HomeMy WebLinkAboutMinutes 1999`'Draft- Not Approved -
Note: minutes are not verbatim
Minutes
Evanston Recreation Board
Thursday, December 16,19"
BOARD MEMBERS PRESENT:
Mr. David Hodgman, President
Ms. Marion Flynn, Secretary
Mr. Richard Marberry, Treasurer
BOARD MEMBERS ABSENT:
Ms. Ann Carra
STAFF PRESENT:
Mr. Don Walton
Ms. Margaret Hallen
Ms. Janet Webb
Mr. Rick Marsh
Mr. John Lesch
Douglas Gaynor, Director, ParkslForestry & Recreation
Bob Dorneker, Superintendent of Recreation
OTHERS PRESENT:
Sue Brenner, League of Women Voters
CONSENT AGENDA:
Mr. Hodgman called the meeting to order at 7:35pm. The minutes of November 18'h and
Treasurers Report & Bills List were approved.
PRESIDENT'S COMMENTS: None.
CITIZENS' COMMENTS: None.
DIRECTOR'S REPORT:
James Park Update
The two-story baseball building is to be placed in the center of the four backstops. The
lower level is to be used for concessions and some storage. The upper level should have
four openings that would look onto the ball fields in order for the scone keeping and
announcing to go on during the games. The sled hill is a liability and has been
temporarily fenced off per the recommendation of the City's Liability Attorney and Risk
Manager.
Program Changes 20001200I
The Board received a memo regarding program changes for 20002001. One significant
change is the summer adult basketball league will not continue in the summer of 2000
due to the gang activity that occurred in June 1999. Discussion followed regarding the
importance of this league as well as the safety of the staff. Mr. Marberry, while
concerned for staff's safety, feels strongly that more thought needs to be put into a
solution to continuing the league for the individuals who want to play and is not involved
with gang activity. Ms. Webb noted that the recreation staff met with the adult leagmC
participants prior to the season letting them know that the league would be discontintucd if
any gang activity occurred. Mr. Hodgman stated that the Board should have been a pan
of the decision process to discontinue the league. He hopes that Mr. Gaynor will include
the Board in any future decision making such as this.
The adult volleyball league has not been popular at the Robert Crown Center and will nat
continue in 2000/01. Mr. Hodgman noted that there is a need for a youth volleyball
league.
Budget Update
Mr. Gaynor gave an overview of the Budget Reduction and Impact memo included in the
Board packets. Mr. Hodgam thanked staff for the memo, which was very inforrma hre and
suggested that next time staff include other budget elements where monies could have
been taken from, to give choices.
Mr. Gaynor reported this round of budget cuts doesn't impact the programs or
participants- just administration. The next round of cuts may impact the programs and
suggestions from the Board are welcome.
Mr. Hodgman asked why speed skating and hockey receiving subsidies. Mr. Dorneker
answered that speed skating and hockey is very costly and they have a high percentage of
scholarships for their program. There is no actual money turned over to them but they
received a reduced rate for ice time. Ms. Hallen noted that in the past affiliated groups
would come before the Board to discuss what they offer and why they should receive
subsidies. The Board would then make the decision to continue support or not.
SUPERINTENDENT'S REPORT:
Mr. Domeker reported that staff is recommending a bench token fee increase of S2.00 and
eliminating the free token Ipro fously buy 4 set i fra; for the 2000/01 budget. Groups
requesting free tokens, if approved, will receive a letter of approval to be shown to the
beach attendant at the entrance. Tokens will not be given. Ms. Hallen noted that this
decision did not come before the Board.
Senior Center Subcommittee
The committee is still reviewing the minimum and maximum square footage areas. A
meeting will be scheduled to discuss some of the subcommittee's recommendations and
changes on square footage and room sizes with the architect.
Ms. HaIlen suggested that a Board member take her place on the Senior Center
Subcommittee as her term is ending on the Recreation Board. She reported that a
construction committee is going to be formed and the Board should be represented on this
committee as ►yell. Ms. Flvnn volunteered to take Ms. Hallen glace on the Senior Center
Subcommittee and Ms. Webb will serve as an alternate. Mr. Gaynor will notify the
subcommittee of this.
IN
NEW BUSINESS:
Consideration of ADDointment to the Levu Advisory Baird
Ms. Webb moved to accept the appointment of Mr. Jonathan Pecmtan to the Levy
Advisory Board. Ms. Hallen second and it was approved.
OLD BUSINESS:
Recreation Board Retreat
Mr. Hodgman reviewed the agenda items and recommendations from the Recreation
Board Retreat. Create a vearly calendar —Mr. Hodgman and h1r. Dorneker will get
together to discuss recommendations for agenda items to be place on a yearly calendar.
Board input on imaortant issues — Mr. Marberry requested more reports on upcoming
issues for the Board's input rather than reports on what has already happened. Creation of
subcommittees — Mr. Hodgman and Mr. Dorneker will discuss this issue also.
Ms. Hallen provided copies of the Board By-laws which %%ill be included in the January
Board packets.
Mr. Hodgman, on behalf of the Board, presented Ms. Hallen with a plaque in recognition
of her ten years of service to the Playground and Recreation Board.
BOARD MEMBERS' COMMENTS:
Mr. Marberry was pleased with the outcome of the retreat_ He also expressed his
appreciation to Ms. Hallen for her time served on the Board. %s. Flynn thanked Ms.
Hallen for her time served on the Board. Mr. Walton said if the Board stays on task as
they go into the new year, they will achieve their goals. He also thanked Ms. Hallen and
said he learned a lot from her. Ms. Brenner, on behalf of Ms. Webb, also thanked Ms.
Hallen and wished everyone a Happy Holiday and New Year.
ADJOURNME. T:
The meeting adjourned at 9:OOpm. The next meeting is scheduled for January 20. 2000
7:30pm at the Civic Center. 2100 Ridge Ave. Room 2404
"Draft - not approved"
"Draft- Not Appravcd-
Note: minutes are not %-erb im
Minutes
Evanston Recreation Board
Thursday, November 18,1999
BOARD MEMBERS PRESENT:
Mr. David Hodgman, President
Ms. Marion Flynn, Secretary
Ms. Ann Carra
BOARD MEMBERS ABSENT:
Ms. Janet Webb
Mr. Don Walton
STAFF PRESENT:
Mr. John Lesch
Ms. Margaret Hallen
Mr. Rick Marsh
Mr. Richard Marberry, Treasurer
Douglas Gaynor, Director, Parks/Forestry & Recreation
Bob Dorneker, Superintendent of Recreation
Mamie Smith, Manager, Fleetwood Jourdain Community Center
Kevin Wallin, Manager, Chandler-Nc%%-berger Community Center
Mr. Hodgman called the meeting to order at 7:35pm. The consent agenda and
Treasurers Report/Bills List were approved. The Recreation Board Minutes of
October 28, was approved with a correction of the minutes and meeting dates
recorded.
PRESIDENT'S COMMENTS: None.
CITIZENS' COMMENTS: None.
DIRECTOR'S REPORT:
CIP & CDBG Undate
Mr. Gaynor reviewed the list of projects recommended for funding in the 2000-01
Capital Improvement Plan (CIP) budget year. He also reviewed projects
recommended to the Community De%-elopment Block Grants (CDBG) Committee for
funding, versus the committee's recommendations to City Council.
Mr_ Lesch noted that S400,000 was recommended to the CDBG Committee for the
C1yde/Brummel expansion but CDBG is not listing this as a recommendation to the
Council. Mr. Gaynor explained that there are limited CDBG funds available and he
named other important projects that were not recommended by the committee. Ms.
Hallen noted the $300,000 recommendation for the Howard Streetscape project (an
Evanston/Chicago joint project to redevelop Howard St.). Mr. Gaynor said they
have been in the planning stages of this project for the past two rears and Chicag4o is
ready to begin, therefore Evanston's portion of the funding has to be available.
Mr. Lesch asked if there were plans for reconstructing or changing the character of
any of the parks. Mr. Gaynor said that before arty redevelopment is done to the
parks, community meetings are held for citizen's input. Nis. FIN-nn and leis. Cana
suggested that in the future any proposed park redevelopment should be published.
This way, citizens who may not have known about the community meetings could
receive the information and have a chance to express their thoughts (to the Board).
Mr. Hodgman questioned why the CDBG Committee didn't recommend funds for
the Cylde/Brummel expansion project. Mr. Gaynor explained that because of the
Condominium conversions in that neighborhood, the parking area is needed. The
number of parking leases has increased from six to fifteen. It was staffs intent to
compromise and do some park expansion while leaving at least twenty of the forty-
seven parking spaces. There will be another community meeting with the architect
and Alderman. If the community decides they want to keep the parking lot, staff will
reassess what needs to be done in the existing park area He also mentioned that the
Department is going to purchase the trailer (now used in the park) for $12,000. It
costs $4,000 per year to rent.
St_ rategic Plan Update
Mr. Gaynor distributed an inventory study of parks by ward prepared by Landscape
Collaborative Design as part of the strategic plan. The entire study is nowhere near
completion. There will be an evaluation of the inventory study to make a
determination of what needs to be repaired, replaced, etc. to bring the facilities up to
a quality level, and the cost to do so. This information will be included with the
updated attitude interest survey (information gathered from the City's survey). There
will be several community meetings as well as meetings with special interest groups
and the Board for input. Upon completion there will be a report recommending what
needs to be done, cost estimates and prioritization, which will be presented to
Council. The goal is to have this study done by April 2000.
Interim Lei v Center
Because Virgin Records is no longer going to move onto the current Levy Center
site, there is no hurry to move the center into its interim location. The move in date
may he sometime in February. The City has a lease for the interim location but the
owners have not yet performed the tenant improvements listed in the agreement.
The Levy Center is moving from an I8.000sgft space into a space under 10,OOOsgft.
Due to the lack of space some of the center's programs %%ill be shifted over to the
Northshore Hotel facility. This is a perfect time for the new Levy Center Manger to
come aboard and begin to expand the programs for the permanent Levy Center. The
goal is to have the Levy Center Manager position filled in the next three months.
SUPERINTENDENT'S REPORT:
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Youth Shorts Program Manager
Mr. Doneker shared some of the Departments ideas for this proposed position.
During the first year this person w711 continue to operate the twenty-eight sports
programs that meet weekly on a regular basis. The goal for the person is to look X
the department's programs currently in place, as well as other sports groups. and
recommend programs to be developed and budgeted for, hopefully, in 2001. This
person will put together new program initiatives for next year.
Mr. Hodgman stated that there is a great need for a competitive recreational league
that draws teams from the midd?e schools.
Mr. Hodgman moved that the Board adopt a policy that by the beginning of the nact
academic year, at least one citywide middle school after school league be
implemented as a recreational program. Ms. Hallen seconded.
Mr. Donkeker explained that the department would definitely take a look at the
opportunities: however, there may not be enough facility space to create a citywide
program. Mr. Gaynor noted that the he would not have asked for fulltime staff youth
sports program manager, if he thought the current staff could take on this
responsibility.
Mr. Lesch asked for clarification on whether the motion is for the citywide program
to be proposed by next year or operational by next year. Mr. Hodgman answered
operational - and if it isn't, the Department %vill explain why. Discussion followed
regarding whether the citywide program should be school based or not.
The motion for the Board to adopt a policy that by the beginning of the next
academic year, at least one citywide middle school after school league be
implemented as a recreational program was voted on and approved, 40 with
1 abstention.
Senior Center Subcommittee
Mr. Donkeker reviewed the layout plans for the permanent Levy Center site.
Program Initiatives
The Board appreciated receiving the list of major program initiatives for the 2000-01
and asked if staff could provide a list of programs, if any, being dropped. This will
discussed further at the December meeting.
NEW BUSINESS:
Budget Undate
The Department has been asked to cut S375,000 from the 2000-01 proposed budget-
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The Board will receive an update of the budget and proposed cuts at the Decembtar
meeting along with the Council's budget review dates.
OLD BUSINESS:
James Park UDdate
The contractors have started development on the field house in James Park.
Nothing will be done to the sled hill at this point. Mr. Hodman was concerned wikb
some of James Park improvements being done that may be destroyed later if the
multipurpose facility is approved. He also mentioned that EYBA (baseball) has x
group of supporters who will be able to raise a significant amount of money for
improvements to the little league diamonds, which could save the City money. W
Gaynor said most of the work that's being done is salvageable.
Mr. Lesch asked for an update of the dogparklsoccer field project.. A community
meeting was held the architect provided drawings and cost estimates. Another
meeting will be schedule to discuss the drawings and estimates. Skokie and
Evanston both have $250,000 set aside for this project. Depending on the cost for
the complete project, it may have to be done in phases. The goal for the soccer feiW
is spring of 2001.
Jerry Scherrer has been contracted to prepare two conceptual drawings of the
multipurpose sports facility and cost estimates. Staff will prepare revenue/expense
reports.
Recreation Board Retreat
Ms. Carra distributed information gathered from the retreat along with a letter from
Mr. Lesch. This mill be discussed further at the December Board meeting.
Mr. Lesch suggested that the Board get together and visit some of the recreation
centers/programs to see them in action.
BOARD MEMBERS' COMMENTS:
Ms. Flynn recommended reading last weeks Evanston Roundtable article on
Evanston housing. The newspaper did a lot of research and the article was very
detailed. She also mentioned the need for representation on the Board from other
ethnic groups. She will look for interested candidates.
ADJOURNMENT:
The meeting adjourned at 10:10pm. The next meeting is scheduled for December
16, 7:30pm at the Robert Crown Community Center, 1701 Main St.
"Draft - not approved"
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"Draft- Not Appmvcd"
Note: minutes are not verbatim
Minutes
Evanston Recreation Board
Thursday, October 28,19"
BOARD MEMBERS PRESENT:
Mr. David Hodgman. President
Ms. Janet Webb
Mr. Richard Marberry. Treasurer
Ms. Margaret Hallen
Mr. Don Walton
Ms. Ann Carra
Mr. Rick Marsh
Mr. John Lesch
BOARD MEMBERS ABSENT:
Ms. Marion Flynn
STAFF PRESENT:
Douglas Gaynor, Director, Parks/Forestry & Recreation
Bob Domeker, Superintendent of Recreation
Ron Mro«1ec, Business Manager
Martha Logan, Public Information Specialist
Mamie Smith, Manager, Fleetwood Jourdain Community Center
Kevin Wallin. Manager, Chandler -Newberger Community Center
Leonard Woodson. Program Manager, Chandler -Newberger Community Center
Leslie Wilson. Interim Manager. Levy Center
Sandra Cole. Program Manager Robert Crox%m Community Center
Gary Silkaitis. Recreation Maintenance
Mr. Hodgman called the meeting to order at 7:35pm. The consent agenda and
September Treasurers Report was approved. The Recreation Board Minutes of
September 16. was approved with correction of the reported attendance.
PRESIDENT'S COMMENTS:
None.
CITIZENS' COMMENTS:
None.
DIRECTOR'S REPORT:
Levu Center Interim Site Update
Mr. Gaynor reported that the architect is working on the interim site, former
Szechwan Palace restaurant. The landlord still has some cleaning to do which should
be completed in the next couple of weeks. Due to the downtown redevelopment
project, parking is very limited. Arrangements have been made to secure thirty
reserved parking spates on the first floor of the Church Street parking garage for
Levy Center members. Parking permits %vill also be available for parking needs
beyond the thirty reserved spaces. The target move in date for the permanent site,
former recycling center, has been scheduled for June, 2001.
SUPERINTENDENT'S REPORT:
Mr. Dorneker introduced Leonard Woodson, the new full time Special Recreation
Program Manager. Mr. Woodson had been a part time special recreation employee
for several years. The special recreation programs include special needs children
throughout the school district, primarily Park and King Lab schools which is where a
majority of the children with disabilities attend.
Levv Center Pro rams
Mr. Domeker reported that staff met with Levy Center members regarding the
partnership of fitness program activities with the City, Evanston Athletic Club and
McGaw YMCA. The contract is still being reviewed at this point but it is hopeful
that the seniors will be able to sign up for activities at these sites in the next couple
of months. Classes currently offered at Levy Center will continue at the interim site
with the exception of a few (dog classes).
This is the last weekend for the boat ramp to be open. It's hard to get in and out of
the boat ramp due to the sand. Signs have been posted to make everyone aware of
this.
This is also the last weekend for the dog beach to be open. The official dog beach
season is May through the end of October. However. there is no ordinance that
comes into effect for that area during the off season. The fencing will be removed
from the dog beach to use for snow fencing around the City. For next year, the
department is looking into dividing that beach in half to have a puppy beach and a
beach for larger dogs.
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NEW BUSINTSS:
Recreation Board Retreat The retreat is scheduled for November 11. 4pm — 7pm-
at Mr. Hodgman's house. The theme is "Are We Doing Our Job?" Members will
discuss the Board's mission, goals, policies, the level of their participation and
relationships %tith staff: City Council and other committees, etc. %I-,- Webb and W.
Lesch noted that they would not be able to attend. There +till be a public notice of
the retreat.
Budget Presentation
Copies of the draft Recreation Department budget was distributed to the Board. Ron
Mrow•eic. Department Business Manager, presented the 1998-99 Recreation "budget
to actual" comparison of revenues, expenditures and City contributions (_rear ending
2/98). He did the same comparison for 1999-00 (seven months ending 9/99).
Staff reported on each of their budget elements and program responsibilities. Some
of the proposed changes in the 99-00 budget: A new line item for regular salaried
(full time) employees was created for those part time people that didn't conform to
the regulations of being a permanent part time employee (they were actually working
full time hours). There %%ill no longer be a Youth Sports element. The youth
programs have been restructured and shifted into other budget elements. Another
new line item added is the general recreation support element. This element has all
of the overhead cost associated with the Recreation Department. Scholarships will be
reported differently in order reflect actual revenue received and expenses of
scholarships given. Restricted fund accounts will be deleted. These are accounts set
up as starter funds for programs. Deleting restricted accounts will eliminate writing
checks from several accounts and transferring money back and forth- Staff will be
able to monitor expenditures better.
Nis. Hallen noted that in the past the Board was given the bids to select a publisher
for the Arts and Recreation magazine. She asked Ms. Logan to what governing
authority does that go to now? Ms. Logan answered that a formal bid goes through
the Purchasing Department and the low bidder is chosen. This is not a major
expenditure, less than 55,000.
Members of the Board asked for detailed information regarding program trends,
changes and fees as compared to last year and specific information on how programs
are doing.
1712, Robert Crown - several programs have been added to this element from the
1737/Youth Sports element (Baker Drop -in, Nichols summer camp and 4`s & 5d'
grade basketball). Ms. Cole stressed that there is much that needs to be done to
improve the Robert Crown Center/Ice Rink in order to compete with the other
facilities in neighboring cities.
1721 Boat Ramp expenditures are the same; revenue went up $20,000 because of the
dog beach token sales. 1732/Sports Leagues assumed the salary expenses for the
ETHS gym and swim programs and football and softball leagues transferred from
1737/Youth Sports. Mr. Hodgman noted that the procedure now in place to assure
access to the public bathrooms does not work. He urges the department to look into
this matter.
1714/Fleetwood Jourdain - This year Fleetwood will offer an after school program
that runs during the entire school. The cost to enroll is $1,000 (installments of
$200). At least 50% of participants receive some form of scholarship. The summer
camp program fees increased by $100. More than half of the participants received
some sort of scholarship. These increases will help offset the increase cost of
Robinson Bus Co. services (30%) and field trip admissions (20%).
1717/1-evy Center - Due to the fact that Levy will not continue some of its programs
at the interim site, staff is estimating revenues of $105.000 versus the actual
$197,929 received last year.
1713/Chandler Newberger- The youth ski trip program and 5`� grade girls basketball
league was transferred to this element from 1737/Youth Sports. Adult sports
participation has declined and youth sports participation has increased. Chandler is
proposing to combine three part time positions (sports camp director. sports
coordinator and gymnastics coordinator) in order to create a full time Youth Sports
Coordinator position. This person will look into addressing the need for middle
school sports programs. Mr. Hodgman asked staff to keep the Board updated on this
budget decision and inform them of ways they could contribute to make sure the new
Youth Sports Coordinator position is approved in the budget. The indoor tennis
program has been transferred from 1732/Youth Sports. to Chandler's 1736/Tennis
budget. Chandler received a $1,100 grant to offer free tennis lessons for youth
outreach.
There will be a budget hearing in the next few weeks and any changes will be
reported to the Board. Mr. Gaynor gave an overview of the Capital Plan. The Board
will receive more detailed information in the November packets.
OLD BUSINESS:
James Park Update
Phase 2 of the James Park redevelopment contract w-as approved. The only change
is the sled hill improvements will be delayed so that the backstops and pathways can
be done. Construction will begin on the James Park field house in November.
Recreation Field House Subcommittee Undate
At the October 14 subcommittee meeting Jerry Scherrer, Rodie / Scherrer, Inc.
presented a proposal to prepare two layout drawings and cost estimates for the
multipurpose sports facility for the cost of $14.850. If approved, the money to pay
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for his services will come from the grant received by Representative Julie Hamos
for South Evanston. He can have the layouts and estimates completed by the end of
November.
The inventory portion (parks/facilides) of the strategic plan has been completed.
There will be an update at the November Board meeting.
BOARD MEMBERS' COMMENTS:
Mr. Walton had no comment. Mr. Lesch said he would not be available to attend
the retreat. Mr. Marberry welcomed new full time Special Recreation Program
Manager, Mr. Woodson. Ms. Carra said the Chandler meeting room was very
nice. Ms. Hallen had no comment. Mr. Hodgman thanked Ms. Cerra and Ms.
Hallen for taking the initiative to organize the retreat. He also commended Mr.
Gaynor and staff on the remarkable job they are doing.
ADJOURNMENT:
The meeting adjourned at 10:1 Opm. The next meeting is scheduled for November
18, 7:30pm at the Fleetwood Jourdain Community Center, 1655 Foster Street
"Draft - not approved"
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"Draft- Not Approved"
Note: minutes are not verbatim
Minutes
Evanston Recreation Board
Thursday, September 16,19"
BOARD MEMBERS PRESENT:
Mr. David Hodgman, President Ms. Janet Webb
Mr. Richard Marberry, Treasurer Ms. Margaret Hallen
Ms. Marion Flynn. Secretary Ms. Ann Carra
Mr. Rick Marsh Mr. Don Walton
BOARD MEMBERS ABSENT:
Mr. John Lesch
STAFF PRESENT:
Douglas Gaynor. Director, Parks/Forestry & Recreation
Bob Dorneker, Superintendent of Recreation
Ron Mrowiec, Business Manager
Martha Logan, Public Information Specialist
Kevin Wallin, Manager, Chandler -Newberger Community Center
Michelle Levin, Interim Program Manager, Chandler -Newberger Community Center
Leslie %Vilson, Interim Manager. Levy Center
Nanci Fraggasi. Operations Manager. Robert Crown Community Center
Sandra Cole. Program Manager Robert Crown Community Center
Jim Ferrera Sports.1,ake Front Coordinator
Gary Silkaitis, Recreation Maintenance
Mr. Hodgman called the meeting to order at 7:35pm. The June and July Treasurers
Report and Recreation Board Minutes of June 16 and July 15 were approved.
PRESIDENT'S COMMENTS:
Mr. Hodgman gave an update from the Human Services Committee's Recreation
Field House Subcommittee meeting of September 2nd. The subcommittee's focus is
the possibility of a multipurpose sports facility at the former recycling center.
Members of the subcommittee are Alderpersons: Ann Rainey, Gene Feldman and Art
Newman, and Recreation Board members: Dave Hodgman, Rick Marsh and Ann
Carra. Mr. Hodgman said the meeting was very encouraging. The Alderman wem
enthralled with the idea but concerned about the cost. It will be a challenge; howrver,
the board will need to demonstrate that a multipurpose sports facility will not onty be
popular but financially feasible. The Board needs to inform residents and sports
groups that this idea is building and raise expectations in the community so they will
speak at the appropriate times. It will take a lot of community support to make the
sports facility idea happen and City Council will need to hear from the community.
Mr. Hodgman also welcomed the Board back from their August break.
CITIZENS' COMMENTS:
None present.
DIRECTOR'S REPORT:
Mr. Gaynor explained that it is the responsibility of the Recreation Superintendent
Bob Domeker to attend the Board meetings and report on parks and recreation
issues, as he is in charge of those areas. Mr. Gaynor will report on the more global
City issues other than recreation.
Congratulations to Ms. Carra who was re -appointed to the Playground & Recreation
Board for a second term.
There were two accidents that occurred at the lakefront one of which an 18 year old
Chicago male drowned. The other was another young male who dove in the water
off the breakwall at Lighthouse beach and was rescued at Northwestern's beach.
The Strategic Plan is well on its way and will be a part of the discussions regarding
the multipurpose sports facility at the Recreation Field House Subcommittee
meetings. The Attitude & Interest Survey results %kill also be updated. The Finance
Department is doing a survey for the City, which will include questions from the
Attitude & Interest Survey in order to receive current information which will be
incorporated with the Strategic Plan.
A lease was signed for the use of the former Szechwan Palace restaurant as the
interim Levy Center site. A meeting will be schedule with the architect to develop a
layout plan for the facility. An agreement was established with the McGaw YMCA
and Evanston Athletic Club to provide modified health club memberships to Levy
Center members at those facilities. An architect firm was hired for the permanent
Levy site at the former recycling center. A meeting will be scheduled with the
architects to establish a schedule for planning and building the new facility. The cost
range of this project is $5.5 — $7.5 million. At this point $4 million has been set
aside and the senior citizens have volunteered to do some fundraising.
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The new rescue boat has arrived. The delay was due to engineering problems.
Because the boat arrived after the season. Mr. Ga_.nor %-as able to negotiate a 10%
reduction of the boat cost.
The Lakeshore Arts and Ethnic Am Festivals both had good atter iance even though
it rained.
The dog beach %;-as a great success. As many as 200 dogs were brought to the dog
the beach in one day. The department received many positive calls and comments
from residents regarding the dog beach.
The public meeting at the Skokie Park District regarding the SkokieTvanston joint
off leash dog part: and soccer field project was well attended. there will be another
meeting with the architect regarding the plans. Construction will begin
approximately earl• spring of 2000.
Staff will attend an Evanston Arts Council retreat September 21-22. The Arts
Council Director position has been vacant for several months. The goal is to have
the position tilled by January 1. 2000.
At this time staff is still working on the budget. A first draft of the department
budget will be submitted by September 24. There will be a budget presentation at
the October Board meeting.
One cap;tol item in this year's budget is a S35,000 appropriation to design a park at
the location that is currently a parking lot (near the Clyde Brummel Park). There
was some reluctance at the community meeting due to the lack of parking in that area
but they finally gave the okay to continue with the project. Currently six of the forty-
five parking spaces are being leased month to month. The park design will
incorporate approximately 12.15 parking spaces.
In this year's budget the Department was supposed to take on the responsibility of
trash collection in all of the parks. That didn't occur until September. This was
delayed due to the process of hiring trained individuals to operate the trucks. The
Sanitation Department worked double shifts and was paid overtime on the weekends
to assist with park trash pick up until the positions were filled.
SUPERINTENDENT'S REPORT:
Staff gave a briefing of the -.august Program Narrative" report included in the
Board meeting packet. Some of the new programs this year were:
Chandler-Newberger's golf outreach program - seven groups of kids were taken to
the Skokie Sports Park to learn techniques and play miniature golf. The tennis
outreach program was also a success with sites at Fitzsimons, Mason and Akem=
Parks. The Chandler center will have a "kids garage sale". Families are charged
S 10 per table for kids to setup and sale toys, books, jewelry, etc. The kidis get to
keep monies from the sales. The Salvation Army .ill pick up all unwauaed leftover
items.
Fleetwood used Summer Youth Employment Program participants for im Summer
Youth Theatre Skills project. Together the group of teens successfully stated,
produced and performed the show "To Whom It May Concern: An Opt= Lcner to
the Ears of a Def-Nation."
Mr. Domeker reported on the hiring status in the department. Sherry Gruen, former
Registration Clerk, was promoted to the Clerk II position at the Levy Center. There
will be a second round of interviews for the Special Recreation Program !Manager
position. The job descriptions for the Levy Center Manager and the Arts Council
Director positions have been finalized and will be posted shortly along with Clerk
positions for Fleetwood Jourdain and Robert Crown. The Fleetwood Jourdiin
Theatre Manager job description is being reviewed and will be posted shortly also.
Some of these vacant positions were filled for a number of years and the job
descriptions were never updated. Those descriptions need to be updated before
filling the positions.
The City has developed a task force to gather information for a Y2K emergency
operation plan. Each department was asked to prepare an emergency plan of how
they would address the worse case scenario for the Y2K. The City's Emergency
Operations Center will be open the night of December 31 and there will be staff at
each of the centers.
NEW BUSINESS:
Recreation Beard Retreat: Ms. Carra and Ms. Hallen will work together to find a
meeting place and prepare an agenda for the Recreation Board Retreat scheduled for
the afternoon of November 11 `h. Mr. Gaynor requested that he be given enough
notice if staff will be needed to prepare information for the retreat.
Mr. Marsh noted that the FAAM Basketball Draft is scheduled for September 25"' at
Fleetwood Jourdain Community Center. Girls draft is at] l :00am and the boys draft
is at 1:00pm.
OLD BUSINESS:
James Park Update: The James Park redevelopment cost is up to $2.2 million. A
contract bid went out for phases two and three, which came in at approximately
S400,000 over what was estimated. The department hopes to go before Council to
recommend reducing the scope of the project to bring the cost within the budget by
eliminating items that aren't critically needed at this point. EYBA (baseball) and
4
AYSO (soccer) have approved the expansion layout plans for the storage buildfmg in
James park. The cost to rebuild the building, which was the original plan, wouM be
$500,000. Ms. Hallen noted that once again a project has been approved wzticmt
consulting the Board. Mr. Hodgman suggested that that was an issue that could be
discussed at the Board's retreat.
BOARD MEMBERS' COMMENTS:
Mr. Marberry congratulated the department on the great summer programs. He also
noted that Adam, a lakefront seasonal staff person, was instrumental in monitoring
the dog beach and handling difficult situations. He recommends rehiring Adam
next year and would also like to see the dog beach continue. Ms. Carra had no
comment. Ms. Flynn shared a story of how hard a life guard's job is and
commended the lakefront staff on a job well done. She also thinks the department
should do more to promote the softball and volleyball for adult women. Mr.
Hodgman commented that the next two years would present a remarkable
opportunity for the Board to have the privilege of making an enormous contribution
to the physical plant of the community. Ms. Hallen mentioned about the excitement
from the community meetings and the amount of work done by Board during the
time the Robert Crown Center was being built. She also thanked Kevin Wallin for
the way he handled a problem with a child that could've gotten out of hand. Mr.
Marsh said he was extremely encouraged by the Recreation Field House
Subcommittee meeting and he is committed to putting forth the efforts necessary to
help make the multipurpose sports facility happen. Mr. Walton asked the Board not
to rush into any decisions. The Board should take time to consider the impact these
decisions will have on the community.
ADJOURNMENT:
The meeting adjourned at 9:10pm. The next meeting is scheduled for October 21.
7:30pm at the Chandler -Newberger Community Center, 1028 Central Street
"Draft - not approved"
5
Minutes
Evanston Recreation Board
Thursday, July 15, 1999
BOARD MEMBERS PRESENT:
Mr. David Hodgman, President
Mr. Richard Marberry, Treasurer
BOARD MEMBERS ABSENT:
Ms. Marion Flynn, Secretary
Mr. Rick Marsh
Ms. Janet Webb
STAFF PRESENT:
"Drag- Not Approved"
Note: minutes are not verbatim
Mr. John L.esrh
Ms. Margaret Hallen
Ms. Ann Carra
Mr. Don Wahon
Bob Dorneker, Superintendent, Recreation
Kevin Wallin, Manager, Chandler Newberger Center
Margaret Parcel], Program Manager, Chandler Newberger Center
Cynthia Reid, Senior Program Manager, Noyes Cultural Arts Center
OTHERS PRESENT:
Ms. Jean Esh
Marilyn Claessens. Evanston Review
Mr. Hodgman called the meeting to order at 7:35pm. There was no quonun present. June
consent agenda items will carry over for approval at the September Board meeting.
PRESIDENT'S COMMENTS:
Mr. Hodgman commended the Parks Division on the remarkable clean up job
after the 4 h of July Celebration at the lakefront.
CITIZENS' COMMENTS:
None.
DIRECTOR'S REPORT:
Mr. Dorneker, Recreation Superintendent, reported that 1ul)� is National Parks
& Recreation month. At the July 120 City Council meeting the Mayor read a
proclamation proclaiming Evanston's participation in those wti%ities. Al the
June 28`h City Council meeting the Dog Beach Ordinance was amended to
allow the Director of the Parks/Forestry & Recreation to establish the dates
and hours of beach open/close time. Previously the dog beach operated on the
same schedule as the swimming beach (mid June — mid Aug.). The change
will allow the dog beach to open in May and close in October. weather
permitting. The Levy Center Manager position will be posted in the next
couple of weeks. Currently, applications for the Special Recreation Program
Manager position are being reviewed. There was an incident that occurred at
the Clyde/Callan Park involving participants of the Recreation Basketball
League. Staff at this point, don't have all the details. Upon recei%ing all the
information, staff will review the future of this program.
NEW BUSINESS:
Evanston Running Club: The Evanston Running Club had previously
expressed to Mr. Marbeny, their interest regarding the possibility of hanging a
bulletin board at the beach house, north of Lee St, beach, to post
announcements / messages. Mr. Marberry suggested to the club that they meet
and come up with a proposal to present before the Board (exactly what they
want, the cost and how much they would contribute). There was no
representative at the meeting to present a proposal. Mr. Marberry+ suggested
this item be removed from the agenda.
OLD BUSINESS:
Basketball Courts: Mr. Lesch questioned the Board's authority to make
decisions regarding recreation program issues and recreation facility issues.
He was concerned that the issue regarding changing the full basketball court at
Currey Park into two half courts was not brought before the Board for input.
He questioned if it wasn't brought before the Board because it's a facility and
not a program and if so, should the Board continue discussion on the recycling
center facility? Ms. Hallen agreed in that there has been a lot of fragmentation
of power by the Board. She stated that in the past all park issues came before
the Board for input. Mr. Hodgman mentioned that he had previously asked
Mr. Dorneker if the Board had the authority to discontinue the Recreation
Basketball League program if they voted to do so. Mr. Dorneker, after
consulting with Mr. Gaynor, told him the Board is a policy board and set
policies. It is Mr. Hodgman's understanding that when it comes to the parks
physical plans, the Recreation Board is an advisory board, not to make
decisions. However, that doesn't mean the Board shouldn't be involved in
the process. Mr. Lesch sees no difference in the Board having input regarding
the recycling center facility and having input regarding the Currey Paris
facility. He feels that the Currey Park basketball court issue should have been
brought to the Board for input before a decision was made. Mr. Marberry
noted that the Board has discussed its authority to make decisions quite a few
times since Mr. Gaynor has been Director and as far back as his predecesmw
Mr. Grodsky. He said that often the Board wants to have things brought
before them as a hindsight when they see something on the agenda they think
they should have had input on. It's been Mr. \Iarberrv*s experience that ft
department has had conversations with the Board and the Board has indicated
that there are policies that have been set for the way things are done. The
department handles park renovations and changes. They set up cotntntmity-
meetings and the parks are redeveloped according to what the community
wants. That's the policy. Mr. Marberry said he is sure the department
wouldn't have a problem if the Board wanted to change the policy and have
these types of issues brought before them. However, based on previous
conversations he doesn't think the Board wants those small items to come
before them, after the setting the policy in the first place.
At this point of the meeting Mr. Dorneker introduced Cynthia Reid who is the
new Senior Program Coordinator at the Noyes Cultural Arts Center.
Jam" Park /Recycling Center Update: Mr. Hodgman shared materials
prepared by Dan Barofsky. who runs the Darien Sportsplex facility in Darien
IL. The materials included preliminary numbers for revenue and expense in
an attempt to help demonstrate how the Evanston recreation facility would pay
for itself. The Recreation Subcommittee will need to go over the materials and
decide if the numbers are realistic and prepare to share the information with
the Human Services Committee. He noted that the Senior Center
Development Subcommittee of the Human Services Committee is going to
meet August 2, 1999 to review updated architectural drawings and he hopes
that the drawings show a senior citizen center and recreation field house with
two indoor soccer arenas and three gymnasiums. The believes the architect
was also suppose to come up with plans to build the senior center and then a
field house, in phases, as those plans become firmer.
BOARD MEMBERS' COMMENTS:
Ms. Hallen noted that the Board used to have an annual Saturday % orkshop in
September to discuss future issues and review board policies. She said there
are a lot of existing policies that are not being upheld and should be dropped.
She suggested that the Board schedule a Saturday Workshop. Mr. Lesch had
no comment. Mr. Marberr<• said staff did a wonderful job with the 4 h of July
program activities and clean up after the fireworks. He's also pleased with the
dog beach improvements and the improvement of the Chandler Newberger
Center. Mr. Hodgman noted that the Recreation Board Tour of the recreation
programs and facilities was poorly attended. He said it was nice to see all that
i
the department does.
Mr. Hodgman would like to see reports of the following on the agenda in the
future:
1) The amount of money collected by the beach attendants on a hot weekend.
There is concern that they are collecting large amounts of money. 2) The
policy regarding the swinr beach / lakefront park hours and the posted parking
hours. 3) The results of the rc%iew regarding the elementary school sports
program that arose from concern expressed by a coach/parent regarding the
softball rules.
Mr. Hodgman reminded everyone that there is no Board meeting in August
and because there was no quorum present tonight, the consent agenda items
will carry over for approval at the September Board meeting.
Mr. Marberry asked if the Board will have a special one -day meeting in
September to discuss policies and future issues. Mr. Hodgman suggested
waiting until after the September meeting to get feedback from the entire
Board.
ADJOURNMENT:
The meeting adjourned at 8:25pm.
The next meeting is scheduled September 16, 7:30pm at the Robert Crown
Community Center, 1701 Main Street.
"Draft - not approved"
Minutes
Evanston Recreation Board
Thursday, June 17, 1999
BOARD MEMBERS PRESENT:
Mr. David Hodgman, President
Ms. Marion Flynn, Secretary
Mr. Richard Marberry. Treasurer
BOARD MEMBERS ABSENT:
Ms. Ann Cerra
Mr, Don Walton
STAFF PRESENT:
"Dra:t- Not Amw%,ed"
Note: minutes arc not --c ttim
Mr. Rick Marsh
Mr. John Lesch
Ms. Margaret Hallen
Ms. Janet Webb
Douglas Gaynor, Director of Park/Forestry & Recreation
OTHERS PRESENT:
Ms. Jean Esh
Mr. Hodgman called the meeting to order at 7:35pm. Ms. Webb moved to approve the consent
agenda and Bills List. Mr. Marberry seconded.
PRESIDENT'S COMMENTS:
None.
CITIZENS' COMMENTS:
Jean Esh, a former 4td Ward Alderman, expressed her concern for the
teenagers in Evanston. It bothered her, after reading an article regarding the
issue of the basketball courts in Currey Park, that there is no place for
teenagers to just get together and have a good time. There are plenty of
supervised and organized programs but no place for teens to just gather and
enjoy each other's company. She feels the recycling building should also be
considered for a bowling alley, pool hall or roller rink. If this should happen, it
will also be important to hire Staff capable of properly handling certain
situations %%ith teens.
DIRECTOR'S REPORT:
Mr. Gayrtor reported the summer camp programs have started and the beaches
are open. There have been complaints regarding the alewives (small fisb) on
the beaches. It will take the lakefront staff a little longer to remove the
alewives due to the low- water level (more beach to clean). There still Inasn't
been an interim site looted for the Levy Center. Invitations were mailed for
the park redevelopment celebration of Ackerman, Ellingwood, Tallrna.�,
Leah Lomar, Bent, Dobson-Brummel and Currey parks. The 1999 Starfi&
Concert Series will begin June 24 and has expanded to 12 concerts at t%* park
sites, James & Dawes.
NEW BUSINESS:
Policy on Barbecuing in the Parks: .4t the May Board meeting..k1r.
Richard Seaman had expressed concern regarding a policy on barbecuing in
parks without fixed barbecue grills.
Mr. Gaynor explained that after research, nothing was found in the City
policy, ordinance or otherwise, that prohibits barbecuing in parks without
fixed barbecue grills. He also mentioned this has not been an issue; however
there has been a complaint regarding disposal of hot coals in the grass. Pits
have been created along the lakefront for disposal of hot coals. Mr. Gainor
does not recommend prohibiting barbecuing in the parks. Ms. Webb
suggested that if disposing of coals in the parks becomes a problem. pits
should be placed in a designated area to dispose hot coals in those parks. Mr.
Gaynor agrees, if it becomes a problem. He also mentioned that the
Recreation Department has started a Friends of the Park program for the seven
redeveloped parks. Pan of the program is a park watch program, which
parallels a neighborhood watch. Members will help maintain the park report
on grafliti, broken equipment, and unacceptable activity will be reported to a
recreation hotline as well as the Police Dept. depending on the issue. At this
point staffs recommendation would be to not do anything regarding a
barbecuing policy.
AI the May, Board meeting, Mr. Richard Seaman had expressed concern
regarding the replacement of the memorial hench/plaque honoring .tA. Leah
Lomar.
Mr. Ga}mor stated that the bench, which the plaque was attached to, %%as
broken and thrown awaN. The plaque was brought to the Leah Lomar Park
redevelopment celebration so that the Alderman and neighbors could decide
together, where they would like the plaque placed.
Mr. Marberry requested to have the Evanston Running Club placed on the July
Agenda. The running club meets on weekends at the beach house north of Lee
St. Beach, and begins their run from this location. They are requesting
permission to hang a bulletin board to post announcements / messages. NIT.
Marberry suggested to the club that they meet to decide exactly what they
want, the cost and how much they would contribute.
OLD BUSINESS:
James Park Update: Mr. Gaynor reported that the construction of phase one
is moving along. He's preparing a memo to City Council explaining that from
the 1995/96 conceptual plans that were put together. James Para: has, jut pep
from a St million project to a 52.2 million project. Part of it due to bad
estimating, unexpected costs associated with building on a landfill and
additions made to the project during community meetings. He has identified
funds in the C1P that could be reallocated without having to eliminate any
projects in phase one and may be able to find funds to complete the most
important parts of phase two.
Recycling Center Update: Mr. Hodgman attended the Senior Center
Development Subcommittee meeting on June 15 and reported momentum and
consensus is growing toward the recycling building being the only location for
levy` Center. There were other sites suggested at the meeting but ta c-
generating enterprises are interested in those sites. He said there were a lot of
people in favor of the James Park location. There were comments that the
needs of senior citizens are changing and recreation is becoming increasingly
important. He also reported that Alderman Newman pledged that there would
be transportation provided (bus service) to get the seniors to the center and
maybe stop at locations downtown «here there are large populations of
seniors. The architect consultant, Carol Ross Bartley, who had been retained
to review the feasibility of using the existing recycling center and adding on to
it for the senior center. presented proposal drawings which did not include a
sports recreation facility. The Subcommittee agreed to let Mr. Hodgman
display drawings by Jerry Schemer, which showed how a sports center could
be integrated into the site along with the senior center. They were pleased that
the plans didn't impinge on the community gardens. tennis court or possible
expansion of the animal shelter and it provided adequate parking. %ts. Hallen
also attended the meeting and reported that Mr. Hodgman gave a great
presentation. She said there were some people opposed to the idea but City
Council and the I-luman Services Committee responded very well to it. Mr.
Hodgman noted the most significant development of the meeting was that the
Senior Center Development Subcommittee wants Carol Ross Barney to
redesign drawings shoving how a senior center and sports recreation facility
could be built together. The drawings will show how it could be built in
phases so they could get started right away on the senior center.
The Recreation Subcommittee has also been gathering information on the cost
and revenue side of this project. The Darien Sponsplex agreed to do some
revenue projections for the Subcommittee based on the revenue coming from
their complex and cost estimates to build a facility. The Subcommittee will
also tour the Darien Spottsplex.
Mr. Marberry met with the Animal Shelter President and Board Member and
shared a copy of the Recreation Subcommittee's drawings. The}- were also
interested and happy to see that the drawings hadn't interrupted any plans they
may have had for land around the recycling center. They were interested in
the additional parking. Mr. Marberry told them of the Subcommittee and
Human Service Committee meetings and welcomed them to attend.
Mr. Gaynor reminded the Board that it's time for their annual tour of the
Recreation site/programs. The tour was scheduled for July 12.
Mr. Gaynor reported that $300,000 was obtained from Springfield, by Senator
Berman for tennis court redevelopment. In addition, $250,000 was obtained
from Julie Hamos for Southeast Evanston Recreation Center. Although Mr.
Ga}•nor has not received the paperwork and proper language, he understands
the money is for Southeast Evanston Recreation Center construction,
planning, development, etc.
BOARD MEMBERS' COMMENTS:
Nis. Flynn said she was glad to have Ms. Esh at the meeting. Ms. Flynn 'A -as
approached by Ms. Julie McEvoy of the Southeast Evanston Parent
Association, who expressed the importance of the $250,000 actually being
spent on planning a Southeast recreation facility. Ms. Flynn noted that the
ne%+• lights outside of the Robert Crown Center attracts a lot of kids and staff
should not hesitate to call the police when the kids get out of hand. Mr.
Marberry thanked Ms. Esh for her comments and explained that there is a
strong community interest in the teen population. Mr. Hodgman had no
comment. Ms. Webb had no comment. Mr. Marsh agreed with Mr. Marberry
and Ms. Esh regarding the teen issue but feels structured programs is
important. Mr. Lesch apologized for missing the last two meetings and also
thanked Nis. Esh for her comments. He too feels there needs to be more
unstructured programs.
ADJOURNMENT:
The meeting adjourned at 9:15pm.
The next meeting is scheduled July 15, 7:30pm at the Chandler -Newberger Community Center,
1028 Central.
"Draft - not approved-
"Draft- Not Approved"
Note: minutes are not verbatim
Minutes
E%wiston Recreation Board
Thursday. May 20, 1999
BOARD MEMBERS PRESENT:
Mr. David Hodgman, President Mr. Rick Marsh
Ms. Marion Flynn. Secretary Ms. Ann Carra
Mr. Richard Marberry. Treasurer Ms. Margaret Hallen
Ms. Janet Webb
BOARD MEMBERS ABSENT:
%fr. John L+esch
Mr. Don Walton
STAFF PRESENT:
Bob Domeker, Superintendent of Recreation
Mamie Smith, Manager, Fleetwood Jourdain Community Center
OTHERS PRESENIT:
Jane Neumann Sam Zivin
Steve Bogisa Jake Zivin
Ross Friedman, EYBA Neal Hoffman -Dana
Carl Bova, AYSO
Dick Seaman, Robert Crown Advisory Board President
Mr. Hodgman called the meeting to order at 7:35pm. Ms. Hallen moved to approve the consent
agenda and Bills List. Ms. Cana seconded.
PRESIDENT'S COMMENTS:
Mr. Hodgman noted the invitation to the Board to attend two of the Recreation
Department programs, Sweet Treats on Ice at Robert Crown and the Wizard of
OZ at Fleetwood Jourdain. He takes great pride in the staff and the wonderful
rich programs that are offered.
CITIZENS' COb»iENTS:
Mr. Seaman expressed his concern regarding the height of the playground
equipment at Leah. Lomar Park. He feels that it is unusually high for
playground equipment. Mr. Seaman is also concerned about the %my the
picnic tables are positioned. He feels that the way they are positioned changes
the nature of the park (Community Park) and may be inviting to some people
to stay longer and'or possibly barbecue in the park. Mr. Seamam had been
informed in the past that there was a policy regarding barbecuing in public
parks. It was limited to those parks with fixed barbecue grills. Recently Mr.
Dorneker informed him that there is no ordinance but there is a Recreation
Department police against barbecuing except in parks %ith fixed grills. Mr.
Seaman asked that the Board and Recreation Department review the policy
and. if necessary, post it in the parks along with rules on disposal of ashes,
dogs without a leach, and consuming; alcohol in the parks. He also wants the
Recreation Department to make sure that the memorial honoring Ms. Leah
Lomar (400-600 lb. concrete bench with the bronze plaque), is placed back in
the park before the park's rededication ceremony. Mr. Hodgman thanked Mr.
Seaman for his comments and asked that Mr. Dorneker, Recreation
Superintendent, respond to Mr. Seaman and place this on the agenda for the
June Board meeting. Mr. Seaman would also like to have another trash can
placed in the park due to the large number of students that use the park after
school.
As the President of the Robert Crown Advisory Board, Mr. Seaman thanked
Mr. Domeker for his 13 years of outstanding efforts on behalf of the Robert
Crown Center.
At this time Mr. Hodgman distributed certificates of appreciation to the
children that attend the Southeast Evanston Recreation Programs at
Clyde/Brummel Park and a $50.00 gift certificate to the % inner of the
Southeast Evanston Recreation Enrichment Center logo contest.
Approximately 40 children received a certificate.
Mr. Marberry expressed that a lot of work goes into making these programs
happen and it's paying off. He hopes this will move to Board to continue
every effort to continue these kind of programs all over the city.
DIRECTOR'S REPORT:
Field Usage Policy: Inks. Jane Neumann, who is part of a non -organized soccer
group that plays soccer in James Park, suggested the Board should consider
limiting the regulations of the field usage policy to only those fields with notable
improvements (soccer fields mdth goal frames. basebalVsoftball fields with
backstops, football fields with goal posts). This way it will not eliminate the
opportunity for informal unstructured groups to play pickup soccer on the smaller
side fields that have no goal frames.
Mr. Dorneker sent copies of the field usage policy to organizations that use the
fields asking them to look it over and share their comments. He received a
response from Dave Ucker of AYSO who is in favor of the policy. Some of Mr.
Ucker's concerns were: I) signs should be posted ►%hen a field is unsuitable for
play 2) a field should be designated for pick up games specifically 3) parking
restrictions should be enforced. lair. Dorneker clarified for his. Webb that the
policy does not stop any group from having a pick up game. However. if another
group has a permit to use the field, the group ►►ithout a permit has to give up the
field. Ms. Carra noted that the permit policy would work for all groups in
ensuring their space. Mr. Dorneker added that the purpose of the policy is also to
track those groups using the fields and help the department monitor field usage.
Someone commented they are part of a non -organizes group that meets to play
soccer regularly on Sundays. It's a very diverse group and different people show
up each time. She feels that it's important to have a field open for people who
just want to get together and play soccer. Sam Zi►in mention a case where he and
a group of friends having soccer practice were asked by a Park Ranger to leave the
field at Robert Crown due to the policy. Ms. Neumann noted a similar incident
happened to her group. She asked for assurance from Mr. Dorneker that when a
group is playing soccer without a permit and no othergroup has a permit for that
field. the Park Ranger wont ask them to leave the field. Ms. Webb mentioned that
for tracking purposes, the Park Rangers could also tally which groups are playing
on the fields with or without permits. Also. any group can have a pickup game
however. groups that want to make sure they have use of a field on any specific
day should apply for a permit. Mr. Hodgman noted there are certain fields people
without a permit can play and fields -where you must have a permit to play. He
suggested this should read in the policy more clearly and therefore the Board
should defer the decision on the policy. Ms. Carra moved to accept the athletic
field permit policy with the addition of proper signage in the parks and proper
training of the Park Rangers and Ms. Hallen second. his. Flynn agreed and noted
the importance of signage on those fields for groups with permits only. Mr.
Marsh also agreed that with proper signage in the parts and training of the Park
Rangers the policy meets everyone's needs.
The motion to accept the athletic field permit policy was moved, seconded and
approved with two clarifications: I ) proper signage in certain areas will be posted
(no usage without permit) 2) the policy ►%ill express the note that Park Rangers
should be made aware of the policy and trained how to enforce it.
OLD BUSINESS:
James Park[Recycling Center Update:
Mr. Jerry Scherrer, member of the Recreation Subcommittee of the Recreation
Board, created plans/drawings of a conversion of the recycling center into a
senior center/sports complex. Mr. Scherrer distributeJ copies of the plans and
gave a verbal presentation. In the drawings, the recycling center building was
left in tact because there is another architect stud,.ing the building for its
feasibility as a senior center for the City. The community garden %%as also left
intact. To the right of the recycling building there were three basketball courts,
two indoor soccer arenas, (which can be utilized for indoor lacrosse, indoor
inline skating), and four batting/pitching cages for indoor baseball. The
drawing eliminates one existing pony league baseball diamond and none of the
soccer fields. Mr. Scherrer explained that lights could be added to the other
pony league diamond so the players can play games at night. hir_ Ross
Friedman, Evanston Youth Baseball Association. explained that the EYBA
Board was made aware of the sub -committee's proposal and the possibility of
losing a pony league baseball field. There was a consensus to do what's best
for the community and they asked that arrangements be made to replace the
loss pony league field of that should happen) whether it's in James Park or
some place else.
Nis. Hallen noted she read in the Evanston Review that the senior citizens are
now interested in having the senior center in the research park area Mr.
Hodgman stated there are wonderful benefits to the senior citizen in the sub-
committee's proposal. Besides all that Mr. Schemer mentioned from the
drawings, there would also be an indoor running track and space for an indoor
heath club facility that the seniors would get wonderful use from. Discussion
followed regarding the changing of plans by the seniors and how it affects the
sub -committee's proposal.
Mr. Hodgman said the Human Services Committee has put the Recreation
Sub -committee on their agenda as a regular agenda item. The Human
Services Committee is also interested in learning how the Board is planning to
pay for the sports complex without the City raising taxes. The next phase is
to figure out what revenue would be generated by this facility. Sub -committee
members received an assignment to investigate how- each sport could generate
revenue. Mr. Scherrer %%ill look into baseball; Mr. Domeker will look into
soccer, lacrosse and inline skating. Mr. Hodgman will talk with Dist. 65 to see
if they might be interested in renting the facility. Mr. Marsh will took into
basketball and someone will took into volleyball. Ms. Hallen explained that
while investigating revenue, the Board also needs to consider if the facility
will be a for profit kind of place with some programs or a City of Evanston
center with some rentals. Mr. !Marsh reminded the Board not to lose focus of
what started this project. Southeast Evanston. There is a real need in that
community for a facility. The focus should not be on generating money from
anyone using the facility in order to meet the financial needs. Mr. Marbeny
mentioned there is nothing wTong with calculating revenue to be generated but
at the same time it has to be integrated with another plan to improve other
facilities in Evanston as well.
The Sub -committee scheduled their next meeting for June 10.
BOARD MEMBERS' COMMENTS:
Ms. Fynn thanked the sub -committee for the energy they bring to the recycling
center project and volunteering their time. She apologized for being late and
explained that her softball games have been moved to Thursday nights. Ms.
Carra mentioned that the Board should utilize NII& Flynn expemse with
financial advice. Ms. Hallen had no comment. Sir. Hodgman extended the
invitation to the other Board members to attend any of the sub -committee
meetings. Mr. Marsh reported that the chosen top ten college basketball team
%ill host a clinic in Evanston for FAAM at Fleawood Jourdain. Mr.
Marberry had not comment.
ADJOURNMENT:
Ms. Hallen moved to adjourn, Mr. Marsh seconded, motion carried. Adjourned 9:30pm.
The next meeting is June 17, 7:30pm at the Civic Center, 2100 Ridge, Room 2402.
"Draft - not approved"
Minutes
Evanston Recreation Board
Thursday. April 15, 1999
BOARD MEMBERS PRESENT:
Mr. David Hodgman, President
Ms. Marion Flynn, Secretary
Mr. Richard Marberry, Treasurer
BOARD MEMBERS ABSENT:
Mr. John Lesch
Mr. Don Walton
Ms. Janet Webb
STAFF PRESENT:
"Draft- Not Apprar-ed"
Note: minutes are not m be irn
Mr. Rick Marsh
Ms. Ann Carry
Ms. Margaret Hallen
Douglas Gaynor. Director, Parks/Forestry & Recreation
Bob Dorneker. Superintendent of Recreation
Ron MroA iec. Business Manager
Martha Logan. Public Information Specialist
Mamie Smith. Manager. Fleetwood Jourdain Community Center
Robert Lloyd. Program Manager. Fleetwood Jourdain Community Center
Kevin Wallin. Manager. Chandler-Nexi•berger Community Center
Margaret Parcell, Program Manager. Chandler -Newberger Community Center
Lois Miller. %tanager. Levy Center
Leslie Wilson. Program ,'Manager, Levy Center
Nanci Fraggasi. Operations \tanager, Robert Crown Community Center
Sandra Cole, Program Manager Robert Crown Community Center
George Dotson Program Manager, Robert Crown Community Center
Jim Ferrera Spons/Lake Front Coordinator
OTHERS PRESENT:
Richard Sla-vton
Mr. Hodgman called the meeting to order at 7:35pm. Ms. Hallen moved to approve the consent
agenda and Bills List. Ms. Carry seconded.
PRESIDENT'S COMMENTS:
Mr. Hodgman enjoyed hiving dinner and the opfx)rtunit% to W1 - with the
Recreation staff
CITIZENS' COMMENTS:
None.
DIRECTOR'S REPORT:
Mr. Gaynor introduced Bob Dorneker, who was appointed as the new
Recreation Superintendent_ Mr. Domeker has been the Complex hianager for
Evanston's Robert Crown Community Center and Ice Complex since 1986.
Capital Impmvement Plata Update: The Green Bay embankment
improvement project was approved. Parks/Forestry will maintain the
embankment on Greenbay Road (Foster to Isabella). Redevelopment of
Ackerman, Bent. Currey. Dobson/Brummel. Ellingwood, Leah Lomar. .
Tallmage and Bent parks are expected to be completed by the end of May.
Harbor and T.ciggs parks arc expected to be completed by the fall of 99. The
bathroom at Lovelace is being reconstructed to meet ADA requirements.
Improvements to Chandler -Newberger and Robert Crown Center are almost
completed. An elevator has been installed at the Noyes Cultural Art Center.
Mr. Hodgman asked how much money is being spent on these projects. Mr.
Gaynor answered $4 million to $5 million dollars. not including James Park.
Mr. Hodgman asked if pan of the inventory analysis study to look at w7ays to
spend that money. %*lr. Gaynor explained the study «ill inventory everything
the Parks Department o.N-ns and uses and determine if it needs improvement or
needs to be replaced. Once that decision has been made there %would be
recommendations on ho.v to achieve funding over what period of time to
address those projects. Mr. Hodgman asked if the Board will be consulted
before anything is finalized. Mr. Gaynor said there will be several community
and special interest meetings and the Board will be involved. There will also
be a presentation done before the Board.
Mr. Hodgman noted that a memo from Paul D' Agostino. Parks Forestry
Superintendent. mentioned that fees were used to purchase sand. grass seed
and fertilizer. Mr. Silkaitis explained that the Parks Department has a budget
for all parks. The user fees are spent on improving the athletic fields. Mr.
Hodgman asked if the Board should receive a report of options as to how the
field usage fees should be spent. Mr. Gaynor ans.yered no; that's monitored
by the Parks Department. Ms. Carra said she thought part of the user fees was
to be used to hire a Landscaper. Mr. Gaynor said there was talk of that but at
this point the focus is improving the fields. Ms. Flynn said she received a
phone call from a citizen asking why the grass was removed from the softball
diamond (skinned infield) at James Park. Mr. Silkaitis said that w-as done by
the request of the Little League. He mentioned that it's easier to maintain a
skinned infield and there wasn't much grass there anyway.
James Park Update: Mr. Gaynor gave a visual presentation on the James
Park redevelopment. Topics discussed were project elements. project finding.
project costs. current project phasing and project cost summary. Grand total
for the redevelopment project is S2 million. There was some concern from Nis.
Carra regarding development to James Park Community Gardens that may be
destroyed later should the recycling center become a senior center/
multipurpose field house. Mr. Gaynor explained that the James Park
development will continue, however, most of wfiat's being put in the
community gardens will be salvageable. The James Park development project
will not be put on hold while a decision for the use of the recycling center is
being made. Mr. Hodgman asked if the James Part: field house development
going to continue. Mr. Gaynor answered yes. however, the existing building
will be redesigned instead of building anew one. Ms. Hallen and Ms. Carra
were surprised to hear that a new storage/concessionaire stand was not being
built. Ms. Hallen requested the Board receive James Park development
updates and changes regularly to keep from giving incorrect information to
citizens.
Field Usage: The Athletic Field Permit Policy packet has been updated by
the Evanston Recreation Division to include a less restricted policy for non -
organized activities such as pick up games, birthday parties, etc. Ms. Flynn
received a call from a citizen representing a non -organized group that plays
soccer on the fields. They were unable to attend tonight's meeting and
requested that the Board defer discussion and decisions regarding the field
policy to the May meeting. The field usage policy will be deferred to the May
20th meeting. Ms. Hallen suggested that all groups that use the fields should
also receive a copy of the field usage policy and made aware that this will be
discussed at the May Board meeting.
OLD BUSINESS:
Recycling Center: Mr. Gaynor reported that consultants will do a two phase
study to see if I ) the recycling building is a suitable base for any use and if so,
is it suitable for a senior center and 2) is it suitable for a field house. Mr.
Hodgman asked if there was a commitment to the second phase of the study.
Mr. Gaynor noted the motion that was approved at the Human Services
Meeting included both phases. Mr. Hodgman asked if there «-as a written
description of the two studies. ,Mr. Gaynor said that's part of the contract to
be signed between the City and the consultant. Mr. Hodgman explained that
the Recreation Subcommittee has made a presentation to Human Service
Committee and now there needs to be a plan for a more visual and concrete
proposal. Ms. Hallen noted that the last time the Board put together a strategic
plan it costs a lot of money. Mr. Hodgmaa asked if the Board wanted to
involve outside organizations with preparing a plan/proposal. Mr. Gaynov,
answered that the Board and Recreation Stafidon't have the resources to ado it
alone. He suggested taking interested Human Service Committee membe"
on a tour of a field house to give them a visual idea. Another idea would br a
slide presentation with photos of a field house. The Board could contact
Northwestern or ETHS and request a copy- of their field house drawings. Ek
also suggested writing sport groups asking them specifically what their needs
are. This will not only be helpful for the architect but also with developing a
program and talking about revenue it will generate.
BOARD MEMBERS' COMMENTS:
Mr. Marberry noted that the July Board meeting is scheduled to take place at
the Levy Center. The Board will be notified of the new meeting place. He
enjoyed having dinner and a chance to talk with staff. Ms. Hallen enjoyed
having dinner and a chance to talk with staff. Ms. Carra suggested that there
be a closing ceremony for the Levy Center building. She also enjoyed dinner
and the opportunity to talk with staff. Mr. Marsh congratulated Bob Dorneker
and enjoyed dinner and talking with staff. Ms. Flynn felt that other groups
that use the softball field at James Park should have been consulted or noted
that the field was going to be skinned.
ADJOURNMENT:
Mr. Marberry moved to adjourn, Mr. Marsh seconded, motion carried. Adjourned 9:00pm.
The next meeting is May 20, 7:30pm at the Civic Center, 2100 Ridge, Room 2402.
"Draft - not approved"
"Draft- Not Approved"
Note: minutes are not verbatim
Minutes
Evanston Recreation Board
Thursday, March 18, 1999
BOARD MEMBERS PRESENT:
Mr. Richard Marberry, President
Ms. Ann Carra &U. Marion Flynn
Mr. Rick Marsh Mr. David Hodgman
Mr. Don Walton Mr. John Lesch
Ms. Janet Webb Ms. Margaret Hallen
BOARD MEMBERS ABSENT:
STAFF PRESENT: Douglas Gaynor, Director. Parks/Forestry & Recreation
Mamie Smith. Manager, Fleetwood Jourdain Community Center
Ronald Mrowiec, Business Manager, Parks/Forestry & Recreation
OTHERS PRESENT: Francis Randell. Levy Center
Marjorie June, Lew Center
Gregory Lisinski, Evanston Youth Hockey
Sue Brenner, League of Women Voters
Kathy Carey, Evanston Youth Baseball
Ross Friedman, Evanston Youth Baseball
David Ucker. AYSO
Carl Bova. AYSO
Maria T. Rodriguez, AYSO
Mary Kay Bottorff; WSO
Sue Harmon. Evanston Tennis Assoc.
Tom Omundson. Team Evanston
Sid Schenkier. Team Evanston
Michael Fuller. FRAM
Allen "Bo' Price, Drum & Bugle Corp
Bob Pavrlikowski. Deep Six Volleyball Club
Nancy Seeger. Evanston Running Club
Norm Werd. EYBA
Mr. Hodgman called the meeting to order at 7.35pm. Mr. Lesch moved to approved the February 18. 1999
minutes with noted corrections. Mr. Marsh seconded and all approved. The Treasurer's Report & Bills
List was also approved. However. Mr. Lesch noticed a $1,220.25 payment to Ross Balling listed on the
Treasurer's Report and asked what the payment was for. Mr. Gaynor will have this information for the
next meeting.
PRESIDENT'S COMMENTS:
Mr. Hodgman presented Ms. Carra with a plaque to acknowledged her services as the Recreation Board
President in 1997.98.
Mr. Hodgman explained that the recycling center ma% be available for other uses within the community.
Representatives from different organizations %ere invited to tonight's meeting to help education the Board
of their needs and the potential uses of the recycling center.
CITIZENS, COMMENTS:
Greg Lisiaski, Youth Hockey Director at Robert Crown: Mr. Lisinski feels that a good use for the
recycling center would be a multipurpose field house. This would atuwt families and provide a permanent
recreation presence in James Park. He mentioned the 41 Club in Highland Park as an example of
successful multipurpose field house that draws people from Evanston and its surrounding towns.
Mary Kay Bottorff, President of the Wildkits Swimming Organization (WSO): WSO offer swim
lessons both competitive and recreational. They -use the pool at ET14S in the evening when pool time is
available. WSO has approximately 100 swimmers. down from 140 as fees have almost double. For an
eleven -year old who wants to swim competitively the fee is $600 for the year. Fees are used to pay ETHS
for pool time ($10,000 per year) and to pay coaches. Swimming is offered at the YMCA and YWCA but
you have to become a member. WSO offer scholarship opportunities but because they- have to pay ETHS
and the coaches, they can't offer as many as they would like. Ms. Bonorfi'explained that swimming is the
number two participation sport in the country and a community the size of Evanston should be able to
provide swimming as a sport in an affordable manner. There is no need for expensive equipment or
sophisticated training and everybody can participate_ Ms. Bottorff feels the City should really consider the
recycling center for a multipurpose facility.
Dave Ucker, American Youth Soccer Organization (AYSO): There are approximate)%• 1,800 children in
the Evanston community who play competitive or recreational soccer. AYSO runs an outdoor soccer
program in the fail and spring. They receive a significant number of calls from parents asking about
indoor winter soccer activities. Evanston has no facility to meet that need. Mr. Ucker feels an indoor
recreational facility would be a wonderful addition to the community. Fees for the AYSO fall and spring
program costs families $60 per year, per child and covers cost to the Cit,, (S 12.000 a tiearl for use of the
fields. More than 10% of the participants receive scholarships by wa} of fundraisers and donations from
parents. (wir. Ucker said there is enough interest in the community to have the same participation for a
winter program in an indoor facility. AYSO is an ail volunteer organization of approximately 500 adult
volunteers.
Ms. Flynn asked if the reason AYSO doesn't use gyms for an indoor program due to competition for the
p7ns. Maria Rodriguez, Coach and Board Member of AYSO, explained that during the winter she
tried to secure indoor facilities for practice for the group of 18 girls who participated in a tournament in
California last summer. Not only is there competition but you can't really play soccer on a gym floor.
They usual have to go to the 41 Club in Highland Paris.
Sid Schenkier, Past President, Team Evanston: Team Evanston is a traNcling soccer organization with
approximately 350 children participating. Therc's a fall and spring season. During the indoor season
each team participates in an indoor league. Most of them are at the 41 Club- One problem team Evanston
is confronted with during the indoor season is there is no indoor facility in Evanston. In terms of practice,
this puts them at a disadvantage when they're playing teams that have access to indoor facilities. Mr.
Hodgman asked what does the 41 Club charge Team Evanston to use their facility.
Tom Omundson, Team Evanston answered approximately $25,000 for 12 %%eeks. Mr. Marberry asked
if the 41 Club is usually btiyked by other ctmutr,unittc: as arll as E%wwon since it's the ooh itmoor
facility around. Mr. Omunlsan explained that the% hx%T thtrr in i.,,ir fields which arc putty K%okoi
Although Team Evanston a .one of their best t��:tonitrs, sontctimits they can't get tints an the field. Mr.
Marsh asked about Tcam Banston's fey, for the indk-%it league. Mr. Cimundsott explaine i that the inLdoor
season fees depends on whit the 41 Club charKe-s per team, (usuill. S1.200) \%hick is di%Mod by the
number of play cry
Bob Paw likowaki, Deep Six Volleyball Club: This pea gmm was put together five years aeo for midt3le
and high school atudrnts and has grown every yrstr. This year approximately 200 kids participated in tn-
outs l;nfortunately there are only seven courts at ETHS so the% cut about half the kids. Some of the= go
to the YMCA but Iliac tucilit% is limited in its ability to maintain the number of kids also. The BwmtQa
High School's priority r5 to provide gym space flu its programs and sometimes the volleyball club can't
use the gym space. During the season (end Sepr. - end flay) the club pays the high school $15.000 for use
of gym space (seven gyrri%, two nights per week?; ETHS is not the host to the tournaments because they're
held every Sunday Vie hunt ref a tournament collects approrimateh. S2.000 of revenue each Sunday. Mr.
Hodgman asked how many gym-, of what size are needed to run a tournament. Mr. Pawlikowski said the
typical size gym for a tournament is about four courts 3Oft x 60ft each, to run about 16 -20 teams in a
tournament.
Sue Harmon, Evanston Tennis Associallon: Nit,. Harmon reported last year there were 20 teams and 300
People participating in the summer league play. 7bere were also 500 participants in the tennis program
offered by the Recreation Department. This is all organized tennis and doesn't include recreational tennis
when people just meet with their friend on the roars to play. There are a large and diverse number of
Evanston residents that play tennis. During the wrnier, because there's no indoor facility available in
Evanston, they go to Skokie, Glenview or Wilmersr to play tennis. She feels an indoor facility would
provide a recreational and exercise resource and a home for winter leagues. Ms. Harmon explained that
she didn't have a chance to put together cost for the program but they take out a lot of revenue of town
even winter to play tennis.
Nancy Seeger, Evanston Running Club: The Evanston Running Club has a membership of 125 people.
The club has access to ETHS to run on Sudays, 6:30pm-8:30pm. Jan. - March and May - Oct. An indoor
facility, other than the YMCA or Northwestern Uni%., that provided a treadmill, water and locker rooms,
would be a ideal. Mr. Hodgman asked how many members get access to the Northwestern Uni%. track.
,tits. Seeger answered very feu.
Francis Randell, Levy Center. Ms. Randell agreed that Evanston needs an indoor sports facility
however, there are outer facilities to which each organization can go. The Levy Center is being moved
from its location and at this point there is no place for the center to move to. Ms. Randell spoke with a few
Lc-,-% Center members regarding the center moving to the recycling center. The members feel that although
it wilt be approximately 8-12 months before the center would open and it's not enough room at 13.000
square feet, the City owns the property and it will probably, cost less to add onto the recycling center than
to rebuild a new center. if it is decided to build a new center on lot 18. it could be a three-year wait before
it's open. Lev% members feel the lot 18 area is not safe. The lames Park area is safe, beautiful. has plenty
parking space and room to add an addition to the building. Ms. Randell said if the Levy Center is moved
to the recycling center, it could possibly still be used for sports in the evening.
Michael Fuller, Fellowship Afro American Men (FAANf): FAAM. a basketball league in Evanston for
31 years, has 400 participants in the league. They use nine District 65 gyms September thru February.
The 400 participants are from one try out. They would like to have a second tryout and add more teams
but there is not enough facility space. They would also like to have tournaments but they would need at
least two gyms for a tournament. Mr. Fuller stated when they turn kids away, they are exposed to other
teams in surrounding areas. An indoor facility would benefit the community and the kids.
Allen "Bo" Price, Dram & Bugle Corp: Mr. Price hope: that whate%er the recycling center is used for it
is feasible for all Evanston residents. As a senior citizen, he would like to see the Le-.-% Center moved in
first and then consider recreation. Mr. Price noted that basketKall. sikccr and all other sports are bitc in
Evanston. however, public transportation is not accessible, for families without cars. to get to the fix%.
The'_04 bus and the 97 bus (which comes from Skokie) is the only public transportation to the facilr%y Mr.
Price feels strongly that the facility should ha%r meeting moms. Alan% omanizations in Evanston hxvc no
place to meet. Mr. Price has limited practice space for the Drum & Bugle Corp as %,.ell. He feels that
everyone that spoke at this Board meeting has a vital need for their organization and hopes the City
Council can be convinced that recreation and senior citizens are the most important use for that faciUT%.
Kathy' Carey, Evanston Youth Baseball Association (EYBA): The 600 children that participate in
EYBA have no place to work on their skills during the off season and it's sometime difficult during the
season as well. The children that do get indoor training during the off season go to the 41 Club. At the 41
Club. they practice along side of other kids there playing soccer on one field. Lacrosse on another field -
etc. The 41 Club charges S31 per'/- hour and it's very hard to get gym time. Another indoor facility kids
go to during the off season is the Strike Zone, which is just as expensive. Nis. Carey said an indoor
multipurpose facility, where simultaneously five or six different activities are going on. would be a
wonderful thing to have in Evanston.
Ross Friedman. Evanston Youth Baseball Association (EYBA): Mr. Friedman explained that an indoor
facilin would be an investment for Evanston. Ms. Carey said EYBA has rented indoor space from
Chandler -Newberger, ETHS and a couple of other school gyms but they have to give a lot of notice and
it's sometimes hard. With an indoor facility EYBA could provide a more competitive baseball program
with neighboring communities. Some communities have traveling teams only and that's not an option for
Evanston kids because there is no indoor practice facility. EYBA participants enter some tournaments but
are very unprepared due to lack of practice. Most neighboring communities (North Chicago. Skokie,
Morton Grove, Niles) that play baseball in Evanston don't have an indoor facility either. If Evanston had
an indoor multipurpose facility to offer them, there would he quite a bit of revenue to bring in from these
organizations. Mr. Hodgman mentioned it was suggested to him that an indoor baseball facility at James
Park, would be an ideal place for a professionally run baseball camp during July and August when the park
is not use as much. Ms. Carey explained EYBA has gone through the steps and considered a camp but
there's no indoor facility, not enough space. There are training centers in South Chicago and other parts of
Illinois. There is a tremendous interest for baseball training and it would be a v;onderful opportunity for
Evanston and its neighboring towns. to be able to offer an indoor facility. Ms. Carey said James Park is
one of the best parks on the North Shore with the back to back diamonds, lights for nieht games, soft ball
diamonds and parking. James Parr is %en unique and the Cit-% is not making the most of it.
Norm Werd, Evanston Youth Baseball Association (EYBA): Mr. Werd added that the space a baseball
facility would take up in the recycling center wouldn't be very much at all. A baseball training facility
would need two batting cages that would fit in the ceiling and take four minutes to raise or lower. a wood
gym floor which other sports organizations could use, and a pitching area for a portable mound that can be
put away after use. A multipurpose facility is very much needed in Evanston. Many organizations are
going to the 41 Club.
Mr. Friedman (EYBA) asked if the Board will have a follow up to the comments made tonight for
additional feedback. Mr. Hodgman stated he hopes the Board will conclude that this is something worth
pursuing. If so. the Board may contact interested organizations for assistance as it moves forward with
developing a plan and proposal for the City Council.
Mr. Hogdman asked Mr. Gaynor to report on the recycling center. Mr. Gaynor explained that several
months ago the City decided to privatize the recycling program and it was turned over to a private
contractor as of the March i, 1999. It was determined that there would be one or more public hearings to
discuss the best use of the facing. When the recycling program ended, the animal welfare group,
neighbors to the recycling center, was the fitxt group to express interest in tlrc fwilit%. At this time *w
Recreation Board was also talking about possibly i onverting the center into a recreation field house;. The
Past President of the Recreation Board. Richard Marberm. made a brief presentation to the Human,
Services Committee regarding the Board's interest in the facilit%. T►►k► yveeks ag t the tiuman Ser%tiian
Subcommittee was discussing sites for the Le►% Centcr and Alderman tie►►man suggested the rrcvO ne
center as a possibility. Since then, the Subcommittee has taken a tour through the facility and have rmet
with rAo architectural firms. One firm will be awarded a contract to give an estimate to convert the tfaa-ility
into a Senior Center. Members of the Levy Center have developed a program that lists the needs fur, .a
Senior Center that was similar to a generic recreation center. Two specific types of activity rooms lifted
were an arWcraft room and a multipurpose room. There was also a desire to make sure the ceiling was
high enough to accommodate volleyball and basketball. The contractor will have three weeks to give an
estimate to convert the center. Mr. Gavnor told Ms. Randell not to feel threatened by this meeting awl he
wanted to let her know that there were at least two groups interested in the facility before the seniors The
Board's intent was to hear from all the groups they work with including the Levy Center which is in tie
jurisdiction of the Recreation Board.
Mr. Hodgman asked Mr. Gaynor if the architects will consider multiple uses that would accomnxxLur the
senior citizens and other recreational groups. Mr. Gaynor answered no. They will focus on the Senicx
Center. Mr. Friedman mentioned he thought the downtown redevelopment project included a new Levy
Center in the downtown area and asked what happened with that idea. Mr. Gaynor said that's still urrdtr
consideration.
Ms. Webb left at this time
Mr. Hodgam asked if the Board had comments on how it should proceed. Mr. Marberry said the Board
should discuss whether they have enough information to make the presentation to the Humans Services
Committee worthwhile. Ms. Carra feels the Board should somehow utilized the chosen architectural firm
to answer questions from the Board regarding a multipurpose facility. Ms. Hallen noted that of the eleeven
speakers, nine of them expressed a need for a gym facility. Mr. Walton noted that because some of the
activities mentioned are held part of the year, they could all be incorporated and the facility could be used
to its maximum, including the senior citizens. The Board agreed that its subcommittee should continue
gathering information to make sure the recreation community's concerns are communicated to the Human
Services Committee and City Council, Mr. Hodgman requested that organizations willing to provide more
information to the subcommittee leave their address information.
Mr. Walton left at this time.
DIRECTOR'S REPORT:
Mr. Gaynor introduced Ronald Mrowiec, the new Recreation Business Manager.
Capital Improvement Plan Update: The City purchased a rescue boat for the water front to be used for
emergence purposes and patrol only. Previously, the aquatics camp boats were also used for this purpose
but they are not large enough to accommodate Lake Michigan's larger waves.
Senior Citizen Center : On behalf of Mr. Joe Connelly. Taekwon Do Instructor at the Levy Center. Ms:.
Carra asked Mr. Gaynor if there were plans in place to assure a space for his program while the Levy
Center is in transition. Mr. Gaynor answered a number of programs use the Levy Center in the evenings
and they were all told they would have to find another location. He had told Mr. Connelly there was a
possibility his program could have a space in the interim center but he couldn't guarantee it. He also
recommended that Mr. Connelly contact Kevin Wallin, Chandler -Newberger Center Manager, to see if
space was available. There was none available. Mr. Marsh noted that YMCA is having the same pmblem.
Open gyTn has diminished because volleyball has taken over. Mr. Hodgman stated the Recreation
Department and the City should do everything possibly to support those organizati%%ns creating recr tionaI
opportunities to this community.
OLD BUSINESS:
Field Usage: Mr. Lesch distributed field usage information to the Board and said the policy is over
restricted. He mentioned that na+cy: -ports or7_zni:�:ions don't use the fields as much in the summer Time
due to the many restrictions, including permits_ He suggested making the field usage policy less restricted
while stiii maintaining control of usage. Mr. Marsh agreed with Mr. Lesch. He feets the policy shoufid be
more accommodating to the community. One issue is that you have to have insurance in order to get a
permit to use the fields, which is sometimes hard for the groups to get. Discussion followed regarding the
amount offield usage. Mr. Leah asked why more sports groups don't use the fields in the summer. Mr.
Gaynor explained that it's not that the sports groups aren't permitted to play. Their program season ands
and in August attendance dwindles as people go on vacation. He said the recreation staff' could prepwc a
recommendation for the Board to discuss the use available, keeping in mind control and being able m
maintain the turf: Mr. Lesch said his main concern is for groups that would be unlikely to qualify for a
permit. The way the policy is written they can't be on the fields without a permit. Mr. Hogman expiaioed
there may be no formal solution but the Board wants to be certain that staff understands what they're trying
to accomplish and administer the rules to achieve that result. Ms. Carra said another issue is defining
informal pickup and a structured group. A group could say they're a pickup game to get out of paying
insurance.
BOARD MEMBERS' COMMENTS:
Mr. Lesch had no comment. Ms. Carra said tonight's meeting was a good meeting and thanked the
subcommittee for organizing it. Ms. Hallen agreed with Ms. Carra and said the meeting showed how
much a facility is really needed. Ms. Flynn complimented Mr. Gaynor and the Recreation Department on
the Women in Human Services invent. She noted that the YWCA was not recognized. The YWCA has
the only shelter for battered women and their children on the North Shore. Mr. Hodgman had no comment.
Mr. Marsh also mentioned that the Women in Human Services invent was a great success. FAAM will
have their annual banquet at Fleetwood Jourdain March. 20.
ADJOURNMENT:
Ms. Flynn moved to adjourn the meeting, Mr. Ltsch seconded and all approved. The meeting was
adjourned at 10:00 p.m. The next meeting is 7:30pm, April 15, 1999 at Robert Crown Community Center,
1701 Main Street.
"Draft - not approved"
"Drat!- Not Aroved"
Note. minutes are not te^rbatim
Minutes
Evanston Recreation Boarti
Thurso%-, February 18. 1 01W
BOARD .MEMBERS PRESENT:
Mr. Richard Marberry, President
Ms. Ann Carra Nis. Marion Fhnn
Mr. Rick Marsh Mr. David Hodgman
Mr. Don Walton Mr. John l.esch
BOARD MEMBERS ABSENT: Ms. Janet Webb
Ms. Margaret Halien
STAFF PRESENT: Douglas Gaynor, Director, Parks/Forestry & Recreation
Bob Dorneker, Manager, Robert Crown Center
Jim Ferrera, Program Coordinator, Sports & Lake front
Kevin Wallin, Manager, Chandler -Newberger Center
Margaret Parcell, Program Manager, Chandler -Newberger
OTHERS PRESENT: Dick Peach, Evanston Boat Ramp Association
Rick Sauk, Evanston Boat Ramp Association
Dick Seaman. Robert Crown advisory Board
Randy Roebuck, Evanston Youth Hockey Association
Julia McEvoy. Southeast Evanston Parent Association
Mr. Marberry called the meeting to order at 7:35 p.m. Mr. Hodgman moved to approve the consent
agenda and bills list. Mr. Marsh seconded and motion carried.
PRESIDENT'S COMMENTS:
Mr. Marberry reported he and Mr. Gaynor attended the February 22nd, Human Services Committee
meeting and spoke of the Board's interest in the recycling facility. The Human Services Committee
recommended the Board write a letter to City Council regarding this issue_ The Board will write a letter to
the City Council indicating their strong interest in the use of the recycling facility for the Recreation
Department. The next Recreation Subcomminee meeting is scheduled for February 26, 7:00am.
CITIZENS' COMMENTS:
Dick Seaman. President of the Robert Crown Advisory Board, introduced a new Advisory Board member,
Randy Roebuck_ Mr. Seaman expressed his concern regarding the budget hearings and wanted to know
when there would be an opportunity to make a presentation to speak on various issues as it relates to the
budget. Mr. Gaynor explained that the Recreation Board has had operation budget updates listed on its
agenda for input from the public. At this point City Council has passed the budget. Mr. Seaman also
wanted to know with the budget cuts, will the Park Patrolmen's hours be cut back. Mr. Gaynor answered
no. Ms. Julia McEvoy, a member of the Southeast Evanston Parent Association. could not stay for the
entire meeting. She left a letter she had written, which Mr. Marberry read aloud, asking that the following
queries be covered in the minutes:
1) The Southeast Evanston Parent Association would like to secure a copy of the 1999 Operating Budget
ti
?) The Southeast Evanston Parent Association .%ould like to l n.}r. the lure am & ltur mmmatu
for the Southeast Evanston Chde [lark feasibility stud..
3) The Southeast Evanston Parent Association %%ould likc a status rriwxt .,n the l 1 k cv Para, trailer u�tt
and an evaluation.
4) What are the immedinte plans for the summer fali prvigraming (v Southeast F%W?'3,1n C'hdc Terri;"
5) What plan does the Board hive to communicate infortnation on thr summer rwgrams of C l%dc Pats,
to the Southeast Evanslrm aura residents.)
Mr. Gaynor suggested that the Irtirr he referred to staff for a response. Mr. %lart%ern will correspood with
Ms. McEvoy to let her know stxif will respond to her letter. Discussion folio►.ed m=—ding the
appreciation of the Southeast Evxnstnn Parent Association's interest and enthusiasm.
DIRECTOR'S REPORT:
Operating Budget Update: The City Council adopted the budget. The recreation Enudget was approved
with minimal changes from what was presented at the February Board meeting. The ihudget cut with
respect to the Arts Council's grant program was reinstated. $7,200 in subsidy funds awcre reinstated. Tice
Forestry Division received an increase of approximately S600,000 to provide a tree rntmming program.
Capital Improvement Plan Update: The Capitol Improvement Plan was adopted as ;=rented.
Recreation was also given an additional $55,000 to replace a slide at Leahy Park whidt was removed this
past year due to safety issues. The Park Ranger Program as well as trash pick up in the parks was also
approved in the budget.
The new Business Manager, Ronald Mrowiec, started on February 17. and will attend the next Board
meeting. Interviews are scheduled for the Recreation Superintendent position. Finalises will be chosen
and there will be an evening reception held to give the Board and staff a chance to meet them and give
their opinion. The Director of the Evanston Arts Council. Jonathan Glus, resigned and has accepted a
position in Pasadena. CA. Mr. Gaynor has started the interviewing process and is working with the Arts
Council to fill that vacancy. There are now two vacant positions at the Noyes Cultural Arts Council
Center.
Senior Citizen Center Update: The Human Services Committee has formed a subconwninee to work with
staff to find an interim location for the Levy Center and a permanent location for the new Levy Center.
Two locations are being investigated for an interim location at this point. Ms. Cana asks if Mr. Gaynor
felt it necessary for a Board member to be on the subcommittee or will staff represent the Board. Mr.
Gaynor is on the subcommittee represented as staff and a Board member. Other staff on the committee are
Jay Terry, Director of Human Services, and Judy Aiello, Assistant City Manager.
NEW BUSINESS:
Outdoor Tennis Proposal: Mr. Wallin reported the Chandler Newberger Center received a $1,100 grant
from the US Tennis Association to provide free tennis lessons for children this summer. Ms. Parcell
requested approval from the Board to award the outdoor tennis contract to Frank Sacks Tennis Camps for
all three outdoor tennis programs for 1999. Ms. Flynn motioned to approve the request Mr. Marsh
seconded and motioned carried unanimously.
OLD BUSIN -SS:
Flag Football - Alderman Kent was not present at the meeting. Mr. Marbaty suggested that the Board
atssezn this back to the staff to follow through on the information gathered from surveys received. Mr.
Hodgman clarified with Mr. Marberry that the consequence of his suggestion would be that the Board's
posnion, opposing play offs, would stand. Mr. Marberry answered yes because that is what staff
recccrtmended_ Mr. Lesch explained that this issue was brought to the Board for a decision. The Board Imo►
an obligation to snake the policy decision and not forward it to staff. Mr. Gaynor asked to what extent doe'
the Board want to get involved in policy decisions. Staff who are professionals in their Feld should make
certain day to day decisions. Mr. Hodgman moved to reinstate play offs at the 4th and 5th grade levels. Jim
Ferrtm Recreation Sports B: Lake front Coordinator, noted that if play offs are approved, some teams will
never- have equa) opportunity at winning the games. Teams that are not equal in numbers or talent. One
example. Baker School has a roster of approximately seven kids versus the other schools that have 20. Mr.
Hodgman feels that part of the challenge for staff is to make it work. He would like for the Recreation
Board to identify a sport and pass a resolution asking the staff to create an inter scholastic league. Bob
Dorreker noted how the league has changed for the better without play offs. Mr. Wallin explained that at
the -cth and Sth grade level most kids are playing in a basketball league for the first time. At this age the
emphasis is sportsmanship, skills and how to play the game. Mr. Marberry commented there is a level at
which the Board needs to be involved with policy decisions and the Board will look into this. Mr.
Marbern called the vote on the motion to reinstate play offs in the 4th & Sth grade sport leagues. Mr.
Lesch and Mr. Hodgman voted to reinstate play offs, all else opposed. The motion for opposition carried
and ptay offs will not be instituted at this time.
Mr. Lesch mentioned he forwarded a written report on field usage to Mr. Marsh. Further materials will be
circuLned to the Board and this will be put on the agenda at a later date.
BOARD MEMBERS' COMMENTS:
Ms. Carra thanked Mr. Marberry for his service as the 1998-99 Recreation Board President. Mr. Hodgman
presented a plaque to Mr. Marberry from Mr. Gaynor and the Recreation staff, honoring his valued service
as Recreation Board President. Ms. Flynn noted FAAM had a great turn out for their basketball play offs
and pancake breakfast, two great community events. She was happy to hear that FAAM's subsidy funds
were reinstated in the budget. Mr. Walton was also happy to hear that subsidy, funds were reinstated in the
budget He said working in the school system, he has witnessed the direct effect FARM, and programs
like it. have on the children. Mr. Marsh explained that FAAM is making a positive impact in the
community-. Besides basketball the program focuses on mentoring, role modeling, and has set academic
standards for the participants. Mr. Marsh learned from ETHS Head Coach that in the last two years, none
of FAAti'1's participants were pulled from playing basketball due to academic ineligibility. He also
thanked the Recreation Department for all its support to keep the funds available. Mr. Lesch also thanked
Mr. 1Vlarbem, and was glad the Board made the policy decision regarding play offs instead of forwarding it
to staff. NIT. Marbem- thanked the Board for its support to him during his term as President. It was a great
experience for him and he looks forward to working with the Board in other capacities. He also wished a
happy buthday to Mr. Gaynor and Mr. Dorneker,
ADJOURNMENT:
Mr. Lesch moved to adjourn the meeting, Mr. Marsh seconded and all approved. The meeting was
adjourned at 8:55 p.m, The next meeting is 7:30pm, March 18, 1999 at Fleetwood Jourdain Community
Center. 1655 Foster St.
"Draft - not approved"
"Draft- Not Approved"
Note: minutes are not verbo im
Minutes
Evanston Recreation Board
Thursday, January 21, 1999
BOARD ME.ICBERS PRESENT:
Mr. Richard Marbery, President
Ms. Ann Carry Ms. Margaret Hallen
Ms. Janet Webb Ms. Marion Flynn
Mr. Rick Marsh Mr. David Hodgman
Mr. Don Walton
BOARD MEMBERS ABSENT: Mr. John Lesch
STAFF PRESENT: Douglas Gaynor, Director, Parks/Forestry & Recreation
Bob Domeker, Manager, Robert Crown Center
Lois Miller, Manager, Levy Center
Mamie Smith, Manager, Fleetwood Jourdain Community Center
Gary Silkaitis, Supervisor of Sports and Recreation Maintenance
Kevin Wallin, Manager. Chandler -Newberger Center
Martha Logan, Public Information Specialist
Mr. Marberry called the meeting to order at 7:35 p.m. Ms. Carr -a noted that her name was printed in the
December meeting minutes for which she did not attend. The minutes should read Ms. Hailer, With the
correction, it was moved to approve the consent agenda, seconded and motion carried.
PRESIDENT'S COMMENTS: None
CITIZEN'S COMMENTS: None present.
DIRECTOR'S REPORT:
Affiliate Group Status -Mr. Gaynor gave an overview of the affiliated organization information report
received by the Board. Ms. Hallen gave complements on the format of the report. Discussion followed
regarding the Makers Inc., a youth soccer group that hasn't been heard from since they received affiliated
status several years ago. Mr. Gaynor mentioned the Board may want to look at the sponsorship
requirements. We need to be careful about asking for reports that place a burden an the group. For
example, we ask them to file an annual report with the Superintendent of Recreation at budget preparation
time. Mr. Gaynor mailed Insurance information, provided b% the National Recreation and Parks
Association, to Mr. Weiland (Lacrosse). Mr. Weiland's primary concern was cost of insurance.
The City Manager has asked Mr. Gaynor to act as the Snow Command Manager during the absence of
Vanessa Burns, Director of Public Works, who recently had surgery. Mr. Gaynor gave a deposition
regarding an accident that happened in January of 1997 at the James Park sled hill. Someone suffered a
neck and back injure sledding down the backside of the hill and running into a parked car. Mr. Gaynor
also attended court regarding embezzlement by an ex -employee, Bookkeeper.
Operating Budget Report- Recreation staff each gave an overview of their accounts.
Gary Silkaitis-171 l/ Parr utility account needs another $20,000 for next year for the added air
conditioning and gas furnace at Lovelace. 1721/ Church Street Boat Ramp revenues didn't change but
expenses went way up (mainly transfers from other areas). Every year 525,000 is spent on short protected
CIP money created for overtime to dredge the Church St. Boat Rapp. That money is now in the operating
budget. The salary for the ramp attendants was taken out of the bea:.h element and put it in the Church St.
Boat Ramp element. The ramp attendant's hours will be cut back. Last year money was given for the
attendant to keep the lake front open from May I st thru the end of Oct That was scaled back and it's not
going be open at all in October. 1723/ Dempster Launch Facility - expenses are SI00 more than the
previous year. The revenues are up 56,000. We're asking for funds to take care of the boat racks. We feel
we can ask for a fee increase from the boaters if we can give them i•omething in return. Mr. Marberry
suggested assigning the same rack to the boaters and have them be responsible for repairs on their assigned
rack. A lot of the boaters are annual users. 1724/ Beach - expenses are the same - revenue increased.
Because of the City's problem with the budget, beach token fees were increased. 1726/ Ice Rink & Sled
Hill - expenses (salary) this year is budgeted at S4.900. 57,200 wars budgeted for next year. The
Recreation Department proposed to cut the ice rink and sled hill from the budget but the Budget Director
put it back in. The salary increase is to keep the staff interested since they only work when there is enough
snow. 1732/ Sports soccer, baseball. softball- expenses are the sarrt: but revenue went down a little bit
Softball isn't doing well. 1734/ Aquatic Camp —we're projecting the same revenue and same expenses.
The proposed 52,000 for a new sailboat was cut. We can keep repairing the one we have but eventually
it's going to fall apart. The sailboat should be replaced every 2 to 3 years. 1725/ Recreation Maintenance
-in the personnel service area $306.000 was propose. That's been cut to $287.000 part of which is 2 six
month seasonal staff persons that were to work at the lake front with a full-time staff person. Also, because
the full time person will be at the lake, another 6 month seasonal is needed to take his place - that was cut
from the budget also. So there will be a full time person and 5 high-school or college students doing lake
front maintenance. This will result in only one crew, instead to two, picking up litter and cleaning
bathrooms along the lake front. in contractual services the biggest imrcase was fleet services. $28,000
was spent retaining vehicles last year. This year it's 540,000 (due to transfer from CiP). 1741 / Special
Programs -this no longer exist. It was proposed to cut the entire $7 200 which was subsidy for Co -Pops
($500). FAAM ($6,245), Sailing Club (7..500). Bicycle Club (2,500). Running Club (S100) and
Badminton Ciub ($300). Mr. Gaynor explained that all of those subsidies were eliminated. Letters were
sent to the presidents of those organizations indicating their subsidy µas eliminated based on the City's
budget situation. Letters were sent as a courtesv and they certaink hart a the opportunity to go to the
Council during the public hearings and talk about it. Ms. Viynn noted that the cuts seemed substantial,
especially FAANI. Mr. Gaynor mentioned that in FAAM's case there was an inequality in the affiliate
groups. The Board passed a polio} to charge a fee for those organizations (soccer, baseball, basketball.
etc.) that use our fields to provide for a higher level of maintenance on those fields. There's a $5.00
charge per kid. per season, to use the fields but no charge to FAAM for the use of the gvm at the
Fleetwood Jourdain facility and they're serving the same kind of sery k e. Mr, Marsh stated FAAM offers
mentors and build relationships with the kids going into high school. There's a significant difference in
FAANI versus the other organizations. Mr. Gaynor explained that in addition to the subsidy being
eliminated there is still no fee charged to FAANI for using the facilities while the other organization's
subsidy has been eliminated and they still pay a fee. So there is an acknowledgment of the extreme efforts
that FAAM is putting forth through their program by not charging any fees. Ms. Hallen and Ms. Flynn
were interested to know how this cut would affect FAAM. Mr. Marsh said FAANI spent 540,000 on its
program last year, some of which was received through fund-raisers. Mr. Hodgman asked what
alternatives were considered. Mr. Gaynor stated the primary focus was providing youth programs at the
centers the Recreation Department is involved in.
Mamie Smith-1714/ Fleetwood Community Center - 528,900 was cut from original S499,000 proposed
budget. Last summer there were 15 players per team for the middle school program. We were hoping to
expand the league by 14 teams. Because of cuts we'll have to settle for 2 teams. Part-time & temp sailaries
were reduced by restructuring camp counselor's hours and staggering the start and departure times. $3.000
was cut from building maintenance. Computer maintenance was eliminated and will be handle by the: MIS
Department. Contractual services was reduced by S4.000 An inc-Tease was proposed in that line items
because currently every division within the department uses the recreation buses for field trips. There are
two buses for three centers, plus special recreation. Robert Crown has been vM supportive in renting ant
additional bus during the summer. The number of field trips will be reduced. The food allowance was
reduced by $1,500 and recreation supplies by S4.000. We will not buy as many games, buy games that will
last and encourage children to bring in their favorite games. Funds for a personal computer was eliminaaed
$1.500 was restored in the budget for office equipment. Revenue %%ill increase to S 105,000 which is up
$10.000 from this year. Currently the center has achieved the goal of $95,000. 1715t Fleetwood
Jourdain Theater- there were no reductions. Mr. Gaynor said since he's been A ith the City, there's be =
a major concern by a number of Alderman regarding the $43,000 rental fee paid to Family Focus. Ms.
Smith, along with Jonathan Glus of the Arts Council, are looking w ways to soften that. The children's
theater moved from the Levy Center a couple of %ears ago to Fleetwood Jourdain and Ae're thinking of
possibly moving it to Noyes to free up some space and bring another theater group in to reduce cost or
share the rent. Family Focus receives a considerable amount of money from our Community Development
Block Grant funds. 1716/ At Risk- the budget increased by approximately S21,900. That increase is
based on the increase in staff' for the summer food program which is 50% of this budget and of that amewn
96%. is reimbursable. This year S89,000 was reimbursed for the summer lunch program. We were cited
by the state regulator for not having a floater at the lunch site to monitor children taking lunches off the
camp grounds. At the Robert crown site kids were going behind the school to have there lunches which
constituted off the site. We mar have to redefine the boundaries to include the playground areas as part of
the lunch site and that means Ae'il have to have monitors in those areas. Ms. Carra asked if there is wav to
get a committee together to see ghat can be done regarding Family Focus. Ms. Smith explained there was
a committee that was formed th a years ago. They looked at alternatives to that space and trying to reiorate
the theater and it wasn't economically feasible. The deliberation we're experiencing now with the increase
in rent of about $12,000 started from the accounting position to access the City's portion with tax. Fami h
Focus pays taxes on the quare footage space that they lease to us. That's why there's an increase of almost
$4,000 on the lease. There were no changes to the Drum and Bugle corps.
Senior Citizen Update -The Mather Foundation and the YMCA are negotiating a deal. There seems to be
a list of issues they haven't been able to get past. We still have lot 18 and the plan is to build something on
that lot. The Performing Arts Center continues to become in much more doubt.
Lois Miller- 1717/ Levy Center - revenue expectation for this year �s S 135,400 - increased from last years
W6,727. Expenses decreased. The biggest one is A ith the building supervisors and part time staff.
Rentals for program %%ere reduced. instructor fees Acre reduce S6.000 by offering less classes. Food was
cut by $500 along with other cuts totaling $15,000. Ms. Carra asked if Mr. Gaynor and Ms. Miller were
both part of the discussion with the Mather and YSICA. Mr. Gaynor is. Ms. Miller isn't. Mr. Gaynor
stated the Mather Foundation isn't interested in a partnership to construct a facility with the City. They'll
build with the YMCA and the Cit% can buy memberships. With the current fees that the YMCA charge
their senior citizens, it «ill cost the city, if %Ne did a total subsidy of each senior. S206.000 a year.
Martha Logan - 17041 Arts & Recreation Magazine, Highlights Newsletter - increase in salary for an
assistant who does the Highlights Newsletter. The postage budget was increase by S2.000. Contractual
services (delivery door to door) %%cnt up $300 dollars. The printing budget was reduced by $6,000.
Revenue pretty much stayed the same. Ms. Flynn questioned if door to door delivery %as cheaper than
postage. Yes. Mr. Gaynor noted that the department undercharges for the advertising in the magazine.
They haven't analyzed yet to determine a proposed increase and what it should be. Nis. Logan said
advertizement takes away space used for programs so it hasn't been something aggressively pursued
When you charge more, you have to provide a better service and we don't spend a lot of time panharodling
our advertisers and going out to visit them.
Bob Dorneker - I712/ Robert Crown Community Center- custodial staff evening hours will be reduced.
Part-time staffduring the after school program will be reduced. Because of the reconstruction at James
Park the drop in program there was eliminated. The recreation supplies for that program ►were also
eliminated. 55,000 for new gymnastic equipment was cut. Chandler Newberger will share some of dwe
old equipment. Current expenditure for the Robert Crown Community Center budget is S457,600 and
revenue is S21 1,900. 1728/ Robert Crown Ice kink - 53.000 cut by reducing permanent part time office
assistant and custodial staff hours. 52,000 cut by rotating camp staffs schedule. 52,000 cut by increasing
ratios for the evening child care program. $3.000 cut by reorganizing the field trips and taking a loon at the
busing situation. Currently expenses are $837.000 and revenue is $865,700. Mr. Hodgman asked hone that
compares with revenue last year? Mr. Dorneker responded they had projected 5805.00Yi and came in at
$895.000. The skate park will open a little later on the weekend. The after school busing program will
have to be reorganized also. Ms. Carra noticed the centers w cre all cutting staff hours and asked if we
were sacrificing quality in a committed person uhen hours are cut. An older person needs to have a longer
day job. Ms. Smith answered in a situation like that other full-time staff may have to pitch in and help.
The centers wouldn't settle for less quality. Full time custodians will redevelop a systematic program for
the things that are done daily, weekly, monthly, quarterly by temp staff.
Kevin Wallin - 1713/ Chandler Newberger Center. Mr. Wallin crunch the numbers from 1990-93 and
funding at the Chandler center on a 3 year average is exactly the same as it was for those 3 years. In
addition to that in 1992 Chandler was assigned to have tennis and special recreation in 1997. The center is
open 15 hrs. per day, 7 days a week, 5.000 hours per year. There are 2 full-time staff and that includes the
whole area for tennis and special recreation. There are 1200 youth and 600 adults that participate in the
programs each week. That includes 41 adult classes. 30 pre school, 55 youth and sports classes and 8
special recreation totaling 134 classes per week. Not including the indirect cost of facility management, it
costs $22.32 per hour to keep the building open. During 1992 thru 1995 youth programs, gymnastics
classes and the volleyball league were double what they are now. The YMCA. Skokie. Willmene,
Northwestern and the Evanston Athletic Club halve all upgraded in the 90's and cut into our revenue.
Primarily aerobics has really suffered. Revenue is down to $20.000 from $50.000. Chandler has 72 part-
time staff. That includes 55 working Chandler. I I working special recreation and 6 working tennis on an
ongoing basis from fall through spring. Overall the Chandler budget does show a 5% increase from last
year. Mr. Wallin doesn't anticipate any major program cut backs. Just trimming here and there with
summer programs. Tennis- There's really no change except for $500 increase for tennis equipment.
1743/ Special Recreation - Mr. Wallin is proposing a new program manager. So far the special recreation
program has tripled since the early 90's. The special recreation coordinator's hours are being cut 35% (her
request). Mr. Wallin would really like to get more involved in ADA training for staff to know how to deal
with people with disabilities. Also. because of public a%kareness more disabled people want to be included
in programs and ADA costs have gone up for e►eryone. So the centers absorbed the cost to provide that
service. Mr. Gaynor noted part of the ADA law covers inclusion. There are more and more families that
want to take their children, not necessarily to a Special Recreation program, but a regular program and we
are obligated by law, to include them in the program. The centers try to cover the cost when a handicapped
person wants to participate and need assistance. Last year Chandler provided a golf program in seven
parks and had a 2 hour clinic in each park. They're proposing that program again. Mr. Wallin is hoping
51.000 is approved versus last year's 5500. That was the end of the operating budget report by staff.
Mr. Gaynor mentioned that at the budget meetings City Council asks questions which can be responded to
in person or sometimes in ►►riting. The three questions he has to respond to fiu the Faris. hcractr% ;rla d
Recreation Dept. are l ) What is our monetar% conunintell t to the Peter Jams gotf Coursc \,r.,e. if t3 m-s.
any cost that comes frvlm the Water Reclamation District its pas-m.- f on to Peter Jyns Oolf C vumce. _1 T C%
wanted a better explanation of ho►► ►►c would propose the tree trimming prognuu. ]-he ttec trimming
program has a high profile right no►► becausw It's impacting a lot of other issues. licsidcs the hralth of the
tree, driving down the streets you can't see streets signs or traffic signs and neightworh►txis ar: dark
because trees cover the street lamps. This becomes a safer. issue. 3) Anal%ic the pros and of h.at~7i12e
an independent park district like Wilmette. «innetka and `kokic.
Mr. Gaynor reported there has been absolutely no mo►enient on the Kendall College idea. htr Marsh
proposed that the Board become advocates to make surf; g_titns are built in the community. He', concerned
that focusing on pushing programs for the Clyde /Callan area and finding a facility in Southea4 Eyanum
is stopping the Board fmm doing anything else in other parts of the City. Mr. Gaynor agreed ►»th Mr.
Marsh's idea and said the Board should take an active advocacy role and propose the Recyclime Center
become a park and recreation facility and be convericd to a field house. James Park is in the process of
redevelopment and mas be that could be included. Ms. [fallen suggested the Board submit a request to be
on the Human Services Committee agenda. She also suggested Mr. Gaynor organize a meetir,.g with the
Board prior to meeting ►with the Human Services Committee to go over what's to be presented and how.
Mr. Marsh said the Board should take an active role in corking with Mr. Gaynor in making a
determination of how this works. Mr. Gaynor mentioned there could be a task force, a subcom=ittee, a
group or the whole Board and he certainh would take Ibis. Hallen's suggestion and try to put the
information together. Now is the time to do it %%ether it's the ►whole Board or a subcommittee of the Board.
The recycling center will be cleaned up to an extent so that it deesn't become rat infested and then moth
balled for a year. During that year there will be public meetings where the Council would hear proposals as
to the kind of usage for the space. The baseball and soccer organizations are interested in the space too.
With a field house you can move thins in or out. It can be an indoor soccer arena and after due game is
over, it can be batting cages for baseball or an indoor Lacrosse, etc. Strategically, if the Board goes to the
Human Services Committee with representatives from soccer, baseball, dog park, etc. that rna� help push
this across with City Council. It has the potential because of the high ceilings. It's long enough and wide
enough. Mr. Marsh said it would be a good idea for members of the Board to work with Mr. Gaynor and
his staff to clearly understand the up and down sides and be better prepared when making a pr_•sentation to
the Human Services Committee. Sir. Marsh, I1vir. Marberry. Mr. Ilodgman and Ms. Carra all +,olunteered to
be on the subcommittee. Ms. Carra asked Mr. March if he ►vas speaking of the Recycling Center
specifically? No, the Recycling Center ►would probably be a priority but vve'd look at opportunities in
other arras also. his. Carra said this needs immediate attention. Mr. Marbern agreed a ith Ntr Marsh that
its a good idea to leave a subcommittee that Mould have some authority from the Board to go L-rward and
decide what the advocacy position should be on the Southeast Evanston situation. Make a decision about
that and perhaps go for►vard. The Board kno%%s that there arc some limitations on that at this point and we
don't know how to overcome them. Especially on the Southeast Evanston portion. The Rec}cling Center
is a fairly significant issue right now and it's important to have a group specifically designed mid set aside
to focus on that particular issue. Discussion followed regarding a meeting date for the subcotrunittee. This
vvas undecided, ho►vever, Sir. Gaynor and Mr. tiiarberr_► sill both attend the next Human Services
Committee meeting. 1 26,
Mr. Hodgman asked ►►hen we access user fees, with respect to soccer, is it being used to improve
equipment. Mr. Silkaitis answered yes. There are several nevv sets of bleachers that were delNered. They
will be placed soon. Mr. Marberry thanked the recreation staff on behalf of the Board, for the budget
presentation. Staff left at this time.
Mr. Gaynor reported he is interviewing for the Business Manager position. Two finalist have been
selected and he hopes to make a decision on I i15199. Interviewing for the Superinicndent will start
S?1'99.
NEW BUSINESS:
Rotxtioo of officers - Nfs. Hallen suggested taking a different approach with the rotation of officers to
make sure every member has a chance to serve in each office. Ms. Flynn is unable to accept president's
term this year due to scheduling conflict. Mr. Hodgman agreed to serve as president. The new officers for
1999n000 beginning 3/1199 are David Hodgman. President; Marion Flynn, Secretary: Richard Marbem,,
Treasurer.
OLD BUSINESS:
Flag Fooibsell - Mr. Gaynor suggested this be deferred to February's meeting as Alderman Kent was not
present.
BOARD MEMBER'S COMMENTS:
Ms. Flynn has noticed a lot of unused space in the Service Center building and wondered if there was a
possibility to exploit it for revenue generation. She also mention that there hasn't been any discussion in
Board meetings about preparations for the millennium. Mr. Gaynor explained that a portion of the CIP
money will be spent on information systems to prepare us for the millennium. Mr. Marsh expressed
disappointment that is was proposed to eliminate the subsidy for FARM instead of reducing it He wants
the Recreation Department to know FARM extremely appreciates everything they do for the organization.
He also invited the Board to attend the FAAM's Pancake Breakfast_ Mr. Marberry had no comment. Mr.
Walton had no comment. Ms. Flynn had no comment. Mr. Hodgman hopes that during his term as
President the meeting never goes past 10:00pm. Mr. Gaynor commented that he has had Boards that try to
end their meetings quickly. The Board has major challenges ahead and staff appreciates the members
taking the necessary time to do the business of Recreation Department,
ADJOURNMENT:
Mr. Sfarberry moved to adjourn the meeting. it was seconded and all approved. The meeting was
adjourned at 10:25 p.m. The next meeting is 7:30pm. February IS. 1999 at the Robert Crown Community
Center, 1701 Main Street.
"Draft - not approved"