Loading...
HomeMy WebLinkAboutMinutes 2007N Approved Minutes Note: minutes are not verbatim Minutes Evanston Playground & Recreation Board Levy Center, 2100 Ridge Ave. January 18, 2007 Board Members Present: Betsi Bums, President Amina DlMarco Mark Metz, Secretary Marcus Casady Natalie Newberger Mary Beth Whalen Mark Sloane Board Members Absent: Kristian Harris, Treasurer Bruce Pikes Others Present: Douglas Gaynor, Parks/Forestry & Recreation Director Bob Domeker, Recreation Superintendent Dick Seaman, Robert Crown Advisory Board Bob Nauert, Evanston Youth Hockey Association President CONSENT AGENDA The meeting was called to order at approximately 7:37pm. The December 21, 2006 meeting minutes were approved. COMMENTS FROM OBSERVERS: Mr. Seaman reported that there are a number of trees In the southwest end of Lomar Park that still need pruning. He inquired about the repair status of the picnic table/chairs and tot -lot play equipment in Lamar Park that were vandalized. May 12"' he will be participating in the recruitment of the Friends of Chicago River's River Day 2007. September 115'" the Alliance for Great Lakes will have their annual beach clean up event. Mr. Seaman attends several committee meetings and wonders what could be done to get more people involved and at these meetings so citizens can have a better understanding of what's going on in the community. Mr. Seaman was happy to see that a Youth Coordinator position was being proposed in the city's budget. He provided the Board with some history on the Youth Commission that was eliminated in 1984, ADVISORY BOARD REPORTS: Mr. Seaman — The Robert Crown Advisory Board met on January 9. Mr. Seaman gave a special thanks to Robert Lloyd, Robert Crown Center Manager, who had a back injury but still came to the Center to make sure the Advisory Board had materials needed for the meeting. He also thanked Bob Domeker, Recreation Superintendent, for attending the meeting to answer questions. There are still a few vacancies on the Advisory Board. The annual Flea Market sale was a huge success and over 3,000 participants attended the Ice show. EVANSTON YOUTH HOCKEY ASSOCIATION: Mr. Nauert gave a presentation on the history and current status of the Evanston Youth Hockey Association and the many ice hockey league programs they run. DIRECTOR'S REPORT (Douglas Gaynor): Mr. Gaynor reminded the Board about the gam February Sd partnering toward a Safer Evanston meeting at ETHS. The Health and Human Services Department is preparing a report for the Human Services Committee regarding last year's pilot program to distribute free beach tokens to various Evanston agencies. The Board will receive a copy when it's available. SUPERINTENDENT'S REPORT (Bob Dorneker): The Levy Center staff and a group of volunteers are working toward getting the Levy Center nationally accredited. The North Shore Senior Center is the closest other agency that is nationally accredited and some of their employees volunteered to work with our staff. The Board will be kept up to date on the progress. Mr. Doneker provided the Board with a copy of the revised Levy Center bus schedule, a listing of programs scheduled during Black History Month and information on the Adult Black Theater season productions. Productions will be held at Haven Middle School. Mr. Domeker informed everyone of the passing of Board member Kristian Harris' step -farther, Joe Martin. Mr. Martin passed away this week of a massive heart attack. The Board sends their condolences to Ms. Harris. SUBCOMMITTEE REPORTS: Stratealc Plan Oblective 11C: Develop an action plan to Incornorate more multi -generational features In City parks, and recreational programs and facilities - Ms. DiMarco thanked Mr. Domeker for meeting with the subcommittee prior to the Board meeting. The subcommittee's goal is to highlight the city's parks and recreation programs through multigenerallonal special events that also promote health and fitness. The subcommittee talked about doing certain events In parks utilizing programs the city already offers and just getting the word out that these programs exist. Ideas were fishing at Lovelace Park, a park walk between two or three parks, and a game day. Because there's so much going on during the summer the subcommittee decided to focus on one program. A "Fishing Frenzy at Lovelace Park" Is to be planned for the weekend of July 21 as July is National Park Month. Mr. Domeker will make sure the dale is okay. Once the date is set the subcommittee will discuss marketing and transportation ideas. OLD BUSINESS: RFP for Recreation Needs Assessment Survev — Discussion is on hold until the February meeting to allow for further review. NEW BUSINESS: 2007-08 Budaet - City Council had their first Saturday morning budget workshop where the City Manager provided a presentation on the budget. Three positions are proposed for elimination from ParkslForestry & Recreation Department. Staff will provide a transition plan to show how the department will be able to provide the same level of services without those positions. The Board formed a subcommittee to attend the budget workshops and be a part of the budget process (M. Casady and M. Metz) Review of Program Fees- Mr. Domeker provided a program fee comparison chart that included fee increases for the past 3 years and proposed increases for 2007-08, for the Board's review and comment. 2007-08 increases averaged 3-5%. Any fees that are extraordinary or out of question would need further approval by the Human Services Committee. Based on the standard programs developed for next year, there are no new programs and all the fee increases are within the 3-5% range. The Board had no comments. Lakefront Master Plan — There is one more focus group meeting scheduled for January 23. The Board received a copy of the Request for Statement of Qualifications for the Evanston Lakefront Corridor Reconstruction Project. Ms. Burns thanked members for attending the Lakefront Master Planning meetings, There has been a great showing from the Board during this process so far and she hopes it continues because the Board needs to be involved. The Board formed a subcommittee to be a part of the selection process to hire a consultant to prepare a master plan (B. Bums, M. Sloane, A. DiMarco and M. Metz) M. Casady will serve as an alternate. COMMENTS FROM BOARD MEMBERS: Mr. Sloane apologized for missing the December meeting. He was on his way to Israel. Ms. Burns apologized for missing the December meeting. Her child was sick and in the hospital. Ms. DiMarco thanked Mr. Dorneker for meeting with the Strategic Plan 11C Subcommittee. She's excited about coordinating the Fishing Frenzy event. ADJOURNMENT: The meeting adjourned at 9:05pm. The next Recreation Board meeting is 7:30pm, February 22 at the Chandler -Newberger Center, 1028 Central Street. Note: minutes are not verbatim Approved Minutes Note: minutes are not verbatim Minutes Evanston Playground & Recreation Board Chandler -Newberger Center, 1028 Central St. February 22, 2007 Board Members Present: Betsl Burns, President Bruce Pikas Mario Metz, Secretary Marcus Casady Natalie Newberger Mary Beth Whalen Board Members Absent: Kristian Harris, Treasurer Amina DiMarco Mark Sloane Others Present: Douglas Gaynor, Parks/Forestry & Recreation Director Danny Satin, Northwestern Student Leo Cinquino, Evanston Jr. Wildkit Baseball Bob Spurlin, Evanston Jr. Wildkit Baseball CONSENT AGENDA The meeting was called to order at approximately 7:37pm. The January 18, 2007meeting minutes were approved. COMMENTS FROM OBSERVERS: None. ADVISORY BOARD REPORTS: None. U-13 Jr. Wildkits: Mr. Cinquino and Mr. Spurlin are representatives of the Evanston Jr. Wildkits Baseball Association, a full-time travel team of 13-14 year olds selected by Evanston Township Baseball Coaches. The team is a non-profit Evanston youth baseball team comprised of Evanston and Skokie players (mostly Evanston) and is Incorporated by the State. The team was created last year by Mr. Toledo, an ETHS Coach, and is run by volunteers, many of them parents, and their purpose is not to make money but to promote Evanston Baseball. Mr. Cinquino and Mr. Spurlin came before the Board to request the use of James Park baseball fields for some of their U-13 baseball games. They'd like to use James Park fields because the park is set up with dug outs and 80ft fields, two of which have lights and it has bathroom facilities for parents/spectators. They are also requesting to become an affiliated group of the department which would allow them to pay S10 per player versus $25 per hour. Mr. Metz excused himself from discussion as he Is a currently a Board member of the Evanston Baseball Softball Association and has a son who is currently being coached by Mr. Spurlin. The Board directed staff to work with the U-13 Evanston Jr. Wildkits Baseball Association and the Evanston Baseball Softball Association to see if they could figure out scheduling for the new group, if it's possible. Staff will meet with Mr. Cinquino and Mr. Spurlin to further review and discuss their request for affiliate status and the use of James Park baseball fields. The group will have the option to return before the Board in March if they are not satisfied with the outcome of working with staff. DIRECTOR'S REPORT (Douglas Gaynor): CIP Update: The Board received a copy of the monthly project status report. RFP for Recreation Needs Assessment Surveir — The RFP should be completed in the next few weeks. The Board received the meeting notice of the gam, March 3 Partnering Toward a Safer Evanston meeting being held at the Civic Center. They also received a copy of notes taken from the first meeting held In February. The use of Haven Middle School's auditorium for the Adult Theater program was successful and we have already scheduled the next performance at Haven in April. Summer Camp registration was also very successful. We have plans to expand the Bent Park and Leahy Park Camp programs and add an afternoon site at Bent. As of February 10'", we have over 224 participants on a waiting list for camp programs and staff Is looking at way to accommodate the participants on the waiting by possibly expanding the programs. The Board was reminded that the scale for scholarships/ fee assistance will increase to reflect the actual school reduced lunch program standards. This recommendation was based on the Recreation Board's work last year with the City Council regarding beach access. Mr. Gaynor informed the Board of the passing of Mr. Domeker's father-in-law. The Board sends their condolences. SUBCOMMITTEE REPORTS: Strategic Plan Oblective 11C: Develop an action plan to incorporate more mufti -generational features In City parks, and recreational programs and facilities - The subcommittee's goal is to highlight the city's parks and recreation programs through multigenerational special events that also promote health and fitness. The first event planned will be a "Fishing Frenzy at Lovelace Park" during a weekend in July as July is National Park Month. The proposed target date is July 14. Now that the date is set the subcommittee will discuss marketing and transportation ideas. Lakefront Master Plan: The visioning process is complete and the final report will be distributed upon completion. The RFO responses for the master plan are currently under review. We anticipate having interviews scheduled by mid March. Budnet Process: Most of the meeting was discussion on the Library. Finance Director Matt Grady did a presentation on insurance funds funding. Assistant City Manager Rolanda Russell spoke about the Human Relations Department. There was also discussion on the early retirement incentive. OLD BUSINESS: None. NEW BUSINESS: Appointment of Stephan Collins to the Levy Advisory Board — The Board unanimously approved the appointment of Stephan Collins to serve on the Levy Advisory Board. Reauest for William N. Erickson Funds: The Board unanimously approved the request from Evanston Baseball/Softball Association to receive S900 from the Erickson Fund to sponsor two teams. Ms. Whalen requested background information on the William N. Erickson Fund and the Parks Foundation. Members explained that the Erickson Fund was set up as a memorial and there was money given to a fund administered by the department to fund youth sports. Mr. Gaynor explained that the Parks Foundation Is separate from the City and was created to be able to accept grant funding and funds from organizations that require a 5010, for major capital projects and programs of the department. The Board will receive a background report on both Erickson Fund and the Park Foundation. Rotation of Officers — The Board approved the proposed officers for 2007-08: Mark Metz as President, Natalie Newberger as Treasurer and Marcus Casady as Secretary. Kristian Harris submitted a letter of resignation from the Board. She stated in her letter that it has been a great pleasure to with everyone and she believes the Board has made a difference in the community. She sends her deepest regrets and asked the Board to keep up the great work. COMMENTS FROM BOARD MEMBERS: Mr. Metz thanked Ms. Burns for serving as President. He hopes to see the Board's direction move toward working on big issues, big initiatives and policies. The Board should be advocating for parks and recreation and the conduit for public comments that will ultimately be acted upon at the City Council. Mr. Casady thanked Ms. Bums for her service a President. ADJOURNMENT: The meeting adjourned at 8:46pm. The next Recreation Board meeting is 7:30pm. March 15 at the Fleetwood-Jourdain Center, 1655 Foster Street. Note: minutes are not verbatim Minutes Evanston Playground & Recreation Board March 2007 meeting was canceled Approved Minutes Note: minutes are not verbatim Minutes Evanston Playground & Recreation Board Robert Crown Center.1701 Main St. April 19, 20a7 Board Members Present: Mark Sloane Bruce Pikas Mark Metz, President Amina DIMarco Natalie Newberger, Treasurer Board Members Absent: Betsl Bums, President Mary Beth Whalen Marcus Casady, Secretary Others Present: Douglas Gaynor, Parks/Forestry & Recreation Director Bob Domeker, Recreation Superintendent Dick Seaman, Robert Crown Advisory Board CONSENT AGENDA The meeting was called to order at approximately 7:35pm. The February 22, 2007 meeting minutes were approved with changes. (The March meeting was cancelled) COMMENTS FROM OBSERVERS: Mr. Seaman thanked staff for pruning the tress and removing the graffiti in Leah Lomar Park. The trash barrel Is missing from the park and needs to be replaced. May 12 Is River Day and volunteers are welcome. May 5 is Kawanis Club annual pancake day at Family Focus. Mr. Seaman announced the passing of Bob Beatty, the tee cream vendor at Robert Crown and the lakefront. ADVISORY BOARD REPORTS: Mr. Seaman — There was no quorum for the March Robert Crown Advisory Board meeting. There are still a number of vacancies on the Board. The Board approved the purchase of a DVD player and a couch for the ice show. AMERICAN YOUTH SOCCER ORGANIZATION (AYSO): The AYSO representative was not present. DIRECTOR'S REPORT (Douglas Gaynor): CIP Uodate: Mr. Gaynor provided a brief status report on capital projects. RFP for Recreation Needs Assessment Survey —The Board received a copy of a letter from City Manager Julia A. Carroll addressed to the Mayor and City Council regarding a joint effort with the City and District 202 to participate in the development of the Request for Proposals to hire a consultant to develop, conduct and evaluate the survey, as well as share the cost of the project. Staff met with District 202 Administration on April 24 to discuss the joint effort and is currently editing the Request for Proposal to include District 202's participation. The updated RFP will be presented to the Board for review. Lakefront Master Plan: The visioning process is complete and the final report is available on the City's website. Contract and scope negotiations with the selected consultant, EDAW, Inc. are complete and the City Council awarded the project to EDAW at the May 14. 2007 meeting. Emerald Ash Borer: Staff is in continual contact with the IDA regarding their plans for future destructive surveys, control measures, funding opportunities, and all other issues related to EAB. Staff has begun implementation of the Ash Tree reduction plan, and 120 of the 148 trees designated for removal have been completed. IDA officials have completed their inspections of the two original infestation sites, and have now confirmed over 60 public ash trees (27 within Lovelace Park), and 8 private ash trees with EAB. All of these infected trees have been removed already, and staff is working with the IDA on reimbursement Issues. The Board requested to have this item remain on the monthly Board agenda. Alexander Park Land Swao: The General Board of Pensions has proposed a land swap with the City of Evanston in order to redevelop their headquarter building at 1200 Davis St. Their proposal seeks approximately 8,859 square feet along the north edge of Alexander Park to accommodate their new building footprint_ In return, they are offering approximately 8,859 square feet of their existing property which is adjacent to the southeast edge of Alexander Park. The department expressed concern for the loss of certain improvements within Alexander Park if the land swap is implemented. Staff is currently in negotiation with the General Board of Pensions regarding their proposal. Beach Tokens: The preseason beach token sale is now underway. Through June 8, Evanston and Skokie residents may buy tokens for the reduced price of $22. When beaches open for the season on Saturday, June 9, token prices will be sold for the regular rate of S301each. Fee assistance is available to help qualified residents purchase tokens. 1n the continuation of the free beach token program, 725 beach tokens will be distributed by the Health and Human Services Department to social service agencies for families. This Is an increase of 25 tokens SUPERINTENDENT'S REPORT (Bob Dorneker): Some of the department's added summer programs for youth and adults include expanded open gym time at Chandler Newberger, Fleetwood Jourdain and Levy Center. Chandler Newberger and Fleetwood Jourdain will also host movie nights for middle school youth and the Levy Center will host a monthly Jam Night where local high school bands can sign up to play music. U-13 Evanston Jr. Wildkit Baseball Association: At the February Board meeting the association requested use of the James Park field for games and to obtain Affiliated Group/Sponsorship status from the department. The Board asked staff to review the request and to provide a response to Mr. Cinquino. After carefully reviewing their request, staff found that the group does not qualify under the department's sponsorship group status, based on the program having a "selected" group of players and not available for "open` participation at this time. However, this denial of affiliated status does not prevent the group from utilizing the fields. Staff has been able to secure eight of the fifteen dates requested for the team to play games at James Park. One additional date is still pending. The Board felt that the policy statement regarding what the requirements to obtain affiliated group/sponsorship status is not clearly defined and requested that staff provide a recommendation on revised language at the May meeting. SUBCOMMITTEE REPORTS: Strategic Plan Oblective 11C: Develoo an action clan to incorporate more multi-nenerational features In City parks, and recreational programs and facilities - The subcommittee's goal is to highlight the city's parks and recreation programs through multigenerational special events that also promote health and fitness. The first event planned will be a "Fishing Frenzy Day at Lovelace Park" Saturday July 14, from gam to noon. Now that the date is set the subcommittee will discuss marketing and transportation ideas. OLD BUSINESS: The Board received background information on both the William N. Erickson Fund and Evanston Park Foundation. NEW BUSINESS: Appointment of Marie Nareisse to the Robert Crown Advisory Board — The Board unanimously approved the appointment of Marie Nareisse to serve on the Robert Crown Advisory Board. COMMENTS FROM BOARD MEMBERS: None. ADJOURNMENT: The meeting adjourned at 8:45pm. The next Recreation Board meeting is 7:30pm, May 17 at the Civic Center, 21 DO Ridge Ave, Room 2404. Note: minutes are not verbatim 2 Approved Minutes Note: minutes are not verbatim Minutes Evanston Playground & Recreation Board Civic Center, 2100 Ridge Ave. May 17, 2007 Board Members Present: Betsi Bums Brace Pikas Marcus Casady, Secretary Amina DiMarco Natalie Newberger, Treasurer Mary Beth Whalen Board Members Absent: Mark Sloane Mark Metz, President Others Present: Douglas Gaynor, Parks/Forestry & Recreation Director Bob Domeker, Recreation Superintendent Steven Levine, AYSO Assistant Regional Commissioner Dick Seaman, Robert Crown Advisory Board CONSENT AGENDA The meeting was called to order at approximately 7:35pm. The April 19, 2007 meeting minutes were approved. COMMENTS FROM OBSERVERS: Mr. Seaman - The May 12 River Day Clean up was a success. Volunteers collected several bags of debris. The Kiwanis Club served 700 breakfasts at their annual pancake day May 5 at Family Focus. Alliance for the Great Lakes will have their beach clean up event on September 15. Mr. Seaman is working with District 65 on a bike safety program as part of a Klwanis Club project. He will be distributing bike safety information pamphlets to promote bike safety awareness. ADVISORY BOARD REPORTS: Mr. Seaman —There are still a number of vacancies on the Board. Robert Crown's Spring Ice Show Is scheduled for this weekend. AMERICAN YOUTH SOCCER ORGANIZATION (AYSO): Mr. Levine provided the Board with background information on the AYSO soccer program. AYSO has 1500 participants ages 6-19 (165 teams) and 300 coaches, who play during Fall and Spring season. Gamestpractices are held on fields throughout Evanston: Bent Park, Twiggs Park, Walker School, Mason Park, James Park, Chute School, Elks Park, Leahy Park, Tallmadge Park, Evanston Township, Robert Crown Park and Channelside Park. The program offers scholarships to those who need them. The only minor concern he has is the safety issue posed by older kids (non participants) creating disturbances, walking across the soccer fields and disrupting the games. DIRECTOR'S REPORT (Douglas Gaynor): Capital Improvement Projects: The Board received a copy of the capital improvement projects proposed by the department for 2008-09. RFQ for Recreation Needs Assessment Survey — Staff met with District 202 Administration Staff on 4124 to discuss a joint effort in pursuing Crown Center/indoor recreational needs survey and is currently editing the RFQ to include District 202 participation. The final RFQ will be sent out in early .tune 2007. The Board will receive a copy of the final version. Lakefront Corridor Construction: A contract with the selected consultant, EDAW, Inc., was approved by City Council at their May 14, 2007 meeting. Staff is now working through the Illinois Department of Transportation (IDOT) for their approval of the contract. A kick off meeting is scheduled for 06/19/07 with EDAW and a draft schedule for the master plan is under development. Emerald Ash Borer: Staff has completed the first phase of the Ash Tree reduction plan, with the 148 trees designated for removal completed, including all stumps. IDA officials have completed their inspections of the two original infestation sites, and have now confirmed over 60 public ash trees (27 within Lovelace Park), and 8 private ash trees with EAB. All of these infected trees have been removed already, and staff Is working with the IDA on reimbursement issues. SUPERINTENDENT'S REPORT (Bob Dorneker): Beach Tokens: The preseason beach token sale will continue through June 8. Evanston and Skokie residents may buy tokens for the reduced price of S22. When beaches open for the season on Saturday, June 9, token prices will be sold for the regular rate of S301each. Fee assistance is available to help qualified residents purchase tokens. In the continuation of the free beach token program, 725 beach tokens will be distributed by the Health and Human Services Department to social service agencies for families. This is an increase of 25 tokens Staff received a letter from John and Rachel Heuman expressing concern about the lack of publicity on the City's scholarship program for beach tokens. The Board received a copy of the Heuman's letter along with staffs response, which included copies the many methods used to advertise the scholarship program. Foster Field Lease Agreement: The City of Evanston was awarded a S250,000 grant from the Illinois Department of Commerce and Economic Opportunity, with the help of State Representative Julie Hamos, to improve the tennis and basketball courts at Foster Field (land owned by School District 65). In order to comply with the grant guidelines, the City needs to submit a long term lease agreement of Foster Field with District 65. The City currently has a longstanding agreement with the District 65 regarding the use of the land, including the tennis and basketball courts, and athletic field space, which dates back to 1924 and needed to be updated in order to better identify the current property. The updated lease agreement will be presented to School District 65 at the Board of Education meeting on May 21, 2007. SUBCOMMITTEE REPORTS: Strategic Plan Oblective 11C: Develop an action plan to incorporate more multi -generational features In City parks. and recreational programs and facilities - The Board has planned a'Fishing Frenzy Day at Lovelace Park' Saturday July 14, from gam to noon. Transportation will be provided and a press release will be distributed. Board members were encouraged to attend. OLD BUSINESS: None. NEW BUSINESS: Reauest for William N. Erickson Funds- The Board unanimously approved the request from the Evanston Youth Hockey Association (EYHA) to receive S1,000 from the Erickson Fund to sponsor two teams. COMMENTS FROM BOARD MEMBERS: None. ADJOURNMENT: The meeting adjourned at 8:31 pm. The next Recreation Board meeting is 7:30pm. June 21 at the Levy Center, 300 Dodge Ave. Note: minutes are not verbatim 2 Approved Minutes Note: minutes are not verbatim Minutes Evanston Playground & Recreation Board Levy Center, 300 Dodge Ave. June 21, 2007 Board Members Present: Mark Metz, President Bruce Pikes Marcus Casady, Secretary Amina DIMarco Natalie Newberger, Treasurer Mark Sloane William Logan Board Members Absent: Betsi Bums Mary Beth Whalen Others Present: Douglas Gaynor, Parks/Forestry & Recreation Director Bob Domeker, Recreation Superintendent Mike Allen, Evanston Cricket Club Magnus Huggins, Evanston Cricket Club CONSENT AGENDA The meeting was called to order at approximately 7:35pm. The May meeting minutes were approved. COMMENTS FROM OBSERVERS: None. ADVISORY BOARD REPORTS: None, EVANSTON CRICKET CLUB: Mr. Mr. Allen gave a presentation on the Evanston Cricket Club's history and mission statement. The Evanston Cricket Club (ECC) is a sporWsocial club which has been in existence for over thirty years. ECC Is a member of the Midwest Cricket Conference which consists of 53 cricket teams covering parts of Illinois, Indiana, Wisconsin and Missouri. All teams are part of the Midwest Cricket Conference trophy league and all league games begin at the end of May and continue through the end of September. The ECC's home games are played in James Park every Sunday beginning June 24 through the end of August. Each year ECC designates a day called "family day", where everyone is invited and the club provides refreshments and many activities for children. The club also has many social commitments, including a school they adopted in Jamaica. Through donations from members, and fundraisers, ECC has been able to provide scholarships, books, pencils and computers for the school. They just started a fund to provide scholarships to local students. DIRECTOR'S REPORT (Douglas Gaynor): Capital Improvement Prolects: The Board received a copy of the proposed 2008-09 capital improvement projects that were presented to City Council on June 20. The proposed projects will be on the June 25 City Council agenda for consideration of approval. RFO for Recreation Needs Assessment Survev. The RFQ for hiring a consultant to complete the needs analysis is out to bid at this time. Lakefront Corridor Reconstruction: A contract with the selected consultant, EDAW. Inc., was approved by City Council at their May 14, 2007 meeting. Staff is now working through the Illinois Department of Transportation (IDOT) for their approval of the contract. A kick off meeting was scheduled for 06/19107 with EDAW and a draft schedule for the master plan is under development. Emerald Ash Borer: Staff has completed the first phase of the Ash Tree reduction plan, with the 148 trees designated for removal completed, including all stumps. IDA officials have completed their inspections of the two original Infestation sites, and have now confirmed over 60 public ash trees (27 within Lovelace Park), and 8 private ash trees with EAS. All of these infected trees have been removed already, and staff is working with the IDA on reimbursement Issues. SUPERINTENDENT'S REPORT (Bob Dorneker): Affiliate Group Guidelines: This item is on hold until the September Board meeting. Staff is compiling information for a report. Proaram Update: The Board received a list summer programs and activities including a list of newly developed summer programs for teens (movie nights, field trips, basketball tournaments, jam night, etc.). The Mason Park Summer Basketball League for adult and high school is scheduled to begin on June 25. However, participants are refusing to pay any fee to participate. Staff is determining how to proceed. SUBCOMMITTEE REPORTS: Strategic Plan Oblective 11C: Develop an action plan to Incorporate more multi-oenerational features In City Darks. and recreational oroarams and facilities: The Board has planned a "Fishing Frenzy Day at Lovelace Park' Saturday July 14, from gam to noon. Transportation will be provided and a press release will be distributed. Board members are encouraged to attend. Mr. Metz appointed members of the Board to serve as chair on the following subcommittees: City/School Youth Engagement Initiative - Marcus Casady Lakefront Master Plan - Belsi Bums Recreation Needs Assessment - Mark Metz FAAM's Future Plans — William Logan OLD BUSINESS: None. NEW BUSINESS: Levy Advisory Board Anoointment: The Board unanimously approved the appointment of Rose Price to the Levy Advisory Board. Annual Recreation Programs/Facilities Tour. The July 19 tour Is tentative. Staff will email members with propose dates to see how much interest there is in having a tour. COMMENTS FROM BOARD MEMBERS: Ms. DiMarco - On the last day of school, students had a short day and they flocked to the beach but the beaches weren't open. Mr. Gaynor explained that according to the City's ordinance the beaches do not open until the weekend after school is out. ADJOURNMENT: The meeting adjourned at 8:45pm. The next Recreation Board meeting/tour is tentatively scheduled for July 19, 2007. Note: minutes are not verbatim 2 Minutes Evanston Playground & Recreation Board July 2007 meeting was canceled Board Members Present: Board Members Absent: Others Present: Approved Minutes Note: minutes are not verbatim Minutes Evanston Playground & Recreation Board Robert Crown Center,1701 Main St. September 27, 2007 Mark Metz, President Marcus Casady, Secretary Natalie Newberger, Treasurer Bets[ Burns Amina DIMarco Bruce Pikas Bill Logan Mark Sloane Mary Beth Whalen Douglas Gaynor. ParkstForestry & Recreation Director Bob Domeker, Recreation Superintendent Joan Hickman, Commission on Aging Chair CONSENT AGENDA The meeting was called to order at approximately 7:35pm. The June meeting minutes were approved. (There was no July meeting and the Board does not meet in August) COMMENTS FROM OBSERVERS: Ms. Hickman expressed concern with the number of senior citizens who are on a limited fixed Income and may not qualify for fee assistance based on the department's current income guidelines. She says the department looks at many ways to provide fee assistance for Its youth program participants and would like to see the same effort toward fee assistance for the senior program participants. Ms. Hickman asked the Board to consider changing the income guidelines so that more senior citizens will be eligible for fee assistance and able to fully participate in the programs offered by the City. Mr. Metz asked that this be placed on the October agenda. Staff will prepare a report for the Board's review. ADVISORY BOARD REPORTS: None. DIRECTOR'S REPORT (Douglas Gaynor): Canital lmorovement Prolects: The Board received a status report on the department's current capital improvement projects. Staff received proposals for four new projects - Torgerson Park, Crown Park Tennis, Lighthouse landing and Foster Field, and is working to shortlist consultants and begin interviews in October. 2008.09 Budget: The budget process is underway and the department's draft 2008-09 budget has been submitted. Staff will present an end of season report on the free beach token program to the Human Services Committee at their Oct 1, 2007 meeting. Seven hundred tokens were distributed to social agencies in 2006, 840 tokens were distributed in 2007 and at least four agencies want more tokens next year. Staff will be looking for direction from the Committee as to whether or not there should be a cap on the number of tokens distributed. At a minimum, staff is recommending the amount of tokens for 200E should be capped at 1,000. Staff will be present at the October 1 meeting to discuss current beach token revenue and the impact that increasing the number of free token would have. Board members are encouraged to attend the Oct 1 meeting. SUPERINTENDENT'S REPORT (Bob Domeker): Affiliate Group Guidelines: This item is on hold until further notice. SUB COMMITTEE. REPORTS: Indoor Recreation Needs Assessment: (Gaynor/Metz) Three consultant bids were received and reviewed by department staff and district 202 administrators. A local consultant firm was selected and a meeting will be scheduled in the next couple weeks to negotiate a contract. City/School Youth Engagement Initiative: (Casady/Gaynor) The City hired a new Youth Engagement Coordinator, Sol Anderson. Mr. Anderson has prepared a draft three year youth engagement initiative plan where he focuses on health, recreation, job skills and jobs for our youth. Mr. Anderson will be invited to the October Board meeting to discuss his future plans. Lakefront Master Plan: (Gaynor) Mr. Gaynor gave a brief presentation of both the draft passive and recreational concept design alternatives. In further discussion, the Board expressed concern with the lack of citywide participation in the public workshops and decided to send a memo to the Mayor and City Council with the recommendation to continue with the October 41" community meeting as planned and in addition, have staff and the consultant conduct three additional meetings on the west side of Evanston In order for the rest of the community to have the opportunity to provide their suggestions. After the three additional workshops, a final community meeting would then occur to review and discuss the revised draft consensus plan. Although this will add to the cost of the consultant's fee, the Board feels it's important that all the citizens of Evanston have the opportunity to weigh In on the master plan for the lakefront. Future Plans for FAAM Program: (Logan) This will be held until the October meeting. Dudley Brown will attend and provide a presentation on the Fellowship of African American Men's (FARM) program. OLD BUSINESS: None. NEW BUSINESS: Lew Advisory Board Appointment: The Board unanimously approved the appointment of Murray Wesller to the Levy Advisory Board. School District 202 Request for Letter of Support - Athletic Fields: The NFL has a grant program providing funds to construct an artificial turf facility on an existing football field. School District 202 is applying for the grant with NFL and is requesting the Board to provide a letter in support of their grant application. The artificial turf facility will allow a much greater use of the field without destroying the turf and the trade off would that a number of the football groups in town, would be able to use the new field. The motion to have a Resolution from the Playground and Recreation Board recommending to the Humans Services Committee that the City Council support School District 202 in their bid to secure grant funding from the NFL for a new football field surface was seconded and approved. COMMENTS FROM BOARD MEMBERS: None. ADJOURNMENT: The meeting adjourned at 9:03pm. The next Recreation Board meeting Is scheduled for October 18, 2007. Note: minutes are not verbatim : Approved Minutes `ote: minutes are not verbatim .Nlinutes Evanston Playground & Recreation Board Fleetwood-Jourdain, 1701 `taln St. October 27.2007 Board %Iembers Present: \lark tiletz, President Betsi Burns Marcus Casady, Secretary Bill Logan Natalle Newberger, Treasurer 1•iark Sloane Amina D1Marco Board Members Absent: Bruce Plkgs Mary Beth Whalen Others Present: Douglas Gaynor, ParksfForestry & Recreation Director Bob Dorneker, Recreation Superintendent Sol Anderson, Youth Engagement Coordinator Gene Bell, Fellowship or African American Nten (FAA.Nt) APPROVAL OF MINITES The meeting was called to order at approximately 7:3:pm. The September 27, 2007 meeting minutes were approved. COMMENTS FROM OBSERVERS Sol Anderson introduced himself and gave a brief description of his responsibilities as the Youth Coordinator. He then provided the Board with an overview of the 3 year youth engagement initiative plan. The 3 year plan described areas of focus for each fiscal year, including additional events and programs, and proposed focus for the Youth Council and Youth Summits. Gene hell introduced himself and gave a brief history of the FAAM Basketball league for middle school age kids, which began 40 years ago with ten volunteers and 30 kids and now has 70 + volunteers and 400 kids. The program continues to grow and there is a need for additional gym space for Fames and practices. Currently some of the teams practices are held in District 65 school gyms but only after the school's evening programs have ended. Because of this schedule, many of the kids have practices very late in the evening. FAANI representatives met with Parks/Forestn• & Recreation Director Doug Gaynor and City Manger Julia Carroll to discuss tite gym space needs for tite program and the proposed idea of building an additional gym at Fleetwood-Jourdain. The organization is aware of financial constraints and the fact that the City doesn't own the land surrounding Fleetwood-Jourdian. However they will continue working with an architect to explore all possibilities. DIRECTOR'S REPORT -(Douglas Gaynor): Capital Improvement Project Updates Foster Field renovations — A second community input meting is scheduled for I 1/28. Design refinement and construction document production will commence after the conclusion of the public involvement process. Torgerson Park -City Council approved the consultant contract award on 10.22/07. A community input meeting is scheduled for November 27. Crown Park Tennis - A recommendation was submrned to City Council for consultant contract award on 10/22/07 and was delayed for additional information. The recommcndation wit) be resubmined for council approval on 11/12/07. Lighthouse Landing ADA - City Council approved the consultant contract a+surd on 10'22 07. Public meetings for community input have been scheduled to begin mid December. 2009-09 Budget The budget process is underway and the department's draft 2008-09 budget has been submitted. The City Manager will meet with the Department Directors in the next couple of weeks to review their budgets and determine if there is a shortfall. SUPERINTENDENT'S REPORT (Bob Dorneker): Beach Token Program Staff presented a season end report on the free beach token program to the Human Services Committee at their October meeting. Seven hundred tokens were distributed to social agencies in 2006, 840 tokens were distributed in 2007 and at least four agencies want more tokens in 2008. The committee approved continuing the program in 2008 distributing 1,050 tokens. The Health and Human Services Department will distribute 850 tokens and the Recreation Division will distribute 200 tokens. Income Guidelines for Scholarships/Fee Assistance At the Board's September meeting Ms. Hickman expensed concern with the number of senior citizens who are on a fixed income and may not qualify for fee assistance based on the department's current income guidelines. Ms. Hickman asked the Board to consider changing the income guidelines so that more senior citizens will be eligible for fee assistance and able to fully participate in the programs offered by the City. The Board asked staff to prepare a report on the scholarship guidelines, which %vas included in the October Board mewing packet and a copy mailed to his. Hickman. On average, there are forty to fifty requests per year for assistance from Levy Senior Center members for programs at the center. Staff also reviewed the current year information and found that approxirately ten individuals did not qualify through the assistance program of the department/city. Those individuals not qualifying for assistance far exceeded the income level guidelines. In addition to the departmenttity fee assistance program, the department received a donation several years ago, that was dedicated for Levy Senior Center members who do not qualify for fee assistance under the city's income guidelines. The Recreation Superintendent and Levy Senior Center Manager have determined eligibility for those requests. Those funds have also been used when an individual cannot pay the 50% balance due for a program There is approximately S 10,000 remaining in the Levy Senior Center Financial Restricted account. Information about the scholarship/assistance program is located at the center and included with program information given to members. Staff will review options on how to better inform members of the scholarship program and track the needs of those who don't qualify so future suggestions for modifying the policy can be developed. SUB COMMITTEE REPORTS: Indoor Recreation heeds Assessment: (Gaynor/Metz) Three consultant bids were received and reviewed by department staff and district 202 administrators. A local consultant firm was selected and a meeting will be scheduled in the next couple weeks to negotiate a contract. Lakefront Master Plan: (Gaynor) City Council approved the Board's recommendation to have staff and the consultant conduct three additional meetings in the north west central west and southwest areas of Evanston in order for the test of the community to have the opportunity to provide their suggestions. After the three additional workshops, a final community meeting would then occur to review and discuss the revised draft consensus plan. Although this will add to the cost of the consultant's fee, the Board feels it's important that all the citizens of Evanston have the opportunity to weigh in on the master plan for the lakefront. OLD BUSINESS -tione. NEW BUSINESS November Board Meeting Date Change: Due to the scheduled Lakefront Master Plan Meeting on November 15, the Board's November meeting will be rescheduled for November 29. Advertising Policy: This item will be moved to the November agenda. COMMFNTS FROM BOARD NIFNIBERS -None. The meeting adjourned at 8:30pm. The next Recreation Board meeting is scheduled for November 29, 2007 at the Chandler - Newberger Center, 1028 Central Street. Note: minutes are not verbatim ttttt� Approved Minutes Note: minutes are not verbatim Minutes Evanston Playground & Recreation Board Chandler -Newberger, 1029 Central St. November 29, 2007 Board Members Present: Mark Betz, President Betsi Burns Marcus Casady, Secretary Bill Logan Natalie Newberger, Treasurer Bruce Pikas Amino DIINIarco Board Members Absent: Mark Sloane Mary Beth Whalen Others Present: Douglas Gaynor, ParkslForestry & Recreation Director Bob Dorneker, Recreation Superintendent Kevin Wallin, Chandler -Newberger Center Manager Ray Doener, Chandler —Newberger Center Program 1lanager APPROVAL OF MINUTES The meeting was called to order at approximately 7:30prr The October meeting minutes were approved. COMMENTS FROM OBSERVERS Mr. Wallin announced that Ray Doemer has been hired as Chandler -Newberger Program Manager replacing Sunshine Voelkcr. Ray's former positions include Sports, Wellness and Development Director for Leaning Tower YMCA in Niles and Sports, Recreation and Fitness Director for Irving Park YMCA in Chicago. His responsibilities will include managing various programs: • Tennis (150 programs with over 1000 registrations) Volleyball —Indoor and Beach (475 participants) • Youth Basketball Leagues (S 10 registrations) • Youth Flag Football Leagues (360 registrations) • March Madness Basketball Tournament (200 participants) • Women's Basketball (60 registrations per year) • American Red Cross Classes (90 registrations per year) DIRECTOR'S REPORT (Gaynor) 200&09 Budget Mr. Gaynor had no further update at this time. The Board will receive more information once the City Manager completes the full city budget for Council's review, which will be sometime in January. Capital Improvement Project Updates A second community input meeting was held at Fleetwood-Jourdain Center last night to discuss the planned improvements of the Family locus playground and Foster Field, including the basketball and tennis courts. Pretty much everything in the proposed concept drawings was accepted, There was some concern about the proposed play area being too close to the proposed Sculpture Garden (a separate project). Staff will attend Alderman Holmes' 5'b Ward meeting on December 20 to review the plans for the entry area of Flectwood-Jourdain as it relates to the Sculpture Garden project. A community input meeting was held at Chandler -Newberger on November 27 to discuss the planned improvements at Torgerson Park. A second meeting will be scheduled in January to review concept drawings. City Council approved the consultant contract award for the Crown Park tennis court project. SUPERINTENDENT'S REPORT (Domeker) Teen Programs Mr. Domeker described additional teen programs planned for this year, which include movie nights on the big screen at Chandler -Newberger and the Levy Center, an overnight ski/snowboard trip at Chestnut Mountain in Galena, IL, and a Iimousine scavenger hunt of historical sites in Evanston. Registration has started for the COE/PopsAloms Basketball League at Fleetwood- Jourdain for high school age students. Fleetwood-Jourdain's annual Kwartzaa Celebration is scheduled for Gpm on December 27 and Robert Crown's annual Nutcracker on Ice ice show is scheduled for December 7 through December 9. SUB COMMITTEE REPORTS: Indoor Recreation Needs Assessment: (Gaynor Metz) The consultant's first proposal was very broad and not what the intent was for this study. Staff will meet with the consultants again on November 30 to request a refined scope of services and cost estimate focusing on Robert Crown as well as programs that could be tun out of the Evanston Township High School field house. Once their proposal for scope of services is received, staff will review and mike a recommendation to City Council. Lakefront Master Plan: (Bums/Gaynor) A total of seven public meetings have been conducted for the lakefront master planning effort. Staff' will provide the Board with a presentation at the December meeting and is working to schedule a presentation date to the Planning and Development Committee some time in January 2008. A final report will be prepared after the presentation to the Planning and Development Committee. OLD BUSINESS Affiliate Group Status GuidelinelPolicy This item will be moved to the January agenda. NEW BUSINESS 2008 Board Meeting Dates: The proposed Board meeting dates for 2008 %we approved. The Board agreed to reschedule their December 20, 2007 meeting to December 13, 2007. Staff will pro%ide a presentation on the Lakefront Master Plan at this meeting. Advertising Policy: This item will be moved to the January agenda. COMME\TS FROM BOARD MESiBERS —Mr. Logan said the community input meeting at Fleetwood-Jourdain to discuss the planned improvements of the Family Focus playground and Foster Field was a good meeting. He was very please with the consultants who took all citizen comments into consideration. Ms. Bursts said Dick Seaman's presence at the Board meeting will be missed. Mr. Seaman did a great job of representing his area park and the Robert Crown Center at the Board meetings. She requested that staff send his family a card on behalf of the Board. The meeting adjourned at 8:1 Spm. The next Recreation Board meeting is scheduled for December 13, 2007 at the Civic Center, 2100 Ridge Ave., Room 2200. Note: minutes are not verbatim Approved Minutcs Note: minutes are not verbatim Minutes Playground & Recreation Board Civic Center, 2100 Ridge Ave, Room 2200 December 13, 2007 Board Members Present: dark Nletx, President Betsl Burns Marcus Casady, Secretary Bill Logan Natalie Newberger, Treasurer Bruce Plkas Mark Sloane Board Nfembers Absent: Amina Diliarco Mary Beth Whalen Others Present: Bob Dorneker, Recreation Superintendent Stefanie Levine, Landscape Architect/Project \tanager APPROVAL OF MINUTES The meeting was called to order at approximately 7:30pm. The November 29, 2007 meeting minutes were approved. C0M11ENTS FRO\1 OBSERVERS None. LAKEFRONT MASTER PLAN Ms. Levine provided the Hoard with a presentation of the Evanston Lakefront Master Plan. Nis. Burns thanked Ms. Levine for the presentation and said the whole process A -as amazing. The consultants did an excellent job and she reconuncnds moving forward with presenting the plan to City Council. Ms. Newberger said it %vas an interesting presentation. She has watched the parks, the boats and other activities from where she lives and one thing she sees is that the cyclists pay no attention to their lane and go where ever they please. Pedestrians have been knocked down and it's not safe. The pedestrian path and bike bath need to be separated and there needs to be some type of enforcement put in place to keep cyclists off the pedestrian path. %fr. Logan thanked its. Levine for the presentation and said staff should move forward with the presentation to Council. Mr. Casady thanked Ms. Levine for the great presentation and recommends moving forward with the presentation. Mr. Pikes said it's been interesting to watch the evolution of the master plan. The plan as presented tonight is a good compromise based on all the input taken place over the last few months and he's certainly in favor of moving it forward to Council. Mr. Metz agreed with Mr. Pikas stating we were able compromise on certain issues and still maintain an overall plan that has integrity and does a lot of the basic things that we want to do like increase the habitat and preserve the usable Ia%%m areas and create better access to the water. He's very much in favor of urging the Council to adopt this Lakefront Master PIan as a guide for the foreseeable future. Mr. Sloane said it was an interesting process that opened his eyes to the residents and their opinions of the process. There were some ideas that were dropped that he would have liked to see included, but they were controversial. Overall it's a great plan and it will be interesting to see how it gets used for activities such as the 4a' of July and the Evanston First Night fireworks. ACTION - Ms. Newberger moved Board approval of the Lakefront Master Plan and a recommendation to City Council to adopt the Master Plan. Seconded by Ms. Bums. Roll call. Voting aye — Burns, Newberger. Logan, Pikas, Casady, Mctz, Sloane. Voting nay — none. Motion carried. (7-0). NEW BUSINESS Rescheduled Meeting Date for January A community input meeting is scheduled for 7pm on January 17 at Fleetwood-Jourdain to discuss planned improvements at Twiggs Park. Therefore the January 17 Playground and Recreation Board meeting had to be rescheduled. The Board unanimously agreed to reschedule its January 17 meeting to January 24. Advertising Policy: This item will be moved to the January agenda. COMMENTS FROM BOARD INIENIBERS — `one. The meeting adjourned at 8:35pm. The next Recreation Board meeting is scheduled for January 24 at the Levy Center, 300 Dodge Ave. Note: minutes are not verbatim