioned the legislative procedure for the approval to hire a consultant to survey the community's needs and interest for indoor recreation space, using the remaining funds that were originally allocated for the Robert Crown Study. He feels that the request should have been presented to the full City Council after it was approved by the Human Services Committee on July 17, 2006. However, Is happy to see that Robert Crown will be included in the survey of the community's needs and Interest for indoor recreation space. ADVISORY BOARD REPORTS: Mr. Seaman - The Robert Crown Advisory Board did not have a quorum for their September 12 Board meeting. Their next scheduled meeting in December 12 and the Recreation Board Is invited to attend. STAFF REPORT: None. DIRECTOR'S REPORT (Douglas Gaynor): Mr. Gaynor announced the department is in the process of recruiting for a Management Analyst to replace Anita Patel, who has accepted a position in Budget Department. BudoetlCIP - All departments have submitted their budgets to the Budget Office. In addition each department presented a program review and performance measures to the Budget Policy Committee. The Board was provided a copy of the presentation. The Board also received a copy of the CIP project status report. Lawson Park/ Noah's Plavaround for Evervone - So far the Cutter family has raised S240,000 for the project. 4 SUPERINTENDENT'S REPORT: Mr. Domeker provided an update on programs offered at the centers. OLD BUSINESS: RFP for Needs Assessment Survei F — The request for proposal to hire a consultant to do an Indoor/Outdoor Recreation Needs Assessment is still under review. Stratealc Plan Obiective 11C: Develop an action plan to Incorporate more multi- penerational features in City parks, and recreational programs and facilities — Staff is looking for help from the Board to define what *multi generational features" could be included In City parks, and recreational programs and facilities. Board members will provide any Ideas to staff at the November meeting. NEW BUSINESS: Lew Advisory Board Appointment — The Board approved the appointment of Geraldine Sizemore to the Levy Advisory Board. ADJOURNMENT: The meeting adjourned at approximately 8:30pm. The next Recreation Board meeting is 7:30pm, November 16 at Chandler Newberger, 1028 Central, SL Approved Minutes Note: minutes are not verbatim 2 Approved Minutes Note: minutes are not verbatim Minutes Evanston Playground & Recreation Board Chandler Newberger, 1028 Central November 16, 2006 Board Members Present. Betsl Burns, President Bruce Pikas Mark Metz, Secretary Marcus Casady Amina DIMarco Natalie Newberger Mark Sloane Mary Beth Whalen Board Members Absent: Kristian Harris, Treasurer Others Present: Douglas Gaynor, Parks/Forestry r& Recreation Director Bob Dorneker, Recreation Superintendent Michelle Tompkins, Chandler Newberger Center Program Manager CONSENT AGENDA The meeting was called to order at approximately 7:31pm. The October 19, 2006 meeting minutes were approved. STAFF REPORT (Michelle Tompkins): On Nov. 4, E-Town Tennis, the City's new tennis provider, and Center staff held a free tennis open houselclinic for all ages. The tennis program runs year -around, with 200 participants expected for the indoor season held at Evanston Township High School. The flag football season for youth in Grades 4 and 5 ended on Nov. 4. The Judon Sportsmanship Trophies were subsequently awarded to the fourth grade team from Pope John and the fifth grade team from Orrington. Staff has begun planning for the fourth and fifth grade girt's basketball leagues. Coaches meetings are held In December, and practices begin In December. Thirty-six school teams will participate. DIRECTOR'S REPORT (Douglas Gaynor): All departments have submitted their budgets to the Budget Office. The City Manager will provide a proposed budget to the City Council in January. The Board received a copy of the CIP project status report and Mr. Gaynor provided a brief update. The lakefront master planning visioning focus group meetings have started. The first public meeting is scheduled for 7pm. January 9 at the Civic Center. A proposed long-term lease agreement between the City and District 65 for the land north and east of Fleetwood Jourdain (land owned by dist 65) is on the School District's Dec 11 agenda. SUPERINTENDENT'S REPORT (Bob Dorneker): The Nutcracker on Ice will be performed at Robert Crown Dec 8 —10. Staff will prepare a proposed schedule for affiliate groups to attend future Board meetings. OLD BUSINESS: RFP for Needs Assessment Survev — The request for proposal to hire a consultant to do an Indoor/Outdoor Recreation Needs Assessment is still under review. Strategic Plan Objective 11C: Develon an action Alan to Incorporate more multi-nenerational features In Clty parks. and recreational programs and facilities — Staff is looking for help from the Board to define what °multi generational features" could be included in City parks, and recreational programs and facilities. Board members will provide ideas to staff. NEW BUSINESS: Hone. ADJOURNMENT: The meeting adjourned . The next Recreation Board meeting is 7:30pm, December 21 at the Civic Center, 2100 Ridge Ave Approved Minutes Note: minutes are not verbatim Minutes Evanston Playground & Recreation Board Civic Center, 2100 Ridge Ave. December 21, 2006 Board Members Present: Kristian Harris, Treasurer Bruce Pikas Mark Metz, Secretary Marcus Casady Amina DiMarco Natalie Newberger Board Members Absent: Mark Sloane Mary Beth Whalen Betsi Burns, President Others Present: Douglas Gaynor, Parks/Forestry & Recreation Director Bob Domeker, Recreation Superintendent CONSENT AGENDA The meeting was called to order at approximately 7:37pm. The November 16. 2006 meeting minutes were approved. COMMENTS FROM OBSERVERS: None. ADVISORY BOARD REPORTS: None. STAFF REPORT: None. DIRECTOR'S REPORT (Douglas Gaynor): Buda et -The City Manager will provide a proposed budget to the City Council on December 29. The proposed budget will available to the public on the City's website. Thirty-six positions are proposed for elimination, of which nine are vacant. Three positions are proposed for elimination from Parks/Forestry & Recreation Department. An early retirement plan is also proposed in the budget. Several people in the position proposed for elimination qualify for early retirement. Lakefront Visioning Process - The lakefront master planning visioning focus group meetings have been well attended. The focus group consists of 70-80 people. The first public meeting is scheduled for 7pm, January 9 at the Civic Center. Youth Initiative - $150,000 is proposed in the budget to hire a youth coordinator. The primary focus for the youth coordinator will be to look Into job training, employment and recreation for youth and young adults ages 16.25. The City and District 202 will host a meeting at Evanston Township High School in February to discuss the Increased criminal youth activity in Evanston. Noah's Playa roundiLawson Park redevelopment arolect — The Cutter family recently received a grant in the amount of S15,000. So far the family has raised nearly S300,000 to fund the park project and has applied for a S300,000 grant. The City has budgeted S400,000 for this project. RFP for Recreation Needs Assessment Survey — A draft copy of the request for proposal to hire a consultant to do an Indoor/Outdoor Recreation Needs Assessment was distributed to the Board for review, comment and further discussion at the January meeting. Aareements - Long-term lease agreement between the City and District 65 for the land north and east of Fleetwood Jourdain (land owned by dirt 65). The City received a S250,000 grant from the Illinois Department of Commerce and Economic Opportunity for the redevelopment of the tennis court and basketball court at the Fleetwood Jourdain Center (This is based on the anticipation of the long-term lease agreement with Dist 65). Therefore the City requested that District 65 consider a long-term lease agreement (20 years) for the land owned by District 65 known as Foster Field, property north and east of the Fleetwood-Jourdafn Community Center. The City's Legal department is currently reviewing a proposed draft long-term lease between the City and School Dist 65. Intergovernmental agreements - District 202 and District 65. Staff provided District 202 and District 65 with a list of services the City currently provides and could possibly provide; and services the City would like District 202 and District 65 to provide to the City -- the lists included costs. District 202 and District 65 Administration is reviewing the information and will provide a reciprocal list to the City. Once we receive information from the districts we will begin to draft agreements and meet as needed. SUPERINTENDENT'S REPORT (Bob Dorneker): December has been a very busy month for the department. The Nutcracker on Ice show at Robert Crown was very well attended. The Levy Center held a holiday breakfast for its members. Staff is preparing for holiday camp at the recreation centers for youth who are on winter break from school. In addition to the holiday camp, there will be open gym programs for youth and adults and Robert Crown will increase hours for figure skating, Ice hockey and public skating. The participant level of the fitness program at the Levy Center continues to increase. The exercise equipment and fitness rooms reach their capacity during the prime hours. Staff is looking into ways to possibly expand the program hours for the increased level. The Board received a schedule for affiliate groups to attend future Board meetings to discuss their current activities and future needs. OLD BUSINESS: Stratenic Plan Oblective 11C: Develop an action clan to incorporate more multi-aenerational features In Citv parks. and recreational croarams and facilities Staff Is looking for help from the Board to define what 'multi generational features" could be included in City parks, and recreational programs and facilities. The Board's subcommittee held a meeting to brainstorm Ideas on creating a theme for multigenerational use of the parks; marketing tools to promote multigenerational use of the parks; and ways to measure the results. The subcommittee would like to have a pilot program ready for this summer. Activities being considered are tal chi, movie night, volley ball, fishing at Lovelace Park, game day where youth are encouraged to bring their grandparents to the park to play games, and a park walk where activities are staged at several parks and participants walk from park to park to participate in the different activities. Funding for the program could come from sponsorships. NEW BUSINESS: None. COMMENTS FROM BOARD MEMBERS: Mr. Metz said the Board members need to start, once again, to really take note of what they do on this Board and what their purpose is and make sure that what they are working on and spending their time and expertise on are strategic issues and helping to form policy for the department, while at the same time acting as a way to receive input from the community. Ms. DiMarco agreed with Mr. Metz and encouraged the Board to attend the January 9 public meeting to discuss the Lakefront Visioning Process. Ms. Casady attended the Youth initiative Presentation at the City and the meeting held at Evanston Township High School regarding student alcohol abuse. What he took away from both meetings was the tack of things for teens to do in Evanston. That's something the Board really needs to think about. Can we make more use of the facilities we have now or do we need additional facilities (bowling alley, teen center, etc.)? Ms. Harris wished everyone a happy holiday. ADJOURNMENT: The meeting adjourned at 9pm. The nerd Recreation Board meeting is 7:30pm, January 18 at the Levy Center, 300 Dodge Avenue. Approved Minutes Note: minutes are not verbatim 2