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HomeMy WebLinkAboutMinutes 1995 - 1996r. '' {I-•.:l;;Ssl >kY�>,, 1 r...i � 1r .�� e r..;_. ,,' - v {{,,i—s�: �� "Draft -•Not Approved" EVANSTON RECREATION BOARD MINUTES January 19, 1996 Ms. Hallen called the meeting to order at 7:00 p.m. The meeting was held at the Civic Center, 2100 Ridpo Ave„ Evanston, IL. BOARD MEMBERS PRESENT BOARD MEMBERS ABSENT Ms, Margaret Hellan, President Mr. Morton Denlow, First Vice President Mr. Norman Barber, Second Vice President Mr. John Leach, Treasurer Ms. Janet Webb (at 7:30 p.m.) Mr. Irving Finston Ms. Ann Carra Mr. Eric March, Secretary STAFF PRESENT Donald Wirth, Director, Parks/Forestry & Recreation Richard Grodsky, Superintendent of Recreation Miriam Shabo, Business Manager Gary Sllkaitis, supervisor of Sports & Rec. Maint. Paul D'Agostino, Asst. Superintendent of Parke Mamie Smith, Manager, Fleetwood-Jourdain Center Robert Dornakor, Manager, Robert Crown Complex Clark Sims, Landscape Gardener Martha Logan, Public Information Specialist Marissa Reyes, Program Manager, Fleetwood-Jourdain Darlene Nllgea, Executive Secretary OTHERS PRESENT Allen Prlca CONSENT AGENDA It was moved by Ms. Carra and seconded by Mr. Denlow to approve the Consent Agenda, which Included the Minutes of the Regular Meeting and Work Session of December 15, 1994; the Treasurer's Report and Bills List. Motion passed unanimously. The Treasurer's Report showed disbursements through December 31 of $265,615.00. ADVISORY BOARD REPORTS "amia Smith reported that over 200 people attended the Martin Luther King, Jr. program on Monday, Jan. 16. Donations from individuals and organizations offset the cost of food for the program. A highpoint was the artist's portrait of eight distinguished men. Next project will be In honor of Black History Month. STAFF REPORTS Miriam Shabo, Business Manager, reported that fee assistance figures, Including December, totalled $55,589, 46% over test year's expenditure. Martha Logan, Public Information Specialist, reported currently working on the Spring '95 magazine; going to print next week. Bids for FY 95. 96 reflect Increases In paper prices of 30 percont over the price for last year's magazine. To reduce costs, we rebid, changing the specifications to a lighter weight paper, to make the job affordable. Due to paper cost, the possibilities of enlarging the magazine or using -1- a r -fit # - '- iV. - �'}. Yin - ^� u. Y �Y'1 �• � •i _ �,�� t: {"r.' ' 1''7i7U�' }•` iY �k1u.; 'iJ .nr,��14�� Ilk N_r - .} s,?�' "::� �,..-i • ,.. L } � :•Y s recyclod paper are not at this time feasible. Ms. Logan explained the recommendation to use an Evanston firm for production work, and noted the upcoming flyers and programs being produced. Gary Silkaltis, Supervisor of Sports and Recreation Maintenance, noted that ice was solid ten days ago, but has been lost due to the warm weather. Crews will begin again tomorrow night to build the Ice base; If It stays cold we may have ice by midweek next week. Softball registration information has been mailed out; deadline for dredging bids is tomorrow, thus far the tow bids are the same as last year's costs, Side being prepared to clean and graffiti -coat the DlvIslon's buildings, Bob Dorneker, Crown Complex Manager, sold public skate sessions have been very wall attended due to the lack of Ice in the outdoor Ica rinks. We have over 900 children enrolled in figure skating; skills hockey reached an all-time high of over 130. New Year's open had over 250 competitors. He noted there are clinics and programs planned throughout the summer months. Ms. Hallen suggested using the marquee consistently; Mr. Dornsker agreed. Mamie Smith, Fleetwood-Jourdain Center Manager, reported that high school basketball began Jan. 5 and is at full capacity. The frosh/soph team was expanded by four teams. 150 attended the Kwanzes celebration December 29; Ms. Smith noted that the good publicity in the Evanston Review was beneficial. She explained that the bathroom renovation would begin the first of February; window replacement will begin in April; hallway floor and auditorium floor projects set to begin In September. Ms. Smith introduced the new theatre coordinator, Marissa Reyes, who was welcomed by the Board. Ms. Smith confirmed that the Fleetwood -J o urdal n Theatre season would begin in the summer with Tambourines to Glory, three other plays to fill out the season. SUPERINTENDENT'S REPORT Mr. Grodsky announced that there would be an Executive Session on personnel issues following the regular meeting. He also informed the Board that the Executive Director of the Arts Council, Joe Zendell, had passed away the previous Sunday. Mr. Grodsky announced the fundraiser at Siam Square to benefit Recreation's At Risk Program and the City's Handyman Program, and suggested people visit the restaurant on the two days profits were pledged to those programs. Mr. Grodsky reviewed the history of lakefront concessionaires. Since last year's vendor was not interested in renewing its contract, Mr. Grodsky, Mr. Silkaltis, Mr. Ferrara and Mr. Dornaker met to develop a staff recommendation. The Board reviewed the successful lakefront vending operation and staff -managed operation at Robert Crown Center. Staff recommendation was to continue staff operation of the soh drink vending operations at the beaches, adding two machines at the Lagoon building; to have Robert Crown staff manage over-the- counter operations at the Lagoon building on weekends and special events; and to provide an outside vendor at Lighthouse, Clark, Greenwood, Lee and South Blvd. Beaches, at a straight fee of $500/beech. Discussion: James Park would have a separate vendor, with an agreement for a percentage of gross; vendors could 'buy' one -2- � -" a• �--,7'sS�`a1 Y�� a •=�z, a`i-� Rt3 = ; - - - — _ - - -- — •— - - j' r .'---h - .. _ _ : -.: - - ; „ _ „ - n „' n . i^I • ��� •ii np�ai' lJoa -nlI Ili arrr M-Frr xlY sfi•i filr r�{,rl ^, '.14 , . d to five beaches for $600 each. Mr. Denlow suggested to change the recommendation to allow vendors to bid for each beach, with $500 as the base bid, beaches going to highest qualified bidder. Dlecusslun on need for vendors to be licensed, have Health Dept. permits, follow specifications on food, clean up, etc. Mr. Grodsky sold Legal was researching how revocation of liconses might be accomplluhad if the need arose; noted the current "kick out" clause with 80 days' notice for either party. Mr. Lesch moved to adopt the proposal as modified by the minimum bid proposal. Mr. Denlow seconded, Motion approved. (At this point Ms. Webb Joined the meeting.) OFFICER ROTATION The Board reviewed the By -Laws concerning annual rotation of officers. Mr. Grodsky informed the Board that this item would appear on the agenda of the February Bosrd meeting, at the end of which the now officers would assume their positions. Upcoming officers are: President, Mr. Loseh; Treasurer, Mr. Marsh; Secretary, Mr. Denlow, Mr. Denlow moved to approve the election of the new officers; Mr. Barber seconded; motion passed unanimously. LEKOTEKIPROJECT INCLUDE The Board reviewed the memorandum outlining the Recreation Division's and National Lokotek Center's receipt of a 8150,000 federal grant for a comprehensive training program for Recreation staff. The Board looked forward at its March meeting to an orientation on the program. DRUM PURCHASE The Board discussed the need for replacement drums for the Drum & = Bugle Corps, noting drums were last purchased in 1978 and were In very poor condition. Price would be split between the Division and the Corps. Ms. Smith noted the low bid of 05,748 was recommended. = Ms. Hallen noted the wide disparity in prices. Ms. Webb moved to approve the low bid of DEG Music Products of Lake Geneva, Mr. 3 Barber seconded; motion unanimously passed. JAMES PARK PROPOSAL Clark Sims presented a James Park Master Plan. He outlined the goals of the project: 1 i Develop now facilities and areas to provide additional recreational opportunities; 2) Enhance existing facilities to provide - higher quality opportunities; a) Improve accessibility; 4) Provide additional landscaping to improve the physical and aesthetic park = environments. Mr. Sims noted the last major Master Plan for the park dated from 1969. Highlights of the plan's recommendations Included a more attractive entry area through new plantings and focal points; a gazebo; a bus stop with benches; a now picnic area with an open air picnic shelter, tables, an open amphitheatre at the side of James Hill for performances; a small playground area. Other ideas included 3 screening the compost area and new, clear signs for directions. New ,i stairs would be reconstructed for each hill, with permanent fencing behind the hill for safety and security, and around the community gardens, with controlled access and improved water service. The _ possibilities of a now soccer field or additional parking were also shown = on the plan. Upgrades would Include the tennis court area, lighting, seating and parking areas. A new, smaller Little League -type diamond also could be added, as wall as 4,000 L.F. of pathway throughout the — park for jogging and linkage to other areas of the park. Other suggestions Included low raised mound plantings; an upgrade of the HUMAN SERVICES COMMITTEE ' NEW BUSINESS .'k dd' . - �'r� 'r,h ,•�11rk `wa Z;��`,ylf r�ki�+' baseball complex, storage, etc; a playground with arsrw for two different ago groups and a shelter. The possibility of irrigation of all sports fields was discussed. To Mr, Barbera question, Idesa on how to Increase parking spaces were discussed. Mr. Donlow complimented the team on the great enhancement the plan presented. He suggested that a summer camp might use the area and proposed fluid house as a base, to fully utilize the now amenities. The Board and Mr. Grodsky discussed this suggestion. Ms. Carra suggested configuring so that sight lines could exist between the tot lot and ball diamonds when younger and older siblings were present at each alto during ball games. She noted the changes to the hill would diminish much of the inappropriate activity at the alto. To Mr. Barber's Inquiry, Mr. Wirth sold he would refor the traffic problem Mr. Barber outlined at Dodge and Mulford to Traffic Engineering. Ms. Webb suggested half- or quarter -mile markers on the pathway for joggers. Mr. Grodsky noted water fountains would be handicapped -accessible. Picnic areas between the ball fields was suggested, as was reconfiguring the field house. Mr. Grodsky said that timing and staging of improvements would be important considerations. Mr. Donlow commented on the importance of community support and input, and suggested park users and organizations be Invited to join the process, to help finalizo the plan. Mr. Grodsky noted opportunities for fundraising efforts by such organizations, Mr. Finston suggested drawings of each stage of development, and the construction of a possible model. Mr. Grodsky explained the constraints on Mr. Sims' time, split between fieldwork and the planning work. Discussion of the City's Capital Improvement Program ensued. It was noted CIP funds for the entire City total approximately 61,000,000; that 1996 would be a crossroads, necessitating an increase in taxes after four years of no increases, or a red«ction In service levels. Mr. Donlow recommended taking what was agreed to be the best plan for the park, combining it with private support and advocating it to City Council. Mr. Wirth discussed the possibility of a Federal grant which might be available in the spring to acid to the package. In Fummation, Ms. Hallon suggested generating Interest from many quarters, and to advocate for other sections of the City that need the Board's advocacy. She thanked staff for the fine presentation, which had followed the guidelines of the Board. Mr. Grodsky promised to bring to the February meeting a suggested schedule for staging the work. The Hoard agreed that Ann Carra and possibly Janet Webb would attend the Monday, 1123/95 meeting. Ms. Webb moved to adjourn to Executive Session. Mr. Denlow seconded. Motion passed and the Board adjourned to Executive session at 8.32 p.m. The Recreation Board meeting was reconvened at 8:59 p.m. with no action taken. -4- �� T •'.�pp((!1 •} l'I7 tV: •:.f�� 01. - wiS^: :faL 3`�•tir�, xi �;tL;, ' 0.1 x•'' E L LETTER OF COMPLAINT Ms. Webb addressed the letter of complaint concerning replalration. Mr. Orodsky outlined the Division's registration policy tend the overwhelming number of camp registrants the first day of replptriltion. He noted the policy for phone-in registrations is clear: they tyro taken between 10 a.m. and noon, and 1:00 p.m. to 3:00 p.m., but rnsldents began calling early, as well as Faxing and coming in to auk If Faxes were received, etc. He noted the system will be revised next year no that this year's problems will not recur. For those who could not get their children into Arts Camp, staff was attempting to set up nnother session of Arts Camp at another site. Dint. #65 may not httvn space available; churches and other places are being looked into. Tito Board discussed options: Ms. Ha11an said that each year we altnrnpt to change the system to make it better. Ms. Webb requested s Inttor be ` sent to those on waiting lists outlining the other Lamp optlnna, COMMENTS FROM THE BOARD Mr. Leach thanked Ms. Hollon for her term as President and for the patience she had shown with her fallow Board members. Hn acid he looked forward to assuming his new rolo. Ms. Webb mentioned her campaign for NEA Director in Illinois and mentioned her "Stay at Home" fundraisor. Mr. Flnston said that Ms. Hollen had done a good job, and Mr. Leach had some big shoos to fill. Ms. Carro thanked the Board for making her feel welcome and wished everyone Happy New Year. Mr. Denlow sold he was proud of the work being done by the Board and the new James Park proposal. ADJOURNMENT Ms. Webb moved to adjourn; Ms. Webb seconded. The Recreation Board adjourned at 9:1 4 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be on thursdsy, February 16, 1995 at the Evanston Civic Center, 2100 Ridge Avenue, Evanston, IL. at 7:30 p.m. "Draft --Nat Approved" -5- -i�ai�i .� •li ��,�p. � ilF i .s �- f � . �•� r;. �• �e�f5,.� I!ykYii.41 �16id'�'�tlt�'l��lS� ,r I . .. r 41. 1A..., - WY ..6u lun ■. . J. a, W.„ I�40. ,4 a WW W. WI., G Y., Y,,,.. , L U. Wig I r, IY I.,Y YOWu J WII.i ,� "Draft --Not Approved" EVANSTO11 RECREATION BOARD MINUTES February 16, 1996 Ms. Hallen called the meeting to order at 7:30 p.m. The meeting was held at the Civic Center, 2100 Ridge Avenue, Evanston, 1L. BOARD MEMBERS PRESEicr BOARD MEMBERS ABSENT Ms. Margaret Halton, President Mr. Morton Denlow, First Vice President Mr. John Lesch, Treasurer Mr. Eric Marsh, Secretary Mr. Irving Finston Ms. Ann Cerra Ms. Marion Flynn Mr. Norman Barber, Second Vice President Ms. Janet Webb STAFF PRESENT Donald Wirth, Director, Parks/Forestry & Recreation Richard Grodsky, Superintendent of Recreation Miriam Shabo, Business Manager Gary Sllkaitls, Supervisor of Sports & Fitness Robert Domeker, Manager, Robert Crown Complex Kevin Wallin, Manager, Chandler -Newberger Center Darlene Nilges, Executive Secretary OTHERS PRESENT .fenny Griffin, NU Journalism Student CONSENT AGENDA Mr. Finston moved to approve the Consent Agenda, which Included the Minutes of the meeting of January 19; the Executive Session Minutes of .January 19, the Treasurer's Report and Bills List. Mr, Lesch seconding, motion carried. The Treasurer's Report showed disbursements through January 31 of $265,419.58. RESOLUTION Ms. Hallen read a Board Resolution (appended to these Minutes) honoring Don Wirth, Director, ParkslForestry & Recreation, on the eve of his retirement. It was resolved that the Board commend Mr. Wirth for his many contributions. Mr. Wirth said he attended his first Recreation Board meeting, as Superintendent, nearly 25 years ago at the Naval Armory quonset huts which predated the Chandler - Newberger Center. He thanked the Board for the recognition. STAFF REPORTS Miriam Shabo, Business Manager, reported that fee assistance figures totalled $58,553 for the fiscal year to date. Revenues for the year total $2,147,465; expenses total $3,479,365. Due to measures taken the previous December and January, the Division would make the budget. The existing registration system is in process of conversion to the new system. Mr. Grodsky reported for Martha Logan that Arts & Recreation was being sent to the delivery agency this evening; will be delivered to homes very close to schedule. Many other projects are being developed, including publicity for the Fleetwood-Jourdain Theatre and Clyde/Callan area. •1- •tI j.1 ..a. x-�r• f t -+�' �'• „n.;a � _ », z-e_-, SUPERINTENDENT'S REPORT Gary Slikeltis stated that the ice rinks were sketable last weekend but the recent warm weather has rulned them. City Council has approved the dredging contract; dredging will begin in early April and tska approximately 3 112 weeks to complete. Crew Is cleaning the Lagoon and James Park concession areas. Applications are being received for the vacent Public Works Maintenance Worker I position; plan to hire [is soon after March 1 as ponalbl3. Bob Dorneker reported staff has begun work on summer programs. He noted that the Canter will stay open during the scheduled Vastly maintenance, unlike in past years when it was necessary to close for two to three weeks. Noted staff Is working with Special Recreation and Lokotek for now program ideas for special need kids In the preschool program. Two t.ekotak staff members will work with Crown staff. He reminded the Board of the May 20 ice show and announced Youth Hockey will have a full complement of teams and is holding its membership through the seasons. He noted Nichole Bobek, a Crown skater, placed first in recent finale . The Board agreed that certificates will be prepared for winning skaters. Mr. Grodsky reported that Slam Square's fundraiser netted approximately $500 for Recreation's 1995-96 At Risk programs. He related that representatives of EYBA and two soccer organizations met with him that morning In a productive meeting concerning the use of Jaynes Park. EYBA is very interested in the concession operation, as is AYSO; will need to equitably split the time between organizations. Regarding fiald usege, Mr. Grodsky said there would be no overlap, except for a two week period which has been worked out; all schedules will be shared so there are no conflicts; Jim Ferrera will coordinate. Mr. Grodsky outlined the memo to City Council from the City Manager In which the Manager recommended approval of $25,000 from the CDBG program and $10,000 from the General Fund to fund the recreation attitude and interest survey. Staff will prepare an RFP in March, should ilia budget be approved; then to Recreation Board and City Council for approval. Mr. Grodsky discussed the increase in information being requested by south Evanston groups. Mr. Marsh noted the information being sent between the community and City Departments ranging from Recreation to Police. Mr. Grodsky noted Recreation services had been rated as excellent or above average by both community groups, said the next meeting to discuss the upcoming summer programs with the Clyde/Callen and Brummal Park Noighbors groups would be on February 28, and invited interested Board members to join the recreation staff. To Mr. Denlow's request, Mr. Grodsky said he would copy the executive summary of the '85 survey for the Board. Mr. Grodsky distributed the City Council program priorities, noting various recreation programs ranged from high to low. Mr. Denlow noted that dollar figures were not yat attached to the items; said that anyone who had attended the Special Recreation program last summer -2- SO- Z .a.,'=-7'� �f.� G`e e1_ -�e/ _ t ,�s L!�'5.+3 h i,-. ,P ��'JeV i. 4� 4 `�� - �tnYJ- would never consldor oxcluding the program; felt people making a decision are at a disadvantage If they don't personally coo a program In action. Ms. Hallon fait this all the more reason to take the isrrue to the citizens of Evanston. She noted that items dealing with crisis situations roceived high rankings, and felt the community must have Input on those Items that ware not crisis points. Ms. Flynn said that program elimination was not always the best way out of a financial crisis. Mr. Flnoton noted many highly ranked items dealt with maintenance of the Infrastructure of thn City, and said he views the list as a preliminary stop in the budget process. Mr. Grodsky discussed the parasalling proposal, noting some opposition from lakefront neighbors and an upcoming meeting on March 13 to share information. Mr. Wirth explained that the City had been approached seven months ago about this; that the impact on the lakefront in terms of noise, traffic, etc. would be minimal. He noted the proposed operation would run from May - October, would generate a 05,000 up front fee and a percentage, estimated at perhaps 430,000, per year. He said the boat would be stored in Chicago and no launching would occur in Evanston, and that the craft was extremely quiet. It was proposed to operate off the south pier at Church Street. Negotlationa included 40 free rides per year for at -flak youth. lie outlined the safety of the operation and said all liability coverage was in place. Mr. 141arsh asked what concerns, if any, had residents voiced, Mr. Wirth said increased lakefront usage, though it was not expected there would be an increase In traffic, noise, etc. After further discussion, the Board consensus was positive for the parasailing proposal. Mr. Grodsky reviewed the James Park drawing, modified to include the Board's suggestions for moving the fieldhouse, improved sightli net, and picnic areas near the bellfields. The Board reviewed the proposed - three-phase schedule, as wall as possible funding sources. The Board agreed to present the plan to Human Services in March. Ms. Hailen noted the importance of discussing and thinking of alternate avenues for funding. Mr. Denlow said he had spoken at a recent EYBA board meeting, felt that EYBA and AYSO had a role to play in assisting with financing or working on the fields. He reported on EYBA's interest in creating a first class field, and the many volunteers ready to help. The Board agreed to have a work session at 6:30 p.m. on March 16 before the Board meeting to address the timaline, etc. Sandwiches will be provided. The Board agreed to generate more specific information and share with Human Services. Action item: how might CD funds be made available for part of the funding? Discussion included fundraising, possible City support, need to report that as many groups as possible were approached. Mr. Grodsky answered Mr. Finston's question, reporting grant money could be up to $200,000, with a match from the City, which would have to come from the CiP program. y Mr. Denlow proposed two courses to pursue: funding and input, to include approval and suggestions from constituents and neighbors who use the park. The Board reviewed and commended the Division on opening an additional site for a second session of Arts Camp, which will accommodate most of the 183 campers on the waiting list. -3- a R c - ~ Nf • 1.!w 7a )) I 1 I'tf ro.1� •� y�5,�"'�••:Zf :.:.5'.�M' -. { Mr: Brodsky asked Kevin Wallin to outline the proposed tannin contract between tho Division and Frank Socks Tennis Camps, tho fourth consecutive egreemont with Mr. Sacks. Since Mr. Sacks' involvement, we have three timee the registrations and very highly rated participant evaluations. To Mr. Denlow's question, Mr. Wallin noted the new camp at Leahy from 4:00 - 6:00 p.m„ and the main camp at Lovelace for 10 weeks. Mr. Denlow suggested offering a camp In southeast Evanston, and Mr. Wallin mentioned the Robert Crown Camp and some adult programs at James. Mr. Lesch moved to authorize Mr. Grodsky to enter Into the tennis contract; Mr. Denlow seconded; motion passed unanimously. NEW BUSINESS The item concerning the Hockey Association will be discussed at the March meeting. COMMENTS FROM BOARD MEMBERS Ms. Hallen announcod that Lekotek had issued an Invitation to the Board to its breaklest from 9 to 10 a.m. on Saturday, March 25 to announce our joint program. Ms. Hallen welcomed Ms. Flynn to the Board and asked her to introduce herself. Ma. Flynn said her Involvement with recreation has primarily to do with her 11 year old godson and her own athletic endeavors. She said she Is a one issue person as it relates to minorities utilizing the beaches, Evanston Youth Baseball, Evanston Youth Soccer and other programs as well. At this point, Ms. Hallen was presented with a gift upon completion of her second term as President. She handed the gavel over to Mr. Lesch, and said Mr. Lesch would be the recipient of notes from Mr. Finston from now on. Mr. Lesch thanked Ms. Hallen for her patience and understanding and hoped to do as well. Mr. Finston commented on the Board's recognition of Don Wirth, and noted the excellent people Mr. Wirth had chosen to work with him in the Department. He noted many Mr. Wirth had trained had gone on and helped the recreation field. Ms. Carrs congratulated Mr. Wirth on having done a great job. Mr. Marsh wished Mr. Lesch good luck and welcomed Ms. Flynn. Mr. Denlow thanked Don Wirth for the wonderful job he has done and noted Mr. Wirth's cooperation with him, both as an EYBA member and Recreation Board member. He said Mr. Wirth set high standards. Mr. Leach joined in thanking Mr. Wirth and welcomed Ms. Flynn. He said Ms. Hallen had been great during the year. Ms. Flynn said that she had enjoyed her first Board meeting. It was noted the Fleetwood-Jourdain Pancake Day for FAAM was next Saturday. -4- , •. - •r '' '� a 'e.: . •t�.Y Sig, r-Wt y • , kr.. , . yr-i1t.c l r ADJOURNMENT Mr. Flnston moved and Mr. Marsh saconded the motion to adjourn. Motion paused unanimously and the meeting was adjourned at 8:67 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be on Thursday, March 16, 1995 In tho Gallery of the Fleetwood- Jourdaln Community Center, 1955 Foster St., Evanston. Regular meeting begins at 7:30 with a 6:30 work session preceding the meeting. "Draft --Not Approved" .5- :•k r- _ . .000 "Draft--Not Approved" EVANSTON RECREATION BOARD MINUTES Mardi 16, 1995 Mr. Marsh called the meeting to order at 7:39 p.m. The meeting was held at the Fleetwood-Jourdain Community Cantor, 1666 Foster, Evanston, IL. BOArM M1FJABEnS PRE -SENT BOARD MEMBERS ABSENT Mr. Eric Marsh, Vice President Mr. Irving Finston Ms. Margaret Mellen Ms. Janet Webb Mr. Norman Barber Ms. Ann Carra Ms. Marion Flynn Mr. John Leach, President Mr. Morton Denlow STAFF PRESENT Richard Grodsky, Director, Parks/Forestry & Recreation Mamie Smith, Manager, Fleetwood-Jourdain Center Martha Logan, Public Information Specialist Robert Dorneker, Manager, Robert Crown Complex Jim Ferrara, Municipal Sports Coordinator Rock Blanchard, Coordinator, Special Programs Myra Gorman, Special Recreation Coordinator Darlene Nilges, Executive Secretary OTHERS PRESENT Richard Seaman, Crown Advisory Committee; F. Emory Fair, EYHA; Beth Davis and Virginia Maloney, National Lekotek Center; Beth Shandies, Shore achobl CONSENT AGENDA Ms. Mallon moved to approve the Consent Agenda, consisting of the Minutes of the meeting a. February 16, 1995; the Treasurer's Report, showing disbursements through 212E195 of $255,648.32 and Bills List; _ and the apptoval of Kathleen Gaffney to the Levy Advisory Board. Ms. Webb seconded: motion approved. ADVISORY BOARD REPORTS Richard Seaman, President of the Robert Crown Advisory Committee, said a special meeting would be held the 28th; will review "wish list' for the Center. He was hopeful that some items would be purchased from funds generated by the upcoming Robert Crown flea market. STAFF REPORTS Rock Blanchard reported on the $500 scholarship offered by the Special Programs Advisory Committee to award a volunteer from any Recreation program for the commitment to community service. Noted deadline in 5/15/95, with award at the August Lake Shore Arts Festival. Ms. Haller moved and Ms. Webb seconded a motion to approve the award, and that the Mayor and Ms. Zimmer at the high school be notified. Motion unanimously carried. Martha Logan reported work on the preparation of spring program materials; the Fleetwood •Jourdain Theatre season brochure, done mostly in-house; and Theatre bookmarks. Work is beginning on the summer Alta & Recreation magazina. She noted the Increase In paper �1r is .:+•-„���}'F"};� ��af'. .�r1�;j..n`trf�Tr .�.R--- ��-- { -- - ` h if i s y ti��ti' � ��:.r��.. r • .., .:,. ,. rN.�..•ri.i•' _ ,tea �,.....,„,� t'7. .4�� a•1'J ' ,Y' 'w �•� .• Y�•i•-�k- 1 ,t i,S�:' YY�rF� ' • � • � I � C�.is�~ r. 3Li. ; �z •.;• yvi+Jyr�r�`'4�,sg �j._r, i 7 r • . Y ' '' lac ,,r Scjyf^.{;is=#••;r. • 'S costs and Council approval of a change order to cover the Increase, and explained that enough paper for all four issues aovgred by the contract would be purchased at once and stored, to eliminate further price Increases. Jim Ferrara reported on the annual harbor dredging coming up April 3; said the contract for graffiti film for three community centers was awarded; and asked for volunteers for the Arbor Day race (Sunday, April 23). Bob Dorneker announced that the annual speed skating most had excellent attendance and that the Evanston kids did very well. He noted one of our first programs with Oakton School will begin in April; reported that all dance classes are filling up, and ballet ice skating is at capacity. Presently camp staff Interviews are under way. The spring league hockey registration Is excellent. Discussion ensued about the avaiiability of open gyros in the evening. Open gyms nt Chandler - Newberger and Fleetwood-Jourdain, and #65 facilities were noted. Ma[nie Smith reported Fleetwood-Jourdain basketball program was in full swing, and that staff Is now operating a concession stand. She announced the April 8 drum competition with eight drum lines competing. After -school programs and the fitness center are doing very wall. and there are two upholstery classes. Theatre rehearsals are In progress; new bookmarks advertising the theatre will be distributed at Evanston's Crown and Barnes & Noble bookstores, as well as Old Orchard and other area bookstores. Regarding the UPARR grant, Me. Smith noted bathroom rehab at the Center will be completed next Tuesday; will begin on windows April 10; currently reviewing space for kitchen improvements. OLD BUSINESS Mr. Grodsky reported on the four -day Inclusion training provided INCLUSION TRAINING by Lekotek, funded by a grant from the US Dept. of Education. He introduced Myra Gorman and Beth Davis who spoke of the innovative way that was created to join the City's needs with Lekotek's mission. Support for the program was broad, and we were one of only 5 of 165 grant proposals funded. It was noted that Evanston will serve as a model throughout the country. The Board received Invitations to the legislative and community breakfast on Saturday, March 25. Virginia Maloney, Program Director, noted the planning for this project was very comprehensive, said a proposal for a training program for inclusion of all populations into recreation programs was an unusual one to be funded. A goal is to make 300 recreation programs and all facilities accessible to the disabled. Training Is modular, including sessions on Increasing disability awareness; creating a friendly climate that also addresses behavior managcmunt for disruptive behavior; adapting recreation programs for the disabled, etc. She demonstrated some adaptaticns of toys. It was noted the information from Project Include would be disseminated to the IPRA next year, as well as nationwide. YOUTH HOCKEY PRESENTATION F. Emory Fair, Evanston Youth Hockey, reported on the demand for more ice all along the North Shoro. The EYHA is interested in expansion of Robert Crown's small ice rink. He noted the three traveling teams three years ego have now grown to seven, .2- DIRECTOR'S REPORT and sold Skokie offers 600 hours for a similar program, Compared to Evanston's 425. He noted the Importance of repetitive practice time for kids' improvement, and cold Metro North, the high school league, Is cutting back its program because it can't find enough Ice time. Mr. Fair said that "kids an Ice don't gat into hot water" and noted the studio rink nupports broomboll, speed, and figure skaters all In one very small apace. He extended the offer of the EYHA working with the Recreation Board, and noted that "if you build it, they will come." Ms. Carry noted that expansion would allow dividing the Ica space for separate uses. Ms. Flynn asked about minority recruitment. Answer was that flyers are sent to all schools; a scholarship program Is in place for anyona who cannot afford to play. Ms. Haden advised that the EYHA might talk to other user groups to create a groundswell of support. Staff noted the Importance of the upcoming attitude and Interest survey, where the expansion Issue will be addressed and which will reflect residents' Interests. The Board thanked Mr. Fair for his presentation. Mr. Grodsky introduced Laura Miller. Working out of the Manager's office, Ms. 44iller will be working on the RFP and other aspects of the James Park Plan. Mr. Grodsky summarized the need to change some summer camps and playgrounds to other District #65 sites due to the District's repair schedule of several facilities. He noted participants are being notified and offered a full refund if they so desire. Mr. Grodsky reviewed the summer program recommendations from the Clyde/Callan neighbors and staff. He reported that a tentative meeting date will be March 29; that the neighbors are pleased with our services. Bob Dorneker explained the proposed maintenance contract with Hydronics for the Crown Center. He said the company responded very well in emergency situations; craws are knowledgeable about new equipment; the contract is vary competitive. It was noted that by contracting out maintenance of the mechanical system the Division reduced staffing by one full-time position, ills. Webb moved to approve the two-year contract with Hydronics for $13,050 per year; Mr. Marsh seconded; motion unanimously approved. Adult Sports Sponsorships: Mr. Ferrara explained that official sponsors for league championships have been utilized for the past two years and proven successful. With Board approval, Ofischl Sports would assume official sponsorship, replacing Ti. Fritts. The proposed agreement stipulated that Ofischl Sports would provide two $1OO and two $50 gift certificates for the Arbor Day Five; and trophies and a $315 gift certificate for Crown's 12" tournament. The Recreation Div. would designate the company official supplier of championship merchandise. Ms. Hellen moved to approve the ogreement. Ms. Webb seconding, motion passed unanimously. -3- rw,ir ,�, 7l�Lq Jk, -A .NY .1 ;w Ali ElAI1 " The Board considered a request by the Tabernacle Missionary Beptiat Church to reduce rental costs at Fleetwood-Jourdain for their annual Tea. It was noted the group Is being charged last year's fee; that they charge admission and make a profit; that much more space Is now needed for the increased number of participants (over 600). Me. Webb noted that staff providos set-up and clean-up. Noted also: current charge Is for B hours', when group actually occupies space up to 8 hours; set-up must take place a day in advance, so those areas cannot be utillzod the day bafore. Ms. Webb moved to maintain the $800 fee for 1996. Mr. Finston seconded; motion passed. OLD BUSINESS Mr, Grodsky reported that a concessionaire had recently approached the Division concerning the lakefront concession. After setting up a meeting, staff will advise the Board of the result and make an updated recommendation an soon as possible. NEW BUSINESS Mr. Grodsky outlined the letter from Rotary International requesting permission for a picnic in Centennial Park on Friday, July 28. It was noted that this is a daytime event with no negative impact on the neighbors. Board approval was requosted so that the item could b© taken to Human Services, since the group totals more than 100. Mr. Finston moved to approve the request; Ms. Webb seconded; motion unanimously approved, COMMENTS FROM BOARD MEMBERS Ms. Webb thanked everyone who participated in her Tea, for their support and help. ADJOURNMENT Ms. Webb moved to adjourn the meeting; Mr. Barber seconded. Motion approved and meeting was adjourned at 8:47 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be at 7:30 p.m. on Thursday, April 20, 1995 at the Chandler - Newberger Community Center, 1028 Central St., Evanston, "Draft --Not Approved" i -4- .J. PI . w k r x, rt, aim• ' "�i �,S;;I•if::. - <r . ., . ,1 ir�,�-IyS� �� ��`'�.•f�? r �r�' r ri �za�' - , "Dr6ft—Nat Approved" EVANSTON RECREATION BOARD MINUTES April 20, 1995 Mr. Losch called the meeting to order at 7:32 p.m. The meeting was held at the Chandler -Newberger Community Cantor, 1028 Central Street, Evanston, IL. BOARD MEMBERS PRESENT BOARD MEMBERS ABSENT Mr. John Leach, President Mr. Morton Denlow Mr. Irving Finston Ms. Margaret Hallen Ms. Janat Webb Mr. Norman Barber Ms. Ann Carra Ms. Marion Flynn Mr. Eric Marsh, Vice President STAFF PRESENT Richard Grodsky, Director, Parke/Forestry & Recreation Martha Logan, Public information Specialist Mamie Smith, Manager, Fleetwood-Jourdain Center Robert Darnaker, Manager, Robert Crown Complex Kevin Wallin, Manager, Chandler -Newberger Center Margaret Parcell, Recreation Program Manager Darlene Nilges, Executive Secretary OTHERS PRESENT Richard Seamen, Crown Advisory Committee, Fourth of July Association & Kiwanis Breakfast Club; Candace Kucymarski,, Slone Olmos, Evanston Badminton Club ' CONSENT AGENDA Ms. Hallen moved approval of the Consent Agenda, consisting of the Minutes of March 16, 1995; approval of Richard Carra and Mary Rosic t to the Chandler -Newberger Advisory Board; the Treasurer's Report, - showing disbursements through March 31 of 6281,594.12, and the - Bills List. Mr. Finston seconded the motion which was unanimously 3 approved. = COMMENTS FROM OBSERVERS Dick Seamen invited the Board to the Kiwanis Breakfast Club's May 13 = Pancake Day from 7:30 a.m. - 1:00 p.m. at Family Focus, For the = Fourth of July Assn. he reported on the annual solicitation mailing ' being done this week and noted the new Drum & Bugle Corp competition at Dyche Stadium on July 3: admission is $5, 94 for children/seniors. He thanked the Recreation Division, with special thanks to Martha Logan, for the July 4 materials In Arts & Recreation ' Magazine. Candace Kucymarski spoke in support of the proposed tennis guidelines for the Elliot Park courts, ADVISORY BOARD REPORTS click Seaman, Robert Crown Advisory Board President, called attention to the "Wish List" in last month's minutes; announced the donation which had been recently raised would be forthcoming at the Board's - May meeting. e -20 STAFF REPORTS Mr. Grodsky reported for the Business Manager: figures for Mi &.T available from the Finance Departmant; one month into the fit.: ;.. > .. the figures are not very Indicative. Training progressing for the' raw''' registration software from Vermont Systems; going live on May 1. Company consultant will ba present to help taring us on-line. An all - staff maoting will be hsld In the near future: the Board will receive Invitations. Staff wiches Mike Fitzgerald, Bookkeeper, wall: he has resigned to take a poaltion with the City Colleges. This weekend staff will hold a speclol registration at Clyde/Brummel Park. Martha Logan: Work has begun for the summer edition of Arts & Recreation Magazine. Fresh Fields is increasing to a full -page ad, allowing the Division to go to 60 pages in the magazine, as we did last year for the summer issue. She described the cover, which is In Its final draft, and reported on the various theatre programs, tickets, posters, etc. needed for summer programs. Ms. Webb moved to expand the magazine, not to exceed $3,000 in costs; Ms. Cerra seconding, motion unanimously passed. Richard Grodsky reportod for Gary Sllksitis: Northeastariies were delaying boat ramp dredging operations, which should be completed within the timeframe of the equipment rental, though some overtime will be necessary. Saturation of the ground is making athletic field preparation more difficult; if weather remains dry we can open the fields next weekend. This weekend, 9:00 Sunday, is the Arbor Day Five race: Board members are invited to attend the start of the race. Usually attracts around 250 runners. Margaret Hailen or Marion Flynn volunteered to attend. Robert Dorneker noted that the Center's budget allowed for a reduction In rink rental fees for the summer months. This results in filling available time slots by attracting new rental customers, allowing currant groups to purchase additional ice time, and exposing more kids to the program; the Cantor collects approximately $3800 additional fees by reducing the rat -as. Mr. Dorneker reported that the May Ice Show was coming up May 19 - 21. He said that several of our skaters In the Junior Olympics in Indianapolis placed, six within the top three categories. The show drew competitors nation-wide. Many of our skaters will also appear in the Ice Show. He noted that 44 children were in the SHAG program lost Friday. Staff information booklets were being revamped for summer camps. Mr. Grodsky reported for Lois Miller that new Saturday events were scheduled in April, the beginning of expanded hours of activities for Evanston soniors. Membership currently totals a little over 400. Mamie Smith, Fleetwood-Jourdain Center Manager: Window replacement began on April 5 and was completed in spite of bad weather; she announced the Drum & Bugle Corps placed third in recent competitions and thanked the Board for approving new drums, which much improved the Corps' performance. Noted was the August Sun Tennis Tournament on Aug. 4. 5 and 6. She said the theatre program Is going wall with three large groups coming in; 75 tickets were confirmed for at -risk families. A now program at the Levy Center will -2- - offer a< special art* and entertainment program for Intargerwrtrtloral participants, To Mr, Fineton's question, Me. Smith noted promotional flyers, posters and press reloKsas would publicize to all sroas of Evanston for the tennis tournament. Kevin Wallin, Chandler Center: Reported on the March spring programs and special events such as St, Patrick's Day celebration, volleyball tournament and March Madness, He Introduced and noted the good job Ills. Parcall wes doing conducting the Center's programs, and said that she would also be running volleyball leagues, racquetball and summer sports camp. COMMENTS FROM OBSERVERS Blana Olmos, President of the Evanston Badminton Club, discussed ' current administration of the program by Evanston Township High School staff and difficulties Club has had resolving Issues. He noted a petition by 26 members and sold costs were prohibitive 10 new members. Discussion of other possible sites, attracting new members by lowering costs; numbers of people using the high school, Mr. Denlow noted the location and facility seemed excellent; that the problem was caused by a change in the administration. It was agreed that Mr. Grodsky would accompany Mr. Finston to a meeting with Supt. Alson. The Board reviewed the history of the badminton and junior tennis programs; possible duplication of services by the ETHS evening program. Mr. Denlow outlined a problem EYBA had with Pony = League diamonds undergoing renovation and the subsequent request to ETHS for a high school diamond until renovation Is complete. He suggested that Item be added to the list of things to be discussed at the meeting. ' DIRECTOR'S REPORT Mr. Grodsky invited Bob Dorneker to outline the proposal for ice rink ' advertisements on dasher boards and west wall of Canter. The Board discussed previous history, other communities' experience, suggested z guidelines, sizes and projected revenue, which would result In no _- increase in program fees. Ms. Webb moved to approve; Mr. Finston seconded. Discussion: need for guidelines for inappropriate advertising and review process. Ms. Mellen expressed opposition to advertising - and felt revenues from advertising should not be used for the operating budget. It was noted Arts & Recreation Magazine ads generate approximately $20,000, used in the production of the magazine, and the concession area at Crown generates money toward the operating cost of the facility. Mr. Denlow spoke of the responsibility to keep texas down and generate revenues; suggested revenues could be used 3 for scholarship programs throughout the community, Ms. Carre spoke of growing numbers of similar privatalpublic partnerships; only concern was with controversial advertisers. Ms. Webb noted guidelines for the magazine had been very successful. Discussion of contract with Coca- Cola, generating over $2000 per year. Ms. Webb amended the motion: to continue to do further research on this Issue. Mr. Denlow seconded. Motion carried with one nay. A full proposal will be prepared for the Board's May meeting. TENNIS GUIDELINEWELLIOT PARK 'll,,, abi LLcell k �s.:w1F��1 Mr. Grodsky asked Mr. Ferrara to outline the Issues and proposed guidelines, Including a lottery system for tennis reservations at Elliot Park. Mr. Finston moved to accept the guidelines. Ms. Carra _S_ seconded. Discussion ensued concerning staff time needed to implement; the longstanding problem at this site; other previously tried solutions. Mr. Denlow invited neighborhood representative, Ms. Kucymerkei, to join the discussion. Consensus that this raparvation policy will more fairly distribute reservallun hours lin one and one-half hour blocks) to all who wished to use the courts. Ms. Mellen suggested a eign concerning players racking up. Voting on the previous motion to accept the guidelines, motion unanimously passed. ATTITUDE AND INTEREST SURVEY Mr. Grodsky reported on the RFP which had been prepared by Laura Miller and solicited the Board's Input. Board consensus was that the document was excellent. Me. Hallen questioned the way ethnic breakdown was presented; it was noted this was a standard format; Ms. Halton and Me. Flynn suggested rewording If possible. Tho board credited Laura Millar, City Intern, with preparing a fine document. DIST. 065 FACILITY USE CONTRACT Mr. Grodsky noted that the contract, previously reviewed and approved by the Board, had been approved by City Council. OLD BUSINESS —TENNIS INSURANCE Mr. Grodsky reviewed with the Board the letter he wrote at the Board's request which asked the tennis program director to obtain liability Insurance, naming the City additional insured. ADDITIONAL SUMMER PROGRAMS In addition to the "Rec"mobile, Basketball Clinic, Martial Arts, Beach Party, Speed Skating Clinic, additional Concerts in the Parks, Intargeneretional Program and Roller Hockey league, Mr. Grodsky outlined the Clyde -Callan program which will be offered for the second year. .LAMES PARK PLAN Mr. Grodsky reported that approximately 88+0 flyers had been mailed to area residents announcing the May 2 community input meeting. He described the meeting with 13 Girl Scouts st Dawes School, who were In opposition to the baseball diamond and In support of n prairie garden. He stressed the need to be sensitive the students' concerns and outlined the support for these concerns shown by the Dawes School Principal and Science Coordinator. He discussed the bird habitat that exists at the site and the growing concern of residents. The Board i T h 13 A aratio and n discussed the upcom ng meeting, t e oar s prepIN presentation. The Board agreed to meet at 6:30 p.m. May 2 to review. Mr. Grodsky noted Mr. Jennings would be present at the meeting to - address traffic questions. NEW BUSINESS: MEETING SITES Mr. Finston told the Board about an inquiry from a handicapped person regarding accessibility of Board meetings. CABLE COMMITTEE TASK FORCE Mr. Lesch outlined the letter from the City Manager requesting a representative to the Task Force. Ms. Cerra will servo for the Recreation Board. Next mooting is May 10. SOFTBALL OPPORTUNITIES Ms. Flynn discussed a call from a citizen asking about softball s opportunities for girls. The Board discussed present offerings; suggested Jim Ferrara be contacted to outline Rec. Division offerings. Ms. Cerra noted EYBA Is also beginning a league. -4 '�'�'a/�. =ems . .-.--a.'�Fn �' ^--• -� � _ _ - - - -- - - . - - -- .- - - _ - ry r . . - ---=.r.r�',''=��'�"ay"""d"1t1fHY'��TPR�"�ii`•i%�1'f K s.r , ,r..r ,- �a `� .� i�-� � , - �� ,.I!• �w "•�� �`,�a - • '- 'ti"- COMMENTS FROM BOARD MEI'+Ri1 MIR Mr. Donlow said he had received a numbw at positive comments about the James Park Plan: tho community in excited about this enhancement. He felt the concerns of the scouts underllnad tho need for more perk space, suggested this be addressed by the Board, and asked for a status report on the canal lands from Oakton to Main. Mr. Grodsky will provide Information. Ms. Hallen cold the recent l.ekotek breakfast had been very Impressive with a good presentation. ADJOURNMENT Ms. Hallen moved to adjourn the meeting. Mr. Finston seconding, motion passed. Meeting adjourned at 9:02 p.m. The next meeting of the Rocroation Board will Thursday, May 18, 1995 at 7:30 p.m. at the Robert Crown Center, 1701 Main Street, Evanston. "Draft --Not Approved" -5- -,r=i�r`..",,,-�'-'Mr*F�y"If►�"�'r�"`�.:�,-,��EYtY�rP'r.t'1►7X��V`I�P�1�.'M'gl�P�f�.r1�"I��li,j�fi/eS�a�- EVANSTON RECREATION BOARD MINUTES May 18, 1995 'Draft —Not Approved" Mr. Lesch callad the meeting to order at 7:30 p.m. The meeting was held at the Robert Crown Community Center, 1701 Main Street, Evanston, IL. BOARD MEMBERS PRESENT BOARD MEMBERS ABSENT Mr. John Lesch, President Mr. Morton Denlow Mo. Margaret Hallen Ms. Janet Webb Mr. Norman Barber Ms. Ann Cerra Mr. Eric Marsh, Vice President Mr. Irving Finston Ms. Marion Flynn STAFF PRESENT Richard Grodsky, Director, Parke/Forestry & Recreation Martha Logan, Public Information Specialist Mamie Smith, Manager, Fleetwood-Jourdain Center Robert Dornaker, Manager, Robert Crown Complex Kevin Wallin, Manager, Chandler -Newberger Cantor Lois Miller, Manager, Levy Center Emily Mills -Palmer, Rec. Program Coordinator Rock Blanchard, Roc. Program Coordinator Gary Siikaitis. Supervisor, Sports & Rec. Malnt. Jim Ferrara, Municipal Sports Coordinator Darlene Nilges, Executive Secretary OTHERS PRESENT Marvin Schwartz, Bast Ramp Association Ellen Rothschild, Evanston Tennis League CONSENT AGENDA Ms. Hallen moved approval of the Consent Agenda, consisting of the Minutes of April 20, 1995, the Treasurer's Report, showing disbursements through April 30 of $118,719.09; and the Bills List. Ms. Webb seconded the motion which was unanimously approved. COMMENTS FROM OBSERVERS Ms. Rothschild epoke representing the 19 women in the Evanston - Tennis League. She advocated the reservation of two time periods for practice sessions by the League and offered to use under-utilized courts. Suggested times were Wednesday mornings, 9:00-11:00; and Saturday or Sunday mornings, 7:30-9:30. The Board thanked Ms. Rothschild and noted it would address the issue that evening. STAFF REPORTS Emily Mills -Palmer handed out packats of Information and gave an overview of the 13th soason of girls' softball at ETHS, basketball camp, Baker/Nichols Around the Clockers, the Clyde -Callan Drop -In program and various upcoming special trips and drys. Ms. Hallen noted the quantity of available activities for girls 12 - 14 years old; Ma. Palmer added Camp Fantastic for girls 13 and up. Mamie Smith reported that the playground program has been renamed Summer Playground Plus: it includes field trips for 5 - 12 year olds, over 100 for the upcoming tour of Dr. Schalls' fbctory, She oudll id ' the midget, pint-size and middle achoel basketball programs. A drop -in program at the Mason Park fiaidhouse will run 2:00-8,00 p.m., June - August. She also highlighted the Clyde/Callan high school and adult basketball program, the Racmoblle, Arts In the Park, and ClydelCalian Saturday drop -in. Mr. Marsh meld he was proud of the successful middle school basketball team that Just won second place in the state AAU competition, going on to July nationals In Utah. Hock Blanchard spoke of the Evanston Children's Theatre production of Cinderella; the .tune 1 Oth Fish On which attracts over 30 children for fishing, lunch and prizes; the 10 Starlight Concerts offered June 13 - Aug. 22, oix sponsored by the 4th of July Assn. He previewed the August 5 & B Lakeshore Arts Festival, with 125 artists, 10 food vendors, and a children's corner. Special Olympics will be held June 16-18 with 20 of our athletes participating: he recognized the Women's Auxiliary for their grant to help offset fees. Arts Camp will have 581 children at two sites; Special Ree's Camp Summer Adventure and Park Camp, cooperatively run with district #65 have 80 and 60 children respectively. Project Include will have a demonstration program at Robert Crown and the Ecology Center's EcoQuest camps. Jim Ferrara reported on the impact of heavy rains on softball. He noted there are 80 men's 12" teams; 32 men's 16" teams; 21 women's teams; 20 coed teams. Will give life guard tests this weekend; beaches open 6110; beach office is open weekends now. Mr. Ferrara agreed to investigate the feasibility of offering lacrosse training. Mr. Schwartz of the Power Boaters' Assn. invited the Board to this year's Fish On June 10. He noted the Association paid for and constructed a 10 foot addition to the center pier, helped reconstruct the steel pier. This year's project was donated to the City to recognize the cooperation between the City and Association. Mr. Lesch expressed the Board's appreciation for the years of cooperation. Martha Logan reported on work for the summer programs, Including the Information on all free programs; two mailings are being sent to Evanston households; bannsrs being made; pocket calendars listing free programs almost ready; Summer Fun hot lino to be updated each week. Flyers will outline neighborhood visits by Recmobile; theatre promotion, advertising for concerts and Arts Fast publicity round out her summer y; projects. Gary Slikaltis reported on the third attempt to put in the middle pier at the boat ramp; commented on the very poor spring weather and need _ for craws to work on ridding fields of water, lining and cutting grass. Noted new Toro machine will grade, plow. etc., which will put the fields in great condition. A landscape gardener will be hired in June and begin athletic field maintenance along with two part-time people. Mr. Silkaltis spoke of the Improvements to soccer and softball fields; noted beach token sales began in April, with May 31 the and of pra- season rates. Sales are low due to poor weather when it gets 3 •2- Y 1 -�,I.L,. LiM .. ii4M�41�1�" 4ireitilY•#�r"n W- ri~ .�: .:r �Ja•s t;};i ��s}w�-,� vr; , - t�, warmer, salsa chow Isrge increases. He reported that AYSO haf donatad $500 for marble dust {field lining meterlall. Baker rark Is germinating wall, may be able.to use late summer, depending on t weather: will reseed In June. Straw Is p!acad on site to protect. Bob Dornekor reported on the range of camps: preschool camps, Robert Crown summer camp, Figure Skating, Hockey, etc. He noted the many field trips, lake swimming and cpecial events planned. There will be a broomball league this summer, and hockey registrations will have 11 teams, the maximurn possible. Drop In program at James Park from 10 - 4 will offer arts & crafts and sports. Staff is opening the concession operation at the iakofront on Memorial Day, an exciting now venture. Mr. Dorneker explained the past need for hockey boundaries for players at each ice arena, and explained the AHAI's proposal to eliminate player boundaries based on the proliferation of now Ice arenas opening in the area. He also asked the Bomd'e approval to coordinate with EYHA some free summer hockey cliriles: EYHA to supply instructors, Crown Center to schedule available Ice time. Total coat would be $300 for studio rink Ice slots. Ms. Webb moved to approve offering the summer clinics; Me. HalIon seconded; motion passed unanimously. Lois Miller reported the Ridgeville Bend had played at Levy Center over the weekend; that the May Gale will be held, honoring Congressman Yates; that the Choralears will perform at Maine Township on May 31 and at the State Fair Aug, 18; and that there will be a golfing group this summer. She noted the dining club would attend two lakefront concerts and spoke of the intergenerational program where seniors were Invited to bring grandchildren to the program. Kevin Wallin spoke of the traditional Sports Camp, the volleyball leagues, open volloyball, two preschool camps at Leahy and Bent Parks, and the drop -In program this summer at Ackerman Park shelter, Tennis Camps am at Lovelace and diverse sites throughout Evanston; free basketball clinics will be held at Clyda/Brummel; and the beach party on Saturday, July 22 will feature a DJ and entertainment. He also noted two volleyball leagues at Lighthouse Beach, a tournament and a clinic. DIRECTOR'S REPORT Mr. Grodsky commented on the 'verbal tour' staff had given the Board comprising many of the programs and offerings thin summer. He noted 85,000-100,000 people use our lakefront alone each summer. He 3 asked Mr. Ferrara to outline the hlstory of the Beach Office phone system: problems with the old system no longer being manufactured, $400 cost to rebuild phones, quotes obtained from AT&T and Ameritech for new systems. He reported that AT&T, low bidder at $2,070, would rewire the entire system, is reliable and has worked well at Chandler Center. Ms. Henan moved to approve the purchase; a Mr. Marsh seconded. After discussion, motion passed unanimously. Mr. Grodsky outlined the recommendation to purchase a watering system for bellfield and athletic turf area. He noted the $1400 low bid -3- 3 {- �. ,'. I, il. N.I. _JAW—"jW1W. from Permolown, an Evanston business, was availabis in the Shore Improvement Bond Interest account, and that the aystern would complete the effort to upgrade field maintenance. Mr. Donlow moved to approve the purchase; Me. Webb seconded; motion unar.lmously passed. Proposed Youth Sports program changes were discussed, to include reducing the entry fee from $15 to 48; Increasing referees from one to two In girls' leagues and give referees a new training program through the National Intramural Recreation Sports Assn.; replace award certificates with Olymplc-type models and forego school trophies; and require PTA's to submit their 016 entry fee to the Division, facilitating our payment to NYSCA and eliminating Into foes. Ms. Cerra noted that school trophies are a source of pride. Discussion to Include small trophies instead of modals; school trophies for winning teems; overemphasis on winners and problems created; importance of sportsmanship over winning; the balance between developing skills, competition and recognition is a difficult one; problems with some parents and coaches. Ms. Webb suggested schools could choose to opt for a trophy and pay an additional faa. The Board felt it was Important that participants have something to show they participated; felt a way to deal with problem parents Is to take out the competition, Instill in children the idea that, win or lose, they are important; noted the focus should be to encourage as many kids as possible to participate of all levels. It was noted that competitive leagues and recreational leagues offer different levels for different kids. A motion to table and discuss at the June meeting was made, seconded and passed unanimously. Mr. Grodsky explained that Ms. Logan would represent him at the Evanston Neighborhood Conference panel discussion on Monday, May 22. It was agreed Ms. Hallon will be the Board representative. (Subsequently, the meeting was cancelled.) The Board discussed the tennis court reservation policy, currently limited to league/tournament play and lessons. It was noted that reservations have not been taken for leagues' or individuals' practice times. The Board discussed with Ms. Rothschild the request for her team to have set times. Mr. Donlow noted that reserving on weekends with high use could create problems. The Board discussed league times, courts available at ETHS, least -used courts, the scheduling problems if reservation requests set a precedent; need for consistency. Ms. Webb moved to continue current policy. Ms. Hallen seconded. Motion passed; Mr. Donlow requested Mr. Wallin to assist Ms. Rothschild to secure the high school's courts if available. At this point Mr. Marsh left the meeting. Tour of programs: the Board agreed on the importance of a tour and agreed on Tuesday, July 11. Agenda will be furnished in June. OLD BUSINESS Advertising at Robert Crown: The Board reviewed the items it had requested at the last meeting. Given the guidelines developed, Ms. Webb moved to approve limited advertising on dasherboard panels and -4- i-- . �_,°•' `"v'ktij �,�►.'.wt,,�bTfM1'wl�kiP�Fis�xy�llk'i-�,'��` •Mri �,�„�LI � r��r.ww. .rr.wr 44..�I r,�.r�.... � r� y ; the west vreil of titre main Onk. Mr. Denlow seconded. Motion approved with one no vote. Review of James Perk Community Meeting. Mr. Brodsky noted adjustments being made to the James Park Plan based on the Input from citizens. Mr. Lesch felt It Important to stress the nature of tho park Is not to ba changed, but only facilities enhanced. Ms. Halton noted misunderstandings people had about additions, and reported Mr. Flncton's suggestion for a community effort similar to Penny Park. Mr. Denlow felt the public hearing had generated good ideas which would be Incorporated. The Board agreed Its function was to ropresent the thousands of James Park users, and that the Board needed to stress the improvement planned for existing facilities. Attitude and Interest Survey: Mr. Grodsky reported on the three proposals recalved, said interviews are sat over the next two weeks, and that the issue would be on the Council's agenda in June. To Ms. Carra's question concerning the Y's survey, he noted we will @here databases with the YMCA. Concession Contract: Mr. Grodsky shared proposal information from Simply ice Cream, the only bidder for four beaches. After review, the Board moveded to accept the bid proposal from Simply Ica Cream, Motion was seconded and carried. NEW BUSINESS Concerning the issue of Puppy Parks, Mr. Dentow moved to defer the item, include In the Attitude and Interest Survey and address after Information is received. Ms. Carta socondinp, motion passed. j COMMENTS FROM THE HOARD Ms. Haden said she was honored to be a starter at the Arbor Day 5 race, which had over 200 participants. She noted the Robert Crown Advisory Board had recently honored Mary Wood, long-time volunteer. She spoke of the Polish skating group to whom she had presented Evanston memorabilia and the joy with which it was received. +_ Mr. Leach addressed the written question Ms. Flynn had submitted concerning the Board's interaction with the prose. Ms. Webb noted past policy was to defer calls to the President for consistency. The Board agreed to uphold that policy. ADJOURNMENT Mr. Denlow moved and Ms. Halton seconded adjournment. Motion passed and the Board adjourned at 9:20 p.m. The next meeting of the Evanston Recreation Board will be Thursday, June 15 at the Evanston Civic Center, 2100 fudge Ave. at 7:30 p.m. "Draft —Not Approved' - --_. - - � rr !. .'r .r•1A.—..r,. nryr rr Ilr I�. .{,in��•.r y m \�h���.t1y�. Ir lilkI LiLiA.1,1 I I, ,ILa Ail +�Tii �r���9 .}x •.��r:�•;,. � .��j ♦. ;y. l'i{�: �;v. ._ .•_ Y�° t� > rl};•`y� �•f!`R`k4.'.�• ,rxihi`.1t v d�j:x y-i•a.� A `Draft --Not Approved' EVANSTON RECREATION SOARD MINUTES June 15, 1995 Mr. Losch called the meeting to order at 7:32 p.m. The meeting was hold at the Civic Center, 2100 Ridge Avenue, Evanston, IL. BOARD MEMBERS PRESENT Mr. John Lesch, President Ms. Margaret Hallen Ms. Janat Webb tat 7:40 p.m,) Ms. Ann Cerra Mr. Irving Finuton Ms. Marion Flynn s BOARD MEMBERS ABSENT Mr. Morton Deniow Mr. Norman Barber Mr. Eric Marsh w STAFF PRESENT Richard Grodsky, Director, Parks/Forestry & Recreation Emily Mille -Palmer, Program Coordinator Kevin Wallin, Chandler -Newberger Center Director Jim Ferrara, Sports Coordinator George Dotson, Program Manager Darlene Nilges, Executive Secretary OTHERS PRESENT Ms. Judy Pollock, citizen A CONSENT AGENDA Ms. Hallen moved approval of the Consent Agenda, with the following change: that the minutes of 5/18/95 be amended to reflect that Mr. Norman Barber was absent at that meeting. With this change, approval of the Consent Agenda. consisting of the 5118195 minutes; the Treasurer's Report, showing disbursements through May 31 of $246,532.45; and the Bills List was - seconded by Mr. Finston; motion passed. DIRECTOR'S REPORT Mr. Grodsky reported on the summer programs: 18 camps currently In operation and running smoothly; lakefront opened last weekend, with weather conditions improving this week. He related that the grant request for the ' James Park development is in the final stages of preparation. Discussion by Board of upcoming meeting; Ms. Hallen noted the need for a longer pre- meating. The importance of an organized agenda, and an emphasis on Improvement of existing uses were discussed. The Board stressed the Importance of input from Evanston citizens. At this point Ms. Webb joined the meeting. Mr. Grodsky spoke about budget preparation, to begin in the Division on June 28. He invited interested Board members to the meeting at 12:30 p.m., at which budget guidelines and the budgeting process will be discussed. 3 ■ Tl ' i IR.,I' rlli� COMMENTS FROM OBSERVERS Ms. Pollock discussed and presented a petition for more nature erode In James Park. She noted community aupport for a such an arcs and the possibility of a small pond with nearby benches. OLD BUSINESS Mr. Grodsky reported that the Attitude and Interest Survay had baon approved by the Administration & Public Works Committee and City Council the previous Monday. He outlined the qualifications of Papandrea & Associates, and said company representatives would meet with tho Board to go over its expectations, as well as have meetings with staff, community groups, etc. It Is anticipated the second to fourth weeks of September will be whorl the survey would go out to 6,000 randomly selected residents. Mr. Grodsky noted this company had the highest rate of return of surveys (35% vs. 14.15% nationally). The proposed Tour Schedule for the Board was reviewed and approved. Board will meet at the Civic Center at 9:00 July 11. Dog Beach: Mr. Grodsky updated the Board on the proposed Ordinance establishing a strand of sand for a dog beach area, explaining the Human Services Committee had tabled tho issue until June 213. The Board discussed the concerns of the neighborhood, strong support by resident dog owners, and lakefront programming. Youth Sports: The Board viewed a short video on the over -emphasis on winning in youth sports, the importance of fun In sports, etc. Discussion ensued: the process includes coaches, parents and players; fourth and fifth grade leagues not stressing competition; need to deemphasize standings and awards. Participation awards and the Importance of trophies to children were discussed. Mr. Leach invited staff input on the issue. It was noted leagues are not strictly leagues in Recreation programs; that all teams play, and there is no even distribution of matched teams. In such a case it doesn't make sense to stress leagues and competition. Instructional and drop -in programs were discussed. The need for strong reforeao and need to control parental behavior was discussed. It was noted fifth grade competitive basketball has grown from six to 16 teams in only a few years. Mr. Finston felt there was a place for both competitive and non-competitive players. Discussion continued concerning children who don't make a competitive league being placed in a non -comp league. Ms. Webb noted the Board could set the philosophy of the program, = which would be passed on to coaches, parents and kids. The Board could stipulate that up to fifth grade be a time to develop skills and stress enjoyment of the game. MA. Helien suggested elimination of the word 'league', perhaps replacing the word with camp or learning program, or at least instructional league. Ms. Cerra noted difficulties encountered when a league discontinued scorekeeping, and Ms. Webb noted part of teaching Is learning how to score the game. Staff and Board discussed the option of keeping score, but not standings; and giving out medals Instead of trophies. Mr. Lesch discussed the situation of having 45 kids on a team, and the need to cut at some level; Ms. Cerra felt all kids who want to play should be able to, and noted unhappy kids and parents when equality was not stressed. The growing popularity of basketball In America was cited. It was noted the kids just want to play; and the need to educate parents and coaches. The Board voted on the motion to approve the staff recommendations concerning youth sports: that the currant -2- Y,..0Jy -_�..I !.�. - sA�,-; iv 3r1- - t -- - i�4 _ -,-•- F 'p d!}. you " a leagues remain the same; that individual fees be reduced from $15 to With $16 per team fee for NYSCA training; that team trophies be sliminated 4nd medals be given each participant; that standings and playoffs not be part o► _ leagues; and that with the now 48 foe no scholarship be awarded. Motion was approved with throe ayes, one no and two abstentions. NEW BUSINESS Mr. Leach inquired about research Into the possibility of offering lacrosse in Evanston. Mr. Ferrara will report on WPnnatka's program and lacrosse In Evanston at the next meeting. COMMENTS FROM THE BOARD Ms. Flynn inquired about girls' fast pitch softball. Ms. Webb said she wanted to watch the end of tonight's videol Mr. Leach reported that the Power Boat Association's Fish On had been a great experience, though his boat caught no fish. He also stated he Is taking tennis lessons, but needs another session to challenge Mr. Finston. Ms. Cerra outlined the major time commitment necessary for an assignment on the Cable Task Force. She offered her resignation from the Task 'force and suggested Board members might share the commitment. Rotating the assignment among staff was also suggested; Ms. Flynn asked if the Board could receive minutes of recent meetings, Ms. Cerra clarified that there had been four meetings during the last two months. ADJOURNMENT Mr. Finston moved to adjourn the meeting; Ms. Cerra seconded, Motion passed unanimously, and the meeting was adjourned at 9:05 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be Thursday, July 20, at the Levy Canter, 1700 Maple Avenue, Evanston at 7:30 p.m. "Draft --Not Approved" I ���-r'�r r-#:��1^x' �d�.-r!wi�-`���s'�'',...� x �. 7,5'-• x-:t.•'7 x-,',`',i"f -#' ���`N - y��'� �-•_ - - ' - • ` - - - 'rim _,� � .,��'' '+7 •' i-r, �` wy'�:,�.t�o S i s "Draft --Nat Approved' EVANSTON RECREATION BOARD MINUTES July 20, 1995 Mr. Lesch called the meeting to order at 7:32 p.m. The meeting was hold at the Civic Center, 2100 Rldge Avonue, Evanston, IL. BOARD MEMBERS PRESENT BOARD MEMBERS ABSENT Mr. John Lesch, President Mr. Morton Denlow, Secretary Me. Margaret Hallen Ms. Ann Carra Mr. Irving Finston Mr. Rick Marsh Mr. Norman Barber Ms. Janet Webb his. Marion Flynn STAFF PRESENT Richard Grodsky, Director, Parks/Forestry & Recreation Mamie Smith, Director, Fleetwood-Jourdaln Center Laura Miller, Intern Darlene Nilges, Executive Secretary OTHERS PRESENT Mary Wemette, Levy Advisory Board Marti Ross Bjornson, Ladd Arboretum, EEA Board Jenny Coladarci, Ladd Arboretum Committee Richard Seaman, Crown Advisory Committee Be Price, Fleetwood-Jourdaln Advisory Board CONSENT AGENDA Ms. Hallen moved to approve the Consent Agenda. President Leach read a letter from absent member Marion Flynn concerning vote received on the competitive league issue as reported in the minutes of June 16. The letter stated the minutes did not reflect what the Board had voted upon: amending the rules to exclude competitive leagues. Mr. Lesch moved to approve the minutes of June 15 as clarified. Ms. Hallan asked that the section of the minutes pertaining to competitive leagues be rewritten with the appropriate Insert. To the last line of page two of the 6/15 minutes, after the sentence "The Board voted on the motion to approve the staff recommendations concerning youth sports:" the insert "that youth sports leagues for fourth and fifth grade teams would no longer be competitive in nature' should be added. Ms. Hallen moved to approve the minutes. Mr. Finston seconded. Motion approved. Mr.. Grodsky reported that the Treasurer's Report, Bills List and Budget Report were not available. COMMENTS FROM OBSERVERS Richard Seaman spoke about various problems he'd experienced at Leah Lomar - Park and suggested a permit process for larger groups who get together in smaller parks. (At this point, 7:39 p.m., Ms. Carry arrived). The Board discussed the issues of group permits and after -hour use of the park in early morning hours. Mr. Lesch stated that tha Board would look into the matter. Richard Seaman announced that the Robert Crown Advisory Board would not meat again until September, and noted programs were all going well. .1- �. ,[�14'.�F,�Id►i... t � -,i k ��� -. -F�n+n..;I�IjI[aa-'�e+I;�.yM!Iil+�aqI�I:�IL �.�yJ�L1°. z J, t'.,•r;ie4+'is�f� y:'_�:,?�j; ����.�J;.;<�}��,:; ,:�ty%..�i.:''zc4: . , 1 _ _ ` DIRECTOR'S WORT Mr. Grodsky described the heavy duty vapor cleaner being rescommended for Steam Cleaner purchase. Testing showed it surpassed expectations and could be used at all community canters for cleaning and sanitizing. Mr. Finston movod that the low bid from L. M. Brownsay Supply for 61,625 be approved. Ms. Mallon seconding, motion unanimously passed. James Park Community Mtg. Meeting will be held on August 1, 1995 at 7:30 p.m. (Note: subsequently changed to August 23 per request of an alderman.) To Me. Cerra's question, Mr. Grodsky outlined the adjustments based on citizen Input: additional walking path at west and of park, closer to wildlife areas; two viewing points on a path on the Hill; elimination of some perking at south and as well as the plan for an amphitheatre. Noted that if community feeling changes at soma point, the idea could again be raised. Discussed how a pond could not be supported from a maintenance standpoint and that the constant freezing and thawing of the ground vrould destroy a pond in the area. Lastly, a double gala could be erected at entrance at Dodge and Mulford to help eliminate after-hours parking. The Board agreed to a pro -meeting at 6:30 to discuss the presentation. Mr. Grodsky reminded the Board that thore would be no August meeting of the Recreation Board. OLD BUSINESS Laura Miller described the process to be followed in the Attitude & Interest Attitude & Interest Survey Survey and passed out an attendance schedule of open forums, which Nava begun. She outlined advertising and marketing efforts to make citizens aware of the forums. Discussion on the forums, dates, survey completion and distribution in October followed with Sue and Jahn Papandrea, representing Papandrea & Associates, the firm conducting the survey. Mr. Grodsky noted representation was expocted to be across the board In terms of all segments of Evanston being invited to participate. Information will be broken down demographically, Ms. Papandrea noted that nine pages of comments were generated at the forum for Parks/Forestry & recreation staff, both verbal and written: she felt a similar amount of information would be generated by tho eight upcoming forums; that the process yields important and unique Information on a commuity's feelings. At this pant audience members and Board members were divided into groups and given worksheets. A recorder .was identified for each group. After the groups deliberated on items in the worksheet, the issues and concerns generated by participants were reported. COMMENTS FROM THE BOARD Ms. Carts thanked staff for the recent, enjoyable tour of recreation programs and facilities. Mr. Lesch read Ms. Flynn's two comments in a recent letter: she stated she was impressed with the tour and diversity of programs offered, and that she wished to encourage more diversity in Arts and Aquatics Camps. Ms. Hallett discussed a problem with Board attendance and members who consistently miss meetings, making it difficult for the Board to function as a whole. She advocated that members who miss meetings frequently should be asked their interest in remaining. Mr. Lesch suggested a query letter, and different formats were discussed. The guidelines were reviewed: that if a member misses three meetings in a row the Mayor can be asked to write an •2- ®r i z _ inquiry. If five meetings are misead In a year, the member may be dismissed. It was agreed the- Mayor would be informed of the current situation. ADJOURNMENT 'Draft --Nat Approved' Mr. Denlow cold he was vary Impressed with the tour and numbers of kida served, and was proud to bo a member of the Recreation Board. He was glad that the James Park renovation was moving forward, which has the potential of being a major asset to the community. He noted first class facilities, parks and schools were needed to be a first class community, and felt the Board was dealing with important Issues. Mr. Marsh said that, as an Evanston resident, he used the recreation facilities and really enjoyed living here and being part of this community. It was great to be part of the Recreation Division. Mr. Finston complimented Mr. Grodsky and his staff on the programs offered the young people in Evanston. He observed very attentive, polite, knowledgeable camp counselors and felt we have a marvelous part-time staff. and those who selected them ware to be congratulated, Mr. Lesch also was impressed with the tour of summer programs, and fait the leadership afforded youth was great. Ho commented on Ms. Flynn's written commonts concerning minority representation in Arts & Aquatic Camps, saying that he did not feel the programs were exclusionary, that opportunities were there for anyone to be In any of our programs, through the scholarohip program, and that ultimately kids will go where they want to go. Mr. Finston suggested that Ms. Flynn might address the iasues she raised in person, giving the Board an opportunity to solicit her ideas. Ms. Carra suggested an interesting discussion could focus on patterns of use. Mr. Den!ow noted that scheduling after survey results are obtained would be helpful. Ms. Haden moved to adjourn the meeting; Mr. Finston seconded. Motion passed unanimously, and the Board adjourned at 9:39 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be Thursday, September 21, at the Chandler -Newberger Center, 1028 Central Street, at 7:30 p.m. A public hearing on the proposed '96-97 Recreation Division budget will precede the meeting at 7:00 p.m. -3- WA 1'f fErz f Y, 1j E t�4r�r .S• ��:tjx�Ti���lr�'t='..'tr :i f,. fir r yea.. EVANSTON RECREATION BOARD MINUTES "Draft --Not Approved" Finance Cornmltteo Malting Septamber 7, 1996 Mr. Lesch called the meeting to ardor at 7:32 pan. The meeting was held at the Civic Center, 2100 Ridge Avenue, Evanston, IL, BOARD MEMBERS PRESENT BOARD MEMBERS ABSENT Mr. John Lesch, President Mr. Morton Denlow, Secretary Ms. Ann Cerra Mr. Irving Finston Mr. Norman Barber Ms, Janet Webb Me. Margaret Hallen Ms, Marion Flynn Mr. Rich Marsh STAFF PRESENT Richard Grodsky, Director, Parks/Forestry & Recreation Mamle Smith, Director, Fleetwood-Jourdain Center Martha Logan, Public Information Specialist Rock Blanchard, Program Coordinator Gary S1lkaitis, Supervisor of Sports & Rec. Maint. Robert Dorneker, Director, Robert Crown Complex Kevin Wallin, Director, Chandler -Newberger Center Lois Miller, Director, Levy Center Laura Miller, Intern DISCUSSION: 1996-97 Mr. Grodsky introduced Mr. Richard Marberry, who is waiting for City Council PROPOSED BUDGET confirmation to the Recreation Board to fill Mr. Finston's seat. Grodsky provided an overview of the budget and thanked the staff for a good job in their preparation. He noted some of the Board's and staff's accomplishments to date which included: the James Park redevelopment plan; the Attitude & Interest Survey; involvement in the Clyde -Callen community; grant and donation solicitation totaling over 8100,000; Project Include; Facility Use Contract with District #85; various capital improvement projects and a new computerized registration system, to name a few. Staff discussed their budgets and answered various questions regarding proposed revenues and expenses. Mr. Denlow requested information regarding the cost to provide a more elaborate transportation system in an effort to get more people to programs. Grodsky noted It would be the cost of salaries and fuel as the vehicles are already in place. He further noted that he would have staff work on the costs. Mr. Denlow requested a summary of the audience sizes and number of actors for the Fleetwood-Jourdain Theatre. Mr. Lesch requested information about the status of the restricted accounts in terms of their balances. Mr. Grodsky will prepare a report. Regarding the marketing plan for Beach Tokens, Mr. Denlow suggested staff look Into some typo of Incentive of a discount when City vehicle stickers are on sale. 1. Me: Carta liked the staff presentations and is interested in more in-depsf `��� .:, reports during the course of the year. Grodsky suggested that 30 minutes per meeting could be arranged. Mr. Denlow, Mr. Finston, Ms. Cerra and Mr. Leech complimented staff on the development of the budget. Further, they indicated a Public Hearing on the budget be held on September 21 at 7:00 p.m. prior to the regular 7:30 Board meeting. Staff will advertise the meeting In the Evanston Review. There being no further comments, Mr. Leech asked for a motion to adjourn. The meeting adjourned at 9:25 p.m. "Draft --Not Approved" 3 xx f aka f wll-. .. W LAI 4 3 JA .W u.r ..rig fin. . ■ .. w .. 'Draft --Not Approved' EVANSTON RECREATION BOARD MINUTES September 21, 1995 Mr. Leach called the meeting to order at 7:31 p.m. The meeting was held at the Chandler -Newberger Center, Evanston, IL. BOARD MEMBERS PRESENT BOARD MEMBERS ABSENT Mr. John Leach, President Mr. Morton Denlow, Secretary Me. Ann Cerra Mr. Rick Marsh Mr. Norman Barber Ms. Marion Flynn Mr. Richard Marberry Ms. Margaret Hallen Ms. Janet Webb STAFF PRESENT Richard Grodsky, Director, Parks/Forestry & Recreation Kevin Wallin, Director, Chandler -Newberger Center Irving Finston, Retiring Member, Recreation Board Laura Miller, Intern Sue Brenner, League of Women Voters Darlene Nilges, Executive Secretary ACKNOWLEDGEMENT Mr. Leach acknowladged Mr. Finston's fine service: five years on the Recreation Board and over 30 years of involvement with recreation in Evanston. Mr, Finston said that he had received much more from his association on the Board than he'd olven; noted the mast valuable resource is the quality of the staff, Mr. Marsh spoke of the role modal Mr. Finston had been; Mr. Grodsky said he appreciated Mr. Finston's good guidance and support, CONSENT AGENDA The Board reviewed the Minutes of July 20, 1995 and the Bills List. Mr. Marsh moved to approve; Ms. Cerra seconded. With Mr. Marberry abstaining from approval of the minutes, the motion passed. ATTITUDE & INTEREST SURVEY Laura Miller gav6 an overview of the process: all open forums have been held, with very good turnouts at those at Fleetwood-Jourdain and Southeast Evanston. Eighteen special interest groups were represented at the forum for that purpose. The pilot survey will be ready 10110195; the marketing campaign has begun; distribution of final survey will be mid -October. The Board discussed how equal representation by ward would be assured. Mr. Grodsky said Ms. Miller had directed the whole project and done well. The Board expreased itb thanks for her fine efforts. Mr. Grodsky explained that the Board would be sent the pilot survey for review, and the participants in the forums also would be invited to read the survey to assure that it's understandable and snswarable. He noted 6,000 residents would receive the final survey. Returns will be received in November, with results reported to the Board in December. CHANDLER-NEWBERGER REPORT Kevin Wallin reported a very busy summer with Sports Camp, two pro -school programs, tennis programs and a drop -in program at Ackerman Park. Part-time staff did an excellent job, as did Margaret Parcali in her first year in charge of Sports Camp. The Center was closed Aug. 28 - Sept. 10 for maintenance; fall -Z- aRg"'ram „Y programs have begun with good ettendence. Racquetball seems to be somewhat In decline as a sport; both courtc are used for other =Ivltlea whon empty. Over 20 conches have been certified thus fsr, DiscuawWl the non» competitive changes in place for 4th and 5th grade teams. Mr. Dsnlow requosted parents' and coaches' feedback; Ms. Cerra felt educating the adults was crucial to all understanding. It was noted each sport had a different level of competitiveness. With football, issue seems to be lack of playoffs at season end, The Board reiterated the philosophy: to learn the skills and the game, and to have fun. The Frank Sachs tennis program was discussed, noted in first year tripled in size. Mr. Sachs will be scheduled for the January Board meeting. DIRECTOR'S REPORT Mr. Grodsky in+lormad the Board of his absence at the National Park E, Recreation Association meeting next October 3 - 8. Noted the upcoming IL Park & Recreation Association meeting In January; board members may attend; will get more information to the Board if members went to go. BLS USAGE AND COST ANALYSIS Mr. Grodsky went over the information on current use of the two Recreation buses and availability to expand usage for an after -school program to community 'centers and additional program trips. Estimated total cost to expand was $4,880, and would include senior programs as well. It was noted this expansion would use vehicles more effectively, Mr. Dsnlow suggested use for Southeast Evanston in particular. Mr. March agreed. Mr. Grodsky noted funding was available through Summer Fun monies, which total $68,000. Mr. Dsnlow moved that $4,800 from the Summer Fun program dollars be used for transportation of children during the school year to after -school recreation center programs. Mr. Marsh seconded; motion passed unanimously. FLEETWOOD-JOURDAIN T14EATRE The Board reviewed participation figures for the Community Theatre from April 1993 through July 1995, showing a grand total of 6,855 attending nine seasonal productions. Mr. Lesch noted the concern was best utilization of funding for the needs of the community. Ms. Cerra pointed out the family show )Jack & the Beanstalk) had much higher audience numbers, and suggested targeting that type of program. Mr. Marsh noted tha FAAM fundraiser which would ssii out the house; Mr. Deniow asked the overall importance of the theatre in the Black community and asked if this was the best place to spend the money, or If other offerings would best serve the community. Mr. Grodaky noted the now Director hired eight months ago was marketing the theatre strongly which should increase numbers, and noted upcoming shows were close to soli -outs. New fundraising packages were proving successful for organizations and ticket sales. The Family Focus lease was discussed, which accounts for a largo portion of the cost of the program. (Lease will be available for action at October meeting.) Mr. Dsnlow was pleased that attendance was going up, suggested using buses so seniors could attend, reaching farther into the community, even at low or no cost, to fill the theatre and give people a theatre experience. Mr. Grodsky noted success of Senior Sundays. Mr. Marsh suggested partnerships with the schools and PTAs, or a training program for youth. The Board agreed with Ms. Cerra's suggestion to view a production, and proposed going on the FARM fundraising night. Mr. Marberry suggested inviting Mayor Morton; Mr. Lesch agreed with the idea, to be firmed up later. .2. APPROVAL: PROPOSED 1998-97 Tice previous Finance Committee mesdng was discussad. Ms. Cerra moved to RECREATION DIV. BUDGET approve the proposed 1996-97 Recreation Division budget; Mr. Msrnh seconded. Discussion: that the budget fells under the guidelines sot by the City IWonagor; City Support Increases slightly due to mandatory increases. Motion paused unanimously. Mr. Marsh complimented the computerized budgetary information with which he was provided. FAMILY FOCUS LEASE Mr. Grodsky announced that the Legal Department was still In process of reviewing the lease, which will be placed on the October Board agenda. Mr. Brodsky explainod that the theatre space was leased from Family focus, and outlined the issue over the past five years concerning tax liability. He noted the currant lease under review excludes any demand for payment of taxes by the Recreation Division. PROJECT INCLUDE Accomplishments of Project Include's first year were reviewed, including two summer programs at the Ecology and Robert Crown Centers. The project has received funding for Its second year from the Department of Education. Additional programs will be offered by the Division and Lekotek demonstrating applications of assistive technology; expansion into other offerings such as the Arbor Day run and children's theatre also are being planned. COMMENTS FROM BOARD Ms. Flynn referred to the questions she submitted at the last meeting and the low enrollment by minorities in Arts and Aquatics Camps; felt an important Issue was stewardship of those programs. She advocated outreach to populations who could benefit from them. She felt the Attitude & Interest Survey results would prove helpful and wanted to explore ways to do more. Mr. Lesch noted his previous commonts and that the Division has made real efforts to reach out with programs. He cited programs at Mason Park and Clyde/Callan as just two. Ms. Flynn wished to find ways to got minority kids Into Arts and Aquatic Camps. Mr. Lesch noted kids choose to go where they or their friends went to go; one cannot mandate that they go Into specific programs. Mr. Barber noted the difficulty he had experienced signing up minority kida to play hockey and noted the some difficulty with swimming; he felt that certain ethnic groups show little interest in participating in certain sports, and kids do what their peers are doing. Mr. Marsh fait the Board had been cognizant of special needs in the community, with emphasis on at -risk programs, and was supportive of the entire Evanston community. Mr. Marsh welcomed Mr. Marberry, who he felt would bring a lot of energy to the Board. He said he would miss Mr. Finston, whoa© work was much appreciated. He noted the FAAM draft on Saturday, complimenting the 20- >, year organization serving 350 very eager kids. Mr. Marsh said he felt drop -In type programs, such as the one at Fleetwood-Jourdain, were the types of programs sought more often by minority communities. a Ma. Flynn recalled Mr. Finston's interest in talking to kids on Board tours, getting their opinions and ideas. Mr. Marberry volunteered to research alternative ways to raise funds, focusing on previous Board interest in creating a 501 ici3 organization. Mr. Lesch appointed Mr. Marberry to proceed and volunteered Recreation staff and Board assistance. -3- ai _ *, IkvdrB'•{,n-i•-h/p' r .N ,. .+.+i.i��.,•_r Mr. Denlow requested Information on the Jamse Park development. It wat noted the State of Illinois had cant a ropresontetive fast month to survey the site, and thero was an upcoming public hearing In We October. It was falt our proposal was very strong, with many ADA items addressed and good lettors of support. Mr. Dantow acknowledged Mr. Finston's many contributions to the Hoard and tremendous concern for the needs of the community. Addressing Ms. Flynn's comments, he said the Board had made extensive efforts to reach out, be creative and generate reef programs, citing Summer Fun and the bus service approved tonight, the theatre, drop -in programs, etc. He watt proud of the balance of programs offered the entire community and outreach to specific communities. He felt the Division Is quick to respond to specific neede se they arias. Me. Cerra noted the complexity of living in and working for the Evanston community. She encouraged everyone to come out and watch Mr. Marsh coach. She Inquired about issues at the Park & Recreation Conference, Mr. Gfodsky noted ones trend is that programs per se are no longer the focus: the big issues are community planning issues, coalescing Departments and community groups to achieve change. He used the interaction by the City and Clyde/Callan neighbors as an example: the need to shift funding around, respond quickly to community needs, get community groups involved in Identifying solutions as part of the whole process. He noted the Recreation Board, City Council and Mayor have been supportive and progressive In this process and noted that recreation has changed to meet the needs of Its users. -' ADJOURNMENT Mr. Marsh moved to adjourn the meeting; Mr. Berber seconded. Motion approved unanimously, and the Board adjourned at 9:15 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be 3 Thursday, October 19 at 7:30 p.m. at the Robert Crown Center, 1701 Main St. 'Draft -• Not Approved" .4- AN nF §'J'j+2: �Yff .� .•�.•/S9'fl0.•L f t s� � R` 7 'r.�S,E ?ly�s � �'`tl S } \� i # � � =fJ !»r _ t_ - "Draft -Not 'Approved" EVANSTON RECREATION BOARD MINUTES October 19, 1895 Mr. Leach called the meeting to order at 7:30 p.m, The meeting was held at the Robert Crown Center, Evanston, IL. BOARD MEMBERS PRESENT John Leach, President Ann Carra Marion Flynn (7:40 p.m.) Margaret Hallsn Richard Marberry Rick Marsh Janet Webb (7:35 p.m.) 3 Norman Barber BOARD MEMBERS ABSENT Mr. Morton Denlow, Secretary STAFF PRESENT Richard Grodsky, Director, Parks/Forostry & Recreation Gary Silkaitis, Supervisor, Sports & Rec. Maintenance - Jim Ferrara, Municipal Sports Coordinator Bob Dornaker, Director, Robert Crown Center Mamie Smith, Director, Flaotwood•Jourdain Center Virginia Jones, Clerk -Typist II, Recreation Division OTHERS PRESENT Mr. Rich Welland, Evanston Resident and lacrosse representative STAFF REPORTS Gary Silkaitis said that the beach office garage is being painted, as wall as the Arts Center greenhouse; summer heat delayed painting until fall. Fall softball field maintenance is underway; there are two weeks of softball left. To Mr. Marbarry's question, It was explained that current policy Is to apply a nitrogen fertilizer to turf aroas of athletic fields in the fall; no pesticides are used. Mr. Leach inquired about why beach washrooms are left open only until the and of October and on the weekends. Aga of plumbing was noted. Bob Dornoker reported the Crown Flea Market is coming up on Nov. 4; hockey program is going well; according to policy no tournament will be held this fall. No noted the upcoming Halloween party and said open skating has picked up with cooler weather. The hockey program has begun, as has practice for the annual Nutcracker presentation the second week of December. DIRECTOR'S REPORT Mr. Grodsky reported on the recommendation to relocate the outdoor hockey rink to Robert Crown Center. He outlined the difficulty making Ice at Leahy due to the undulating ground, as well as a lack of lighting which limits hours of play. He said Crown staff would be available should staff be needed at the new site. He noted that three to four days are required to make Ice once cold conditions are met. To Mr. Marsh's inquiry, it w83 noted if a team wished to reserve Ice time at the outdoor hockey rink they could do so. Mr. Marsh noted the new site would attract moro children for an outdoor skating experience. Mr. Dornaker suggested that pick-up hockey games on school holidays and weekends could be sot up by age leval for safety reasons. It was clarified that all outdoor ice rinks are free; that there are other outdoor skating rinks (Baker, Larimer and lakefronts; they we supervised. Ms. Hailon moved to approve relocating the hockey rink adjacent to the Robert Crown Center. Mr. Marsh seconded, motion unanimously approved. 52 - - - ,! ,�i�., Nm •..rY�r:�y,�#.j�, }� .,.��r.:.,t+fi;'",�*a"�+r.►tie+.,N,,.+.±+y�1�f,�j�?�1+'N5�,"`� . of W. uY W lirM 1 f }qa lW ... . .. ,. ,. •.. ,. � 'R 1., :Y{`-..sue•'. h �'� NYSCA Complaint procedure The Volunteer Coach Revocation lComplaint Policy was discussed. NYSCA suggests that a hearing board be established In order to serve as a vahicfe for coaches who want to appeal disciplinary action, and that the Recreation Board serve as Review Committee. Discussion: should coaches or Board review at hearings; staff handles 99% of all complaints; need for standards for appropriate behavior across the board. Ms. Hnilen moved and Ms. Cerra seconded the motion to approve the policy, and that the Recreation Board serve as review committee for final appeal. Motion unanimously passed. Dempster St. Beach Recommendation Mr. Grodsky asked Mr. Ferrara to outline recommended changes in operation of the Dempster beach launch facility. These changes included making the official season Memorial Day to Labor Day; clarifying ERD and Coast Guard rescue service during the season; using passes instead of beach tokens far admittance to the launch area; Installing chain link gates to increase security; extending the fence to water's edge between Greenwood beach and the Dempster Launch Facility with appropriate signege; placing ports-toilats pro. and post -season at east end of beach office; etc. After discussion, the Board concurred with the changes as outlined and noted that the changes will help assure a safer boating season. OLD BUSINESS Lacrosse: Mr. Grodsky introduced Mr. Weiland, an Evanston resident who proposed offering an eight -week, Saturday morning program for grades 4-8 in the spring and a summer -fall league. He explained that the program would be co-ed and offered through the Recreation Division. Mr. Lesch supported the program. The Board suggested staff should work this out so there would not be a conflict with soccer programs. It was agreed the Board would discuss further and that Mr. Weiland be Invited to come back after details were finalized. James Park Grant Update James Park Development Grant: Mr, Grodsky reviewers status of the grant application. Evanston was one of 98 cities invited to go to Springfield to give a presentation. Sometime in January the City should receive word on successful applicants. Family Focus Lease Lease with Family Focus: Mr. Grodsky noted that the Fleetwood-Jourdain Theatre had been housed at this site since 1985. The tax issue was finally resolved and the City would not be held liable to pay past, present or future taxes. Noted space included the auditorium, balcony, construction room, prop room, costume area, meeting room and office. No comparable space exists in Evanston to house the Theatre. After discussion, Ms. Webb moved to approve the lease as presented; Ms. Flynn seconded; motion passed unanimously. Southeast Recreation Enrichment Mamie Smith presented the staff recommendation for the Center: a 17 week fREC) Center Proposal pilot program operating Tuesdays, Thursdays and Saturdays from the police outpost on Howard St. The need for such a center for youth aged 5 - 13 years was noted, as well as support by four community organizations. Mr. Marbarry noted the excellent work of foot patrol officer Grossman, who had been consulted about the program. Police Chief Cooper also approved use of the outpost. Ms. Webb moved to fund the "REC" for 17 weeks on a pilot basis with an evaluation at the conclusion. Seconded by Mr. Marsh, motion passed. NEW BUSINESS Jim Ferrara detailed storage at the Dempster Street beach office, from which Storage Cabinets/Dempster St. 50+ staff operates during the summer, and where Aquatic Camp has Its home Beach House base with 90 youth per session. He noted the huge amount of equipment -2- 1 .. 2 i. .s... a nor. n. -..rids W.Jl tt � iYrLii 4 1 1i� 1 — ll.l 7,1 ly I I news ME stored there and lack of storage bins and lockers. Mr. Ferrara outlined the recommended purchase of bins and lockers for approximately 02,000, to be funded through the breakwater fund and still allow a balance for sevarsl years' maintenance of the rescue boat. Ms. Flynn moved to approve the purchase; Ms. Webb seconded; motion approved. Athledc Field Rdnout Policy Mr. Slikaitis explained the damage the turf sustains when used after heavy For AffiUated Groups rains. Mr. Grodsky noted a damaged field may take as long as 4 - B weeks to be reconditioned depending on the amount of damage. Specific guidelines were suggemed so that affiliated groups may follow thcm in deciding whether to cancel games. Policy Includes weekday and weekend ralnout policies. Games would be cancelled If there Is standing water. Other factors, If thare Isn't standing water, include amount of rain on turf, weather forecast and anticipated turf damage, Mr. Lesch noted experiencing fields with ankle-deep water In Evanston. Ms. Webb moved to approve, Mr, Barber seconded, and motion passed, cOMMENTSISOARD MEMBERS Ms. Flynn complimented the great show she had seen over the weekend at the Fleetwood-Jourdain Theatre. Me. Webb mentioned the FARM benefit Saturday, tickets benefiting both FAAM and the Theatro. She invited all to come out and see the 360 children In the FAAM basketball teams play Saturdays through February. Mr. Grodsky told the Board Mr. Denlow wished staff to look into a lighted senior league baseball field in cooperation with the high school. Mr. Barber spoke about a chance to get a donation of rollerblading equipment and said he would gat back to Mr. Grodsky. Ms. Carra noted the Junior Wildkits' second undefeated year. Mr. Marsh spoke of Gone Bell's Hero's Award for Illinois and said he was in competition for a national award. Further, the Boad suggested a plaque be given to Mr. Ball from the Board. Mr. Grodsky reminded the Board about the Illinois Park & Recreation Association meeting In January -- asked for early return of registrations if anyone wished to attend. ADJOURNMENT Ms. Hallan moved to adjourn the meeting. Mr. Marsh seconded, and meeting was adjourned at 9:10 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be Thursday, November 16 at 7:30 p.m. at the Fleetwood-Jourdain Theatre, 2010 Doway. 'Draft --Not Approved' -3- . f y _�r .,'� 1TON�1 7 OR 'Draft -.Not approved` EVANSTON RECREATION BOARD MINUTES November 16, 1995 Mr. Leach called the meeting to order at 7:33 p.m. The meeting was held at the Fleetwood•Jourdain Theatre, Evanston, 1L. BOARD MEMBERS PRESENT BOARD MEMBERS ABSENT John Leach, President Ann Carta tat 7:40 p.m.) Margaret Hallen Janet Webb Mr. Morton Denlow, Secretary Mr. Norman Barber Ms. Marion Flynn Mr. Richard Marberry Mr. Rick Marsh STAFF PRESENT Richard Grodsky, Director, Parks/Forestry & Recreation Martha Logan, Public Information Specialist Bob Dornoker, Director, Robert Crown Center Mamie Smith, Director, Fleetwood-Jourdain Center Laura Miller, Intern Darlene Nilges, Executive Secretary OTHERS PRESENT Ms. Michelle Gallardo, Medill Journalism Student STATEMENT BY BOARD PRESIDENT Mr. Leach wished to note that the Recreation Board had not achieved a quorum this evening, a fact, he said, which caused him bath anger and embarrassment for not being able to have at least five of nine Board members present. He noted that people had taken time to get to the meeting; information furnished by staff was awaiting deliberation. He stated that the members present would most as a Committee of the Whole, and, because of the limitations therefrom, would only cover essential matters that evening. He and the Committee discussed the best way to deal with the chronic problem of attendance. In answer to a question, Mr. Grcdoky clarified that the Committee could vote on Items, for later ratification by the Recreation Board, and listed three items requiring consideration this evening. STAFF REPORTS Mamie Smith reported that Bubbling Brown Sugar was an overwhelming success, the Win/Win program was working well, and thanked Ms. Logan for the effective publicity. Auditions for The Piano Lesson went well; rehearsals begin on the 27th. Numbers of participants at the REC at the Howard Street outpost are beginning to grow slowly but surety: by Saturday 15 students had come in; the following Tuesday the number rose to 20. Staff is working to allocate the space effectively. Martha Logan reported the camp brochure would stay within the 24-page format and said bids had been received. The low bidder, Hi -Liter Graphics of Burlington, WI, has done a good job the past two years. The Committee reviewed the wide variation in prices, Ms. Webb moved• to approve in Committee; Ms. Hallen seconded; motion unanimously passed by the Committee. It was noted the Board would ratify at the December meeting. -1- �'Z-",1� �� •j7Si�S�.'���i�Yii� �.�F � d-'Jt,+ !a j...i�S - -1... • - - - �--.-- - -v.- - i.� -4-_. - __ .J�laaiatir�f.iL4� - - L YYY ___ �fM � � 1�i� •�i. � i.. �+U4L�.-l.iV. .. ice. y .,..1'�. ��:�t .'s�� {:.:^�c. -� �-.-t '.�i':i i{'��+,zi 4�, .: r•"�,._ �.' 1.z �'� '.I :: � 'i Ms Lo an nuthrted other work going forward Including information on the . 0 r Nutcracker on Ice at Crown. ATTITUDE f& INTEREST SURVEY Laura Miller reported that, of the 8,000 randomly mailed survaye, 1,140 have been returned, which Is equal to 19%, a very high rate of return, It wus felt that 5,000 follow-up postcards would continue to generate higher returns. (At this point Ms. Cerra was prexent.l Over 30 people came to the Nlapanic outreach at St. Nicholas' Church; participants were very receptive and appreciative. Analysis of survey data should be completed and report evellable in late December/January. Mr. Grodaky complimented Laura Miller, Martha Logan and the raft of the staff for their work, and Bald responses wars coming In evenly from all areas of the community. Mr. Grodaky announced Ms. Miller's acceptance of a position with the Chicago Board of Education, mentioned the outstanding job she'd done with ilia survey, and, on behalf of the entire staff, presented tier with a plaque. The Board agreed that Ms. Miller had been a tremendous help and wished her wall. MEETING DATES - 1996 In response to a request from the City Clerk for the 1996 schedule of Recreation Board meetings, the Committee of the Whole approved the proposed list of dates and sites for 1996: meetings will be held on Jan. 18; Feb. 16; March 21; April 18; May 16; June 20, July 18; Sept. 19; Oct. 17; Nov. 21; Dec. 19 at various Evanston locations. NUTCRACKER ON ICE Mr. Grodsky noted the upcoming performance of the Nutcracker at Robert Crown on Dec. 8, 9 and 10. Board members should contact him or Bob Dornaker for tickets. ADJOURNMENT OF COMMITTEE Mr. Leseh adjourned the Committee of the Wholn of the Recreation Board at 7:60 p.m. Next regularly scheduled meeting of the Evanston Recreation Board will be Thursday. December 21, 1995 at the Levy Center, 1700 Maple Avenue. .2- "Draft --Not Approved" "Draft --Not Approved" EVANSTON RECREATION BOARD MINUTES December 21, 1998 Mr. Lesch called the meeting to order at 7:30 p.m. The meeting was held at the Levy Activity Center, Evanston, IL. BOARD MEMBERS PRESENT John Leach, President Mr. Norman Barber Ms. Ann Carra Ms. Marion Flynn Ms. Margaret Hallen Mr, Richard Marberry Mr. Rick Marsh, Treasurer Ms. Janet Webb (at 7:31 p.m.) - BOARD MEMBERS ABSENT Mr. Morton Danlow, Secretary STAFF PRESENT Richard Grodsky, Director, Parks/Forestry & Recreation Martha Logan, Public Information Specialist OTHERS PRESENT Ms. Sue Brenner, League of Women Voters CONSENT AGENDA It was moved and seconded to approve the consent agenda, which included the minutes of the Oct. 19 board meeting, the minutes of the Nov. 16 e Committee of the Whole and the bills list. The consent agenda was approved unanimously. COMMENTS & REPORTS There were no comments from observers or advisory boards. STAFF REPORTS Mr. Grodsky reported that year 'round programs were gearing down before the holidays. However, staff Is preparing for outdoor winter sports. Flooding for outdoor Ice skating is expected to begin tomorrow at Ackerman Park and at the 4 Datives Park lagoon. Skating at those locations will begin as early as Tuesday, i Dec. 26, weather permitting. Rinks will be flooded in the following order. Crown Center's east parking lot, followed by Baker Park, then Larimar Park. Martha Logan reported that grade and middle schools received the 1996 Summer Camp brochures the week of Dec. 11 for distribution in classrooms. She also reported that a newly -designed School Newsletter was distributed in late October and again in mid -December. This single piece (legal size or 11 x 17") is designed to take the place of multiple individual program flyers, thereby saving paper and labor. DIRECTOR'S REPORT Mr. Grodsky referred to the memo in the board packet requesting a change in the January meeting date. Mr. Marberry moved to change the January meeting from Jan. 18 to Jan. 17 and to notify the proper authorities. Mr. Marsh seconded. The motion passed unanimously. He reminded board members that a schedule of the proposed board meeting dates for 1996 had been included In their November board packets. Mr. Grodsky reported that the Attitude & Interest Survey is nearing completion and that the agenda for the January meeting would be devoted almost exclusively to that topic. -11- maw ARTS CAMP LOTTERY Mr. Grodaky and Mo. Logan explained that the 'iOgg Arts Camas will be held � at two sites again this year to meet the high demand. Some additional spares ' will be available because Oakton School can accommodate morn campers, In 19913, there will be space for 626-650 cempors. He outlined the now payrnant plan and the fact that scholarships are still available. Mr. Grodsky briefly explained the Arts Camp residont-only lottory system, which is laxplaingd fully In the carnp brochure included In the December board packet. Mo. Flynn expressed concern that working parents would have trouble getting to tha Civic Center to draw a lottery number and, thereby, all the Arts Camp spaceo would be filled before they picked a lottery number. Ms. Logan explained how the lottery system will work and that this year, for the first time, all perants have an equal chance at being the first to register for Arts Camp. Ma, Flynn requested that the division include a Saturday in the time period for drawing a lottery number. Mr. Grodsky explained that lottery numbers can bo drawn until 8:00 p.m. on January 8 and until 6:00 p.m. on the other six drays, but that he will check the schedule and add a Saturday, if possible. TUNE OUT TV WEEK District 65's PTA Council asked the Recreation Division to participate In the proposed "Tune Out TV Week" by endorsing the program and offering additional free recreational opportunities that week. Following discussion, Ms. Hallen moved to endorse the program and to provide more open gyms and some free public skating during public skating hours. Mr. Marsh seconded. The motion was then amended by Ms. Webb to provide additional recreational opportunities as staff saw fit. Mr. Marsh accepted the amendment. The motion passed unanimously. DIST. #65 REQUEST Mr. Grodsky reported that Debra Hill, Assistant Superintendent of District #65, came to talk to him about the district's 1996 summer school program. Sho asked it summer school students could be busad to various recreation camp - programs. Mr. Grodsky suggested they could if space was available. He also suggested there there are free playground sites available. He said that if the partnership is approved by the board, District #65 will promote our programs in their summer school material. Ms. Carra asked Mr. Grodsky if our current plans for 1996 can accommodate this influx of children. Mr. Grodsky said that the drop -in park programs could accommodate additional children. LAKEFRONT OPERATIONS Mr. Grodsky said staff is suggesting four changes to the current Lakefront Booting Ordinances in order to improve operations: 11 change the lakefront's official opening and closing dates for boating because we can't provide rescue service after Labor Day 2) designate the area north of the Church St. ramp as a drop-off and pick-up area for jet skis — 3) change the language to state that when swimming beaches are closed by the City Manager or designee (generally due to bad weather conditions), other lakefront operations also may close. This includes the beach office, dog beach, and launch facility. 4) prohibit anchoring of pleasure boats within 200 yards of the city shoreline, Board members discussed the congestion and noise problems at the lakefront. Ms. Webb moved that all four recommendations be approved, except to change the anchor -free zone from 200 yards to 500 yards and to send the recommendations to City Council for their consideration. Mr. Marsh seconded the motion. Ms. Hallen asked if boaters would be notified if the changes were made to the ordinance. Mr. Grodsky replied yes. The motion passed unanimously. -2- ., � ,, a m _ a+. �ir` Hi;rr af^'TM.'r��lY.a!'t 1 w ., ., ., .. •i r • '.1� - - ..-W. ap � - - - _ - 4-1 Ms. Webb unshed everyone a happy holiday season. Mr. Marsh said he could not attend the November meeting because he was stuck in a snowstorm out of town. Ms. Carry said that Little League board members had asked her if the Dawes diamond dugouts will be ready by the start of the season. Mr. Grodsky said yes. Mr. Berber expressed a wish that everyone would stay wall and wished them a happy holiday season. -3- ATTITUDE & INTEREST SURVEY Mr. Grodsky reported that the Attitude and Interest Survey received a 21.4% response rate. There will be handouts at the January meeting and a formal presentation will be made In February. THEATRE OUTING Board members were asked to pick a data for their proposed theatre outing to sea Thp Piano essan at Fleetwood-Jourdain Community Theatre, The date chosen was Sunday, Feb. 4. OLD BUSINESS YOUTH SPORTS Mr. Lesch commented that Aldermen Kent made a reference to tho Board regarding the elimination of playoffs In the fail football league. Mr. Grodsky told Board members that after that Council meeting he had explained to Alderman Kant that not having playoffs was an across the board policy for all youth sports and that the Recreation Board had committed itself to evaluate that decision after one year had passed. Ms. Webb asked if the metatials the Board used In making their decision could be forwarded to the aldermen and if a memo could be sent to explain that the decision was made for the benefit of the children, not the coaches. She said she also would like to include a copy of the survey, which shows positive support for the new policy. Mr. Marberry asked that the memo be prefaced with the comment that the Board was aware of the alderman's comments. The Board will review a draft memo at their January 17 meeting. ERICKSON FUND REQUST The Board reviewed the request for $800 from EYBA. Mr. Lesch asked if the amount requested was Identical to previous requests. Mr. Grodsky replied yes. Mr. Lesch asked if the same funds are available this year as In previous years. Mr. Grodsky again replied in the affirmative and explained that other groups will be making their annual fund requests. Ms. Webb moved to approve the funding request. Ms. Hallen seconded the motion. Ms. Hallen requested that future Erickson Fund request memos Include a comparison of current and previous funding requests and Information about how much money was available for distribution to affiliated groups. = COMMENTS FROM THE BOARD Ms. Flynn commented that a citizen told her there was no minority representation among participants of the Nutcracker Ballet on lee. Ms. Flynn commented that this was also the situation at Arts Camp. She passed on a complaint from a community outreach officer about not receiving free beach tokens. Mr. Grodsky responded that when the officer requested tokens over the phone, she received 75 tokens. 0 -tar 3.1 -_ i Mr. Marberry extended holiday greetings to staff. 1. Ms. Webb asked if the Board had investigated the by-laws to determine what constitutes a Board quorum and said that the Board can change its by-laws. Mr. Grodsky said that Robert's Rules of Order will be supplied, along with a copy of the current by-laws. Ms. Hallan pointed out that size of the Board was changed from five members to nine members by the City Council, not by the Recreation Board. Mr. Leach asked if the Board could call a special meeting if there was not a quorum at the regularly -scheduled meeting. Mr. Grodsky answered that two Board members can contact ilia President and call a special i meeting to address specific Issues and that proper notice must be given the public according to the Open Meetings Act. Mr. Lesch wished everyone a happy holiday. ADJOURNMENT OF COMMITTEE Ms. Hallen moved to adjourn the meeting, The motion was seconded and the motion passed unanimously. Mr. Lesch adjourned the meeting at 8:46 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be Wednesday, January 17, 1988 at 7:30 p.m. at the Civic Center, Room 2402, _ Evanston. Please note the revised date and location. "Draft --Not Approved" l y47 "sue -4- IbYret- ■a[I�li.udV�ll�l '"Draft --Not Approved' EVANSTON RECREATION BOARD MINUTES January 17. 1996 Mr. Leitch called the meeting to order at 7:30 p.m. The meeting was held at the Evanston Civic Center, 210D Ridge Ave,, Evanston, IL. BOARD MEMBERS PRESENT BOARD MEMBERS ASSENT John Leech, President Mr. Norman Barber Ms. Marion Flynn Ms. Margaret Hallen Mr. Richard Marberry Ma, Janet Webb fat 7;36 p.m,) Mr. Morton Denlow Mr. Rick Marsh Ms. Ann Carta STAFF PRESENT Richard Grodsky, Director, Parks/Forestry & Recreation Robert Dornaker, Robert Crown Complex Director Kevin Wallin, Chandler -Newberger Center Director Darlene Nilges, Executive Secretary OTHERS PRESENT Sue and John Papandrea, Papandrea & Associates; Frank Sacks, Tennis Camps/ Management Services; Mary Schwartz, Boater's Association; Dick Seeman, Robert Crown Advisory Beard; Laura Millar, former intern, City Manager's office CONSENT AGENDA Mr. Mar berry moved and Mr. Marsh seconded a motion to approve the minutes of the December 21 board meeting. Motion unanimously approved. Mr. Barber moved to approve the Treasurer's Report and the Bills List. Seconded by Mr. Marberry, motion was approved unanimously. TENNIS CONTRACT Mr. Leach moved this item forward on the agenda. Kevin Wallin introduced Mr. Frank Sacks of Franks Sacks Tennis, Inc. Mr. Sacks noted the extraordinary growth of Evanston's tennis program, from 200-250 participants and 010,000 in revenues in 1989, to almost 600 participants and $55,000 in revenue now, reversing the national trend in tennis. He outlined the importance of a professional staff. Kevin Wallin noted that 95% of participants surveyed would "recommend" or "strongly recommend" the program. Ms. Webb moved approval of the 1996 contract with Frank Sacks Tennis CompslManagement Services; Mr. Denlow seconded; motion unanimously carried. COMMENTS FROM OBSERVERS Dick Seaman, Robert Crown Advisory Board, reported on the successful Flea Market and Nutcracker; noted the Advisory Board approved purchases of a video camera, benches, tables, etc; discussed the issue of attendance; noted everything is going well at the Center. A qIT .1 All .. . ��r`a'�-a'.�i�il�ii��,1�--�rcw'Rio.'v'.��."ius��-.�•'��r.u�r—•_ici� �x.-�yyrn� i f L.':4�.r 1-x�. ,... ..� . ,• S t� 'S i •rr I•F ATTITUDE & INTEREST SURVEY ' s � John and Sue Papandrea of Papandrea & Assoclatee shared preliminary information from the results of the Attitude & Interest Survey. The final sport, with graphs, tables and anelyaaa will ba presented at the cnd of February. Randomization and stratification by Ward wos dlscussad; tho 21 % return rate was noted as excellent comparsrf to the notional ovarago of 10 • 12%, It was explained that preliminary data only showc fforluancy of responla, while Chi Square analysis will yield specific data by uears/groups/geographic areas/atc. Mr. Denlow noted that the survey is statistically reliable. It was noted comments from rusidonts not cpacifically about ParkstForestry & Recreation can be shared with appropriate agonclei; and could be the beginning of further Interagency dialogues with schools, etc. At thla point Mr. Marberry left the meeting. Mr. Leach thanked Sue and John for the thoroughness of their Initial report, The Board agreed to n future work session to review results and decide on a process for the final report's distribution. ALDERMANIC RESPONSE The Board reviewed the draft of a response to Alderman Kant's questions concerning playoffs for youth sports. Mr. Denlow suggested adding that the Board is emphasizing skill development as an Important part of the program, which can be accomplished by a corresponding de -emphasis on competition, With that change, Ms. Webb moved to approve the response. Mr. Leach abstaining, motion passed. EVANSTON YOUTH HOCKEY The Board reviewed a recommendation by staff to reduce ice fees for February and March for the Evanston Youth Hockey Association, or approve a payment plan for those months. Discussion: that EYHA had issued a much larger number of scholarships this year; that their fundralsing events fell short of projections to offset the scholarships: that this volunteer organization Is responsible for the travel league hockey program at Robert Crown, with over 100 participants from 6 • 17 years old. Ms. Webb moved to either make a payment plan for February or March, or give a partial waiver of the Ice balance, because of the large amount of scholarships which were necessary. Ms. Hallen seconded. Discussion: Mr. Leach did not wish to pass on a shortfall to next year's parents, and suggested waiving the February and March fees. Ms. Webb accepted the amendment to her motion. It was moved and seconded to Increase the February and March subsidy payment for the EYHA. Motion unanimously approved. Mr. Dornaker outlined how the EYHA would attempt In various ways to raise funds; the Board consensus was that any monies collected this year should be applied to next year's expenses and expressed support of the EYHA for its major role in hockey at Robert Crown and for the community. RECREATION BOARD BY-LAWS COMMENTS FROM THE BOARD M a rji Ms. Webb moved to table this item until the February meeting. Motion approved, Mr, Leach asked Ms. Flynn to discuss her ideas concerning outreach efforts, pertaining to minority participation in Recreation Division Programs, at the February meeting. He said that this was an important issue needing further discussion. It was agreed to table the issue until February. Me. Webb noted the Martin Luther King, Jr. program was beautiful, the opening of FAAM's concession stand was great. She is looking forward to seeing all on February 4 after seeing the Theatre's production of The Piano. •2- r. f ' Yf� t!•VI�iL-9��1 Mr. Marsh rapnrtdd that i S kids from FAAW, Intarviewed Michael Jordan, and asked very good questions, for a Sports Illustrated for Kida article. He promised to provide copies after the Insue appears In March. Mr, Denlow felt compilation of the survey data was moving In the right direction. Mac. Flynn mentionnd the Beacon's article about traas. Ms. Mallon fait that, judging by the strong response to the Attitude & Interest Survey, It is time to address the issue of services by the Recreation Divielon and others In the City. • Mr. Leach thanked everyone for taking the time to meet tonight. ADJOURNMENT Ms. Webb moved to adjourn the Recreation Board meeting; Mr. Denlow seconded; motion passed unanimously; the Board adjourned at 9:37 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be Thursday, February 16, 1996 at the Evanston Civic Center, 2100 Ridge Avenue. -3- 4 "Draft -- Not Approved" s �y"7���`�"lTr1a+ n•,.` F 5r '" �"S,�w�11-,ryl :n �d!ZW1'..iFi+'Ylr�'.h ��' �`+SS S }''.`�i.� i :. �':t �.v �Y>�� .�; `•-'�1�.. �i,=�StiS'_ltti `e�jr• 1" .. �� r r '1 iEVANSTON RECREATION BOARD MINUTES F*bnuary 16, 1996 Mr. Letsch called the meeting to order at 7;31 p.m. The meeting was held at the Evanston Civic Center, 2100 Ridge Ave., Evanston, IL. BOARD MEMBERS PRESENT BOARD MEMBERS ABSENT John Lesch, Preaident Ms. Marion Flynn Ms. Margaret Hallen Mr. Richard Marberry Mr. Morton Denlow Mr. Rick Marsh Ms. Ann Carra Mr. Norman Barber Ms. Janet Webb STAFF PRESENT Richard Grodsky, Director, Parks/Forestry & Recreation Rock Blanchard, Recreation Program Coordinator Myra Gorman, Special Recreation Program Coordinator Robert Lloyd, Recreation Program Manager Gary Silkaitis, Supervisor, Sports & Rec. Maint. Patricia Patrick, Part-time Special Recreation Speciallst Darlene Nilges, Executive Secretary OTHERS PRESENT Dick Seaman, Robert Crown Advisory Board; Sue Brenner, League of Women Voters; Marianne Contos, Northwestern University student CONSENT AGENDA Ms. Halien moved and Mr. Marbarry seconded a motion to approve the minutes of the January 17 board meeting, Treasurer's Report and Bill List. Motion unanimously approved. SPECIAL RECREATION REPORT Rock Blanchard and Myra Gorman updated the Board on Project Include, a cooperative project with Lekotek to train staff in working with people with disabilities. Funded by a $150,000 grant in 1994 and $87,000 this year, the program's aim is inclusion of those with disabilities in all recreation programs. Noted was a new, inclusive children's theatre program with over 20 enrolled. 13 people from the Hill Arboretum apartments, interested in a new program at Fleetwood-Jourda'sn, will be assessed as to their needs and adaptations needed at the Canter. Offered new this year is a Buddy Run and wheelchair category In the Arbor Day Five footrace. The Board viewed an award from the Illinois Therapeutic Recreation Association for excellence in service, and thanked Ms. Gorman for the great slide presentation of Special Rec programs. Ms. Gorman presented two special certificates. Ms. Pat Patrick, a 22-year veteran of Park Camp, thanked the Board for the opportunity to learn so much through the years. An certificate also went to Mr. Oscar Joseph for 10 years of service. 52 -- �-,.�. .., ,,,Y,mr�l-. ����d,r,:� ,xr--'-,.,�rn...•,,.�x--rr'.'-^�'rtir'�nF--�t+F�r:. S.E. EVANSTON 'REC' CENTER Robert Lloyd reported on the REC Center: 319 Evanston childron have dropped In to the Cantor since opening Nov. 9; volunteers from the arae am helping out. It was moved by Mr. Marbarry and socondod by Mr. Denlow to continue the program for an additional six weeks until mid April. Me, Cerra requested information on extending the program until summer, which will be provided for the March meeting. It was noted part of the success was due to flyoring door to door in English and Spanish and Mr. Lloyd'v hands-on Involvement in the community. Voting on the motion to continue the program six more weeks, the motion passed unanimously. FLEETWOOD-JOURDAIN THEATRE Mr. Lloyd outlined the Theatre's 'Win -Win" subscription benefit program, a SUBSCRIPTION PROGRAM resale program proposed for distribution to area churches, civic and community -based organizations. Ms. Hallan moved to approve the program; Ms. Flynn seconded; motion unanimously carried. Mr. Marsh and Mr. Lloyd reported on the success of FAAM's 17th annual Pancake Day: over 2000 people joined in the great family outing with three terrific basketball games. LAKEFRONT CONCESSION Mr. Grodsky outlined the 1995 contract with Simply Ice Cream which contained a clause to allow renewal in 1996 without accepting new quotations. Staff recommended that the option to renew be approved, with one change: the base cost per beach (Lighthouse, Clark, Greenwood and Leo St.) be changed from $500/beach to $550/beach. Ms. Hallen moved approval; Ms. Cerra seconded; motion unanimously approved. ATTITUDE &INTEREST SURVEY Mr. Grodsky noted the final report will be ready February 23. A Strategic Planning Session with staff is set for 9:00 a.m. on Feb. 29; the Recreation Board was Invited to attend and help begin the process. The Board agreed • that two meetings, on March 7 and 14, would be held to develop a strategic plan based on the results of the survey and staff input. The Board discussed future steps, including community involvement and formal presentation to City Council. JAMES PARK GRANT Mr. Grodsky reported that the James Park grant proposal was not successful: The Department of Natural Resources' decision was to award grants for new construction, not renovation projects. Will attempt to fund some of the proposed upgrades through the CIP and to continue to make grant applications. 4 LACROSSE Mr. Silkaitis reported that staff had met several times with pick Weiland to organize a lacrosse program through Mr. Weiland's organization, LacrossEvanston. He noted this could be an opportunity to offer youth another activity. A spring lacrosse clinic and summer league program for youth grades 4 - 8 was planned. After discussion, Mr. Denlow moved approval; Ms. Hallen seconded the motion to approve the program; motion 3 passed unanimously. -2- �-- - - r;.Y.f . A .J .. '- - - t-F�f Y - ! 1' a- -. [ .. - q .. w�r 1r 1.r` Ti w•4PM�?-'1�'M�^1!F1Hrr r . .r - RECREATION BOARD BYLAWS Mr. Denlow moved to table the Issue since Ms. Webb was absent. Ms. F Halian seconded; motion passed, Ms. Hallen requested a copy of the recent letter regarding attendance which the Mayor had written. ` TREE TRIMMING ON PARKWAYS To Me. Flynn's questions, Mr. Grodsky oxplalned the process which Is followed by Commonwealth Edison and the Forestry Division: a common assessment will be made jointly on trimming of parkway trees; the entire tree will be removed If too much is needed to be trimmed, and an appropriate replacement species will be planted the following spring. OUTREACH EFFORTS Mr. Lesch noted this Item had been tabled in January due to Ms. Flynn's request for more information concerning the Robert Crown Nutcracker performances and Arts Camp. He Invited Ms. Flynn to share her ideas. She noted the importance of programs being Inclusive; felt all kids should be able to sample all programs, including our beaches. Mr. Lesch noted that minorities were cast In many roles In the Nutcracker; and that kids gravitate to the things they most wish to do, so an exact balance isn't always achievable. Ms. Haden noted we'll receive more of a sense of the issue with the results of the survey and said schools need to distribute the information we provide on our programs so that it reaches the children. Ms. Flynn noted we may need to find other ways to distribute Information If the schools aren't successful; suggested that an assembly is a great way to got kids really interested; she felt results are what counts, and we must keep trying until we find what works. Mr. Lesch pointed out that our programs do not exclude any minority group. Ms. Flynn agreed. She discussed Arts Camp, Aquatics Camp and the lakefront. The Board noted the purchase of beach tokens Isn't necessary; that many free tokens are given to Evanston agencies for distribution each year. Ms. Carta felt the issue goes beyond outreach; that traditional decisions by families as to what activities they will be involved in should be respected. She felt there may be many reasons why the present distribution of kids in our programs exists; and that it may not have to do with issues of outreach or the same opportunities being available for all. Ms. Flynn discussed whether it is complicated to get free beach tokens through our procedures. Mr. Marsh reiterated that important feedback would be provided through the Attitude & Interest Survey. Ms. Flynn appreciated the Board's discussion of the issue. ROTATION OF OFFICERS The Board discussed upcoming changes. Mr. Grodsky explained how Board rotation should proceed should a Board member who was a current officer leave in mid-term, based on the bylaws. The new officers being proposed for approval are: President, Eric Marsh; Treasurer, Morton Denlow; Secretary, Norman Barber. Ms. Hallen moved to approve the rotation as outlined above, with the following changes: Mr. Barber, Treasurer, and Ms. Carta, Secretary, due to Mr. Denlow's decision to resign from the Board. Ms. Flynn seconded; motion passed unanimously. Mr. Lesch welcomed Mr. Marsh as now president. Mr. Marsh presented Mr. Lesch with an honorary gavel and said he had done an exemplary job and his commitment was appreciated. Mr. Lesch thanked the Board for the opportunity to serve as President. He said the reward he received in serving as president was terrific, and he appreciated the Board's support. -3- A i W.fr.�..«Pi,1't.woiva.l����r�1Y�JbI INJhiri3�i�1iv�544�'$'9.�E�1F�A5 --- - - - A ,. YI I A. WY Y.01 r `1, cDMMENTS FROM BOARD Me. Flynn commented on a citizen inquiry about basketball camp in junior ADJOURNMENT 19 high school; it was noted thin was not one of our programs. Ms. Cerra thanked Mr. Leach for the groat job and said the year had gone quickly. She was looking forward to working with Mr. Marsh. Mr. Danlow congratulated Mr. Leach and said membership on the Recreation Board could make a reel difference. He felt a diverse Board could create now programs and generate now ideas. He wished Mr. Marsh the boot of luck. Mr. Marberry welcomed Mr. Marsh as President. He noted he had learnad a great deal In his short time on the Board under Mr. Leach's term of office and fait the learning would continue with the new officers. Mr. Marsh told the Board about the FARM pilot program of traveling all. stars, with a pilot classroom program dealing with academic expactationo, tracking and mentoring kids as they enter high school. He thanked Mr. Leach for a good year and said he'll be seeking his advice. Ms. Cerra complimented staff on the great Special Recreation presentation tonight. Mr. Donlow suggested the awards be noted In the Eyanatgp R view, and that City Council be Informed, and a piece appear in Arts & Recreation. Ms. Hallen moved to adjourn the meeting; Mr. Leach seconded. Motion passed and the meeting was adjourned at 9:07 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be Thursday, March 21, 1996 at the Fleetwood-Jourdsin Center, 1655 Foster St. -4- o ,•J r �. s_ �,. viYri I. IAW a EVANSTON RECREATION BOARD MINUTES March 21, 1996 Mr. Marsh called the meeting to order at 7:06 p.m. The meeting was held at the Fleetwood-Jourdain Center, I e55 Foster St., Evanston, IL, BOARD MEMBERS PRESENT BOARD MEMBERS ABSENT Mr. Rick Marsh, President Mr. John Lesch Ms. Ann Cerra Ms. Marion Flynn Ms. Margaret Hollen Mr. Richard Marberry fat 7:32 p.m.) Mr. Norman Berber fat 7:10 p.m.) Ms. Janet Webb fat 7:11 p.m.) Mr. Morton Denlow STAFF PRESENT Richard Grodsky, Director, Parks/Forestry & Recreation Mamie Smith, Fleetwood-Jourdain Center Director Robert Dorneker, Robert Crown Complex Director Kevin Wallin, Chandler-Newbergor Center Director Rock Blanchard, Special Programs Coordinator Jim Ferrara, Sports Coordinator Robert Lloyd, Rae. Program Manager, Fleetwood-Jourdain Darlene Nilges, Executive Secretary OTHERS PRESENT 41 Gordon Mallett, 4th of July Assn.; Dick Seaman, Robert Crown Advisory Board; Sue Brenner, league of Womon Voters; Bo Price, FARM; Bettye Palmer, Fleetwood-Jourdain Advisory Board; David & Holly Reynolds COMMITTEE OF THE WHOLE Mr. Marsh called the meeting to order at 7:06 p.m. The Board, acting as a Committee of the Whole, discussed the special order of business: a continuation of the previous strategic planning sessions regarding the Attitude & Interest Survey. The Committee reviewed its previous deliberations concerning other areas of the survey, including collaboration with other service agencies and other major areas addressed in the survey. The Committee discussed the category of expansion and renovation of recreation facilities. The importance of a time line for a framework for implementation was noted. It was agreed that no decision concerning the Levy Activity Center would be made at this time. It was decided that, based on survey results, four gyms would be planned; the construction or leasing of a now, Southeast Evanston facility was discussed. It was noted that more than one suggestion could be explored simultaneously. The special portion of the survey that identified the specific suggestions and needs of the Southeast Evanston community was -• 1M„ t Il.'. .� ',Yo"'-•.. S-4 YN fil'-,�15- '�'.q"fi .. - .`W ri '',; r::4 �,'�i y'ri�,�7s:yi�±�:i�ES;�;. ,..�yy �'•.+. y r..n •: �•.��� discussed, as was further input from the community as plans evolved. The Board discussed current and proposed outreach efforts to all popui3tiona. The number of gyms needed was discussed; four udditionei gyms would more then double the present number at Fleetwood, Robert Crown and Chandler. The your 2002 was Identified as the completion date for ell gyms. The Committee dlscussed the time line for presenting Information to City Council and the achadula for additional Recreation Hoard meetings, A draft memorandum to City Council is to be prepared, to be reviewed at the April meating. The memo will request a special meeting before the City Council, and Is viewed as the first step In a continuing dialogue. The Committee agreed on all the time lines concerning the recommendations which had been addressed thus far, agreed that the April 18 meeting would begin at 7:00 p.m., and daclded that the agenda would be devoted to this topic. An additional meeting will be scheduled for May 7 if needed. CONSENT AGENDA Ms. Hallen moved and Mr. Barber seconded a motion to approve the Consent Agenda, including the minutes of the February 15 board meeting and the two special meetings March 7 and 14 concerning the Attitude & Interest Survey; the change In name from the Fleetwood -Jourdain Community Theatre to the Fleetwood-Jourdain Theatre; the Levy Center Advisory Board appointment of Etholyn Baker; the Treasurer's Report and Bills List. After a question on cellular phone usage, motion unanimously approved. COMMUNITY SERVICE AWARDS Mr. Marsh gave plaques in commemoration of long and dedicated service to the community to several groups and persons. The Fourth of July Association was - honored: Gordon Mallatt accepted the award, thanked the City for its ongoing assistance, and noted this year's parade would be the 75th annual parade. He noted the Drum Corp competition, in its second year, to be held at Dyche Stadium on July 3, and said that the Association would continue to be a sponsor of First Night and the Starlight Concerts. The 4th of July theme this year is '75 Years Marching to a Different Toon" and will feature Warner Bros. cartoon characters. Richard Seaman was honored for his years of volunteerism In the Division, including work on the Robert Crown Advisory Board and Lakeshore Arts Festival. Citing Mr. Seaman's letter in response to the award, Mr. Marsh noted Mr. Seaman felt his service to the community Was his recreation. Pioneer Press and Freshfields also were recipients of awards, though representatives could not be present. Mr. Marsh invited the audience to have cake and punch and view a three -minute video of the myriad of Recreation Division offerings. ADVISORY BOARD REPORTS Bettye Palmer gave a report for the Fleetwood-Jourdain Advisory Board: the high school basketball league is going very well; the FAAM banquet March 23 Is expected to attract over 800 people; theatre rehearsals are In progress for the play opening April 12. She noted the Guild is in the planning stages for a new project -• look for a surprise in June of 1997. Dick Seaman reported for the Robert Crown Advisory Board that Security cameras have been installed in lobby area for increased security, and benches have been purchased by the Advisory Board for the Center. 44 BEACH VOLLEYBALL CONTRACT Ms. Webb moved approval of the contract, which will provide teen beach volleyball camps during the summer for teens 13 - 18. Ms. Hallen seconded. -2- '- ai 00 31 Discussion: Mr. Marberry felt It an excellent idea and a noadod pro ram; haled that It was not a coed camp since only tho Friday aassion was dasignatad coed. He suggested tho name be changed to Teen Eleach Volleyball, With tltls change and minor adjustments to the wording of the terms of the contract and details of invoicing, the motion passed unanimously, It was noted the group conducting the camp does not emphasize competitiveness. PURCHASE OF USED GOLF CART The Board reviewed the request to purchase a used golf cart that would transport summer staff effectively from Lighthouse Beach to South Blvd. Beach. It would take the place of an old pickup truck and was deerned more efficient for seasonal usage. Ms. Webb moved approval; Ms. Hallen seconded. After clarifying the funding source, motion passed unanimously, ENERGY MANAGEMENT CONTRACT The Board studied the proposed maintenance agreement for tho energy management controls at Robert Crown, which the present company has maintained since Installation of the system In 1987. Mr. Dorneker explained the contract covered the heating and cooling systems in the building; outlined the alarm system In case of compressor breakdown, etc. It was noted this Is one of the loading energy management firms in the country, the price Is reasonable and the system yields significant cost savings. The Board unanimously approved execution of the two year contract, which falls within the budgeted allocation. SUMMER FUN PROPOSAL REVIEW The Board discussed the Summer Fun programs for'96 funded by the Summer Fun monies allocated for the third summer. Two new offerings include a youth fishing event at Lovelace Park lagoon, to Include but transport and a major sponsor to provide poles, etc.; and a Teens Night Out program in cooperation with ETHS and Mothers Against Gangs offering an all nighter with food, sports, music and fun during a Friday night - Saturday morning period. The possibility of expanding the latter program through the summer was discussed. The Board will be furnished more details after a meeting with Dr. Aison, a MAG representative and recreation staff. Other successful Summer Fun programs would remain the some and include the Clyde/Brummal Summer Drop -In, Speed Skating and Martial Arts Clinics; Arts in Parks at four drop -in sites; the RecMobile, four additional concerts in various parks; a Clyde Brummal April - June program and Saturday program. NEW BUSINESS MANAGER Mr. Grodsky announced the successful completion of the search process for a Business Manager: Patricia IPat) Brown, presently Administrative Services Manager for the Madison, WI Police Dept., will begin April 8. Mr. Marsh said he and the Board looked forward to meeting her. LAKEFRONT ORDINANCE CHANGES Mr. Grodsky outlined the testimony of concerned citizens at a recent City Council meeting about the jet ski issue. He discussed the history of allowing jet skis in the ramp area, which had been built with federal funds, and the opinion at the time that we could not deny any Class A watercraft use of the area. After further reviuw, the legal opinion is that, if there is a safety or noise Issue, restrictions could be imposed on subclasses of watercraft. Therefore, the Ordinance is being redrafted to limit the number of jet ski permits to 25 resident only passes, and no non-resident passes. A second change prohibits swimming from boats or public rights -of -way within 200 yards of the shoreline (changed from 500 yards). It was noted this change could incorporate the suggestion Mr. Marberry reported concerning a better placement for the buoys. -3- � �riw ��.'—t,'`,w .. ,r_ _ _ _""7[. f,�7 •C' ,f i�`'a. a.�`!�y^;F'_}l�:r�u.. i' � g}�~ � fr ;. '.',�,� l'. Pt f�V _� � rY �i J1ail a. �. ,. ;i•p�- I PRELIMINARY YEAR-END REPORT This Information had not yet been furnished by the Finance Deportment. S.E. EVANSTON RiC CENTER The Board reviewed the proposed extension of the Southapst Evanston Recreation Enrichment Center on Howard St. from April 16 to June 8. The coat of 03800 would include three field trips over the 8-wook program. Funding would be from the At -Risk and Summer Fun new propoael funds. Ms. Halton moved approval; Me. Flynn seconded. Motion unanimously passed, OUTREACH EFFORTS Ms. Flynn asked that this Item be placed an the agenda under Director's Report, and requested a report be written outlining the various Aulfeach efforts of the Division. RECREATION BOARD BYLAWS Mr. Marsh said the issue of concern was about full participation by Board members, and that this review was to suggest changes in the number of Board members required to make up a quorum. Mr. Lesch suggesled the word "unexcused" be struck from the by-laws concerning missing throe consecutive funoxcused? meetings, since the term confused the issue. He stated that it we could not gat five members to attend a meeting, the Board should not be conducting business, and did not feel lowering the number for a quorum was a good idea. Ms. Halton, agreed, and further suggested that a member missing ' three consecutive meetings, or five In any one year, should not be kept on. Mr. Grodsky reviewed the history of the Board's statutory powers as put forth in the State regulations. Mr. Marsh commented on improved attendance since January. Ms. Webb suggested the words "regularly scheduled" be added to Ms. Halton's "throe consecutive meetings." She suggested the correct process is that the President of the Board shall ask the Mayor that the member in question be asked to resign. Mr. Lesch moved to amend section IV, numbers (1) and (2) of the by -lows to read that 'In the event a member misses three consecutive, regularly scheduled meetings, or five regularly schadulod meetings in one year, 111 a report to that effect shalt be sent to the Mayor and (2) the President shell raquest of the Mayor that the Mayor ask that member to resign.' Ms. Webb seconded. Mr. Leach noted the eight members present tonight, and that the only absent member had resigned. He felt this is the best we'll get in terms of full board attendance. Voting on tho motion, the Board approved it unanimously. COMMENTS FROM BOARD Ms. Flynn complimented the Lakefront Activity Report, but noted we did not track diversity of the population utilizing the lakefront. Ms. Halton stated she did not fees it necessary to include separate statistics on thin matter, but that instead every effort should be made to Include all people who wish to participate. She suggested a program whereby campers in one camp could be exposed to other camps' activities. Staff will provide information in April on 4 this request. Ms, Hallen thanked Mamie Smith for providing the lovely meeting space, said it mado her feel welcome, and commented on the "best punch" provided by the Cantor. Ms. Webb noted the wonderful meeting this evening and the Intellectually stimulating discussion. -4- ::�.__-- U dw, 6 „`,rl���• r � �, • i + r b} CIS'. •} - Mr, Marsh Invited people to look at the composition of the Board, Its diverse nature, and noted that as a Board we represent all aspects of the community and make many sound decisions that are of benefit to the entire community. ADJOURNMENT Ms. Webb moved and Ms. Hallen seconded the motlon to adjourn the meeting. Motion carried and meeting was adjourned at 8:57 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be on Thursday, April 18, at 7 00 n.m. at the Evanston Civic Center, 21 OD tiidge Avenue, Evanston, lL. -5- 1 _. � 3rs .� `� e"s had -r q->�r<.',-�� �,.�i.� } ; �• } �,��fir w +�.,..v � e� � � �`r� MW �� 1-'-' -•- en,{i,y; - t�F•f1�5�'LC :"7}t•1.fi�1-IISf'���-..- �Rwl W, 0111�` 'Draft --Not Approved' EVANSTON RECREATION BOARD MINUTES April 113, 1096 Mr. Marsh called the meeting to order at 7:02 p.m. The meeting was held at the Evanston Civic Cantor, 2100 Ridge Ave., Evanston, IL. BOARD MEMBERS PRESENT Mr. Rick Marsh, President Mr. John Lesch Ms. Ann Cerra Ms. Marion Flynn (at 7:32 p.m.) Mr. Richard Matbarry Mr. Norman Barber Ms. Janet Webb tat 7:28 p.m.) BOARD MEMBERS ABSENT Ma. Margaret Hallen STAFF PRESENT Richard Grodsky, Director, Parks/Forestry & Recreation Patricia Brown, Business Manager Darlene Nilges, Executive Secretary a OTHERS PRESENT Sue Manner, League of Women Voters; Laura Mang, Walking Club CONSENT AGENDA Ms. Cerra moved approval of the Consent Agenda, which included the Minutes of March 21, Treasurer's Report and Bills List. Mr. Lesch seconded; motion passed unanimously. STAFF APPOINTMENT Mr. Grodsky introduced Pat Brown, Business Manager. Ms. Brown, formerly 2 with the Madison Police Department as Administrative Services Manager, was welcomed by the Board. ARBOR DAY FIVE RACE It was noted that the Arbor Day Five Race would be hold on Sunday, several Board members had volunteered in the past for this fun event, and free tea _ shirts were given to volunteers. Several Board members expressed interest in assisting this year. STAFF RESIGNATION Mr. Grodsky announced that Roche (Rcck) Blanchard would be leaving in June, when ho and his family relocate to Michigan. Work is in progress to develop a plan to cover all Rock's summer events. UPDATE - FLEETWOOD-JOURDAIN It was noted the Board had been informed of the fire early Sunday morning. Estimates are coming in on the damages. Service Master and their disaster _ teem was called in immediately to begin clean-up, which will be coordinated with City staff clean-up and repair efforts. It was explained that the fire 94 crossed above the masonry wall into the ceiling areas, creating a great deal of smoke and soot damage. Quotes are being obtained from ceiling tilers; flooring is being removed due to pitting from the corrosive soot. Initial estimate of $57,300 expected to go higher. Estimates are coming for cleaning of artwork damaged in the Gallery. Light fixtures and hard wirino will need replacement, as will extensive amount of carpeting. A suspect was charged Into Monday. ie AM r — .a ,.. ;r•. — 11ir.i6w r, 01-h .iIL ri. YI W Ir." .IL Llrri .uu r Ir .. It was agreed that emergency repair work must be accomplished quickly to be able to house summer programs on site, and therefore any expansion or upgrade could not be built Into the repair work at this time. ATTITUDE & INTEREST SURVEY Mr. Marsh felt the draft of the memo to Council was excellent and reflected most of the Board's discussions over the past several meetings. It was noted figures quoted refer to 1996 dollars and would be higher in future years. Discussion ensued on format, invitations to be sent to those groups and Individuals who participated in the public forums, consultants' presentation on the survey's validity, etc. It was suggested that a shorter presentation by the Board would allow for a longer period of specific questions and answers. It was agreed that this firet meeting would only be the opening stage of discussions, but would provide an overview. The opportunity presented to meet the needs of the community was discussed. Mr. Marberry suggested several changes in the suggested format; additional information to provide clarification was discussed and agreed upon. With these changes, the Board accepted the memo and agreed to suggest May 13 to the City Council for the date of the presentation. It was further agreed the Board would review the updated memo incorporating the suggested changes and call if there were additional corrections before the memo would be released. WALKING CLUB It was noted a representative of the club was no longer present. Staff was directed to contact the club to daterminn how they wished to proceed. OUTREACH EFFORTS Ms. Flynn found the memo detailing outreach efforts Department -wide to be vary helpful, interesting and encouraging, and noted a couple of outstanding efforts in outreach. She suggested that more might be considered, especially in the Spanish community. Additional free beach tokens were discussed, as well as suggestions for the ice skating program. COMMENTS FROM THE BOARD Mr. Marsh spoke of the Plan Commission meeting on May 8 and the need for Recreation Board representation. It was agreed Board members would coordinate with Mr. Marsh concerning attendance. Mr. Marberry spoke favorably of the comprehensive memo on the Attitude & Interest Survey, and felt that it provided clear direction. ADJOURNMENT Ms. Webb made a motion to adjourn and Mr. Lesch seconded it. Motion passed, and the meeting was adjourned at 8:47 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be on Thursday, May 16 at 7:30 p.m. at the Robert Crown Center, 1701 Main St. 'Draft -- Not Approved" .iC i t,-, c.1 --= — -r • F — - > - A,.. �. elY� r •i��. rarr .. � rr 'Draft -•Not Approved' EVANSTON RECREATION BOARD MINUTES May 18, 1996 Mr. Marsh called the meeting to order at 7:32 p.m. The meeting was held at the Robert Crown Community Center and Ice Complex, 1701 Main St. , Evanston, IL. BOARD MEMBERS PRESENT Mr. Rick Marsh, President Mr. John Lesch Ms. Ann Carra Ms. Margaret Hallen Ms. Marion Flynn Mr. Richard Marberry BOARD MEMBERS ABSENT Ms. Janet Webb Mr. Norman Barber STAFF PRESENT Richard Grodsky, Director, ParkstForestry & Recreation Emily Mills -Palmer, Program Coordinator OTHERS PRESENT David Hodgman; Sue Brenner, League of Women Voters; Elizabeth Tisdahi; Sherry and Steven Reizner; Jerry Murphy CONSENT AGENDA A motion was made by Ms. Hallen dnd seconded by Ms. Carra to approve the Consent Agenda which includes the Minutes of May 7 and April 18, Treasurer's Report and Bills List, and Levy Canter Advisory Board appointment of Armen Minnslan. Motion approved. COMMENTS AND REPORTS Richard Seeman made comments regarding his concern that the Recreation Board re-examine the survey results on the issue of an additional Indoor ice skating rink. There is great demand for Ice time. Robert_Crown Advisory Board Report: Mr. Seaman recapped purchases made by the Board for the Center. Purchases included. new benches, security video camera and tables. He also noted that the Advisory Board needs to fill several vacancies which should occur this summer. SPECIAL ORDER OF BUSINESS Emily Mills -Palmer presented Volunteer Service Awards to Peggy Silkaitls, 14 years' service; Elizabeth Tisdahi, 11 years' service; Sherry and Steven Reizner, S years' service; Thomas Armen Back, 12 years' service; Jerry Murphy, 10 years' service; Jerry Murphy, 10 years' service; Liz Pionke, 1 i years' service; and Victor L. Cooper, 6 years' service. Each of the Individuals has donated their time to work with the youth of Evanston which Is greatly appreciated. Mr. Marsh noted that there is much gratification working with youth and a thanked each of the volunteers for helping make Evanston a great piece to play. (Attached to these minutes are comments made by those honored.) DIRECTOR'S REPORT Now Board Member: Mr. Grodsky Introduced David Hodgman, whose name has been introduced to the City Council to fill the vacancy left by Mr. Denlow. Mr. +#1 +`�' - • T-- ^'��. � 'r'Irr ihFr. r 1-RYu: Sri. '�i �c AN i a2 'r im J y *L y.IJ- W u -YY IW W�.y�,: Hodgman will bacome a member if confirmed by the City Council. Tho Board welcomed him. Mr. Hodgman noted that he looks forward to working with the Board. gtaffing. Mr. Grodaky explained that almost all summer staff has beep hired. In rosponsa to the question regarding Mr. Blanchard's replacement, Mr. Grodsky responded he was hoping that Mr. Blanchard could stay through August. Further, he would let the board know how he planned to proceed on a now hire and how various programs would be split up In order to ensure no breaks In service. 1297-,98 Budget gIDQ: Mr. Grodsky explained Interim Manager Aiello's memo. In response to the question as to the number of suggestions by City staff, Grodsky responded approximately 60. 2 ,Surma[ Program.: Mr. Grodsky noted all is ready for summer. Pre- season beach token sales were slow due to the poor spring weather. Both Ms. Hallen and Ma. Carta noted that we do not get good coverage from the newspapers. To help spur regular beach token sales Me. Halton made the following motion: "Once the pre -season sale ends on May 31, that the large family discount continue through the and of school. Tokens' price would be the regular price, $18.00, but should a family buy four tokens the fifth would be free." Motion seconded by Ms. Carta. Motion passed. A public relations campaign will be instituted by staff. SpIlcia.1 Ql mnics: Mr. Marberry volunteered to help chaperone on June 14 to Bloomington. Several other Board members are interested and will contact Myra Gorman, Special Recreation Coordinator. OLD BUSINESS )&aa jngiClub: The Board directed Mr. Grodaky to send a letter to Club President Laura Ming and invite her back to the June meeting. Further, a motion was made by Ms. Flynn to give a space in 813s and Re r_ jinn magazine to their program. Seconded by Mr. Lesch, motion passed. Racao of Altitude & Interea Survey: The Board was pleased with the overall positive reaction by the City Council to their presentation. Members were unhappy that the newspapers didn't write a story. Mr. Marsh noted that the Board should write a letter to the editor thanking all those that participated in the focus group sessions as well as those that returned their survey. The Board directed staff to prepare a report as to the status of progress within each of the priority areas, specially what is short-term and long-term. Mr. Marsh wants to ensure that a focused approach be In place. Mr. Grodaky noted that there were several aldermanic questions to which the responses will be brought to the Board at the June meeting. The Board concurred that they do not want to lose their momentum. 501103: Mr. Marberry made a motion that the City Attorney's office help prepare the forms for not -far -profit status in order to form a Friends of the Parks organization. Seconded by Ms, Halton. The Board discussed the pros and cons of forming such an organization. After discussion, Mr. Marberry -Z- �nr'�M,--rn--'ik"l -� . n ••i�f�^"NT**A�t•�i*'e'�"':M','R""��"',� n � ,�n �M � i���'. �A`�45�`14+r COMMENTS FROM THE BOARD moved to table the discussion until June, when he is able to bring on expert in fundraising to address the Board. Ms. Hallsn requested that Information be. provided from a previous meeting In 1994. Ms. Flynn commented on the erion'g article regarding the CTA right-of-way and the clearing of the trees along Dobson and Brummei. She asked Mr. Grodsky if the City Forestry Department had anything to do with this, Mr. Grodsky responded that the Parks/Forestry Division did not and explained attempts by the City to work with ComEd. Ms. Flynn wondered If It was appropriate to have a motion to the City Council to stop this type of work without notification. Mr. Grodsky responded that the staff should not be Involved in the political process. Mr. Hodgman suggested that people who wanted a political solutlun contact legislators. Regarding a letter, Mr. Mayberry voiced his opposition. Mr. Marberry suggested that the Board of any organization wanting to raise funds should zupport the organization by giving. He cited the Fleetwood- Jourdain Theatre as an area Board members could show their financial support. Mr. Lesch noted that different people show support to organizations in various ways. He noted that people can't be Involved in everything, but should support as many as possible. He also asked for a weekly schedule of activities in the community centers that would show total usage with days and hours. Ms. Cerra suggested that meetings not be held in gymnasiums especially if there were other programs sharing the space. Pleased that Mr. Hodgman was chosen by the Mayor to serve on the Board, and hoped his confirmation would be approved May 20. Mr. Marsh noted that the City really needs a large indoor space to host local and regional sports activities. We need more space. He noted that the Board presented a great Image to the City Council with diversity and polish. Glad to have David Hodgman. A motion was made to adjourn and seconded. The meeting adjourned at 9:05 p.m. The next regularly scheduled meeting of the Evanston Recreation Board Is at 7:30 p.m, on Thursday, June 20, 1996 at the Evanston Civic Center, 2100 Ridge, Room 2401. "Draft --Nat Approved' - s-'.t�{'�;si"]SS'��•t}�Y%. �i�, ��4y _�-. j.: eft":5'."'1 "Draft --Not Approved" EVANSTON RECREATION BOARD MINUTES June 20, 1998 Mr. Marsh called the meeting to order at 7:32 p.m. The meeting was held at the Evanston Civic Center 2100 Ridge Avenue, Evanston, IL. BOARD MEMBERS PRESENT Mr. Rick Marsh, President Mr. John Leach Ms. Ann Carra Me. Margaret Hallen Ms. Marion Flynn Mr, Richard Marberry Mr. David Hodgman BOARD MEMBERS ABSENT Ms. Janet Webb Mr. Norman Barber STAFF PRESENT Richard Grodsky, Director, Parks[Forestry & Recreation Darlene Nilges, Executive Secretary OTHERS PRESENT None. CONSENT AGENDA A motion was made by Ms. Hallen and seconded by Mr. Leach to approve the „ Consent Agenda which Includes the Minutan of May 16, the Treasurer's Report and Bills List. Motion approved. COMMENTS AND REPORTS It was noted under the Levy Advisory Board report that a storage cabinet will be built this summer in the auditorium area, funded by a donation of $4,800 from Mr. Joseph Levy. FLEETWOOD-JOURDAIN UPDATE Mr. Grodsky reported that 165 children are in the summer playground program; Pee Wee basketball is filled for both age groups; the NCAA basketball program Is the best ever and the only NCAA-senctioned program on the North Shore. Only softball numbers are down slightly. All remaining work to repair the Center is lined up for completion; the insurance company has been outstanding. Mr. Marsh discussed `Y" programs In the afternoon and evenings; it was noted our afternoon program, Camp Fantastic for kids aged 13 and up, had the highest enrollment JIB) since its inception three years ago. DIRECTOR'S REPORT Mr. Grodsky reviewed the Recreation Division 1995-98 Performance Summery, Performance Report which showed expenses right on target and revenues up almost 0100,000 from the previous year. Revenue Increase was credited to two elements In particular: the Robert Crown Ice rink 063,000 surplual and the beaches (447,000). It was noted that, to keep within budget, spending freezes are Instituted in the Division beginning around November If budget review deems them necessary. Mr. Marsh commanded the Report for Its clarity and the good management It showed. It was further explained that all Recreation elements are treated fluidly, with decisions being made throughout the year to adjust -1- - _------F� _ � .., � �:r.� �,t��s�.��•�r�-'r.t��llr�r�hyNl�+�yt'���a ' � ��5� �, ,•• ,..M . spending bassd on the bottom line. It was possible to fund the 1111V tenter In south Evanston for 016,000 because of good maintenance of other ®laments In the budget. Fishing Derby The Board was reminded of the Fishing Darby at Lovelace this Saturday: 260 pounds of fish were delivered to the lagoon this afternoon. Over 250 children and perants are expected. Equipment was donated by Ed Shirley Sports of Morton Grove. The Board was Invited to stop by. Roc. Coordinator Position The Board reviewed changes in a Recreation Coordinator position which will become vacant in August. Discuv,ion: Moving the Children's Theatre under the directorship of the Fleetwood-Jourdain Theatre coordinator will allow young actors to move into another theatre experience and will take advantage of the Theatre Coordinator's exportise. Moving evening programs at Levy Center to the Levy Center Director's purview centralizes all programs offered at the cite. Changing supervision of the position to the Administrative Director of the Arts Council centralizes arts -related programming including Arts Camp, the Lakoshore Arta Festival, and Ethnic Arts Festival, the latter two sharing many coordination responsibilities which will cut down on duplication of work and fund raising efforts. July Your of Summer Programs Use of Schools & Rao. Centers Aq In related issues, it was noted Mary Sutton, long-time payroll clerk in Recreation, will be retiring and moving to California; a reorganization of positions at Robert Crown will allow for an assistant manager for better coverage during the Center's 20+ hours of operation each day and have a staff person on hand to handle mechanical Issues that arise. It was noted the Center makes almost $1,000,000 in revenue each year. Contracting out the hockey program, as most rinks already do, will allow coaches to be trained, leagues scheduled, coordination of ice times and advertising to occur, and the program to remain strong. Ms. Carra noted that more staff has been needed for a long time at this very busy facility. To Mr. Hodgman's question, Mr. Grodsky reposed that In recent times hockey had been the only sport which had a full-time person to handle it. Now, the trend is to have one person coordinating all youth sports, for instance, with part-time people and volunteers at various sites. Ms. Flynn noted the Division's ability to support fledgling programs until they can go on their own. Ms. Hallen noted the wisdom of starting with volunteers until a program proves itself to be ongoing. It was pointed out that contractual arrangements still allow us to have a great deal of control over detalis of the programs. The Board agreed on touring programs on Friday, July 12. Board member will meet at the Civic Center at 9:00 a.m.; lunch will be scheduled for noon at the Lagoon. The Board reviewed data on school usage for recreation programs as well as Recreation center schedules of use monthly. The Board agreed that a memorandum be prepared for City Council with this information. The Board discussed specific ways to present the information. Mr. Marsh noted the significant amount of dependence on the schools to house Recreation programs, reminded that the Attitude & Interest survey showed a need for -2- 1 WN'.. I L ....Y' 14 �wNiu 1111 •w �-t5!i:,l _r1^'LW. increased programming, eapeclally for mane, and said that there Isn't adoquate space to house those programs. Mr. Marsh further noted that, If a school has a conflicting need for the reserved space, Recreation programs are "ir+umped' - a not infrequent occurrence. Ms. Carry noted that some pamo practicea were not shown on the Facility Use data, which would add hours of usage to the school figures. it was agread that the Board would invite members of the City Council to view our programs early next year; the memo will be distributed the second meeting In July. OLD BUSINESS Attitude ilir Interest Sumay Items The progress in teen programming was discussed. The Board reviewed programming for those 50+, preschool programs, South Evanston, and the progress of an RFP for work at tho Chandler -Newberger Center which will Incorporate information about the additional four gymnasiums In the community. It was reported that several firms have shown interest in the RFP. The Board will meet with the architectural firm chosen, as will staff, to plan how to proceed in development and costs of the facilities. Funds are Included In the CIP budget by City Council for the study. Mr. Marsh noted this study is a direct result of the needs expressed by the community in the survey. The importance of presenting the criteria so that the design teams can Incorporate those needs into the plan was discussed. He also stated that a process is now In place so that we may move forward and implement. The July meeting will report on Facility Use, as well as the swimming pool issue. Mr. Hodgman suggested that Information be shared through staff presentations for the Board's Interaction. Board members noted the importance of soliciting the Input of teens for teen programming. The Board reviewed the information requested by an alderman concerning interest in a pool, as shown in the Attitude and Interest Survey, broken down by Word, and approved its release to Council in July. The procedure of keys being furnished to the soccer association for the washrooms during games and practices was discussed. Mr. Grodsky suggested a part-time person being hired to open the bathrooms might be a solution to the problem. Canal land Parks The Board reviewed information in response to a Inquiry from Aid. Drummer about the five year Capital Plan in regard to the Canal Land parks. 501(c)3 Report Mr. Marberry Indicated the scheduled speaker was unable to attend; this item will be tabled until the July meeting. Comments from the Board Mr. March welcomed David Hodgman as a valued addition to the Board; noted Ms. Hallen and Mr. Marberry had traveled downstate for the Special Olympics — a worthwhile experience, and a very special one going with the children on the bun and experiencing their positive attitude. He advocated these types of outings as Important for Board members to experience hands-on. Mr. Hodgman warned the Board that he may be asking a tot of questions, but noted the morning training sessions with Mr. Grodsky were helpful and appreciated. -3- JA .i .i -d xi..i.t„ Al..Y n1 L L.A,.i1.a.oX.y Y _ALJJi-.i.. •r, j' .•,jir„ - aq� •r r � '��1k•t'• ,1rti.. :�.. .l }..:-, •4'' .j� -..1i f'.�� .J.:y(i+: +T�"•} 7x�...�.1- 'r, '_r„i , :1:�"SAW •., '.•;.�,. . ¢: :. .. r «'i, .}. Ma. Haden noted the downstate trip waa both rowarding and exhausting, and said she marveled at the staffs otamins and ability to stay fresh all day. She noted two newcomers to Evanston recently mentioned our beautiful parka and facilities -- and they didn't even know Ms. Hallen was a Rec. Board member. John Leach stated that a rewarding part of being a Board member was tha ability to see these types of programs in action. Me. Cerra commended staff on the procedure staff developed to communicate with schools to make planning for the schools' spring picnics go smoothly. Ms. Flynn asked for an update on the tree issue, Commonwealth Edison and reforestation. It was provided. Mr. Marsh commended staff for supplying the Board with information that Illustrates a community -minded spirit and willingness to try to meat the needs of the community and meet with citizen groups. Adjournment Ms. Hallen moved to adjourn the meeting; Mr. Leach seconded., and the meeting was adjourned at 9.13 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be Thursday, July 18, 1996, 7:30 p.m., at the Levy Center, 1700 Maple Avenue. 013reft — Not Approved" U "Draft -Not Approved" SVANSTON RECREATION BOARD hii4utuS July 18, 1996 Ms. Cerra called the meeting to order at 7:35 p.m. The meeting was held at the Levy Senior Center, 1700 Maple Ave., Evanston. HOARD MSMBERS PRZGZhT: Ms. Ana Cacra Mr. David Hodgman Ms. Margaret Hallen Mr. John Lesch Mr. Richard barberry BOARD MBMHERS ABSENT: Pis. Janet Webb Mr. Norman Barber no.. Marion Flynn - STAFF PRESON7 Richard Grodsky, Director, Parke/Forestry & Recreation Kathy Whyte, Clerk -Typist 11 = OTHERS PRESENT: Sue Brenner, League of Wozmmlo Voters - CONSENT AGWWA: A motion was made by Ms . Carra and seconded by I Margaret Hallen to approve the consent agenda is which includes the minutes of June 20, the Treasurer's Report and Hill List. Motion approved. -1 DIRECTOR'S REPORT YIr. Grodsky reported that staff was excused from tonight's meeting due to their heavy workloads. Volunteers are needed for the Lakeshore Arts Festival. Anyone interested in volunteering, should fill out the form (which - was parsed out.) Mr. Grodsky also stated that -_ he will be on vacation from July 31 - August 9. He will be back in the office on - August 12. Mr. Grodsky discussed the Teen's Night Out this weekend July 20 - 21st at Evanston Township High School, about 100 teens are expected. He also showed the t-shirts and hats each teen will receive. Total attendance for the drop -in program has been as high as 225 kids, and as low as 55 kids. The July 4th — weekend drop -in was the lowest attended. The - teen spirit committee chose the design of the = t-shirts and the type of contests. There will be 15 staff on hand at the overnighter plus High School security and a police officer. Mamie Smith and staff coordinated the Teen Spirit and drop -in activities. Li. u1JI .1 Id I. I r + .� ,. ' a, 5 -:{-.. , .� •' �, i :p'+fr. a�St,�.Fy �y�i� � C r r � ?ti'� `S',P.��l� . sr;-N !1 a 1�1� �,3,� 7•; ; - FJ.fK S�``C•t; I l,. '' ffr��;irr,i}}�G�rj� ; "!<�"„"I ]�� �. ., .. - it "y^�'�r'au.+.7/S74 r 1, 0 In response to growing antisocial activity in the Clyde/Callan end Mason Parr areas, staff temporarily cancelled league play at Kftwon Paris. The Clyde/Callan and Mason leagues combined the high school and adult leagues into one. It was noted that league players were not participants in the gang activities. OLD BUSINSSS1 bar. Marberry indicated the scheduled speaker Fundraising was unable to attend and would be rescheduled for the September meeting. District #65 Facilities The board requested more information on Recreation Programs held at District 065 facilities, including percentage of time in the schools and how many hours the schools have available. Mr. arodsky stated he would get the information to the Recreation Board for review so it could be sent to the City Council'e August 19 meeting. Chandler -Newberger Bids Thirteen firms bid on the Chandler - Newberger ADA Bathroom and Racquetball project and the study on gymnasiums. The list will be narrowed down to 6 firms for interview. Staff will recommend a firm for the August 19 City Council meeting. Fleetwood-Jourdain Fire Painting will be done in the dance studio and Update arts & crafts .room. Roof repairs will cost any where from $63,000 to $70,000. The draperies Will be replaced with mini blinds. The second floor and the fitness center will get new carpeting. Some good pieces of upholotery class furniture were damaged. The oil paintings have been restored. The insurance will pay for everything except the $25,000 deductible. That funding will come from the City's Capital Improvement Program Fund. All the work will be done after camp is over. Fleetwood-Jourdain will be closed August 19 - September S. Attitude & Interest Survey No Comments N$W BUSINESS: A motion was made by Ann Carra and seconded by Dave Hodgman to accept Norman Barbar's resignation. Motion carried. It was also expressed that a letter should be sent to him thanking him for his service and invite him to the September :seating for a formal thank you. A motion waa made by Margaret Hallen and seconded by John Lesch to approve the rotation = of officers. Motion approved. j 40982�I I..anI 1 6WIL9.01 , I.r.. i90 A IYI .1 . 41'. Comments from the Board in responding to Mr. Karberry'a question on the Chandler -Newberger gyms, Mr. arodsky indicated one gym is divided in the middle to form a gyzos . Further, Mr. drodaky explained that the cantor is rented to hospitala, for family rentals, birthday parties, etc. Kr. Hodgmmu asked if Nichols school in uoed as one of our drop -in mites. Mr. arodsky noted that program was organised an the Nichols Lighted School group. Ann Carra aays her daughter is having a ball at Aquatica camp. Mr. Hodgman indicated the tour was very, very informative. The enthusiasm was very good between staff and participants. The Board thanked Mr. Grodaky for the tour and noted programs are going well. Adjournment Hs. Carra moved to adjourn the meeting; Margaret Hallen seconded; motion carried and the meeting was adjourned at 8ilS p.m. Thera is no meeting scheduled in August. The next ragularly scheduled meeting of the Evanston y Recreation Board will be Thursday, September 19, 1996, at 700 p.m., at the Chandler - Newberger Community Center. A M 4E I i rr I S'ti{iirz.+[.r•,y��t - i ..ysi•W" ill f 'Draft --Not Approved' EVANSTON RECREATION BOARD MINUTES September 19, 1996 Mr. Marsh called the meeting to order at 7:30 p.m. The meeting was hold at the Chandler -Newberger Center, 1028 Central St.. Evanston, IL. BOARD MEMBERS PTIESENT Mr. Rick Marsh, President Ms. Ann Carra Ms. Marion Flynn Ms. Margaret Heilen Mr. David Hodgman Mr. John Leach Mr. Richard Marberry Ms. Janet Webb (at 7:32 p.m.) BOARD MEMBERS ABSENT None STAFF PRESENT Richard Grodsky, Director, Parks/Forestry & Recreation Marnio Smith, Fleetwood-Jourdain Center and Theatre Manager Gary Silkaitis, Supervisor of Sports and Recreation Maintenance Bob Dorneker, Robert Crown Center Director Martha Logan, Public Information Specialist Kevin Wallin, Chandler -Newberger Center Director Lads Miller, Levy Activity Center Director Emily Mills -Palmer, Program Coordinator OTHERS PRESENT Mr. Payson Wild, Tho Alford Group Inc. Mr. Norman Barber, former Recreation Board Member Hilary fender, C.F. Royale U.S.A. Soccer Club Kevin Rielly, C.F. Royale U.S.A. Soccer Club Gary Smith, Makers' Incorporated Joseph Smith, Makers' Incorporated CONSENT AGENDA David Hodgman made a motion to approve the Consent Agenda, which included the Minutes of July 18 and Treasurer's Reports and Bills Lists from July and August. Mr. Lesch seconded the motion. Ms. Flynn asked that the July minutes reflect Mr. Marsh's absence or presence. Mr. Marsh stated that he was absent from the July meeting. With that correction, the motion passed. Mr. Grodsky pointed out that some figures in the August financial report may not be correct. He said that revenues are up $116,738 compared to the same period the previous year and that expenses are up 0224,181 for the same period. The City support for tho period is $107.443 higher than the previous year. This difference is due to a higher payroll in summer, a cost of living increase and lower revenuos at the lakefront. Mr. Marsh asked how camps this year compared to the previous year. Mr. Grodsky said that he did not know yet, but would prepare a report. Ms. Flynn asked about results from the new outreach programs to minorities. Mr. Grodsky said that he would give the board feedback on those programs in an anecdotal fashion since figures are not kept on who takes various programs. ♦sA — fin- —�r� _ • 'Yp ,♦.L., i fi � - -..;. - .il. � �. `a Ti.pi�• �r.°,�.l �i.' :1; .!_�`'��1:.1 ra 1, . a:. }�a.•j. , r ' . '"_ ,.• i.. ... �� 1'•,' is{ t".. . iii'f t "' � SPECIAL PREBUITATiON Mr. Marsh thanked Mr. Berber for his involvement on the Recreation Board and � presented a token of the board's appreciation. Bosrd members wished him well In his retirement. SPECIAL PRESENTATION Mr. Wild discussed the potential challenges and advantages the Evanston 501(0}3 Recreation Board faces as it considers establishing a 5011ci3 (Rea attachedl. Ms. Flynn asked If money donstod to the 501 icl3 could be offset by the City lowering support to the necrestion Division. Mr. Grodsky said that the possibility of reduced City support should be taken into consideration, but to date has not been the practice. In response to a question from Mr. Marsh, Mr. Wild stated that administrative tasks, such as updating a date bass, would noad to be performed and that businesses specializing in this type of support field could be hired. C.F. ROYALE SOCCER CUIB Ms. Pender, founder of the club, explained the club's purpose, who participates, and where games take place. She asked for Affiliated Group status for the club, which would allow the club to use appropriate fields for gnmes on Saturdays during her club's season at no charge. Dlecucsion followed ragarding the competitive level of the club, and how the schodule differs from that of the other soccer clubs. Ms. Flynn made a motion to grant Affiliated Croup status to the soccer club. Mr. Lasch seconded the motion. Diecussion followed, including what impact the additional games would make on the turf conditions at James Park. Mr. Grodsky stated that, at this time, the additional games would make an Impact on the turf. He explained that there are many organizations competing for the same limited spaces, Including AYSO, which now serves 1,700 youth. Each organization will be allocated space as equitably as possible. He stated that the directors of all the sports programs will have to realize that they probably will not be allocated every field they ask for at the specific times requested. Ms. Webb tailed the question and the motion passed unanimously. MAKERS' INCORPORATED Mr. Gary Smith, the group's program coordinator, asked for Affiliated Group status in order to publish program announcements in Ens and Recreation magazine and to receive photocopying assistance for their brochure/newsletter. He explained the history and background of the program and explained how it differed from other soccer organizations. He stated that his program did not need field space or meeting space. At this time, Ms. Flynn left the meeting. Ms. Webb made a motion to grant Affiliated Group status to Makers' Inc. Mr. Hodgman seconded the motion. Following discussion, Ms. Webb called the motion. The motion passed, with six in favor and one opposing, ADVISORY BOARD REPORTS There were no Advisory Board Reports. UPDATE • SUMMER PROGRAMS Mr. Silkeitis reported that revenues were up at the Church St. Boat Ramp due to the increased hours the ramp was attended, thereby increasing the collection of daily launch fees. In addition, good weather for the weekend of the Air & Water Show led to higher launch fees. Beach revenue was down about $34,000 due to poor epriy summer weather, which discouraged patrons from purchasing season tokens. Daily fees were higher than anticipated, especially In August. Overall, expenses were up due to higher lifeguard salaries instituted to compete with neighboring park districts. He reported that 1996 was a bad :apt Z summer for alewife die -off, graffiti and litter. Following a query from Mr. Marbarry, he stated that locking the gate at Dempster Street wcs successful in keeping out those who do not belong there. Mr. Hodgman asked why we did not begin a late summer Aquatic Can, p in order to take advontage of the wormer water. Mr. Sllkaitls explained the problems finding qualified staff to act as lifeguards or Aquatic Camp counselors. Mr. Dorneker reported high attendance figures for hockey camps, figure skating camps, day camp and preschool camp, most of which were filled to capacity. There was a 60% incresso in adult hockey participation. Crown Camp expanded to 10 weeka, with 260 campers attending each gossion during the first 8 weeks and 100 the last 10 weeks (enrollment limited due to fewer staff available). A new figure skating mini -camp was added, which brought in an additional $3,000 in one week. There were 600 students enrolled in summer figure skating classes. Due to the cancellation of the Canadian Hockey Camp, staff designed a very successful camp program to take its piece. In addition, ice rental was up. Roller hockey wa3 less successful due to poor weather. The free Summer Fun speed skating cnd martial arts clinics were well -attended. The Drop -in at James Park increased to about 12 participants a day. The lakefront concession stand was successful during the Starlight Concerts, but activity was light on other days. In response to a question from Mr. Marberry, Mr. Dorneker stated that he would keep the concession stand open in order to provide a service to Evanston reBidants. Ms. Mills -Palmer provided an overview of activities taking place at Baker/Nichols and the Clyde -Callan Drop -In site. Both the Baker and Nichols camp programs allowed three registration options: B weeka, 10 weeks, or any 2 weeks during the summer. Most parents repiaterod for 10 weeks. Revenue was higher than the previous year due to higher attendance IBaker: 1,934, Nichols: 2,518; and Clyde -Callan: 2,270). She pointed out that some activities at Clyde -Callan took place in Spanish (the assistant director is bi-lingual). Ms. Mills -Palmer explained the Gymnastic Camp's change from a midweek program to a Saturday only program, due to limited availability of the gym at ETHS. Ms. Mills -Palmer also supervises a softball camp, basketball/volleyball camp, football camp and teen camp. Ms. Smith notod the Fleetwood-Jourdain camp program served 194 children, who went on 21 field trips or outings (8 trips were included in the program fee; other outings were free). Participation in the Clyde-Brummel basketball programs was lower (40 adults; 32 high school), so the adult and high school leagues were merged. Play began two weeks later than expected, due to social unrest in the park area. The adult and high school basketball programs at Mason Park were filled to capacity. The Summer Fun drop -in program at Mason Park was less successful than anticipated. All basketball programs held indoors at Fleetwood-Jourdain Center were filled to capacity, including the Midget and Pint Size lesgues. The REC (Recreation Enrichment Center) drop -in program on Howard Street served about 40 youth every Saturday. Several parents in the southeast Evanston neighborhood began a support group and organized a festival titled "DurFest." Ms. Miller reported on the intergenerational puppet show, which was seen by over 300 people in two performances at the Levy Activity Center. The-Rec- .Mobile visited the center that day and entertained the participants. a.. - mot. - -.'Y.• •',�" - T..yj.:, . - OWN ,. r SWI ''`I6i•: W;iri'gava a report on beach volleyball leagues for teens and for adults. The teen turnout was lower than anticipated. Me. Carta suggested changing the teen program to afternoons In order to not coirnpfite with summer school. Preschool camps and sports camps want well. Enrollment In summer tennis letsons wns down, duo to poor spring and early summsr weather. The drop -In program at Ackerman Park graw, with 117 different children attendin1l, and an average daily attendance of 27. The Youth Fishing Day at Lovelace Park was enjoyed by 180 participants. The pond already had bluegiil, and 500 pounds of catfish were stocked the day before the event. Mr. Wallin expects to hold more special events at Lovelaca Park in 1997, Including Project Includa programs. Ms. Logan explained the many methods of promoting special events and youth programs, Including the Summer Fun Hotline, which is updated weekly; posters; flyers; pocket calendars; the 24-page Summer Camp brochure; Arts grid ecreation Magazine; and banners In the parks. DIRECTOR'S REPORT To complete the summer report, Mr. Grodsky stated that there were 135 participants In one of the two Special Recreation camps, and 17 gold medalists In Special Olympics track and field competition, plus 20 participants In the Special Olympics bowling competition. He also explained the change in scheduling the Rec-Mobile in 1998; rather than going to a now park location every day where children may or may not be present, it visited locations where children already were present, such as camp and playground sites, our beaches and most festivals and concerts. The new Teen Drop -In evenings and the Teen Night Out, all held at ETHS, had wide fluctuations in attendance. The Night Out had 120 enrolled, with 85 attending. He reported that were no incidents at any of the teen programs. Mr. Grodsky reported that the FY 1997-98 budget was still being prepared and that this year the Division's budgeting process was being integrated with the Finance Department's budgeting process. He will meet with program managers In the next week to go over their budgets. He reminded the board members that the City's budget policy is the some as in previous years Ino increase in city support). He also reminded members that the Arts Camp revenues and expenses will be reflected in the Arts Council's budget next year. He anticipates higher expenses due to higher utility bills, longevity pay and a 3.25% salary Increase for union members. Higher revenues could be realized from an increase in the daily fees at the beaches. This change will have two effects: residents will be encouraged to buy season tokens and more revenue will be gained from non-residents. The now daily fees would be consistent with other lakefront communities. In response to a question, Mr. Grodsky stated that he did not anticipate higher fees across the board, and that specific fees would be raised as market conditions allowed. Mr. Grodsky stated that he would present a balanced budget to the City Manager and that if Board members wanted more funding, they would have to request It from City Council. Mr. Hodgman asked if there would be service cuts and Mr. Grodsky replied that the Intent Is to not cut services. ADJOURNMENT Mr. Lesch made a motion to adjourn the meeting. Board members scheduled a Finance Committen meeting for 7:00 p.m., Tuesday, October 1 in order to 3 discuss the FY 1997.98 budget. The meeting will take place in Room 2402 of the Civic Center. =j � - � � ' •tsF � !r'4w .Y h.�.f�r.`'-_ice+ - - -- s - - t. _ _ - _ _ ,- - ,: -��, . , �•*..���..���fi�.'' F r - ,„r, e - a_ , ...x . t . }tv-i- 3 ���: '.�r_w r . t• T - L- r Mo. Webb made a motion to table any rema;ning agande !tams to tho regularly - scheduled October board meeting. The motion ws5a seconded by Ms. Carra. The motion passed and the meeting was adjourned at 9:38 p.m. The next meeting of the Evanston Recreation Board will be a Finance Meeting on Tuesday. October 1 at 7:00 p.m. at the Civic Center, 2100 Ridge Avenue. The next regularly scheduled meeting of the Evanston Recreation Board will be on Thursday, October 17 at 7:30 p.m. at the Robert Crown Center, 1701 Main St.. "Draft -- Not Approved" 4 y 90 21 1 _ *S, _- _ aa$r�� Ss ,Y, �-,�.s.iy�."A .'��r:4'-i+'�} �5i�'""�'a: � �. r, a.•x �'�' .rl����• �•=.f'haf�--�-•=�hP r+.i}. �t1 ,.n-�.-.r i«�-�µ�+"'j!�*'PM,H'+^rt.rt9R.: aF 'Draft - Not Appnried" Evanston Recreation Board Minutes October 17,1996 Mr. Marsh =U the weetln& to order at A30 p.m. The meeting was held at the Robert Crown Center,1700 Main St„ Evanston, IL. BO ARD MEMBERS PRESENT Mr. Rick Marsh, President Ms. Ann Carry Ms. Marion Flynn Ms. Margaret Hallen Mr. John L ch Ms. Janet Webb BOARD MEMBERS ABSENT: Mr. David Hodgman Mr. Richard Marberry STAFF PRESENT: Roger Crum, City Manager Richard Grodsky, Director, Parks/Forestry dt Recreation Mamie Smith, Fleetwood Jourdain Center and Theatre Manager Bob Dorneker, Robert Crown Center Director OTHERS PRESENT: Sue Brenner, League of Women Voters - Judith Treadway, Lucia Norris, Willie Mae Long, Charlene Marsludl, Southeast = Evanston Recreation Enrichment Center (SEREC) Dick Seaman, Robert Crown Advisory Board ' Junad Rizky CONSENT AGENDA Ms. Webb moved to approve the consent a•mda, which included minutes of September 19. Treasurer's Report and Bills list from September, Committee of the Whole minutes of October 1, and Levy Advisory Board Candidate Judy Newton. Ms. Carry seconded, motion carried. Ms. Hallen noted Ms. Newton's extensive qualifications. �i SPECIAL PRESENTATION: Mr. Grodsky introduced the City Manager, Roger Crum. Mr. Crum spoke of similarities in and differences from his previous position at Spokane, Washington. He stated his confidence in the board's judgernenL He noted the challenge of operating a full service city with high expections of service with a budget that no longer meets those expectations. Mr. Crum asked staff to look at all fee structures and decide if the fee is appropriate to the activity. This should not exclude programs aimed at target groups in the community. Planned for the near future is a five-year projection similar to that currently done for capital projects but for revenue expense forecasts in operations. He commented on several large projects, including meeting ADA (Americans with Disabilities Act) requirements. -s Mr. Crum asked for questions: Mr. Marsh noted the recent Attitude and Interest Survey completed by Recreation and said that it was important to the board to continue to interface in meeting those expressed noods. Mr. Crum said he can see the needs, but we have to pay for than. -1- �y�:-, . .'i'�, �-"' �.. -- .r- � �'� � n. ... P � �nra,+.-�F�A�-rfi-F`:r 3"A•s':T.1'`'?Y►"�I'�... iw • i i.� + � � . ., r I ML Flynn made note to cmdrius Mae sensitive to serving tarpted cornmunidal there _ is a great aced for services in the toutheast pyre of the City. Ads. Hannon noted the recrraon department raffle to the quality of life in tbr: community, which is up to us. Mr. Crum noted the City has taken the lead in reducing eons over the past several years, going from 26% of the tau package to 1'I'ifo. The Board thanlssad Mr. Crum for his report and congratulated him on his aplmintnrent. ADVISORY HOARD REPORTS Mamie Smith, FlestwooNourdain Center and Thearz bianagcr. introduced Judith Treadway of the Southeast Evansm Rcerextion Enrichment Center (SEREC). Drop -in ' programs are being run at Clyde/Callan Park and in the police outpost on Howard Street. Considerable efforts are being made to meet community needs for recreation. 3 The SEREC parent auociation works with staff to identify programs and scririices nealed, and supply leadership. Ms. Treadway theaked the Board for allowing them to extend the drop -in program. The group works to supply as much stimulation as poisible in a limited space, and to support academic/thinking shills. Emphasis is on simple behavioral rules and respect. Currently there are 4 field trips, 2 cultural and 2 "fun% The parent association asks the board to consider increasing to eight. There is a special request for a fishing trip if a volunteer can be found. One of the successes this year was a cookout with 150 attending. A community festival "OurFest' tools the motto 'Neighbors together • we celebrate". Over 400 attended. Ms. Treadway recognized 10 parent volunteers; Billie jean burshall, Janice Mosely, Albert Bowen, Joyce Wood, Carol Bethune, Denise Bamberg, Billie jean Spillman. She presented plaques to Charlene Marshall, Willie Mae Long and chair Lucia Norris in recognition of their hard work in organising "OurFest'. Ms. Capra, noted the Board's commitnunt to concerns and iwwz in south Evanston, Mr. Marsh said he was proud of the group and admired their proactive attitude in not sitting back. He said the change was noticeable in the community and pledged support. Mr. Junad Risky, arriving late, asked for detailed infonriation on budget items in regards to programming, fen, puking, amps, community centers, scholarships and number of employees. Mr. Lerch asked hhn for a list of specific queries in writing so the Board and/or staff could address specific issues and questions. Ms. Webb left at 8:15 p.m. Robert Dornekcr, Robert Crown Complex Director, said there were still a few tables left at the Advisory Board's November 2 Fla Market. The hockey house league has over 100. The "Nutcracker on Ice' is December &S. Over 300 arc participating in this production. Leagues are starting, including volleyball and a ladies soccer league. DIRECTOR'S REPORT The current trial transportation program from schools to the community center is coordinated by Robert Crown staff. Currently about 3C0/week are transported from 13 schools to recreation sites. Original funding at SS,M per session did not anticipate the need for monitors at the schools prior to pickup. Current funding cost is anticipated to be S30,000/year (3 quarters). The board is requested to approve a charge for this service of S5/week or $l/day, which can be included with registration for the program. Ms. HaUen moved to accept the proposal, Mr. Lesrh seconded. Discussion followed concerning loss of ridership and program pu-amcters. .2. s y• ,m& Cure asked if the budget could be adjusted if drop -in ridership rcqulrerl it, also transportation • down from 3 buses to 2, for instance. lair. Grodsky said yes. I'roi ion carried. As an incentive to register at Levy Activity Center, a ten percent discount is proposed for members of Levy Center who register for recreation classes at any Community Center. It is hoped this measure will increase membership at Levy Canter. Current 0- Amrship Is L20/residents, $30 non -residency per year. Ms. Hallcn approved of the idea, and suggested combining It with a more aggmsive advertising ca mpalgn. Ms. Halley moved to approve the discount, his. Flynn sccor.dad, motion carried. A final settlement of $4,400 has been received from the previous lakefront concession vendor. Mr. Grodsky asked Board approval to take a recommendation to City Council to increase the operating hours at South Boulevard and Greenwood Beaches from 10d0- 5:00 to 10J0.8. The increased revenue from attendance should cover additional staff hour. This b a budget neutral &--cision. This consensus of the Board was to approve. OI D BUSINESS Ray Green 8c Associates have been hired for a study of an addition of four gyms to Chandler -Newberger Center. Mr. Grodsky &&.ed if the board wanted a premitation at the November mating. The architect will meet with staff and advisory board prior to recommendations. The board requested a meeting with the firm in November. Mr. Grodsky asked for approval of the Recreation Budget as presented Ms. Hallen moved to approve, Ms. Career seconded, motion carried Ms. Hallen noted it was a very clear budget. Mr. Grodsky asked for a consensus of opinion on the cancellation of Men's touch football at Robert Crown. Adult league registrations have been declining over the last six years and the span is needed by youth leagues. Board approval was indicated. ADJOURNMENT Mr. Lesch moved to adjourn the mating at 8:45 p.m. Ms. Hallen seconded the motion, y motion carried. Next meeting will be November 21, 1"6 at the Fleetwood Jourdain Community Theatre, 2010 Dewey, second floor, at 7:30 p.m. 3- Zz AN � ,;+.kr � �, ��.tr, r• � ,x�*'`�.�•�k-#ram., -�'� - ���: -f ,. �� a- f. .F'�,.. �.. , ; • rr .. ,r .. �„ ,. ..... n� �� H �r.�*.r .rta-r-i�m+-rr*�••*err+irM''`.F'�pttx'"+'.;rt.�.�.y�,-�.t.�jr,.t * j '.i I' f. `. � .��y,!i.��f,'4 � '•' i ..+l�', ii ',� j �pt � c r 7 7 i �. EVANSTON RECREATION BOARD MINUTES November 21, 1996 Mr. Marsh called the meeting to order at 7:30 p.m. The meeting was held at the Fleetwood-Jourdain Community Center, 1655 Foster St., Evanston, IL. BOARD MEMBERS PRESENT: Mr. Rick Marsh, president Ms. Marion Flynn Me. Margaret Hallen Mr. John Lesch Mr. David Hodgman Mr. Richard Marberry BOARD MEMBERS ABSENT: Ms. Ann Carra Ms. Janet Webb STAFF PRESENT: Richard Grodsky, Director, Parks/Forestry & Recreation Mamie Smith, Fleetwood-Jourdain Center and Theatre Manager Bob Dorneker, Robert Crown Center Director Margaret Parcell, Program Manager, Chandler -Newberger Center Virginia Jones, Clerk Typist II, Civic Center Office OTHERS PRESENT: Nick Martin, Skateboarding George Reigle, Green Assoc. & Architects Ben Martin, Skateboarding Ray Green, Green Assoc. & Architects Arthur Harris, Tom Thumb Hobby Peter Rayner, A.W.H. Sales Curt Evans, RRB Cycles Arlan Derussy, Tough Guy SkateBoards Tony Aimone, Brian Vaughan, AWH Sales Junard Rizki, Resident Mike Conies, Resident Jackie Foreman, Diego Campos, Lisa and Orwin Youngquist, Skateboarding Pat Murray, Skateboarding CONSENT AGENDA_ Mr. Lesch moved to approved the consent agenda, which included minutes from the October 17, 1996 meeting, Treasurer's Report and Bills list from October. Ms. Hallen seconded, motion carried. COMMENTS FROM OBSERVERS: Mr. Marsh asked if there were comments from observers and announced that he would like to hear from anyone that was present on Skateboarding/In-Line Skating. l�_f � 'x�y.}. :.:,•`6, K=�,i s.-'t�i'll�i'� i�-�.� i �i��`. -S- �.•1 ' -. � � i���� '� . �.: , , Ben Martin said that he would help in any way needed, give opinions, etc. and answer any questions regarding the skateboarding/in-Line skating issue. Mr. Leach asked if there was a facility for in -line skating now? Mr. Grodsky said that there is an outdoor facility at Crown Center that can be used. Mr. Leach discussed with Mr. Martin and the group the set up for hockey being used for skateboard/in-line skating at Robert Crown and asked if it was a satisfactory solution. How much space was needed to effectively do what they needed to do? Mr. Grodsky said that the space/rink being used at Crown is 130 by Go -- larger than a tennis court. Ms. Flynn asked about the question of liability and having to sign a waiver and the need to monitor. Mr. Grodsky mentioned the use is now temporary. Customers would need to go into Crown to sign a liability waiver. Storage space security and other aspects were discussed. Again Ms. Flynn mentioned the question of liability and theft of equipment and that we would need to explore the need for supervision and a safe way to administer the program. Me. Hallen reminded the group that once the City provides the space for participation in a sport we are responsible for the safety of the participants. Mr. Leach said that they are doing the sport and it will go on regardless. Mr. Grodsky said that we want to provide a safe space and that the City Council does not want the downtown area used for this activity. We do need to provide an alternative. The board has been charged by the Council to research the issue and come back with a recommendation. Mr. Marsh said there are lot of issues that need to be resolved. We need more information, how large is the program? How many participants would be involved? Mr. Marsh recommended that staff meet with participants and develop a study to be discussed at the December meeting. Mr. Lesch said that the primary focus should be on an interim facility. Next summer the people interested in a long range facility organize and raise funds to provide additional means of funding and ways to facilitate this project. How many people are involved, etc. In order to provide a $100,000 facility we need more than 100 people. Mr. Marsh said that we do need information ahead of time to be addressed at the December meeting so that we can clearly vote on the issue. Mr. Arthur Harris from DesPlaines, IL reminded the Board that Lite California legislature has declared skateboarding as a hazardous sport. if the State of Illinois declares skateboarding a hazardous activity that takes the liability off of the City of Evanston. Mr. Grodsky explained the Illinois Tort immunity Laws that cover liability. Mr. Tony Aimony said that DesPlaines has a program similar to Crown except that the Y and Boy Scouts charge a fee of $7 a year and participants are required to wear a helmet. Again, Mr. Marsh thanked everyone for their input and said that the Recreation staff will gather all of the materials and information and the Board will make a determination. ADVISORY BOARD REPORTS: Robert Crown Advisory Board, no report Levy Advisory Board, no report Fleetwood Advisory Board, no report Chandler -Newberger Advisory Board, no report. STAFF REPORT: Item #H1 regarding ratification of 1997 Summer Camp Guide printing bids. Mr, 3 Hodgman moved to accept proposal.Ms. Hallen seconded. Motion carried. Item #H3 -- Johnson Control Maintenance Agreement for maintenance of the pneumatic systems at Robert Crown which utilizes air pressure for operating heating/cooling system. Mr. Hodgman moved to approve the 3 year agreement. Seconded by Mr. Lesch. Motion carried. Item #H4 -- MVP Volleyball, Midwest Volleyball Professionals, propose to conduct coed teen beach volleyball camps during the summer at Clark Street Beach, Mr. Hodgman moved to approved the Program. Seconded by Mr. Marberry. Motion carried. DIRECTOR'S REPORT: Proposed Consolidated Copier Contract with Xerox was discussed. Mr. Grodsky mentioned that 5 years ago we eliminated - several positions in department because of the Xerox copier purchased. More IF discussion. Mr. Hodgman moved to accept the Xerox contract. Seconded by Ms. 3 Hallen. Motion carried. OLD BUSINESS: Ray Green & Assoc (Architects for Chandler-Newberger/4 Gyms) Gave a Presentation and outlined the renovation plans for Fleetwood-Jourdain, Robert Crown and Chandler Centers. Me. Hallen moved to accept. Mr. Hodgman seconded. Motion carried. Mr. Rizki's budget comments were presented. After discussion, Mr. Rizki's questions were left with Board. Recreation staff to prepare response for next meeting. COBS FROM BOARD MEMBERS: Mr. Marsh thanked architects for meeting with Board. ADJOURNMENT: Mr. Lesch moved to adjourn the meeting at 9:40 pm. Ms. Hallen seconded the motion. The next meeting will be on Thursday, December 19, 1996 at the Levy Center, 1700 Maple Avenue, at 7:30 pm. ui J,WF66W, i4Y., A , ..Wi, a WJlh.. d­:, jiYl ­ r1591 S z EVANSTON RECREATION BOARD MINUTES December 19, 1996 'Draft -- Not Approved' Ms. Cerra called the meeting to order at 7:29 p.m. The meeting was held at the Levy Center, 1700 Maple Avenue, Evanston, IL. BOARD MEMBERS PRESENT: BOARD MEMBERS ASSENT: Ms. Ann Cerra Ms. Margaret Hallen Mr. David Hodgman Mr. Richard Marberry Ms. Janet Webb Mr. John Smith, Sr. Ms. Marion Flynn Mr. John Lesch Mr. Rick Marsh STAFF PRESENT: Richard Grodsky, Director, Parks/Forestry & Recreation Jim Ferrara, Municipal Sports Coordinator Lois Miller, Levy Center Director Darlene Nilges, Executive Secretary OTHERS PRESENT: Paul Laniols, Rupert Murray, Patt Murray, Art Harris, Tony Aimone, Antic Brinkman,Tom Whitaker, Mike Donoghue, Michael Goldberg, Nick Martin, Marcus Rothschild, Ben Martin, Peter Moulton, Jeff Bruton, Junad Rizki, Sue Brenner WELCOME As acting chairperson, Ms. Cerro welcomed Mr. Smith to his first meeting. Board members added their welcome. CONSENT AGENDA Ms. Hallen moved to approve the consent agenda, which included the minutes of November 21, 1996, the Treasurer's Report as of November 30 and Mils List. Mr. Hodgman seconded the motion which was approved unanimously. DIRECTOR'S REPORT Mr. Grodsky Introduced Jim Ferrara who outlined the growth in the pest few years of YOUTH SPORTS AGREEMENT youth sports associations and the subsequent Increase in field usage requasts. He explained the need for a uniform written agreement, which tho groups themselves supported. Mr. Marberry suggested two changes: the necessity of the Division's approval of an organization's code of ethics; and dropping the Individual deadline dates for publicity, since the dates change yearly. It was clarified that games are called off by the soccer coordinator in bad weather, that it was not fenslble to have a staff person on call all weekend to call off games, and that the rain -out policy has clear guidelines for game cancellations. It was agreed the rain -out policy would be attached to the agreement. Mr. Hodgman moved to approve the written agreemont; Ms. Webb seconded; motion passed unanimously. 1997 MEETING SCHEDULE Ms. Nilges presented the proposed schedule of Board meetings for 1997. Ms. Webb moved to approve, Mr. Hodgman seconded the motion. Motion unanimously passed. ROTATION OF OFFICERS Mr. Grodsky informed the Board that the annual rotation of officers would be on their •_ -�s4ii >e'-F"•lfir..�:�ir�"*`t`; t•�. - - - January agenda, with the change occurring in February. OUTDOOR ICE RINKS Mr. Grodsky reported that crews would be flooding the ,Ackerman and Lagoon Ice rink sites, weather permitting. He noted the process can take three days to produce enough skateble ice, but cold temperatures looked promising for the short term, Crows work at midnight, and will work through the weekend. SKATEBOARD PARK Mr. Grodsky referred to the written report In tonlght's packet which detailed the UPDATE productive meeting staff, skaterslbikars and Mr. Marberry had. He requested the Board's approval of suggested rules and regulations for the site at Robert Crown, which was agreed to be adequate short-term with 7,1300 square fact, the photo ID process; $5.00 fee for six months' use; and the hours of operation. It was noted 16 or eo users were at the site In good weather. Some of the group's recommendations (le. a gate near the storage area, snow fencing, etc.) were Implemented. Costs for permanent installation in the present space could range from $11,000 to approximately $45,000. Currently the kids themselves have brought ramps, and suggested many of the rules being recommended this evening. The Board reviewed and Agreed on the rules and required safety equipment. The Board stressed the importance of use by the participants only, with no loitering, and noted the photo ID plan would allow access to the equipment only to participants. The IDs would be available only after a waiver is signed and on file. It was noted Crown's building supervisors are available and walk the grounds as a deterrent to problems. Audience members suggested that mixed usage (by bikers and skaters at the some time) can be done safely with proper etiquette and rules. it was noted dollies ware being made available to move the equipment in and out of storage. Long-term possibilities were discussed. A short survey has been developed for distribution by the kids involved to others doing this sport which will furnish useful Information. The groups of kids will tally the results. Mr. Grodsky complimented the group of kids for their Ideas, including fundraising ideas, and their adherence to the Police Department's ban on downtown skating and boarding. Ms. %Vebb moved to approve the rules and regulations, the ID process, the fee and hours. Mr. Hodgman seconded. The hours of weekend operation were clarified. It was noted the rink will be used for ice skating in the event of cold weather, as well as for in -lino skating if people wish to do that sport, and in the letter case the speco must be shared. Motion was unanimously approved. It was explained that the surveys would be ready to pick up on Friday. Suggested places of distribution were discussed. Ms. Murray, a parent, noted the process the kids have been involved in has been a pleasure, one handled with respect and speediness. It was agreed the Board will send a report to the Council on this matter in January. RESPONSE TO REQUEST The Board invited Mr. Rizki to a dialogue concerning his request for answers to 17 questions he had submitted. The Board reviewed the response staff had prepared at their request, as well as a folder with support material. Ms. Webb noted some of the questions could not be answered, as no data are kept on breakdowns by race for scholarships, etc., and noted the answers provided were as thorough as possible. A minor grammatical change in question 7 was suggested. Ms. Hallen noted the answers provided required a,great deal of staff time. Mr. Grodsky noted approximately five percent of what Mr. Rizki had requested would be provided later, because staff could not compile some of the information in the time frame. Mr. Grodsky invited Mr. Rizki to stop in on Friday to collect the Board's approved response. SCHOLARSHIP POLICIES The Board reviewed the staff's recommendations, eg. changing the title 'Super - Intendant of Recreation' to `Director of Parks/Forestry & Recreation" and the Implementation of a more vigorous verification system for applicants. It was noted staff would not approve scholarships on a walk-in basis, but a through review of documents will be performed. Mr. Grodsky explained the problem with documents provided NU students in the past which did not list the funding from the University and tha students' country of origin, and said Information was now evaliable from the University which would give it clearer picture of the true financial need of students. The Board dincussed the PTA's subsidizing of teams and noted numbers have increased, with schools and PTA's supplementing half the coat, the Division the other half. It was noted this arrangement is outlined In letters to principals, PE teachers and parent representatives. COMMENTS FROM BOARD Ms. Webb wac congratulated on her invitation to the Clinton inaugural Jan. 17. Mr. Marberry wished Happy Holldaya to Board members, and the audience, who had come out on a cold night. He suggested that a Fleetwood Theatre outing be planned for January or February, since last year's event was such a success. Ms. Webb invited everyone to her home following the event. A date will be chosen at the Board's January meeting. ADJOURNMENT Ms. Webb Moved to adjourn the meeting; Ms. Hellen seconded. Meeting was adjourned at 8:20 p.m. NEXT MEETING The next regularly scheduled meeting of the Recreation Board will be on Thursday, January 16, 1997 at the Chandler -Newberger Center, 1028 Central St. at 7:30 p.m. "Draft — Not Approved" i4 7,. i.. 121lTIFr.1 . i.., 1.1 Lr ltllIid I. r