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HomeMy WebLinkAboutMinutes 1990.--...... •, 1 BOARD ME14BERS PRESENT: STAFF MEMBERS PRESENT: OTHERS PRESENT: APPROVAL OF MINUTES: MINUTES "Draft —Plot Approved'' EVANSTON RECREATION BOARD MEETING January 18, 1990 Mr. Moran cared the meeting to order at 7:50 p.m. The meeting was at Chandler Community Center, 1028 Central, Evanston, IL. Mr. Ed Moran, President Ms. Janet Wabb, Secretary Mr. Dennis Ni.,,rtcn, Treasurer - - - Mr. Henry Krannow Ms. Julie Harris Mr. Don Wirth, Director, Parks, Recreation & Forestry Mr. Gary Silkaitis, Supervisor of Sports & Fitness Mr. Bob Dcrncker, Manager, Robert Crown Ccmplex Ms. Martha Logan, Public Information Specialist Ms. Paula C;:Izmcnd, Supervisor, Arts & Special Services Ms. Miriam Shabo, rusiness Manager �+ Ms. Millie Erecberg, Special Recreation Cccrdinatrr Ms. Mamie Smith, Manager, Fleetwood Jourdain Center Mr. Roche Blanchard, Manager, Leisure Learning Center Ms. Elaine Ferris, Recording Secretary Richard Seaman, Margaret Hallen, Peary ;•iced; Robert Cron Advisory Beard; Iry Finstcn, Evanston Sports Association. Ms. Webb roved to accept the minutes of the regular Eeard meeting of December 14, 1989written, r N ne ceded the as ;•.+ . ,�E«c...n Cc,;, � L.._ motion. Motion carried. Mr. Moran thanked Julie Farris and Henry r,ranncw, retiring Board' members, for their work cn the Recreation Beard, and presented each of them with a plaque in appreciation of their effcr z. 0. Harris said she planned cn "still putting in her two cents north'' from time to time and thanked staff and ,Board fcr their help and interest in the cyst. Xr. Krazncw ec'-ced her :_ntimen s and .._a' d it was an "astoundingly interesting and educating experience serving the City." Mr. Wirth ccmmended t:th cn their service, and added he knew they would continue to contribute to the ccmmunity with the same enthusiasm and sincerity showed in their term on the Recreation Board. He concluded by wishing them all the best, and thanks from staff. F32...,1CFO'ePil CENTER. Mr. Seaman t1nanked the Recreation Ecard fcr their n=ist;nce in AD`1ISORY BOARD REPORT: obtaining ac'diticnal custodial staff. TREASURER'S RE?CRT: Ms. Shabo read the the Treasurer's Repert, shedding total disbursements of $206,G68.36 as of December 31, 1189. EUSINESS KINAGERIS Figures for the Business tanager's report are unavailable REPORT: at this date and will be reported at the next meeting,. CC,tt;UttICATIOtIS UPDATE: The softball information and registration for all summer programs have been collected into one typeset booklet ::rich should save some money on mailing costs. The question of hod: Fee Assistance is being publicized was raised by Alderson Feldman. Public Service Announcements (PSA's) are sent during the end of January, March and April, to radio station 1,01UR, and to the news -Voice and Evanston Review. Venue is restricted to Evanston since Fee Assistance/Scholarships are available only to Evanston residents. Information is also in the Schoolchildren's News for the next three issues. The News goes to 8,000 Evanston children. In the current issue of Arts & Recreation, fee assistance/scholarship information is highlighted in a box, and this will continue. Informally, staff spend time and energy on a one-to-one basis. Fleetwood-Jourdain has an information booth at the Spring Fling, which is attended by approximately 1500 people. Notice is sent to Sunday Schools in mid -May. After Memorial Day, the center advises families in the neighborhood of the route the Police Dept. volunteers will be following, a day or so ahead of their visits. Follow-up on the police visits is done by the centers on a one-to-one basis. More promotion of the fee assistance/ scholarship program than this may be detrimental to programs. Staff advised this is a policy issue - the question is how much staff time and resources should be allocated to solicit large numbers of people to obtain fee assistance for services requiring fees. It is the process of verifying need that takes up staff time: currently about 70: of one full-time staff. The need in to establish a cap on efforts, and that point has probably already been reached. Mr. 1411.cran requested this be added to the Study Docket for discussion at the February Recreation Board meeting. Bidding for the Arts and Recreation magazine was for five issues with an option for the sixth issue, as the sixth is in the next budget year. Measures to be taken if the Baxter -American grant is not renewed need to be considered, as that amount is approximately $20,CC0. DIRECTOR'S REPORT: Mr. Wirth said interviews fcr the Superintendent position are scheduled for the first week of February. The City Manager will interview the selected candidates. The Recreation Board will interview those candidates and make reec:rnendations to the City Manager. Interviews for t::e Program Manager at Fleetwood Jourdain are currently being scheduled. CORPORATE SPONSORS -Hi? Staff furnizhod a imem..o regarding three programs (Starlight FOR *THREE PROGRAMS: Concerts, Arts Festival and Very Special Arts Fest) for which corporate funding is being scught. Packets for prospective sponsors have been prepared, some interest has been indicated. Staff is cautiously optimistic. Tne Board should be reminded that these programs will either rot be conducted or scaled do`.m if sufficient funds are not raised. This year's budget for Very Special Arts Festival is :10,C00. Last year a mini -grant from the Evanston Cc=unity FcUndation provided some funding. If funding is not available by May, the Fest may be scaled down considerably. This is one of the first festivals of its kind. Starlight Concerts have been funded up to $8,000 by the Evanston Fourth of July Association. Stipulations are: they wish to help select performing groups, the name be "Evanston Fourth of July Concert Series" in cooperation with City, and a limited promotion for solicitation for funds be run in Arts & Recreation magazine on behalf of the Association. Wa BLGGET IC140 FROM HLMAN The City Manager's Memo to the Human Services Committee SERVICES COMMITTEE: recommended a net reduction of about $6,000. About $3800 of that is salary adjustments which changed between the budget prepar- ation and submittal; and in training and travel. About $1650 is capital outlay for a guard boat and furniture for Lagoon Building use, and about $1500 in program line items, spread among several programs. Mr. Wirth noted that the staff has and will make adjustments necessary to accommodate the reductions. REQUEST FOR EXCEPTION The Board entertained a request for exception to the Fee TO Fir ASSISTA110E Assistance/Scholarship policy. Mr. Newton moved to grant POLICY: the exception. Ms. Webb seconded. Motion carried. ELEE•iWOOD-JOURDAIN Staff met to identify issues in the lease and resolve non- TH-EATER LEASE: money issues prior to discussion with the Recreation Board and Family Focus. Mr. Wirth recommended rejecting the charge for additional space and request for security deposit. The Department has spent over $100,000 on the theater. The lease ends in February of 1990. Family Focus has advised that a month -to -month extension until the lease is approved will be granted. Mr: Wirth indicated the City Council will approve the lease after Recreation Board action. A number of items are still under discussion, among them the increase in square footage, the electrical study, which is to be done prior to the end of the lease in 1994-95. Ongoing power losses have been a problem. Family Focus will pay for the study, the City will pay for utility upgrade. Also under discussion are advance notification of cleaning and extermination, and assurance that substances used fall under Safety Department approval. Security, handicapped accessibility, lease of meeting rooms and right of removal of any improvements are the final items. The lease as received differs drastically from the one discussed between staff of the Recreation Department and Family Focus. Recreation Board and staff will meet with Family Focus Eoard to discuss this in the near future. STUDY DOCKET: Ms. Webb added the Police Fee Assistance liaison to the study docket for May. Fees and Charges Policy revision was moved to the docket for February. CGM!r--11T9 FROM BOARD Mr. Moran thanked Ms. Harris and Mr. Krasnow for their years of service. Janet Webb congratulated Mr. Moran on his election to President. Mr. Wirth introduced new Board members ;-Margaret Hallen and Irving L. Finston. Mr. Moran wished everyone a Happy New Year. ANCUR1iMENT: Ms. Webb moved the meeting be adjourned, 1"r. Newton seconded the motion. ?notion carried. Meeting was adjourned at 9:12 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be Thursday, February 15, 1990 at the Civic Center, 2100 Ridge Avenue, Evanston, IL at 7:30 p.m. -3- EM:ejf/02-25 "Draft -- not approved" 14INUTES "Draft - Not Approved" EVANSTON RECREATION BOARD MEETING February 15, 1990 Mr. Moran called the meeting to order at 7:37 p.m. The meeting was held at the Civic Center, 2100 Ridge, Evanston, IL. BOARD MEMBERS PRESENT: Mr. Ed Moran, President Mr. Dennis Newton, Treasurer Ms. Margaret Hallen, First Vice President Mr. Irving L. Finston, Second Vice President BOARD MEMBERS ABSENT: Ms. Janet Webb, Secretary STAFF ME14BERS 'RESENT: Mr. Bob Dorneker, Acting Superintendent Mr. Joel Asprooth, City Manager Mr. Gary Silkaitis, Supervisor of Sports & Fitness Ms. Martha Logan, Public Information Specialist Ms. Paula Crismond, Supervisor, Arts & Special Services Ms. Miriam Shabo, Business Manager Ms. Elaine Ferris, Recording Secretary Mr. Moran welcomed new Board members Margaret Hallen and Irving L. Finston. APPROVAL OF MINUTES: Mr. Newton moved to accept the minutes of the regular Board meeting of January 18, 1989 as written. Ms. Hallen seconded the motion. Motion carried. TREASURER'S REPORT: Ms. Shabo read the the Treasurer's Report, showing total disbursements of $207,389.15 as of January 31, 1990. BUSINESS MANAGER'S Ms. Shabo read the Business Manager's reports for December and REPORT: January. Revenues as of December 31, 1989 totaled $1,813,386.93, or 80.46% of the annual budget. Expenditures for the same period totaled $2,894,244.94, or 79.221 of the annual budget. Revenues as of January 31, 1990 totaled $1,965,599.39, or 87.19% of the annual budget. Expenditures for the same period totaled $3,163,372.66, or 86.58% of the annual budget. COM.H.U11ICATIONS UPDATE: The "Lively Lakefront" brochure printing has been increased from 8,000 to 10,000. Promotion is being planned to increase pre -season token sales and other lakefront revenue and the increase in print run will be used in that effort. As a cost-cutting measure, some in-house layout and paste-up is being done for the Schoolchildren's Newsletter. Part --time staff collates and arranges delivery when scheduling permits, as well. SUPERINTENDENT'S Interviews for the Program Manager at Fleetwood-Jourdain are REPORT: scheduled for the last week of February. The selection of the new superintendent will be discussed in executive session with the City Manager. Initial interviews have been completed. The Recreation Board will interview candidates and make recommendations to the City Manager. The Clerk H has been hired and will start February 19. -2- Staff advised a marketing survey for the recreation part of Arts and Recreation magazine is needed. Information is needed on the probable impact before changes in quality, or from 4-color format, are considered. The Arts Council is doing a similar survey for the arts section of the magazine. The Baxter -American five-year grant expires at the end of the current year and funds to replace it have not yet been identified. Ms. Crismond offered the possibility of using approximately $1200 budgeted for an arts intern. To date, no candidate has met standards set. If none has qualified by the closing date of February 28, that money can be wide available for the survey, if the r3oard so desires. Mr. Newton inquired how much a survey would cost. Mr. Zendell had estimated $3,000, depending on what was asked and how survey was conducted (by phone or by mail, in magazine, etc.). If a phone survey is used, Ms. Crismond advised some of the highly -trained Information & Referral volunteers at Levy Center may be available to assist. Mr. Newton asked if a change in format would affect willingness of advertisers to continue to purchase space, and thus, revenue. Ms. Logan will pursue that question as well. Mr. Moran asked who would be funding the survey. Staff advised some funds had been tentatively identified. Mr. Moran asked the survey be placed on the study docket for March. The Young Women's Auxiliary of the Women's Club of Evanston proposed a Halloween party for special need children. The most accessible site is the Leisure Learning Center. Staff provided a tentative budget and request for a rate reduction for this event. This time is not currently rented and not programmed. Staff has met with Mrs. Kauffman and recommends co -sponsoring the program. Ms. Hallen moved to approve the request for rate reduction as presented. Mr. Finston seconded the motion. The motion carried. FEE ASSISTANCE FOR Staff presented a memo reiterating the policy exception SCHOOL aASED YOUTH in fee assistance/scholarship for school based youth sports SPORTS: leagues. Approximately 1,000 youth are served in these programs. Parents pay the full $11.00 fee for the program, Q or what portion they feel they can afford. This is to insure that all youth wanting to participate can take part, and was developed after extensive meetings with the PTA. Mr. ` Finston asked what percentage of players pay the full fee. Mr. Silkaitis advised about 60-7510. There is very little =_ abuse of the system. Mr. Finston also asked if the PTAs participate in the league activities. Staff advised the PTA/District 65 and Recreation Department all have defined - roles. An agreement with District 65 is updated yearly. Mr. Newton moved to reaffirm the policy as practiced with regards to school based youth sports leagues. Ms. Hallen seconded the motion. Motion carried. -3- OUTREACH PLANS FOR Staff furnished a memo setting forth ways to increase public SUMMER PLAYGROUND FEE cognizance of the fee assistance/scholarship program. ASSISTANCE: Mr. Moran asked which of the proposed items were not done in prior years. Staff advised public service announcements (PSA's), information in Schoolchildren's Newsletter and a boxed item in the Arts & Recreation magazine had not been done previously. Mr. Newton moved to release PSA's to local media, emphasizing fee assistance but the motion died for lack of a second. Other methods of "spreading the word" include informal, one-to-one visits and follow-up on the part of the Police Department volunteers and Fleetwood-Jourdain center staff, and an information booth at the Spring Fling. Mr. Finston asked if there is a budgeted amount allocated for fee assistance. The Business Manager affirmed this. Mr. Finston then asked if it showed good fiscal responsibility to ask for more response if the amount used increases each year at the expense of other programming. Mr. Newton said the question was one of striking a balance between need and available Handing. Mr. Newton asked if possibly the aldermen concerned might be invited to a future Board meeting for further discussion of the question. Mr. Moran said the Board made a commitment to look at publicity for fee assistance and take appropriate steps. The Board is responsible to make policy known clearly and to take a balanced approach in implementing that policy. Ms. Hallam emphasized the purpose of advertising is to make known what programs are available, and she is opfosed to PSA's advertising fee assistance as their sole purpose. In the Human Services Meeting, a community member called into auestion the use of magazine advertising in a neighborhood where print is not the most efficient media. Ms. Hallen pointed out that radio station WIUR and the two local newspapers where such PSA's would run, would not be the most effective media in the area in question either. As the number of requests for fee assistance funds becomes greater, the Board has adopted more strict verification procedures. In his memo, Mr. Wirth asked that Mr. Moran send the Human Services Committee a memo delineating efforts to inform residents of the availability of fee assistance. Ms. Hallen asked if the concern is in reaching underserved residents, or in seeing if there is a more efficient, less high -profile way to make information available. Ms. Hallen strongly advised advertising programs first, adding "fee assistance available" second. Mr. Moran reminded the Board of its fiscal responsibility. Fee assistance is not in a vacuum and a balance must be struck between supporting programs and making programs available to all residents. dr. Finston asked if it is possible to trace programs for which fee assistance is requested, to aid in selecting the best media coverage. Staff will furnish a list to the Board. -= f Ms. Hallen moved to approve methods previously undertaken, with the addition of a boxed notice in Arts & Recreation and information in the Schoolchildren's Newsletter when camp information is included. Mr. Newton seconded the motion. In discussion, Mr. Moran reminded the Board it is possible to try PSA's, then assess their impact on programs. Ms. Hallen suggested adding a question to the fee assistance application to establish where fee assistance respondents found the information. Motion carried. Mr. Moran will send a memo to the tlurnan Services Committee explaining the ways fee assistance/nc:holarship information is disseminated at the current time. fir. Newton asked to explore broadcast on public access channels cs:s a possibility, Mr. Moran agreed. Findings will be reported at a future meeting. PUBLIC SKATE PROPOSED Mr. Dorneker asked Board approval of the increase from FAMILY RATE FEE $8.50 to $12.00 for a family of four, and $1.50 to $2.00 INCREASE: for each additional family member for family skate be approved. This rate was left off the original fees and charges schedule. The rate is competitive with other area facilities. Mr. Finston moved to approve the rate as given, Ms. Hallen seconded. Motion carried. ARTS & RECREATION Ms. Logan presented the bids as submitted for the Arts & CONTRACT APPROVAL: Recreation magazine for FY90-91. Staff recommends acceptance of the low base bid by General Printing Company, Evanston for typesetting, design, keylining and pasteup at $7,344; and second lowest base bid by Glenbard Graphics for printing at a total estimated cost of $91,782. The lowest printing bidder did not meet staff's standards. Glenbard has printed the magazine for several years. Bids were based on six 36-page issues. If larger issues are required, costs will be higher. Ms. Hallen moved to approve acceptance of Glenbard Graphics as printer, Mr. Finston seconded the motion. Motion carried. Ms. Hallen moved to approve acceptance of the bid by General Printing Company for typesetting, keyline, design and pasteup, and Mr. Finston seconded the motion. Ma tions carried. Mr. Newton asked if other costs were included, and what they were. Ms. Logan, said cover art/photography generally run about $350/issue. Earn & Learn (delivery, labeling and bundling service) is not bid out at the present time. COMMUNITY NUTRITION Staff presented an amended agreement for CIiN, which provides NETWORK INC. AGREEMENT: congregate and home --delivered meals for Evanston seniors. }_ The main change is increase from $300 to $375 per month in rental. Mr. Newton moved to approve the contract pending final review by the Legal Department. Ms. Hallen seconded the motion. Motion carried. STUDY DOCKET: Mr. Moran asked if any more had been heard from Family Focus and if the month -to -month extension was approved. Staff advised a verbal agreement had been made, and a letter confirming the agreement sent to Family Focus. -5- Mr. Moran will finish a counterproposal Friday and forward it to the City Legal Department and to Family Focus. Mr. Finston asked if mutual waiver of subrogation under insurance policies would be part of the lease. He asked if the City policy provides fire legal liability coverage. Mr. Asprooth explained the City does have casualty/loss coverage on City buildings. Property in its care is another matter, and efforts are made to not accept coverage responsibility, (i.e. tloyes Arts Center tenants must have own coverage). Mr. Moran will include the waiver in the counterproposal. Mr. Moran asked for a motion to approve the draft Gift Acceptance Policy - Ms. Hallen moved, Mr. Finston seconded, motion carried. The policy provides conditions under which material gifts of a non -monetary nature can be accepted. Fees and Charges will supply draf Marketing Survey added, as was th, information. Mr playground fees. policy revision is moved to March, Mr. Moran t for comment prior to that meeting. The for the Recreation part of the magazine was survey on fee assistance sources of . Dorneker asked to add the question of COMMENTS FROM BOARD Mr. Newton welcomed Margaret Hallen and Irving L. Finston, MEMBERS: adding that he looked forward to working with them both. Mr. Moran reminded members of the FAAM Pancake Breakfast Saturday, February 17, from 7 am to 1 p.m. and encouraged attendance by Board members. ADJOURNMENT: The Board adjourned to executive session to discuss a personnel matter. Mr. Newton moved to adjourn, Mr. Finston seconded. Motion carried. The board reconvened from executive session and adjourned at 10:00 p.m. Reception will be held at 7:00 p.m., prior to the next meeting, to present the 1989 Community Service Awards. The next regularly scheduled meeting of the Evanston Recreation Board will be Thursday, March 15, 1990 at the Fleetwood-Jourdain Community Center, 1655 Foster, Evanston, IL at 7:30 P.M. EM:ejf 02--25 "Draft - not approved" r» MINUTES "Draft - Not Approved" EVANSTON RECREATIO.A BOARD MEETING March 15, 1990 Er. Moran called the meeting to order at 7:37 p.m. The meeting wan held at the Fleet-accd-Jourdairn Cc.--T.unity Center, 1555 Fester, Evanston, IL BOARD HEI•3ERS PRESENT: Mr. Ed Moran, President Xs. Janet Webb, Secretary 0. Margaret Hallen, First Vice President Xr. Irving L. Finston, Second 'lice President BOARD ABSFNT. Mr. Dennis Newtcn, Treasurer STAFF M=!�BERS PRESENT: Xr. Bon Wirth, Director, Parks, Recreation & Forestry Xr. Eob Dorneker, Manager, Robert Cram Co:'_r.unity Ctr. Mr. Gary Silkaitis, Supervisor of Sports & Fitness Ns. Martha Logan, Public Informaticn Specialist it. Paula Crirmond, Supervisor, Artz L• Special Services iS. t'.a...ip Smith, Manager, Fla_tH=c' -.: Juru:: i1; Center Xz- A h7 ryes, Qna _q Levy Senior Cenu... Hs. Miriam S . ..." 7 : usinenz Xanage . Mr. Robert Lloyd, Frog -am Qnagcr.=l_et:.cod-.:ourdain Hs. Elaine Ferris, Fczording Srnrctnry OTHERS PRESENT: Dan Jchnson, Leirurc 07r king Center Advincry Cc^m ttea , Mary Roberts, Levy Center; Emily Fe,ndt, Rs ert Cro•.rn Center; Lary Gleason, Eitty Van Leuven, Qrt a Fowler. Mr. Wirth presorted Ccmiunity Service Awards from the Illinois Parks and Recresiion Asociatien. Awaras went to E'dmun, 10ran; Bill harden, accepting for First National Bank; and Howard Cook, who accepted on boh;lf - of the Evanston Bicycle Club. APPROVE'.'. OFF 1-1111UTES: Vs. Hebb movct to accept the minutes of the reZul;r Eoard meetinf, of Fetruary 15, 19ja a;; wri tt`.cn. `�s. Hallen ..aconded the n3ticn. Qt= _n cn rr nd. C'......E375 FROn OBSER ERS=. Van Leuven, Un. r cwl er and 73. Gi _ _ man pre -e'nted a s:.ronLr arguscnt for e0ablisning a num er oo`nboll proZra^: for girls. There is a doorth of rof tLal l programming for girls aSe 9-13. The ncil =1 tKe inter_nt are pre:ent. An an ez2 ale, practices are o ganiz_! by grade, not by s^ :col in :;i lf,.att . Ms. Van L=Ct'rnid 1z w7:lr Ti G-bl; rerrGe`i�r if �:"�:are not t orga:,iY,:d thr-c�.r--. __.:gal.,s , �..: t:.-, are o�.,, of sesz:cr.. f, survey of schcoln for 3-05 gradorn .rho: sd at least 15 in nach sc col Interested. Mr. lbron expinined todget and space considerations. Ms. Van Leuven a_1iC& if the proCran co'ild t: ."..Q so as to not regoire Daportr gin:. rtaff, could zpane be mound? Typically, :spare concerns cre pira%aunt. srkin" with rchnol districts My be a possibility. Mr. 15ran aNced :staff to report. at Lhe May board meeting. A recom,,_nded program can then be considered for the 1991-92 budget. -2- LEVY CENTER ADVISORY Membership as of February is 805, twelve over last year. The CC'•".•lITTEE REPORT: membership is very actively recruiting new members. The Council on Aging, Leisure Learning Center and Levy Center are co -sponsoring a retire.mcnt fair. The Life Enrichment Fund is sponsoring the attendance of a staff member and a Life Enrichment Fund Board member at the conference on Leisure in Aging, held April 29-May 2. The Sanior Fashion show is sold out. ROBERT CROWN CENTER The Advisory Board vot;,.-d to purchase a new marques for the outer ADVISORY BOARD REPORT: lobby, replacing thy onn purchased seven years aao. Also aplrl i& for purchase was a now valance walk beam for a now program. A motion was passed to rr.;rre the building swo'refree: smoking to t, allowed only in the lobby area. This will be on a 3-month trill basis, with enforc£mont by building supervisors. The 1990-91 National Recreational Championship Figure Skating has been awarded to the Robert Crown Center on August 7-13. Rand/l1cb& 1 has Committed to purchase a blocs: of 500 tickets fcr the Nutcracker for their Christmas party. A PR packet fcr tK American Association of Speed Staters trials has been sent by staff. ''s. Eerendt finished by ccomendin& Crc•.:n staff for th i-- dedication and 'ra.'d ..:, k c:, these work project LEISURE LEARNING CENTER Mr. Jonnscn gave a brief history of the ccr:;itte_, which ADVISORY COMMITTEE was formed in 19a9. Current co:sittee members include REPORT: 1 LU:1� N CV.: i. _' Philip Bnrrcn, Stuart Br inky, Andrew Fisher, and Nesna Schwarz. Plans are to ir.creace the C mmittee to seven nesters and to continue the practice of selecting members with diverse in„cre E and outlooks tc best represent the community. A major thrust of the committee, in cooperation with staff, is securing funding fcr major events: Starlight Concerts and the Evanston Arts Festival. The group v.as successful in securing sponsorship for the Starlight Concerts frcmn the Evanston Fourth of July Committee. Future possibilities include incorporation as a non-profit group and seeking out grants, and input on the new Center. Nent sleeting is May 1. FLvEE�COD-JOURDAIA Staff gave a;, update cn Advisory Board activi4iez: Approximately ADVISORY BOARD UPDATE: 0,000 was expo nd l by the Advisory Board this ;;ear. We of the major items wan windscreen; for tennis program. Two ars ago � the program had 10 students, at the end of last su m-mer, 95 registered. Another item is a large tsrp to cover the gym floor for use by summer play grcund. This should reduce the need for maintenance. the Royz High Schco1 Easketball Banquet is March 30, 6 p.m. and h" R creatic;z Ward is invited t attend. TREASURER'S REPORT: Ms. Shabo read the Tre nnorer's Report, showing total disbursements of $2601101.30 as of February 23, 1990. FUSIN= MANAGER'S Mo. Shabo said information for the Business Wager's report EFFORT: is not yet available. Ms. Webb moved to ratify lease of new xerow machine, Mr. Finstcn seconded the motion. Motion carried. Ms. Hallen moved to ratify the softball purchase, Ms. Webb seconded the notion. notion carried. CCt•E-!U'NICATI0;1S UPDATE: A question was raised at, the previous meeting concerning use of City Cable to prcmot" recreational activities and special events. That medium in Already being used. As a rule, press releases go to: Evanston/Skokie Review, S'%okie Cable, the News -Voice and Evannton City Cable. SUPERINTENDENT'S The off -ice facility construction is nearing completion at REPORT: Robert Crown. Construction of a small storage area at Chandler is scheduled for late .su=.er/early fall, The shelter in Leahy park is ready for summer programs. In April, the poorer boat rat;sp harbor area will be dredged. About 12,000 cubic yards of sand frcm that dredging will be transported to Dempster and Lee St. beaches. Another part of that project is pouring concrete for the fifth ant sixth rampn. The Lovelace ss^cer field contract has been awarded. Construction should be completed by early summer. The memo on fee azslstance presentee to the Human Services Cc=mittee was accepted and approved. Personnel will be making an offer to the top candidate fcr Program Manager at the Fleetwood-Jourdain Center. The Senior Accountant position will be opening shortly. CAMP E.11ROLLMENT UPDATE: Staff furnished an update on the enrollment for summer camps. Because the camp booklet is distributed in mid -December, ever earlier than last year, scme programs have already been filled. Aquatic Camp was fully subscribed on February 6, 19,0; six weekc earner than last year. Two camps cre new this year: skating and hockey camp. An additional site for preschool has been added at Bent Parr: to accommodate demand. COOPERATIVE AGREEEMENT As in prior years., a reciprocal agreement with Qonie Parr: WIT:1 F;,0 E FrlRl diztrict ail /15 Evanstsnl rvoidEnts to purv.,,asc pcol passes DISTRICT. at S' &ie rezident man, and Koki^_ renid_nts to purchase beach pssaes at Evanston rezid Alt rate:. POTA:1ATOMI EUS CKTRACT Staff reccmmend:; ay rcval or the bid sutm itted by Kbinnan APPROVAL: bus cotpany. It is aino the sole bidder. t:_ . 115b movO to approve the bid ac sutnittcd, Mo. Hallon recorded the motion. N7. F inzt= askeJ fcr how 1=5 there hoc been cnly one bidder. Star t-:'.`: is cd a number of years. This contract is part of the City'o minority net -aside program. Companies outside of the immediste area have not bvn able to provide the service. Notion cirri 1. RESTRICTED FUNDS tor. Birth explaincd the restricted fundn scarce: a number EXPENDITURE: of advisory toords and affiliated groups raise funds throu§1 activities, run by those boards and groupL. These restricted — funds are encumbered, with all cf the purchasing and accounting policies of the city t _ing follor 1. Cne of these nourcen vas the forfeit fees fsr Qc City-wida sportz innZ000, vlhieh aro 1:ept lf a torn draz not; L:;poar for ice.. gno). Incre a . not wnny-_ forfeits each year, but over a number of years, about 14000 has accumulated in the restricted fund. The items requested are: lagoon build`_ng furniture, tent canopy, television for coaches training, guard boat, safe, and safety mats were deleted from the budget during deliberations earlier in the year. Ms. Hallen moved to approve purchase of they items as requested. Ms. Webb seconded the motion. Motion carried. FAMILY FOCUS LEASF: Mr. Noran asked the topic be brought up at the April Board meeting, as material is not roldY for review. CORPORATE DONATIONS: Staff furnished an update on r:fd'orts to obtain corporate support for the Starlight Concert Series (support by the Fourth of July Committee has been obtained), the Very Spc_ia.( Arts Festival and the Lakeshore Arts Festival. Ms. Webb asked if the Very Special Art: Festival would be able to run withou`, more corporate backing. Staff advised it couK � scaled back. A small grant from Evanston Community FcundzW _. and ssme funds frcm City Support and Arts Council are availab'. District 65 will provide tr;nsport and tSSCher 2Wistanc- , at z: money is a ail,ble. There in no money fcr artist hororarioms. The Lakeshore Arts Festival will h2ve n; entertainment if corporate soppert is not available. 70 i na,t on the festival r o 1 believed h it a,, a whole is not �:aury^�, t,�t it is b _ _ that it will be significant. ARTS & RECREATION The Arts Council and the Recreaticn Department will both bo SURVEY: corspleting a marketing survey based on the arts & Recreation magazine. Northwestern University will ccrplete and analyse the survey results at no charge. Volunteers from Levy Center may do some of the telephone work. The survey is scheduled to be cc'~pleted in early/mid-'iay. FEE ASSISTANCE SURVEY Staff furnished a summary of ista � element for f�_ as 4�nc:. clam nt OF SOURCE I FOR.! ATION: F'i 1939_99. Arelininar„ totni fcr the mr i.. ?0,147, FL YGR OUND FEES: Staff rEcc:._ 2n0 scrutiny of thQ ex orditur- and revenuo budget for 07_..er Playground. The level of sorvice for playgrounds has gradually become alrnast identical to that c;�' camps, but t n cost is much lower. Tnerc is strong; opposition to raising the cost of summer play,rcund at the Max'_;= fe2 assiztznw e love! f rcn its current cont (:; 1G.50) . Gro•rrin4 de ian! for thin norviC_ is cauning an incravacd preszure on the budget. Thort are no fund^ a•:ailabl's to increase this hi hly subsidizcd service. REVI!:r1 A1E,.DA FOR 4/1 i Staff comni 1 _ infor;l. ..lon for the knKK3 with the H'u;"lZ^ HUMAN SERVICES of Dsp3rtmen Services Cc7nittec, including ac�:. COMAI;1EE: the Ccmmitteels requents. ac'tivitieL. 1.. . Wirth reviewed the A meeting was arranged to review and discus; information in detail for April 1, 1990, 8:00 a.m. 115. Rebb asked that the Management Learning Laboratory recommondation2 and report be made available to Q. Finston and It. Callen. -5- The issue of programs used as child care is becoming an increasinglyimportant issue in the ccurinity. Ms. ';:ebb and 72. Hal len, with assistance of staff, form `.' the c=Mi, wee• on child care. The Board doers not have a current policy on child care, but the current stance is that prcgramn nre to have recreational emphasis. tar. Finston asked if this tent, a Board policy or Council policy. M,. Webb said the Council had been included in discussions, but that this type of decision is a part of the Board's function. :; aff will identify a member of the Human Services Committee to be included in future discussionu of the Child Care Cc,mitto . ANNUAL TOUR OF 14s. Webb reco=ended a day -time tour of all facilities and FACILITIES: programs on July 3. The Board agreed with enthusiasm. STUDY DOCKET: There were no additions cr deletions to the Study Docket, The Family Focus Lease, Pees & Charges Policy Revision, and Playground fees relcrts were moved to the April Vcket, Corporate Donations to Xny, and Arts & Fecr•estion and t4 Fee Ansistancy S::rvey t; June. :0j21E?-:S FROM' EOARD Vs. Webb voiced ;per c_z_ern that there was no information in the April/May f"y Faun. []taut the zor_ng theater a.. '. icetwosd_ Jo:r dain anj asked if this would affect rovenue. Staff aivisst other measure; Vire(t ...ail flyers) have been taken. Nz. Q11e said she wa 00Q40d to hear of the r.: marcus 4zccw:;ea at Robert Crown. Nr. Finn= riuEstioned how the abs nce of the senior accountant would affect the function of the baninwzs office. its. Wabb reminded all present of the Girls Bz0atball Tournament March 17 funded by the Fol ice Department. March 20h is the FAAM banquet at FleeNood-Jourda in Center, cele".rating the 20th + 1 anniversary. Everett Stevens and Superintendent Ted Kimbrough from the Chic_go Schools are speakers. The Roard is invited to attend. ADJOURI TENT: tor. moved to nd j.o:.rn at 9:20 p.m. Mr. Fin -ton rnwc oat . _ _ Action.tion csrzc :. The next meetinC of the SvEnnton Recreation Vnrd ::ill tL Thursday, April ig, 1990 at the P,obor t Crown Cc.minity Center, 1701 Zin St., Evan ;von, 7:30 p.m. The Recreation Varl will hosi a rani - ice to h=r F.. _fiord D. Grcd 2y, now Superintendent of Recr ration, cn We2nowlay, AT ril 251910 at tho Flcetnc_l-Jourdain Cc..Tjnity Theatr 231 Evanston, IL, from 7:30 to 9:00 p.m. The community is invited. _r. e j f 02-25 "Draft -- not approve, • e 4 A "Draft Not Approved" EVANSTON RECREATION BOARD MEETING MINUTES April 19, 1990 Margaret Hallen called the meeting to order at 7:34 p.m. The meeting was Bold at the Robert crown Center, 1701 Main Street, EVannton, 11. BOARD MEMBERS PRESENT: Margaret Hallen, First Vice President Irving Finston, Second Vice President Dennis Newton, Treasurer {Present at 7:39 p.m.) BOARD MEMBERS ABSENT: Edmund Moran, President Janet Webb, Secretary STAFF MEMBERS PRESENT: Mr. Donald Wirth, Director, Parks, Recreation & Forestry Mr. Richard Grodsky, Superintendent of Recreation Mr. Gary Silkaltis, Supervisor of Sports & Fitness Ms. Paula crismond, Supervisor of Arts & Special Services Ms. Miriam Shabo, Business Manager Ms. Martha Logan, Public Information Specialist Mr. Robert Dorneker, Manager, Robert Crown Complex Ms. Mamie Smith, Manager, Fleetwood-Jaurdain Center Ms. Darlene Nilges, Recording Secretary C)THERS PRESENT: Ms. Olive Matthews, Mr. Bill Hannon, Ms. Mary Wood, Ms. Emily Berendt, Ms. Jean London. QUORUM: At 7:34 p.m. only two Board members were present. This did not represent a quorum; therefore, the members present could give approval to any motions proposed; but a special meeting would be necessary for Board ratification. APPROVAL OF MFNUTFS: Mr. Finston moved to approve the Minutes of the previous Board meeting of March 15. Ms. Hallen seconded; motion was approved. ROBERT CROW ADVISORY Ms. Matthews noted: efforts being made to fill opening on OCMMITTEE REPORT: the Crown Advisory Board; a volunteer plaque would be placed in the Center lobby; the upcoming Ice Show on the 18, 19 and 20th, which the cable TV channel announced. TREASURER'S REPORT: The Board reviewed the Treasurer's Report which showed total disbursements of $240,211.61. Mr. Finston moved to accept the report as submitted. Ms. Hallen seconded; motion was approved. At this time, 7:39 p.m., Mr. Newton joined the meeting, thereby constituting a quorum. Mr. Finston moved to accept the Treasurer's Report; Mr. Newton seconded, and the motion passed unanimously. Page Two OATS FROM Ms. Emily Berendt, a Robert Crown Advisory Conynittee member, OBSERVERS: requested the Board's review of a personnel matter at Robert Crown concerning an employee on suspension. Ms. Hallen noted that personnel issues must be discussed in closed session. Mr. Finston moved that the Board request from the city a written jx)licy regarding suspensions. Mr. Newton seconded. Motion unanimously passed. REVIEW OF MINUTES: Mr. Newton noted ttuit tho Minutes of April 19 contained an error. He asked that the statement that Mr. Newton had moved to adjourn the meeting be corrected to reflect the fact that Mr. Newton had not been present. With that correction, Mr. Newton moved to approve the Minutes of the last meeting; Mr. Finston seconded; motion passed unanimously. LEVY CE2R17ER ADVISORY Jean London called the Board's attention to the article OCHN ITTEE REPORT: and picture in the 4/12 Evanston Review; noted volunteers were being honored during Volunteer Month; invited the Board to the May Gala on May 18. To Mr. Finston's question concerning the Senior Olympics, Mr. Grodsky answered that groups from Levy will compete in this six -county event July 27 and 28. EXCEPTION TO CAMP Mr. Grodsky invited Mr. Silkaitis to give an overview REGISTRATION POLICY: of a request from a citizen. Mr. Silkaitis outlined how a parent had not been able to get her son into both the a.m. and p.m. sessions of Chandler Sports Camp because the morning session was filled. The parent registered for a.m. sessions at Crown Camp, but wished an exception to policy since she said she was not notified of camp registration in time. Mr. Silkaitis explained how mailing lists of past campers are generated and ramp magazines mailed out in December; since the child in question had been in four sessions of camp last year, he was on the mailing list. Ms. Hallen said that, though it was unfortunate the parent appears not to have received the mailing, there was in fact no cause for exception to policy. Mr. Finston agreed, felt there had been no systemic failure by the Recreation Department, and felt an exception would set an unfortunate precedent. Mr. ?;(--,;ton moved to ratify staff's action in this instance and deny the request. Mr. Finston seconded. Motion unanimously approved. It was requested that a letter be generated to the parent. CCKIMCATIONS Ms. Logan reported the June/July edition of Arts & Recreation UPIiATE: was going to the printer Monday. She noted the promotion of several spring and summer events, and said staff presently was working on the magazine survey, which would use volunteers from Levy Center and staff to make 300 phone surveys with Page Three follow-ups to seniors regarding t1joir long-range planning needs. Northwestern students wero helping, and random names from the Evanston phone book would be used. SUPERINTENDENT'S Ms. Hallen introduced Richard Groii;ky, Superintendent of REPORT: Recreation, who outlined his first. week as Superintendent. Mir. Grodsky reported that none of 63 applications for Program Manager at Fleetwood-Jourdain were found to be quali- fied, and that readvertising would bp done for new candidates. A new Senior Accountant, Doris Wanq, would begin May 7. Mr. Grodsky Invited Bob Dorneker to discuss approval of the concessionaire contract for Robert Crown Center. CONCESSIONAIRE CONTRACT Mr. Dorneker explained two minor changes to the new contract. FOR ROBERT CROWN CNTR: Mr. Grodsky noted this concessionaire has been used success- fully in the past, and was the only bidder for the contract. Upon discussion concerning certain clauses in the contract, limits of liability and insurance carriers utilized, Ms. Hallen invited a motion to accept the contract. Mr. Finnton so moved, Mr. Newton seconded., and motion passed unanirmusly. OFT -ICE TRAINING Mr. Grodsky explained staff's recarmendation to use a ROCM FLOOR CONTRACT: flooring material which would create a safer, softer floor for an additional $800, and noted costs were allocated from an anonymous donation. Mr. Newton moved to approve the $800 additional expenditure for the P.amflex flooring material. Mr. Finston seconded; motion unanimously approved. CHANDLER CENTER Mr. Grodsky noted the storage room would provide a needed STORAGE ROCM: 15 x 30' storage area, and that funds for this project are allocated in the 89-90 CIP. He reported the Site Plan Review Committee had analyzed the proposed plan and that the search for an architect had begun. He invited the Recreation Board's involvement and outlined the steps involved through construction. Discussion ensued. Mr. Wirth explained the various levels of involvement opted by former Boards. Mr. _ Finston advocated involvement. It was clarified this addition was a storage room only, minimally heated, at the south east corner of the gym. Ms. Hallen felt the Board would welccme involvement; Mr. Newton stated that involvement should not add cost or additional time to complete. It was clarified that the City does not have an architect on staff, and that such person will be retained for that purpose. £_ 13EACH TOKENS FOR Gary Silkaitis outlined the approved practice of past years YOUTH -SERVING AGENCIES: whereby youth serving agencies would pinpoint disadvantaged clients for whom maximum -discounted beach tokens would be provided, with the agencies paying the minimum rate after fee assistance. He noted that the plan is similar to _ the method whereby we authorize the Police Department to identify children for Summer Playgrounds, in which Police = personnel verify eligibility for maximum fee assistance. Last year, Mr. Silkaitis continued, about 100 - 150 children benefited through the participation of four agencies. He outlined how a letter would go to 30 - 35 agencies inviting participation, If the Hoard approved continuance. Page Four Ms. Hallen noted the agencies pay a discounted fee, which is 25% of the normal cost for a token. Mr. Wirth shared additional information. Mr. Finston moved to continue the practice outlined above for one calendar year, at the end of which time the practice would be reviewed and either form -illy accepted or discontinued. Mr. Newton seconded. Motion paas3ed unanimously. CAPITAL IMPROVEM01T Mr. Wirth called thi. Btx3rd's attention to the Capital Improve- RECCHMENDATIONS ment schedule over the next five years for Recreation, which is updated annuallY. He Invited the Board's Involvement, noting that many paijt Boards did not choose involvmffrient, or chose it to varying degrl'es. He outlined funding sourcas and the terms Necessary and Desirable as they apply to projects and noted any recattrienda t ions from the Board would be needed by the next Board meeting, or, if the Board wished, it could appear before the Administration and Public Works Committee at the tune Recreation improvements are discussed. Ms. Hal len recommended this item be carried over to the next meeting for review by the entire Board. Discussion on the City-wide Comprehensive Plan; the Board's need for a detailed narrative concerning the Capital Improvement Plan; existing program and capital improvement plans for Recreation such as the MLL Study and material furnished as part of the requirement for a UPARR grant which the Board could review. It was agreed to hold this Item until May. SLHIE t ICE RATES: Robert Dorneker explained the request for the second year to lower swimmer ice rates. He explained that demand is less at these times; that other facilities also lower fees; that he had already received inquiries about lowering fees this year; that there is a positive impact of approx. $3,000 - $4,000 because of Increased ice usage. Mr. Finston moved for approval of the reduction in summer ice rates. Mr. Newton seconding, motion passed unanimously. STUDY DOCKET: Regarding the Family Focus lease: Staff requested an extension until next month. Mr. Finston so moved, Mr. Newton seconded; motion unanimously approved. Regarding the Fees & Charges Policy: The Board felt this Item should be deferred until next month when President Moran would be present to comment. Mr. Finston moved to defer, Mr. Nowton se-conded; motion passed unanimously. Regarding Playground Fees: Mr. Grodsky stated that staff _� recommends no changes over last year for this fiscal year, but recommends evaluation at the end of summer. Mr. Finston strongly recommended action after the evaluation; Mr. Wirth noted that decisions on the data available after the summer would be necessary when planning the 91-92 budget. Mr. Wirth reported that the Human Services Committee, E which had requested information on this topic, apparently was satisfied. Mr. Finston expressed the Hoard's concern = about this issue, said the Board would be reviewing closely, and }moved to evaluate the Sir Playground fees Nc In September, concurrently with budget discussions. Mr. Newton seconded and motion passed unanimously. Page Five CCHKEN "S FRCM THE BO"D: U 0. * 15Flyl9 Ms. Hallen noted the reception to introduce Mr. Grodsky was April 25 and hoped all would cam. Mr. Newton enjoyed meeting with Human Services last week, outlined what he'd heard regarding the importance of meeting the needs of the community; and hoped there mia an apprecia- tion of the limited ability to address all those needs Within the confines of the Recreation budget. He looked forward to continued discussions. Mr. Finston moved to adjourn the Recreation Board meeting. Mr. Newton seconded, motion was approved, and the Board adjourned at 9:02 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be on Thursday, May 17, 1990 at the Chandler Cam mnity Center, 1028 Central Street, Evanston, at 7:30 p.m. "Draft -- Not Approved" MINUTES "Draft - Not Approved" EVANSTON RECREATION BOARD MEETING May 17, 1990 Mr. Moran called the meeting to order at 1:37 p.m. The meeting was held at the Chandler Community Center, 1728 Central, Evanston, IL. BOARD MEMBERS PRESENT: Mr. Ed Moran, President �f Ms. Janet Webb, :secretary Mr. Dennis Newton, Treasurer Ms. Margaret Hallen, First Vice President Mr. Irving L. Finston, Second Vice President STAFF MEMBERS PRESENT: Mr. Don Wirth, Director, Parks, Recreation & Forestry Mr. Richard Grodsky, Superintendent of Recreation Mr. Gary Silkaitis, Supervisor of Sports & Fitness Ms. Martha Logan, Public Information Specialist Ms. Paula Crismond, Supervisor, Arts & Special Services Mr. George Dotson, Program Mgr.,Robert Crown Crmmunity Ctr. Mr. Kevin Wallin, Manager, Chandler Community Center Ms. Miriam Shabo, Business Manager Ms. Denise Toepfer, Program Manager, Chandler Center Ms. Elaine Ferris, Recording Secretary OTHERS PRESENT: Cheryl Wollin, Aldermanic Liaison; George Ammerman, Leisure Learning Center Advisory Committee, Mary Roberts, Ruth Carnahan, Levy Center; Emily Berendt, Robert Crown Center; Alfred C. Tisdahl, Evanston Youth Hockey Association; Carlos Mitchem, Lt. Michael Gresham, Evanston Police Department; Robert Lifton, Evanston Sailing Club; K. J. Naidu, Evanston Badminston Club; Louis Berman, Evanston Postcard Club; Deborah Vaughn. APPROVAL OF MINUTES: Mr. Finston moved to accept the minutes of the regular Hoard meeting of April 19, 1990 as written. Ms. Hallen seconded the motion. Motion carried. LEVY CENTER ADVISORY The Evanston Sports Association (ESA) awarded $224 to the COMMITTEE REPORT: Levy Center for the Senior Olympics. Ms. Roberts, the new Chair of the Levy Center Advisory Committee, urged Board members to attend the May Gala, which this year honors Levy Family for 20 years of involvement, as well as outstanding members of the six neighborhood clubs. Ms. Roberts asked for progress on the request to rename the library in honor of a former member. A letter has been mailed to Mr. Horwitz - requesting more detailed information, after which the Recreation Board will consider the request. The Life Enrichment Fund sponsored a staff member and two Life Enrichment Fund Board members to attend the conference on Leisure in Aging, by the NRPA. There were three basic tracks: health & wellness, housing, and social services, and information was returned on all three areas for further sharing. F .-2- ROBERT CROWN CENTER Ms. Wood invited the Board to the Ice Show. The ESA gave ADVISORY BOARD REPORT: $500 toward the purchase of a video camera which was matched by the Robert Crown Advisory Board. The Advisory Board also donated $95 for a rocking horse for the preschool classes. Funds for both were the result of the Flea Market. Ms. Webb moved to approve the revised Robert Crown Advisory Boars Guidelines. Mr. Newton seconded the motion. Motion carried. TREASURER'S REPORT: Ms. Shabo read the Treasurer's Report which showed total disbursements of $233,002.19 as of April 30, 1990. BUSINESS 14ANAGERIS Ms. Shabo said information for the Business Manager's report REPORT: is not yet available for April. Revenues recorded for the fiscal year through March 31, 1990 totalled $214,680, or 6.4800 of the annual budget. Expenditures for the same period totalled $206,003, or 5.26% of the annual budget. Initial figures for the survey of where partipants using fee assistance find out about the availablility were distributed, which showed 71" found out about the possibility through Arts & Recreation magazine. Mr. Moran commented that some of th, concerns over the ability of potential fee assistance applicants to find out about programs in the magazine were evidently unfounded. STAFF REPORTS: Mr. Grodsky introduced a new item, short reports from each of the middle management staff. These brief reports are intended to keep the Hoard apprised of new development,,, future upgrading of facilities and programs, and any problem areas which may need action. Ms. Logan: Arts & Recreation Marketing survey is completed. Analyzed data should be ready by the end of the month. _- Mr. 5ilkaitis: An Architect has been selected and is developing plans for the sterage center at Chandler. Will go to the Board for suggestions by ,Tune meeting, and be constructed by Late August/September when the building is scheduled normally to close for cleaning. Beach tokens are being sold at centers (a new idea). Ms. Hallen commended staff on the convenience and Mr. Silkaitis credited Ms. Crismond's staff. Mr. Dotson: Magnificent Classics on Ice, a production of �� the ice skating school, is the current production. Preschool commencement is also this week. During the last two weeks of May, the ice will be taken out and extensive repairs undertaken. Ms. Crismond: Parks department has completed sealing the floor, and other improvements have been added by the Advisory Committee. Spring Fling is May 20, and the Board is invited. On June 18 all camps open. Completing a request for proposals for the heating, ventilating, and air conditioning (HVAC) project at Fleetwood-Jourdain. A study grant from CDBG -- is slated for 1990-91. -3- AFFILIATED GROUPS: Mr. Tisdahl and Dick O'Connor gave a brief overview of Evanston -EVANSTOtf YOUTH Youth Hockey Association activities. Leagues are offered HOCKEY ASSOCIATION: for ages six through high school, are parent -run, not -for -profit. A scholarship program is available. Teams are run at every level in each league. This year a special pledge of good sportsmanship/good conduct was signed by each player, and has worked very well. Some equipment is available, but the main source is a fall used equipment sale. Are looking into the possibility of a "sponsor" board for scoreboard, to attract corporate sponsors. -SAILING CLUB: Mr. Lipton gave the Sailing Club update. Membership is approximately 80 adults, 20 children. The Club furnishes sailing instructors to the Leisure Learning Center. Dues and small income from annual regatta are main fundraisers. Ms. Hallen asked if only sailors could join: club is open to all. Mr. Lipton then brought up a potential problem: boaters are being priced out of sailing by costs of rack, permit and beach tokens, particularly for non-residents. He asked the Board consider a rollback when setting next year's rack costs. -BADMINTON CLUB: Dr. Naidu thanked the Board for their support in past years. The club serves all ages. Currently members range from 25 to 70. In an aside, he noted the game was originally named after the Duke of Gloucester at Badminton Hall. SUPERINTENDENT'S interviews for the Program Manager at Fleetwood Jourdain REPORT: will be completed this week, with an anticipated hire date of June 11. Staff will be studying, over the next several weeks, options for using the current computer system with modifications to increase its longevity before an upgrade of the system is necessary. A recommendation will be brought to the next meeting. The Human Services Committee met May 7 and 14 on the playground program in Evanston. The Recreation Department explained the current playground program at the first meeting. The second - meeting was to start preliminary discussion on the daycare situation in Evanston. Budget sessions will begin next month. In preparation for those discussions, staff furnished two letters voicing concern for at -risk youth and requesting expansion of the summer leadership program. In commenting, Mr. newton said if the program is as effective as suggested in the letter, it would be a wonderful thing to have in the community... but but the quantity of funding expand the program to the degree recommended is not available in the Recreation budget; which is largely generated from user fees. This brings up the question of whether funding for programs involving a high degree of social service should be shouldered solely by Recreation. Ms. Webb concurred, saying $26,000 to -4- implement the program is an excellent idea - if it was available Mr. Moran reiterated the Board would continue to look at the large issues, including child care and at -risk youth, but must continue to program what is possible. ids. Hallen asked if possibly combining resources with another agency/agencies Would solve the budget question. FEE ASSISTANCE Lt. Gresham and Detective Mitchem spoke on the efforts of VERIFICATION FOR police volunteers to locate children who would otherwise PLAYGROUND: not have any recreational opportunities for the suer, and fund their attendance at summer playgrounds. Need is verified by observation or by asking people what their income is. Their has been an increase in youth activity this summer. Although the program applies only up to age 12, Lt. Gresham believes the program is vital in keeping youth off the streets in summer. As many as 150 are enrolled each year, some are sponsored for trips as well. A new youth program (WEDGE) is being sponsored by police. A march is to be held in Raymond Park. Mr. Moran thanked police for their efforts and great service, and sensitivity to the problem. GIRLS SUMMER SOFTBALL Staff is reviewing information collected on area programs. LEAGUE: It is not feasible at this late date to start a program for this year, but full details will be included in next year's budget presentations. CAPITAL IMPROVEMENT As previously discussed, the Board would bring to this meeting PLAN( RECOMMENDATION: any proposed items to be added to the Capital Improvement Plan for the upcoming discussions in June/July. Mr. Newton suggested that the renovation of the James Park soccer fields be moved up on the schedule if possible. Mr. Wirth noted that funds are scheduled for complete renovation of one field at James in the next budget year. Mr. Newton said the south field at the base of the hill is in the worst shape. ADVISORY BOARD MEMBER Ms. Webb moved to recommend approval of the appointment APPROVALS: of Thomas H. Horne and Pat Tosto to the Chandler Center Advisory Committee and of George Ammerman to the Leisure Learning Center Advisory Committee. Mr. Newton seconded the motion, motion carried. EXCEPTION TO RENTAL Mr. Louis Berman requested an exception to the rental policy POLICY -POSTCARD SHOW: policy for the Postcard Show. It is well attended, brings in a wide range of people from surrounding states. No admission is charged. Ms. Webb moved to accept staff's recommendation of 10% over last year's fee. Ms. Hallen seconded the motion. Motion carried. Mr. Berman asked the Board to consider finding staff or community member to take over the show, which he has rum for the past 14 years. Mr. Berman also asked if it would be possible to stabilize the rent for the next several years. Mr. Moran said that in the current budget policy, it was not possible to promise a set cost each year. Mr. Berman . . 4 -5- said it was difficult to budget when, for instance, last year the space cost was 22% higher. The show is intended as a service, and generally makes either a very small or no profit. Ms. Webb noted that other costs, salaries and fixed utility costs also rise, but the Board will do the best it can, but cannot give it to Mr. Berman in writing. Mr. Berman thanked the Board. REQUEST FOR EXCEPTIONS Two requests for exception to the camp registration policy TO CAMP REGISTRATION were received. Ms. Webb moved to approve a partial refund POLICY: for two children moving from Evanston. Mr. Newton seconded the motion, and asked if the program was fully subscribed. Motion carried. Ms. Hallen asked, if exceptions are being made, that we look at the policy. Mr. Moran suggested if the procedure for handling exceptions to policy is modified, the Board should formally approve those procedures. The Board did not approve an exception for a child who would be attending a different program sponsored by District 65. Further discussion on refund policy will be a part of later budget discussions. CORPORATE DONATIONS Shaw Development confirmed sponsorship of a portion of the REPORT: Evanston Arts Festival entertainment. Ms. Webb moved the Board approve staff's recommendation to overspend with caution, to make up the remainder. Ms. Hallen seconded the motion, motion carried. Staff is hopeful that additional purchase awards will be secured. Staff presented options for the Very Special Arts Festival. Funding is insufficient for the program as planned. Staff recommended changing the focus from one festival to a quarterly event, held at Levy Center. Approval of Very Special Arts - Illinois is needed before this change is instituted. In this way, a variety of special populations would be given an "art experience". Mr. Newton moved the Board accept staff's recommendation to downscale the festival, as long as funding sources approve. leis. Webb seconded the motion. Motion carried. Staff will let the Board know the outcome of negotiations. STUDY DOCKET: Ms. Webb moved the Family Focus lease be discussed in executive session. !fir. Newton seconded the motion. Motion carried. The Fees & Charges Policy revision was moved to September meeting schedule. Capital improvement, Fee Assistance Survey, Corporate Donations, and Family Focus Lease were removed. COMMENTS FROM BOARD Mr. Newton voiced his concern over funding for commitments for MEMBERS: existing programs in the community. He would be interested in comments from elected officials with any ideas they have about meeting some other needs: in reference to the request for a greatly expanded Leadership Training Institute program. Ms. Webb said the gym floor at Fleetwood really looks fantastic. She has toured playgrounds in response to concerns. Ms. Hallen said k . . t advisory boards have expressed concerns over budget. We have to think of recreation in another way, because I don't think we're serving what the community wants. If we are, then the community should be more supportive. Ms. Hallen commented she was very pleased with the bi-wec;kly update from the superintendent. Mr. Finston reviewed the 141.1. Recreation Planning Study and directed the Board's nttention to pages 43-44, sporting activities and daycarj. ADJOURNMENT: The Board adjourned to Executive Session to discuss a pending real estate issue. The meeting was reconvened at 10:25 p.m. A motion was made by Margaret Hallen to accept the revised lease agreement with Family Focus subject to the City's final review by the Legal Department and negotiation with Family Focus. Seconded by Dennis Newton, the motion passed. Mr. Newton moved to adjourn at 10:30 p.m. Ms. Webb seconded. Motion carried. The next meeting of the Evanston Recreation Board will be Thursday, June 21, 1990 at the Civic Center, 2100 Ridge, Evanston, 7:30 P.M. MINUTES "Draft - Not Approved" EVANSTON RECREATION BOARD MEETING June 21, 1990 Mr. Moran called the meeting to order at 7:35 p.m. The meeting was held at the Civic Center, 2100 Ridge, Evanston, IL. BOARD MEMBERS PRESENT: Mr. Ed Moran, President Ms. Janet Webb, Secretary Mr. Dennis Newton, Treasurer 143. Margaret Hallen, First Vice President Mr. Irving L. Finston, Second Vice President STAFF MEMBERS PRESENT: Mr. Richard Grodsky, Superintendent of Recreation Mr. Gary Silkaitis, Supervisor of Sports & Fitness Ms. Martha Logan, Public Information Specialist Ms. Paula Crismond, Supervisor, Arts & Special Services Mr. Robert Dorneker, Manager, Robert Cro•.m Complex Ms. Athy Ames, Manager, Levy Center Ms. Mamie Smith, Manager, Fleetwood-Jourdain Center Ms. Emily Mills -Palmer, Program Coordinator Ms. Elaine Ferris, Recording Secretary OTHERS PRESENT: Gene Hell, F.A.A.M.; Tom Brejcha, Grosse Pointe Soccer Association; Mary Roberts, Levy Center Advisory Committee; Dick Seaman, Robert Crown Advisory Board; John Fitzgerald, AYSO; Pam James, Evanston Tennis Association; Jane Colleton, CAE-MOMS/COE-POPS. CONSENT AGENDA: Ms. Webb moved to accept the minutes of the regular Board meeting of May 17, 1990, with the correction of "badminton" on page one. Mr. Newton seconded the motion. Motion carried. Mr. Grodsky read the treasurer's report, which showed total disbursements as of May 31, 1990 of $219,557.36. Ms. Hallen moved to approve the appointment of Mr. Morton J. Liebling to the Levy Center Advisory C—c—anittce. '!s. Webb seconded the motion, motion carried. COMMENTS FROM Mr. Fitzgerald, American Youth Soccer Organization (AYSO), OBSERVERS: shared photographs of field conditions at James and voiced parent concerns over those conditions. He presented petitions requesting renovation of soccer fields at James. Forecast from AYSO programs similar in size indicates potential for 300-500 players in the next two to three years. Mr. Brejcha, Grosse Pointe Soccer Club, added his belief that soccer is growing substantially and will continue to do so. .ne club appreciates the reconstruction being done at Lovelace. Mr. Moran asked if school fields and other areas had been researched to see if more fields could be developed. Mr. Silkaitis referred to a study done last year, which will be furnished to the Board. Mr. Newton commented that there are funds set aside in the Capital Improvement Plan for improvements of the James Park soccer field(s) in the 1991-92 plan. P,;. -2- LEVY CENTER ADVISORY Ms. Roberts, Levy Advisory Committee, reported the Life COMMITTEE REPORT: Enrichment Fund approved purchase of six-foot banners to be hung on lampposts on Maple Street. Also approved was a $100 Purchase Award for the Arts Festival, to be given to an artist over 50. Collecting for the September Bazaar begins August 1. ROBERT CROWN CENTER Mr. Seaman said the Advisory Hoard 1) feels the need to restore ADVISORY BOARD REPORT: funds for the holiday theme parties, 2) wants to extend hours of coverage by Park Patrol on Friday and Saturday 3) commends staff on maintenance of equipment after the power failure. The ice is back up - only four days later. AFFILIATED GROUP Mr. Bell gave information on the Fellowship of Afro-American REPORTS: Men (FAAM). Focus is on team play, good sportsmanship and - FAAM role models. 16 teams play, all Evanston youth. Practice is expanding; 35-40 volunteers give up to 16 hours/week. Up to two years ago, there was also a summer program. Still feel it's a good summer activity, and would like to see it revived. Funds are raised at Pancake Day. Mr. Moran thanked Mr. Bell, said he had heard good things about the program. ter. Finston asked about girls teams; there are four. - EVANSTON TENNIS Ms. James, Evanston Tennis Association, gave brief background ASSOCIATION: of the association. The association holds five tournaments a year, both mens' and women's leagues, at three levels. The association was formed in 1960. Funds from the July 4th tournament help defray costs of other events. Ms. James requested attention be paid to the Lovelace court surface. - COE-MOMS/COE-POPS: Ms. Colleton said the Council of Elders program is based at Fleetwood-Jourdain. The most popular is a Friday pm drop -in. Activities include open gym, pickup basketball, games and crafts, and grooming programs. A basketball league co-sponscred by E713 and Fleetwood-Jourdain had 115 players. A snack is prepared and served, further expanding personal and courtesy skills. A new item is a photography albumin, to show STAFF REPORTS: community growth and changes. Specific needs are: more gym time. more drop -in time, and more support for beauty/makeover program. No fees are charged except for basketball. Program has usually 6-8 volunteers staffing. Mr. Silkaitis: Leahy Shelter is completed, preschool classes will be using it Monday. The new rescue boat has been received. Blueprints of the CHandler storage area should be received next week. Glasses at Elliot park tennis court are scheduled for 9-1 Satudays. Will let Board know about the second session in July. Mr. Dorneker: Very successful ice show - attendance 3,000 plus. Annual preventative maintenance completed. Power - failure necessitated compressor repairs, and rebuilding of ice which took four days. Summer Camp has over 200 "_- registrants. Figure skating camp and house hockey camp are both doing well. Sumner playground registration has decreased for the third year. Mr. tlewton asked the effect of the delayed opening on revenue: close to $5,000. -3- Mr. Newton asked if the decline in playground registrations was carried over to other facilities. Mr. Grodsky said Baker registrations are down n little, Nichols up slightly. Fleetwood remains at capacity. Ms. Logan: August/September magazine will be distributed July 13. The 4th of July Association will be sponsoring the Starlight Concerts. Ma. Crismond: Seniors visited local retirement homes as a part of planning sessions. Two fundraisers, a cookbook and a musical review, are planned. Folk Dance party for Sonna/Mars Longden, who will be moving in fall, was a great success. Lakeshore Arts Festival purchase awards total $1500. Special awards from the Life Enrichment Fund and Fleetwood-Jourdain Art Guild, and Best of Show by Cyrus Realty, are planned. Donations have already been received for an arts raffle. Ecology center is doing two free nature programs in fall at Fleetwood-Jourdain. Mr. Grodsky read the Business Manager's report: revenues for the fiscal year through April 30, 1990 totalled $333,118, or 13.76% of the annual budget. Expenditures for the same period totalled $449,228, or 11.53% of the annual budget. SUPERINTENDENT'S Second interviews for the Program Manager at Fleetwood Jourdain REPORT: have been completed. An early July hire date is expected for the Robert Crown Clerk II. The Public Place Names Committee suggested some criteria if the Recreation Board wished to adopt them for use in naming rooms within Recreation facilities. Ms. Webb moved that the Board accept that responsibility, and use the first four criteriz as a basis for naming rooms or other structures within a Recreation facility. Mr. Newton seconded the motion. Motion carried. Ms. Webb then moved to approve christening the library in the Levy Senior Center the "Helen Dawes Schulz Library." Mr. Newton seconded the motion, carried unanimously. The Risk Management office is completing an audit on City insurance requirements. A meeting will be set up so Board members who are interested in its ramifications can take part. The Human Services Committee has voiced its approval of r the Leadership Institute program as initially planned, and requests a report at the end of summer. Mr. Grodsky presented sample budget forms and a list of possible programs to prioritize prior to budget deliberations, to be discussed at the July Board meeting. A staff retreat is planned for June 28, to discuss managmeent philosophy and strategy. A Board/staff retreat is planned for Fall. The Board tour of facilities/programs will meet at 9:00 July 3 at the Civic Center. -4- The Fleetwood Theatre lease will be presented to Delores Holmes for discussion by the Family Focus Board on Monday. NEW BUSINESS: Leahy Park building is complete and ready to dedicate. Ms. -LEAHY PARK DEDICATION: Hallen moved dedication be prior to the July Recreation Board meeting on July 19, at 7:00 p.m. Ms. Webb seconded, motion carried. Staff will alert Review and Cable of site change. -REQUEST FOR EXCEPTION Mr. Stafford requested an exception to the beach token policy TO BEACH POLICY: for a beach party for teens in an interdenominational church project. The Board did not grant the exception, because of the precedent it would set. -ARTS & RECREATION Ms. Webb moved to defer staff's recommendation of option four MAGAZINE CHARGEBACK: which would put magazine revenue and City support into the current magazine program element (1704) for further study. Currently, revenue and City support are divided among all prograr elements. Mr. Newton seconded the motion. Motion carried. OLD BUSINESS: -REFUND POLICY: Staff is working on revisions to the current policy to make it more flexible. Should be available for discussion at the July meeting. -ARTS & RECREATION Staff distributed copies of the telephone survey results. SURVEY: The Arts Council is still considering options. Board members may wish to attend the July 17 meeting of the Arts Council to present information. An option is to publish four issues annually, to reduce costs. Staff would try to keep the quality the same. The Board's direction was to plan four issues/year until the Arts Council decision was reached. -SUMMER GIRLS SOFTBALL Ms. Mills -Palmer presented a proposed budget and program REPORT: summary for a Girls Sumner Softball league, to be considered in the 1991-92 budget. COMMENTS FROM BOARD Mr. Newton commented on the volunteer/government effort it took MEMBERS: to put together Penny Park. The Recreation Department printed a substantial part of the ballots and flyers, and finagled lights for night work from the Chicago Park District. Other department: contributed time and talent as well as volunteer labor. ADJOURNMENT: Ms. Webb moved to adjourn at 10:30 p.m. Ms. Hallen seconded. Motion carried. The next meeting of the Evanston Recreation Board will be Thursday, July 101, 1990 at the Leahy Park Shelter, Lincoln Avenue west of Ridge, at 7:00 p.m. After dedicating the building, the meeting will continue at the Chandler Center - at 7:30 P.M. "Draft - not approved" "Draft - Not Approved" MINUTES EVANSTON RECREATION BOARD MEETING July 19, 1990 Mr. Moran called the meeting to order at 7:40 p.m. The meeting was held at the Chandler Center, 1028 Central St., Evanston, IL. BOARD MEMBERS PRESENT: Mr. Ed Moran, President Mr. Dennis Newton, Treasurer Mr. Irving L. Fin:ton, Second Vice President BOARD MEMBERS ABSENT: Ms. Janet Webb, Secretary Ms. Margaret liallen, First Vice President STAFF MEMBERS PRESENT: Mr. Richard Grodsky, Superintendent of Recreation Mr. Gary Silkaitis, Supervisor of Sports & Fitness Ms. Miriam Shabo, Business Manager Ms. Martha Logan, Public Information Specialist lis. Paula Crismond, Supervisor of Arts & Special Services Mr. Robert Dorneker, Manager, Robert Crown Complex Mr. Kevin Wallin, Manager, Chandler Center OTHERS PRESENT: Mr. Milan Adrian, Evanston Running Club; Mr. Howard Cook, Evanston Bicycle Club; Ms. Marion Dawson, Levy Center Advisory; Ms. Lorrie Green, Recreation Intern; Mr. Dick Seaman, Robert Crown Advisory; fir. Sidney Zwick, Young -in -Spirit Clubs CONSENT AGENDA: With the correction in the Minutes of June 21, 1990 which noted that the Council of Elders' basketball league is not co -sponsored by ETHS, it was moved by Mr. Finston and seconded by Mr. Newton to approve those Minutes. Motion carried unanimously. Ms. Shaba read the Treasurer's Report, showing total disbursements as of June 30, 1990 to be $260,431.50. Mr. Newton moved to approve the appointment of Marion Dawson to the Levy Advisory Board. Mr. Finston seconded and motion passed unanimously. Mr. Moran welcomed tis. Dawson and thanked her for volunteering. LEVY CENTER ADVISORY Y,s. Dawson reported the work sander way for Sharing Our Best, a Levy COMMITTEE REPORT: Center cookbook; noted the Bazaar to be held 9/14 and 15; noted the musical review scheduled 10113 and 14. PROPOSED REVISED LEVY Mr. Grodsky explained that the Levy Advisory Committee had adopted CENTER ADVISORY several changes to its Constitution, which needed Recreation Board CONSTITUTION: approval. Mr. Newton moved to accept the changes, which the Board had reviewed earlier. Mr. Finston seconding, motion passed unani- mously. Ms. Crismond clarified for Mr. Finston that the Levy Covenant stipulates two lifetime members of the Levy family to serve on the Advisory Committee. ROBERT CROWN ADVISORY Mr. Seaman reported the Board had received a letter on the personnel BOARD REPORT: issue being reviewed; Mr. Moran noted receipt of communications from City staff. Mr. Seaman expressed his concern about escalating ice rink fees. FLEETWOOD-JOURDAIN Ms. Dawson noted general lack of response thus far to involvement in ADVISORY BOARD REPORT Committees; reported dates for the picnic, bazaar and annual fashion (FOSTER SENIORS): show for Foster Seniors were 8/29; 9/14 & 15; and a Sunday in October, respectively. -2- Ms. Dawson noted that seniors at Fleetwood were being given informa- tion about joining Levy Center. AFFILIATED GROUP Mr. Adrian reported that the Running Club, which sponsors the Arbor REPORTS: Day Race with the Recreation Dept., initiated a popular track program -RUNIIING CLUB last year at ETHS serving 20 - 30 people with a volunteer coach. The club promotes physical fitness and placed 3rd in the CARA circuit last year. -BICYCLE CLUB Mr. Cook shared the club's guidelines for safety and other materials. The club, with 225 members, promotes safe biking and knowledge of traffic laws; values Its affiliation with the Department; and is a volunteer organization begun in 1937. Mr. Cook reported on a team of cyclers co -biking from Evanston to Washington with a group of Soviet citizens and invited all to see a program on same later this summer. It was agreed that Mr. Grodsky would outline how the bike map may be updated with staff assistance. STAFF REPORTS: Fir. Dorneker: Last weekend the Center hosted the July Open; Crown placed third and event was expanded to 3 days. Camps, figure skating and hockey doing very well. Canadian Professional Hockey School here August 6 - 24. Clerk II interviews will be held next week. Ms. Logan: The August/September issue of Arts & Recreation is half distributed. Plans to cover during her maternity leave are in place. Presently promoting the Arts Festival and Starlight Concerts. Ms. Crismond: Currently are receiving bids for the HVAC project at Fleetwood-Jourdain. A greater demand for recreation services for special populations is anticipated for next year; therefore, the Mental Health Board will meet with the Recreation Board in September to discuss. Presently looking for volunteers for the Arts Festival. Ms. Shabo: Revenues for the fiscal year through Flay 31 totalled $710,207, 29.35": of the annual budget. Expenditures for that period totalled $722,356, or 18.55% of the annual budget. Revenues for the fiscal year through June 30 totalled $1,005,760, or 41.570" of the annual hudget; expenditures for that period totalled $1,016,743, or 26.11R of the annual budget. The redesigned tentative proposed sched- ule for the budget was reviewed. The Fleetwood-Jourdain Advisory Board allocated funds for two I511 AT compatible PCs and a printer, software has been installed with preliminary training. A memo out- lining fee assistance revenue to date was reviewed and comparisons favorable to last year at this time were noted. Mr. Silkaitis: Beach revenues still are down slightly because of weather conditions, with only four or five really good beach days. The lakefront staff, during Parents' flight for Aquatics Camp, effect- ed several boat rescues when weather conditions turned bad. Potawa- tomi's Parents' Night was successful, with 50-60 families. The final grading at Lovelace's new soccer field is done, but seeding has been a problem with the rain. Irrigation pipe is scheduled to be laid soon. The 12" slow pitch tournament at Robert Crown was successful; this weekend 18 teams are registered for the James Park tournament. -3- SUPERINTENDENT'S Mr. Grodsky reported that preliminary approval was obtained from REPORT: Dist. #65 for a new soccer field at King Lab School; public hearings, cost analyses for fencing and other items are being planned, with completion possible by next summer. Mr. Grodsky noted the new budget schedule keeps all tasks on track but in a more realistic timeframe. The Board's Finance Committee budget deliberations will be Sept. 6; Board approval will be slated for Sept. 27. Mr. Moran suggested that meetings with advisory committees might be set up, with one or more Board members at each meeting. Budget reviews with Board and staff will be week after next, with a note to outline exact times/dates. -REVISED REFUND POLICY Mr. Grodsky reviewed the draft of modifications to the Refund Policy, designed to give some flexibility to Division Chiefs and Center Dir- ectors when making refund decisions to cut down delays in processing and promote a positive relationship with the public. Mr. Newton suggested changing will refund to may refund in the draft policy, and pointed out that partial refunds for participants who leave in the middle of a program is a change from former policy. Other discussion: that policy was step in right direction; that decisions should be made at a lower level than Superintendent or Board; that there is concern that guidelines be as firm as possible so no gray areas exist when staff interprets them. Mr. Grodsky stated that the rest of the staff would submit their comments as well. -REQUEST FOR REFUND: Mr. Grodsky outlined the request from a citizen for a refund of his deposit for Robert Crown Camp when an opening in Ecology Center's camp became available and he was so notified since he was on the waiting list. Although Ecology Center camps are separate from Recreation camps Mr. Newton noted it does not overtly state this in the camp brochure. Discussion. Mr. Finston moved that a refund be granted in this case because, while the applicant's argument was not valid, the wording in the brochure could indicate that the Ecology Center camp falls within the Recreation Department camps, and a refund could be granted. Mr. Newton seconded. Motion passed with one negative vote. -SENIOR CITIZEN TRIP Mr. Grodsky introduced Mr. Zwick who outlined his proposal for seniors PROPOSAL: in three subsidized apartment buildings in Evanston. He outlined some ideas for raising the revenue needed for an additional part-time staff person. Mr. Newton noted a good question to ask was, How best to serve this identified population. Mr. Finston outlined information necess- ary to consider the proposal: a pro forma, detailed presentation of the nature of the programs, as well as expense, disbursements and receipts budgets for the proposal. W -BEACH TOKEN PROPOSAL Mr. Grodsky explained a proposal for the sale later in the season of =_ half -priced beach tokens. Mr. Moran felt this idea is worthwhile to pursue on a limited basis, as a pilot program to be assessed at its t completion. Mr. Finston suggested the possibility of two other types of programs: offering a discounted token when registering for a fledging class, or offering a discount -on beach tokens well before May Mr. Finston moved to allow implementation of the beach token proposal. Mr. Newton seconded; motion passed. OLD BUSINESS: Mr. Silkaitis noted bid notices were put in the Review and the Draft CHANDLER STORAGE Report earlier this week. Blueprints had been reviewed, and the AREA: architect believed job will come in under the $40,000 budgeted. The -_ Board perused the blueprints for the area at the southeast corner of =- -4- . the gym. fir. Grodsky noted some work had been designated as alter- nates on the bid. Bid to be approved at 8/13/90 Council meeting. -ELLIOTT PARK TENNIS Mr. Grodsky outlined the staff recommendations for allowing all citi- zens equal access to the Courts and noted Alderman Davis concurred. Staff proposed a new sign emphasizing a) courts are for all to use; b) domination and intimidation will not be tolerated; c) contact the beach office or Recreation staff if problems; and d) encouragement of use by all citizens. Staff also suggested tennis lessons at the site on weekends, and staff and Board members continuing to monitor and encourage fair usage, It was felt citizen involvement was crucial for success. fir. Newton questioned the wording in (b) above, sug- gested tournaments at the site and perhaps a reservation system with passes. Mr. Finston felt the people who dominate the courts manipulated the existing regulations, suggested a fee, and advocated planning for next year. fir. Horan felt the recommendations were good as a stopgap measure. Discussion: tired to continue to look at how to make this an open park; use of positive statements like "The Dept. insists on open and free use of the courts" instead of negative; etc. Mr. Grodsky noted the inordinate amriunt of time spent over the years and advocated implementation. Mr. Ile�iton noted the vehemence of some of the argu- ments occurring at the -site. The Board concurred with the four suggestions. -MAGAZINE PROGRAM Mr. Newton moved to approve option four for the 91-92 budget, which ELEMENT CHARGEBACKS: places magazine revenue and City support into the magazine program element with budget code numbers for printing, commissions, typesetting/ photography and contractual. A code would also trace advertising revenues. fir. Finston seconding, the motion passed unanimously. NEW BUSINESS: -FALL ICE RINK FEES tor. Dorneker shared a comparison of ice fees with area rinks. Staff recommended that fees for instructional classes, public skating daily fees, Main Rink prime time, Studio Rink prime and non -prime time remain the same. Staff also recommended increasing Main Rink non - prime time rates from S90 to 595/hr., which would be competitive, and increasing Student/Senior 10 Use Passes by $11.00 to correct the fee structure and reflect the previous year's increases in daily public skate admissions. Mr. Finston moved to approve the suggested fees for 91-92. Mr. newton seconded and notion unanimously passed. -BIDS FOR CROWN Ms. Logan detailed how 14 bids to produce the 1990 Crown Center bro- BROCHURE chure were requested. 12 bids cane back with wide price variances. The low bidder, ReproGraphics of 14orton Grove, checked out in terms of quality and customer satisfaction. Mr. Newton moved to accept ReproGraphics for the Crown Center brochure; Mr. Finston seconded. Motion passed unanimously. COMMENTS FROM THE Mr. Moran stated he looked forward to the budget process. It was BOARD: noted there was no August meeting, and two additional September meet- ings were scheduled. ADJOURNMENT: Mr. Finston moved to adjourn the meeting at 9:41 p.m. Mr. newton seconded and motion carried. The next regularly scheduled meeting of the Evanston Recreation Board will be Thursday, September 13, 1990 at the Fleetwood-Jourdain Theatre, 2010 Dewey, Evanston, IL. at 7:30 p.m. "Draft --Not Approved" Minutes Recreation Board Finance Committee Meeting September 6, 1990 President Moran called the meeting to order at 7:45 p.m. The meeting was held at the Fleetwood-Jourdain Theatre, 2010 Dewey, Evanston, I1. BOARD MEPBERS PRESENT: Mr. Ed Moran, President; Ms. Margaret Hallen, First Vice President; Mr. Irving L. Fin!.ton, Second Vice President; Ms. Janet Webb, Secretar i BOARD MEMBERS ABSENT: Mr. Dennis Newton, Treasurer STAFF MEMBERS PRESENT: Mr. Don Wirth, Director, Parks, Recreation & Forestry; Mr. Richard Grodsky, Superintendent of Recreation; Ms. Miriam Shabo, Business Mgr. OTHERS PRESENT: Clone fir. Moran opened the meeting by indicating that this finance committee i meeting was to review FY 1991-92 budget recommendations from staff, establish priorities and review the prototype budget hearing packet. No action would be taken as this was a committee of the whole and an information gathering session only. BUDGET REVIEW: Mr. Moran noted that staff delivered a proposed budget that is 3.75% below FY 90-91 City support levels. He noted that this process is a sensible strategy considering the City's financial condition and hopefully will lessen the "lightening rod" effect should further reductions be necessary. Superintendent Grodsky reviewed various issues as detailed in his budget message. BUDGET PRIORITIES: Various comments and suggestions were made regarding: an enlarged marketing plan for the Fleetwood-Jourdain Theatre, ice rinks and sled hill, and the playground program. Historical data regarding the playground program will be sent to board members to reaquaint them with earlier proposals. IU FORMATION PACKET FOR Business Manager Shabo reviewed the prototype package that will be BUDGET HEARING: made available to the general public at the public hearing Sept. 18. Various comments were made to move exhibits for clarity. These in- cluded: Page six to the end; Page 7 to the beginning; Page 10 to the beginning. 'Various changes in verbiage for the graphs and tables EE- also will be made for clarity. Janet Webb noted that she appreciated this year's budget process. The finance committee meeting adjourned at 9:35 p.m. s MINUTES EVANSTON RECREATION BOARD MEETING Fleetwood-Jourdain Theater S©ptember 13, 1990 Mr. Moran called the meeting to order at 7:40 p.m. The meeting was held at the Fleetwood-Jourdain Theater, 2010 Dewey, Evanston, IL. Board Members Present: Mr. Ed Moran, President Ms. Margaret Hallen, First Vice President Mr. Irving L. Finston, Second Vice President Ms. Janet Webb, Secretary Mr. Dennis Newton, Treasurer Staff Members Present: Mr. Richard Grodsky, Superintendent of Recreation Mr. Gary Slikaitis, Sports & Fitness Supervisor Ms. Miriam Shabo, Business Manager Ms. Martha Logan, Public Information Specialist Ms. Paula Crismond, Supervisor of Arts & Special Services Mr. Robert Dorneker, Manager, Robert Crown Complex Ms. Mamie Smith, Manager, Fleetwood-Jourdain Canter Ms. Elaine Ferris, Board Secretary others Present: Mr. David Fenn, Mr. Paul Finnegan, Ms. Mary Roberts, Levy Center, Mr. Fitzgerald, AYSO. Consent Aqenda: - ,� Ms. Webb moved to approve the minutes from the July 19 meeting, Mr. Newton seconded the motion. Motion carried. Ms. Webb then moved to approve minutes of the September 6 Finance Committee of the Whole. Ms. Hallen seconded the motion, which carried. Ms. Shabo read the treasurer's report, showing total disbursements as of July 31 of $366,780.42. Comments from Observers: Mr. Fitzgerald gave a brief overview of progress toy the American Youth Soccer Organization (AYSO). An 8-member board Includes Jim Ferrara as Department liaison. 22 scholarships were ;,ffered this year, and 438 players registered. Since 250 were expected, this definitely indicates the program has been well received. A coacha,' clinic takes place in September and another is planned for spring. There are a minimum of 2 coaches per team, one team moth6 -, plus referees. In addition, committees are being put together for set-up, break -down and policing of fields. Mr. Fenn spoke on the Elliott Park Tennis Courts and the problem with obtaining court time because of a small group who dominate the court and Intimidate other players. He offered a proposed sign -in procedure to be discussed with staff for feasibility. Mr. Fenn and Mr. Finnegan reviewed the basic points: all players must be residents, with ID, sign -in conducted by Beach Office staff, no consecutive sign - In. Mr. Slikaltis said the problem In the past has been not enough citizen support: players must use the time slots created by the new reservation procedure to make this new system work. Staff will bring a complete: proposal for approval to the October board meeting. Levy Advisory Committee Report: Ms. Roberts Invited the Board to the bazaar to be held September 14 and 15, and to the Foster Fashion Show October 21. Staff Resorts; Ms. Logan: Magazine distribution of the October/November Issue is finished. John Gwinn is acting editor for the magazine from mid -November to mid -January while editor is on leave. Bids for the camp brochure will be on the October agenda. Ms. Crismond: CDBG proposals have been entered for the Locker Room update and HVAC proposal at Fleetwood-Jourdain. "Amen Corner" starts October 20 with Ms. Webb as a principal character. The musical revue "Passages" is October 13-14, and is a new venture out on by Levy Center participants. Currently working with Mental Health on handicap accessibility for department van/busses. Ms. Shabo: Two new PC's have been installed to take some of the lag time off the registration system. Desktop publishing capability is available. Fee assistance should come out about as expected, as the major use is for summer programs. Mr. Silkaitis: 79 beach tokens were sold during the last three weeks of the season for the trial "half-price sale". More probably would have been sold except it then rained for a week. Recommend continuing the practice next year. Chandler Center has a new floor poured In the gym and racquetball courts. A contract for a storage area has been signed: completion is expected in early December. Mr. Dorneker: House hockey league registration is over 100, with three weeks to go, this promises well for the season. The Canadian Professional Hockey program left the puck shooter for use of Crown Center, until their return next year. The adult precision skating team has dwindled in number ano have been moved from the main to the studio rink to make room for a growing program. They can be moved back if numbers increase. Superintendent's Report: Budget: The initial budget priority review by an aldermanic committee is October 1, board member(s) may wish to attend. Further review by the whale council Is scheduled for October 6, with review and public comment on October 17. Internship Manual: A draft manual has been prepared for distribution to select universities and colleges throughout the state for an internship program. Update of Arts & Recreation Magazine: At the last Human Services Committee meeting, the recommendations by the Recreation Board and Arts Council on the Arts & Recreation magazine were presented. No decision was made at the meeting on the suggestion to leave city support the same and print five issues instead of six. Alderman Feldman voiced concern that we were not answering some of the basic questions such as would the number of registrants drop if the quality of the magazine drops. It 1s our contention that there is no way to accurately judge that unless the quality is dropped. Staff is endeavoring to answer some concerns In another report, comparing costs with Skokie and Wilmette, and other Information. Ms. Hallen asked that the full telephone survey on the magazine be Included, and sent to the Advisory Committees as well, Mr. Grodsky agreed. Family Focus Lease: Family Focus has a hearing date In November as to whether taxes need be paid on the rented part of the building which houses the I Fleetwood -Jou rd al n theater. As soon as this Issue is resolved, we anticipate signing of the lease. ESA Fundinq Request:, A request for partial funding for the Drum & Bugle Corps has been submitted to the Evanston Sports Association board. The Board's approval to submit this request Is desired. Ms. Webb moved to approve this request for funds, Mr. Newton seconded. In discussion, Mr. Finston noted that the Erickson fund does not provide for continued support of programs. Motion carried. Old Business Mental Health Board Presentation: A donation of $4,000 for Special Recreation was received through the efforts of the Mental Health Board. The donation was to be used for programs benefiting current and/or former residents in a community base. „ letter of thanks to the Mental Health Board was presented for Board approval. Ms. Webb moved to approve for signature. Ms. Hallen seconded. motion carried. Camp and Program Refund Policy: The revised Camp and Program refund policy, incorporating a satisfaction guaranteed clause, "pro -active" refunds, and dropping the time limit for reauesting camp deposit refunds, was approved by the Board; Ms. Webb moved to approve, Ms. Hallen seconded. Staff will develop procedures to implement the policy and be more active in decisions regarding refunds. In discussion, Mr. Newton questioned the satisfaction guarantee: Mr. Grodsky explained our programs are of high quality, and we are comfortable with this provision. Refunds are pro -rated; emphasis is on retaining the good will of the "customer". Motion carried. Revised Fees and Charges: Mr. Moran suggested this item be put over to the October meeting; Mr. Grodsky asked to postpone to November after the budget is completed. Mr. Moran agreed. New Business: Public Hearing on the Budget Mr. Moran announced the Public HEaring on the Budget, to take place September 18 at the Civic Center, 7:30 p.m. Adoption of the proposed budget Is scheduled for September 25, also in the Civic Center. Comments from Board Memoers: Mr. Newton voiced his concern over prospects of injury/violence at Elliott Park and asked for strong measures. Ms. Webb invited all to come cee "Amen Corner" opening October 20 through November 4. Mr. Moran wished Ms. Webb good luck In performance and echoed Mr. Newton's desire for resolution on the Elliott tennis court problem. Ad iournment Ms. Hallen moved to adjourn, Ms. Webb seconded the motion. Motion carried. Meeting was adjourned at 8:50 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be Tuesday, October 18, 1990 at the Robert Crown Community Center, 1701 Main Street, Evanston, IL at 7:30 p.m. "Draft - Not Approved" EVANSTON RECREATION BOARD MINUTES PUBLIC HEARING ON THE BUDGET CIVIC CENTER The meeting was called to order by Mr. Moran at 7:33 p.m. Board Members Present: Mr. Ed Moran, President Ms. Margaret Hallen. First Vice President Mr. Irving L. Finston, Second Vice President Ms. Janet Webb, Secretary Mr. Dennis Newton, Treasurer Staff Members Present: Mr. Don Wirth, Director, Parks, Recreation & Forestry Mr. Richard Grodsky, Superintendent of Recreation Mr. Gary Silkaitis. Manager of Sports & Fitness Ms. Miriam Shabo, Business Manager Ms. Martha Logan, Public Information Specialist Ms. Paula Crismond, Supervisor of Arts & Special Services Mr. Robert Dorneker, Manager, Robert Crown Complex Ms. Athy Ames, Manager, Levy Senior Center Mr. Roche Blanchard, Manager. Leisure Learning Center Citizens Present: Richard Seaman, Robert Crown Advisory Committee; William Hoyer, Levy Center Advisory Committee; Gene Bell, F.A.A.M.; Andrew Fisher, Leisure Learning Center Advisory Committee; Tom Brejcha, Grosse Pointe Soccer. President Moran welcomed everyone in attendance. He explained the budget hearing format, indicating that staff would make a presentation. followed by questions and/or comments. Mr. Moran also noted that staff and Recreation Board members had met earlier with the Advisory Boards and Committees in an effort to solicit information about the budget prior to the public hearing. He emphasized that if detailed Information was requested, staff will be happy to review the Information at the Civic Center. President Moran then turned the meeting over to Richard Grodsky, Superintendent of Recreation. Staff Presentation: Mr. Grodsky gave a brief overview of the budget process and Introduced Division Chiefs: Gary Sllkaltis, Martha Logan, Miriam Shaba, Paula Crismond and Bob Dorneker. The Division Chiefs discussed the budget goals they included in the 1991-92 proposed budget. Final comments included staff's recommendation of a "Back to the Basics" approach, a reduction In City Support of 3.75% and no cuts in service. Citizen Comments: Mr. Seaman spoke on behalf of the Robert Crown Advisory Board. He complimented the revamping of the budget format by consolidating into combined accounts. This clarified expenditures. made It easier for staff and advisory boards to see where the money goes. The review of the Robert Crown budget by the Recreation Board with the Robert Crown Advisory Board was greatly appreciated and did much to help to clarify an understanding of the budget. Mr. Seaman voiced concerns of the advisory board: (1) the restoration of the theme parties as an important draw to get people Into the center and to allow them to become familiar with the programs, keep kids in the neighborhood. He said the advisory board was happy to see this among recommendations for next year. Capital concerns (2) included the issue of graffiti and the lobby redesign for optimum utilization of space. (3) The need to adequately maintain facilities to meet the needs of the community. (4) to continue to evaluate programs offered; by numbers (to indicate community Interest) and by revenues generated (to meet costs of programs). (5) To maintain the Recreation Department's magazine to inform the public of programs offered. in light of budget reductions in advertising. The implementation of desktop publishing to offset print costs by preparing print work in-house is encouraging but a) will this overload existing staff? b) would it be feasible cost - wise to train one or two people city-wide rather than one or two per center c) would the magazine be eligible for grants as a public service vehicle. 5) Staff creativity will continue to provide quality programs at Robert Crown. (7) Crown is generally self-sufficient due to revenues derived from programs; the Ice center is totally self-supporting, and the community center receives approximately $180.000 In city support for programming. It Is vital that this assistance to the community center continue to assure continued maintenance of quality programs, ,qithout wnich we risk lasing support for recreation at Crown. The Advisory Board is looking into the technicalities of applying for grants to further enaole expansion of programs and services at the center. 8) Utilities expense for electricity (.231 ) shows a decrease of 6% ($2.100) for 1991-92; can this be met with the past history of rate hikes. In closing, the Robert Crown Advisory Board feels that the staff and department have presented an accurate and realistic budget and recommend its adoption. There were no further comments from ooservers. Mr. Finston moved to adjourn the meeting at 8:32 p.m. He announced that September 25 the Board would meet In room 2403 of the Civic Center to approve the final budget. Ms. Webb seconded the motion td adjourn. Motion carried. RG:e jf minutes.fc "Draft -Not Approved" EVANSTON RECREATION DEPARTMENT SPECIAL HC)ARD MEETING BUDGET APPRC VAL September 25, 1990 The meeting was called to order by Treasurer Dennis Newton at 7:36 p.m. Board minbers vrenr_nt: + Mr. Dennis Newton, Treasurer Ms. ;largaret Hallen, First Vice President Ms. Janet Webb, Secretary Mr. Irving Finston, 5econid Vice President Board mrffnhrirs absent: Mr. Edmund Moran, President Staff nra.gent: }lr. Richard Grodsky, Superintendent of Recreation Others ore -sent: GIs. ,~Mary Roberts, Mr. William Hoyer, Levy Center Advisory Committee: Jeff Wishiewski, Little League. A motion was nude by Ms. Webb to approve the minutes of the September 18, 1990 Public Hearing on the Budget. ms. Hallen seconded the motion, motion carried. A motion was made by Ms. Hallen to approve the Recreation Board's 1991-92 budget recom>tmmendations to the Human Services Committee and City Council. Seconded by Mr. Finston, motion carried. At this tire, LIr. Newton asked if there were any corrents from visitors. Ar. Hover presented several convents as follows: he felt that he did not have adequate tine to review the details of the budget, that the Advisory Ccumtmmittee did not have a chance to meet on the budget, the opinions and views he was going to present: were his and not necessarily those of the Lew Advisory or the Finance sub-cornnittee. Specifically, he talked about the dues subsidy, the percent of the utilities charge that was the senior program as opposed to the Leisure !Earning Center, that the final figures are not consistent with the workbook figures. Superintendent Grodsk_v explained that various meetings had been held with the Advisory Camuttees throughout the city. Levy Center Advisory Committee met September 10 at 11: 00 a.m. Mlargaret Hallen, Mort I e? fin, Mary Roberts and Jean London as well as department staff, were present and discussed the budget in detail. Further, a public hearing was held Septemnber 18, specifically to review the budget and solicit testimony regarding the budget's components from anyone wishing to coarmment. The record shows that Mr. Byer was in attendance, but chose not to speak. At that meeting and at earlier meetings, it was explained that if more information was needed, staff would be happy to provide it. It was noted by Mr. Grodsky that Mr. Hoyer took advantage of this opportunity for a detailed review on Monday, September 24. . Special Meeting Minutes - 9/25/90 Page two Ms. Webb suggested that Mr. Hoyer send his questions to staff who would respond appropriately, as the sole purpose of this mooting was to approve the Recreation Board's proposed budget. Mary Roberts quantioned the decrease In the line Item for personnel allocation. Mr. Newton replied that the city administration is responsible for personnel and that the appointed citizen boards had no control over this aspect of the budget. Ms. Roberts made no further comment. There being no other comments, Ms. Webb moved that the meeting be adjourned at 7:50 p.m. Seconded by Mr. Finston, the motion carried. RG.ejf MINUTES "Draft -- Not Approved" EVANSTON RECREATION BOARD MEETING Civic Center October 29, 1990 Mr. Moran called the meeting to order at 7:40 p.m. The meeting was held at the Civic Center, 2100 Ridge, Evanston, IL. BOARD MEMBERS Mr. Ed Moran, President PRESENT: Ms. Margaret Hallen, First Vice President Mr. Irving L. Finston, Second Vice President Mr. Dennis Newton, Treasurer BOARD MEMBERS ABSENT: Ms. Janet Webb. Secretary STAFF MEMBERS Mr. Richard Grodsky, Superintendent of Recreation PRESENT: Ms. Paula Crismond, Supervisor of Arts & Special Services Ms. Martha Logan, Public Information Specialist Ms. Miriam Shabo, Business Manager Mr. Gary SIl kaltis, Sports & Fitness Supervisor Ms. Elaine Ferris, Board Secretary OTHERS PRESENT: Debbie Brear, Northwestern School of Journalism; Mary Wemette, Levy Advisory Committee, David Fenn, Paul Finnegan. CONSENT AGENDA: Ms. Hallen moved to approve the minutes from the September 13 and September 25th meetings, Mr. Newton seconded the motion. Mr. Grodsky advised the speaker for the Levy Advisory on September 13 was Marion Dawson. With that amendment, motion carried. Ms. Shabo read the Treasurer's reports, showing total disbursements as of August 31 of $435,266.99 and as of September 30 of $226,401.06. Mr. Newton moved to approve the appointment of Mr. Milton Komie to the Levy Center Advisory Committee. Ms. Hallen seconded the motion, motion carried. LEVY ADVISORY Ms. Wemette said the Levy Center's first musical revue "Passages" COMMITTEE REPORT: was very well received. Another Is planned for next year. A video Is available to review. Members are concerned about shortage of staff support since Mr. Nemerovski resigned and Ms. Ames will be retiring in February of 1991. Mr. Moran thanked Ms. Wemette for her input and said staff will be working to ensure as little disruption in transition as possible. STAFF REPORTS: Ms. Crlsmond: Fleetwood-Jourdain Halloween party was Friday. was down slightly but a good time was had by all. Final show for the theater, "Amen Corner" is this weekend and all are urged to attend. Special recreation party with Maine/Niles Special Recreation Association was this weekend, this has been a combined event for the past 8 years. Page two Ms. Shabo: Rovenues recorded for this fiscal year through August 31, 1990 totaled $1,376,259, or 56.88% of the annual budget. Expenditurdr for the same period totaled $1,980,884, or 50.87% of the annual budget. Revenues through September 30, 1990 totaled $1,515,667, or 62.64% of the annual budget. Expenditures for the same period totaled $2,241,578 or 57.56% of the annual budget. Monthly budget projections will be in packet with some more detall on changes. Fairly on target to date, less than .5% ahead of projected expenditures. Mr. Silkaitis: Work started on storage area at Chandler Center, scheduled to be completed in early December. Boating operations close November 1. Storage of boats increased from 22 to 30 this year. Softball concludes this Sunday. More extensive field maintenance and some improvement Is scheduled this fall. Mr. Dorneker: Mr. Grodsky read Mr. Dorneker's report. The "Skate with the Blackhawks" Is today, over 700 tickets have been sold. The heating system for the rink seating area is being repaired this week. 220 skaters registered for Nutcracker. Celebrating Halloween 10:30-noon for preschool children and 3:30-5 for grade school children - funded by Advisory Committee. Creative Play has 65 participants. Crown Advisory Board Flea Market is November 3. Ms. Logan: Camp brochure bids have been received. Recommend using General Printing, Evanston. Bid is only $100 over low bid, which is currently printing the department magazine. There have been some -delays and quality problems with this printer, which is the reason for the recommendation. Ms. Hallen moved to accept General Printing Company's bid for printing the camp brochure, Mr. Finston seconded the motion. Motion carried. Arts & Recreation magazine has one Issue which, because of the lead time necessary, carries over Into the new budget year. Staff has the option to extend the current contract one Issue rather than go out to bid for one issue. It Is recommended that the contract with the current printer be extended. Mr. Finston asked why, considering past problems, extending the contract would be considered. Ms. Logan said the time involved In the bidding -out process far exceeds the time needed to deal with problems involving the current contractor. Mr. Finston asked if penalties are involved when an Issue is not on �_ time. Staff advised penalties are assessed on a case basis. Mr. Finston asked if a penalty schedule could be codified. Staff will work on this. Mr. Moran asked how long delays were. Ms. Logan said generally, 24-36 hours, but since delivery is scheduled through Earn and Learn, and they must be prepared ahead of time for weekend delivery, issues can be delayed for longer times, with corresponding delay/loss of class registration lead time. Mr. Moran also asked the direction the Human Services Committee has Page three requested of the Department on the Arts & Recreation magazine. Ms. Logan said more information on exploring exact costs for alternative printing solutions was requested. Staff will be preparing bid specifications for the four remaining FY91-92 Issues In November. By mid -December the Board should receive a compre- hensive list of bids for all four (4) format options. Mr. Newton asked if using recycled paper had been considered. Staff advised It Is more expensive. Mr. Finston commented we may need to consider this over monetary concerns in future. Staff agreed. SUPERINTENDENT'S Mr. Grodsky discussed the budget priorities as reviewed by the REPORT: Human Services Committee in its October 9 memo. Two Budget comments have been taken into consideration, 1) revising the Priorities: Learning Center budget to make It self-supporting, and 2) elimination of the Figure Skating Club subsidy. The City Support level has changed from the original budget to total a 4.35% decrease. Approval of the revised budget is requested. Ms. Hallen moved to approve the amended budget proposal, Mr. Finston seconded, motion carried. Mr. Grodsky also noted the $11,000 allocated for computer equipment has been Incorporated Into the Debt Service Fund. The Human Services Committee has indicated there will probably be no further changes. The Board reviewed the letter of transmittal the Human Services Committee on the proposed FY1991-92 Recreation Budget. Board members will present highlights of the budget on 11/5 at 7:30 p.m. Staff will furnish background material as needed. No decisions on the budget will be made at this time. Fees & Charges: A revision of the general policy regarding fees and charges is under consideration. Staff recommends initiating this study in March 1991 after other pending items have been finalized. An informational memo will be sent to the Human Services department to advise them of this upcoming project and Invite their input. NRPA Conference: A conference review is scheduled for the November meeting. Coaches The Department Is adopting a policy of requiring one certified Certlflcation: coach for each basketball team. Of a survey of basketball parents 70% approved of coaches being certified. Mr. Moran questioned whether the count Is as high among the actual coaches, and recommended stressing the condition that a coach must be certified for the team to enter final playoffs to prevent later dispute. Staff advised there are four times scheduled, both evenings and weekend hours, and training has been condensed to one 3.5-4 hour session. Recertification = Is needed for a second and third year but not thereafter. ESA pays the $15 fee as an inducement for coaches to become certified. Page four A request for partial funding for the Drum & Bugle Corps has been approved by the Evanston Sports Association board. The Board will develop a new committee to consider funding requests. The ESA committee will consist of three Recreation Department staff and three other ESA members. NEW BUSINESS: HALF-PRICE LAKE- Staff recommends continuing the practice of offering a half FRONT PROMOTION: price broach token during the last three weeks of the season. This was done on an experimental basis this year and was generally well received. It Is recommended the practice be expanded to cover all season passes as well - this would Include power ramp, carry -in, sailboard and summer storage permits. Dully revenue would decrease, but the additional permit revenue should make up the difference. In addition, it predisposes a satisfied customer to buy a season permit for the next year If served well. Mr. Winston moved to do a half-price sale as recommended, Mr. Newton seconded, motion carried. BEACH TOKEN Staff presented a package of possible promotional efforts PROMOTION in response to Northwestern's family plan and to increase PACKAGE: sales throughout the year, to include: 1 ) No increase in 1991 token rates or 2) daily fees. There has not been an increase in these fees ($4.00 for adults and $2.00 for children) since 1984. 3) Continuation of the half-price token sale in mid - August. 4) Have a March token sale that gives a family a free token if four tokens are purchased. 5) Extend the May token sale to April. This will give citizens an additional month to take advantage of a $2.00 per token savings. Other marketing ideas suggested were: a) Reduced rate for token holders making picnic reservations. A decrease in the revenue would result. b) Provide a guarded beach at Clark Street In September on weekends, either at a reduced rate ($2 and $1) or at no charge. Supervision would be provided 11 am to 4 pm on those days. c) Conduct a "beacn party" at one of the beaches the second or thf rd week of the season. A token or daily fee would be required to enter the beach. A band and snack food would be provided. d) Sell a 5 visit pass for $16.00. purchaser would realize a $4 savings. Mr. Finston moved to adopt staff's recommendations (1-5), and to add items b) with no charge for admission and d). It was recommended item d) be a three -time ticket for $10.00, with the possibility of crediting purchase towards a token if the exchange was wished. Mr. Newton seconded the motion. In discussion, staff advised the costs involved in extending the token sale to April are negligible and that the small amount for lifeguards In September can probably be covered by staff absences or attrition over the summer. Motion carried. LATE SEASON During the past few years, the Department has encountered a BEACH OPERATION: growing problem in providing certified lifeguards at Evanston beaches from mid -August through Labor Day. Beginning In mid -August, there are barely enough guards to minimaliv staff all beaches, with no allowances for absences. Fatigue becomes a major problem, as staff at beaches open tit 8 p.m. must work 10 hour shifts. Solutions to the problem include: f- Page five 1) closing all beaches at 5,30 p.m. In mid -August, 2) leave only i beach open til 8 p.m. In mid -August, probably Clark Street, 3) beginning In August, reduce tho latest hour the late beaches remain open; August 1, beaches close at 8. August 10, at 7 p.m, August 20, at 5:30 p.m. This will also aid visibility by eliminating twilight hours. Q) Close two beaches (Greenwood & South Blvd.) in mid -August. Staff recommends implementation of Option 3 as being the least Impactive. It allows for an orderly reduction of operating hours so that patrons can be safely guarded and will not Inconvenience a great number of peopie since not many swim after 5:30 p.m. Mr. Newton moved to implement option #3 and reduce operating hours gradually in August. Mr. Finston seconded the motion, and asked If hours could be extended In case of a heat wavo, etc. by the current ordinance. Staff advised that Is possible. Motion carried. Since changes in beach operating hours require an amended ordinance, staff will prepare an amendment for City Council approval. The new wording will still allow city staff the flexibility of lengthening these "new" hours should there be a need. ELLIOTT PARK Staff furnished a Tennis Usage Proposal for Elliot Park based TENNIS: on an outline from Mr. Finnegan and Mr. Fenn. As it stands, the proposal eliminates the need for a court monitor to be hired. Signup for court usage takes place inside the beach office. In case of disputes, lakefront staff will be readily available to handle them. If approved, new signs will be posted, informing public of the new procedures, and a flyer discussing the new rules will be distributed In the immediate area of the courts. Mr. Moran asked Mr. Fenn if he had received and agreed with the new procedures. Mr. Fenn agreed the procedures were workable. He added that he and Mr. Finnegan collected 63 signatures of neighbors who agreed. Mr. Moran reiterated that procedures were only useful if the system was kept in use by players. Mr. Newton moved to adopt the new Elliot Park Tennis Court Weekend and Holiday Reservation Procedures. Mr. Finston seconded the motion. Motion carried. A copy of the complete procedures is attached. OLD BUSINESS: FAMILY FOCUS Family Focus has a hearing date In November as to whether LEASE: taxes need be paid on the rented part of the building which houses the Fleetwood -Jou rdal n theater. As soon as this issue Is resolved, we anticipate signing of the lease. COMMENTS FROM Mr. Moran reminded board members of the budget presentation BOARD MEMBERS: on November 5, 7:30 p.m., for the Human Services Committee and commended staff on an excellent job in coping with budget reductions. Ms. Hallen remarked the lack of a quorum at the regularly scheduled meeting disturbed her. ADJOURNMENT: Mr. Finston moved to adjourn, Mr. Newton seconded the motion. Motion carried. Meeting was adjourned at 9:20 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be Thursday, November 15, 1990 at the Chandler Community Center, 1028 Central, Evanston, IL at 7:30 p.m. "Draft - Not Approved" Elliott Park Tennis Courts Weekend and Holiday Reservation Procedures In order to help insure that all Evanston residents have an opportunity to play on these courts during their busiest tlmen, the following rules are provided. These rules will be In effect beginning on weekends and holidays the Saturday of Memorial Day weekend through labor pay, between 11 am and 5 pm on Court 2, and between 10:30 and 5:30 pm on Court 1. Play before and after these times on weekends and holidays is governed by regular rack -up rules. In order to play tennis on these courts on weekends and holidays during the time period specified, these procedures must be followed: 1. Go to the Beach Office at 10 a.m. and tell the clerk you would like to sign up to play tennis. 2. The clerk will take your photo I.D. to be used for the lottery draw. 3. At 10:05 a.m., I.D.'s will be randomly drawn until all players have had their I.D. pulled. Each player will select a court and a time when they wish to play. This is done until all players have received time. As I.D.'s are drawn, players must write down the names of their resident partner(s). 4. The same procedure used for obtaining the first hour of play is used to award the second hour of play. No more than two (2) hours of play per person per weekend day. 5. Prior to players taking the court, they must sign in at the beach office and have their residency verified with a picture I.D. If a picture I.D. cannot be Produced, the court use will be forfeited. Rules 1. Only residents are allowed to play on the courts. 2. Players can only reserve two hours of court time per weekend day. 3. Courts cannot be reserved for consecutive hours, 4, If courts are not reserved, any resident may play on them. This use will not be charged against the 2-hour rule stated above. 5. Court #1 (east) will rotate usage every hour on the half-hour starting at 10:30 a.m. 6. Court #2 (west) will rotate usage every hour on the hour starting at 11 a.m. 7. Courts not reserved during the 10 a.m. lottery can be reserved at any time through the day and at any time during the hour at the Beach Office. When a reservation is made, any parties playing on the court must leave. 8. The Lakefront Director and Assistants will settle any disputes. Their decision will be final. 9. These rules require that individuals all act as adults and treat others as equals. Abusive behavior and intimidation will not be tolerated, 10. If partner(s) specified do not show up at their assigned times, the reservation becomes void. 11. If players refuse to sign in or If partners other than those who have signed In refuse to leave the court, the tennis net will be removed until the end of the hour. 12. Violators of these rules will be banned from play for no less than 1 month and no more than one year. Gs:ejf tennis.eit 0 MINUTES "Draft -Not Approved" EVANSTON RECREATION BOARD MEETING Chandler Community Center November 15, 1990 Mr. Moran called the meeting to order at 7:40 p.m. The meeting was held at the Chandler Community Center, 1028 Central, Evanston, IL. BOARD MEMBERS Mr. Ed Moran, President PRESENT: Ms. Margaret Hallen, First Vice President Mr. Irving L. Finston, Second Vice President Mr. Dennis Newton, Treasurer BOARD MEMBERS ABSENT: Ms. Janet Webb, Secretary STAFF MEMBERS Mr. Richard Grodsky, Superintendent of Recreation PRESENT: Ms. Paula Crismond, Supervisor of Arts 8 Special Services Ms. Athy Ames, Manager, Levy Senior Center Ms. Miriam Shaba, Business Manager Mr, Kevin Wallin, Manager, Chandler Community Center Ms. Elaine Ferris, Board Secretary OTHERS PRESENT: Debbie Brear, Northwestern School of Journalism: Mary Roberts, Levy Advisory Committee. CONSENT AGENDA: Ms. Hallen moved to approve the minutes from the October 29 meeting, Mr. Newton seconded the motion. Motion carried. Ms. Shaba read the Treasurer's report, showing total disbursements as of October 31, 1990 of $285,665.50. LEVY ADVISORY Ms. Roberts reported on the tour of area senior centers, which COMMITTEE focused on programming and other services offerea. Sites visited REPORT: were the Levy Center, Chicago; Des Plaines Community Senior Center; Park Place, Arlington Heights and Highlan-c Park Senior Center. Programs and service levels vary widely and the tour was very enlightening. The Holiday Boutique is in progress. Camera/video club is active and recruiting new members. STAFF REPORTS: Ms Crismond: A holiday concert is scheduled for December 16, and the Board is invited. Registration has begun for holiday camps. Recruitment for summer camp staff has started. Fundraising efforts on behalf of Leisure Learning Center and Special Recreation events is under way. Ms. Shabo: Revenues recorded for this fiscal year through October 31, 1990 totaled $1,610,750, or 66.57% of the annual budget. Expenditures for the same period totaled $2,524,173, or 64.82% of the annual budget. Mr. Wallin: 27 basketball coaches were certified in the latest clinic which is a pilot program for NYSCA. Over half the coaches are certified at present. Bid is out for sandblasting and painting of boat racks. Mr. Silkaitis is at a meeting of King Lab neighbors about use of the soccer field for youth sports programming. Rhythmic Gymnastics show went a� well, 112 performers with an audience of about 300. Mr. Dorneker: Nutcracker Ballet on Ice is December 7-9. Board members are invited to attend. The New Year's Open Figure Skating Page two Competition is December 28 & 29 and may expand to a third day, as it did last year. Skate with the Blackhawks had over 800 people, the best ever. Attendance was down at the November 3rd Flea Market, The Advisory Board discussed improvements for next year in marketing and notified vendors by letter. The house Hockey League expanded by two full teams to a total of seven. Martha_Logan: Mr. Grodsky read Ms. Logan's report. Ms. Logan will be on leave from November 16 through January 14. John Gwlnn will be assuming responsibility for the magazine in her absence. The bid specifications for various magazine formats for Arts & Recreation magazine publication are complete. After review by the Purchasing Department, results of the bidding process will be presented to the Recreation Board and A&PW Committee for council action in January. SUPERINTEN- Mr. Asprooth, the City Manager, is leaving; staff and Board wish him DENT'S well in his new position. In budget considerations, the City Council REPORT: has approved a one-time use of monies from sale of air rights to be applied to the budget deficit; leaving the final deficit to be made up at between $600-700,000. The budget office stated there are no anticipated changeG in the Recreation budget between now and the end of the fiscal year. Mr. Newton moved to approve the schedule for the 1991 Recreation Board meetings. Meetings are on the third Thursday of each month, no meeting in August. Ms. Hallen seconded the motion, motion carried. Roche Blanchard will be chairing a committee to upgrade the rental policy for review in February. Chancier racquetball courts have had problems with water saturation of walls causing deterioration of plaster, for a number of years and are now in need of major repair. Mr. Finston asked about ventilation of the playing area; staff advised no problems are anticipates. Mr. Finston had requested information about insurance provisions for the City. Mr. Johnson of the Safety Department has agreed to come to the December meeting and make a short presentation on the City policies and how they relate to the Recreation Department. The City Council approved extension of the contract with International Litho for one issue of the Arts & Recreation magazine which, because of the necessary long lead time, spans the two budget years. In reference to the question of a formula to be used in determining penalties staff has decided to list the type of penalties printing firms will- be liable for in the bid document and final contract. The charges will be assessed for lateness and unacceptable quality and dealt with on a case by case oasis. NEW BUSINESS: PUBLIC ART Mr. Zendell, Director of the Evanston Art Council, invited all Board PRESENTATION: members and staff to a forum on Public Art, and asked If the Board would mind if he used. as an example only, the new Levy Center as part of the presentation. Mr. Zendell also asked for support down the road for a public arts ordinance. The Board's consensus was that use of the Levy Center as an example only for the public forum is okay. +. 1► A. Page three COALITION OF Staff gave a brief overview of the Coalition of Youth Serving Agencies' YOUTH SERVING history. The volunteer group was formed to assist In inter -agency AGENCIES coordination of services offered for youth in Evanston. Over the RESOLUTION: past year, an attempt has been made to try and establish a common mission and goals. The resolution In question is composed of the first four items that can be accomplished by ail agencies; that would not cost any money or add any staff. Mr. Moran asked for a motion to adopt the resolution. Mr. Finston moved Instead to table the motion for consideration at the next meeting. Ms. Hallen asked for more discussion of some of the wording, particularly "Support a tail of reclamation of the streets of Evanston' on item a; as that implies loss of the streets of Evanston. Mr. Moran observes perhaps the wording re -evokes some controversy over other problems that we want to solve in the city. Mr. Grodsky advised staff will draft a letter to the Youth Coalition, explaining the Board's position. Per Mr. Moran, the Questions are two: 1 ) some consideration of the language for the supporting resolution; 2) Is this sanctioning a plan where by the Youth Coalition, whatever it's constituency, is to develop a plan of action that is binding on the Recreation Department. Mr. Finston said, rather, the Coalition could identify common goals and areas in which the Recreation Department can provide support. This item will be reviewed and given further consideration during the December Board meeting. ELECTION OF Mr. Moran requested formal approval of the election of officers as OFFICERS: given. Mr. Grodsky suggested that the Board might consider changing the term of office to coincide with the fiscal year. Mr. Moran asked this be deferred to a later date. as it includes a change in the bylaws. Current Office Incumbent Office Held in 1991 President Mr. Moran 1st Vice President 1st Vice President Ms. Hallen 2nd vice President 2nd Vice President Mr. Finston Secretary Secretary Ms. Webb Treasurer Treasurer Mr. Newton President Ms. !"fallen moved to approve the rotation as listed, to take effect at the January meeting. Seconded by Dennis Newton, the motion carried. Mr. Newton promised to shave 5-7 minutes from the regular meeting length during his term as president. OLD BUSINESS: PLAYGROUND Staff advised this is a moot Issue as the budget has already FEE REVIEW: been approved. CDSG The committee approved the HVAC project In the amount of $102,500. ALLOCATION The project is slated to begin in late May/early June. the locker room HEARINGS: upgrade ($10,000) was not funded. Mr. Moran asked what the consequences would be if the locker room upgrade was not completed. Staff advised the upgrade Is mainly wiring and cosmetic impact and is Intended to make fitnoss and sports activities more attractive and Increase registration In these areas. Mr. Moran asked if money is available from current resources, staff advised it is not at this time. COMMENTS FROM Mr. Finston asked If anything had been done to upgrade the locker BOARD MEMBERS: roomr. at Chandler. Staff advised that no major upgrade was necessary, but "sprucing up" is ongoing. Mr. Moran said the latest production at Fleetwood-Jourdain, starring Ms. Webb was moving and entertaining. ADJOURNMENT: Mr. Finston moved to adjourn, Mr. Newton seconded the motion. Motlon carried. Meeting was adjourned at 9:20 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be Thursday, December 20, 1990 at the Leisure Learning Center, 1701 Maple, Evanston, IL at 7:30 p.m. "Draft - Not Approved" minutes,nov r MINUTES "Draft -Not Approved" EVANSTON RECREATION BOARD MEETING Leisure Learning Center December 20, 1990 Mr. Moran called the meeting to order at 7:30 p.m. The meeting was held at the Leisure Learning Center, 1028 Central, Evanston, IL. BOARD MEMBERS Mr..Ed Moran, President PRESENT: Ms. Margaret Hallen, First Vice President -- Mr. Irving L. Finston, Second Vice President Mr. Dennis Newton, Treasurer Ms. Janet Webb, Secretary STAFF MEMBERS Mr. Richard Grodsky, Superintendent of Recreation PRESENT: Mr. Robert Dorneker, Manager, Robert Crown Complex Mr. Roche Blanchard, Manager, Leisure Learning Center Ms. Miriam Shabo, Business Manager Mr. Chris Johnson, Director, Safety & Risk Management Ms. Elaine Ferris, Board Secretary OTHERS PRESENT: Mary Wemette, Levy Center Advisory Committee. CONSENT AGENDA: Mr. Newton moved to approve the minutes from the November 15 meeting, Ms. Hallen seconded the motion. Motion carried. Ms. Shabo read the 'treasurer's report, showing total disbursements as of November 30, 1990 of $190,267.18. LEVY ADVISORY Ms. Wemette reported on the upcoming activities, the Christmas COMMITTEE Party on December 21 at the Omni Orrington, which Is partially REPORT: subsidized by the Life Enrichment Fund, and the New Year's Party on December 28, where entertainment is funded by the Baxter Foundation grant. A survey showing site preference for the new center is under way. A survey will be upcoming on the suggested new taxi structure. STAFF REPORTS: Ms. Shaba: Revenues recorded for this fiscal year through November 30, 1990 totaled $1,750,957, or 72.37%of the annual budget. Expenditures for the same period totaled $2,524,173, or 71.88% of the annual budget. Mr. Dorneker: Nutcracker on Ice was very successful, Saturday afternoon was sold out, and Sunday was very close. Revenue Is slightly down on open hockey and public skating, but should Improve as the weather becomes colder. The New Year's Open Championship Skating competition is scheduled for December 28-30. Mr. Blanchard: About 200 Levy Center members are expected for the New Year's party Dec. 28 at the Orrington. Voting on the preference for new Levy Center site is ongoing. A recommendation will be coming from the Advisory Board after the January 7 meeting. Leisure Learning staff Is currently critically reviewing length and content of all programs to ensure that they are meeting the changing needs of the participants. A grant application has been submitted to the Rotary Club for an environmental project that Is co -sponsored with the Ecology Center. At Fleetwood, the Women's Basketball Club has league status this season. The high school boys basketball program is fully subscribed and staff Is looking for volunteers to coordinate a cheerleading squad. Kwaanza celebrations are December 27 and 28, also at Fleetwood. "Raisin In the Sun" will open Jan. 19; also plays Jan. 20, 25, 26 and 27: reserve your tickets now. Dog Obedience graduation is this week, complete with diplomas. Holiday arts break beginning Dec. 26 is fully subscribed. Dec. 31. Leisure Learning participants are aluo being polled regarding site preference for. the new center. The center Is closed Jan 1-13 for painting and maintenance. The Charles H. Shaw Company, Developer of Northwestern University Evanston Research Park, has agreed to sponsor the Arts Festival for a second year, in the amount of $2500. Staff is gathering information on performers for the Fourth of July Committee and hopes that they will sponsor the Starlight Concerts this year. SUPERINTEN- Martha Logan is scheduled to return to work on January 14. Bids were DENT'S opened Monday for the magazine. At first blush, Commercial Printing, REPORT: Printing, Northfield, 11. is the likeliest candidate. Without hurting quality, a savings of approximately $5,000 is anticipated with an increase in the number of pages. The only difference is the press is in Milwaukee, which would make press checks difficult. However, sample materials presented are Impressive, as are references. Staff will have a spreadsheet next week with comparison of bids. Would like to take recommendations to Council in January. Staff has been doing projections at month end for expenditures. Last year's deficit, due mainly to the very poor beach season, was a little over $30,000. This year beach revenue Is equally bad, and several other capital items require large expenditures (Chandler racquetball court and the re -icing at Robert Crown); also, some elements will not make projected revenue. Staff Is continuing a "frugal" management style - only essential vacancies will be filled; a lesser quality of paper Is being purchased, advertising for vacancies is being reduced, some cutback on capital equipment purchases has been made; some reduction of hours of part time employees; and cancellation of programs not - meeting minimum enrollment. By continuing in this vein, staff hopes to come close to the break-even point for the FY 90-91 budget. E LAKEFRONT Staff met with Simply Ice Cream, Inc., the 1990 Lakefront CONCESSION concessionaire, to discuss the 1991 lakefront contract extension. CONTRACT: Based on the difficulty in recruiting vendors, staff feels that it is the -_ best interest of the Recreation Department to continue doing business with the current vendor. Because overall lakefront revenues were poor, the concessionaire asked for an extension of the payment schedule. Staff recommends that the current contract be extended and that the Payment schedule be modified for the 1991 season. A vendor signed ` contract will be presented for formal adoption at the January Board meeting. Based on the discussion, the Board recommended staff continue with negotiations. Mr. Finston suggested that alternative vendors should be looked at, should an agreement not be reached with the current vendor. -- POTAWATOMI Staff met with Robinson Bus Company, sole bidder for the 1991-2 BUS CONTRACT: Potawatoml bus contract, to define several problem areas from the past year; particularly trip confirmation and billing practices. Staff recommends approval of the contract for the 1991-92 fiscal year. Ms. Webb moved to approve the contract as presented, Ms. Hallen seconded, motion carried. EVALUATION - An extensive evaluation of the proposed staff realignment is planned LEVY/LEISURE during the first six months of the start of the new fiscal year, should LEARNING City Council approve the personnel plan. The Levy Center Advisory REORGANIZATION: Committee did not decide whether they would be involved in the In the evaluation process. Staff will continue to work with the seniors In an effort to create the appropriate tool and time frame for completion of the evaluation. In any event, should the senior citizens decide not to be involved in the process, staff will evaluate the status of the realignment and provide a report for the Recreation Board and Human Services Committee as requested. OLD BUSINESS: INSURANCE: Mr. Johnson, Director of Safety/Risk Management gave a short presentation on the City insurance practices/policy and history. COALITION OF The Coalition suggested four goals for associated agencies to consider YOUTH SERVING In planning for future programs and/or services. In discussion, the AGENCIES: Recreation Board passed a resolution which states that the Board: 1) Shares the same concerns in making sure that youth are program- matically served in Evanston; 2) applauds the Youth Coalition's efforts In trying to coordinate and be an advocate for youth and; 3) will observe with keen interest the Coalition's future direction. The Board also noted its appreciation of work done to date. NEW BUSINESS: LEVY CENTER Mr. Newton moved to defer discussion of the site selection of SITE SELECTION: the Levy Center until after the poll of membership was completed. The discussion will be continued to the January meeting. Ms. Webb seconded the motion. Motion carried. INSTALLATION Mr. Moran passed the gavel to the incoming President, Mr. Newton, OF OFFICERS: who presented Mr. Moran with a plaque thanking him for his service as president. COMMENTS FROM Ms. Hallen commented that the Nutcracker at Robert Crown gets better BOARD MEMBERS: every time, seconded by Mr. 1=inston. Mr. Finston agreed. Mr. Moran Is happy the City Council was moving forward on the Levy Center. Ms. Webb said she has had occasion to attend open gym at Robert Crown and Fleetwood and both are packed. Mr. Newton said he look forward to a challenging year and wished all a happy and healthy New Year. ADJOURNMENT: Ms. Webb moved to adjourn, Mr. Moran seconded the motion. Motion carried. Meeting was adjourned at 9:21 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be Thursday, January 17, 1990 at the Chandler Community Center, 1028 Central, Evanston, IL at 7:30 p.m. minutes.dec -3- "Draft -Not Approved"