Loading...
HomeMy WebLinkAboutMinutes 1997 - 1998q,. EVANSTON RECREATION BOARD MINUTES February 20, 1997 Ms. Carra called the meeting to order in the absence of Mr. Marsh, at 7:36 p.m. The meeting was held at the Civic Center, 2100 Ridge, Evanston, IL. BOARD MEMBERS PRESENT Ms. Ann Carra Ms. David Hodgman Ms. Margaret Hallen Ms. Janet Webb (at 7:38 p.m.) Mr. John Smith BOARD MEMBERS ABSENT Mr. John Lesch Mr. Rick Marsh, President Mr. Richard Marberry Ms. Marion Flynn STAFF PRESENT Patrick Casey, Acting Director, Parks/Forestry & Recreation Robert Dorneker, Interim Superintendent of Recreation Mamie Smith, Fleetwood-Jourdain Center Director Kevin Wallin, Chandler -Newberger Center Director Jim Fcrrera, Sports Coordinator Elaine Ferris, Executive Secretary OTHERS PRESENT Alicia Lane, Mcdill School of Journalism Ms. Carra called the meeting to order at 7:35 p.m. CONSENT AGENDA Lacking a quorum, the board's consensus was to approve of the Consent Agenda, including the minutes of the January 16 board meeting; the Treasurer's Report and Bills List in principal. The Board also approved a service award to Darlene Nilges in appreciation of her outstanding service to the Recreation Board. Staff will present the award as she was not able to be present. At this point Ms. Webb arrived. Ms. Webb moved to approve the consent agenda, Ms. Hallen seconded. Motion carried. STAFF REPORTS Jim Fen -era advised the bids for James Park lights would be in the following week. Mamie Smith noted that over 2000 attended the FAAM Pancake Breakfast. There were no incidents at High School Basketball. The Basketball potluck banquet is March 15. The Children's Theater production opens March 7 at Fleetwood-Jourdain. This change in site from the Levy Center allows the set to be re -used and gives the children access to professional lighting and staging. The transition has gone very well, acting classes are part of the program. Mr. Dorneker said a new venture this year is the Evanston Home Show at Robert Crown. The Home Show was going .4 . . to be cancelled because the space at Northwestern was not available, but enough people really wanted it that the space was made available at Crown. The Ice Show is the 3rd weekend in May, 285 participants are already registered, the largest cast ever. Hockey and Broomball are both at maximum registration. The House League joined USA Hockey and Hockey League of Illinois, this will clear up overall sanctioning irregularities. DIRECTOR'S REPORT The City Manager asked for a 1% overall reduction as a preventive measure in case the parking ticket increase is not approved. Decisions will be made Friday and staff is trying to restructure and not cut any programs. Ms. Webb asked for earlier input to the Recreation Board on these matters, and queried if salary savings could fill in part of that amount. A packet giving recommended reductions will be sent to the Board prior to Council budget approval. Ms. Carra queried the proposed reduction in ice rink guards and it was clarified these were for the outdoor rinks. Mr. Dorneker noted that reductions may not be necessary depending on Council's action. Curry Park and Tallmadge Park are possible additions to the list of parks being renovated this year. Mr. Hodgman asked the process for budget revision after the Recreation Board approves the budget in September. Mr. Casey said the City Council can change items after that point. The Interim Superintendent will be rotating between five current supervisors: Bob Dorncker in February/March, Linda Lutz in April/May, Jim Ferrera in June/July, Kevin Wallin in August/September, and Mamie Smith in October/November. Staff will meet weekly to keep each other informed on issues throughout the process. Ms. Carra asked for Board presence in the search process for the new Director. Super Saturday camp registration at the Civic Center went very well. OLD BUSINESS: SCHOLARSHIP UPDATE A draft of the revised and simplified form was presented by Mamie Smith. The form states exactly what sources can be used to provide proof of residency and proof of income. Ms. Webb moved to approve the form as presented, Ms. Hallen seconded. Motion carried. At this point there was a fire alarm. 'Be meeting reconvened several minutes later outside the building. NEW BUSINESS: HYDRONICS MAINTENANCE The present company, Hydronics, has maintained the heating and cooling CONTRACT systems at Robert Crown for the prior six years and is entirely familiar with the system. They also service a number of area facilities. Mr. Hodgman asked if the contract was competitive. Mr. Dorneker said staff had done a cost comparison and the rates are very competitive. There was discussion of the anticipated slight increase in hourly rate for repairs not covered under the contract. Ms. Webb moved to approve the contract, Mr. Hodgman seconded the motion, the Board unanimously approved execution of the two year contract. -4. . ERICKSON FUND The Evanston Youth Baseball Association requested sponsorship of two CONTRIBUTION teams through the Erickson Fund for $450 each or $900 total. Ms. Webb moved to approve, Ms. Hallen seconded the motion. The Board approved unanimously. ROTATION OF OFFICERS: The board completed rotation of officers, passing the gavel to Ms. Came, President, Ms. Webb, Treasurer, and Ms. Hallen, Secretary. COMMENTS FROM BOARD Mr. Hodgman asked for an update on soccer and baseball field condition and asked when Lovelace soccer Feld would be available. Ms. Carra noted the excellent production at Fleetwood-Jourdain and thanked Ms. Webb for providing supper. The Board thanked Rich Grodsky for a wonderful year and wished him well in his new job in Elmhurst. Ms. Webb asked staff to monitor fee assistance to determine if verification was necessary each six months or could be done yearly. ADJOURNMENT Ms. Webb moved and Ms. Hallen seconded the motion to adjourn the meeting sine die, and reconvene to discuss further budget cuts, if needed, on Monday, February 24 at 6:30 p.m. in the Recreation Conference Room at the Civic Center. Motion carried and meeting was carried at 8:37 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be on Thursday, March 20, at 7:30 p.m. at the Fleetwood-Jourdain Community Center, 1655 Foster. EVANSTON RECREATION BOARD MINUTES January 16, 1997 'Draft -- Not Approved" Mr. Marsh called the meeting to order at 7:32 p.m. The meeting was held at the Chandler -Newberger Center, 1028 Central St., Evanston, IL. BOARD MEMBERS PRESENT: Ms. Ann Cerra Mr. Rick Marsh Ms. Margaret Hallen Mr. David Hodgman Mr. Richard Marbarry Ms. Marion Flynn Mr. John Lesch Mr. John Smith (at 7:40 p.m.) BOARD MEMBERS ABSENT: Ms. Janet Webb STAFF PRESENT: Richard Grodsky, Director, Parks/Forestry & Recreation Mamie Smith, Fleetwood-Jourdain Center Director Kevin Wallin, Chandler -Newberger Center Director Margaret Parcell, Program Manager, Chandler -Newberger Darlene Nilges, Executive Secretary Elaine Ferris, Secretary 11, Parks/Forestry OTHERS PRESENT: Sue Brenner, League of Women Voters CONSENT AGENDA Ms. Hallen moved approval of the Consent Agenda, consisting of the Bills List, the Treasurer's Report of December 31 and Minutes of December 19, 1996. Mr. Lesch seconded the motion, which passed unanimously. ANNOUNCEMENTS Mr. Grodsky said that he was pleased to relay the City Manager's announcement that the executive assistant's position in the Manager's office will be filled by Darlene Nilges of Parks/Forestry & Recreation. The Board congratulated Ms. Nilges and wished her well. Mr. Grodsky also reported that the Manager is in the process of deciding how to fill the Director's position in the Department on an interim basis; and that a regional search would be conducted to fill the position on a permanent basis. Further, it was noted that the permanent Director would have permission to hire a Recreation Superintendent. In the interim, a coordinator for the Division will be assigned. Finally, Elaine Ferris, presently in Parks/Forestry, will perform the duties of Executive Secretary on a temporary basis. and will be the Board's contact with the office. The Board welcomed back Elaine, who had worked as Recreation Division Secretary before the Department's reorganization. Mr. Marsh and Board members expressed their appreciation for Mr. Grodsky's Invaluable expertise, and presented Mr. Grodsky with a token of their appreciation. Mr. Hodgman noted he had never received so much direction as he recently got from Mr. Grodsky upon his appointment as a Board member. He noted the confidence he had In Mr. Grodsky's experience, and said the information and preparation Mr. Grodsky provided at meetings was excellent. Mr. Grodsky thanked the Board. COMMENTS FROM it was noted that two people who had Inquired about addressing the Board were OBSERVERS not present tonight. The Board informally recapped their previous discussions concerning youth sports competition, and discussed some issues regarding the feasibility of a "dog park" in Lorimar Park. FLEETWOOD-JOURDAIN Ms. Smith reported on activities for the upcoming 40th anniversary celebration, including ADVISORY BOARD a dance, worship service with Bishop Moody, and a poetry reading and introduction to Black History Month with Noyes Center staff. The Monday evening dance on Jan. 20 will feature Alderman Kent as keynote speaker, excerpts from the upcoming play, and a choir. A video of the event will be available. RECOMMENDATIONS: Ms. Smith outlined the scholarship committee's recommendations that would provide SCHOLARSHIP COMMITTEE clear information on income status and need for assistance. The Board reviewed a new application form that delineated in a checklist format the various Information required In three categories: (1) students, (2) employed adults, and (3) unemployed adults. Mr. Grodsky noted that the goal must be for all programs to be both accessible as well as equitable. With the Information provided by the suggested changes, a determination could be made within three working days. It was noted information provided by applicants remains valid for six months. The Board discussed the Information being requested and its comprehensiveness, which it was felt would allow the program to be administered consistently at all the Centers and stop the tendency of some to "shop around" from center to center for the "best deal." It was noted approximately $60,000 - 480,000 per year Is spent on the program, contrasted to gross revenues of between $2 and $3 million. It was noted scholarship applicants in most cases are not taking the place of paying customers In programs. The existence of an exception form for persons who do not fail under the scholarship guidelines was discussed. Ms. Cerra discussed how information on the necessary documentation could be spelled out in our publications, through the newspaper and by staff when first contacted by phone. The Board accepted the changes. TENNIS CONTRACT Mr. Wallin discussed the proposed 1997 tennis contract with Frank Sacks, the fifth consecutive agreement with Mr. Sacks' organization. The Board discussed the two proposed decreases In Youth Camp and Junior Tennis Camp fees, and the attendance Incentive for Mr. Sacks built Into this agreement. It was noted that since the Division has utilized this organization, attendance, budget and customer satisfaction have all increased. Mr. Smith suggested a correction In section 3.4. Discussion: Evanston is one of Mr. Sacks' larger accounts; the difficulty in comparison of this agreement with that of other park districts, many of which have their own tennis canters and staffs, which impacts on how much is charged participants; the approximate $6,000 in revenues the Division receives from the program. Mr. Hodgman moved approval of the contract as corrected; Mr. Marberry seconded. Motion approved unanimously. OLD BUSINESS The Board decided to attend the Sunday, February 16 matinee of the Fleetwood - THEATRE OUTING Jourdain Theatre production of "And i Ain't Finished Yet." The Board accepted the offer made previously by Board member Webb to host a dinner to follow. It was decided Elaine Ferris will contact Ms. Webb and collect the Board's contributions toward the dinner. Mr. Marsh noted the good food and fellowship the Board experienced at the previous outing. COMMENTS FROM BOARD Mr. Grodsky explained the rotation process to occur at the February meeting, at which time Ms. Carra will assume the Board Presidency, and Ms. Webb and Ms. Hallen will become Treasurer and Secretary, respectively. Mr. Smith noted the many positive changes he saw at Robert Crown since his children attended 18 years ago. To his question, Mr. Grodsky explained that new computers scheduled for the Department would be stated to retire our oldest computers, and that some of our oldest computers at Crown at 'dumb" terminals and still functional. Mr. Hodgman, Mr. Grodsky and the rest of the Board discussed the Board's role in being an effective advocate for recreation In Evanston. Mr. Grodsky reviewed the architects' progress and upcoming report concerning the Chandler Center and the gymnasium study. Ms. Carra discussed preparation of a time line to keep on focus. Mr. Marberry requested that Ray Green & Associates attend the Board's February meeting and give a report. Mr. Hodgman and Mr. Grodsky discussed the James Park allocations scheduled over five years and the high priority the Board placed on the renovation. Ms. Hallen noted the new logo for the Division. Mr. Grodsky explained the oak leaf symbol, based on an image on the Tallmadge street lights, is being used throughout the entire Department and is a unifying element for the four Divisions. Mr. Marsh commented on how the upcoming rotation of officers made him aware of how quickly the past year's efforts went by. He congratulated Mr. Grodsky on his new opportunity and said it had been a pleasure. Mr. Grodsky said the pleasure was in working with the Board. ADJOURNMENT Ms. Hallen moved to adjourn the meeting, Ms. Carra seconded the motion. Motion passed and the Recreation Board adjourned at 8:37 p.m. NEXT MEETING The next regularly scheduled meeting of the Recreation Board will be on Thursday, February 20, 1997 at the Civic Center, 2100 Ridge Avenue, at 7:30 p.m. "Draft -- Not Approved" "Draft - not approved" EVANSTON RECREATION BOARD MINUTES April 17, 1997 The meeting was held at the Chandler -Newberger Community Center, 1028 Central, Evanston, IL. BOARD MEMBERS PRESENT: BOARD MEMBERS ABSENT: Ms. Ann Carra, President Ms. David Hodgman Ms. Margaret Hallen, Secretary Ms. Janet Webb, Treasurer Mr. John Lesch Mr. Richard Marberry Mr. Rick Marsh Mr. John Smith Ms. Marion Flynn STAFF PRESENT: Patrick Casey, Acting Director, Parks/Forestry & Recreation Linda Lutz, Interim Superintendent of Recreation Paul D'Agostino, Superintendent of Parks/Forestry Robert Domeker, Manager, Robert Crown Complex Mamie Smith, Fleetwood-Jourdain Center Director Kevin Wallin, Chandler -Newberger Center Director Myra Gorman, Special Recreation Jim Ferrera, Municipal Sports Coordinator Margaret Parcel], Chandler Newberger Center Elaine Ferris, Executive Secretary OTHERS PRESENT: Sue Brenner, League of Women Voters; Steve Strauss, Judy Alonso, Marsha Raanan, Lawrence Eisen, Park School & Park PTA; David Ucker, AYSO; Judith Treadway, Southeast Evanston Recreation; Rick Weiland, Lacrosse Evanston. Ms. Carra called the meeting to order at 7:35 p.m. CONSENT AGENDA Mr. Hodgman moved to approve the Consent Agenda, including the minutes of the March 20 board meeting including correction of attendance to show as absent from the February 20 meeting - Mr. John Lesch, Ms. Marion Flynn and Mr. Rick Marsh; the Treasurer's Report and Bills List. Mr. Marberry seconded, motion carried unanimously. STAFF REPORTS Initial interviews for Director of Parks/Forestry & Recreation took place on April 7 & 8. Ms. Hallen requested Board input into selection of the new Director. Mr. Casey clarified that board input was solicited for the Superintendent position, which acts as staff for the Recreation Board, but not for Director. The confusion was caused by the recent combination of the two positions. Ms. Mills -Palmer, Youth Sports Coordinator, will be retiring at the end of August after over 20 years with the City. Staff clarified her position is responsible for some youth basketball, softball, summer drop -in programs, Clyde -Callan, Baker and Nichols summer programs &: camps, outdoor ice rinks and sled hill personnel, Spring Out camp and indoor tennis. Mr. Hodgman noted that there is an active youth league program for elementar% schools, but in 6, 7 & 8th grade programs focus elsewhere. He asked that staff target middle school youth as an underserved community and advise him of progress in that area. Ms. Carra moved the agenda item concerning Southeast Evanston to this time. SOUTHEAST Ms. Lutz referred to copies of the revised Southeast Evanston Comprehensive EVANSTON Plan and raised the question of how Recreation programs and policies can work RECREATION: together with the plan. Current afterschool and Saturday drop -in programs are being held in the police out post on Howard Street, which does not have space for more than passive programming for 10-15 people. The other programs take place at the Clyde -Callan basketball court and park area. A mobile classroom has been suggested, to increase space for programming and storage of equipment, but staff believes this would only be a short-term solution and start-up costs are very expensive. As indicated on the Attitude & Interest Survey, staff is investigating possibilities for a recreational center in the neighborhood, possibly in conjunction with police and/or social services staff. Programming moves outside through summer. Staff is targeting September for an indoor program site. It was suggested that basketball hours at Clyde -Callan could be extended to 11:00 p.m. during summer when many young adults stay out late. Further investigation is needed to judge impact on area homeowners before requesting a variance to the ordinance. Staffing for such extended hours is very difficult to find. Mr. Hodgman questioned if staff also had programming of interest to girls. Mr. Lesch asked details of the site search. Mr. Casey indicated it was under way, but that funding was questionable. Mr. Marberry asked about the possibility of piggybacking with a health care facility. SPECIAL RECREATION Mr. Wallin informed the Board of a late -summer mini -camp at Lovelace park for MINI -CAMP: special populations. Parents have requested the program. There are no school or recreational programs at all in August. Cost for the two -week camp would be approximately $215 each. Parents at the meeting noted that although transportation would be nice, they were aware that the cost would be prohibitive. Park School PTA indicated their willingness to help support the program with some funding. The Board indicated initial support for the proposed program. Ms. Gorman invited the Board to the annual trip to the Special Olympics in Bloomington June 21-22. SKATEBOARD PARK: Mr. Domeker noted the wide age range of current users. A pass system for use is in place. Purchase of professional equipment is included in summer funding. Area is used by skaters and bikers. Going well so far, parents assist as monitors in evenings. Mr. Hodgman asked if it was drawing skateboarders away from the downtown area; staff indicated it was too early in the year to tell. LACROSSE EVANSTON: Mr. Weiland thanked the board for field support and gave an update on activities. 4 CLYDE-BRUMMEL Mr. D'Agostino noted that the proposal recently sent out would have expanded BASKET BALL COURT the court by IV each way, still not a regulation size, but as large as possible in the area given. The project would be funded through CDBG funds, but there were no bids. He will call bidders to fax information to him and ask for this as an emergency purchase to try to complete it before the basketball season starts. The court needs 34 weeks to cure before the coating and striping is put on. FIELD USE POLICY: Mr. Ferrera presented background information on field reservation policy and recommended changes. Evanston has half as many fields and five times the organizations using them as neighboring suburbs. Recommended: James, Crown, Mason, Bent and Lovelace fields be reserved, commit for current groups only, cap current field use at present level, levy an extra $5 per child to all affiliated groups, charge non-affiliated groups $l0/hour, local non-profit groups $25/hr., add $25/hr for lights. No reservations for non-resident groups. Money collected would go to restricted fund used for field equipment and field improvement. One staff member would be exclusively detailed to field maintenance from March through October. Soccer fields would not be used until mid -April, to allow for early upkeep and seeding. A budget and 5-year plan would be set 2P after meeting with all groups. As an example, the field aerifier purchased in 1958 is sti11 in use. Newer equipment works faster, leaving more time for other needed maintenance; but there is no budget for such equipment at present Other improvements to site amenities could follow. Ongoing maintenance cost is currently in the range of $12-15,000/yr. The Board recommended a special meeting to discuss the field use policy be set for 6:30 p.m. prior to the regular May 15 meeting. COMMENTS FROM There were no comments from the Board. BOARD: The Interim Superintendent for June & July Board meetings will be Jim Ferrera, Municipal Sports Coordinator. ADJOURNMENT Ms. Webb moved and Mr. Lesch and Mr. Hodgman seconded the motion to adjourn the meeting. Motion carried and meeting was adjourned at 10:02 p.m. "Draft - not approved" The next regularly scheduled meeting of the Evanston Recreation Board will be on Thursday, May 15, at 7:30 p.m. at the Robert Crown Complex,1701 Main St. The meeting will be preceded by a special hearing on the Field Use Policy at 6:30. "Draft - not approved' EVANSTON RECREATION BOARD MINUTES March 20, 1997 The meeting was held at the Fleetwood-JotmWn Community Center, 1655 Foster, Evanston, IL. BOARD MEMBERS PRESENT BOARD MEMBERS ABSENT Ms. Ann Cara, President Ms. David Hodgman Ms. Margaret Hallen, Secretary Ms. Janet Webb, Treasurer Mr. John Lesch Mr. John Smith Ms. Marion Flynn Mr. Rick Marsh Mr. Richard Marberry STAFF PRESENT Patrick Casey, Acting Director, Parks/Forestry & Recreation Robert Domeker, Interim Superintendent of Recreation Mamie Smith, Fleetwood-Jourdain Center Director Kevin Wallin, Chandler -Newberger Center Director Jim Ferrera, Sports Coordinator Linda Lutz, Ecology Center Coordinator Donald Stehlin, Public Works Supervisor, Parks Div. Elaine Ferris, Executive Secretary OTHERS PRESENT George Reigle, Ray Green & Associates, Sue Brenner, League of Women Voters, Junad Rizki Ms. Carra called the meeting to order at 7:30 p.m. CONSENT AGENDA Mr. Lesch moved to approve the approved the Consent Agenda, including the minutes of the February 20 board meeting - revised to delete rt-Denlow ; from attendance, show Mr. Lesch and Ms. Flynn absent and W. Marbeny and Mr. Hodgman present; the Treasurer's Report and Bills List. Mf. Hodgman seconded, motion carried. Mr. Smith moved to formally adjourn the February meeting, Ms. Hallen seconded the motion, motion carried. STAFF REPORTS Mr. Wallin invited the board to March Madness basketball competition Friday 3/21 and Saturday 3/22. Friday adult teams play and Saturday is a free 3-on-3 contest for young adults, about 65-70 teams. St. Patrick's volleyball tournament went very well. Jim Ferrera said jetski permit lottery for residents has been completed, 15 of the 25 available spaces are taken. After checking residency, the remaining spaces will be offered for sale April 1. Mamie Smith advised that the Allstar Championship game and High School champion/staff game were currently taking place. The Mayor and Dr. Curry spoke at the High School Basketball banquet, and awards were given for sportsmanship, leadership, citizenship as well as academic excellence. The Children's Theater auditions are beginning. A benefit at the North Shore Hotel, on March 27, 5:30-11:30pm, features a number of exciting items for silent auction, as well as entertainment, for a moderate cost. Ms. Lutz talked about current programming and mission of the Ecology Center and mentioned the "turtle egg hunt" March 29. Mr. Domeker said the Evanston Home Show at Robert Crown was well received. A discount coupon for ice skating was offered at the show. The House hockey league is 1st in the division in the state. One speed skater and four figure skaters at Crown have qualified for national competition. Work continues on certification of hockey referees, expected completion date is August. Staff is looking for a n Arts & Crafts instructor. Skateboard rink passes will be required for the outdoor rink beginning April 1. Investigation into improved equipment is under way. Some discussion followed about usage, age of users and liability, and posting signs. The Interim Superintendent for April & May Board meetings will be Linda Lutz Ms. Carta thanked Bob Domeker for his hard work in the past months. OLD BUSINESS: GYMNASIUM STUDY: Mr. George Riegle, of Ray Green & Associates, furnished a summary on meetings with advisory boards and staff at Chandler -Newberger, Fleetwood- Jourdain and Robert Crown Centers. The next step in the process is site plans and mass diagrams with conceptual costs. Ms. Carta, at this point, emphasized that the Board's priority, as indicated by the Attitude and Interest Survey, was on underserved needs in southeast Evanston, which was not addressed in the preliminary document, as there was no identified site. The focus of the planned improvements is first to serve these needs. Mr. Casey said the site could be multipurpose, the problem was to identify a site. A joint venture, perhaps with the school district, is a possibility. Mr. Marsh suggested if a gym space is not ideal for meeting program needs, that the needs be met with other space. Mr. Casey suggested a site be identified and preliminary figures given by August/September prior to the Capitol Improvement Program deliberations. Mr. Hodgman asked if the possibility of public/private partnerships had been considered and asked that discussion be placed on an agenda in the future. Mr. Casey advised when permanent facility space was added, space for Special Recreation needs should be considered, both storage and office space. Ms. Carra asked how the Board could help in site determination. Mr. Domeker said that the legal department is researching ownership in the area. NEW BUSINESS: FIELD MAINTENANCE Mr. Stehlin, Parks Division Supervisor, presented information on the current UPDATE maintenance, a compromise schedule and an ideal schedule for maintenance of playing fields. The current schedule allows maintenance mostly during the two summer months. Mr. Stehlin suggested one field each year should be taken out of play to allow a complete renovation and rest. Lovelace Park is currently being rested and will be back in play this Fall. Mr. Stehlin reiterated the need for the Board to revisit policies and use of the playing fields. Ms. Webb moved to add discussion on the field use policy to the April agenda. Mr. Casey clarified the agenda item would include looking at the usage of the playing fields and policies, ascertaining the level of activity the fields can support, determining if there is any field time available and establishing current policy and guidelines for field use. Ms. Hallen seconded, motion carried. Mr. Casey added, the possibility existed of charging for field use. Ms. Cana asked that affiliates be included in discussions. COMMENTS FROM BOARD Ms Carra thanked Mr. Marsh for his service and excellent leadership and presented him with an engraved gavel. Mr. Marsh said he looked forward to another great year with Ms. Carra as President. Ms. Carra thanked Mr. Domeker for his tenure as Interim Superintendent, and welcomed Mr. Stehlin. She mentioned the recent drowning incident and asked the Board be notified immediately of such incidents. Ms. Webb welcomed all to the FAAM banquet Saturday, March.29, 5-7:30 p.m. and noted this year, there are team trophies for highest academic achievement. Next year is the 30th year for FARM and Mr. Gene Bell, commissioner since the inception of the program, will be retiring. Mr. Hodgman reiterated his interest in enhancing funding with public/private partnerships to go with the ambitious goals. Ms. Hallen said institutions benefit with a good and strong community behind them. Ms. Flynn thanked Mr. Marsh again for a his service as President of the board. ADJOURNMENT Ms. Webb moved and Mr. Lesch seconded the motion to adjourn the meeting Motion carried and meeting was adjourned at 8:45 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be on Thursday, April 17, at 7:30 p.m. at the Chandler Community Center, 1028 Central. Please note the change in site. "Draft - not approved" W. - "Draft - not approved" EVANSTON RECREATION BOARD MINUTES June 19, 1997 The meeting was held at the Civic Center, 2100 Ridge Ave., Evanston, IL. BOARD MEMBERS PRESENT: BOARD MEMBERS ABSENT: Ms. Ann Carra, President Mr. David Hodgman Ms. Margaret Hallen, Secretary Mr. Rick Marsh Mr. John Smith Mr. Richard Marberry Ms. Janet Webb, Treasurer Mr. John Lesch Ms. Marion Flynn STAFF PRESENT: Patrick Casey, Acting Director, Parks/Forestry & Recreation Jim Ferrera, Interim Superintendent of Recreation Paul D'Agostino, Superintendent of Parks/Forestry Robert Dorneker, Manager, Robert Crown Complex Mamie Smith, Fleetwood-Jourdain Center Director Kevin Wallin, Chandler -Newberger Center Director Linda Lutz, Ecology Center Coordinator Robert Lloyd, Fleetwood-Jourdain Center Elaine Ferris, Executive Secretary OTHERS PRESENT: Judith Treadway, Loretha Henry, Denean Henry, Southeast Evanston Recreation, Lucia Norris, Southeast Evanston Parents Association, AYSO (2 representatives) Ms. Carra called the meeting to order at 7:32 p.m. CONSENT AGENDA Ms. Webb moved to approve the Consent Agenda, including the minutes of the May 15 board meeting, the Treasurer's Report and Bills List and appointment of Margery June to the Levy Advisory Committee. Ms. Flynn seconded. Motion carried unanimously. COMMENTS FROM Mr. (AYSO) noted the presence of a representative of EYBA and AYSO at the public OBSERVERS: hearing on the Field Use Policy. DIRECTOR'S REPORT: Mr. Casey discussed the Capital Improvement Plan. The yearly total, which includes park improvements, street paving etc., is about $4 million. The plan is revised yearly in August/September and covers a five-year span. Mr. Hodgman asked how much is actually funded this year, and which parks were involved. Mr. Casey noted a grant proposal had been written improvements at James Park. Regardless of the success of the grant, improvements will be made with funding scheduled in the CIP. Staff is cautiously optimistic about success of the proposal. Mr. Hodgman asked if priorities for renovations currently in the CIP were proposed by the Recreation Board; and how the money was to be spent at each park. Mr. D'Agostino clarified that as each I redevelopment is planned, community meetings are held to determine neighborhood needs, and the final blueprints and budget reflects these considerations. Mr.. Hodgman asked if the Board tour of programs can include redevelopment sites under the CIP. The Board suggested adding CIF sites to the annual tour of programs. SOUTHEAST Mr. Casey reported that a possible site to lease for a southeast Evanston community EVANSTON SITE: center had been found. An offer will be made shortly. Some discussion ensued on a lease versus lease with option to buy, and inclusion of the police outpost in the building. Funding is available this year for a lease from special fund initiatives earmarked for Clyde -Callan since a mobile site would not be needed. If all goes well, programming could start with the new school year in the fall. Mr. Marberry said the process of funding a southeast Evanston community facility is an issue lhat really should be addressed in this year's CIP discussions. The Board is committed to this as one of the priority issues brought forth in the recent Attitude and Interest Survey of the community. Mr. Marberry asked if funding for the gymnasium space, also requested in the survey, was included in the current CIP; Mr. Casey recommended the Recreation Board request both items be included when the planning committee meets in late summer. Ms. Webb noted the Board's continued efforts towards implementing priority items on the Attitude and Interest Survey, particularly in southeast Evanston. Ms. Carra asked for volunteers from the Board to put specifics together for the Capital Improvement Plan to be available for the July Board meeting. Mr. Hodgman and Mr. Marberry will do so after the tour. SUMMER FEEDING Staff applied for a grant for the summer feeding program for children's lunches at three PROGRAM: sites: Fleetwood-Jourdain, Crown Center and Clyde-Brummel. About 700 meals are served at the three sites, five days a week. Marriott has chosen one site as a pilot program for Saturday, through St. Francis Hospital. Ms. Hallen asked how staff recognized the need for a program, Ms. Smith said that for the last several years, about 50-60 children a day who come without lunch to camp have been given lunch, funded by the Fleetwood-Jourdain Advisory Board and VFW. The State Board of Education grant offered training and funding for this larger program. Mr. Marsh asked about possibilities for job training within the program, staff will follow-up more fully later. CLYDEBRUMMEL The basketball court redevelopment is complete, posts installed, backboards were BASKETBALL COURT: scheduled to be installed earlier this week. Recently, some residents met with the alderman and requested that the basketball rims and backboards not be re -installed. This causes a problem, in that planned recreational programs have been delayed awaiting completion of the installation. A community meeting has been scheduled involving a larger number of neighbors, to discuss the issue. Staff opinion is if the current program is canceled, area residents who play at ClydeBrummel may go to other parks, creating usage or other problems. Staff advised, if Clyde-Brummel is closed permanently, then programs at Mason Park may be delayed until a solution is found. Ms. Hallen said if people feel strongly, they should attend the meeting and let their be heard. Ms. Henry showed a number of petitions from Southeast Evanston residents, signed by adults and youth in the neighborhood, asking the court be completed and reinstated. She said Callan/Clyde Neighbors are holding a rally and news conference at Clyde/Callan on Saturday; the parents association and the neighborhood. Mr. Marsh noted that, possibly contrary to some opinions, problems in the neighborhood would not be solved by simply taking a basketball court out of use, there are larger issues. Ms. Webb stated the Recreation Board had already approved the programs and renovation of the basketball court. Ms. Webb then moved the Board be at the meeting, state its position and support the completion of the basketball court at Clyde/Bn mmel. Ms. Hallen seconded the motion. Mr. Marsh stated this is one of the top items requested by the community in the Attitude and Interest Survey. Mr. Marberry noted the Board had previously committed to resurfacing of the basketball court and continued Neighborhood programming. A citizen's group asking the City' Manager and alderman to make a change of the program should not change current programming. Ms. Hallen noted everyone should be heard, and Mr. Hodgman said Board decisions should be made based on all information available. He noted that the neighbors - not in the audience - requesting rims not be replaced had not been heard, and asked what their concerns were. This eleventh hour request undermines the last four years of staff effort directed towards at -risk programming. There 96 signed up for the new Peewee Basketball program, 85 for High School basketball, and 45 for adult basketball, with a scheduled start date of .Tune 16. It was also noted that the area was unusually quiet in the evenings because the street is torn up and traffic is minimal. Ms. Webb asked that Ms. Carr contact the City Manager and Alderman Rainey, and whoever else is necessary to put forth the Board's opinion that the court should be completed so programs can resume. If necessary, Ms. Webb will attend the scheduled community meeting to present the Recreation Board's opinion. Mr. Hodgman asked to amend the motion before the Board to include immediate action; Ms. Webb accepted the amendment. Motion carried unanimously. SUPERINTENDENT'S The Board reviewed enabling legislation for the Playground and Recreation Board. REPORT: Mr. Mayberry said he had looked at the current code, and believes no changes are needed. Staff noted that the name "Playground and Recreation Board" is set by state statutes and cannot be changed by the City Code, however, the Board could be called "Evanston Recreation Board" in common usage. Mr. Ferrera furnished a calendar of field use requested by Mr. Lesch. The Wildkits have agreed to use Fleetwood- Jourdain lighted field three nights a week. The Board requested follow-up report on distribution by Evanston Neighborhood Conference of free beach tokens. All tokens have been distributed during the previous year and the current year. Tour of programs date is set for July 14, 9:00 a.m., with continuation to Capital Improvement sites. Mr. Hodgman asked if the Wildkits football were affiliated, Mr. Ferrera said no. He will furnish information on their status at the July meeting. Kendall College has no field space currently, but they are renting gym space at Robert Crown for the basketball program. NEW BUSINESS SKATEBOARD PARK: Ms. Cara asked about enforcement of use of safety equipment at the skateboard area at Robert Crown. Mr. Dorneker said signage is in place, but that no full-time supervisor is in attendance. A crackdown on safety use is scheduled to start soon. Staff does emphasize safety equipment in talking to the participants, as a part of the Program. Ms. Hallen wrote to the Health and Human Services committee in efforts to renew relationship with the Recreation Board, and asked staff to follow-up as an answer has not been received. She asked that the Board meet with the new Director of Parks/Forestry & Recreation as soon as possible, and that staff set a special meeting to lay out issues and concerns. She also noted that prior relations with the Health and Human Services committee were a very productive way of sharing information and getting assistance. Ms. Carra shared a letter to the City Manager, reflecting the Board's concern over non -participation in the hiring process of the new Director. COMMENTS FROM Mr. Hodgman reiterated his commitment to partnerships with other institutions in the THE BOARD: city as one of the ways to approach fundraising. Mr. Smith congratulated Mamie Smith on the summer feeding grant. Mr. Marsh stated the need to continue focus and not lose energies from the Attitude and Interest Survey. He felt a scary undercurrent in the community and the need for staff and Board to pay attention to what the community wants, focus thinking and management of the city towards "speaking for the community". He noted this is a long-range plan, but we can begin to move in that direction. ADJOURNMENT Ms. Webb moved and Mr. Hodgman seconded the motion to adjourn the meeting. Motion carried and meeting was adjourned at 8:55 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be on Thursday, July 17, at 7:30 p.m. at the Levy Center,1700 Maple. There will be a meeting at 6:30 p.m., prior to the regular meeting, to discuss the agenda for the dialogue with Human Services Committee on Monday, July 21 at 7:30 p.m. at Robert Crown Center. "Draft - not approved" "Draft - not approved" EVANSTON RECREATION BOARD MINUTES May 15, 1997 The meeting was held at the Robert Crown Community Center, 1701 Main Street, Evanston,1L. BOARD MEMBERS PRESENT: BOARD MEMBERS ABSENT: Ms. Ann Carra, President Ms. David Hodgman Ms. Margaret Hallen, Secretary Ms. Marion Flynn Mr. John Lesch Mr. Richard Marberry Mr. Rick Marsh Mr. John Smith Ms. Janet Webb, Treasurer STAFF PRESENT: Patrick Casey, Acting Director, Parks/Forestry & Recreation Linda Lutz, Interim Superintendent of Recreation Paul D'Agostino, Superintendent of Parks/Forestry Robert Dorneker, Manager, Robert Crown Complex Mamie Smith, Fleetwood-Jourdain Center Director Kevin Wallin, Chandler -Newberger Center Director Jim Ferrera, Municipal Sports Coordinator Elaine Ferris, Executive Secretary OTHERS PRESENT: Cassius Bames, Sebastian Val, Bill Chwich, Frank Himel, Lou Harms, Laine Cheever, Jr. Wildkit Football; Marvin Schwartz, Evanston Boat Ramp Association, Ms. Carra called the meeting to order at 7:35 p.m. CONSENT AGENDA Ms. Hallen moved to approve the Consent Agenda, including the minutes of the April 17 board meeting, the Treasurer's Report and Bills List. Ms. Flynn seconded. Motion carried unanimously. COMMENTS FROM Mr. Werd was unable to attend the meeting. His request is for a 3-day, pre -high OBSERVERS: school sports camp. Information will be available in a few days. The Board had no objections. Mr. Schwartz asked the Board to consider staffing the ramps before Memorial Day as an additional revenue item, because a number of boaters use the ramp before that time and do not pay anything. SUPERINTENDENT'S No news on the Director of Parks/Forestry & Recreation position. An offer has been REPORTS made. Ms. Hallen requested Board input into selection of the new Director, as the staff directly involved with the Board. Mr. Casey clarified what staff were involved in the interviews. After discussion, Ms. Carra will contact the City Manager to reflect the Board's concern over non -participation in the hiring process. Mr. Casey noted the City Manager has committed to hiring a Superintendent of Recreation, and Board input will be solicited. The Board reviewed enabling legislation for the Playground and Recreation Board. Mr. Lesch said he believed the name had been changed to delete "Playground and" to be just "Recreation Board". Mr: Mayberry will look over the code and advise if W3j further changes should be considered. Staff noted that most powers are written in state statutes. Letters are sent each year to groups to distribute information about obtaining free or low-cost beach tokens. In addition, Evanston Neighborhood Conference receives 100 free tokens to disperse. The Board requested a follow-up on distribution. Mr. Lesch asked if an extended time to purchase discounted beach tokens would be done this year due to the inclement weather, as was done last year. At this point, it is probable: Mr. Hodgman moved to give staff the determination to extend hours at their discretion, up to and including 10 working days. Mr. Lesch seconded, motion carried unanimously. In follow-up to a request, an article concerning the MWRD/Skokie boat launch site was discussed. The consensus was that gasoline powered craft were not a good idea, as there is nowhere for the wake to dissipate, there would be increased erosion on the canal sides, and there is no where to avoid canoe and other slower traffic. Mr. Casey will contact Skokie Park District for more information. Linda Lutz will try to arrange a board tour of the canal area. One of the upcoming improvements is a handicap accessible boat dock for canoeing. A feasibility study is being made by the Army Corps of Engineers on the locks and their position. DIRECTOR'S Staff' contacted St. Francis Hospital, but their plans for construction are on hold REPORT pending a merger with Resurrection's system. Mr. Casey has been talking with Oakton School about a possible lighted school program, at least as an interim. He will be looking at open spaces on Howard Street. LAKEFRONT CON- Staff recommends approval of the contract for mobile concessions at the lakefront CESSION CONTRACT: by Simply Ice Cream. Simply Ice Cream is the sole bidder and has provided the service for several years. Ms. Hallen approved, Mr. Hodgman seconded. Motion carried. CLYDE-BRUMMEL Mr. D'Agostino said the contractor is already working and has nearly completed the BASKET BALL COURT resurfacing of the court. The basketball posts will be in place in about 10 days, and the striping soon after that. There is sufficient funding left to color coat the whole court in addition to the striping. This was put through as an emergency purchase and the court will be completed in time for the beginning of the basketball season.The Board thanked Mr. D'Agostino for his extra effort in making it happen in time for the season. SKATEBOARD PARK: Mr. Dorneker said signage is in place regarding use of the outdoor skateboardiskatc area. So far things are going well. Funding for initial equipment is in the special use funds for this year. More challenging equipment may be pwchased as funding is available, if current usage and cooperation warrants. The enclosed area is used for summer camp, so equipment will be installed to be easily removed and replaced. SPECIAL RECREATION Parents have requested a late summer program for special populations to fill a need MINI -CAMP: in August. Ecology Center staff would be program instructors for this special session at Lovelace Park. Most funding is available in the Special Program funds, some is expected from registrations. Mr. Lesch asked if the PTA could supply remaining funding. SPECIAL PROGRAM Staff recommended retiding "Sumner Fun" funds as Special Program Initiative Funds INITIATIVE FUNDS: since that better reflects the use of these funds. Several new programs are included. Mr. Hodgman asked if any had been left.out. Ms. Smith said the only deletion was the Recmobile, since it was not cost-efficient to hire a van and there was no city vehicle available seven days a week. Mr. Marberry asked if Starlight Concerts were again being held in other parks as well as Dawes, staff advised in the affirmative, the schedule will be in the current Arts & Recreation magazine now being delivered. Mr. Mayberry moved to approve, Mr. Hodgman seconded, motion carried unanimously. AFFILIATED GROUP The Board suggested a special meeting to discuss the changing requirements for DISCUSSION: affiliated groups and field use. The meeting will be at 7:00 p.m. on Thursday, June 19 at the Civic Center, 2I00 Ridge. Mr. Hodgman asked for a list of major physical improvements to parks, planned for the next ten years. Mr. Casey noted improvements to the Capital Improvement PIan should be submitted in June or July for the process beginning in August. The Board facility tour will take place in July. COMMENTS FROM Mr. Marberry thanked Mr. D'Agostino for his extraordinary efforts in getting the THE BOARD: resurfacing of the basketball court at Clyde-Brummel under way. Referring to earlier discussion, Ms. Hallen noted that recreation sites in the city need to serve all age groups in this active community, adults as well as youth. Ms. Carra thanked Mr. Dorneker's staff for providing refreshments. Ms. Lesch asked for a summary of attendance and some further information on the financial statement showing income shortfall. He also asked about how many fields were available for softball and football, how many were lit, and how many players were not from Evanston. Staff thanked Mr. Schwartz from the Evanston Boat Ramp Association for his efforts in supplying 800 pounds of catfish for the fishing derby program. The Interim Superintendent for June & July Board meetings will be Jim Ferrera, Municipal Sports Coordinator. ADJOURNMENT Ms. Hallen moved and Mr. Marberry seconded the motion to adjourn the meeting. Motion carried and meeting was adjourned at 9A9 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be on Thursday, June 19, at 7:30 p.m. at the Civic Center, 2100 Ridge. The meeting will be preceded by a special meeting with affiliated groups and other interested parties on the Field Use Policy at 7:00. "Draft - not approved" "Draft - not approved" EVANSTON RECREATION BOARD MINUTES July 17, 1997 The meeting was held at the Levy Activity Center, I701 Maple, Evanston, IL. BOARD MEMBERS PRESENT: BOARD MEMBERS ABSENT: Ms. Ann Carra, President Mr. David Hodgman Ms. Margaret Hallen, Secretary Mr. John Lesch Ms. Janet Webb, Treasurer Ms. Marion Flynn Mr. Rick Marsh Mr. John Smith Mr. Richard Marberry STAFF PRESENT: Douglas Gaynor, Director, Parks/Forestry & Recreation Jim Ferrera, Interim Superintendent of Recreation Paul D'Agostino, Superintendent of Parks/Forestry Robert Dorneker, Manager, Robert Crown Complex Lois Miller, Manager, Levy Activity Center Mamie Smith, Fleetwood-Jourdain Center Director Kevin Wallin, Chandler -Newberger Center Director Elaine Ferris, Executive Secretary OTHERS PRESENT: Patrick Casey, Budget Office/Interim Director Ms. Carra called the meeting to order at 7:32 p.m. CONSENT AGENDA Ms. Hallen moved to approve the Consent Agenda, including the minutes of the June 19 board meeting, the Treasurer's Report and Sills List. Mr. Hodgman seconded. Motion carried unanimously. STAFF REPORTS: Mr. Dorneker noted several compliments had been received on the skatboardning area. Ice skaters went to Detroit for placement in regional competition. Investigation of the problem in the east wall continues. Mr. Hodgman asked if enrollment was up from last year. Mr. Dorneker noted enrollment was aobut the same as last year for most classes, but that hockey practice time rental was way up. Mr. Wallin noted a number of volunteers had offered time and boats for the at -risk fishing program on Lake Michigan, A fishing program at Lovelace attracted 225 participants, both children and adult. The high school pool is closed for renovation, necessitating some change in schedules. Camp REAL, a Iate-summer camp for special recreation participants, will be at Lovelace park. There are already 20 signed up. Ms. Smith noted the upcoming groundbreaking for the Sculpture Garden, and Ourfest at Clyde/Callan park. Ms. Miller said the final events in the 25th anniversary celebrations for Levy Center were going well. Seniors are competing in the Senior Olympics in Park Ridge. Mr. Ferrem: softball winding up, final tournaments in August. DIRECTOR'S REPORT: Mr. Gaynor asked Mr. Casey to report on the possible site for a southeast Evanston community center. It was found that the adjacent parking area did not belong to the building, which diminishes the usefulness of the site. Staff will work with planning to identify other possibilities. SUPERINTENDENT'S Mr. Ferrera and Mr. D'Agostino asked for an approval in concept for the Field Use REPORT: policy as presented in June. Costs are approximates and will be finalized at a later date. A concern is that these dollars will not represent significant improvements; expectations may be higher than reality. The Board approved the concept, with anticipated start date of January 1998. Final approval will be granted at a following meeting. NEW BUSINESS: Health & Human Services Committee will meet with Recreation Board members in a dialogue on Monday, July 21 at Robert Crown Community Center. COMMENTS FROM Ms. Carra welcomed Mr. Gaynor to his first meeting of the Recreation Board and THE BOARD: thanked Mr. Casey for his service in the interim. The Board thanked center staff and division staff for a very informative tour. Ms. Carra said she appreciated notice of meetings that might affect department facilities and programs. A question was asked if a decision had been made on the Levy Center. Staff advised that the current center would operate until a new site was up and running. ADJOURNMENT Ms. Webb moved and Mr. Hodgman seconded the motion to adjourn the meeting. Motion carried and meeting was adjourned at 8:35 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be on Thursday, September 18, at 7:30 p.m. at the Civic Center, 2100 Ridge. "Draft - not approved" "Draft - not approved" EVANSTON RECREATION BOARD MINUTES September 24, 1997 The meeting was held at the Civic Center, 21'00 Ridge, Evanston, IL. BOARD MEMBERS Ms. Ann Carra, President PRESENT: Ms. Margaret Hallen, Secretary Mr. John Lesch 'Ms. Marion Flynn Mr. Rick Marsh BOARD MEMBERS Mr. David Hodgman ABSENT: Mr. Richard Marberry Ms. Janet Webb, Treasurer STAFF PRESENT: Douglas Gaynor, Director, Parks/Forestry & Recreation Mr. Kevin Wallin, Interim Superintendent of Recreation Jim Ferrera, Municipal Sports Coordinator Paul D'Agostino, Superintendent of Parks/Forestry Robert Dorneker, Manager, Robert Crown Complex Lois Miller, Manager, Levy Activity Center Mamie Smith, Fleetwood-Jourdain Center Director Pat Brown, Business Manager Martha Logan, Public Information Specialist Elaine Ferris, Executive Secretary OTHERS PRESENT: Sue Brenner, League of Women Voters, Alderman Joe Kent Ms. Carra called the meeting to order at 7:32 p.m. CONSENT AGENDA Ms. Hallen moved to approve the Consent Agenda, including the minutes of the July 19 board meeting, the Treasurer's Report and Bills List. Mr. Marsh seconded. Motion carried unanimously. DIRECTOR'S REPORT: Mr. Gaynor said that a group has met to consider a southeast Evanston site. Alderman Rainey has identified a city owned site. Concerns raised included a desire by some for a resource/meeting room area over request from the Attitude & Interest survey for a teen center. The board will request a representative be present at the Alderman's next meeting for site discussion, or that the alderman meet with members of the board to further discuss options. It was requested the site be on the November Recreation Board agenda. Capital Improvement PIan neighborhood input meetings have been held to request facility improvements prior to the request for same being finalized. The Board's recommendations will be discussed at the October 9 special meeting on the Recreation Budget, along with budget details. Most urgent items are always health and safety related issues, and items affecting current programming. SUPERINTENDENT'S Mr. Wallin said special projects to date include a detailed organiz- REPORT: ational chart for each element and an -updated key syste=n for, emergency use. Ms. Smith will be the Interim Superintendent for October and November. STAFF REPORTS: Mr. Wallin said the rehabilitation of the washrooms to be ADA accessible was nearly complete, and thanked city staff for assistance in the job. The front lobby will be extended to allow more waiting space. The construction of a mezzanine area is being rebid due to cost. Ms. Miller said the main concern of members is the revisited issue of possibly moving the center site. Ms. Smith advised the bleacher replacement would be delayed due to ADA considerations and are expected to be completed by early February. The Drum Corps has new instruments. After school program is full with 138 attending, about 70 arrive through the after -school bussing program. Mr. Dorneker noted a record turnout for Nutcracker auditions. The Flea Market is November 1, and for the first time, the Speed Skating event is also that weekend. After School busing pilot program is full with a waiting list of over 20. Mr. Marsh thanked Mr. Dorneker for providing space for FRAM cheerleaders. Mr. Silkaitis said equipment bids were in for the removal of rocks from Greenwood beach, expected start date is the end of October. The soccer field by the gardens at James Park is to be closed for fall/spring this year for renovation and turf improvement. COMMENTS FROM Alderman Kent spoke concerning youth soccer and the requests by OBSERVERS: coaches to return the fifth grade games to scoring status and reinstitute playoffs. After discussion about recreational philosophy and competition, the Board advised a decision would be made at the October meeting. OLD BUSINESS: The Board accepted the resignation of Mr. John Smith. Staff advised applications for new board members could be obtained from the City Clerk. COMMENTS FROM Mr. Lesch asked if all softball games could be played at James THE BOARD: Park thus freeing up Crown? Staff will advise at the October meeting. Ms. Hallen said she had attended several of the CIP meetings and most of the conversation centered around maintaining programs. ADJOURNMENT Mr. Lesch moved and Ms. Hallen seconded the motion to adjourn the meeting. Motion carried and meeting was adjourned at 9:36 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be on Thursday, October 16, at 7:30 p.m. at the Robert' Crown Center, 1701 Main Street There will be a special Meeting of the Recreation Board to consider the 1998-99 proposed budget at the Civic Center, 2100 Ridge, 7:30 p.m. on October 9, 1997. "Draft - not approved" w Minutes Recreation Board Finance Committee October 9,1997 7:30 p.m. Civic Center I. CALL TO ORDER The meeting was called to order by President Carra at 7:30 p.m. Board Members present: Hallen, Carra, Marberry, Flynn, Marsh Staff resent: Gaynor, Silkaitis, Smith, Wallin, Brown, Miller, Dorneker, Ferrera, Ferris, Logan. II. REVIEW OF BUDGET Staff reviewed the budget element by element. Various questions were generated by Board members. Discussion centered around: fee increases, adhering to City Council policy, inventory & analysis of park facilities, and funding sources. III. ADJOURNMENT Ms. Flynn moved adjournment, seconded by Ms. Hallen. A majority voice vote adjourned the meeting at 7:30 p.m "Draft - not approved" ' EVANSTON RECREATION BOARD MINUTES October 16,1997 The meeting was held at the Robert Crown Center, 1701 Main Street, Evanston, IL. BOARD MEMBERS Ms. Ann Carra, President PRESENT: Ms. Margaret Hallen, Secretary Mr. David Hodgman Ms. Marion Flynn Mr. Richard Marberry BOARD MEMBERS Mr. John Lesch ABSENT: Mr. Rick Marsh Ms. Janet Webb, Treasurer STAFF PRESENT: Douglas Gaynor, Director, Parks/Forestry & Recreation Mr. Kevin Wallin, Interim Superintendent of Recreation Jim Ferrera, Municipal Sports Coordinator Robert Domeker, Manager, Robert Crown Complex Lois Miller, Manager, Levy Activity Center Mamie Smith, Fleetwood-Jourdain Center Director Pat Brown, Business Manager Martha Logan, Public Information Specialist Mr. George Dotson, Program Manager, Robert Crown Complex Elaine Ferris, Executive Secretary OTHERS PRESENT: Sue Brenner, League of Women Voters, Alderman Joe Kent Ms. Carra called the meeting to order at 7:37 p.m. CONSENT AGENDA Ms. liallen moved to approve the Consent Agenda, including the minutes of the September 18 and October 9 special meeting; as amended to show her absence; the Treasurer's Report and Bills List. Mr. Hodgman seconded. Motion carried unanimously. STAFF REPORTS: Mr. Wallin said youth sports were up 150% over 1996 levels at Chandler -Newberger center. Gym use is down slightly. Conversion of racquetball court to multi -purpose room and office should be complete in early 1998. Ms. Miller said Levy Center provided well over 50 flu shots this week. Community meetings on center redevelopment are October 24, November 12, December 3. Ms. Smith said the Fleetwood-Jourdain afterschool program is doing very well, averaging 112; have had to add part-time staff to manage the program. Children's theatre program doing well. Mr. Marberry asked about residual effects from the fire. Attendance has actually increased, repairs are complete. Mr. Dorneker noted hockey enrollment is up at Crown, attributed the increase to their "Learn to Skate" hockey program. They are very pleased, and will offer it again. Mr. Hodgman asked if non-resident fees are charged for Crown ice programs, staff said not, more non-residents follow teachers, would be contra -indicated from a revenue standpoint. DIRECTOR'S REPORT: In a report to the Human Services Committee, a Lakefront Management Plan, with a comprehensive procedural manual for lakefront activities will be completed this winter. The project was instituted because we were notified by the State of Illinois that we were out of compliance with grant requirements for lakefront fees. An ordinance was introduced to correct the issues of non-resident watercraft fees and dog beach fees; and jetskis cannot be treated differently from other Class A watercraft. The stipulation is that non-resident fee ratio cannot be greater than 2:1 non-resident/ resident. Mr. Marberry asked if we were not in compliance with any other proposed grants. The Recreation Board will send a memo in support of the proposed plan from the chair to the Human Services Committee. Daily launch fees are to be eliminated. Mr. Marberry asked if consideration was given to restricting the distance limits for throttling up watercraft. Mr. Gaynor met with Alderman Rainey and Rotary representatives on a discussion of site feasibility for a Southeast Evanston center. The Board discussed electing a representative from the group to work with the aldermanic group. Dyke &. Associates has been retained to design possible new site for soccer fields, work can begin within 10 dyas, schedule is to be completed by 5/31/98. Staff continues work on the Capital Improvement Plan. Mason park equipment which was removed as a safety hazard will be able to be replaced this year from CDBG funds.. Ms. Flynn asked in developing the CIP that age and area of users be included in planning. Budget will be reviewed by the Human Services Committee in mid -November, no date set as yet. Recreation Board should be present to answer questions. Staff will advise when date is set. CIP is completed sometime prior to January. SUPERINTENDENT'S Ms. Smith is working on reevaluating the registration procedure REPORT: and camp policy; as well as developing training program and manual to cover first aid, CPR, and other summer camp issues. OLD BUSINESS: FIELD USE POLICY: The Board approved the'field use policy. A rough total was given, based on probable field use ($10/hr, $25/hr with lights) of $30,000/ year. First use of the funding would be for staff designated to maintain fields. The possibility exists of leasing required larger equipment until enough funding for purchase is .accumulated. Ms. Carra asked how field use by affiliates would be affected. Ms. Hallen moved to approve the field use policy, Ms. Flynn seconded, motion carried. The policy: a) limits the number of affiliated organization that receive special consideration when it comes to field usage to AYSO, EYBA, ESA, CFRoayl., b) delays spring permits for the use of soccer fields until the 3rd weekend in April c) limits fields available for non-affiliated organizations for organized sports leagues, sport clinics and day camps to James and Robert Crown, d) reserves all permits for Resident Organizations (75%). Permits will not be issued to non-resident groups. e) caps permitted hours of field usage by organizations at its present 1997 level and f) Asks all organizations wishing to use ERD fields to help with the cost of maintaining the fields. Affiliated Groups:$5.00/ child/ season, Local Nonprofit:$101hr, $25/hr others; Light Fee:$25/ hour to be added to the usage fee. These fees would be due prior to a permit being issued. FLAG FOOTBALL Alderman Kent requested playoffs be reinstituted for the fifth PLAYOFFS: grade soccer team; and asked that the subject be introduced for the November agenda. Ms. Hallen asked to continue discussion at the November meeting. Ms. Carra noted the decisionto eliminate playoffs was applied to all sports as a shift in philosophy. Mr. Kent noted that District 65/202 access channel proposed ECTV allow filming of recreational activities; including middle school leagues? A question was raised by Mr. Hodgman as to the activities available for middle school age children. CAPITAL IMPROVE- Ms. Flynn moved to approve the plan as submitted to the MENT PLAN: committee. Ms. Hallen seconded, approved unanimously. Mr. Hodgman noted it is possible to modify each year for larger goals. FY1998-99 PROPOSED Ms. Flynn moved, Ms. Hallen seconded, budget approved BUDGET: unanimously. JAMES PARK SOCCER Staff advised a soccer field at lames Park (between Recycling FIELD: center and tennis courts) is in the renovation plans. Requests for earlier installation depend on funding. To date, funding has not been identified. NEW BUSINESS: BASKETBALL AT Discussion on direction for spring program is under way. Mr. CLYDE-CALLAN PARK: Hodgman asked if the program worked. The Board will adopt a policy. Consensus is to have rims up permanently, will start process through City Council. Cost for putting up and taking down rims daily is exorbitant. Funds are not available to continue. ADULT SOFTBALL A request was made to see if all fall softball could be played at IN JAMES PARK: park to free up Crown. This is not possible with current scheduling Also, lights can be set for football or softball but not are not adjustable once set for the season. COMMUNITY The Board approved the Community Nutrition Network lease of NUTRITION LEASE: Fleetwood-Jourdain. This federally funded program averages 35 congregate lunches, and 75 delivered meals per day. Ms. Hallen moved to approve, Ms. Flynn seconded, motion carried. COMMENTS FROM Ms. Flynn congratulated FAAM on the cheerleaders and the new BOARD MEMBERS: ruling which plays the bottom five players the first 3 minutes of the 3rd period. Mr. Hodgman asked for a recap of argument from Alderman Kent supporting 5th grade playoffs from the September meeting. Ms. Flynn noted she was not present in September. ADJOURNMENT: Ms. Hallen moved to adjourn at 9:20 p.m. Ms. Flynn seconded, motion carried. The next regularly scheduled meeting is Thursday, November 20, 1997 at the Fleetwood-Jourdain Theatre, 2010 Dewey (behind 1655 Foster) 2nd floor at 7:30 p.m. " DRAFT - not approved" "DRAFT - Not Approved" Minutes Evanston Recreation Board Thursday, November 20, 1997 Board Members Ms. Ann Carra, President Present: Ms. Marion Flynn Mr. Rick Marsh Mr. Richard Marbeny Ms. Margaret Hallen Ms. Janet Webb Mr. John Lesch Mr. David Hodgman Staff Present: Douglas Gaynor, Director, Parks/Forestry & Recreation Mamie Smith, Interim Recreation Superintendent Jiro Ferrera, Municipal Sports Coordinator Robert Domcker, Manager, Robert Crown Complex Martha Logan, Public Information Specialist Kevin Wallin, Manager, Chandler -Newberger Center Elaine Ferris, Executive Secretary Others Present: Sue Brenner, League of Women Voters; Mike Grillo, Windsurfing Association, Bo Price, Drum Corps. Ms. Carra called the meeting to order at 7:39 p.m. Mr. Hodgman moved to approve, Ms. Hallen seconded, motion carried. Comments from Mr. Grillo introduced himself as the new president of the Windsurfing Observers: Association. Mr. Gaynor commented that the Department has had a number of meetings concerning proposed capital improvements in parks throughout the city and included a number of affiliated groups. The Windsurfing Association has documented requests to include in proposed improvements. Advisory Board Mr. Wallin noted the upcoming "Turkey Bowl" - Winning volleyball team Reports: will get turkeys, second, pumpkin pies. Staff is preparing a grant to US Tennis Association requesting $25-30,000 to provided inexpensive tennis lessons for youth and adults. Results should be known by mid -December. If successful, programs will be held outdoors in spring, summer and fall; targeted at Foster, Fitzsimons, Mason and James Parks. Cost would be $5410 for 6 lessons, $5 for a racket. Mr. Gaynor noted the Association has made a commitment to spend $31 million over the next 5 years. Mr. Wallin will try for an infrastructure grant next year. The Levy Planning Committee was formed to provide a program for the development or redevelopment of Levy Center based on what occurs in the Research Park downtown area. The group toured of three centers in Des Plaines, North Shore, and Highland Park. The goal of the tour was to discover what other communities have and do, so we can better put into a program what seniors need. As an example, in Des Plaines a formal auditorium, part of community center, is also accessible to seniors, as is a gymnasium. A walking track was also at one center. Levy will hold a Thanksgiving dinner; an annual food drive, cookie exchange and holiday party have been scheduled. The Levy Choraliers will be performing at a singfest in Glenview, the'Capital Women's Club & Chicago Bank in December. Mr. Hodgman asked if there was any information about possibility of moving the Center. Mr. Gaynor indicated there are two proposals with specific ideas as to where Levy Center will be. Even if Council decides to move forward Dec. i, there is nothing that there will be a new or renovated Levy Center. A decision hasn't been made. -Ms. Caren said Board wanted to make sure were part of a new center, first floor access, close to free parking, public transportation near. Advisory Board has a little different twist in they like their building in spite of problems. Thank a new building is pretty exciting. However all were agreed on those items. It became quite apparent that a number of extremely desirable features in a senior center could not be put in a new center. In existing center, very short on storage. Currently, nothing is set in stone. Mr. Hodgman asked if there was a possibility of at the same time to accommodate some of the need for additional gymnasium space for other than seniors. Mr. Marsh asked if Mr. Hodgman was referring to generic gym space as part of the four additional gyms requested in a previous study. Mr. Gaynor said not necessarily. Discussion continued Ms. Hallen noted the timing to expand and consider some longstanding goals is good, keep an open mind. Meeting needs of all users is important. The focus is currently on building a center with expanded facilities. Director of Health & Human Services is assisting in planning services available. Fleetwood Advisory Board- installing bleachers which accommodate ADA. There is a waiting list of 30 for after school program, have 168 registered, average 95 daily, but have to put a lot of time into collecting bus fees. Working on that - program is free, bus is $20. Children's theatre program very successful, stage presence in a year is much improved. FAAM going great, a new coed fitness program also going well. For Thanksgiving a potluck for after school program families is planned. Once a month family night potluck going well. Girls Night Out in November had 48 girls and 10 parents overnight, arcade games, basketball hoops - there is also a Boys Night out. Developed play stations throughout center, a break-even'program that works with afterschool activities for 5-I3 year olds. Group has areas for snack, gym activities, study - 4 teachers available; vocabulary table on Tuesdays, arts and crafts, martial arts (thanks to a volunteer instructor), Drum & Bugle corps. An award system for academic improvements is in place. Comments from both parents and social workers show there is an improvement. Vocabulary table, uses words children know, gets them involved -in different words. Program has been going since September, homework table since last year. Mr. Marberry, asked if additional staffing, would alleviate waiting list for after -school? Space is the current problem. Mr. Price thanked the Board for support since he has been affiliated with Center. Just purchased 27 new horns, drum line; all in use. This is the youngest corps since 1979- all elementary school except two high school freshmen. Have a very nice drum instructor; trying to get young people in, learn the ropes, come back and teach. Currently looking for a color guard instructor. Using vocabulary words in the drum room. Proud to serve in this community. At the National Parks & Recreation Association convention, Robert Lloyd was recognized with outstanding achievement award for recreation - for innovative programs in recreation as well as basketball in parks program, He has over 650 participants a year, recruits 200 volunteers a year. Mr. Dorneker spoke for Mr. Seaman, who was at the Citizen Police Academy graduation. The Flea Market went very well, not one complaint, busy all day. Center "Nutcracker" ice show is Dec 5-6-7, the 23rd annual. In January Crown is hosting Northern IIlinois Hockey League play downs, with "bantams" (13-14 years). Finished storing skate park equipment for winter. Mr. Gaynor said structural engineer is under contract for the east wall - to tell us why its moving and how to stop it. DIRECTOR'S Staff is working on Lakefront Management Plan and believe it is REPORT: proceeding very well; first draft will be ready in January to release to Board, Human Services Committee and public for comment. Meeting with coast guard to talk about rescue & recovery responsibilities. Natural ice rinks ready for cold weather, will start flooding if it gets cold enough. CDBG hearings held last week, submitted close to $800,000 in requests, came out at about 2/3 of request. Successful in funding for Crown Center dasher boards on small ice rink, gym floor will be resurfaced, receiving $100,000 for Tallmadge, Harbert, Twiggs. Fleetwood-Jourdain sculpture garden funded. Request in to state for grant for Noyes facility, in excess of $800,000, including capital projects elevator, air conditioning, etc. Did not get funded for landscaping at FIeetwood, have design but implementa- tion not funded. Will try for local volunteer assistance, may still achieve this year. CIP and CDBG not yet accepted by Council. Ms. Carra asked what cuts were in social service agencies. These are general fund monies unrelated to above. City is receiving less property tax for last several years, but trying to maintain level of services. Manager agrees not possible any longer. Did not affect department directly. Ms. Hallen noted it may affect scholarship. Finally, EYBA requests funding for two teams through Erickson fund. William Erickson was a Cook Co. Commissioner, died in mid-60's, his family donated money to the city to fund two baseball teams, City acts as agent. Will provide a report to show principal and interest for next meeting. Ms. Carra asked if gyms were in the CIP - not yet. Revisions occur throughout year. NEW BUSINESS: Ratification of Camp Brochure Bid/Summer Camp Registration Procedures Ms. Logan said base bids were for printing at 24 pages; needed more space, have new programs, theaters, special recreation camps, including Camp Real. Less expensive to run 32 than 28 pages, bid at $3131 plus doing films at $713. Ms. Hallen noted more program hopefully means more revenue. Approval requested - J. Webb moved to approve expenditure of Highlights graphics, Mr. Marberry seconded, motion carried. J. Webb moved to eliminate request every year. Mr. Gaynor asked Ms. Logan to take a close look at how we distribute publications. In apartments or condominiums, they are often discarded. Concern is that potential customers don't get the publication. What it would take to do more even/equitable distribution? Ms. Logan noted inclusion in the Evanston Review would only circulate *to 14,000. OLD BUSINESS: Mr. Ferrcra furnished information about field use for softball. Mr. Lesch asked about problem of being squeezed for fields. Ms. Carra said a lot of people work in Evanston - there are residents on every team. Ms. Hodgman asked if can tone down adult use in favor of room for children. Ms. Hallen said can't always bump adults for children, there are other things to consider, dropping one night may make league play impossible. Mr. Lesch asked about use conflict. Mr. Ferrera said it has to be one or the other - football or softball, according to lights and field design. Lights are moved manually once a season. SOUTHEAST Still searching for a site to develop in Southeast Evanston. Current possi- EVANSTON SITE bilities not feasible. No further activity with committee. Taking down CONCERNS: hoops is not feasible. A committee has been put together, knowing concerns alderman have are going to move forward to develop program. Mr. Hodgman investigated idea of putting building over el tracks - only $5 million additional to do so. Mr. Marberry asked about program development for next spring and summer - if different from past years? Did have a proposed budget, new bilingual program, Spanish/English in Clyde-Brummel. Trying to build a collaboration with Ridgeville to offer soccer at Elks Park. FLAG FOOTBALL: Flag Football playoffs - program over for this year, will bring up if requested at a later meeting. COMMENTS Sports programs in middle schools. Middle school students important, FROM BOARD somewhat underserved in school year. Numbers of students per program MEMBERS: not huge. Mr. Hodgman asked if the Recreation Department & schools can together support more middle school program children. Ms. Hallen said its a hard age to reach, widely varying in size and abilities. Mr. Hodgman said his perspective is to see a stronger interscholastic system of sports leagues with teams representing sports Ieagues competing with other school leagues, Would like to see 4-5 grade league basketball, for example, carried through to middle school level. Could sponsor a volleyball tournament, this winter/spring. Staff said in the early 80's the. Department was ruining similar program for middle schools as well as parochial schools and after about three years of running program, ran into attitude problems; practices usually at same time with practice at schools wanting to use same space. Space and commitment are primary issues. Mr. Ferrera said interscholastic sports is not feasible-leagues/setup work through the schools. Clinics, one -day volleyball tournaments are more likely, but we just cannot and should not replace their funding.. Ms. Carry asked why no middle school leagues by schools. Dist. 65 dropped funding. Schools coordinated inter -school play, but did not provide league, dependent on the interest of school staff as to how extensive a program was. Dist. 65 sponsored a minimum of 4 games/team. Ms. Webb suggested look at training or tournament, not extended program if there is money in budget. Ms. Carry would like to start discussion with district 65. Ms. Webb asked to start discussion with board. It appears students between 6-8 grade may not be getting sports opportunities they could, but want to see what we can do towards making that happen. Ms. Carry said if competing for same purse is better if we coordinate. Mr. Lesch said we really have no coordination between our board, Dist. 65, 202, Ridgeville, and are competing. Ms. Carra suggested meeting with Mr. Hodgman, Mr. Gaynor and Mr. Fmcra for further discussion. It was noted Ridgeville Park Dist. got $50,000 grant to renovate Brummel Park. Ms. Hallen said it was nice to see that the aldermen seemed as excited about doing something with parks as we do. Ms. Webb noted FAAM's 30th year season; expanded league this year, 8 girls teams, 14 boys teams, over 400 students. Now have cheerleading squad - which cheers the 3rd Saturday game, riot a specific team! She invited all to the concession and reminded of the Feb. 14 FAAM pancake day. Second year playing is dependant on academic eligibility. FAAM provides a study table for those not eligible. Gene Bell and Bill Logan officially retiring after 30 years. Rick Marsh president-elect. Happy Thanksgiving ADJOURNMENT: Ms. Hallen moved, Mr. Lesch seconded, all approved. The meeting was adjourned at 9:51 p.m. The next meeting is January 15,1998 at the Chandler -Newberger Center, 1028 Central Street. "Draft - not approved" "Draft- Not Approved" Minutes Evanston Recreation Board Thursday, February 19,1999 Board Members Present: Ms. Ann Carra, President Mr. Richard Marberry Ms. Margaret Hallen Ms. Marion Flynn Ms. Janet Webb Mr. John Lesch Mr. David Hodgman Mr. Rick Marsh Staff Present: Douglas Gaynor, Director, Parks/Forestry & Recreation Bob Dorneker, Interim Superintendent of Recreation Paul D'Agostino, Superintendent of Parks/Forestry Gary Silkaitis, Sports & Recreation Maintenance Supervisor Martha Logan, Public Information Specialist Kevin Wallin, Manager, Chandler -Newberger Center Elaine Ferris, Executive Secretary Others Present: Ms. Sue Brenner, League of Women Voters; Mr. Mike Grillo, Paul Dorutin, P. Gerstel, Evanston Windsurfing Assn. Ms. Carra called the meeting to order at 7:36 p.m. Mr. Lesch moved to approve the consent agenda, Ms. Webb seconded, motion carried. Advisory Board Mr. Wallin said Ms. Parcel], program manager, will be out two months on Reports: maternity leave and then half-time through camp season; experienced staff will cover summer camp and programs. March Madness is March 22-23, St. Patrick's volleyball tournament is in two weeks. Special Recreation family camp is first weekend in March. Ms. Miller noted Levy membership, renewable each January, is just under 500. Three town meetings on the proposed new center are scheduled for seniors. A new center is scheduled, but placement will not be finalized until late March, Size is anticipated to be 20-25,000 square feet. Senior priorities are being considered in the planning process. Mr. Lesch noted the Board's request for a gymnasium in the new building. At Fleetwood-Jourdain, FAAM's pancake day had about 2,000 in attendance at this 30th anniversary and championship games. Gene Bell and Bill Logan are retiring after 30 years of volunteering. The annual potluck is March 21, high school basketball awards are March 26. FAAM has an academic component with awards to the team with highest GPA. Next year a tutorial component will be added to the program. Winners this year were Sonics and Pacers. FAAM's travel team (both girls and boys) is starting their season. A Black History Month presentation for the afterschool program is scheduled for late March, to be combined with a parents meeting. Drum and Bugle Corps uniforms are expected to arrive in mid -March. "The Hobbit", a Children's Theatre production, opens March 6. There have been some incidents with loitering in hallways and the parking area, staff is cooperating with police to resolve any problems. Robert Crown ice show is third week in May, theme is "Rock and Roll". . All volunteers welcomel Olympic fever has helped increase attendance. This year, the Hockey awiirds banquet is after the Wolves game at the Horizon. Spring hockey has been reorganized - there will be four teams to travel and five all star teams. At the end of March, Dr. Smushkin from Canada, a leading speaker, will be doing a clinic. Interest in girls hockey continues to grow. STAFF Mr. D'Agostino noted completion of ballfteld lighting and parking lot. REPORTS: The state grant specified some items which must be performed, including a new fieldhouse, walkway and entryway gazebo and improvements. A new soccer field is to be sited immediately south of the tennis courts. The concession building is scheduled for third year improvements, with a small picnic area, irrigated soccer field, community garden upgrades (fencing, water supplies, landscaping), a fence at the rear of the sled hill to make illegal access more difficult, additional drinking fountains and replacement of non-ADA accessible fountains. The last phase is a new picnic area and shelter by the parking lot, renovation of the tennis courts (lights, new surface, striping), new stairways for sled hill which will allow access from both sides of the large hill; sloping the bottom of the hillside to form a small amphitheatre area and additional landscaping. Ms. Carra asked about the increased park shelter cost and staff explain the original estimate was very low. To be included are meeting rooms for coaches, storage for grounds equipment, new restrooms. EYBA will be assisting with the concession & restrooms at the center of diamonds 14. The new shelter will be west of the current shelter, and about half again as large. The playground will be east of the building for visibility from the main ballfteld. Mr. Hodgman asked if soccer and softball association input had been solicited. Mr. Gaynor said as soon as the architect is on board, the surrounding community and interested groups would be invited to attend a planning meeting and discuss options. Ms. Hallen noted a previous request for a traffic light at the entrance; a light is scheduled to be installed and will be handled through Traffic Engineering. Mr. Hodgman asked what the new building would do that the old one would not. Staff indicated the existing structure was built as a warming house and redesign of the interior of the 30 year old structure would not be feasible. The new building will provide storage for field maintenance equipment that now has to be brought daily from the service center; will contain programmable areas, office space for softball coordinator, coaches and umpires and storage for organization equipment as well as program space. Mr. Hodgman asked for alternative ways to provide the same services. Staff said most field issues are planned to be addressed with field use monies set up last year; it will be an ongoing effort. Update on CIP program: City Council wants to include 1.2-1.5 million for park development beyond what is recommended, finish lames Park in one bidding cycle, without shutting the park down. The Landscape Architect under contract is responsible for final design and bid specifications, evaluation and recommendation of bid award, and supervision of construction in cooperation with staff. Mr. Hodgman asked if the additional funding was granted, were alternative uses available - no, this request is specific to accelerate park redevelopment. Ms. Webb stated that council's focus does not differ from that of the Recreation Board except in the time frame. Ms. Hallen asked why the Southeast Evanston Recreation Center was not in the CIP. Mr. Gaynor said many projects are not included in the plan but that there is no question about the high priority of center. A site is needed first. Initial funding request will be placed in next year's CIP. An updated report with respect to how the AIS plan is proceeding was requested. Consensus was that southeast Evanston site was of most import, gym space additions on other centers were to be done after that was accomplished. It was suggested that the Board meet early next meeting for discussion and consensus on progressing with attitude and interest survey planning; perhaps reassess priorities. Mr. Marberry asked the procedure for advancing a specific item on the Capital Improvement Plan. Staff said the committee meets at least once a month, staff requests team approve changes. Mr. Marberry moved that Recreation Department propose the resurfacing of tennis courts at Burnham Shores facility be included in the current year's budget. Ms. Carra asked if the Recreation Board has approved the CIP; answer was yes, the recreation portion. Mr. Lesch moved to endorse recommendations of City Council as submitted; to speed up funding of park improvements previously recommended by this board. Ms. Webb and Mrs. Hallen seconded the motion, motion carried, Mr. Marberryand Mr. Hodgman voting against the motion. Mr. Gaynor said might be prudent to take a tour in spring when sites are drier; to visit sites of improvements being proposed in the CIP. Drawings will not show condition of the area. Request for use of Bent Park for storage was withdrawn by contractor. r Director's Report: A second series of neighborhood park community meetings have been scheduled, including concept drawings from the landscape architect. In budget meetings, the Department was requested to delete 25,000; an additional $15,000 reduction was requested by the City Manager. No program dollars were affected. Presented the Lakefront Management Plan to Human Services Committee; some controversy is expected, but this is a first draft. Most of the discussion centered on lakefront law enforcement. Plan calls for opening earlier in the day, staying later in evening, staying open later in the year. If the plan is accepted at the current level, additional appropriation will be needed to enhance trash collection. The lakefront receives as much participation as any recreation center - staff has tried to address managing the waterfront as thoroughly as a facility. A special meeting of the Human Services Committee later in March/early April will discuss this plan; as it needs to be approved prior to season start. The Board asked if endorsement of the plan to Council would be appropriate; Mr. Gaynor said after the draft is finalized would be more appropriate. The City has ratified a five year agreement with AFSCME. Staff met with citizens interested in developing a dog park for dogs to run off leash, possibly at .lames Park. Mr. Hodgman asked if a process existed for taking away the arbitrariness in the CIP process. Staff input is sought in setting priorities and the schedule to achieve them. The strategic plan which involves inventory and analysis of current sites, will assist in future planning. Mr. Hodgman moved that Recreation Board endorse funding and implementation of the strategic plan, Ms. Carra and Ms. Webb seconded, motion carried. Mr. Hodgman will present the Board's support at the budget meeting on Saturday. Old Business: Erickson Fund: Mr. Hodgman moved the Board sponsor two teams as usual, drawing from accrued interest, Ms. Webb seconded. Previous policy has been to use interest accrued only. Ms. Webb amended the motion to provide funding for two teams annually from the Erickson Fund; as long as the fund does not drop below the original amount of $13,500, and to continue this as policy. Motion carried as amended; Mr. Marberry voting against the proposal because he felt insufficient information to set policy was available. SOUTHEAST More specific information will be available in March. A staff committee EVANSTON is also looking at the possibility of a "portable classroom" trailer for PROGRAMMING: the park to include bathrooms and program space. OUTDOOR Mr. Wallin said 3 proposals have been received for tennis instruction. TENNIS The current vendor has been successful bidder the past several years. PROPOSALS: Reviewers consist of a cross section of tennis players and staff . Bidders provide instructors, balls, and storage boxes. NEW BUSINESS: ROTATION OF Comments were made on election versus rotation of officers. Further OFFICERS: discussion is in order. Succession of offices is a good idea so as to give training in differing situations before becoming President. Ms. Hallen said the opportunity to get insight into all departments of the city is a valuable opportunity. Current rotation would be Marion Flynn, President; Ann Carra, Treasurer, and Richard Marberry, Secretary. Ms. Flynn declined the office as she is not always available for meetings. To be discussed at the next meeting. Mr. Gaynor will be away for the next regular meeting; meeting will be moved to March 26, 7:30 p.m. at Chandler Newberger Center. Will set another time for meeting on lengthier issues including philosophy of elections; possibly a weekend. Staff will poll the Board for possible dates. COMMENTS Mr. Hodgman said staff is doing wonderful job, please don't misconstrue FROM BOARD comments made when questioning things. Am enormously impressed by MEMBERS: all staff, hope we as a Board, help and do not hinder in accomplishing goals. Ms. Hallen seconded comments on behalf of Board. Mr. Leseh noted he was happy to be formally appointed. Mr. Marberry congratulated FAAM on another successful year. Ms. Hallen moved to adjourn, Mr. Marsh seconded, all approved. The meeting was adjourned at 9:50 p.m. The next meeting is March 26, 7:30 pm. at the Chandler -Newberger Center, 1028 Central. Note the change of date. A special meeting to discuss issues needing more time will be scheduled in upcoming weeks. "DRAFT - NOT APPROVED" "Draft- Not Approved" Minutes Evanston Recreation Board Thursday, January I5, 1998' Board Members Present: Ms. Ann Carra, President Mr. Richard Marberry Ms. Margaret Hallen Ms. Janet Webb Mr. John Lesch Mr. David Hodgman Board Members Absent: Mr. Rick Marsh Ms. Marion Flynn Staff Present: Douglas Gaynor, Director, Parks/Forestry & Recreation Kevin Wallin, Interim Superintendent of Recreation Lois Miller, Manager, Levy Activity Center Jim Ferrera, Sports & Lakefront Director Elaine Ferris, Executive Secretary Ms. Carra called the meeting to order at 7.40 p.m. Mr. Hallen moved to approve the consent agenda, including the appointment of Thomas Carlson to the Levy Advisory Board, Mr. Lesch seconded, motion carried. Comments from Observers: none present Advisory Board Levy membership renewal starts January 1 st, currently 218 members have Reports: renewed, 16 of them first-time members. As of December, there were 593 members, target for 1998 is 625. The annual benefit show is scheduled for May 2 & 3; script and production are all done "inhouse". New computer classes all filled & doing well. First Night sent a very nice note thanking staff for their cooperation and use of Levy Center. Fleetwood-Jourdain Advisory Board is working on coordination for Martin Luther King day. A parade includes a stop honoring Bo Price with an honorary street name (Foster between Dewey & Ashland). Bleacher project is completed, they work by remote control instead of muscle power now. Drum & Bugle Corps uniforms and accessories ordered. This time, a "double" cast (performing alternate days) for "The Hobbit" was set up due to the overwhelming number of participants. "Anna LaCoste" opens Jan. 24th. Kwanzaa program was changed somewhat to coincide with after school program as a special event - there are more opportunities to celebrate Kwanzaa in the community now than 14 years ago when the center pioneered celebrations. Mr. Gaynor gave the Robert Crown Advisory Committee report. The Bantam hockey team in the Crown House League has been asked to play at Rosemont Horizon before the Wolves game (they Iost, but had fun!). Spring hockey has been reorganized. The Spring ice show title is "Great All -American Rock & Roll Show". Winter break camp (2 weeks) was filled to capacity as was mini -hockey camp. The 4-5th grade basketball league has 48 teams. Director's Report: We have received James Park grant from Illinois Department of Natural Resources (IDNR). The $200,000 matching grant will complete phase 2 of the 4-phase development at James. Also received a letter from Ron Hallberg of IDNR thanking us for diligence in seeking compliance at the Church St. Ramp. Mr. Gaynor complimented staffs efforts to accomplish this. The Lakefront Management Plan is being reviewed, When completed, it will go to the Recreation Board for comments. Staffing levels, no -wake zones, etc. are covered, as are lifeguards, fees, payroll, philosophy. Overall view is on maintenance but not program aspects. The new budget was reviewed by City Council. We were asked to cut $25,000 from budget. Budget as presented at the first discussion shows a 401/6 increase in water rates, 30% increase in sewer rates. Council commented that was not acceptable. Great support for park redevelopment from Council; more funding in Community Development Block Grant (CDBG) funds than last year. Will have full report next month on budget to date in negotiations. Added $35,000 to Noyes for air conditioning for theatre (enabling summer rentals will increase revenue to cover). Environmental Board has been asked to talk about leaf blower ordinance to the Administrative & Public Works committee. New committee formed on wildlife through concern by Human Services Committee - squirrels, raccoons, skunks, their increase and what to do to deal with them. Concluded first round of redevelopment community meetings regarding Ellingwood, Ackerman, Tallmadge & Currey parks. Landscape Architect firm spends the next month taking that input and making conceptual designs within the anticipated budget. Then the neighborhood is again invited to meet, and with consensus of that group, final designs are drawn, and the bid process starts. Construction completion is anticipated in early summer. Mr. Hodgman asked if the Recreation Board had input on guidelines of the Capital Improvement Plan (C1P) budget as approved? Mr. Gaynor noted that projects planned for this fall were held up by lack of a Director. Selection of landscape architecture firm was accomplished late fall, and community meetings began early January. Mr. Hodgman asked about money and where it was designated; of the four parks to be redone, Tallmadge has the largest amount. Main areas for improvement are replacing obsolete play equipment, fixing drainage and Iandscape development. There are no preconceived notions when redeveloping a park; community input is solicited because the use a park is put to changes over the years as the community changes. Staff explained in more detail, that there are some basic guidelines; a budget, accessibility requirements, tree preservation, maintenance, existing structures and sub -structures, to be met. Community input is requested to decide on the "flavor" of the park. The budget is the controlling factor. Ms. Carra asked for a synopsis of what was to be accomplished in James Park renovation, Mr. Gaynor said he would give the information at the February meeting and noted that the grant was written with specifics as to what would be accomplished this year and we will need to do those specified improvements. Old Business: Southeast Evanston summer program department committee chaired by SE EVANSTON Kevin Wallin has met; and are discussing solutions to some of the current SUMMER issues in the Clyde-Brummel area. Target date of the proposal is the PROGRAMMING: March Recreation Board meeting. Some new programs have been added, "Literacy in the Park" (English/Spanish) for adults, soccer - through collaboration with Ridgeville - at Elks Park an Saturdays, three smaller festivals/special events; as well as an expanded weekly Clyde/Callan program from 10-5 Monday through Friday. Mr. Marberry asked if the report will include issues of removable basketball hoops, how programs will be implemented. Is upgrading the park a separate issue or can it be put in place for the coming summer. Ms. Carra asked about the possibility of the trailer as a summer site, mentioned last year. SOFTBALL The Board thanked Mr. Ferrera for a very clear memo - sharing fields with FIELD USE: softball and football doesn't work. Mr. Hodgman asked if conclusions were discussed with the football constituency. Ms. Hallen suggested inviting the Junior Wildkits to come to a board meeting in late spring. ERICKSON FUND: The Board asked if using the principal was permitted in team funding requests. Mr. Marberry asked if anyone else has requested funds? Ms. Webb asked what would happen if approved request to 544.50 (interest), and so moved, Ms. Hallen seconded, to fund the amount of $544.50 interest to the teams, and if the restrictions allow, spend principal to fund the requested two teams ($800). Motion carried. Mr. Ferrera will issue the check and report back at the next meeting. NEW BUSINESS: ROTATION OF Mr. Lesch queried the rotation as given and indicated some of the same OFFICERS: people seemed to be officers a second time before all new members had been officers. Staff will investigate for next meeting. Mr. Lesch indicated his willingness to serve until a new member is elected. COMMENTS Mr. Hodgman asked if the walls were still standing at Crown - yes, FROM BOARD Facilities Management is working with engineers on plan for repair. Ms. MEMBERS: Hallen congratulated Nicole Bobek, member of US Figure Skating Team, who got started at Robert Crown. Mr. Hodgman renewed his suggestion to consider strengthening the middle school sports league. Ms. Carra suggested set a meeting with Mr. Gaynor and Mr. Hodgman first & add a District 65 board member. Mr. Lesch asked to investigate policy on 2nd term reappointments. ADJOURNMENT:. Mr. Hodgman moved to adjoum, Mr. Marberry seconded, all approved.* The meeting was adjourned at 8:42 pm i. The next meeting is February 19, 7:30 p.m. at the Robert Crown Center, 1701 Main Street. "DRAFT - NOT APPROVED" 51 "Draft- Not Approved - Minutes Evanston Recreation Board Thursday, March 26,1998 Board Members Ms. Ann Carra, President Present: Mr. Richard Marberry Ms. Margaret Halfen Ms. Marion Flynn Mr. David Hodgman Absent: Ms. Janet Webb Mr. John Lesch Mr. Rick Marsh Staff Present: Douglas Gaynor, Director, Parks/Forestry & Recreation Bob Dorneker, Interim Superintendent of Recreation Paul D'Agostino, Superintendent of Parks/Forestry Gary Silkaitis, Sports & Recreation Maintenance Supervisor Mamie Smith, Manager, Fleetwood-Jourdain Center Lois Miller, Manager, Levy Activity Center Kevin Wallin, Manager, Chandler -Newberger Center Elaine Ferris, Executive Secretary Others Present: Ms. Sue Brenner, League of Women Voters, Frank Sacks, Frank Sacks Tennis Camps; Karen Chavers, Evanston Neighborhood Conference; Mary Lane, CPC Recreation Committee; Mr. Rick Weiland, Lacrosse Evanston; Albert Bowen, Camille Stauber. Ms. Carra called the meeting to order at 7:32 p.m. Mr. Hallen moved to approve the consent agenda, Mr. Hodgman seconded, motion carried. OBSERVER Ms. Brenner complimented the article on park renovation in the Evanston COMMENTS: Review. Ms. Lane, Southeast Evanston and CPC chair asked for infor- mation on summer program proposal and urged a meeting with the community group for input. Ms. Chavers. Evanston Neighborhood Conference, affirmed that the community is actively interested in the program direction. Ms. Stauber said her understanding was the department was continuing use of pesticides in parks and voiced her concerns. She asked the department seriously reconsider pesticide use. The Board requested information on current herbicide use for the April meeting. ADVISORY Mr. Dorneker spoke for Robert Crown Advisory. The skate park equip- BOARD/STAFF ment is going up (some reassembly required!). a tcss pieces are being REPORTS: resurfaced and painted. Four of the five major pieces are done. Opening is funding in the budget to bring call-back officer in as necessary. Discussion continues on the issue of basketball rims and installation. Considerable discussion on siting of a trailer followed. The proposal places the trailer against the fence at west area of the park, as opposed to the asphalt City parking lot. No play space is taken away and it would provide supervision over the play area in use. Proximity of the lot to alley and street traffic and temperature of pavement were considered in site selection as well as continuity of supervision. Ms. Chavers noted green space should be considered. Questions were asked about noise level of activity in trailer, space between trailer/building. and other sitin'g possible. Possibility of renting apartment as alternate was discussed. The proposed trailer is a temporary effort until space is identified for a permanent southeast Evanston recreation center. Ms. Cana asked if basketball was mostly boys and suggested looking into more activities directed towards girls 12-18. Ms. Chavers said the community would like a meeting to discuss the proposal. Ms. Hallen noted that keeping momentum of programming in area until a permanent center is available is important. The question of washing hands was raised; a concrete pad by the drinking fountain is scheduled for installation to help the drainage problem. Fence replacement is planned to occur this spring as soon as trailer site is determined. Higher fencing was suggested, staff will look into possibility. Programming has been a stabilizing force in the neighborhood for the past several years, said Ms. Chavers. The neighborhood %%ants information, input on programming. She also asked il'plans %%ere to employ local residents to staff summer programs as to the past Stafl' advised, yes. at least 7011/6 will come out ol.conut►unit\ a, 111V\ Ila\C In pant years. Ms. Smith noted food service on Snturda% still in OCUOUauft'rts \1� Chavers complimented Ms. Sinith on staff-s efforts and positive attitude. DIRECTOR'S Meetings were scheduled for comment and discussion on tite proposed REPORT: Lakefront Management Plan. Comments were received from neighbors, affiliated groups and aldermen. Concerns were voiced about access gate, hours, rescue/recovery policy, etc. A public hearing with the Human Services Committee trill be scheduled shorty. Requests included launch area staying open later than 1 1 p.m., open for special research permits. opening 5 a.m. for fishers. Staff can provide later access on special nights (Venetian night, 4th ofJuly etc.) Mr. Hodgman asked about cost increases to cover increased staffing hours and if revenue would cover therm? Mr. Gaynor said the total season additional cost of S3G.000 addresses improved trash pickup, additional restroom cleaning, and extra staff time. This increase helps bring us into line with lifeguard rates in 3 training the next level, traveling league. Ms. Carra asked if the sport was co-ed, it is. She also asked the cost of administering such a program, estimated at $5-6,000 year, and suggested affiliate status, which would not solve the insurance cost question. It was recommended the issue be revisited in June or July for discussion on next year's programs. ROTATION OF The proposed rotation of officers for 1998 is President, Mr. Marberry; OFFICERS: Treasurer, Ms. Flynn, Secretary Mr. Hodgman. Ms. Hallen moved to accept rotation as discussed, Mr. Hodgman seconded, motion carried. COMMENTS Mr. Marberry congratulated Ms. Logan on the her lengthy article FROM BOARD on park renovation in the Review; he also noted the production ul' "The MEMBERS: Hobbit" was excellent. Mr. Hodgman thanked Ms. Carra for a «onderful job as president. Ms. Carra said she appreciated the discussion on Southeast Evanston progiamming and its positive direction. Mr. Marberry moved to adjourn, Mr. Hodgman seconded, motion carried. Adjourned 9:37 p.m. The next meeting'is April 19, 7:30 pm. at the FLEETWOOD JOURDAIN CENTER 1655 Foster, note site change. "DRAFT - NOT APPROVED" 5 . tr "Draft- Not Approved" Minutes Evanston Recreation Board Thursday, April 23, I998 Board Members Mr. Richard Marberry, President Absent: Mr. Rick Marsh Present: Ms. Ann Carra Ms. Marion Flynn, Treasurer Ms. Margaret Hallen Mr. David Hodgman, Secretary Ms. Janet Webb Mr. John Lesch Staff Present: Douglas Gaynor, Director, Parks/Forestry & Recreation Gary Silkaitis, Sports & Recreation Maintenance Supervisor Mamie Smith, Manager, Fleetwood-Jourdain Center Kevin Wallin, Manager, Chandler -Newberger Center George Dotson, Program Manager, Robert Crown Center Robert Lloyd, Program Manager, Fleetwood -Jourdain Center Elaine Ferris, Executive Secretary Others Present: Karen Chavers, Evanston Neighborhood Conference, Mary Lane, CPC Recreation Committee; Albert Bowen, Bettye Palmer, Bo Price, Drum & Bugle Corps; Sue Brenner, League of Women Voters, Mr. Mar,betry � called the meeting to order at 7:30 p.m. Ms. Carra moved to approve the consent agenda, Ms. Webb seconded, motion carried. OBSERVER Ms. Chavers reiterated the wish of the community to take an active part in COMMENTS: planning meetings on park programs/improvements in SE Evanston. ADVISORY Fleetwood-Jourdain Advisory: the center will co-sponsor a soap box derby BOARD/STAFF citywide. A PlayFest is planned for July. Reggie the Hoofer performed REPORTS: for after school program and seniors as part of a scheduled series of entertainers. Rehearsals for "Robin 'n'the Hoods" have begun. Robert Crown ice show is May 15-16-17. Theme this year is "All- Ame can Rock & Roll". N nr2.. Mr. presented the policy on Integrated Pest Management in response to a request from the Board for further information on pesticides. Mr. Silkaitis updated on the lakefront plan. Sand dredged from the boat ramp went to the dog beach, which had been denuded by winter currents. Staff are working with police to create an enhanced park range program on the lakefront. Softball season has started, soccer fields are being aerated. Beach token sales started April 1. Launch permits for sail and power boats and storage racks started. Levy Center held a breakfast honoring Joseph Levy Senior's birthday. Ms. Smith and Mr. Glus are presenting a session at the National ■r . Recreation & Parks Association conference in September, on arts programming. A request for a dog "off -leash" park is under investigation. Space, monitoring and maintenance are areas of concern to be worked out if possible. There was additional discussion on liability of the Board and ordinance changes/enforcement, as well as the question of committing resources for enforcement at the expense of programs. DIRECTOR'S REPORT: Lakefront Management Plan has a few changes, including opening 5 a.m. for fishers, gate access for ramp, late closing on special nights (Venetian night, 4th of July etc.) and daily permits - only for non -powered watercraft. OLD BUSINESS: SOUTHEAST Staff received a letter from the Southeast Evanston CPC Recreation EVANSTON committee with concerns on programs at Clyde-Brummel Park. Specific PROGRAMMING: items included green space, visibility, vandalism, graffiti. More discussion on trailer as program assist followed. Suggestion was made to annex the underused parking lot to expand the park. Staff will investigate. Discussion continues on the issue of basketball rims and installation. DISCUSSION Board members requested a longer session to discuss issues in greater SESSION: depth than is possible in a normal meeting. Items for discussion in session(s) were Southeast Evanston, Attitude and Interest Survey, gym space, lacrosse, CIP, youth sports/basketball. Mr. Marberry suggested a date be selected and agenda circulated prior to the next regular meeting. TELEVISED It was suggested at least one meeting a year per board be televised. MEETING: Facilities are in Civic Center. T� —n. COMMENTS Mr. Marsh apologized for missing the last meetings. He was out of FROM BOARD town. Ms. Webb said she would not be at the May meeting. MEMBERS: EXECUTIVE The board adjourned to executive session to discuss a personnel issue and SESSION: possible litigation. The board reconvened from executive session. Ms. Hallen moved to adjourn, Mr. Lesch seconded, motion carried. Adjourned 4:06 p.m. The next meeting is May 21, 7:30 pm. at the Civic Center, 2100 Ridge. "DRAFT - NOT APPROVED" 2 "Draft- Not Approved" Minutes Evanston Recreation Board Thursday, May 21, 1998 Board Members Mr. Richard Marberry, President Absent: Ms. Janet Webb Present: Mr. Rick Marsh Ms. Ann Carra Ms. Margaret HalIen Ms. Marion Flynn, Treasurer Mr. John Lesch Mr. David Hodgman, Secretary Staff Present: Douglas Gaynor, Director, ParkstForestry & Recreation Jim Ferrera, Sports Coordinator/Lakefront Director Elaine Ferris, Executive Secretary Others Present: Sue Brenner, League of Women Voters; Dan Stermer; Kate Minamars, Richard Slaton, Marie Reme', Jane Neumann, Mary Ransford, Jerome Brown, Neal Hoffman Dana, Adolph Jenkins, David Fenn, Kevin Rielley, Steve Bogira, David Dwyer, Alderman Ann Rainey. Mr. Marberry called the meeting to order at 7:33 p.m. Ms. Flynn moved to approve the consent agenda, Mr. Hodgman seconded. Mr. Marberry noted three corrections to the April minutes: Mr. Marberry called the meeting to order, Mr. Gaynor presented the policy on Integrated Pest Management and the request to televise one meeting was tabled for further action by the City. Motion carried with corrections. OBSERVER Mr. Sterner requested approval for an end of year dance party at Chandler - COMMENTS: Newberger Community Center for 6-8 graders, and charge for admission. Discussion followed about use of facility and conditions that need to be met, including chaperons, liability and security. Ms. I-iallen moved to approve party and admission charge if conditions were met. Mr. I-Iodgman seconded. Motion carried to approve use of facility for purpose stated, as long as other requirements are met. Staff will further discuss conditions with Mr. Sterner. At this time, James Park field policy was moved up on the agenda. Alderman Rainey asked to allow comments from observers during discussion. DAMES PARK Stafl'gave a brief rundown of current athletic field use policy. An FIELD POLICY: amendment is proposed to clarify that a permit is required tier use of'all athletic fields. The current policy states a permit for all soccer fields. Mr. Lesch said he understood the issue of overuse but believed there ought to be someplace where people can just go and play. Mr. Marberry said the policy has always been to allow play on any green space as long as it's not on a designated field. A lengthy discussion ensued on playing soccer in an area which overlaps the baseball diamond outfield. Staff described the eight -fold expansion of youth soccer in the last few years, and department efforts to provide field space and curb overuse on all athletic fields. Discussion about field use policy, permits, practice space and purpose of providing space continued. Some spaces Iarge enough for a field are not suitable for practice due to issues of terrain. Staff are trying to keep as good a field turf as possible under extreme use. The Recreation Board sets policy to regulate the use of athletic fields, currently the need is to balance use and keep fields in reasonable condition. Discussion included comments on monitoring field use. Mr. Marberry thanked those present for comments and recommended a spokesperson for the group meet with Recreation Division, determine exact needs and determine what needs arc. Ms. Newman and Mr. Slater will act as community representatives to resolve issue with assistance of Recreation Board and staff. Mr. Lcsch asked that any motion with regard to expanding the field use policy be tabled to next meeting for further discussion; we need to find a way to accommodate pickup games. Mr. Marsh volunteered with Mr. Lcsch to discuss what the Recreation Division can do to meet needs. Mr. Lcsch moved to table change to field use policy to next meeting, Ms. 1-fallen seconded. The pickup group playing at James requested a waiver of the permit requirement for the next few Sundays, until the situation is resolved. Mr. Hodgman moved amend the motion to waive permit requirement for the next two weeks, Ms. Flynn seconded. More discussion followed on determining how to meet needs of both pickup and organized groups for space. Motion carried as amended, Mr. Marberry opposed. ADVISORY BOARD See attached new format. STAFF REPORTS: DIRECTOR'S The Lakefront Management Plan was adopted by City Council and REPORT: incorporates a number of changes recommended by users of the lakefront. Expected implementation is to be complete by June 1. The Lakefront Concession Contract is essentially the same as last year, same vendor. Robert Crown will run the Lagoon Building concess- ion for special events. Ms. Hallen moved to approve, Mr. Hodgman seconded, motion carried. The planned Skokie boat launch has been postponed. Skokie Park District currently has a lease with Metropolitan Water Reclamation District (MWRD) for the area between Main and Oakton east of the canal. Planned use includes most of the area south of the concrete plant; a launch ramp for non -motorized craft and a motor ramp for maintenance. Staff is working with the Skokie Park District to develop the north portion for soccer fields. Process of development includes regrading, reseeding, irrigation, traffic and parking study, discussion with soccer groups, etc. A possibility exists here for a fenced off -leash dog park, developed and 2 maintained by proponents of such a park. June 6 is Hazardous Household Waste drop off at Civic Center. Staff continues to develop golf lesson program for youth. OLD BUSINESS: SE EVANSTON On June 8 trailer will be installed as will electricity. This is a pilot PROGRAMMING: pilot program. Skirting, landscaping, fencing and a "community park clean up day" are scheduled. Staff is investigating the proposed conversion of the adjacent parking lot to park space. Hoops are up in basketball court 24 hours on trial. Mr. Marsh noted much better communication in the community. Mr. Gaynor said staff is working with a committee Irom Rotary who have taken on the task of being catalyst in fundraising for a Southeast Evanston community center. Currently the sticking point is finding a site. Staff has discussed with Ridgeville Park Director, investigated the Dominick's site, and the parking lot at Howard/Clark street. Clyde- Brummel park is not large enough. Council has had a preliminary discussion on money on recycling center operations, and indicated a possible "recycling" of the center into a recreational fieldhouse for indoor sports. Planning needs to start in near future to figure out if possible, funding. Ms. Hallen said although Southeast Evanston is priority, it should not mean the Board pass up this one-time opportunity. The site is the hardest thing to acquire. May need to form committee to investigate funding. NEW BUSINESS RESCHEDULE The June meeting will be rescheduled to one week later, June 25, at the ,TUNE MEETING: Civic Center. Mr. Marberry will be absent for the July 16 regular meeting, Ms. Flynn will preside. DISCUSSION Board members requested a longer session to discuss issues in greater SESSION: depth than possible in a normal meeting. A meeting is set for March 28, 7:30 p.m. at the Civic Center. Proposed agenda to include focus on Southeast Evanston, nature and existing policies of board, and other topics to be determined, including quarterly meeting schedule. COMMENTS Ms. Flynn commented on the response to citizen request for space. FROM BOARD and indicated the role of the Board as encouraging recreation and MEMBERS: responding to citizen needs. Mr. Marberry thanked Alderman Rainey for her presence at the meeting. Mr. Marsh said it feels good to be back and to be part of this board. lie mentioned being disconcerted at not being following up what citizens want in the Attitude and Interest Survey. He indicated a need to concentrate and focus on a southeast Evanston facility and meet needs. Mr. Hodgman said the reason lie was on the Board was because he wanted to participate in building community. We need a dream to build toward and make more concrete. lie asked if funding was identified for an engineering study of facilities? Ms. Hallen indicated the view of the job of Board president as creating cohesiveness and bringing a resolution to issues. Ms. Hallen moved to adjourn, Mr. Lesch seconded, motion carried. Adjourned 9:55 p.m. The next meeting is June Z& 7:30 pm. at the Civic Center, 2100 Ridge. PLEASE NOTE THE CHANGE IN DATE. "DRAFT - NOT APPROVED" 4 �r Board Members Present: Board Members Absent: Staff Present: "Draft- Not Approved" Minutes Evanston Recreation Board Thursday, June 25, 1998 Mr. Richard Marberry Ms. Marion Flynn Ms. Margaret Hallen Ms. Rick Marsh Mr. John Lesch Mr. David Hodgman Mr. Janet Webb Douglas Gaynor, Director, Parks/Forestry & Recreation Elaine Ferris, Executive Secretary Mr. Marberry called the meeting to order at 7:30 p.m. Ms. Cana moved to approve the consent; agenda, Mr. Hodgman seconded, with correction on page 3 of March 28 to May 28, motion carried. Comments From Mr. Slater wanted to touch base with the Board on soccer issues raised Observers: at the last meeting. He had met with staff on field options. Currently, the pickup group will use the current area. The Board will continue discussion of field policy and use options. The Board confirmed the Sunday pickup group use the current area pending policy revisions. Mr. Lesch and Mr. Marsh met as a subcommittee to work on field permit policy and are working with staff to determine how best to enforce permit policy. Mr. Lesch asked a number of questions about the schedule of use and time the field are permitted. Mr. Gaynor clarified that the issue is not a conflict with use by AYSO, but rather a balance of the time turf is in use with the "time out" turf needs to regenerate. Mr. Lesch suggested the possibility of leaving some fields permit only, one or two for open use. Ms. Carra noted the field condition was much better this year. Mr. Gaynor noted organized groups have waivers, insurance, indemnification and hold harmless to play softball/soccer, thus no insurance is required. Staff is reconfirming the City's legal requirements for insurance coverage. At issue is use of field requiring permit and/or insurance. The subcommittee will discuss any revisions needed to current policy with staff and the Recreation Board and will be in touch with Mr. Slater. An organized group requires a field permit under current policy. Mr. Marsh recommended if a non -reserve policy is adopted, open fields be those in less heavily used areas than James Paris. 4 Mr. Marberry introduced Mr. Don Walton as the new Recreation Board member confirmed by City Council. Advisory Board Reports: See new format attached. Mr. Gaynor indicated the written format was to allow center managers and other staff to appear only as needed when issues in their area of responsibility are on the agenda. Staff will be present in person sometime each�quarter. Ms. Carta suggested staff be present at, their facility when the Board meets there. Ms. Hallen asked to include Southeast Evanston as a separate item in the program narrative. Director's Report: Three hundred children attended the drop -in program at Clyde/Callan park on the first day. In discussion, the difficulty of directing staff to three "Brummel" parks was mentioned. Ms. Hallen suggested as a solution, naming all non -named parks; this would not preclude a formal dedication at a later date. Mr. Marsh is coaching a team and noted efforts towards more adult presence in the parks. He said staff is doing a great job, particularly Robert Lloyd. The trailer is working well. A possibility of converting the adjoining city parking lot to green space has been raised, less than 10 spaces are currently leased. Consensus of the Board was in support of the possible conversion, recommended for funding in FY99- 2000. Mr. Hodgman asked if the expanded space would accommodate a recreation center and was advised not; space was insufficient. The Rotary Club has a catalyst group involved with fundraising and is exploring the possibility of a cooperative center with joint programming at Ridgeville Park District's Elks Park. The Board reiterated the need for a multipurpose center involving recreational space as well as community activity area. Mr. Hodgman asked about expected commercial vacancies and they were discussed. A .lames Park facility would serve Citywide, but is too far from -the southeast area. The Board will tour several areas suggested in discussion. District 65 had two snow days this year, which posed a conflict with the start of summer camps. There are several possibilities, running "open programs" for the first two days of summer, and delaying start of program to Wednesday; building in two days every year in case they are needed. Registering in March after snow is mostly gone was suggested. Ms. Hallen suggested options in case of snow be published in the camp booklet. Lakefront is up and for the summer. A replacement boat decision is pending, a rental will be used prior to that delivery. Dedication of artwork in front of Fire Station 1 is complete. The Request for Proposals (RFP) for the 1998-99 CIP (Capital Improvement Plan) is due and hiring is expected shortly. Preliminary drawings on the current four parks being redeveloped currently (Currey, Talimadge, Ackerman and Ellingwood) have been received and bid specifications will be out shortly. There arc currently about a dozen vacant •r positions including landscape architect and several clerical positions. Two community meetings have been held, at Dobson-Brummel and Leah Lomar Parks, with good attendance. Aldermanic briefings on regular activities of the City departments are in progress. Looking forward to 4th of July activities; FAAM and Drum & Bugle Corps are in the parade. Old Business: The Recreation Policy subcommittee has met and will continue working POLICIES: on getting current policies, advise on recommended policy revisions at future sessions. ' BOARD TOUR: An evening instead of weekend tour was suggested, and scheduled for July' 71h at 5:30pm, meeting at the Civic Center. Tour will include Southeast Evanston sites as well as other program areas. COMMENTS Mr. Lesch said his view of the problem with field use is over -regulation. FROM BOARD .,He recommended a blend of free and permitted fields. Ms. Hallen MEMBERS: would like to get Board information packets by Tuesdays prior to meetings. She also reminded the Board of a previous commitment to work more proactively. with Human Services. In addition, Ms. Hallen emphasized the importance of informal meetings in building board interaction. Ms. Carra received a call about alleged pesticide use in Bent Park, staff will investigate and advise. She noted Mr. Walton's knowledge of the community and his anti -drug and violence prevention talks to grade school children. Mr. Marsh said subcomittees are important, gives members an opportunity to work "within the process". Mr. Marberry welcomed Mr. Walton to the board, reminded that Ms. Flynn will preside at the July meeting. Changing the starting times to 7 p.m. was discussed, consensus was 7:30 would remain starting time. ADJOURNMENT: Ms. Flynn moved to adjourn, Mr. Marsh and Ms. Haden seconded, all approved. The meeting was adjourned at 9:15 p.m. The next meeting is July 16, 7:30.p.m. at the Levy Center, 1700 Maple Ave. A Board tour of facilities and sites is scheduled for July 7 at 5:30 p.m. "DRAFT - NOT APPROVED" "Draft- Not Approved" Minutes Evanston Recreation Board Thursday, July 16, 1998 BOARD MEMBERS Ms. Marion Flynn, Acting Chair PRESENT: Ms. Margaret Hallen Mr. Rick Marsh Mr. John Lesch Mr. Don Walton BOARD MEMBERS Ms. Janet Webb. ABSENT: Mr. Richard Marberry Mr. David Hodgman Ms. Ann Carra STAFF PRESENT: Douglas Gaynor, Director, Parks/Forestry & Recreation Lois Miller, Levy Activity Center Manager Elaine Ferris, Executive Secretary Ms. Flynn called the meeting to order at 7:30 p.m. Mr. Lesch moved to approve the consent agenda, Ms. Hallen seconded, motion carried. There were no observers. ADVISORY Mr. Gaynor indicated the written format was to allow center managers and BOARD other staff to appear only as needed or when issues in their area of REPORTS: responsibility are on the agenda. Staff will be present in person each quarter. Discussion on presence of staff at regular board meeting ensued. The Board commented that interaction and communication directly from staff was important in keeping the Board informed. Mr. Gaynor will provide possible recommended strategies on staff attendance for the September meeting. Ms. Carra asked if setting a meeting earlier, at 7 pm, would help. The consensus at the June meeting was that 7:30 would remain the starting time. DIRECTOR'S At budget time, $3.5 million was approved in the Capital Improvement REPORT: Program. This has been increased by Approximately $34 million to include construction of the new Levy Center, and by an undetermined amount for the Performing Arts Center. In response to Ms. Hallen's question, staff noted that the Parks/Forestry & Recreation Department is also responsible for design and construction of the Performing Arts Center through the Evanston Arts Council. A grant of $1 million from the State of Illinois has been received to assist in construction. Other fundraising efforts are under way. The Ecology Center is initiating a $200,000 renovation to begin next spring. Interviews for a staff Landscape Architect for park renovations and .i several clerical positions are in process. Four architects will be pre - qualified for proposals. This will shorten the time frame considerably for each project. On the Southeast Evanston recreation/community center, Alder- man Rainey spoke to neighbors of Elks Park about the possibility of a cooperative center with joint programming at Ridgeville Park District's Elks Park. Ridgeville Park's board discouraged lessening any remaining green space. The Recreation Board reiterated the need for a multipurpose. center involving recreational space as well as community activity area. Remaining possible commercial sites were discussed, which included' Chicago at Howard, the South Boulevard Dominick's and Asbury Market. St. Francis, after their reorganization, is not rebuilding on their site as previously discussed. The Rotary Club had a catalyst group involved with fundmising if a site was determined. The Board will tour several areas suggested in discussion. Ms. Hallen noted people fear the clientele of the park; suggested the need to turn expectations around so that a new facility would empower people to select a building that embodies facilities to enhance their own lives. All current community centers involve a specific unique focus or major program that differ from other centers. Mr. Marberry suggested an adult "health club" focus, including child care/programming. Mr. Lesch asked for a site drawing of the park. The City and Skokie Park District have a tentative verbal agreement to develop a joint development and use agreement for property currently under lease from the Metropolitan Water Reclamation District (MWRD) to the Skokie Park District. The intent of the agreement is to plan, develop and operate an off -leash dog park as well as soccer fields, both to be jointly used by Skokie and Evanston residents. Current estimate is approximately $450,000 to develop the project. Funding sources besides the City of Evanston and the Skokie Park District include proponents for the off leash dog park, and soccer field organizations both in Skokie and Evanston. The tentative schedule for this is for planning to occur between now and spring 1999 with actual development taking place spring/summer 1999. Token sales are up over last year due mainly to better weather. Boat launch revenue is up somewhat over last year. An in -season dredging was needed due to sand drift at the Church St. ramp. Old Business: LACROSSE This proposal will be reviewed at the September meeting. Mr. Weiland's PROPOSAL: presence will be requested to present his proposal. FIELD USE Mr. Lesch thanked staff for a wonderful report. The subcommittee SUBCOMMITTEE: continues to work on proposed draft of changes. Ms. Flynn asked for a proposal at the September meeting for review and discussion. POLICY SUB- The committee asked for the Board to review policies as soon as the COMMITTEE: subcommittee completes their review. BOARD TOUR: An evening instead of weekend tour was scheduled for July 7th, and included Southeast Evanston sites as well as other program areas. Ms. Hallen applauded the evening tour as a change from daytime, to allow a rounded view of activity. Ms. Flynn requested information about using Baker Park as a soccer site for 9-10 year olds (who use a smaller field). SOUTHEAST No change from last month. The park is well used, more adult presence, EVANSTON A committee is meeting to plan "Ourfest" at the park. The trailer on site PROGRAM: is.working well. COMMENTS Mr. Lesch asked about the fishing trip, formerly sponsored by the Power FROM BOARD Boat Association and if that had taken place. Timbers on the pier were MEMBERS: replaced and horizontal bumpers added at the boatramp with recycled plastic wood, by Skokie Marine. Mr. Lesch voiced his concern that parks be available. Mr. Gaynor asked that a proposed policy be shared with soccer and softball groups before adoption. Ms. Hallen asked for increased publicity coverage for the Garrett Seminary area. Ms. Flynn asked about the Asian Beetle and if there was a problem in the Evanston area. Staff is keeping informed but to our knowledge, there is no problem to date. Ms. Carra said she enjoyed the visit to Clyde/Callan park and asked about naming the park. She noted that Mr. Walton missed some wonderful speeches about him and said she was glad to have him on the Board. Mr. Walton said he was pleased to be here. Mr. Marsh commented favorably on the Fourth of July and praised the Drum & Bugle Corps, which took a first place in the parade. Mr. Gaynor praised the sharp eyes of staff who spotted a lifeguard chair taken from'South Boulevard Beach being used to view the parade and provided the street address to police. The chair was recovered and replaced. ADJOURNMENT: Ms. Hallen moved to adjourn, Mr. Lesch seconded, all approved. The meeting was adjourned at 9:00 p.m. The next meeting is September 17, 7:30 p.m. at the Chandler -Newberger Center, 1028 Central. "Draft- Not Approved" "Draft- Not Approved" Note: minutes are not verbatim Minutes Evanston Recreation Board Thursday, September 17, 1998 Board Members Present: Mr. Richard Marberry Mr. John Lesch Mr. David Hodgman Mr. lion Walton Ms. Janet Webb Board Members Absent: Mr. Rick Marsh Ms. Margaret Hallen Ms. Marion Flynn Staff Present: Douglas Gaynor, Director, Parks/Forestry & Recreation Kevin Wallin, Manager, Chandler -Newberger Center Gary Silkaitis, Supervisor of Sports & Recreation Maintenance Elaine Ferris, Executive Secretary Others Present: Sue Brenner, League of Women Voters; Colleen Kelly, Stuart Lassiter, Alderman Joe Kent, Bill Stafford, Flag Football; Alber Dower, Clyde -Callan -Custer Neighbors, Ethel Harris, Karen Chavers, Evanston Neighborhood Conference. Mr. Marberry called the meeting to order at 7:30 p.m. Ms. Carra moved to approve the consent; agenda, Mr. Hodgman seconded, motion carried. PRESIDENT'S Mr. Marberry noted a good dialogue was held with the Human COMMENTS: Services Committee. A written report on activities throughout the year was provided to the committee. The importance of identifying a site for a Southeast Evanston community site was discussed. Programming in the area continue to be well received. A Board committee to meet with the area citizen groups was recommended by Mr. Marberry, and he volunteered to serve on it. Ms. Carra asked that the entire Board be notified of meetings, staff will ask the Alderman to advise of meetings. COMMENTS FROM Mr. Marberry asked to move the discussion on flag football to this OBSERVERS: time. Mr. Kent spoke movingly of the benefits of returning playoffs to the fifth grade flag football program. He volunteered to help distribute a survey if needed. Ms. Kelly and Mr. Lassiter, coaches at Washington School, spoke in support and reiterated stress on character and respect for teammates and opponents. They stressed their view that competition is a part of the learning process and continues through life. They also stressed the good memories. 0. Mr. Stafford supported the idea of playoffs and said that playoffs are appropriate at the fifth grade level, and are in place in many other sports groups at this age. After much discussion, Mr. Marberry thanked those presents for their comments. Mr. Hodgman strongly supported the concept of playoffs. Ms. Carra voiced her concern that when winning is the point, a lot is lost; best children play the most, and instruction and team building take second place. Ms. Webb reminded the Board that the Department's intention was that the league focus was on instruction and moved that coaches and parents be polled. in discussion, Mr. Kent suggested an optional playoff, with teams that wanted to compete playing. Ms Webb requested a survey of fifth -grade soccer parents to gather more information from parents as to the need/request for this change. A survey will be distributed and results discussed at a meeting following tally of results. Mr. Lesch seconded the motion. Motion carried, Mr. Hodgman dissenting. ADVISORY Mr. Gaynor indicated the written format was to allow center BOARD REPORT: and other staff to appear only as needed when issues in their area of responsibility are on the agenda. Staff will be present in person sometime each quarter. DIRECTOR'S REPORT: An end -of -season meeting was held to discuss the working of the first year of the new Lakefront Management Plan. Comments were positive for the most part. A request was made to allow surfboarding as well as windsurfing and staff is working to include this activity. Restroom cleaning logistics were discussed. A possibility of funding donated for a gymnasium by Kendall College is being pursued. Staff is working on developing soccer fields and an off - leash dog park to be co -developed and operated for both Evanston/Skokie residents on land leased by the Skokie Park District between Main and Oakton on the canal. The Superintendent of Recreation position is being advertised and board participation in the selection process will be forthcoming. Mr. Marberry asked about program fees and scholarships and review which had been brought up in the Human Services Committee meeting. Staff advised a thorough review could be made but only after the initial budget was submitted. At Ms. Hallen's request, staff will advise the Board when the various Advisory Board meetings at which they discuss the budget will be held. A letter of comment was received regarding the board minutes and will be put on the agenda for next month. The programming at the Southeast Evanston site will be continued through the season by Fleetwood-3ourdain staff. The trailer will stay in place throughout the fall. The trailer is working well. A possibility of converting the adjoining city parking lot to green space will be placed in the Capital Improvement Plan recommended for funding in FY99-2000. Baker Park as a site for soccer has been investigated and determination was made that it was not large enough for a regulation field. Mr. Lesch asked if the field was of a size for smaller children. Staff advised that the intent of the groups is to consolidate fields so many groups use one larger area. It may be. suitable for practice. Old Business: FIELD USE POLICY A meeting of the committee is expected shortly and a report will be SUBCOMNIITTEE: made at the October meeting. POLICY SUBCOMMITTEE: The committee is meeting and will be reporting back to the Board. LACROSSE Mr. Weiland requested the Recreation Division initiate an instruct - DISCUSSION: ional league in schools, much like the football leagues. He would donate equipment use for the program. Equipment per child runs about $250-300. The cost per child if the Division covers insurance would run about $25-30. Coaches would be paid at $ 15/hour and would also referee games. He would draw a salary but turn it back into equipment purchase. He would promote at schools, get equipment and coaches, and do legwork to get the program off the ground and run for the first 34 years. There was discussion on pad versus volunteer coaches, number of participants, combining small school teams, and coed participation. Staff requested a little more time to work on field availability and budget implications. The Board will surface the issue again at the November meeting and discuss concerns. Ms. Carra proposed the Board support the proposal if details can be worked out with staff. NEW BUSINESS:. STAFF PRESENCE Discussion of staff presence at board meetings will continue at the AT BOARD MEETINGS: October meeting. COMMENTS Mr. Hodgman reiterated his position on playoffs. Mr. Walton said FROM BOARD he would withhold comments as he was "still learning". MEMBERS: ADJOURNMENT: Ms. Webb moved to adjourn, Mr. Hodgman seconded, all approved. The meeting was adjourned at 10:00 p.m. The next meeting is November 19, 7:30 p.m. at the Fleetwood-Jourdain Community Center, 1655 Foster. "Draft- Not Approved" "Draft -Not Approved" Note: minutes are not verbatim Minutes ,,. Evanston Recreation Board Meeting Thursday, October 15, 1998 Board Members Present: Board Members Absent: Mr. Richard Marberry, President Mr. Don Walton Ms. Marion Flynn Ms. Margaret Hallen Mr. John Lesch (arrived 8:00) Ms. Ann Carra (arrived 8:15) Mr. David Hodgman Mr. Rick Marsh Ms. Janet Webb Staff Present: Douglas Gaynor, Director, Parks/Forestry & Recreation Paul D'Agostino, Superintendent of Parks/Forestry Bob Domcker, Manager, Robert Crown Complex Jim Ferrera, Municipal Sports Coordinator George Dotson, Program Manager, Robert Crown Center Stefanie Levine, Landscape Architect Lois Miller, Manager, Levy Activity Center Mamie Smith, Fleetwood Jourdain Community Center Manager Gary Silkaitis, Supervisor of Sports and Recreation Maintenance Kevin Wallin, Manager, Chandler -Newberger Center Others Present: Sue Brenner, League of Women Voters, Mary Lane President's Comments: In follow-up to discussions with the Human Services Committee. Mr. Marberry contacted Alderman Rainey to offer his services as liaison to the community groups meeting in southeast Evanston and requested notice of meetings. He also affirmed the positive reaction to the idea of a southeast Evanston Community Center from the discussion with the Human Services Committee. He will act as liaison and ensure the Board is informed. Comments from Citizens: Ms. Lane indicated Mr. Marberry would be welcome at the Citizen's Planning Committee which meets at St. Francis, 7 p.m.Tuesday, Oct. 20. Advisory Board/ Mr. Dorneker reported the Crown Advisory Board met and Staff Reports: discussed the upcoming Flea Market on November 7. Mr. Gaynor introduced Stephanie Levine, Landscape Architect, who will be working with the Superintendent of Parks/Forestry on capital improvement projects. Director's Report: No further progress to date in identifying a site for the Southeast Evanston Community Center. Programs are continuing in the neighborhood and have been enhanced for fall. New this year is the opportunity to buy a dog license and dog beach token along with the parking sticker on one renewal form. Dog beach tokens will still be available at beach office during the season. Policy Subcommittee: No major policy changes are expected, just elimination of redundancies. Ms. Hallen suggested the Board deal with possible revisions of policy as issues come up. Staff Presence at Ms. Hallen commented she liked the opportunity to have dialogue Recreation Board with staff and that the twice a year full staff meeting with the Meetings: Board was a good idea. Staff will ask Board members to submit requests for detailed background information on issues in advance of the meetings, to allow time for research. The two meetings are expected to be informal and may include location/site tours etc. Ms. Hallen reiterated background data is vital for the Board make informed decisions. Lacrosse Discussion: Tabled to November meeting. Letter from Mary Lane: A communication was received regarding language in the minutes. Ms. Hallen agreed with the sentiments as expressed in the letter and extended her regret if remarks as reflected in the July minutes were distasteful. Staff noted minutes are not verbatim. Meetings are always open to the public. Playoffs in Youth Sports: Alderman Kent was at another City meeting and could not be present. Of the 560 surveys distributed, I I responses have been received to date, 6 no, and 5 yes as to playoffs. A further distribution (80) will be made the coming weekend. This issue will be placed on the agenda in November for decision. Any decision will affect games in 1999. The survey is intended solely for advice. Capital Improvement Mr. D'Agostino presented information on the proposed Capital Program: Improvement Program. Each department has a representative on the capital improvement team, which updates a five-year program every year. Projects are funded mainly through general obligaiton bonds sold by the City. Other projects are funded through Community Development Block Grant (CDBG) funds, which are designated to specific target areas. Staff recommends projects to the committee, which finalizes funding priority and amounts. Projects may be delayed to future years to balance budget. Staff has met with aldermen to discuss priorities in their wards. Mr. D'Agostino presented proposed CIP project funding and applications submitted for CDBG funding. Review and decision will be done in late October, though approval remains fluid up to budget approval. Mr. Marberry asked if board action in support of requests was needed; only after council review was the reply: Mr. Gaynor said a five year financial plan for the entire City operation is in the process of development and commended the finance director's view. Proposed Budget: Mr. Gaynor indicated two major changes were proposed: the Parks/Forestry budget would take over trash collection in parks; currently performed by Streets and Sanitation. The rationale is that with help of center managers, lakefront staff and others this would be an efficient use of resources. This is not to denigrate the excellent job currently being done by Streets & Sanitation. The second proposed change is to return the Park Ranger position from the police department to Parks, as the majority of issues that staff deal with are within the parks. In discussion of the remainder of the budget; Chandler - Newberger Center has no major changes this year. Mr. Wallin said remodeling of the former racquetball court to a multipurpose room for preschool and art programs is stilt underway. The remodeled second floor multipurpose space will be used mainly by office and program staff. Preschool camp this year will change to a five day a week program. In Outdoor Tennis. a grant has been requested to provide free tennis lessons in parks. Over 200 received free lessons this year at Crown and Foster. Special Recreation's major change is the increase to a full time program manager; this program has tripled in the last six years. Inclusion services consultation is also under this program. Developing a program brochure and marketing efforts are part of the objective for next year. Mr. Gaynor noted a continuing thread in budget presentations is outreach into the community. Ms. Smith provided an overview of the Fleetwood- Jourdain Community Center budget. A fee has been added to the after school program. The afterschool program is $600 for five days a week from 3-6:30, for 37 weeks. Incorporated in this is a learning lab: recreation/education. recreational activities are planned to stress educational aspects. Current enrollment is 48. somewhat down from the free program. Outreach efforts are increased and staff is working with schools. No major changes. Mr. Gaynor noted an additional $18,000 for a communication tower lease goes to the Center for capital improvements. Fleetwood-Jourdain Theatre budget major change is reduction in revenues of$11,000, due to vacancy of the theatre manager position. Audience development is a goal for this year. No other major changes. An going issue is rental of the theatre. A proposal has been made to merge with the Noyes theatre but there is insufficient performance time to accommodate both schedules currently. Ms. HaIlen asked about the Hill venture. A publicly funded performing arts center is scheduled. In At -Risk Activities, additional summer staff were added for summer food program. Electricity, phone and trailer lease were added for the trailer at Clyde -Callan park. Food costs for the lunch program are reimbursed by the state. Cost increases are due to expansion to year round programming in southeast Evanston. Drum & Bugle Corps - no changes. Mr. Ferrera said lakefront revenue was up, a great summer. No major changes in this element. All went well with the new Lakefront Management Plan. Sports Leagues continue to decline, although unfortunately staffing costs stay even. No major changes. Aquatic Camp remains the same. New boats to expand the fleet are needed. Church Street Boat Ramp prices were higher, fewer purchased, net result about the same revenue. Expenses increased because of staff allocation and money from dredging costs are now collected in this budget. Dempster Street Beach, no change. Capital improvement funds will be scheduled to improve boat racks and storage. Park Ranger will probably be reallocated in Recreation from Police. Current budget forecast looks at keeping staff longer. Outdoor winter sports salaries were increased due to the very few days staff is required for the hill each winter. In discussion that followed, Ms. HaIlen recommended review of fee structure as a control to avoid draining resources. Mr. Gaynor recommended the Board review the fee policy/structure in future. 1711 Electricity: Mr. SiIkaitis noted a large increase over past years, partly due to the Lovelace Park fietdhouse, which now has air conditioning and heating and is being used for programs year round. Recreation Maintenance: A full time staff will be located on the lakefront during summer. Union contract has an added step which takes effect this year, plus negotiated yearly increase. The big change this year is assuming all lakefront parks maintenance including trash pickup. Robert Crown Community Center: Mr. Dorneker said revenues are down slightly due to increased scholarships. Also a number of volleyball/basketball groups have moved to Skokie to their improved facilities. Expenses reflect transfer of part time to full time staff. Bank charges increase and continue to increase. Need to budget for gymnastics equipment. Equipment is currently the original, 25 years old. Ice Center: Bus costs have increased for trips. Revenues increased slightly in a very competitive market. A number of new rinks are being built. He noted surveys to compare fees and facilities are done once or twice each a year. Skate Park/Bus: A daytime supervisor was added for the skate park. Mr. Marberry voiced a concern over loss of participants to other facilities. He asked to see numbers. Levy Activity Center: Ms. Miller said special events are not as attractive as in past years. Current membership at the center is 677. Younger seniors are being attracted. Two new objectives are conducting a survey on program needs and implementing a minimum of five new programs indicated by the survey. Revenues increased slightly. Expense increase includes a program manager. A goal is to become a certified senior center, standards are in place, and the center meets all standards. Ms. Carra asked about possibility of expanding the proposed survey to the entire city's senior population. Mr. Gaynor read two other changes: Ecology Center: He commended Ms. Lutz on an exceptional outreach program. One opportunity included sending staff and a canoe to teach at the high school. Environmental programs at centers. a fishing derby with transportation, and a family fish camp were other outreach programs. Evanston Arts Council offered Artskills at 2 locations as a part of their outreach efforts. Fiore programming in each center is anticipated using community service from artists at Noyes. Expanding the starlight concert series is also planned. Ms. Hallen noted amazement at the creativity of the staff. Mr. Gaynor said the department's facility inventory and analysis study is coming up and there will be board work to come after completion of that study. 1702 Administration: Changes are spelled out in the proposal, this includes the Superintendent of Recreation position, which was added in the 1998-99 budget. and audiovisual equipment for training. Ms. Hallen moved to approve the consent agenda, Mr. Lesch seconded. Motion carried unanimously. Ms. Carra thanked staff for attending. Field Use Policy Mr. Lesch reported problems with one Sunday illegal user group Subcommittee Report: and the insurance issue. Staff said the legal opinion on insurance issue was taking longer than expected. The permit process is in place to prevent overuse of any one field. Discussion followed on the best use of time for the Board and staff. Ms. Flynn said she appreciated the thoroughness of staff in bringing up issues of interest to citizens. Ms. Hallen reminded that this is basically a policy -making Board. The venue is open to the public, the Board listens to presentations but do not vote at the current meeting to make changes. Items can be discussed and brought up at the next board meeting if attention is needed. The Board is a forum or intermediary between staff and public. Ms. Cars clarified the Board is not trying to dictate programming to staff, but acts as conduit from the public. Comments From Ms. Carra wished everyone a Happy Halloween. Ms. Hallen Board Members: mentioned what a charming sight the YMCA's Indian Guides and Princesses campout was at the lakefront. Mr. Walton said it is amazing to look at government and how it operates and the intricacy of the budget. Ms. Flynn voiced her appreciation of all the work staff does in the budget process. She mentioned that about 300 people were at the exercise club she attended at 6 a.m. and suggested staff keep this type of facility in mind. Mr. Marberry welcomed Stefanie Levine, Landscape Architect, as an important addition to staff. Adjournment: Mr. Lesch moved to adjourn, Ms. Carra seconded the motion, motion carried. The meeting adjourned 10:18 p.m. The next meeting will be at the Fleetwood-Jourdain Community Center, 1655 Foster at 7:30 p.m. "Draft - Not Approved" Note - Minutes are not verbatim "Draft -Not Approved" Note: minutes are not verbatim Minutes Evanston Recreation Board Meeting Thursday, November 19,1998 Board Members Present: Mr. Richard Marberry, President Mr. Don Walton Ms. Janet Webb (arrived 7:40) Ms. Margaret Hallen Mr. John Lesch Ms. Ann Carra Mr. David Hodgman Mr. Rick Marsh Board Members Absent: Ms. Marion Flynn Staff Present: Douglas Gaynor, Director, Parks/Forestry & Recreation Bob Dorneker, Manager, Robert Crown Complex Mamie Smith, Fleetwood Jourdain Community Center Manager Gary Silkaitis, Supervisor of Sports and Recreation Maintenance Others Present: Allen "Bo" Price, Fleetwood Jourdain Community Center Rick Weiland, R.J. Weiland, Inc. Sue Brenner, League of Women Voters, Mary Lane Brian Mira, Medill School Patrick Hruby, Medill School President's Comments: It was brought to Mr. Marberry's attention that occasionally the December meeting falls near a major holiday. Because of this, he asked the Board if they were interested in discussing wether to hold a December meeting. Discussion followed regarding what's listed in the bylaws on the number of meetings the Board must have. Ms. Hallen felt that too many things come up and it's hard to keep up with what's going on when there is a two month bap. Comments from Citizens: No comments. Director's Report: Mr. Gaynor attended the CDGB meeting which was the final meeting where the committee reviewed all the requests and made final recommendations to go to City Council. Approximately $650,000 was proposed for redevelopment projects. Unfortunately, only $450,000 was received. j The request for Erickson to be put on the November agenda was not received in time. It will be on the agenda for December. Mr. Gaynor gave an update on all of the park redevelopment meetings he attended. These meetings were advertised in the paper, sent through the mail and/or flyers distributed to homes. The James Park meeting was held at Dawes school. Approx 30 citizens attended. The architects are on board and have started plans and specifications. There will be a second meeting at James park to present the 50% completion drawings. After that, they'll go right into the final drawings and get out the bid. Ms. Hallen was disappointed to hear that no one represented the Board at this meeting. Discussion followed regarding the Board initiating the James Park redevelopment and being represented at these meetings in the past. Mr. Gaynor accepted full responsibility for not inviting the Board. However, he explained that he was not aware that the Board had that type of involvement prior to him coming on board. The Board will receive an invitation to future park redevelopment meetings. Ms. Hallen felt it was necessary to mention why James park is so important to the Board and what lead up to its redevelopment. The decision to renovate James Park came as a result of surveying the neighborhood. Meetings were held with neighbors but because it's not a local neighborhood park, the Board had to represent all of the city. It's primarily the largest park and it serves the entire city. Mr. Marberry noted that if the Board feels strongly that someone needs to be present at these meetings it will be appropriate to appoint someone to do that. Ms. Webb suggested that if Mr. Gaynor notifies her as soon as he possibly can, she will make it her top priority to be there. There was a second meeting on Bent Park which had a fair turnout. We did get consensus on the redevelopment plan. There was also a meeting specifically on the Community Garden Program at James Park regarding the concerns over the last several months and the produce being grown there. It was decided to take this issue out of the James Park redevelopment meeting and separate it so it doesn't dominate the planning needs, We are suggesting a 6 foot fence with a phone inside and outside the area along with self locking gates. A citizen attending the meeting requested an eight foot razor wire fence. J Ms. Hallen commented the gardens are there to provide as a service but if it's not going to work out, do the citizens really want bob wire fences as part of the park structure? Maybe we ought to gust naturalize it with tulips and forget about the garden all together. Mr. Gaynor noted out of the four garden sites in the city, this one has the problem. It's an issue that needs to be addressed and we are working with the police department. We had the Dobson Brummel park redevelopment meeting as well as Leah Lomar. Both of those we also concluded with committees'concensus. All of these redevelopment projects start in March. Mr. Gaynor shared with the Board that Kendall College has an interest in possibly building a gymnasium at Fleetwood Jourdain in place of the tennis courts. The conceptual discussion is that Kendall will build it on our land, deed it to us and we'd give them a 100 year lease. They will use the gym 30% of the time for both their men and women volleyball/ basketball programs and the Recreation Department will use it the rest of the time. Their capital money to build it and our money to maintain and operate it. In the event that there is concern over the tennis courts being eliminated, part of the discussion is that the tennis court will be relocated to another location. According to research the courts are very underutilized. There are no funds available. Kendall at this point are using fundraising efforts. In the next 60 days it may wind up becoming a more public issue. Ms. Webb expressed her concern with land that we have being given for somebody else to build a gym. She used Family Focus as an example of giving up City property to an outside entity where we now pay rental space. We could apply for CDBG money or Federal Grant funds to build a gym and rent Kendall space for 30% of the time and it'lI be our gym. Mr. Hodgman stated for the record that he is in favor of creative ways of raising money to create the facilities for the people in our community. We should not refuse to consider anything. Mr. Marsh reminded the Board of what precipitated these discussions. First, was South East Evanston and then the interest and attitude survey, which said we need more gym space and programs in Evanston. As a Board, we presented this to the City Council. They agreed to it but in terms of developing money so that we can add these gyms to our community, it died right there. These are Iegitimate concerns being raised and we need to make a determination on how we want to go forward. Mr. Marberry stated this is premature. What happened this evening was merely a mention by Mr. Gaynor of something that's a far off idea. We don't have any information. Mr. Gaynor made statements about possibilities of what Kendall is presenting to him. He doesn't have any idea of what they're finally going to come up with. We don't have any idea what we're going to come up with. When we have that information, it's time for us to sit down and start discussing it. A celebration was held to recognize more than 100 volunteers at the Arts Council. The Recreation Dept. is undergoing budget cuts. There will be an update at the December meeting. Lacrosse Discussion: Mr. Silkaitis gtive an overview of the Lacrosse Evanston proposal and recommended to the Board that Lacrosse Evanston become an affiliated organization. The Lacrosse program offered by Lacrosse Evanston is more suitable as an affiliated program than a Recreation Division program. Ms. Carra and Mr. Lesch both expressed their concerns of not having enough for middle school age children. Mr. Hodgman was disappointed that the department won't endorse Lacrosse even thought it may cause competition. Mr. Gaynor explained the Recreation Department is more than happy to provide Lacrosse Evanston with support until they meet affiliate status. However, we can not take on this program due to Iack of resources to maintain the program once Lacrosse moves on. Mr. Hodgman asked Mr. Gaynor if he could provide the Board with the criteria for becoming affiliate status. Ms. HaIlen requested a list of all affiliate organizations and their status. This way, if there's anyone of them the Board would like to hear more about, they can be invited to speak at a future meeting. Mr. Gaynor will have this information prepared for the January or February agenda. Playoffs in Youth Snorts: Alderman Kent submitted approximately 40 flag football surveys that he personally solicited responses for. A total of 640 surveys were distributed. The results of the surveys will be placed on the December agenda for decision. Any decision will affect games in 1999. The survey is intended solely for advice. Comments From Mr. Lesch stated he is disappointed that the Board was not Board Members: more supportive of the Lacrosse Evanston proposal. Mr. Marsh voiced his appreciation of the diverse input on discussions from the Board. Mr. Marberry welcomed Petra Belcher as part of staff and . thanked EIaine Ferris for her services. Ms. Carra stated that she too was disappointed that the Board was not supportive of the Laccoosse Program. She also mentioned that she is very pleased that Chandler Newberger is offering after school volleyball. Ms. Webb asked Mamie Smith if a transformer was place at the end of the baseball field and if it will cause any impact in the held. Mamie answered a sprint tower is placed in the field and there is no impact. Mr. Walton mentioned that he would like to see someone from District 65's Physical Education department on any plans we're running through Junior high. He feels they would be a tremendous help with planning and should be involved if we're looking at kids in those schools. Mr. Hodgman explained that he had asked Mr. Walter Carlson, District 65 Board member, if he'd like to participate. Mr. Carlson said yes, but Mr. Hodgman hasn't followed up with him. Adjournment: The meeting adjourned at 9:30 p.m. The next meeting will be at the Levy Center, 1700 Maple at 7:30 p.m. "Draft - Not Approved" Note - Minutes are not verbatim Board Members Present: Board Member Absent: Minutes Evanston Recreation Board Thursday, December 17,1998 Mr. Richard Marberry, President Ms. Marion Flynn Ms. Margaret Hallen Ms. Janet Webb Mr. Don Walton Mr. David Hodgman Ms. Ann Carra Mr. Rick Marsh Mr. John Lesch "DRAFT - Not Approved" Staff' Present: Douglas Gaynor, Director, Parks/Forestry & Recreation Lois Miller, Manager, Levy Center Leslie Wilson, Program Manager, Levy Center Others Present: Sue Brenner, League of Women Voters Julia McEroy, South East Evanston Parent Association The meeting was called to order at 7:34 p.m. Mr. Marberry moved to approve the consent agenda. It was seconded, motion carried. President's Comments: None Citizen's Comments: Ms. McEroy introduced herself as a member of the South East Evanston Parent Association which is affiliated with the Evanston Neighborhood Conference. She had read from the November Recreation Board minutes that Kendall College is interested in possibly building a gymnasium at Fleetwood Jourdain in place of the tennis courts. Looking at the map of Evanston a large chunk of recreation centers are North of Dempster Street. South of Dempster Street is Robert Crown and deep South is the trailer. She asked if there was a plan, on the part of the Board, to take any serious steps toward building a recreation center in Southeast Evanston. She suggested that the center should have free after school programs and be able to cater to the residents in that area. Mr. Marberry explained that comments made at the November meeting regarding Fleetwood Jourdain and Kendall College were extremely preliminary and nothing is being done at this point. As for a recreation center in Southeast Evanston, three years ago the Board did a survey of all the people of Evanston. Including specifically part of the survey directed towards the people of Southeast Evanston to see their interest in programing a facility. As a result of the survey the Board has made building a Southeast recreation center a priority. It's not a funding issue at this point, it's a site issue. It has to be a Iarge site due to the very densely populated area. To date a number of sites have been investigated. Howard street is not a particularly good area because of it's proximity and lack of parking. The Asbury Market, Elks Park and Ridgeville Park District were also considered with no success. There have been several attempts by AIderman Rainey to look at sites also. The Board is aware of the abilities of the residents in that area to pay for services. The Recreation Department has a firm and long standing policy on tuition payments and reimbursement so children can participate in the programs provided. Mr. Hodgman noted that this portion of the meeting is for comments from the observers and it's inappropriate to engage in a lengthy question and answer session on this point. He suggested that Ms. McEvoy speak to Mr. Gaynor directly. He assured her she would find that there is incredible commitment from the Board and the Recreation Department to her concerns. Ms. Flynn mentioned that there were some issues with getting neighborhood consensus around the topic of the Elks Park location for a recreation center. It would be great if the South East Evanston Parent Association could be involved with that. Ms. McEvoy will contact Mr. Gaynor with further questions. Director's Report: Operating budget- There have been changes on the draft budget previously submitted. A lot of shifting and cuts. There's a significant shortfall projected for this year. A budget spending freeze has been placed on all departments. There is significant over spending in three departments. The Recreation Department ivill come in somewhere in the area of about 5200, 000 in black. A budget cut explanation report will be prepared for the January meeting. The disks originally used to prepare the budget are no longer in use. There's no way to make the changes and resubmit a report to the Board in the same format as before. Approximately $400,000 cuts were made on the Recreation side and almost $1.6 million dollars on Parks and Forestry side. The focus was to look at areas that did not impact youth. There may be a headline in the first part of January reflecting the City Manager recommending a property tax increase. The first one in ten years. Ms. Hallen asked when did all of this turn around with the budget take place. Mr. Gaynor said there has been no property tax increase. There's an actual decrease in property tax that comes to the city. The city only gets 18% of the full pie with the balance going to the schools and the county. Over the last eight to ten years there has been inflation without the property tax increase. The problem lies with the city budget as one big pot. There are elastic and inelastic revenue sources and you can't build a base budget with elastic revenue sources. The utility taxes - because of the deregulation, the City received a half of a million dollars less in revenue. The City has continued to fund thru transfers. The Water Sewer fund has transferred their access funds to bail the general fund out every year and they no longer do that. Inappropriate practices have been used to fund the general fund. We did get $450,000 out of CDGB proposed for next year. Mr. Hodgman asked when will the budget take effect. It's adopted and goes into effect March 1. Mr. Marberry questioned if before and after school services were being cut in light of the fact that we might be spending money on the soccer field or dog parks. No. The operating budget and capital improvement budget arc two separate budgets. Mr. Hodgman requested that Mr. Gaynor provide the budget report in a simplified form that's easy to read. Mr. Gaynor may bring in each of the Managers to better explain the cuts and answer any questions. Discussion followed regarding having a special meeting before the regular January meeting to discuss the budget. It was decided that since the only item on the agenda for January was flag football, which could be differed to February, the entire January meeting could be dedicated to the budget. If something comes up in the interim that needs to be discussed the Board will have a subsequent meeting. Mr. Gaynor also noted that two significant programs have been added to the budget but has nothing to do with the budget cuts. The Recreation Department will be taking the Park Ranger program back as of March and trash collection in the parks. Mr. Hodgman asked if the Board could legally approve or disapprove the budget cuts or are they going to be adopted by the City and as far as the Board is concerned, it's just a matter of being informed. Discussion followed regarding the Board's position in making decisions and recommendations for the budget. Mr. Gaynor explained that the Recreation Board is a policy board created by the Council who is of higher authority. The Board can make recommendations but the City Council has the ability to override it. Ms. Webb noted that as long as the Board made decisions that reflect views of the entire city, the City has Iooked at and approved those recommendations. Historically the Board has been allocated funds and it has been the Board's privy to determine where those funds were going to be best spent. New Senior Citizen update - Three weeks ago the Mather Foundation indicated they are going to build a senior center. They're planning to build in two communities this year and two more communities two years from now. The Mather Foundation seem to have joined in a tentative type partnership with the YMCA. There's interest on their part to include the City because we'd be building a center three or four blocks away. The City might compete or do something in a cooperative manner. Council directed staff to meet with Mather and the YMCA to see if there was any opportunity to do a joint program. So far, there have been two meetings. The Council approved a sixty day extension in the redevelopment contract. The City was to advise the Hill Company of wether or not the Performing Arts Center will be a part of the senior center project. It will cost approximately $13 million dollars to build a new Performing Arts Center above the proposed Senior Citizen Center on lot 18. It would be a 20 to 25 percent reduction in price if it was built on a ground level. There is $1 million dollars in the bank and a hired professional consultant indicated $3 million dollars could probably be raised. The City is not taking a position of putting a Performing Arts Center ahead of a Senior Citizen Center. That's very clear and two separate issues. If the City can save money and come up with a better opportunity for the senior citizens with a three way joint program, great. If not, then they're not going to do it. So far nothing is concrete. The sixty days will be used to determination whether to build a Senoir Citizen Center on lot 18 or have a joint operation with the YMCA and Mather. For the Performing Arts Center, we're still investigating the Varsity Theater building, which is where the Gap is now. The amount needed to purchase and convert the building is the same as building a new facility. Ms. Hallen questioned how the Levy Center members were taking the news about all of the changes. Mr. Gaynor said there's a lot of uncertainty and they're very upset. Judy Aiello, Assistant City Manager and Mr. Gaynor met with the Levy Advisory Board to inform them of the status and assure them that they're going to have a much better deal no matter what happens. There are three conditions set forth by the City Council 1) we have to have a much better program 2) it has to be financially accessible for everyone 3) the programs have to be widely diversified. Ms. Brenner asked why Mather is interested in building a senior center. Mr. Gaynor said they have three housing facilities but cannot serve what the seniors want to do in these facilities. New Business: Mr. Walton asked Mr. Gaynor if the new pilot registration procedures was due to problems with residents/non-residents enrolling in summer camp programs. He suggested posting a master school listing at the various registration spots where the children will currently enter School District 65. Mr. Gaynor explained it's not a problem. Registration priority is given to residents and then open it to non-residents. After meeting with the Recreation staff we decided discontinue the super Saturday walk-in registration and have a mail in registration. The emphasis to make sure that we provide our residents a first shot at registration. We now have a more user friendly registration. Erickson Fund - Ms. Webb moved to approve the Evanston Youth Baseball Association's annual request for Erickson funding. It was seconded. Motion carried unanimously. Old Business: Flag Football- deferred to January's meeting Board Member's Mr. Hodgman noted, with respect to South East Evanston, that the Comments: comment about saving $3 to $4 million dollars by moving the Performing Arts Center from the 2nd floor to the I st floor, reminded him that that's the amount needed to have enough money to build a Fleetwood Jourdian type center across the el tracks at Clyde Brummel. Mr. Walton had no comment. Ms. Flynn said she's delighted that there is group of parents who are interested in working with the Board. Ms. Webb invited the Board to come to the FAAM All -Star game 12:OOpm Jan. 2nd at ETHS. There are over 300 middle school boys and girls enrolled in the FAAM league this year and over 115 volunteers working with the program. Ms. Hallen wished everyone Seasons Greetings and a happy New Year. Mr. Marberry wished everyone Seasons greetingsand thanked Levy Center staff for hosting the meeting. Mr. Gaynor is scheduling interviews for the Superintendent and Business Manager positions. There will a reception scheduled and the Board is invited to attend and meet the final candidates and give their input. ADJOURNMENT: Mr. Marberry moved to adjourn the meeting, Ms. Ha1Ien seconded, all approved. The meeting was adjourned at 8:30 p.m. The next meeting is January 21, 1999 at the Chandler -Newberger Center, 1028 Central Street. "Draft - not approved"