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HomeMy WebLinkAboutMinutes 2008Board Members Present: Board 3tembers Absent: Others Present: Approved %tinutes Note: minutes are not verbatim Minutes Evanston Playground & Recreation Board Lest Center, Dodge Ave. January 24, 2008 Mark Metz, President Marcus Cassidy, Secretary Bruce Pikas Betsl Burns Bill Logan Amina DLtitarco Mary Beth Whalen dark Sloane Natalie Newberger, Treasurer Douglas Gaynor, ParksJForestry & Recreation Director Bob Dorneker, Recreation Superintendent APPROVAL OF titiNUTES The meeting was called to order at approximately 7:30pm. The December 13, 2007 meeting minutes were approved. COMMENTS FROM OBSERVERS None DIRECTOR'S REPORT (Gaynor) 2008-09 Budget Update The City's budget was submitted on the last day of 2007 and represented a 15.15% tax increase. Currently there's about a i4 million dollar reduction in the department's budget. Council held a budget workshop on January 12 where they were given a list of programs to consider for cuts, which could reflect another'/. million dollars that would effect the department. Two of the programs on the list for possible cuts were the Elm Tree Injection program and the Tree Replacement program. Prior to starting the Elm tree injection program, we were losing 250 Elms a year. The city has about 3000 Elm trees. We're going to start taking down 60 Ash trees from Lovelace Parkin the next two weeks. The Emerald Ash Borer is going to take out all of our Ash Trees. Mr. Gaynor thought it would be more important to retain the Tree Replacement program rather than the Elm Injection program so these parkway trees could be replaced as they are taken down. Last year there were 37 positions eliminated from the City. We don't know how many will be eliminated this year. The biggest issue on the budget is the police / fire pension. The Mason Park neighbors have been lobbying very hard to get some type of year-round drop in program at the ;Mason Park field house. They submitted a program proposal with a cost of a little over S 100,000. This proposed program %-as not put in the budget, but it was mentioned by the City Manager. At the January 26 Council Budget Workshop, the City Manager will present 4 options with various types of program eliminations. Staff will keep the Board updated on what the cuts are and what direction Council wants to take. Capital Improvement Project Updates Improvement projects are moving along according to schedule. Two community input meetings were held to discuss planned improvements at Torgerson Park. A third meeting is scheduled for January 29 at Chandler -Newberger. The design work will occur upon completion ofthe public input process. A community input meeting regarding planned improvements at Twiggs Park is scheduled for February 21 at Fleetwood-Jourdain Center. Ridgeville Park District The Ridgeville Park District has requested the termination of the intergovernmental agreement between the City of Evanston and the Ridgeville Park District, which allowed for the City to operate its Summer lunch Program on Ridgeville Park District land at Elks Park, and to locate a trailer thereon for that purpose. The initial agreement began on May 23, 2006 and was automatically renewed for successive one-year periods, provided that either party does not terminate the agreement. The Summer Lunch Program was operated Mondays through Fridays during the months of June, July, and August in Elks Park It was funded through a grant from the Federal Government through the Illinois State Board of Education to provide free lunches to all youth ages 2-18 years. The program requires an indoor space be available on rainy days so the City relocated a trailer to Elks Park. The trailer is also used to store equipment and the refrigerator units for the Summer Lunch Program. IOn January 14, 2008 Ridgeville Park District notified City staff of their decision to terminate this agreement. As a result the trailer will be moved off the site and temporarily stored on the exterior of the Recycling Center. Staff is trying to find another site for the program but the trouble is that a number of the schools will be under construction for safety improvements/renovations. In addition, site locations are limited because it has to be in a targeted area. Robert Crown Center, Fleetwood-Jourdain Center and Mason Park will remain program sites in 2008, pending funding of the Lunch Program. SUPERINTENDENT'S REPORT (Domeker) Staff is working with the senior citizen nutrition network program at Fleetwood-Jourdain, which is similar to the nutrition program at the Levy Center. The senior's attendance at Fleetwood had been consistently dropping off. Recently Betsy Jenkins, Interim Center Manager at Fleetwood-Jourdain, has become more involved with the program, increasing participation by the seniors. Ms. Jenkins is very excited to take this opportmkity to increase attendance for the nutrition program and to get the seniors back in the Center and participating in more activities. A Summer Camp Open House will be held at the Levy Center 6-9 p.m. Friday, Jan. 25. and 3-5 p.m. Saturday, Jan. 26. All of the department's summer camps for youth and adults will be represented at the event. Summer Camp registration starts at the beginning of February. St1B COMMITTEE REPORTS Indoor Recreation Needs Assessment: (MetzJGayttor) Staff received a proposal / cost estimate from CmQue, Inc. to perform the Indoor Recreation Needs Assessment, however, staff was not satisfied with the proposal and requested a revised proposal. CmQuc, Inc. provided a revised proposal but there are still lingering questions. A meeting has been scheduled on Wed. Feb. 13 for CmQue, Inc. to present their options in performing the needs assessment. Staff will work to negotiate a revised proposal with CmQue, Inc. and provide a recommendation. Youth Initiative (Casady/Gaynor) This item will remain under old business pending further information on the Youth Initiative group and meeting dates. Lakefront Master Plan: (Burns/Gaynor) On January 22, 2008, the Planning and Development Committee reviewed the Lakefront %faster Plan and recommended approval by the full City Council. The master plan will be presented to City Council on January 28. A final report will be prepared after Council adoption and/or direction. Future Plans for FA&M (Logan) Evanston Township High School will honor the FAAM Basketball League on Feb 15 during the Evanston/hew Trier basketball game at Northwestern University. FAAM, who is celebrating 40 years of servicing the youth in the community, is also represented on the city's 2008 vehicle sticker. OLD BUSINESS AMIlate Group Status GuldelinelPolicy At the February 2007 hoard meeting an Evanston sport association requested use of the James Park field for their games and to obtain Affiliated Group/Sponsorship status from the department. The Board asked staff to review the request and to provide a response. After carefully reviewing the request, staff found that the group did not qualify for Affiliated Group/Sponsorship status based on the program having a "selected" group of players and not available for "open" participation. After further discussion, the Board felt that the policy statement regarding the requirements to obtain affiliated group/sponsorship status is not clearly defined and requested staff to provide a recommendation on revised language. Staff prepared draft language for the Board's review. Mr. Metz volunteered to work with staff to refine the policy language. NEW BUSINESS Levy Advisory Board Appointment The Board unanimously approved the appointment of Patricia Ann McPherson to the Levy Advisory Board. Levy Advisory Board Bylaws Update The Board unanimously approved the revised Levy Advisory Board Bylaws. Prohibiting Smoking at City Beaches, Playgrounds and Tot Lots It has been requested by citizens to consider an ordinance that would prohibit stroking at all City beaches, playgrounds and tot lots. The ills of smoking and second hand smoke are well documented to be hazardous to human health. Smoking in playgrounds, tot lots and at the beaches, endangers children and others by exposing them to second hand smoke. In addition, 'discarded cigarette butts and other tobacco products on the ground or lake are unclean, unsightly and can be harmful to small children who sometimes handle or ingest them. Paris employees spend considerable time cleaning up tobacco litter in these locations through the year. The Board approved forwarding a recommendation to the City Council, to consider an ordinance that would prohibit smoking at all City beaches, playgrounds and tot lots. Rotation of Officers for 2008 The Board reviewed the rotation of officers proposed for 2008-09: Natalie Newberger as President, Marcus Casady as Treasurer and Amina DiMarco as Secretary. Ms.,N'ewberger was absent from the meeting. The Board will vote on the assigned offices at the February meeting. Rescheduled Board Meeting Date The February 21, 2008 Board meeting will be rescheduled to February 28. CO:IIMF,NTS FROM BOARD MENIBERS None. The meeting adjourned at 8:30pm. The next Recreation Board meeting is scheduled for Febnuuy 28 at the Chandler -Newberger Center, 1028 Central Street. Note: minutes are not verbatim 3 U Board Members Present: Board Members Absent: Others Present: Minutes Evanston Playground & Recreation Board Chandler -Newberger Center, 1028 Central St. February 28, 2008 Mark Metz. President Marcus Casad►. Secretary Bruce Pikes Betsi Burns Amina DDlarco Approved Minutes Note: minutes are not verbatim Bill Logan Natalie Newberger, Treasurer Mark Sloane Mary Beth Whalen Douglas Gaynor, Parks/Forestry & Recreation Director Bob Dorneker. Recreation Superintendent Kevin Wallin, Chandler -Newberger Center \tanager APPROVAL OF MINUTES The meeting was called to order at approximately 7:30pm. The January 24, 2008 meeting minutes were approved with changes. COMMENTS FROM OBSERVERS None DIRECTOR'S REPORT (Gaynor) 2008-09 Budget Update The City Council approved the 2008109 budget with the city's portion of the tax rate increasing by 7.02%. Some of the major final outcomes for the department include: $50,000 of additional funding allocated for new programs at Mason Park. A part time bus driver position at Levy Senior Center was eliminated -this driver was for a second route to reduce wait titres. With the exception of a reduction of $2,000 for a past time office position at Noyes Cultural Arts Center, all of the Cultural Arts Programs were funded as requested. The Bookkeeper position has been eliminated - vacant position. Two part time program assistant positions were eliminated at Fleetwood-Jourdain Center for a total of S 10,000. One full time Recreation Maintenance position was eliminated- vacant position. The Elm tree inoculation program was funded as requested. Seasonal salaries for the Ecology Center camps were reduced by S 10,000. Capital Improvement Project Updates The Board received a copy of the monthly project status report. Improvement projects are moving along according to schedule. Three community input meetings were held to discuss planned improvements at Torgerson Park. The design wort: for this project is in process. A community input regarding planned improvements at Tw7ggs Park was held on February 21 at Fleetwood-Jourdain Center. A second meeting will be scheduled sometime in March to discuss planned improvements for the Ladd Arboretum. SIJPERI\TF.NDENT'S REPORT (Domckcr) Summer/Spring Programs Staff has been busy with Summer Camp registrations. Some of the programs are filled and have waiting lists. Staff will determine if those programs can be expanded. Families on waiting lists received information on other available camp programs. Beach Token Program For the past two years free beach tokens were distributed through various community outreach agencies/organizations to residents who meet income guidelines. This year, free beach tokens will be available through the Department and various community outreach agencies/organizations. The Health and Human Service Department will annoucne the outreach agency site distributors closer to the summer months; however, the Recreation Division will begin distribution of free beach tokens on April 1, 2008. SUB CONI'MITTEE REPORTS Indoor Recreation Needs Assessment: (Mete/Gaynor) Staff received a proposal / cost estimate from CmQue, Inc, to perform the Indoor Recreation Needs Assessment; however, staff was not satisfied and requested a revised proposal. CmQue, Inc, provided a revised proposal but there were still lingering questions. A meeting was scheduled on Wed. Feb. 13 for CmQue, Inc. to present their revised options in performing the needs assessment. Staff was again not satisfied with the proposal f cost estimate and plan to seek direction from the City Manager as to how to proceed. Lakefront Master Plan: (BurnslGaynor) The City Council adopted the Lakefront Master Plan at its January 28 meeting. A final report is being prepared. Future Plans for FAA.%1(Logan) Dudley Brown will attend the March meeting to provide information on the FAAM Basketball League, The FAXM Pancake Breakfast was a huge success. Mr. Logan thanked the department for its tremendous support of the F"M League. Evanston Township High School honored the FAAM Basketball League on Feb 15 during the Evanston/New Trier basketball game at Northwestern University. FAAM. who is celebrating 40 years of sen-icing the youth in the community, is also represented on the city's 2008 vehicle sticker. OLD BUSINESS Aftitiate Group Status Guideline/Policy (Metz Dorneker) At the February 2007 Board meeting an Evanston sport association requested use of the James Park field for their games and to obtain Affiliated Group/Sponsorship status from the department. The Board asked staff to review the request and to provide a response. After carefully reviewing the request. staff found that the group did not qualify for Affiliated Group/Sponsorship status based on the program having a "selected" group ofplayers and not available for "open" participation. After further discussion, the Board felt that the policy statement regarding the requirements to obtain affiliated grouoponsorship status is not clearly defined and requested staff to provide a recommendation on revised language. Staff prepared draft language for the Board's review. Mr. Metz volunteered to work with staff to refine the policy language and Crake a recommendation for the Board's review. City/School Youth Engagement Initiative (Casady/Gaynor) Mr. Casady will find information online and report to the Board. Proposed Ordinance to Prohibit Smoking at all City Beaches, Playgrounds and Tot Lots The proposed Ordinance will be presented to the Human Services Committee at their Slarch 3, 2008 meeting for a recommendation to City Council. Mr. Sloane will be in attendance in case the Committee has any questions. Change of Officers for 2008 The Hoard unanimously approved the rotation of officers proposed for 2008-09: Natalie Newberger as President, Marcus Candy as Treasurer and Amina DiMarco as Secretary. NEW BUSINESS None. COMMENTS FROM BOARD MEMBERS Board members thanked Mr. Metz for his commitment and energy this past year as President of the Board. Mr. Metz said it was his pleasure to serve as President and he looks forward to continuing his service as a Board member. Ms. Newberger thought it was interesting that she was accepting the role as President of the Board in the Chandler -"Newberger' Center. The meeting adjourned at 8:30pm. The next Recreation Board meeting is scheduled for March 20 at the Fleetwod-lourdain Center, 1655 Foster Street. Note: minutes are not verbatim Board Members Present: Board Members Absent: Others Present: Minutes Evanston Playground & Recreation Board Fleetwood-Jourdain Center, 1655 Foster Street March 20, 2008 Bets[ Burns Marcus Casady, Treasurer Bruce Pikas .dark Betz Approved Minutes 'Note: minutes are not verbatim Bill Logan Nata[le Newberger, President Mark Sloane Mary Beth Whalen Atnina DiMarco, Secretary Bob Dorneker, Recreation Superintendent Dudley Brown, Fellowship of African American Men (FAA41) President APPROVAL OF MINUTES The meeting was called to order at approximately 7:30pm. The February 28, 2008 meeting minutes were approved. COMMENTS FROM OBSFRVERS Dudley Brown, President of the FRAM program, provided the Board with an update on their proposed expansion of the Fleetwood-Jourdain Center. FAAM has been inexistence for 40 years and has ahvays considered Fleetwood-Jourdain Center to be its home base. Over the last few years FAAM discussed the need for additional gym space at Fleetwood-Jourdain. They understand that District 65 owns the land east and south of the Center and Family Focus owns the land west of the Center. After conversations with Mayor Morton, Alderman Dolores Holmes, Douglas Gaynor and Julia Carroll regarding the proposed expansion, it was determined that the real issue is money. FAAM made a commitment to have a feasibility study done. They met with two architectural firms on the possibility of expanding the Center, Ross Harney and OWPP. OWPP was the most responsive and submitted a plan that would expand the Cent to the East or Northwest. FAAM is certain they can pay for the feasibility study. They arc aware of the City's current plans for redevelopment of the tennis courts and basketball courts on the east side of Fleetwood-Jourdain and request that we allow the feasibility study to be completed before we start the redevelopment project in order to see exactly what can be done in that amount of space. In his discussion with Afayor Morton, she told him it's about more than a gym; it's about recreation. \fr. Brown said the extension will be added recreation space for ping pony tables, pool tables, etc. FAAM would look at more than just a gym in the feasibility study; they would look at additional recreation space. The next issue becomes how to pay for the expansion. FARM has spoken with the developer that is developing the property just south of the center regarding a recommendation to the City to use TIF funds or working out sonic type of funding possibility. FARM is confident that any remaining balance could be paid for through fundraising efforts. Air. Brown said the proposal from OWPP is a good one. OWPP has done a lot of work in the northwest suburbs, in school districts and park districts, and their work is top notch. FAAM respectfully request that any plans for redevelopment be put on hold until the feasibility study is complete. In the meantime, they will continue discussions with Family Focus and District 65 and come back to the Board with an update on discussions. Mr. Casady asked when the feasibility can be completed. fir. Brown believes it can be finished in 3045 days but he will check to make sure. Mr. Pikas asked if the expansion was approved. how long the entire project would take. Mr. Brown said he couldn't say for certain as he is not an architect. but the first step would be to get an easement or a long term [case from either Family Focus or District 65 for the use of their property. fir. Sloane asked if any work had been done on the tennis courts. Mr. Dorneker answered there has been some repair work on the tennis courts to make them playable. I le explained that the City has received a grant to do some additional work on the cast side of the building and possibly replace some of the playground equipment on the west side of the building. The Department is also waiting for the official notification from the State for anotherpossible grant in the amount S400,000. Between the two grants the city would have received close to Sl million for this redevelopment project. As soon as notification is received from the State regarding the S400.000 the decision will be made as to how to move forward. Mr. Brown stated that he is not sure the tennis courts at Fleetwood-Jourdain would be a good investment of the City's money. Years ago the tennis courts at Fleetwood-Jourdain were heavily used. People that use to play tennis at Fleetwood-Jourdain don't play there anymore. He said they're great tennis courts, but you rarely see people using; them. Ms. Whaten asked if they had a projection on the number of additional children the expansion would serve. Mr. Brown responded it's not so much the additional children. The kids arc there. No one is ever turned away. The challenge is lack of space. The program is forced to use gyms in several District 65 schools for team practices. Air. Sloane explained the Board is in the process of doing a recreation needs assessment so we need to make sure the studies fit together and not have OWPP doing a specific purpose needs assessment when we're trying to do a city wide needs assessment. He suggested that FARM work with Atr. Gaynor and Mr. Domeker specifically. Mr. Brown agreed and said that's why he met with Doug and Julia. DIRECTOR'S REPORT (Gaynor) Mr. Gaynor was absent. SUPERINTENDENT'S REPORT (Dorneker) Capital Improvement Project Cpdates Mr. Dorneker provided the Board with a copy of the monthly project status report. Dempster St Beach LockerlRack Reconstruction - An RFQ for consultant services is being combined with the Clark Street Restroom Building project scheduled for release spring 2008. Mason Park - Phase III project (tennis court reconstruction) is now under construction. Temporary striping has been performed and the courts are open for play. Final completion (permanent color coating and striping) will be performed in spring 2008. Mason Park Program Mr. Domeker reported that on March 18 staff met with the :Mason Park Neighbors to present and discuss the department's proposed spring and summer program for the Mason Park site. They discussed an overview of the budget, introduced staff' assigned to the program, discussed rules and regulations for the program site, benchmarks for the program and tools far evaluating the program. The Board received a copy of the proposed program. Mr. Casady said just like other recreation centers, this site should have an advisory board. The people in the neighborhood who pushed for this and the Mason Park Neighborhood group should bet involved in an advisory group. Ms. Whalen asked how the program will be evaluated. Mr. Domeker said determining benchmarks for the program will be the next step for the team. Staff is somewhat concerned with focusing on numbers and would rather focus on quality. For example, how many kids were able to come back every day or what's the value of the program. SUR COMMITTEE REPORTS Indoor Recreation Needs .Assessment: (Metz/Gaynor) Mr. Metz and Mr. Gaynor were absent. Mr. Dorneker reported that he, Mr. Gaynor and Air. Metz, met with City Manager Julia Carroll to propose the Board's recommendation of not completing a needs survey and to instead put together several focus groups to gather the necessary information. Ms. Carroll thought it was a good idea but said the Human Services Committee would need to approve the recommendation because they did want to see a survey done. If the Human Services Committee approves, we would not spend the S80,000 plus, to do a needs survey. Staff would work with the Board to gather information and hold several public meetines to initiate discussion of a possible shared recreation facility and to seek further public input regarding the future of the Robert Crown Center. After obtaining public input. the Board would make a final recommendation. City/School Youth Engagement Initiative (CasadylGaynor) Mr. Casady shared inforrrution on City's Annual Youth Summit scheduled for 10:30am on May 3 at Evanston Township High School in the Michacl Cafeteria. The Youth Council meets twice a month and they're working to follow up on recommendations and issues that were brought up at last year's Youth Sununit. At the Youth Summit this year, they plan to have break out groups and Mr. Casady volunteered to help facilitate and asked if other Board members were interested. Ms. Burns suggested recruiting Northwestern students to volunteer. She said northwestern students are an untapped resource with a lot of energy. The students. especially the freshman. are very eager to serve in the greater Evanston community. OLD BUSINESS Affiliate Group Status Guideline/Police (Aictz Dorneker) This will be on April agenda. NEW BUS1\ESS None. CO�I,%IFNTS FROM BOARD MEMBERS None. The meeting adjourned at 8:15pm. The next Recreation Board meeting is scheduled for April 17 at the Robert Crown Center, 1701 Main St. Note: minutes are not verbatim Board Members Present: Board Members Absent: Others Present: Minutes Evanston Playground & Recreation Board Robert Crown Center,1701 Main Street April 17, 2008 Mark Betz Marcus Cassidy. Treasurer Bruce Pikas Betsi Burns \lark Sloane Approved Minutes Note: minutes are not verbatim Bill Logan Natalie Newberger, President Andna Dillarco, Secretary Mary Beth Whalen Bob Dorneker, Recreation Superintendent Robert Lloyd, Robert Crown Center Manager APPROVAL OF MINUTES The meeting was called to order at approximately 7:30pm. The March 20, 2008 meeting minutes were approved. COMMENTS FROM OBSI R%TR.S None. DIRECTOR'S REPORT (Ga)-nor) Mr. Gaynor was absent attending another meeting. SUPERINTENDENT'S REPORT (Domeker) CIP Update - Mr. Domekcr provided the Board with a copy of the monthly project status report. Dempster St Reach Locker.'Rack Reconstruction - An RFQ for consultant services is being combined with the Clark Street Restroom Building project scheduled for release spring 2008. Mason Park - Phase III project (tennis court reconstruction) is now under construction. Temporary striping has been performed and the courts are open for play. Final completion (permanent color coating and striping) will be performed in spring 2008. Alason Park Program - Last weekend was the first weekend for the Mason Park program. The building is now has computers, video games, board games, etc. Staff has gotten positive feed back. The next goal is to establish a Mason Park Advisor Board of neighbors. Donation for James Park - The Evanston Baseball'Softball Association is planning to donate four electronic scoreboards for the ball fields in James Park. Staff will have to perform environmental test before the scoreboard can be installed, hopefully by the end of the year. Boat Ramp Opening date delayed - The Boat Ramp opening date will be delayed from May 1 to sometime mid May due to the Illinois Environment Protection Agency's request for additional required testing. Staff did not have proper notice of the additional testinz. Free Fishing Frenzy - The 2. annual Free Fishing Frenzy, sponsored by the Board, is scheduled for gam — noon on July 12 in Lovelace Park. SUB COMMITTEF REPORTS Indoor Recreation Needs Assessment: (Metz) On April 7 the Board went before the Human Services Committee to recommend that they modify the July 2006 recommendation for staff to hire a consultant to develop and conduct a indoor recreation space needs assessment survey, including the future of Robert Crown, and instead recommend moving forward with a series of public input meetings to gather input. Working together, the Hoard, the Department and District 202 will hold several public meetings around the city to initiate discussion of a possible shared recreation facility with District 202 and to seek further public input regarding the future of the Robert Crown Center. After obtaining the residents' opinions and collecting relevant information and data, the Board will make a final recommendation to the I iuman Services Committee. A subcommittee of Mark Metz, Marcus Cassidy and Bruce Pikas will work with staff to develop a plan of action. FAAM's Fleetwood Ettpansion Proposal (Logan) FAAM has scheduled a meeting with the architects from OWPIP Tuesday, April 22°4. at 7:30 pm at FIeetwood- Jotudain Community Center. The purpose of the meeting is to give the architects ideas of a "Kish list" for the further development at Fleetwood-lourdain. Others inviied to the meeting are Alderman Holmes, Dr. Hardy Murphy, Aid lean -Baptiste and a representative from Family Focus. Members of the Board were encouraged to attend. OLD BUSINESS None. NEW BUSINESS Request for William N. Erickson Funds The motion to approve the request from the Evanston Baseball/Softball Association (EBSA) to receive S900 from the Erickson Fund to sponsor two tearns was seconded and approved. Mr. Metz abstained from this vote as he is a member of the EBSA Board. In 1992 the Evanston Sports Association was dissolved and their remaining funds were placed in a City of Evanston restricted account leaving the PIayground and Recreation Board with the authority to determine the use of those funds. Only the earned interest may be spent from the account for the purpose of athletic team sponsorship and the account should always have a minimum balance of S 10,000. The current account balance is approximately S 19,106 of which approximately 9,106 is available for funding. The account will reach the S 10,000 minimum balance in approximately 5 years. The motion to request a Iegal opinion from the City's Legal Department as to what the Board's legal obligations and options are with respect to the change of the administration of the William N. Erickson Fund was seconded and approved. COJSMENTS FROM BOARD MEMBERS None. The meeting adjourned at 8:08pm. The next Recreation Board rneeting is scheduled for May IS at the Civic Center, 2100 Ridge Ave. Note: minutes are not verbatim Board Members Present: Board %iembers Absent: Others Present: Approved Minutes Tote: minutes are not verbatim. %finutes Evanslon Playground & Recreation Board Civic Center, 2100 Ridge Ave., Rm. 2200 %fay 15,2008 Mark %Letz %farcus Casady, President Betsi Burns Mark Sloane Bill Logan Bruce Pikas Amina DiMarco, Treasurer Mary Beth Whalen, Secretary Willie %filler, Member of Fellowship of African American %Len (FAA%i) Douglas Gaynor, Parics/Forestry/Recreatlon Director Bob Dorneker, Recreation Superintendent APPROVAL, OFMINUTES The meeting was called to order at approximately 7:30pm. The April 17, 2008 meeting minutes will be available at the June Board meeting. COMMENTS FROM OBSERVERS Mr. Miller provided the Board with an update on FAA.M's proposed plans for a building expansion on the cast side of the Fleetwood-lourdain Community Center and, once again, requested that the Board consider postponing the Foster Field renovation project also planned for the cast side of Fleetwood-Jourdain; land owned by School District 65. Because FAAM"s proposed expansion would impact the whole community, they scheduled a meeting to gather input from the community as to what their thoughts were. A lot of ideas came from the meeting such as space for senior citizens programs, a nursery center, more office space, etc. OWP/P, the firm hired by FRAM to prepare the feasibility study, will develop these ideas into the proposed plan. The feasibility study should be completed within 3-4 weeks. FARM is respectfully requesting that the Board and the City delay the Foster Field renovation project for 3045 days until their feasibility study is complete. Mr. Gaynor explained that the City of Evanston currently has a 15 year lease agreement with School District 65 based on the planned improvements for Foster Field, the tennis courts and basketball court. The City also negotiated a long term lease with Family Focus, based on the renovation project of the playground/tot lot on the land between Family Focus and Fleetwood-Jourdain; land owned by Family Focus. The City has received 3 grants for this renovation project which will cost about S 1.2 million. So for the City has received S 100,000 from CDBG Funding; a S250,000 grant from Julie liamos: and a S400,000 grant from the Dept of Natural Resources. Staff met with Mayor %Lorton, Alderman Holmes and Interim City Manager Rolanda Russell and received clear direction to move for -ward with the project. Mr. Metz loves the idea of expanding Fleetwood and understands that the Center is an important hub in the community and the idea of expanding to create more programming space is a high priority and should be added to the list of indoor recreation needs. However, in the order of prioritization, this will not be top priority. This would fall below the Robert Crown Center, which is a serious problem with the current physical structure. The Robert Crown Center has been put off many times for a variety of reasons and needs to be dealt with. Mr. Metz recommended the Board's endorsement of the improvement and expansion of Fleetwood-Jourdian adding it to the prioritized list of indoor recreation needs. He doesn't think that moving forward with the Foster Field renovation proiect precludes the expansion of Fleetwood at some point in the future. DIRECTOR'S REPORT (Gaynor) The City is currently undergoing some restructuring as a result of the recent early retirements. The Facilities Management Department is now a Division under the Parks/Forestry and Recreation Department. The City is looking to hire a Community Development Director, Finance Director, City Attorney, Assistant City Manager and a City Manager. CIP Update - Temporary striping has been performed and the courts are open for play at Mason Park (tennis), Larimer Park (basketball) and Bent Park (tennis/basketball). Final completion (permanent color coating and striping) will be performed in spring 2008. Repairs at Fountain Square will be completed in time for the May 26, Memorial Day Ceremony. SVPERINTENDENVS REPORT (Domcker) Mason Park Program - The Nunn Park Field house offers a free drop -in program for middle school student in the neighborhood. Through June 14, the Field House hours are from 3pm — 9pm every Friday and Saturday. Approximately 20 kids have been attending so far. Beginning June 16, the hours extend to 1 lam — 9pm Monday through Friday and 3pm— 9pm on Saturday, Mason Park is also a site for the City's free lunch progran-L There is an Open House scheduled for Spm -8pm on Saturday, May 3I, where staff has planned lots of activities. A Mason Park Advisory Board is being established. So far there arc 34 individuals interested in membership. The Hoard is encouraged to attend. Department Showcase - The Parks!Forestry S: Recreation Department will be showcased at the Evanston Farmers' Market Sam — noon on May 17. The Hoard is encouraged to attend - Free Fishing Frenzy - The 2ad annual Free Fishing Frenzy, sponsored by the Board, is scheduled for gam — noon on July 12 in Lovelace Park. Donation for James Park - The Evanston Baseball/Sotlball Association made a pledge to donate four electronic scoreboards for the ball fields in James Park. Search for New Center Managers - Fleetwod-Jourdain CenterrMeatre Manager Mamie Smith is retiring after 24 years with the City. Betsy Jenkins will be the acting Center Manager until the position is filled. Ecology Center Manager Linda Lutz is retiring after 20 years with the City. SUR COMMITTEE REPORTS Lakefront Master plan (Gaynor) There is a public meeting schedule7pm on June 3 at the Evanston Main Library, to review planned improvement to the lakefront multi -use trail system from Lee St to Clark St Beach. The improvements are based on designs generated during the recently -completed Lakefront Master Plan. Youth Engagement initiative (Casady) Youth Coordinator Sol Anderson and the Youth Council did a very good job planning this year's Youth Summit. Approximately 50 youth were in attendance. Attendees were separated into 9 groups and the discussion topic was segregation. OLD BUSINESS None. NEW BUSINESS Indoor Recreation Needs Assessment: (Domeker) Staff assisted the subcommittee of the Board Kith preparing the meeting notice for the three public meetings to discuss Evanston's recreation needs. The meetings will be held 7pm — 9pm on May 28 at Robert Crown, May 29 at Chandler - Newberger and June 4 at Fleetwood-Jourdain. A meeting notice was printed in the community newspaper and listed on the City's Webpage. Meeting invites were also mailed to 3,800 households who have participated in recreation programs and to the leaders of sport affiliate groups. Posters/flyers are displayed at each of the recreation centers. Bill Stafford of District 202 will attend each meeting. Board members are encouraged to attend all meetings. COMMENTS FROM HOARD MEMBERS None. The meeting adjourned at 9:00pm. The next Recreation Board meeting is scheduled for June 19 at the Levy Center, 300 Dodge Ave. Note: minutes are not verbatim I Board Members Present: Board Members Absent: Others Present: Approved Minutes Note: minutes are not verbatim Minutes Evanston Playground & Recreation Board Levy Center, 300 Dodge Ave. June 19, 2008 Mark Meta Amina Di.4larco, Treasurer Betsi Burns Bill Logan Bruce Plkas ,%lark Sloane Marcus Casady, President Mary Beth Whalen, Secretary Bob Dorneker, Recreation Superintendent APPROVAL OF MINUTES The meeting was called to order at approximately 7:30pm. The April 17 and May 15meeting minutes approved. COMMENTS FROM OBSERVERS None. SUPFRINTENDENT'S REPORT (Domeker) Summer Programs - Summer camp programs started on June 16, The summer food lunch program is doing very well with staff distributing approximately 900 lunches per day. Free Beach Token Program - As of June 14 all 200 of the Parks/Forestry & Recreation Department's free tokens have been distributed. The Health and Human Services Department surveyed the agencies that had been given tokens and found all of their free tokens had also been given out. Staff %ill prepare a report for the Human Services Committee at their July 7 meeting and seek direction as to how to proceed with the program. Even though all of the free tokens have been distributed, individuals who qualify for assistance can still obtain a reduced price token but they need to pay 50% of the full -price token, or S 15.00. Mason Park Program — Expanded hours are now effective for the Mason Park Field house. It's open Monday through Friday, 1-9pm and Saturday 3-9. The Mason Park Adult Basketball league starts July 1. SUB COMMITTEE REPORTS Lakefront Master plan (Domeker) The final Lakefront 5laster Plan is completed. The Board will receive a copy. The Master Plan will also be posted on the City's wcbpagc. OI.D BUSINESS Indoor Recreation Needs Assessment: The Board held 3 three public meetings to discuss the Robert Crown Center and the city's indoor recreation needs. The meetings were held May 28 at Robert Crown, May 29 at Chandler -Newberger and June 4 at Fleetwood-Jourdain. The Board is planning to snake a recommendation to the Human Services Committee encouraging them to attend to the rebuilding of Robert Crown, fixing the Robert Crown problem as it were, and to also aggressively pursue the opportunity of participating in the field house project with Evanston Township High School. The Board's subcommittee will meet with staff to begin preparation of a presentation for the Human Services Committee at their September meeting. NEW BUSINESS Appointment to the Robert Crow n Advisory Board — The Board unanimously approved the appointment of Mary Theodosopoulos and Virginia Jones to the Robert Crown Advisory Board. COMMENTS FROM BOARD MEMBERS Mr. Sloane asked if Board member would be interested in participation in the 0 of July parade. He also wanted to know if there was adequate public transportation from the west side of Evanston to the beaches. Staff will prepare a map of bus routes to distribute with the beach tokens. Mr. Sloane suggested that the Board consider making a recommendation to the Human Service Committee and City Council next summer to open the swimming beaches earlier in the season (when school ends for the summer). The meeting adjourned at 8:10pm. The next Recreation Board meeting is scheduled for July 31 at the Civic Center, 2100 Ridge Ave. Note: minutes are not verbatim Approved Minutes Note: minutes are not verbatim Minutes Evanston Playground & Recreation Board Civic Center. 2100 Ridge Ave, July 31, 2008 Board Members Present: Marcus Casady. President Bill Logan Amino DWarco. Treasurer Bruce Pikas Mary Beth Whalen, Secretary Mark Sloane Betsi Burns ,York.letz Board Members Absent: Others Present: Bob Dorneker. Acting Director of Parks/Forestry & Recreation Douglas Gaynor, Director of City Operations Margaret Ronan APPROVAL OF NIINUT1 S The meeting was called to order at approximately 7:35pm. The June 19 meeting minutes were approved. CONWAIFNTS FROM OBSERVERS Ms. Ronan asked why there are three park districts in Evanston. Mr. Gaynor explained, to the best of his knowledge, that year's ago Evanston was set up as a park district and the south Evanston area didn't feel they were being serviced so they created their own park district (Ridgeville Park District) and have maintained it since. The residents living within the Ridgeville Park District geographical area have an additional tax on their tax bill. The Lighthouse Park District was created and only supports the Grosse Point Lighthouse. The City, over time, incorporated the Evanston park district into the department, which is responsible for the entire city, including the Ridgeville area. Ms. Ronan had been in touch with Mr. Domckcr regarding the maintenance of the Dog Beach and communication with staff regarding the Dog Beach rules and asked for a follow-up on their discussion. Mr. Domeker stated that .Nis. Ronan's concerns had to do with the lack of cican up after the dogs. Poop is left in the sand or bags of poop are left hanging along the fence. Staff is trying to make an extra effort to make sure that individuals cleanup after their dogs. In addition to the regular beach clean up by the recreation maintenance staff on Tuesdays and Thursdays, the beach staff is making at least 2 trips per day to pick up poop on the beach and hanging on the fence. Ms. Ronan suggested that the City look into installing a magnetic gate that requires a key card to enter the Dog Beach (similar to what Wilmette uses). She also suggested creating small dog parks in some of the lager parks in Evanston for neighbors with pets to gather and get to know one another. Mr. Gaynor said the staff has considered the dog park idea but most of our parks are pretty small and if you were to enclose an area in a park, it would take a considerable amount of the open space. Then there's an issue of the requirements by the I Icalth Department, n hick would be hard for staff to control. There's also an issue of one person with a key card letting all their friends in with their dogs (who may not have had the required inoculations) and a dog gets bitten, then the City is sued because we weren't responsible enough to monitor who is entering the part:. Ms. DiMarco recognizes the need for open space for dogs and encouraged Ms. Ronan to attend future park renovation meetings with her suggestions. There may be an opportunity down the road as staff continues to consider options. ACTING DIRECTOR'S REPORT (Dorneker) Summer Programs - Summer Camp programs are ending this week and mini summer camp sessions will begin for the next two weeks. Staff will start preparation for fall programs. The department served close to 30,000 meals during the summer free lunch program. Mason Park Program — The Mason Park drop in program is averaging 20 - 40 kids per day. The field house is open Monday through Friday, 1-9pm and Saturday 3-9. There is a neighborhood meeting scheduled for August 12 to discuss programs for the fall. The Mason Park Basketball League program was a great success this summer and is now winding down. Ms. DiMarco asked if there was a possibility to expand the summer lunch program. Mr. Domckcr said staff is working with the school district to try and expand the program.. potentially on the west side of Evanston. Mr. Gaynor announced that interim City Manager Rolanda B. Russell has created a transitional reorganization plan that will allow the City to continue to provide excellent customer service in a cost-effective and efficient manner while vacant positions are being filled. In that reorganization. ;fir. Gaynor has been given more responsibilities as the Director of City Operations and will have administrative responsibilities for the Parks/Forestry Recreation and Facilities Management Dept, Police Dept, Fire Dept., and Public Works Dept. During this transition period, Bob Dorneker has been appointed as Acting Director of the Parks/Forestry & Recreation Department SUB COMMITTEE REPORTS None. OLD BUSINESS Indoor Recreation Needs Assessment: The Board received the draft report for the Evanston Indoor Recreational Needs Assessment and the Future of the Robert Cmwn Center & lee Complex to provide staff with continents. The report will be trade into a power point presentation for consideration by the Human Services Committee. Thcre is no regular Board meeting in August but the subcommittee will meet with staff to review the report and presentation once more. NEW BI?SINESS None. COMMENTS FROM BOARD 1tEMBER.S The meeting adjourned at 8:30pm. The Playground and Recreation Board does not meet in August The next scheduled meeting is September 18 at the Robert Center, 1701 Slain Street. Note: minutes are not verbatim Minutes Evanston Playground & Recreation Board Civic Center, 2JOO RJdge Ave. The September meeting was cancelled Board Members Present: Board Members Absent: Others Present: Minutes Evanston Playground & Recreation Board Fleetwood-Jourdain Center,16SS Foster St. October 23, 2008 Andrea Dlllarco, Treasurer Bruce Pikas Mark Metz Marcus Casady, President Bets[ Burns Approved Minutes Note: minutes are not verbatim Bill Logan Nfark Sloane Randall Mayne Mary Beth Whalen, Secretary Douglas Gaynor, Director of City Operations Bob Dorneker, Acting Director of Parks/Forestry & Recreation Kevin Wallin, Acting Recreation Superintendent APPROVAL. OF MINUTES The meeting was called to order at approximately 7:35pm. The July 31 meeting minutes were approved 'Ile Board does not meeting in August and the scheduled September meeting was cancelled. COAINIFNTS FROM OBSERVERS None. DIRECTOR'S REPORT (Dorneker) Mason Park Program — The Board received a copy of The Scoop on Afoson Park, a newsletter produced by Carlton Rosemond, the Mason Park Program Supervisor. The newsletter highlighted programs and activities that occurred over the summer and new programs planned for the fall season. Free Beach Token Program - Staff will provide the Board with a status report on the free beach token program at the November 20 Board meeting. Foster Field Renovation Project - The scope of work includes reconstruction of the playground, tennis courts, basketball court, parking lot, lighting system, pavements and associated improvements at Foster Field. A constriction contract was awarded on September 8, 2008 and construction is underway. Fleetwood- Jourd21n Kitchen Renovation Project - The scope of work includes comprehensive renovations to the kitchen facility. A construction contract was awarded on September 8, 2008. SUB COMMITTEE REPORTS Lakefront Master Plan - A public meeting to view /discuss the final design direction for the Dempster Street Beach non -motorized boat storage facility is scheduled for 7pm. November 5 at the Civic Center in Room 2200. A public meeting to view /discuss the final design direction for the Clark Street Beach restroom facility is scheduled for 7pm, November 12 at the Civic Center in the Parasol Room. The Lakefront Master Plan and all related documents are posted on the City's Web site at vv«\ti,.citvofevanston.or&lake froninlan OLD BUSINESS Report and Presentation to the Human Services Committee on the Indoor Recreation Needs Assessment / Future or Robert Crown Center —The September 15 Human Services Committee meeting was cancelled and therefore the Board's report and presentation was rescheduled for October 20. Prior to the presentation, Mr. Metz was told by Alderman Tisdahl, whom he has a lot of respect for, that Committee members had a copy of the report and presentation so it wouldn't be necessary for him to go through the repon/presentation. Mr. Metz said he thought her comment was highly disrespectful. Members of the Board put a lot of time in the report and presentation, and people in the community took time and effort to attend a number of public meetings to give their input. Her nonchalant dismissal, more or less, of the report/presentation was bad form. Mr. Metz and Mr. Sloane skipped the power point presentation and provided the Committee with background and an overview of the report. As a result, the Committee voted to have staff and the Board come back in 60 days with a very specific recommendation, developed plans and cost estimates for the Robert Crown Center and to begin negotiations with Evanston Township on behalf of the city. Mr. Metz said this is a positive step in the right direction. �tr. Sloane said the goal is for the Board's Subcommittee (Metz. Sloane, Casady, Di\larco) to get together and help staff product the requested information. There was a question raised as to whether or not a member of the Human Services Committee would want to be on the Subcommittee. Aid. Hansen expressed interest in being on the Subcommittee. Mr. Gaynor said that wasn't normal procedure but he would look into it. He did, however, receive a call from Aid Tisdahl who said she would like to be a part of the effon of seeking funding for Robert Crown. Mr. Domeker said the Human Services Committee asked the Board to develop plans and costs for Robert Crown. Staff developed this information a few years ago, which can be updated. The Board should prepare to have information for the Human Services Committee at their January meeting. Staff will begin drafting a comprehensive conceptual agreement with Evanston Township regarding the Field House. Staff will contact the Subcommittee with potential dates for upcoming meetings. NEW BUSINESS None. CONI'IENTS FROM BOARD MENIBEWS Members of the Board welcomed new Board member Randall Mayne. Mr. Mayne is excited to join the Board. Mr. Sloane congratulated Mr. Metz for doing a great job presenting to the Human Services Committee. He said it wasn't your normal presentation. Metz really spoke from the heart and got them to listen. Ms. DiMarco thanked all who were involved with preparing the report and presentation. She also noted the passing of past member Natalie Newberger. Ms. Newberger will be missed. The meeting adjourned at 8:30pm The next scheduled meeting is Nov 20 at Chandler -Newberger, t028 Central St. Note: minutes are not verbatim Board Members Present: Board Members Absent: Others Present: Approved SSinutes Note: minutes are not verbatim Minutes Evanston Playground & Recreation Board Chandler -IN ewberger Center, 1028 Central St. November 20, 2008 Marcus Casady, President Randal Mayne Amina DiMarco, Treasurer Mark Sloane Nary Beth Whalen, Secretary Mark Metz Bruce Pikas Sill Logan Betsl Burns Bob Dorneker, Acting Director of Parks[Forestry & Recreation Kevin Wallin, Acting Recreation Superintendent Jahn Heumaa APPROVAL OF MINUTES The meeting was called to order at approximately 7:35pm. The October 23 meeting minutes were approved with corrections. COMMENTS FROM OBSERVERS Evanston resident John Heuman believes beach tokens should be free to all those who can't afford to purchase them He said Evanston is taking the right steps toward achieving this but it can go a bit further, especially with the state of today's economy. He recommends that the City increase the number of free tokens each year. He'd like to see a report on how many free beach tokens were distributed through the free beach token program and how many people were turned away once the tokens were depleted. lie doesn't believe "first come first served" is the proper way to handle the token distribution. The City should take the necessary steps to meet the needs of all residents who can't afford to purchase tokens and enjoy our number one asset. DIRECTOR'S REPORT (Dorneker) Free Beach Token Program - In January 2007 an evaluation of the free beach token program was sent to the Human Services Committee, and based on the success of the program, the Committer increased to 850 the number of tokens to be distributed for the 2007 beach season. That summer, Parks,Forestry and Recreation distributed 105 tokens and the social service agencies reported they depleted their supply of tokens prior to the end of the season. At the conclusion of the 2007 season. Parks'Forestry and Recreation and Health and Human Services staffevaluated the program and presented a recommendation at the liurmn Services Committee mccting.111c 2008 program increased the number of free tokens to be distributed to 1,050. Of those 1,050 tokens, 200 were available for the Parks/Forestry and Recreation Department to distribute free to individuals qualifying for the department's scholarship program. By mid -June all 200 of the Parks Forestry and Recreation Department's free tokens had been distributed. Health and Human Services Department also surveyed the agencies that had been given tokens and found all of their tokens had been distributed. Although there were no more free tokens available once the 1,050 had been distributed, low income individuals who qualified under the scholarship program could Mill buy a reduced fee token for S15. which was 50% off the regular fee of $30.00. Twenty seven of these tokens «ere sold. Overall, beach token sales and beach visits were slightly higher in 2008 as compared to 2007. Based on the 2008 numbers and requests, it appears that the free beach token program is currently meeting the needs of residents wishing free tokens. Staff reported to the Board in June that all of the free tokens had been distributed and the status of the tokens given to the agencies. No action was taken to recommend an increase in the number of tokens at that time. It is staffs recommendation to keep the number of free tokens at 1,050 for 2009 and make no changes to the program with the exception of increasing the scholarship scale, per the United States Department ofAgriculture 2009 Free Lunch Program Guidelines. Ms. Whalen suggested offering to individuals who pay for full price tokens, the opportunity to purchase an extra token to be donated. Mr. Metz said the Board understands Mr. Heuman's concern however on the other hand we are aware of the City's budget constraints, which isn't going to get better any time soon. Because of that, we have to be very sensitive to budget issues. If we can find ways to meet those needs without impacting the budget we'd get a lot of support. If we find that increasing free tokens would have a negative impact on the budget then it becomes snore difficult. Therefore the Board has to be responsible and think this through in terms of the overall picture. The Board asked staff to prepare a expense / revenue report and to gather information from the Health and Human Services Dept regarding the distribution of free tokens by the Social Service Agencies. This item will be discussed further at the December Board meeting. SUB COMMITTEE. REPORTS None. OLD BUSINESS Indoor Recreational Needs Asse4ssment / Future of Robert Crown Center Mr. Metz spoke with Bill Stafford of Evanston Township High School and they arc planning to wait until at least the winter to see what their revenues look like before they decide how to move forward with the field house project. This will allow time to prepare the framework for a joint usage agreement between ETHS and the City. Staff will schedule a meeting with the Subcommittee to review and further discuss developed plans and cost estimates for the Robert Crown Center and an agreement for joint use of the Geld house. NEW BUSINESS The 2009 Playground and Recreation Board meeting date were unanimously approved. COMAIENTS FROM BOARD NIEMRERS Ms. Sloane is seeing a little bit of progress with Robert Crown and the Field House. He's encouraged and would like to keep the momentum going. Mr. Logan said the joint venture with ETHS would be a very positive move for the City. Mr. Mayne agreed that the joint venture would be good for the City. He also requested that the affiliate group status guideline be placed on the December agenda Mr. Casady thanked Mr. Sloane and Mr. Metz for presenting the Indoor Recreation Needs Assessment/Future of Robert Crown Center Report to the Human Services Committee. He also thanked tics. DiMarco for chairing the October Board meeting in his absences. The meeting adjourned at 8:20pm. The next scheduled meeting is Dec 18 at Civic Center, 2100 Midge Ave. Note: minutes are not verbatim Approved Minutes Note: minutes are not verbatim Minutes Evanston Playground & Recreation Board Chic Center, 2100 Ridge Ave. #2200 December 18, 2008 Board Atembers Present: Alarcus Casady, President Randal iHa)ne Betsi Burns dark Sloane Mxrk Metz Bruce PIkas Bill Logan Board Atembers Absent: Amina DL%Iarco, Treasurer Al2ry Beth Whalen, Secretary Others Present: Bob Dorneker, Acting Director of Parks/Forestry & Recreation Douglas Gaynor, Director of City Operations Melissa Bruns, Management Analyst John Heuman APPROVAL OF NIINUTES The meeting was called to order at approximately 7:35pm. The November 20 meeting minutes were approved CONINIENTS FRO:It OBSERVERS Mr. Heuman said the Board should make it a goal to have free beach access for all residents who can not afford to purchase beach tokens. He would like to see the number of free tokens doubled for the 2009 season (increased to 2,100). The 1,050 free beach tokens provide in 2008 doesn't cover the number of low income students in district 65 and district 202 and therefore we are not supplying enough tokens for the number of people who can't afford them. He also requested to see a report on how many free beach tokens were distributed by the social service agencies and how many people were turned away once the tokens were depleted. DIRECTOR'S REPORT Free Beach Token Program — Mr. Dorneker reminded the Board and Mr. Heuman that once all of the free tokens are distributed, individuals who qualified under the scholarship program could still buy a reduced fee token for $15, which camas 5001a off the regular fee ofS30.00. Mr. Metz said he understands Mr. Heurnan's concern but the number of low income students in the school districts doesn't necessarily transfer to the number in demand for free beach tokens. What we're hearing from other places is that the present demand is being met. He asked for confirmation from .Mr. Dorneker who said that's how it appears at this time. The information received from the Health and Human Services Department staff and from the Recreation Department accounting reports, shows that approximately 27 tokens were sold at half price to qualified scholarship applicants, once the free tokens were all distributed. Mr. lieuman asked if anyone spoke to the social service agencies directly to determine if there was a need for additional tokens. Mr. Dorneker spoke with the health and Human Services Dept regarding the S50 tokens distributed by the agencies and was informed by Alisa Dean, that each agency is in the process of submitting a written report to the City. I ler continent was that she feels we have met the need for the free beach token program and would support the current recommendation brought before the Board to not increase the number of tokens for 2009. Mr. Metz suggested revisiting the recommendation after reviewing the written reports from the social service agencies, in order to have more definitive information regarding the demand for free tokens. The summer camp magazine is currently posted on the City's web site and scheduled for delivery throughout Evanston sometime next week. The Fleetwood-Jourdain kitchen renovation project is near completion. Security service has been hired to keep people from sledding on the Iarge hill in lames Park. Si1B COMMITTEE REPORTS Indoor RecreatlOnal Needs Assessment / Future of Robert Crown Center The Subcommittee will meet at 4am on December 26 to finalize the report and recommendation, which will be presented to the Human Services Committee on Ian 5. OLD BUSINESS Affiliate Group Status Guideline[Policy Background - In February 2007. while reviewing a request from an Evanston sport association to obtain affiliated group/sponsorship status with the department, the Board determined that the requirements to obtain status were not clearly defined in the policy. The Board asked staff to provide a recommendation on revised language. Staff prepared draft language for the Board's review and Mr. Metz volunteered to work with staff to refine the policy language. This item was eventually placed on the agenda under "future items" as the Board began to place more focus on the Lakefront Master flan and the Indoor Recreation Needs Assessment. At the November 2008 meeting, Mr. Mayne asked if this item could be placed on the December agenda as an active item. The Board received a copy of the current guideline/policy, along with staffs recommended changes, for review and consideration. Mr. Metz questioned recommended language "The organization will be an Evanston -based organization and open io all residents while complying with the American x ith Disabilities Act. which prohibits discrimination on the basis of disabilim." asking what does compliance entail in terms of the organization? What level of services might be required of a youth sports organization if a disabled child wanted to participate? He said he's not sure if we should put such a broad statement in a policy like this and impose this on all organizations. Mr. Gaynor pointed out that the Law states a reasonable accommodation must be provided which is very vague. If the organization is using City facilities, they have no choice but to comply with the law. The Department would certainly be able to have its Inclusion Specialist do an analysis to make a determination of whether or not an accommodation can be made and what the accommodation is; that would then drive what it would cost. The department has a program for special needs kids who are not in the regular scheduled programs. Metz asked who is responsible for providing the accommodations. Is it the City's responsibility because the programs are held on City property or is it the organization's responsibility because they run the program? Mr. Gaynor replied that it is the responsibility of the organization. In many years there hasn't been an issue with special needs kids wanting to participate in regular organized sport programs. If it becomes an issue, it will be addressed. It was decided accept the recommended language regarding compliance with ADA. Mr. Mayne provided a copy of his proposed amendments to the policy and asked if an organization can be an affiliate without being required to use City's facilities for its programs. For example, the Evanston Youth LaCrosse Organization currently uses field space at Dist 65 and Dist 202 and doesn't need to use City fields. However, in order to maintain their affiliate status, they scheduled a night of practice on a City field. Mr. Gaynor explained that this is a partnership with the organization and the City in mutual running of the program The City provides basics for the venues and the organization provides the program. flaying the organization use the City facilities, in addition to other perks such as publicity on the City's websire and in the Recreation Magazine, is incentive for the organizations to follow• the policies, protecting the City's interest. The Board will take more time to review and consider staff's recommended changes. NEW BUSINESS None. COMMENTS FROM BOARD MEMBERS None. The meeting adjourned at 8:38pm. The next scheduled meeting is ]an 15 at Levy Center, 300 Dodge Ave. Note: minutes are not verbatim