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HomeMy WebLinkAboutMinutes 1987Mr. Uonaid wirtn, uirector, varxs, mecreaTion a rurcb wy Ms. Jean Ann Shulse, Superintendent of Recreation Mr. Gary Silkaitis, Supervisor of Sports & Fitness Ms. Sharon Rohde, Recreation Leader, Robert Crown Center Mr. George Dotson, Recreation Leader, Robert Crown Center Ms. Shellea Swan, Public Information Specialist Mr. Martin Lash, Business Manager Mr. Robert Dorneker, Manager, Robert Crown Center Ms. Darlene Nilges, Executive Secretary OTHERS PRESENT: Carol Kimmel, Chuck Cohn, Jeannette Kean, Sevan Sarkesian, Carle Rollin Bruno Trouille, frank Calixte, Leila Raab, Jerry Jacover. APPROVAL OF MINUTES: Mr. Williams moved to accept the Minutes of the previous meeting of December 18, 1986 as read. Mrs. DeStefano seconded. Motion passed. TREASURER'S REPORT Ms. Harris stated she had been informed by the Business manager that total disbursements for the month of December were $197,601.61. BUSINESS MANAGER'S Mr. Lash shared the Business Manager's Report with the Board. It showe REPORT revenues for the fiscal year, through December 31, 1986, to total $1,397,341, or 85.9% of the projected annual budget. Expenditures for the same period totalled $2,492,794, or 85.7% of the projected annual budget. Mr. Lash updated the Board on the Department's new computer system, which was installed just after the first of the year. Some word pro- cessing and registration information already has been loaded into the computer. Support staff and training sessions are being used by staff to learn the system. Mr. Lash said we expect to begin using the system by March 1. Marketing sectors with streets and numbering parameters have been loaded. Ms. Shulse noted that it is expected that the budget will be balanced at the end of the fiscal year. -2- SUPERINTENDENT'S Ms. Shulse outlined the CDBG work being done at Fleetwood-Jourdain, and REPORT noted the Theatre work which has been accomplished. She noted there is serious consideration by the federal government to cut the CD budget and promised to get any new information to the Board when it is known. Projects for $18,000 and $6,000 have been budgeted next year for the Fleetwood-Jourdain Center and the Theatre, respectively. Ms. Shulse reported that a new Recreation Leader II, Robert Lloyd, has been hired for Fleetwood-Jourdain and outlined his experience. A new Clerk II has been hired for the Levy Center, she continued. Darlene Boson was the successful candidate. Ms. Shulse said re -advertising will be done for the second Fleetwood-Jourdain Recreation Leader position. CULTURAL -ANNEX LEASE Mr. Krasnow outlined the increase of 6.5 percent that Family Focus was WITH FAMILY FOCUS proposing for the lease on the Fleetwood-Jourdain Theatre space, and explained that the Department had budgeted for only a two percent in- crease. He said he had spoken with Ms. Holmes of Family Focus, sug- gesting that the problem was a budgetary one, not necessarily a monetar_ one, and requested consideration to spread the lease increase over two years, building in the increased amount into next year's lease so that the Recreation Board could budget for the increase. Ms. Holmes will take this option to her Board for consideration. •CITY COUNCIL BUDGET Mr. Krasnow noted that it is worthwhile to have Recreation Board mem- MEETING SCHEDULE bers present at the budget meetings. Mrs. DeStefano stated that she would attend on the 24th. The Board reviewed the schedule. Discussion of funding sources for James Hill ensued. EVANSTON RUNNING Carle Rollin, President of the Evanston Running Club, addressed the CLUB Board. The Club has 100 members, he said, and has bi-monthly meetings and newsletters. It assists the Department's Arbor Day 5 Race with volunteers, and other associations' races as well. The Club helped sponsor the Fourth of July children's race in the past. He outlined tr. social and educational offerings the Club provides. Discussion folloki_ DISTRICT #65 RE- Mr. Krasnow reviewed the letter he had drafted to the School Board of DISTRICTING --IMPACT District #65 concerning possible redistricting plans and their impact ON YOUTH SPORTS on Recreation's Youth Sports. It was noted that any deviation from the neighborhood school concept, making it harder to walk to and from school, invariably results in parental hesitation about their children remaining later at school for after -school programs and decreases en- rollments and opportunities for the children. Mr. Krasnow asked the Board to read the letter for possible mailing to the School Board under the aegis of the Recreation Board. firs. DeStefano asked if the letter was premature, and Mr. Krasnow felt the Board's input is necessary be- fore the School Board makes a decision. fir. Williams agreed and sug- gested eliminating addressing the magnet school concept. Ms. Shulse noted schools offer a late bus, though not all children take advantage of it. fir. Williams felt the letter was well thought out, and moved tht Board as a whole endorse it and send to the District 065 School Board. Ms. Webb seconding, the motion passed. ROBERT CROWN COMMUNITY Sharon Rohde, Recreation Leader II, gave a presentation on pre-school, CENTER PRESENTATION elementary and adult programs. She outlined the birthday party pack- ages offered, noting 15 had been projected for the year, but that so far 13 had been held, with 6 more booked before February 28. There is much interest, both from working and non -working parents, she continued noting the parties are a healthy alternative to fast-food parties. -3- Ms. Rohde outlined the three packages available, and said one advantage is the number of new people brought to the Robert Crown Center. Mr. Krasnow felt it a wonderful idea, and wondered if other centers could also do this. Flyers for the parties were discussed, and it was noted the majority of tails were generated from word-of-mouth information. Fls. Harris suggested featuring the birthday parties in a news article, and perhaps having a picture for the cover of Arts & Recreation. NON -PRIME TIME.BEACH Ms. Shulse outlined a staff recommendation to offer a "weekday only" TOKEN PRICING token to encourage beach usage during the week. She noted the capacity quantities on weekends, and said operating costs remain relatively the same regardless of the day of the week. She outlined how symposiums on beach erosion gave birth to the idea, for if lake levels rise, there will be even less beach area for patrons. She said it was expected the idea would grow over the years, with the first year it was offered perhaps not being overly successful. -It was suggested the plan could be marketed outside Evanston, and noted mothers with young children especially might take advantage of it. The increase in revenues would be desirable, and the costs would remain relatively fixed, since beach staff is needed weekdays anyway. Ms. Shulse noted the idea is similar to hotels marketing non -prime time rates. She stated staff would like to implement the plan this summer, and that a change in the fee policy would be necessary. In -answer to Mr. Williams' question, it was noted the recorunendation did not include higher rates for non-residents. Discussion continued, with the following points: daily fees are now $4.00; the idea was a creative one; it might be best to keep the weekdays for residents only, since so many non-residents already come on weekends, etc. Mr. Krasnow noted two options: weekday tokens for residents only, and weekday tokens for non-residents as well. Discussion ensued. It was noted that a major advantage in offering the plan to non-residents is to relieve pressure on the weekends, attracting more non-residents during the week. Mr. Williams suggested charging non-residents a higher fee than the $10.00 being recommended for the weekday tokens. Ms. Shulse felt the plan might create a new market of people who would come during the week, and thought the plan would not take away from weekend sales. The concern about needing proof of residency if two separate fees were approved was discussed. Ms. Webb suggested deciding on this issue next month, after further study by the Board. Ms. Swan said the only impact that would cause would be that the plan could not be publicized in the April -May magazine. Mr. Krasnow suggested putting the item on next month's agenda and the Board concurred. ROBERT CROWN CENTER George Dotson, Recreation Leader 11 at the Robert Crown Center, gave a KARATE PROGRAM presentation on the karate program there. He outlined the diverse pop- ulation of children, adults, and different ethnic groups in the program, and gave a history of its growth and instructors. Presently run by Evanston resident Bill Matthews, a third degree black belt, the begin- ning group has between 20-25 people, and the advanced group has 65. Mr. Dotson explained that it takes usually five to eight years to attain black belt status in this Japanese form of karate, and that it builds positive attitudes, self-control and discipline. The program's goal is physical fitness and healthy minds, he continued. Flyers and the maga- zine are the two main sources of promotion. -4- SOCCER IN EVANSTON Bruno Trouille, President of Pele Stars Soccer Club, summarized his recent letter to the Board. He noted how his club and the Grosse Pointe Club have over 100 children each with several children's teams. He said a goal was to have soccer introduced to children, especially minor- ity children not presently being reached. The sport is inexpensive, he continued, fosters a sense of belonging and is easy to excell in. Mr. Trouille also said to improve the outdoor soccer programs we need good fields, and good maintenance. He discussed Evanston's fields and what is required to keep them in good shape. To a question of Mr. Krasnow, Mr. Wirth explained the Parks Dept. maintains the fields, while Recrea- tion monitors the use of the fields. fir. Trouille outlined the main- tenance program of aerating, reseeding, etc., and said this is not a large job. He offered the help of parents in his club. More money is involved in shutting down a field and re -working it as it lies unused, he said. Mrs. DeStefano outlined a letter from Mr. Silkaitis to the =•. President of Grosse Pointe concerning the shared maintenance of Lovelace ' soccer field. Mr. Krasnow stated the items on the agenda for this issue new fields, access to restrooms, maintenance, and portable goals. Air. Silkaitis outlined the history of Evanston soccer fields and teams. The following points were made: that restrooms were no longer an issue; that the Parks Department was agreeable to maintain the fields; that one of our four fields is closed each fall, when used the least. Mr. Trouille felt many non -Evanston teams come to Evanston due to Chicago's poor field quality. He thought portable goals would help solve this problem, as well as control of the issuance of permits. He shared how outside teams leave garbage on and around the fields, and how his team clears this away for safety. Mrs. DeStefano noted Wilmette and North- brook do not allow non-residents permits to their fields. Mr. Krasnow asked Mr. Silkaitis to check with these communities. Mr. Silkaitis explained that all Evanston groups are given time to get their requests in first, with other groups issued permits only if Evan- ston teams are not using the fields. The system works in an orderly fashion, he said, in that a team displaying a permit signals to a team already on the field that they must vacate. fir. Williams noted a prob- lem is not enough fields, and asked if M.S.D. land along the canal would be wide enough and available. It was noted a recent study showed lands available are usually too small for a soccer field. Mr. Wirth noted the School District has some space along the canal which, though narrow, might be long enough, and Ms. Shulse said Mason park, though subsize, might come closest to adequate space. The soccer representatives felt for practice a smaller field is fine. Mr. Jacover felt fields could be used only for games, and must be regulation size, though practice could be done in school yards, etc. He said he felt the Grosse Pointe Club had worked out a viable arrangement with fir. Wirth and 13r. Silkaitis to keep Lovelace in good condition, and publically thanked the City for its help. Mr. Jacover expressed concern that out-of-town teams deteri- orate the field, which Grosse Pointe tries to repair. Mr. Krasnow said the Board's and the Clubs' goals are the same: to get fields as close to perfect as possible given staff, budget, etc. Mr. Krasnow said he felt there was no disagreement with wanting non-residents not to destro% the fields for Evanston taypayers. He felt it a complex issue, and was curious how other suburbs dealt with it. He asked what percentage of residents was necessary to call a Club an Evanston club--50%, 95%, 100%? -5- Mrs. DeStefano said she was pleased that representatives were present to work on a 15 year old problem, and appreciative of the help Pele Stars :.and Grosse Pointe are giving the Board. She spoke of other communities' success in policing their soccer fields. Discussion of the other groups that request permits and their percentage of residents followed. Mr. Silkaitis said enforcement was the issue. Mr. Krasnow urged everyone to read Mr. Silkaitis' memo. Ms. Webb felt that other programs have dif- ferent requirements for non-residents, and suggested charging non- residents a fee for permits. She suggested 90% or higher resident num- bers on a team would not be charged a fee. Mr. Krasnow noted the prac- tical problems verifying residency are significant, and asked how other communities enforce residency requirements. Ms. Webb suggested we have the procedure for determining residency already in place. Ms. Shulse noted the difference in determining residency for a team versus an in- dividual, and said there were practical reasons why the current permit - system evolved. Mr. Silkaitis noted softball registrants need four pieces of residency proof, yet abuses still occur. Discussion ensued. Mr. Wirth noted the problem is the ability or inability to enforce the rule without an ordinance. Ms. Webb suggested such an ordinance and Police Department cooperation be obtained, Mrs. DeStefano indicated Chief Logan had expressed his willingness to enforce the rule in a prior conversation. She noted extra patrols policing the parks for violation of the -no alcohol Ordinance. A Pele Stars player felt portable goals worked well in other suburbs, and felt locking goal posts in the middle of the field at game's end would curb non -authorized use. Ms. Webb moved to restrict use of the soccer fields to no more than eight hours a day, 24 hours a week, with teams composed of 50% to 100% Evanston residents being issued permits first, at no charge. Less than 50% resident make-up would be charged a fee to cover maintenance and repair, Mrs. DeStefano seconded. Discussion ensued, including other Recreation programs using the fields, difficulty of enforcement, etc. Mr. Williams moved to table this discussion until next month, when it will be placed on the Agenda, Mr. Krasnow seconded. Motion passed. Mr. Krasnow noted everyone was committed to achieving the goal of good soccer fields in Evanston, but that practical considerations will need review before a decision can be made. He stressed that the Board was committed to working with the soccer groups here tonight. Mr. Williams suggested the Ridgeville Park District as a place for practice space, and various suggestions were made to facilitate this problem. HEMENWAY CHURCH AND Mr. Krasnow noted that the Administrative Council of Hemenway Church SOUTH EVANSTON welcomed the South Evanston Senior Citizen Club to remain at the church SENIOR CIT. CLUB for its meetings, with or without financial support from the Recreatior Department. He moved that a letter of thanks be sent to Hemenway for their decision. Motion was seconded and so moved. STUDY DOCKET Mr. Williams reported there had been no further word from the Library Board concerning incorporating the Levy Center into the new space the Board was considering. Mr. Krasnow moved to remove the Computer Upgrade item from the Docket. Ms. Harris seconded, and it was so moved. W Mrs. DeStefano reported on her attendance at a special Chandler Advisory Board meeting with Alderman Collens on the expansion issue. Discussion `. ensued concerning the feasibility of proceeding to the next step. Ms. Shulse noted the four Advisory Board members in a subsequent regularly scheduled Advisory Board meeting expressed the opinion that they did not have sufficient time to pursue the work involved in getting the support and interest needed on the expansion issue. Discussion about pursuing the issue followed. Ms. Webb suggested that, until the people involved express their support to the Board, the issue be tabled for now. Mr. Krasnow said the community must demonstrate support before the Board puts its efforts and backing into promoting the issue to the City Councl COMMENTS FROM THE Ms. Webb spoke of the redecoration of the Levy Center library, and BOARD thanked Jeannette Kean for all her efforts. She said the dinner for the Martin Luther King, Jr. dinner/theatre combination was done very well and professionally, and encouraged people to attend Saturday night's Performance of Open Admissions, which FAAH was promoting as a fundraiser. She said she looked forward to seeing the play. Mrs. DeStefano said the first night of Open Admissions had a nice turn- out and called it a tough, great community drama. She said everyone was impressed with troth the play and the professional level of the pro- duction, and urged everyone to go and see it. ADJOURNMENT It was moved and seconded to adjourn the Recreation Board meeting, and the meeting so adjourned at 10:11 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be on Thursday, February 19 at the Fleetwood-Jourdain Cultural Annex, 2010 Dewey Ave., Evanston, in the meeting room across from the Theatre at 7:30 p.m. EVANSTON RECREATION BOARD MEETING MINUTES February 19, 1987• Mr.'Krasnow called the meeting to order at 7:35 p.m. The meeting was held at the Fleetwood/Jourdain Cultural.Annex, 2010.Dewey,.Evanston. -BOARD MEMBERS PRESENT: Mr. -Henry Krasnow, President Ms. Janet Webb, First Vice President _ Mrs. Judith DeStefano, Second Vice President Ms. Julie Harris, Treasurer Mr. David Williams, Secretary STAFF. -MEMBERS PRESENT: Mr. Donald J. Wirth, Director, Parks, -Recreation -&.Forestry. Mr. Gary Silkaitis, Supervisor of Sports & Fitness Ms. Teresa Ozawa, Supervisor of Arts & Special Services Mr. Robert Dorneker, Manager, Robert Crown Complex Ms. Shellea Swan, Public Information Specialist Ms. Mamie Lee Smith, Manager, Fleetwood/Jourdain Center Mr. Jerry Williams, Lakefront Director Mr. Martin Lash, Business Manager Ms. Darlene Nilges, Executive Secretary OTHERS PRESENT: Mr. Paul Wisotzky, Leila Raab, Mary Wood, Margaret Hallen, Chuck Cohn, Donald P. Colleton, Murray Gordon, Burno Trouille, Dennis Drummer, Marilyn Johnson, Carol Kimmel. APPROVAL OF MINUTES Mr. Williams moved to accept the Minutes of the previous meeting, January 22, 1987, as read. Ms. Webb seconded. Motion passed. TREASURER'S REPORT Ms. Harris stated she had been informed by the Business Manager that total disbursements for the month of January were $156,848.61. BUSINESS MANAGER'S Mr. Lash shared the Business tanager's Report with the Board. It REPORT showed revenues for the fiscal year, through January 31, 1987, totall- ing $1,541,052, or 94.7% of the projected annual budget. Expenditures for the same period totalled $2,675,018, or 91.9% of the projected annual budget. Mr. Williams asked for a best estimate figure on the Department's end - of -year budget, Mr. Lash estimated approximately $7,000 would be re- turned to the City given current projections. Mr. Lash explained food concession and bus company contracts were being put in final form by Purchasing, and would be ready for the Board's perusal next month. -2- AI,} 4oc`-� = e. CQMAfUNICATI0N5 UPDATE Ms. Swan reported that the se, nth slue of Arts E Recreation went to the printer this morning for mid-M ch distribution. She noted the Advertising revenues were a pecial y high --probably highest of all issues to date. The Board eviede bids for the summer camp brochure. Mumm Print Shop, the lowest bid, was recommended, since the d, Pioneer Pressd not Did according to specifications. 45 r. Krasnow suggested bids not in conformance not be presented as viable. Ms. Webb moved to accept the Mumm Print Shop bid, which was the lowest bid that met bid specifications. Ms. Harris seconding, the motion passed. SUPERINTENDENT'S REPORT Mr. Silkaitis gave the Superintendent's Report. He reported that numerous ads had been placed throughout the midwest for the Recreation Leader II position at Fleetwood/Jourdain. Resumes were presently be- ing perused by Ms. Smith and Ms. Ozawa. PRESENTATION: LIFE- Mr. Silkaitis introduced Merry Williams, Lakefront Director, who re - GUARD HIRING AND ported on the hiring and training of lifeguards for Evanston beaches. TRAINING Mr. Williams outlined how applications are sought, guard tests admin- istered, and how beach managers rate each guard at the end of the season. Qualifications include an advanced lifesaving certificate, first aid certificate, and CPR certificate. Mr. Williams explained the swimming and written tests administered at -Northwestern University and shared a copy of the training schedule. He noted a film of a New York beach where several drownings occur. This film is shown to all guards to develop the ability to identify patrons in trouble. A first aid film by the Red Cross also is shown. Mr. David Williams stated it was an excellent program, and our safety record shows it. A dis- cussion of sailboarding and a possible flag system to warn of west winds followed. AFFILIATED GROUP PRE- Mr. Culleton and Mr. Drummer, of the Council of Elders, thanked the SENTATION: COE POPS Board for its help with the program. The history of the group was re - AND COE MOMS viewed, from its beginning in 1983 after a gang -related slaying, to an all-time high in participation when 500 young people joined in the break dancing at Dewey School. The Friday night drop -in at Fleetwood/ Jourdain was noted, with organized sports and crafts offered. Ages of participants range from five years of age to early ZO's. 'Mr. Culleton noted the basketball league, the importance of rules and values which the young people appreciate, the scholarship program which the group has begun. Ms. Smith's importance to the kids and the organization was stressed. To Mr. Williams' question, it was noted 7 to IO parents and adults come on Friday nights, with a few Rotarians who are also involved in the program. Mr. Drummer stated the basketball league had sent some boys on to higher schooling. He called Fleetwood/Jourdain their home base, and called for more community involvement and support. A discussion of a girls' league ensued. Ms. Webb suggested FAAH is looking for participants. Mrs. DeStefano noted the importance of girls' participation and feelings of camaraderie. Mr. Colleton calle what the Board provides at Fleetwood/Jourdain irreplaceable. DIRECTOR'S REPORT Mr. Wirth agreed with Mr. Williams' assessment of our excellent safety record at the lakefront, noting there has been no accident or drowning during supervised time on our swimming beaches in 17 years, incorporat ing nearly a quarter of a million people per year. E Mr. Wirth updated the Board on the status of the lakefront. He warned that we would be very vulnerable now through the end of spring, and noted that severe storm damage c..r'd have an effect on the budget. Mr. Wirth shared a memo to City Council on the rehabilitation of the two lakefront buildings. He explained that costs exceeded original est imates primarily because of design and construction issues related to preservation. Mr. Wirth also reported that there was a serious silta- tion problem at the power boat ramp which would need to be dredged this spring. He noted City Council approved an update study on the lake- front, and one issue which would be addressed will be ways to minimize --the siltation problem. This issue may -ultimately impact the budget, -Mr. Wirth continued. Mr. Wirth noted that the Recreation staff did an exemplary job with a difficult revenue situation in 1986-87, and pointed out future fiscal decisions will be very challenging and adjustments in free services may be necessary. He noted advertising revenue had been attained by the very aggressive work by Ms. Swan and staff. Regarding reorganiza- tion of some of the 165 schools, Mr. Wirth said the issue would need to be explored very carefully, especially as the reorganization impacts the ability of the Recreation Department to provide after -school rec- reation programs. FUNDRAISER FOR NEW Mr. Murray Gordon spoke on possible ways to raise funds for a new ZAMBONI - ' - 'ice resurfacer.--He noted the comitment of the parents of child- ren at the -Robert_'CF6_wl Center to the staff in Recreatiori.He sug- - Bested funding could come from many sources.' bank or business donors, direct solicitation of users in Evanston and surrounding communities who are attracted by Evanston's outstanding instructors; bake sales, etc. Mr. Gordon outlined how loans, City revenues, new sources of income from patrons such as changing concession stand or pro shop agreements might also be possibilities. He stressed the general feel- ing that the resurfacer needs to be replaced soon, and said he viewed replacement as a commitment to the Center's excellent staff and not simply as a capital purchase. Mr. Krasnow explained the Board's decision not to budget funds for replacement this fiscal year. He felt the ideas presented should be explored and the need examined further. Mr. Krasnow suggested meet- ing with Mr. Gordon and Ms. Shulse later in the month. Mr. Williams noted approximately $40,000 would need to be raised. SOCCER IN EVANSTON A memorandum outlining several issues related to soccer was deliberat- ed on by the Board. Discussion on not using the fields when muddy raised the following points: rules allow for cancellation during muddy conditions, rescheduling games is difficult; the subjectivity of such decisions. Representatives of Pele Stars and Gross Pointe agreed that if the designated decision -maker found the fields too muddy, the teams' reps could discuss this with him. Mr. Wirth said self -policing was the only viable way to go. The Board concurred. The Board discussed a maintenance plan to improve field conditions. The present plan of closing down one field each year with routine maintenance on all fields was agreed upon. The suggestion that Mason Park be designated as a new practice field was discussed. Mr. Trouilie outlined a schedule of use. Discussion ensued. Mrs. DeStefano moved to accept Mason Park as a practice field. Ms. Webb seconding, the motion passed. -4- The Board considered the recommendation that permits be limited to no more than 8 hours per weekend day and holidays and 2 hours per week day. Mr. Krasnow invited the soccer representatives to give their suggestions. Discussion ensued. Mr. Williams noted Recreation spon- sored events would add more hours to field usage than simply the permi hours. He moved to regulate permits to no more than 12 hours per weekend with no more than 12 hours per weekend day. This motion was _ amended by Ms. Webb to usage limited to 8'hours per weekend day and holidays and 12 hours per week on week days with a maximum of 4 hours per any one day. Discussion ensued. _With Mr. Williams voting no, the motion passed. The suggestion to use portable goals was discussed. Because of sever- al problems involved (vulnerability to vandalism, expense, difficulty to secure against unauthorized usage, etc.) Ms. Webb moved not to adopt usage of portable goals. Mr. Williams seconding, the motion passed. The Board considered the suggestion to make usage without a permit illegal, necessitating an ordinance to that effect. Mr. Wirth noted hiring a new park patrolman to police fields was not practicable, but said policing would be attempted with the existing patrolmen. He said it was hoped groups would be persuaded to leave by the park patro- staff. Mr. Trouille said the issue was to keep organized games of 22 --�-- ------ --"-players'off the field. Mrs. DeStefano felt the process should dis- courage outside groups from using Evanston fields.Ms. Webb moved that teams of more than 12 have a permit to play on the field. Discussion ensued after Mrs. DeStefano seconded the motion, Mr. Williams felt the motion probably was unenforceable. Mr. Krasnow agreed. With Mr. Krasnow, Ms. Harris and Mr. Williams voting no, the motion failed. After more discussion, Mr. Williams moved that no one can be on a soccer field without a permit. Mrs. DeStefano seconded. firs. DeStefano and Mr. Williams voted aye, the rest of the Board no. Motio, failed. Discussion ensued. Mr. Krasnow felt we now have a workable system, though not perfect, and that a permit system was unenforceable Mrs. DeStefano noted the cost to maintain the fields after destructior by outside groups. She strongly advocated eliminating such groups by whatever means necessary to keep the fields well maintained, Mr. Williams suggested nonresidents should pay a permit fee. He outlined some suggestions as to how to determine whether a group was an Evanste: group. Asked to come up with a figure for the fee, Mr. Silkaitis said Morton Grove required 5 for a 111 hour permit, but no other communi- ties he knew ees. Discussion continued. Ms. Webb said there h i ' consistency in Recreation Board policy when seniors from out- side Evanston are required to pay a higher fee than residents, but outside soccer players are not asked to pay. She felt a policy shoulc be consistent for all programs. Mr. Williams moved that any permits issued to non-residents groups be charged a fee of $25 for 2 hours. Upon Mr. Trouille noting Pele Stars are not affiliated or subsidized by the Recreation Department, Mr. Williams withdrew the motion. After further discussion on how to designate resident groups, Mr. Williams moved that any group wanting a permit not at least 8001U residents be charged $25 fee for two hours. Ms. Webb seconded. Mrs. DeStefano suggested amending the motion to read $100 fee. Mr. Williams did not 5M agree to the proposed amendment. Ms. Webb asked that the Pumas be specified as exempt from the fee, since the program is for Evanston students. A new motion was made by Mr. Williams changing the resident makeup to 75p, with the same fee of $25 for 2 hour permit. The motion was seconded. Mr. Krasnow stated his concern that charging a fee will encourage people not to pay it in order to test the system.- With Ms. Webb, Ms. Harris and Mr. Williams voting aye, the motion passed. -�--�_ Mr. Krasnow noted that no ordinance existed to make this motion en- forceable. Discussion continued. Mr. Silkaitis noted the teams would be alerted as to the fee which will now be charged. `. The Board discussed ways in which soccer fields appearance and quality could be improved. Mr. Williams noted the light usage of Lovelace on Sundays. It was noted Department programs are done at James or Crown. Mr. Krasnow suggested coordinating Parks' and Recreation's budgets next year to cover capital costs. Mr. Mirth outlined how full-time Parks staff had been reduced over the past 10 years, while maintenance re- _, •_-t:'_. sponsibilities have greatly increased. Discussion. Mrs. DeStefano re- quested preliminary figures be given the Board by Mr. Silkaitis and Mr. Mirth. The standard of maintenance being proposed was discussed. Mr. Krasnow suggested Mrs. DeStefano explore this issue for the Board. LEVY CENTER ADVISORY After studying the information provided, Ms. Webb moved that Raymond COMMITTEE APPOINTMENT Grady be appointed to the Levy Senior Center Advisory Committee. "` -""--- Mr. Williams seconded and the notion passed. 17a�ter*� FAMILY FOCUS LEASE Ms. Ozawa explained the amendment to lease wrhFamily Focus. Instead of an upfront increase of S, the leased break down the increases as follows: 1987: 2% increaiCto $$4.08 per sq. ft.; 1988: 6% increase to $4.24 per sq. ft.; 1989: 10% increase to $4.40 per sq. ft. Ms. Ozawa noted the benefit is not in dollar savings, but in be- ing able to plan the increases'into the budget. Vs. Webb moved and Mr. Williams seconded accepting the terms of the amendment. Motion passed. STUDY DOCKET Mr. Williams noted he had not yet heard from the Library Board con- cerning the suggestion to utilize space in their new building proposal for the Levy Senior Center. ADJOURNMENT TO The Recreation Board adjourned at 10:24 p.m. to Executive Session to EXECUTIVE SESSION discuss a personnel issue. The Board reconvened at 10:45 p.m. and adjourned at 10:45 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be on Thursday, March 19, 1987 at the Leisure Learning Center, 1701 Maple. Evanston at 7:30 p.m. EVANSTON RECREATION BOARD MEETING ' MINUTES March 19, 1987 Mr. Krasnow called the meeting to order at 7:34 p.m. The..meeting was held.at the Leisure Learning Center, 1700-Maple, Evanston.' BOARO'MEMBERS'PRESENT. Mr. Henry Krasnow, President Mrs. Judith DeStefano, Second Vice President. Ms. Julie Harris, Treasurer Mr. David Williams, Secretary BOARD MEMBERS ABSENT: Ms. Janet Webb, First Vice President '- STAFF MEMBERS PRESENT: Mr. Donald J. Wirth, Director, Parks, Recreation b Forestry' Ms, Jean Ann Shulse, Superintendent of Recreation Mr. Robert Dorneker, Manager, Robert Crown Complex Mr. Gary Silkaitis, Supervisor of Sports and Fitness Ms. Teresa Ozawa, Supervisor of Arts and Special Services Ms. Shellea Swan, Public Information Specialist Mr. Roche Blanchard, Manager, leisure Learning Center Mr. Martin Lash, Business Manager Ms. Darlene Nilges, Executive Secretary OTHERS PRESENT: Ms. Leila Raab, PTA; Mr. George Ammerman, Evanston Bicycle Club. APPROVAL OF MINUTES Mr. Krasnow proposed the following changes: Under Communications OF PREVIOUS MEETING: Update, page two, third sentence to read: The Board reviewed bids for the summer camp brochure. Mumm Print Shop, the lowest conforming bid, was recommended, since the Pioneer Press bid was not conforming ac- cording to specifications. Under Family Focus Lease, page five, seconr sentence to read: Instead of an upfront increase of 60, the lease in- crease would break down as follows: 1987, 2109 increase to $4.08 per sq. ft.; 1988, 6% increase to $4.24 per sq. ft.; 1989: l0% increase to $4.40 per sq. ft. , Mr. Williams moved to accept the Minutes of the previous meeting of February 19, 1987 with the proposed changes. Ms. Harris seconded. Motion passed. TREASURER'S REPORT Ms. Harris said she had been advised by the Business Manager that total disbursements for the month of February were $205,213.40. -2- BUSINESS MANAGER'S Mr. Lash shared the Business Manager's Report with the Board. It REPORT showed revenues for the fiscal year, through February 28, 1987, to total $1,666,777, or 102.5% of the annual budget. Expenditures for the same period totalled $2,934,881, or 100.9% of the annual budget. AFFILIATED GROUP Mr. Ammerman of the Evanston Bicycle Club shared their brochure and PRESENTATION: explained their program, which has just over 200 members. He noted EVANSTON BICYCLE CLUB most rides are scheduled March through October, with a few winter rides as well, with rides averaging 5 miles, but some over 100 miles. There are rides for all ages, at all speeds, he continued, noting the Club provides a general purpose, community recreation program and encourages safety. The club has programs on topics like nutrition and European tours, and an auction in spring, which is a major fundraiser. Non- members can participate in rides, he continued, though a membership includes some merchant discounts and the newsletter. He noted rides usually begin at the Chandler Center; meetings are at the Levy Center, SUPERINTENDENT'S Ms. Shulse highlighted the unaudited budget performance for FY 1986- REPORT 87, summarizing the statistics as showing actual revenues of $1,667,508 to budgeted revenues of $1,626,751. Adjustments to those figures would ANNUAL BUDGET REVIEW show a final revenue increase over budget of $5,236.00. For expendi- tures, actual figures show $2,934,761; budgeted figures were $2,909,146 which, with adjustments, indicate the Department underspent by $11,906. The net variance is $17,142, which Ms. Shulse noted indicates the Department did very well. She further stated that the budget is only one indicator of performance. Most concern, she said, is with safety, care and helping the people who use our programs to enjoy and benefit from their experiences. Ms. Shulse outlined major performance objectives by budget element: 1702, Recreation Management/Support, improved by .04%. Ms. Shulse thanked the clerical staff for their service during a prolonged period of understaffing. She noted the Arts & Recreation magazine as a major accomplishment and fine marketing piece, thanks to Ms. Swan's efforts and staff's cooperation. The Policy & Procedure Manual had been re- viewed entirely,.middle management staff were stable, and the good re- lationship with the Arts Council weri noted. 1703, Business and Fiscal Management, was over by 18% because of the unexpectedly high number of scholarships during the past year. Ms. Shulse noted that monthly budget reviews are conducted and the computer installation has been accomplished after extensive research. At Mason and Lovelace Parks, element 1711, there was a 30p saving in electricity and gas costs because of winterization of the buildings. At Robert Crown Community Center, 1712, Ms. Shulse reported that, with a new manager and new middle management, we did much better than earli- er projected. Revenues were increased by Spring break camp, fifth grade basketball, the preschool classes and terrific two's enrollments Chandler Center, 1713, improved over budget projections by 37%. Many programs grew substantially, including racquetball, preschool, gym- nastics and exercise. Fleetwood-Jourdain Center, 1714, increased revenues by more than $10,000 over projections. Many programs contributed to the increase, especially adult softball, to which a total of 10 teams had to be added over the number anticipated. Fitness classes increased, and -3- prize-winning karate classes were added. A second upholstery class was added, Ms. Shulse continued, and arts and crafts, teen ,jewelry, holiday theme parties all are doing very well. Kwanzaa drew large crowds on each day of the celebration, and a trip -to the DuSable Museum attracted 78 people. The Drum & Bugle Corps (1742) marched in 17 par- ades and placed third in the VFW D&B convention in Minnesota. In 1715, the Fleetwood—Jourdain Theatre, subscriptions doubled to 204. _ Door sales increased by 50%, with three service groups buying out "the house." The Director, Ms. Bond-Cluney, was awarded a Mayor's Arts Award, and the Friends of the Theatre had a Champagne Sip as the sea- son's opening celebration and donated $6,000 for various decorating in the theatre. The Levy Senior Center, 1717, saw memberships grow from 650 to 755, be- cause of hard work by staff on the marketing plan, open houses, etc. Volunteers increased, as did trips and parties. Overall, this element did 5% better than projections, Ms. Shulse reported. At the Leisure Learning Center, 1718, some first time classes did much better than anticipated. Holiday Arts Break was a success, and the summer Arts Festival attracted twelve thousand visitors to the 139 '.. exhibitors, and increase over last year's 114. Revenues from vendors increased by $3,000. The Winter II season realized a 54% increase in enrollments. A strategic plan was developed, with advertising and mar- keting bringing in $6,500 more than anticipated during Winter II. The Church Street Boat Ramp revenues (1721) were off by 17% primarily because of the high non-resident fees and accompanying drop-off. The Dempster St. Boat Ramp (1722) showed a 3% decline, and it was noted fees probably are as high as practicable. Boat stora a facilities (1723) are up 14% and fully subscribed. The beaches ?1724) increased budget performance by 11%, with only three poor weekend days last sum- mer. James Full was open only 11 days because of poor weather condi- tions, and saved 50% (1726). The Robert Crown Ice Center, 1728, showed a deficit of 7 percent, but it was noted that, when fees are collected from long -terra ice contracts there will be a $12,500 increase in 87-88. Mr. Williams recommended a service charge if fees are not paid by the end of the fiscal year. Discussion followed. Ms. Shulse highlighted a Swiss Rational Champions Style Seminar, the increase in the house league from 75 to 122; public skating, which increased its actual budget performance by almost $3000, the increase in private rentals of skates, and the increase in attend- ance at the Summer Camp. Sports Leagues (1732) increased 4th and 5th grade teams from 14 to 18 and added indoor soccer with 150 youth participating. The element showed a 13% increase over anticipated revenues. The Evanston Sports Association was 24102 over anticipated revenue. Ms. Shulse said, with increases in men's baseball and football (1733). Aquatic Camp had a net gain of $7,000, up 241% because of increase en- rollments. 230 youth, up from 190, enrolled i.n the successful camp, element 1734. -4- In 1735, the Chandler Sports Camp budget realized a 169% increase with a net increase of $3,700. A new mini -sports camp in the last three weeks of August (1713) enrolled 80 youth and filled a need for late -summer offerings for children. Indoor Tennis, 1736, had revenues up by 15%, and expenses up by 23%. It was noted that at times not all five courst are filled. School -Based Youth Sports had a 56% decline in revenues, with a 2% decrease in expenses. PTA's are offering many after -school classes, which impacts on Recreation's unsubscribed classes. There were in- creases in girls' basketball (154 to 215), coed softball (195 to 283) and teams of 4th and 5th grade girls' basketball (4 to 6 and 10 to 11 respectively). In Arts Camp, 1739, revenues were $6,000 more than last year, $1,600 more than budget projections. Revenues were up by 4% and expenses down by 6%. More temporary part-time employees had been hired for the increased enrollments. In 1741, Club Activities and Classes, youth outdoor tennis is up 19% = from 215 to 255 youth; sailing classes and sailboarding are down, with insurance a factor. In 1742, Special Programs, there was an 8% increase in revenue because of the Arts Festival, with increased attendance. The Starlight Concert Series gave 7 performances (one a rescheduled rainout). Special Recreation was up 3%, with attendance still-6i4 8,500. 15 swimmers went to the State meet, and Ms. Bredberg served on. -the area's Special Olympic Committee. Four participants in the program were main- streamed into other programs. (1743) Indoor Programs, 1744, showed a positive variance of 2%. There was a drop in participants from 6698 to 5269, possible because of the good weather which kept participants out of doors. Summer Playgrounds, 1746, showed a dramatic increase in registrations, from 173 to 270, and was 4% over budgeted revenues. Additional staff was hired to supervise the increased enrollments. Camp Potawatomi, 1747, with a new Director in place, was down 10% over projections, with expenses down 9%, for a total of $800 less net. Frog an average of 146 attendees each session, the Camp went down to 137. It is felt the new Director has more experience, and with a more comprE hensive marketing approach, these numbers will climb. The July Fourth element, 1748, showed a 1% increase over projections. Middle School Programs, 1749, declined 92% on revenue projections, with a 30% decline in expenses. Ms. Shulse noted only Nichols wanted an activity club, and attendance declined there from 524 to 176. Two ski trips were discussed. Discussion commenced. Mr. Krasnow said the fact that the Department is operating at a positive variance is commendable. Discussion of the Fourth of July element ensued, with Mr. Wirth explaining it was admin- istered out of the City Manager's office. To Mr. Krasnow's question on the policy for overexpending the budget, Mr. Wirth said the policy is not to over -expend. Over the•years the -5- Recreation Board has authorized staff to extend an existing program to accommodate more users than anticipated in the approved budget, if those additional users generate fees sufficient to offset the unbudget- ed expenditure.'Where it is anticipated that a line item will exceed the appropriation, there is a procedure whereby the Department can re- quest a transfer of funds from a line item that will have an end -of - year balance. in a Program Budget like the Recreation Board's, there are over 30 Program Elements, some of which have upwards to twenty line items. This type of budget detail requires considerable administrative time to monitor. The Recreation Department's budget is carefully moni- tored to be certain the "bottom line" end of year balance is a posit�e Mr. Krasnow asked that someone communicate to Mr. Asprooth his opinion that, regarding the Fourth of July budget, though the amounts were not significant, and it did not matter because we returned money to the General Fund, that overspending our budget on an item over which we have no control and discretion, and of which we are custodians of the funds, is something which may not be appropriate. Concerning the Middle School programs, Ms. Shulse noted staff is work- ing with the PTA's to make a viable proposal to the Middle School prin- cipals. She outlined the history of this attempt to formulate a pro- gram, and said Supt. Mulcahy approved and adopted the concept, and asked the Department to work with an ad hoc committee to work out a proposal for every grade level, every season. Another discussion paper was developed by staff after discussion with the principals this past month. Some of the principals' ideas could not be incorporated, and it was noted the PTA presidents were not pleased with the principals' ideas concerning Saturday programs and programs conducted away from the schools i Mr. Krasnow noted the Board felt some confusion and tension about non- resident fees, and pointed to the dramatic example between market fac- tors and principles as shown in the boat ramp budget performance. Discussion on the Middle School programs continued, with Mr. Williams asking whether the program might he eliminated. Discussion continued noting 176 children were served, with revenues of $709.00 and that the estimated revenue for next year, with the new interscholastic program in this budget, is $27,474; that costs were $5,105 this past year. Mrs. DeStefano felt the School Board also would be working with Dr. Mulcahy on the after -school program. Ms. Shulse answered a question of Mr. Krasnow, stating that we probably will face a deficit next year in this element: with a $26,000 revenue item, we can expect to get approx. $18,000 from the proposed interscholastic after -school program. Mr. Williams said the program hinges on getting the cooperation of the principals, which he felt might be difficult, and said the progress of the discussions should be closely monitored by the Board. Discussion continued, with Mr. Williams questioning the account payable of $12,500 in element 1728. Mr. Dorneker noted the money has been collected as of this date. Other questions on certain points of the budget were raised, among them: why, if School -Based Youth Sports revenue is down 56%, are expenses only down 2%? It was explained there is a full-time staff person's salary in this element. Ms. Harris aske, for explanation of the high level of cancellations for indoor tennis. Mr. Silkaitis explained the procedure, which requires payment of the highest fee when applying, which is refunded if the players are assign- ed a less expensive time ar,'d`ay. This procedure allows the Department -6- to bring in the revenues, without needing to pursue people for the rest of a fee. It was noted the Tennis Excellence Program was not attracting top notch players because children of that calibre usually go to private clubs. Discussion about the positive variance of the budget ensued.. Mr. Williams moved to advise the City administration that the Recreation °. Board intends to retain any positive variance in an interest -bearing '.: account for the purchase of an ice resurfaces in 1990. The motion died for lack of a second. Mr. Williams warned that the Board must be pre- pared in next year's budget to set aside a significant amount of money for the ice resurfaces which must be replaced. LOW IMPACT AEROBICS Mr, Blanchard explained that low impact aerobics is done with one foot touching the floor at all times, wide body movements, low kicks, steps and lunges. The Board watched a demonstration tape on the subject. It was noted all ages, all body weights, all strength levels may choose low impact aerobics, which reduces stress on joints, etc. Enrollees sometimes do low impact aerobics two days a week, and high impact aerobics the rest of the time. Mr. Blanchard said approximately 26 people are enrolled each day at Leisure Learning Center. CONTRACT.: AND PURCHASE The Board reviewed the contract with Fountain Fair; concessionnaires REQUESTS at the lakefront. Mr. Lash explained this is the last year of a three year contract, renewable each year if satisfied with their performance. Mr. Williams moved and Mr. Krasnow seconded the motion to accept the Fountain Fair contract. Motion passed. The Board reviewed the Robinson bus contract for Robert Crown Camp and Potawatomi= service. Explanation of a minority set -aside contract was offered. Mr. Williams moved to accept the Robinson bus contract. Mr. Krasnow seconded. Motion passed. The Board reviewed a request to purchase softballs for the 1987 season. It was suggested the lowest bidder, Santos Sports, furnish the Depart- ment with the 159 dozen softballs needed. Santos was the lowest of three bidders at $8,453. Mrs. DeStefano moved to accept the purchase from Santos. Mr. Krasnow seconded. Motion passed. PARLIAMENTARY TRAIN- Mr. Krasnow asked that another day be planned for Board training, since ING he felt last year's program was very beneficial. He will discuss the matter further with Ms. Webb and present their ideas. NATIONAL ISIA COMPE- Mr. Dorneker said Robert Crown Center will host the national ISIA TITION AT ROBERT competitions this August. Hosting the event, he continued, will not CROWN cause cancellation problems, but rather will promote the Center and make use of it during its slow time. It is expected to benefit the growth of the skating school as well. COMMUNICATIONS UPDATE Ms. Swan reported that total revenues for I986-87 were approximately ARTS 5 RECREATION $30,000. Next year's goals include $40,000 in revenue with 40 pages MAGAZINE per Arts 'b-Recreation issue. A sophisticated information sheet has been developed as a marketing tool for advertisers. Ms. Swan noted the results of a readership survey which showed that more people read the Recreation listings than anything else; that over 70% keep the magazine over one month, and the majority of people learn of Recreatior offerings through the magazine over any other source. Majority of readers rated the magazine as good or excellent, and 57% of those who enrolled said they did so because of the magazine. Individual comments from the survey will be evaluated by staff for possible changes. -7- Ms. Swan reported that many area park districts are redesigning their magazines or going to 4-color, and said Arts & Recreation has the high- est circulation in the City by far, doubling most other publications .such as North Shore Magazine and the Chicago and Evanston newspapers. Mr. Williams suggested a question to learn the percentage of readers who patronize the advertisers in the magazine be included in the next survey. HOCKEY REDISTRICTING Mr. Krasnow reported that the Wilmette and Skokie hockey associations PROPOSAL made proposals to the Amateur Hockey Association of Illinois which would result in these non -Evanston associations being able to recruit Evanston children for their all-star programs. Mr. Krasnow noted the response drafted by Mr. Moran of the Evanston Youth Hockey Association, as well as his own memorandum, and said Mr. Williams, Mrs. DeStefano Mr. Moran and Don Wirth would attend a meeting on Saturday. It was agreed that such a redistricting would be very detrimental to our hockey program. STUDY DOCKET. It was noted that no information had been received from the Library Board concerning relocation of the Levy Senior Center. Mr. Krasnow asked if it would be feasible to place the approximately $12,000 from the I986-87 Crown fees paid in this budget year into a set -aside account for use later in the year. Ms. Shulse said that capital equipment items are placed in the budget and approved by City Council, and to purchase such items approval would be needed. She noted that whatever unbudgeted and excess revenue is left over at the end of the budget year becomes revenue to the City and the Fund Bal- ance. Discussion of the mechanism through Human Services for permis- sion to set aside money for capital purchases ensued. Ms. Shulse noted that setting aside money early in the fiscal year, before it is known if the revenue budget will be met, may not be a feasible plan if some budget elements do not achieve budgeted revenues. Mr. Krasnow said he would look into the process involved if such a set -aside were to be made. Mr. Williams suggested researching the issue of a year-end positive variance being utilized by the Department. Ms. Shul;e ex- plained such procedure is not normally an accepted one, and would require City Manager or Council review and approval. COMMENTS FROM THE Mrs. DeStefano noted the wonderful activities planned for children BOARD during the Spring Fling week, and felt the program couldn't be beaten for the $45 fee. She also said she had heard very positive comments about the guitar lessons being offered at the Leisure Learning Center. Mr. Williams said he was glad to see in the Division Chief's report that all 100 resident sailboard permits had been sold. ADJOURNMENT The Recreation Board adjourned at 9:35 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be on Thursday, April 16, 1987 at the Robert Crown Center, 1701 Main Street, Evanston, at 7:30 p.m. EVANSTON RECREATION BOARD MEETING MINUTES April 16, 1987 Mr. Krasnow called the meeting to order at 7:36 p,m. The meeting was 'held at the'Robert Crown Center, 1701 Mai'n'St:,:Evanston, IL. BOARD MEMBERS PRESENT: Mr. Henry Krasnow, President Ms. Janet Webb, First Vice President Mrs. Judith DeStefano, Second Vice President Ms. Julie Harris, Treasurer . Mr, David Williams, Secretary 5TAW MEMBERS PRESENT; Mr. Donald J. Wirth, Director, Parks, Recreation & Forestry Ms. Jean Ann Shulse, Superintendent of Recreation Mr. Gary Silkaitis, Supervisor of Sports & Fitness. Mr. Robert Dorneker, Manager, Robert Crown Complex Ms. Teresa Ozawa, Supervisor, Arts & Special Services Ms, Emily Mills Palmer, Supervisor, Youth Sports lir. Mark Gordon, Accountant Ms. Darlene Nilges, Executive Secretary OTHERS PRESENT: Ms. Margaret Hallen, Ms. Mary Wood, Mr. Chuck Cohn, Mr. Rex Louis, Ms. Helen Marxsen, Ms. Leila Raab, Ms. Ann deBrauw, Ms. Ann Lewis, Mr. Tom Branning, Mr. Robert Lifton, Ms. Carol Bild, Ms. Anne Seidenbecker, Mr. Marty O'Malley, Mr. John Szarnych, Mr. Don Betko. APPROVAL OF MINUTES It was moved by Mrs. DeStefano to approve the Minutes of the last meet- ing of March 19, 1987, with the change on page four, paragraph 7 of the abbreviation "ca." to the word "about." Ms. Harris seconded and the motion passed. LEVY CENTER ADVISORY Helen Marxsen, newly elected chair, reported that the library is al - COMMITTEE REPORT most completed and invited the Board to see it. The nonprofit status of the Life Enrichment Fund is close to attainment. Ms. Marxsen ex- pressed hope•that the Levy Center could stay at its present location. ROBERT CROWN CENTER Margaret Hallen reported on ways to foster more active participation ADVISORY BOARD REPORT of volunteers at the Center, among them coffees for participants held immediately after the event to thank people, instead of a recognition night; use of the Advisory Board members as hosts for events, such as the upcoming ISIA event in August, etc. She noted elections will be held in May with installation of officers in June. TREASURER'S REPORT Ms. Harris said she had been advised by the Business Manager that total disbursements for the month of March were $227,062.59. _2_ BUSINESS MANAGER'S The Board reviewed the Business Manager's Report. Ms. Shulse stated REPORT that the low revenue figures in comparison to last year were a result of a significant number of softball revenues being credited this year to the month of April, instead of March, as had been done the previous year. It was also noted that this is the first month of the new fiscal year, and therefore budget figures have limited significance. AFFILIATED GROUP Mr. Robert Lifton, Treasurer of the Sailing Club, told how its members, PRESENTATION: :SAILING numbering approximately 40 with 80% Evanston residents, utilize the CLUB Dempster Street Beach facility from late May to mid -September. He said there is a Sunday sailing event, and 3-4 social events held at the lakefront each year. Events culminated in an invitational regatta. Mr. Lifton said the Club was funded primarily through its dues, and gratefully acknowledged the Board's generosity. To questions from the Board, Mr. Lifton said a mailing is sent out each year through the Department, and advertising is placed in papers. Safety is emphasized, he continued, and racing rules are taught. SUPERINTENDENT'S Ms. Shulse reported that Mr. Lash, the Business Manager, has resigned REPORT to accept another position. He will be leaving April 29. Interviews generated through advertising the position within the City would be set up the following Tuesday. Ms. Shulse introduced Mr. Gordon, the De- partment's Accountant, who would be Acting Business Manager. Hs. Shulse said the third set of interviews for the Fleetwood-Jourdain Recreation Leader would be April 23 and 24. The new Clerk -Typist posi- tion in the Department generated over 30 applicationj and staff is reviewing them. PRO SHOP AT ROBERT Ms. Shulse said the prior concessionaire at the Robert Crown Center Pro CROWN CENTER Shop, T.L. Fritts, had vacated the space. A contract had been nego- tiated with Rex Lewis, who has experience in running a pro shop. Ms. Shulse stressed that most important was service to our skaters: rental income is secondary to a full service shop. She noted an incentive t: clause in the contract in the hope the lessee will renew the contract a second year, at which time a credit toward his rent will be given. The clause, she continued, was inserted for the sake of continuity of the operation. Discussion of the clause and contract followed, with the following comments: that the security system of the Center would be extended to cover Pro Shop space; that the contract was fair to both parties; that the incentive is appropraite in order to maintain the presence of a pro shop in the Center, not that it necessarily be an economic success. Alternatives to the clause were discussed. Mr. Krasnow suggested the rental going down the second year by the extent sales went up. Mr. Lewis felt this would engender an accounting prob- lem. Discussion continued. To Ms. Harris' question, Mr. Lewis said he had experience running a successful Shop in Wilmette, and outlined his familiarity with figure skaters' and hockey players' needs. Dis- cussion continued. Mr. Wirth noted the shop is not a profitable, entrepreneurial opportunity, but that its presence facilitates success of other services provided in the Complex. Ms. Webb moved to approve the contract with Rex Lewis as written. Ms. Harris seconded. Motion passed. A.T.A. CHAIRMAN & P.T.A. representatives Ann deBrauw, Leila Raab, Ann Seidenbecker, Caro' PRESIDENTS --PAST Bild, Tom Branning and Ann Lewis, were invited to come forward. They RECOMMENDATIONS & thanked Ms. Shulse for arranging the opportunity to speak with the FUTURE PROGRAM NEEDS Recreation Board annually. Leila Raab, PTA Recreation Chairman who -3- serves .as council liaison, stated that the Recreation Dept., in its evolivement now offers more programs to children than ever before. But Ms. Raab said there still were not enough programs, especially for mid - die school age. She explained that programs fluctuate in the schools for three reasons: 1) Administrative style in each school building varies; 2) Volunteer efficiency at each school differs from year to year, and 3) School building 'availability varies, allowing more or fewer children to participate. •Ms. Raab continued: We all have to deal with these fluctuating problems from school to school, and a pro- gram may be successful one year and not the next just because of the three factors, Ms. Raab reviewed the PTA's recommendations from past years and noted the PTA's review of progress and greater understanding, Ms. Raab re- viewed the report prepared by Ms. Shulse as well. The following state- ments were made: (1) PTA's still believe team sports are the best kinds of programs for children and support the new sports that the De- partment has added over the last few years. (2) Last year the PTA's asked that intensive programming be done at specific hours. This has been "tricky" for the Recreation Dept, since school buildings are not always available. Recreation staff has had to coordinate so many variables, paying attention to differing administrative styles of each school building, in offering programs at specific times. The PTA's ask that Recreation Dept, staff work even harder, althou h the PTA's realize the Recreation Dept. staff has little control. �3) Last year the PTA's recommended that public programs not compete with private classes. Ms. Raab said this is another tricky area, saying someone always stands up after the fact to say there's a duplication, Ms. Raab believes Recreation staff tries to stay abreast in the area of recreation offerings. Ms. Raab referred to an early recommendation (4) that any new addition- al full-time staff should work after 3 pm and on weekends. Ms. Raab said there is a better understanding of how full-time program managers can train many leaders and children can have more adult leadership with more part-time leaders rather than one full-time leader, Ms. Raab is concerned when there is job turnover with leaders. She explained, although maybe not valid, some parents think there are too many pro- grams from which to choose. (5) Previously, the PTA's wanted a match- ing paid coach hired for every volunteer. Ms. Raab said some schools have enough volunteers, others do not. She said the PTA's and the community need a stronger system for filing and tracking volunteer talent. Ms. Raab would like the Recreation staff to continue to pur- sue hiring high school age coaches. (6) The Recreation Board's very nice subsidy scholarship program serves many children. Ms. Raab feels it is unfortunate that some school building administration do not want any fee supported programs, fis. Raab asked the Recreation Board to try to subsidize children's programs as much as possible, but believes the Recreation Board has been very generous in keeping fees low. (7) The PTA's are pleased that a new van has been purchased. It was asked if the schools still provided late bus transportation. It was affirmed that for 25 or more children the District will assign a late bus. (8) This year, the PTA's agree that the Thomas Airth Scholarship Fund should remain as intended, to train professional Recreation Dept, staff. (9) The representatives agreed that communications from the Recreation Dept, have been timely. It was asked that the middle schoo annual programs be provided in chart form, -4- Mr. Krasnow commented that programming for middle school age groups can be difficult, and not well received by the children. The representa- tives noted success takes support by the schools. To Mr. Williams' question, it was stated 1600-1700 students are in the middle schools. A representative shared the ideas of some children concerning: the inadequacy of the District's intramural program with only three games in softball, and the need for -programming across all three years; the desire for computer, drama, and school -based teams of all types;. the need to work together as a team and develop feelings of sportsmanship. Mr. Williams felt 170 participants in middle school clubs a poor show- ing, and the representatives agreed saying it was not the children's lack of desire, but a lack of cooperation from the schools. They con- tinued that girls felt nothing was offered for them. Ms. Webb noted the Interscholastic Sports Program for middle school ' boys and girls as a joint -one between Dist. #65 and Recreation, and asked which agency should provide what services. Mrs. DeStefano felt without the schools' support for the program, it will not be accom- plished, even though Recreation supports it. Noted was a problem in lack of programming currently available for grade school girls in the fall, and Ms. Shulse discussed the girls' soccer league scheduled for fall through rebudgeting of funds. Discussion on the interscholastic program, student excitement about the program, Dr. Mulcahy's support, etc. followed. Ms. Shulse noted the need to move quickly, and said the fall and spring interscholastic programs could be done, though without gyms being made available, the winter program would not be offered. She noted, however, that the proposed program would still serve two- - thirds of the 700 children targeted. Various problems that would need to be addressed were discussed, including 5th grade sports leagues, screening to balance teams, transportation, etc. It was suggested a communication center be set up that would disseminate information to a number of schools at once. GIs. Shulse noted Ms. Palmer's program, and the need to communicate with 13 people to set up a program. Ms. Shulse spoke of the new van the Dept. will be able to utilize. Mr. Silkaitis noted, regarding 5th graders at Haven, that there are drop -in gyms throughout the City for practice, which may relieve the problems in scheduling practices. Mr. Krasnow thanked the representatives for coming. To Mr. Williams' question, it was the consensus that students identified with their schools rather than the neighborhood recreation center. The Board called for a five-minute recess and reconvened at 9:06 p.m. MID -YEAR UPDATE TO Ms. Shulse said that, since the Board had expressed interest in provid- HUMAN SERVICES ing a mid -year report and annual summary for the Human Services Commit - COMMITTEE tee, it was felt this might be a good opportunity to report on the success of the marketing plan, program growth, etc. Mr. Krasnow felt next year would be an exceedingly difficult one because of the ice resurfacer issue, and thought it a good opportunity to introduce some of our current challenges and future needs to the Human Services Committee before budget meetings began. The Board agreed. Mr. Krasnow offered to discuss the proposed outline .•rith Ms. Shulse. Ms. Harris suggested the outline the Board had heard from Ms. Shulse at last month's meeting was very informative and could be presented. EVANSTON YOUTH BASEBALL Representatives from the Evanston Youth Baseball Association were in - ASSOCIATION vited to come forward for discussion. The Board reviewed the Associa- tion's proposal for the instructional league planned to begin this spring for 8 and 9 year olds. Ms. Shulse said the diamonds the group requested had been approved by staff. It was noted that insurance was in place. Discussion followed concerning the problem of starting late with kids already in programs -in Skokie, Wilmette, etc. The Depart- ment's two t-ball and junior baseball. programs were discussed. It was noted that staff recommended that 8 year olds not face live pitching, because of limitations of the 8 year olds, both physically and psycho- logically. Mr. Krasnow said, based on his observation, that 8 year olds find it very hard to hit a pitched ball, and asked EYBA to slow their pitching down as much as possible. The representatives agreed, through coach pitching, to do so. RECREATION BOARD Mr. Krasnow outlined a training program from 9 to 3 on May 30 and said TRAINING & PROCEDURES he felt the agenda was interesting and price moderate. He suggested all Board members make an effort to attend. Mr. Williams, after check- ing his calendar, said he was not available The other members will plan to attend. CONSENT AGENDA FORMAT The Board considered adopting a Consent Agenda format to include the Treasurer's Report, Business Manager's Report, and approvals of advis- ory Board or Committee appointments. Mr. Krasnow noted materials for the above are always received in advance for the Board's perusal. Mrs. DeStefano felt not adopting the format was more community -oriented, giving audience members a chance to hear and ask questions, and said openness is an important issue. After discussion, it was moved to adopt the Consent Agenda format. Motion failed for lack of a second. LEVY CENTER ADVISORY It was moved by Ms. Webb that the Board approve appointments of Beulah COMMITTEE APPOINTMENTS Avery and C. David Howell to the Levy Senior Center Advisory Committee. Ms. Harris seconding, the motion passed. STUDY DOCKET ;is. Harris said she was sorry to hear of Mr. Lash's departure, as she had grown confident in his abilities as Business Hanager, and though sorely missed, she wished him well in his new endeavors. Mrs. DeStefano asked the outcome of the recent hockey meeting. Mr. Wirth said he, Ms. Shulse, Mr. Dorneker, Ms. Swan and Mr. Franklin met with Ed Moran and outlined 5 or more objectives. Mrs. DeStefano offer- ed to be present at any meetings concerning the proposal. Several ideas concerning recruiting youngsters into the hockey program were shared. Ms. Shulse noted Mr. Dorneker hopes to get the ice up earlier in August than in the past, to afford free clinics for young people. Mrs. DeStefano felt the program will take a lot of commitment, as it does in other communities, or it will fail. To Mrs. deStefano's ques- tion, Mr. Silkaitis noted soccer fields are in fine condition, and said the Tennis Excellence program has 12 in the first session, 22 in the second. Mrs, DeStefano noted flyers from Wilmette on their tennis program which she was seeing in her neighborhood. Information on the spring break programs was shared. Discussion on the use of Arts 8 Recreation, camp magazine, flyers on ice skating ensued. Mrs. DeStefano suggested using only the magazine with some paper flyers Ms. Shulse esplained that one camp brochure is less expensive than separate smaller brochures, and it would cost us much more not to utilize the various marketing pieces. Discussion ensued, Mrs. DeStefano suggested finding a little less costly alternative. EVANSTON.RECREATION BOARD MEETING' MINUTES May 21,.1987 Mr. Krasnow'called the meeting to order at 7:32 p.m. The meeting was held at the Chandler Center, 1028 Central St., Evanston, IL.. . BOARD MEMBERS PRESENT: Mr. Henry Krasnow, President Ms. Janet Webb, First Vice President Mrs. Judith DeStefano, Second Vice President Ms. Julie Harris, 'treasurer Mr. David Williams, Secretary STAFF 14EMBERS PRESENT: Mr. Donald J. Mirth, Director, Parks, Recreation & Forestry' Ms. Jean Ann Shulse, Superintendent of Recreation Mr. Kevin Wallin, Chandler Center Director Ms. Emily Mills Palmer, Supervisor of Youth Sports Ms. Shellea Swan, Public Information Specialist Its. Mamie Smith, Manager, Fleetwood-Jourdain Center Mr. Mark Gordon, Business Manager Mr. Mike Jaspering, Recreation Program Manager, Chandler Ms. Darlene Nilges, Executive Secretary OTHERS PRESENT: Carol Kimmel, Bo Price. APPROVAL. OF MINUTES: Mr. Williams moved to approve the Minutes of the previous meeting, April lb, 1987. With Ms. Webb seconding, the motion was approved. TREASURER'S REPORT Ms. Harris stated she had been advised by the Business Manager that total disbursements for the month of April were $227,380.37. BUSINESS MANAGER'S Mr. Gordon reported that revenues for the fiscal year, through Apr. 30, REPORT 1987 total $329,408, or 17.9% of the annual budget. Expenditures for the same period total $401,044, or 12.7N of the annual budget. Dis- cussion ensued concerning another format for the Business Manager's report which could present meaningful information in terms of the budget. Ms. Shulse noted the options presented to the Board several months ago, and reminded the Board that beginning this month financial information was being obtained from the City records instead of the • Department's records. Projections based on the last ironth's data, she continued, would be possible to show programs not making revenues or overexpended. Ms. Shulsp outlined how programs are now compared to figures from last year and noted that explanation for any disparities is furnished the Board after the first quarter. Mathematical computa- tions showing programs more than 10" off are now shared after April. Mr. Krasnow then requested that the Board be able to review the work sheets, before each month's Recreation Board meeting if possible, whici- are used by the Department to review each program's budget projections. Pis. Shulse agreed to furnish this information. -2- COMMUNICATIONS UPDATE Ms. Swan reported that taping was in progress, with the assistance of Cable Communications and a student intern, of several programs offered by the Department. Cost of the taping was very low, she continued, and the tapes would be shown to community groups and on City cable stations to promote the Department. t1s. Swan also reported that Volunteer flight was scheduled for July 14 at the Lagoonf before and during the night's Starlight Concert. She noted the event, which would recognize the contributions of volunteers, had grown to a City-wide ceremony, with 800 invitations and the ex- pectation of 200-250 attendees. Ms. Swan also noted the Department's possible application, depending on criteria, for a Gold Medal Award given to outstanding Recreation Departments around the country. Evan- ston has been a finalist in the past, she said, and noted the cash award for the grand prize. SUPERINTENDENT'S REPORT Ms. Shulse reported on the status of the interscholastic sports program between the Department and Dist. #65. She said that, at Mr. Y,rasnow's request, Mrs. DeBrauw would be present to more thoroughly share the PTA's support of the program with the School Board at its meeting in late June. Ms. Shulse explained that there had been no direct response from Dr. Mulcahy, who felt the School Board's approval was necessary before proceeding. The Department's concern, she continued, was with the late starting date, and the difficulty in coordinating with the schools after June. t;s. Shulse noted the program proposal was sent to Dist. 165 last summer. Discussion continued, where it was noted staff could not go ahead and plan until School Board approval was ob- tained, and that information on the program could not be placed in the flay edition of Arts & Recreation at this late date. Ms. Shulse reported that Nark Gordon, Acting Business Manager last month, had been hired as Business Manager, resulting in a vacancy in the Accountant's position in the Department. his. Shulse reviewed the City's policy of contacting the top two candidates on the eligible list for the Accountant's position, and noted both had declined the position. 11s. Shulse noted the Clerk Typist II position, budgeted since March, had been filled by Elaine Ferris, who brings some speci- fic skills and qualities which will facilitate working more directly with the registration desk and the proposed physical changes being studied. Ms. Shulse also reported the Program Manager position at Fleetwood- Jourdain had been filled by Donna Scrutchins, who will bring much experience and a degree from George Williams College. She begins July 6. SUMMER PLAYGROUND Ms. Emily Xills Palmer spoke about the 1987 Sumner Playground Program. PRESENTATION She noted that last year 300 children were registered, a significant increase from the previous year. 11s. Palmer shared the history of the Cops Adopt a Kid progran which began last year. She explained that the officers paid that portion of the fees required under the fee assistance guidelines for forty children to be enrolled last year, and that presently about eighty-five children have been identified for -3- this year, under the coordination of Sgt. Nilsson. Ms. Palmer noted more staff would be assigned to achieve a 1-12 ratio, and said the program accepts children from kindergarten through 12 years of age. -. She reported a custodian will do heavy clean-up this year at the Nichols site, with the cooperation of Dr. Marcy, and that staff will do light cleaning work. Ms. Palmer also announced a mini -session, from August 10 through 28, is being offered. Thus far, 12 have registered for the mini -session; 145 for the regular sessions. AFFILIATED GROUP PRE- Bo Price reported on the Drum and Bugle Corps. Approximately 70 SENTATION--DRUM AND youth are in the program. Recruitment is not necessary, he contin- BUGLE CORPS ued, since parents are bringing their children to the Corps (and some of the parents themselves are ex -members!). Though a candy sale is fairly successful, fir. Price said, the Corps is trying to keep costs down by repairing its own equipment. Fund-raising efforts raise approx. $900 to S1300, but Mr. Price noted the need for new drums, which would cost around $1400. Mr. Price noted the various activities of the Corps, especially the march in Chicago for Say No to Drugs, which was televised, and the four parades scheduled this July Fourth. BOARD COMMITTEE Mr. Krasnow noted the list of recommended projects which the Board PROJECTS might wish to consider this year. He suggested that, instead of be- ing assigned to Committee members, projects be chosen by members who had a special interest in a certain project. Mr. Williams said he would work on the Robert Crown Phase Ii or III project, as well as the Levy Center Relocation issue. Mr. Krasnow volunteered to work on the Comprehensive Evaluation System recommended by HLL; Ms. Hebb agreed to work on Volunteer Recognition Day; and Mrs. DeStefano said she could do the Review of Goals and Objectives of Middle Management. Mr. Krasnow noted he was not asking everyone to take an item, and suggested a summary of the meetings each person attends on the topics chosen might be helpful. Mr. Krasnow said he would be the liaison for the item concerning an Editorial Board for the Magazine. Ms. Harris offered to work on Robert Crown Phase 11 or III and the Printing Operation. Mrs. DeStefano volunteered to work on the Inter- scholastic Sports Program. Mr. Krasnow hoped all could attend the IPRA training session for parks and recreation board members and cormi,siunaires, in Schaumburg on Ilay 30. REPORT TO HU14AII Mr. Krasnow noted a draft had been prepared, and it was agreed the SERVICES C01414ITTEE Board would review it before the June 8 Human Services Connittee meet- ing. The report would contain an overview of how the Recreation bud- get had been met last year, as well as highlights of programs and problems which might arise this year. REPLACEMENT OF fir. Wirth called attention to the memo outlining how the Zamboni ice ICE RESURFACER resurfaces might be replaced. The equipment would become a part of the Fleet. Mr. Krasnow summarized the process by stating the Zamboni could be purchased from City Fleet Services Funds, to which the Department would pay S6,000 per year to the Fleet Services Fund until the purchase price is repaid. fir. Wirth noted Recreation would in effect be "renting" the unit from Fleet Services. This is the same policy and practice under which all City roiling stock is handled. Discussion continued, with these points: there would be fuel and repair savings through the Fleet Services option; it would be best i -4- to use the oldest unit for parts or to trade; there was an old agree- ment with Northwestern that the oldest unit would be returned to the University when no longer used; that perhaps the salvage value of the machine could be used as a credit for some of Northwestern's ice rental costs. Ms. Webb noted Human Services should be informed of the need for the resurfaces. Mr. Wirth reiterated that the option outlined is a routine one in terms of City policy and pointed out that the present arrangement with Fleet Services for Recreation's two vans and buses, and lakefront vehicles, is similar to what is proposed for the Zamboni. Mr. Krasnow suggested a motion be made that the Recreation Board, beginning in FY 1988-89, allocate $6,000 to be paid to Fleet Services Fund in exchange for the purchase of a new Zamboni ice resurfaces, which will be allowed to be used by the Recreation Department during the useful life of the Zamboni, and as the Zamboni is depreciated, payr,ents will be made toward purchase of a new unit in the future. �,4:.a... Discussion followed. It was pointed out the $6,000 was an estimate, and could vary year to year based on actual fuel and maintenance requirements. Ms. Webb moved that the motion outlined above be adopted. Mrs. DeStefano seconded it. Mr. Williams discussed re- questing funds from the Hunan Services Committee for the purchase of a Zamboni instead. Discussion ensued. On calling for the vote, the motion passed with Mr. Williams voting no. PROMULGATION OF RULES Mr. Krasnow outlined the need for signage at the beaches concerning AND REGULATIONS:. unchaperoned children, which would state the B.oard's longstanding pol- CHILDREN AT BEACHES icy, He described the process whereby rules and regulations may be promulgated to Ordinances through the Human Services Committee and City Council. Mr. Krasnow asked the Board to formalize its concurrence with the memo going to the Human Services Committee that the Board's policy concerning children on the beaches become an Ordinance. The Board so affirmed by concurring unanimously. PARTICIPATION Hs. Shulse shared Participation Reports on Recreation offerings which REPORTS are submitted quarterly. She noted that previously the reports were generated for staff use, but would be generated now for the Board's review. She noted that after a period of time the reports would form a record which could be used by the Finance Committee. t1r. Krasnow requested that an item concerning the reports be placed on the Board's .agenda those months following receipt of the report. Ms. Shulse agreed to do so. CI.PITAL !IMPROVEMENT Mr. Krasner outlined the City's procedure in adopting a five year Cap- PP013ECTS ital .^provement Plan, and ;tote' staff's recor-,.:".endati,ons. ue succe=_tet e szecial te s,t t1 :.iscuss the '-'.andy pr"'eCts Krasnow went over the proposed project schedule, notine the itens the Board would want to make recur+ endations about. ter. :Mirth outlined the process of approval and evaluation, by the Administration and Public ,forks Cor;,mittee and City Council. To Mr. Krasnow's cuesticn, 11r. 'Mirth said that projects funded by General Oblization Bonds would not be a part of the annual operating budget. Mr. Krasnow suggested any ideas for additions be submitted to Ns. Shulse as soon as possible so that cost estimates might be obtained. To 11r, Williams' question, 1,1r. Wirth noted Revenue Sharing funds were released, but it is expected no more conies will be avallable from that source, though not a cer- tainty. Discussion of priority classifications, carryover projects from previous years, CP1 increases and debt retirement ensued. A STUDY DOCKET COMMENTS FROM BOARD MEMBERS ADJOURNMENT -5- Mr. Krasnow suggested removing the Ice Resurfacer item. Mr. Williams reported he had talked to Mr. Wright about the library expansion, and a feasibility study was being prepared which would include 20,000 sq. ft, for a senior center at the new library. Mr. Krasnow suggested giving some thought on how to proceed in terms of citizen input, public hearings, etc. Mr. Williams suggested changing the Finance Committee meetings from Sept. 1-5 to August 31-Sept. 4. Ms. Webb noted the dates corresponded to the opening of school and she could not attend night meetings. Mr. Williams discussed appearing before the Zoning Board about the proposed Pace bus garage at Oakton next to James Park. Discussion ensued, in which it was noted 75-150 buses would be housed there with fuel tank storage space.' Mrs. DeStefano moved to agree as a Board to be against the site for the garage. fir. Williams seconded. Motion passed with Mr: Krasnow voting no due to not having enough information concerning the proposal. Mr. Williams said he was glad to see arrests being made in the parks for illegal use of alcohol. Ms. Webb commented on the many Sunday activities at Fleetwood-Jourdain The Spring Fling had close to 400 people, many families enjoyed the great program. She commended the Fleetwood staff for a fine job. Ms. Webb also noted the Special Olympics at Dyche Stadium went well, and said the Recreation Department should be proud. Mrs. DeStefano also was glad of the enforcement of the no drinking Ordinance. She commented on the interesting Crive Prevention meeting, noting Ms. Shulse's presentation on how Recreation is helping youth. The Board discussed the $50 non-refundable carp fee, agreed the policy had merit, was clearly stated and should stand as is. Mrs. DeStefano outlined a recent call she had had on the subject, and Mr. Williams noted no refunds are given for tours, etc. Ms. Webb felt the account- ing would be difficult if people were to transfer camp deposits into other programs, and said it is unfair to people who are turned away because a program or camp is filled. Mrs. DeStefano suggested signage be placed at soccer fields as quickly as possible. Ms. Harris commended the choice of cover for the new Arts & Recreation magazine. She felt the Lakefront Guide offered "one stop shopping" for everything going on there and was very useful. Mr. Krasnow thanked Kevin Wallin and Mike Jaspering for hosting the evening's meeting, and Mike introduced himself to the Board. The Recreation Board moved to adjourn at 9:45 and it was so adjourned. The next regularly scheduled meeting of the Evanston Recreation Board will be on Thursday, June 18, 1987 at the Robert Crown Community Center, 1701 Main Street, Evanston at 7:30 p.m. Mrs. DeStefano called the meeting to order at 7:27 p.m. The meeting was held at the Robert Crown Complex, 1701 Main Street,'Evanston, IL. BOARD MEMBERS PRESENT: Mrs. Judith DeStefano, Second Vice President Ms. Julie Harris, Treasurer Mr. David Williams, Secretary STAFF MEMBERS PRESENT: Mr. Donald J. Wirth, Director, Parks, Recreation & Forestry Ms. Jean Ann Shulse, Superintendent of Recreation Mr. Mark Gordon, Business Manager Mr. Robert Dorneker, Director, Robert Crown Center Ms. Shellea Swan, Public Information Specialist Ms. Sandra Cole, Recreation Program Manager, Robert Crown Ms. Darlene Beson, Secretary, Levy Center OTHERS rRESENT: Ruth Carnahan APPROVAL OF MINUTES: Mr, Williams moved to approve the Minutes of the previous meeting, May 21, 1987. With Ms. Harris seconding, the motion was approved. LEVY CENTER ADVISORY Ruth Carnahan, Secretary of the Levy Center Advisory Committee, noted COVIMITTEE they were still awaiting the completion of the not -for -profit status of the Levy Center Life Enrichment Fund, Inc. Mr. Williams mentioned that he thought it had already been applied for. Ms. Carnahan ex- plained that there was now a State registration number, but that the process was not yet complete for the Federal number. Ms. Carnahan further reported that Levy Center was about to begin a membership drive and that S.C.D.R.E. had been contacted for services of a retired senior with a.background in marketing to assist in the drive. The people from S.C.O.R.E. (Service Corp of Retired Executives) would be working with Levy Center staff for about six months. To Mrs. DeStefano's question, 1.1s. Carnahan said there was a fee, but did not know the exact amount. Mr. Williams felt it was nominal. The fee will be paid by the Life Enrichment Fund. Ms. Carnahan noted the Levy family had requested that the Levy Center not have a memorial for Sarah Levy. Instead, on June 26, 1987 at the Volunteer Appreciation Day, there will be a moment of silence in mem- ory of Mrs. Levy. Ms. Carnahan also mentioned new classes starting at the Center, and noted a grant from the Arts Council for Art Instruc- tor Nina Beall, who will be at the Center and Satellite clubs for the next two months. Wood Cutting, among other classes, is being introduced, M41 Ms. Carnahan reported a new slide projector has been received, and she and Mr. Nemerovski are working on a new slide program which she hoped the Board could view in the near.future. TREASURER'S REPORT Hs. Harris stated she had been advised by the Business Manager that disbursements as of May 31, 1987 were $225,758.34. BUSINESS MANAGER'S Mr. Gordon reported that revenues for the fiscal year, through May 31, REPORT 1987 total $470,654, or 25.5% of the annual budget. Expenditures for the same period total $635,511, or 20.1% of the annual budget. These figures represent the data recorded by the City for the fiscal period to date. Mr. Williams questioned why the Finance Department of the City prepared the report rather than the Recreation Department. Ms. _ Shulse explained that it would be duplicating efforts, including data processing. Mr. Williams asked for beach revenues through May 31. Ms. Shulse reported the revenues were about $18,000, up from last year by about $3,000 on this date. BUDGET SCHEDULE. - Mr. Williams questioned whether the time had changed for the Public Hearing. Mr. Gordon stated the only change was the date being set for September 8, 1987. Mr. Williams moved for adoption of the budget schedule. With Ms. Harris seconding and no nay votes the budget schedule was adopted. SARAH GRINKER LEVY Mr. Williams declared the Resolution in honor of Sarah Grinker Levy RESOLUTION (attached). He then moved for adoption of the Resolution and Ms. Harris seconded. The motion passed, and Mr. Williams further stated that an era in Evanston has passed. SUPERINTENDENT'S Ms. Shulse reported on the impact of the Immigration and Control Reform REPORT Act. She stated that there is a much greater work load on staff, citing that hiring now requires nine Separate pieces of documentation for new employees. Documentation is required for all additional summer employees as well. Ms. Shulse stated that in her report of last year she had advised that•$3,000 be cut from the budget for clerical staff, and in retrospect the Fart -time clerical help is re- quired. To Mr. Williams' question that contractual employees be veri- fied by the contractor, Ms. Shulse explained that contractual services were on the payroll, and the Personnel Department has determined it is the responsibility of the City to verify. Details regarding the Personnel Department's involvement in the process was shared. Mrs. DeStefano asked if the City hired foreign employees. Ms. Shulse said that even if we had no foreign employees, the Federal law states that documentation must be done on all employees. Discussion of the veri- fication process ensued, where it was noted original birth certificates were acceptable and that immediate termination will follow if verifi- cation cannot be obtained. Ms. Shulse informed the Board that a CIerk Typist 11, Lorraine Reed, is retiring dune 26, and that the Department would miss her services. Fls. Shulse also stated that Supervisor of Arts and Special Services, Teresa Ozawa, was also leaving June 26. Ms. Shulse announced that Mark Gordon had accepted the position of Business Manager. Mr. Gordon is in the process of hiring a new Accountant. 16 I -3- Ms. Shulse reported on the Family Plan beach token sales. She said that two years ago there were 880 transactions, while last year over 1000 Family Plan transactions with a little over 5,000 tokens.were sold She continued that this year there have been over 2,000 Family Plan transactions and a little over 6,000 tokens sold. Ms. Shulse further r stated these figures would increase as more people became aware. She explained that token revenues during the rest of the summer might be down because of people purchasing Family Plan tokens during pre -season. She said that 95% of those purchasing Family Plan tokens were pleased with the program, but that some non-residents attempted to purchase and are ineligible. Ms. Shulse stated the proof of residence falls upon the beneficiaries of the plan, and noted staff has taken much abuse from people trying to circumvent the rules, questioning why proof of residency is a Recreation Board requirement. Ms. Shulse and her staff reiterate the need for written documentation. Discussion ensued concerning changing the name of the program, using a discount as an incentive, etc. Ms. Shulse reminded the Recreation Board's policy is for sales to family members only, not to groups of neighbors or friends. Any attempt to change the plan from "Family" to "Group" would result in a huge revenue reduction. Mrs. DeStefano suggested some thought be given to offering an additional option. Mr. Williams commented on the Immigration and Reform Act, and said.he knew what Ms. Shulse and the Department were facing. COMMUNITY NUTRITION The Board reviewed the renewal of the Community Nutrition Network NETWORK CONTRACT' lease to use the Fleetwood-Jourdain Center as a senior nutrition site. Mr. Williams moved adoption of the Nutrition Network lease. Ms. Harris seconded. With no nays, the adoption was approved. ROBERT CROWN ICE Sandra Cole, Recreation Program Manager at the Robert Crown Center, SKATING SCHOOL made a presentation on the growth of the ice skating school from IS75 PRESENTATION to the present. She graphed the growth of the program from approx. 1,100 participants for the entire year of 1975, to over 500 partici- pants already signed uo in the first 3 months of 1987. She credited the public involvement and assistance for much of this increase, and went on to explain other growth factors. Ms. Cole outlined tiow the school grew from offering only instructional classes in 1975 to programs like the ice show and competitions to highlight skaters' newly learned skills. Ms. Cole reviewed the . School's policies for skaters in the ice show and competitions in detail for the Board. Ms. Cole explained how, because of the success of the annual ice show competition, it was decided to add another ice show and competition, as well as create the Robert Crown Precision Team. The current skating school program now contains instructional classes, two ice shows, two competitions, and three to four precision teams. Ms. Cole then outlined precision participation policies. Ms. Cole called the past decade the beginning of transition and expan- sion, and outlined the establishment of two offshoot programs: ice skating skills designed for private schools and day care nurseries and outreach programs, and the District 965 Ice Skating Skills Field Trips. Practice ice programs also were created for teens and adults seeking private instructions from professionals. Ms. Cole described practice ice guidelines, an outline of on -ice and off -ice ethics codes to maintain the programs' high quality. She noted registration guide- lines, which are scheduled for re-evaluation, were also developed, and a drop -in policy was created along with the professional contracts. In closing, Ms. Cole noted the creation of the first Robert Crown -4- 4 . � + f precision figure skating team which was accomplished one month ago. She reported with pleasure that 54 applicatior4 more than twice the number anticipated, were received. She noted the enthusiasm for this new team, and reported on the awards, banquets and incentives for participants, for all levels of expertise. Mrs. DeStefano asked about the Parent Focus Group, and Ms. Cole explained the group did a little bit of everything including public relations, support and work within all the programs. Mr. Williams stated that Robert Crown has a quality program and that it takes hard work, and that the Center has done a very good job. A more complete version of Ms. Cole's report on the ice skating school is available from the Recreation Department for those interested. NUTCRACKER FEE Ms. Shulse stated that this year the fee being suggested was $5.00 INCREASE for children and seniors and $6.00 fcr everyone else. To Mrs. DeStefano's question, Ms. Shulse said this proposal had been dis- cussed with the ice skating groups. Ms. Shulse further explained that the 50 cent increase would raise revenues by approximately $2,000, which would be used to purchase new curtains for the rink. Mr. Williams was a proponent of giving the seniors an advantage, and Ms. Harris stated that she had no problem with the fees suggested. Mrs. DeStefano asked Ms. Cole about Wilmette's charges. Ms. Cole explained that Wilmette has only one show, while Robert Crown has two, so that costs could not be compared. She further explained that Wilmette's show represents the effort that Robert Crown puts into its spring show and that the magnitude of the Nutcracker is perhaps two to three times the effort of the spring show. After discussion on the needs of the ice center, Mr. Williams moved for adoption of the increase in fees for the Nutcracker. Ms. Harris seconded and motion passed with no nays FEASIBILITY STUDY-- To Mrs. DeStefano's inquiry, Ms. Shulse stated that the feasibility LEVY CENTER AND LIBRARY study had not been completed. Mr. Williams stated that, according to the Plan Commission, it may be recommended the Center should be included with the library building. Mr. Williams said he thought the feasibility study would be ready by the first part of July. Ms. Shulse stated the Library Board is looking at the area behind the library and that 100,000 additional square feet for the Library alone was recom- mended. Studies of traffic and impact on particular locations would also be done. Ms. Shulse explained that the results of the feasibility study, along with certain programmatic design information, will be pro- vided in early fall for a possible architectural competition. Ms. Shulse asked for instructions from the Board on what procedure to fol- low at this time. She suggested meetings with the Board and the sen- iors to understand their needs. Ms. Harris asked if small focus groups would be more effective and Ms. Shulse agreed. Mrs. DeStefano stated she felt that ideally the Levy Center should stay where it is because of location, but if not the Board should be involved in the decision making process. Mrs. DeStefano reported the following: that Mr. Williams had stated he thought the Center would require 25,000 sq. ft.; that the Library Board is asking that 20,000 sq. ft. be studied; that a questionnaire might be formulated and distributed to the seniors. She expressed reservations about sharing space with the library, and reported that Mr. Krasnow expected a percentage of growth in the senior program in future years, requiring additional square footage. The Board discussed details concerning the questionnaire and the gathering of information from levy Center participants. Further dis- -5- cussion ensued concerning the final proposal which the Board would formulate from all information which would be gathered. Mr. Williams stated the present Levy Center is over 20 years old and too small, Mrs. DeStefano asked Ms. Shulse if a questionnaire could be developed. Timeconstraints and the process of setting up focus groups were dis- cussed. Mrs. DeStefano suggested that we interview the whole month of July, ids. Shulse noted that staff would need time to prepare the appropriate material, to assure a good tool. Discussion continued with agreement being reached that focus groups would consist of about 12 people and that Ms. Shulse would make up a schedule after the feasibility study and the Recreation Board would abide by it. SENIOR CITIZEN Ms.. Shulse stated the recommendation that the age limit for senior AGE QUALIFICATION citizen qualification be 55 years of age. Mr. Williams so moved, with Ms. Harris seconding the motion. With no nays, the motion passed. DIRECTOR'S REPORT` Mr. Wirth reported on the proposal to deliver 2,500 cu. yds. of sand to two of our beaches which will be presented to City Council, Mr. Mirth further stated that Northwestern University was to deliver an additional 10,000 cu. yds. to Lee Street Beach. Mr. Wirth explained that there were still a few items to be resolved between N.U. and the trucking contractor, and that they expected to have them resolved and start the week after July 4. Mr. Wirth stated the idea was to dump sand and then push it out, and by next summer it would be mature enough to sculpture. Mr. birth estimated the sand we would receive was worth approximately $100,000. Mr. Wirth also reported that in two or three weeks the study on lake- front shore protection will be published. Mr. Wirth stated that the study was prioritized, with total repairs over the next five years costing over one million dollars, Mr. Wirth responded to Mrs. DeStefano's question on the recent drowning at Lighthouse Beach, He explained that it had been an unfortunate accident, and that it happened when the beach was still closed and no lifeguards were present. Mrs. DeStefano asked if the Recreation Dept, could set up permits for bonfires. Mr. Wirth explained that the Fire Department must issue permits under the provisions of the Codes. He said that the issue was still being discussed concerning the campfire circle at the Arts Center property. Ms. Harris asked if we were advertisting for sailboard racks. Ms. Shulse said she believed all racks were sold but would confirm. CAPITAL IMPROVEMENT Ms. Shulse was asked about additional needs and stated that, besides PROJECT the items considered in the Capital Improvement Project, three al- coves need immediate attention at the Fleetwood-Jourdain Center. She also reported that the stage at the Fleetwood-Jourdain Center needed repair and that seniors did not feel safe on it. Also mentioned by Mr. Shulse was the need for additional shelving in the Arts and Crafts Room. Mrs. DeStefano reported that the Foster facility, in which the Fleet- wood Theatre is housed, is to be purchased by Family Focus. Dis- cussion of the implications of such a sale, the feasibility of com- municating with the School Board and the improvements made at the Theatre commenced. -6- STUDY DOCKET,. COMMENTS FROM BOARD MEMBERS Mr. Williams moved that the City, in conjunction with the Recreation Board and Department, consult with Family Focus to insure that the areas presently rented and improved by the City be retained by the City and Recreation Department. Mrs. DeStefano requested that the previous motion by Mr. Williams be presented in a more concise manner to allow it to be put on the agenda for next month's meeting. Mrs. DeStefano also stated that the issue was complex, and that the Board should be kept advised of any future discussions. After some further discussion it was left that Mr. Wirth would proceed with further investigation of the matter. Mrs. DeStefano asked that everyone stay informed about the Levy Senior Center and Research Park issue. Mrs. DeStefano then inquired about the Interscholastic Middle School Sports. Ms. Shulse explained that the required monies from the School District and Evanston Recrea- tion Department would be $2,600 each. Mr. Williams stated he hoped there would be cooperation from the School District #65 Board. Ms. Harris stated that she was happy to see more Camps are being held out at the beach, and that the parks were continuing to be prepared ,for the season. Mrs. DeStefano stated that she looked forward to a good summer and that everyone is confident and enthusiastic. She also said that Ms. Cole's report about Robert Crown was -excellent. ADJOURNMENT The Recreation Board moved to adjourn at 10:00 p.m.. It was so moved and the Board adjourned. The next regularly scheduled meeting of the Evanston Recreation Board will be at 7:30 p.m. on Thursday, July 16, 1987 at the Fleetwood- Jourdain Community Theatre, 2010 Dewey, Evanston, 60201. .EVANSTON RECREATION'BOARD MEETING:.: MINUTES July 16, 1987 Mr. Krasnow called the meeting to order at 7:37 p.m. The meeting was held at the Fleetwood-Jourdain Community Theatre, 2010 Dewey, Evanston. Illinois. BOARD MEMBERS PRESENT: Mr. Henry Krasnow, President Ms.. Janet Webb, First Vice President ; Mrs. Judith DeStefano, Second Vice President,'.. Ms, Julie Harris, Treasurer Mr. David Williams, Secretary STAFF MEMBERS PRESENT: Ms. Jean Ann•Shulse, Superintendent of Recreation Mr. Mark Gordon, Business Manager l Mr. Gary Silkaitis, Supervisor of Sports & Fitness Mr. Bob Dorneker, Manager, Robert Crown Complex Ms. Mamie Smith, Manager, Fleetwood-Jourdain Center Ms. Shellea Swan, Public Information Specialist Ms. Emily Mills Palmer, Youth Sports Coordinator Ms. Deborah Austin, Sports Supervisor Ms. Darlene Bilges, Executive Secretary OTHERS PRESENT: Peggy Tarr, Donald P. Colleton, Alderman Drummer, Jane Colleton, Dick Seaman, Leila Raab, Roscoe Pryor, Richard, Johnson, Beverly Bremin, Bettye Palmer APPROVAL OF MINUTES Mr. Williams moved to accept the Minutes of the previous meeting, June 18, 1987, as presented. Ms. Webb seconded and the motion passed. COMMENTS FROM OBSERVERS Ms. Peggy Tarr, representing the Nichols Neighbors organization, out- lined a problem being experienced in the area of Robert Crown Park involving inappropriate behavior of some of the soccer players. Eis. Shulse responded, outlining steps that have recently been taken to curtail this activity. Ms. Tarr also commented on the importance of the summer playgrounds, noting the Police Department's involvement in enrolling children who have improved after the experience. Mr. Krasnow suggested that Ms. Tarr stay for the Board's discussion of the subject later this evening, to get a sense of the issues. ROBERT CROWN CENTER Mr. Seaman reported on several items, including: recent elections ADVISORY BOARD for offices on the Advisory Board; preparations for organizing the Flea Market in early November; consideration for purchases; Hockey Camp 8/24 - 8/28; hosting the National Skating Championships in mid - August. He noted irregularities of the gym floor are being studied and the arrangements for purchase of a new ice machine being finalize( TREASURER'S Ms. Harris reported that the Business Manager had advised her that REPORT disbursements as of June 30, 1987 totalled $206,474.30. BUSINESS MANAGER'S Mr. Gordon reported that revenues for the fiscal year, through June 3, REPORT 1987, total $842,511.95, or 45.72% of the annual budget. Expenditures for,the same period total $874,253.00, or 27.6% of the annual budget. These figures represent the data recorded by the City for the fiscal period. Mr. Williams requested information concerning whether a pen- alty is charged for late payments. Ms. Shulse reported a number of programs are not making projected revenues by a substantial amount. Potawatomi is down with possible reasons being loss of interest in bussing children (in the YMCA camp, Ms. Shulse said, only 25% of the : children now ride the bus), possible growth in the Summer Playgrounds' population of middle income families, as well as lack of babysitting before and after Potawatomi. She stressed that to be competitive, changes would have to be considered for the camp next year: Ms. Shulse also cited Special Recreation as having a shortfall, with small- er amounts in other programs. She reported, however, that lakefront revenues may offset the other shortfalls. 'Ms. Shulse also stated that a way to compensate the shortfall would be to leave the Arts & Special Services position open for a few additional months, although other staff functions would be effected. Mr. Krasnow suggested that a study be worked up with options after next month, at which time the lake-' front revenues will be known. Mrs. DeStefano questioned the cause of the revenue shortfall in Parks and Dawes School programs, and Ms. Shulse replied that some parents did not elect to pay the $22 material! fee. To Ms. Harris' question, Ms. Shulse outlined the extensive adver- tising for Potawatomi, including flyers to introduce the program to Hispanic populations this year. Mrs. DeStefano felt strongly that advertising and interviewing for the Supervisor of Arts & Special Services not be delayed, because of the position's integral importance in the Dept. Ms. Shulse noted that some functions of the position were being assumed by other Division Chiefs and the Superintendent, and felt a delay in hiring a better option than cutting programs. Mr. Krasnow suggested that one Board member look into the matter and re- port back next month, and said he shared Mrs. DeStefano's and Mr. Williams' concern in cutting back on successful leadership. Discussion ensued, with the Board concurring that the position could not be left vacant for a long period, that a shortfall might dictate such a delay, etc. It was noted a decision in hiring might not be made until October, and it was suggested the Treasurer look into the situation of a shortfall in September, so a decision can be made on hiring in October. The Board suggested that advertising for the posi- tion be done at this time. Mr. Gordon requested approval of two items: a new motor for the rescue boat F-8, and a new guard rowboat. Discussion ensued. Mr. Krasnow moved to approve Item One, the rescue boat. Ms. Harris seconded the motion and it carried. Mr. Krasnow moved to give the Department authority to purchase a new guard boat, Item Two, and. Mrs. DeStefano seconded. Motion passed. Mr. Krasnow noted the Board is not in favor of delaying such purchases because of the safety factor. The Board studied the three bids for the 1987-88 Robert Crown Brochure Mr. Krasnow moved to accept Glenbard Graphics, the lowest bid, for the brochure. fir. Williams seconded and the motion passed. -3- RESOLUTION: COE Mr. Williams asked representatives of the Council of Elders Moms and MOMS AND COE POPS... Pops to come forward. He then read a Resolution resolving that the Recreation Board, in behalf of the City of Evanston and Recreation Department, commend the COE Moms and Pops organization's many con- tributions to the City of Evanston (see attached), Mr. Williams moved adoption of the Resolution. 14s. Webb seconded and the Board passed the motion unanimously. Alderman Drummer, representing COE Moms and Pops, expressed appreciation for the Recreation Board and Department as the organization's biggest supporter, and said without their sup- port, and that of Fleetwood-Jourdain and its staff, the organization might not be receiving this award tonight. Ald. Drummer highlighted the financial help, facility availability and bus loans given in the past. SUPERINTENDENT'S:REPORT Ms. Shulse reported that Jan Brezick, a part-time accountant with the Department, had been hired to fill the full-time Accountant's position. The Clerk II position still is vacant, she continued, and announced that her secretary, Mrs. Colsher, would be moving to Sycamore and woulc be much missed. Ms. Shulse noted the possible need to hire a tempor- ary for secretarial support during the time this job is vacant. Ms. Shulse further reported that the interscholastic sports program is slated to be discussed by the School Board in August, which means it will be too late to begin the program in the fall; if approved, it may be started in the spring. Mr. Krasnow mentioned his communi- cation with Dr. Mulcahy. It was noted that without the School Board's vote, no direction could-be•given to proceed with work on the program. Mr. Williams suggested considering what action the Recreation Board would adopt if the School Board does not approve the program. It was suggested that the School Board receive input from PTA represen- tatives and others between now and August. Ms. Austin gave a presentation on the softball registration procedure, her primary responsibility which begins in November for the season's April opening. Ms. Austin stressed the need to prove residency, and noted the differences between 16" and 12" softball, as well as coed 16" softball, which has grown this year. She outlined the work involved in getting the diamonds in shape, and spoke of the two tourn- aments coming up. Fall softball will follow summer games, with 20- 24 menns and 16-20 women's teams involved. Other points made by Ms. Austin included: the dependence on good weather, which we've had this season; a good contract, through IPRA, on the purchase price of balls, a new computer program for scheduling which will be tested this fall. The Board had several questions. Mr. Krasnow commented on the impor- tance of being aware of the amount of work time staff expends on prov- ing residency, so that residents are able to utilize our programs. PRINT SHOP STUDY Ms. Swan, Public Information Specialist, shared her study of the in-house printing operation which uses an 1112 year old offset press of a type which was discontinued 4 years ago. She noted the service- man has reported many parts "vulnerable" and"delicate" and said that parts will not be available after 1990. She reported volume of use is over 1,000,000 pieces per year. Ms. Swan then contrasted various options and costs for each. She noted the workload includes much more than flyers, i.e, forms, budget covers for the City Manager, Bicycle Club newsletters, etc. Ms. Swan discussed the option of printint out - of -house, which would be more expensive and difficult for rush jobs, etc. She noted a new press would enable more printing for the City, -4- including the Highlights newsletter, if this is found to be desirable. She asked direction from the Board concerning the next steps to pro- ceed. Discussion ensued. Mr. Krasnow suggested that, if in-house 'printing is preferable for several reasons, a lower lease rate be ex- plored. Ms. Shulse agreed to do so. Ms. Swan noted the need for a decision on how to proceed in time for budgeting for the new fiscal yr. ROBERT CROWN ICEThe Board reviewed the suggested 1988-89 fees for the Robert Crown FEES ice rinks. It was recommended by staff that the approval be for January 1988. Instructional and daily use fees were recommended to stay the same as this year's fees, as was studio rink rental rates. It was recommended that prime time main rink rental be increased from $110 to $115 per hour, and non -prime time from $80 to $85 per hour. The Board reviewed competitive area facility rates which are compara- ble to these recommendations, and noted that increases are necessary to offset increasing utility and staff costs in FY 1988-89. Mr. Krasnow moved approval of the fee schedule for the main rink rental as outlined above. Mrs. DeStefano seconded and motion passed unani- mously. SUMMER PLAYGROUNDS Mr. Krasnow noted the overview memorandum of the history and current status of the Summer Playgrounds, and said this was not an item re- quiring a decision tonight, but instead requested the Board members` feelings for staff guidance in preparing the budget proposal. It was noted the issue was very complicated, and that careful thought must be given to any change to a program so valuable to so many children. Ms. Webb and Mrs. DeStefano discussed corrections to the historical overview. Ms. Shulse appreciated the corrections and outlined how the report information was generated. Ms. Webb noted that at one time playgrounds were conducted at no cost, and said she was strongly against any phase -out of the program, since children should have a choice between going to a day camp or going to a playground program. She felt that Recreation should retain the program at low or no cost. Mr. Williams noted that, if we anticipate a 100% increase in fee assistance, the amount would be 21% of the entire fee assistance budget for the year. Mr. Krasnow stated that there had been no sug- gestion for phasing out the program, and that a phase -out is not what Is being considered. Mrs. DeStefano felt the report was comprehensive Mr. Williams observed that the Recreation Board and Dept. seemed to be -more and more involved in the social services area. It was sug- gested that the playgrounds and camps are being used as a sitting service, which is not a recreation function. Mr. Krasnow felt the playgrounds and camps were a function of recreation, and noted the issue was one of subsidizing Summer Playgrounds more highly than other programs, and exploring that issue. It was clarified that the present report was to help understand the issue before budget deliberations, and to get a sense of what direction the Board will want to pursue. Mr. Krasnow noted this year's program will result in a $4,000 expen- diture above what was expected. Ms. Shulse shared a "dot" map of participants in -the program, which showed children coming from areas at a distance from the playgrounds themselves. It was shown that the Nichols playground had no partici- pants living within 10 blocks of the playground. The Board and staff speculated on the cause of this. The map also showed a trend for more middle income youth, who traditionally would enroll in a summer camp, being enrolled in Sununer Playgrounds. -S- Discussion of costs, hours of operation, etc. ensued, as was possible other sites in light of the Nichols information discussed above. Ms. Harris said there was a need to know the maximum number of children each site 'could safely contain. Mr. Krasnow said the Board could give guidance by requesting alternative budgets that could be prepared, and invited the Board's suggestions. Ms. Hebb suggested a budget be pre- pared reflecting Summer Playgrounds with a minimal fee, to be main- tained much the same as presently being done. Mr. Krasnow noted very few budget options would be available to pay for such a suggestion, given constraints. Ms. Webb reiterated that pricing should not be out of reach. Discussion ensued on raising prices, scholarship availabil- ity, etc. Mrs. DeStefano suggested research into a sliding fee scale. Ms. Palmer reported that babysitting before and after the playgrounds costs $1 for the morning and $1 for evening, noting 28 people out of over 300 participants utilized the service. Mr. Krasnow suggested a task force be set up to study the issue fur- ther, but felt staff could be given guidance for budget preparation. It was agreed to prepare budget guidelines according to Ms. Webb's suggestion, but Mrs. DeStefano noted that the Board might need to identify more money for the program, given its growth. SENIOR CITIZEN Ms. Shulse reported that the first draft of the questions to be used FOCUS GROUPS. in the focus groups on the Levy Center's programs, services and space had been prepared. Consideration of this item was delayed until the end of this meeting, when a work session could be called. THEATRE SPACE LEASE It was noted that staff had expressed to Family Focus staff the im- AND FOSTER SCHOOL portance of maintaining City presence and access to the Theatre space PURCHASE at Faster School. STUDY DOCKET It was noted one item (Interscholastic Middle School Sports) had been discussed, and one item (Levy Center) would be discussed in work session later tonight. COMMENTS.FROM THE Mrs. DeStefano said she felt every'hing this summer was proceeding BOARD very well, and she was very pleased. Ms. Webb commended the Department on Volunteer Night. She said the box lunches, music and bus service 'were all very nice. Mr. Williams agreed with Ms. Webb. He said he was disturbed over the possible decision to delay hiring for the Arts & Special Services supervisor, and felt the position was necessary for the continued operation of the Department. Mr. Williams felt the issue was one for the Board's determination. At Mr. Krasnow's suggestion, the Board considered the need for an August meeting, in respect to the light agenda and upcoming finance committee meetings. It was decided that an August meeting was needed. ADJOURNMENT TO The Board moved to adjourn to a work session, and the Board so ad - WORK SESSION journed at 9:41 p.m. The Board ended the work session at 10:00 p.m. and adjourned the meeting at 10:01 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be Thursday, August 20, 1987 at 7:30 p,m. at the Leisure Learning Center, 1700 Maple, Evanston, IL. EVANSTON RECREATION BOARC MEETING MINUTES ! ;.August.20, 1987. Mr: Krasnow called the meeting to order at 7:32 p:m. The meeting was head at the Leisure Learning Center, 1700 Maple, Evanston,.IL. BOARD . AEMBERS' PRESENT: , -Mr. Henry Krasnow, President Ms. Janet Webb, First Vice President Mrs. Judith DeStefano, Second Vice President Mr. David Williams, Secretary , `t BOARD MEMBERS ABSENT: Ms. Julie Harris, Treasurer STAFF MEMBERS PRESENT: Mr. Donald J. Wirth, Director., Parks, Recreation & Forestry ' Ms. -Jean Ann Shulse, Superintendent of Recreation Mr. Mark Gordon, Business Manager Ms. Athena Ames, Levy Center Facility.Manager. Ms. Mamie Lee Smith, Fleetwood-Jourdain Faci1it, .Manager. Ms. Darlene Nilges, Executive Secretary OTHERS PRESENT: Ms. Molly Woulfe, Mr. Harry Robinson, Mr. Donald Berry, Mr. Dick ' Seaman. APPROVAL OF MINUTES Mr. Krasnow moved and Mr. Williams seconded the motion that the Minutes of the previous meeting, July 16, 1987, be approved as pre- sented. Motion passed. COMMENTS FROM Harry Robinson, a member of the Levy Center Men's Club, spoke for some OBSERVERS Club members who advocated retaining and promoting the present Levy Center building. He reported on a petition being circulated to that effect, noting the many desirable features of the building, including first floor access, central location, etc. He spoke of the site as a haven for seniors who might not otherwise leave their homes. Mr. Krasnow thanked Mr. Robinson for his report, clarifying that the Recreation Board was not the proponent of moving the location of the building. Mr. Williams suggested utilizing the petitions once col- lected. Mr. Robinson outlined the pursuits the group would then follow. LEVY CENTER ADVISORY Mr. Donald Berry, a member of the Committee, reported that 11 focus COMMITTEE REPORT group meetings had been held. He said the Committee is formulating plans to acquire more members through letters, mailing lists, SCORE, etc. He noted mailings being prepared to increase attandance at the open house and trips being offered. ROBERT CROWN CENTER Dick Seaman reported that the ISIA Championship was held in spite of ADVISORY BOARD REPORT the rain, which required many hours of work to remove the ankle-deep water. from the Center. He noted over 6,000 skaters -and fans came to Evanston. 'He reported that Board meetings will resume in Septem- ber, and that Flea Market planning and development is ongoing. TREASURER'S REPORT Mr. Krasnow read the Treasurer's Report which showed that disburse- ments as of July 31, 1987 totalled $308,906.78. BUSINESS MANAGER'S Mr. Gordon gave the Business Manager's Report, which showed revenues REPORT for the fiscal year, through July 31, 1987, to .total $1,029,349, or 55.9% of the annual budget. Expenditures for the fiscal year through the same period total $1,220.575, or 38.6% of the annual budget. The figures represent data recorded by the City for the fiscal period. To Mr. Williams' question, Mr. Gordon said any late penalties for bills would be absorbed by the Center which did not submit them on time. COMMUNICATIONS, Ms. Shulse called the Board's attention to the memo on the marketing UPDATE survey to obtain more valid information on Arts'& Recreation Magazine. Ms. Shulse asked the Board to consider the information, 'and said members of the Arts Council would be present at the next goard meet- ing to further discuss. Mr. Krasnow questioned the procedure where- by excess advertising revenue would be used to fund the survey in part (remainder to come from Arts Council. budget). The Board also discussed how excess revenues at year end revert back to the General Fund. SUPERINTENDENT'S Ms. Shulse reported Ms. Brizick, the accountant, has extended her REPORT date of resignation. Ms. Shulse reported on the selection process for the Supervisor of Arts b Special Services position, for which applications are now being received. She outlined how specialized, professional advertisements were designed to yield high quality candidates, and said a nation-wide search had been started. Adver- tising efforts have been targeted to increase minority candidate applications. Advertising costs and related issues were discussed. Ms. Shulse said that the Secretary II position had not been advertised as yet, but would be shortly. In the meantime the Department is attempting to function with temporaries, until the position is filled around mid -October. The Clerk Typist II position, Ms. Shulse con- tinued, has just been advertised. BUDGET MEETING Discussion on scheduling the budget meetings beginning Sept. 1 ensued. UPDATE Ms. Shulse felt the task this year will be longer than in previous years since early indications are that $123,000 will have to be cut from the budget to balance it, and more consideration of options will be necessary. To Mr. Krasnow's question, Ms. Shulse said that the budget could generally be termed a continuation budget, with some consideration given to small programs that were piloted this year. Ms. Shulse asked the Board to prepare for much longer meetings than in the past, and asked for any additional guidance. only $19,100 would be available as an increase. Discussion ensued on points including: this year higher revenues at the lakefront offset a few programs which did not meet revenue pro- jections; Ms. Webb expressed strong feelings about the minimal 1.5a increase and felt other options should be explored; Mr. Williams' -3- desire to see the impac '' �es and charges were cut across the board by five percent. Shulse said her best sense is that fees probably cannot be increa!�ed much more than 34%, without diminishing returns in registrations, .Discussion to clarify some points concern- ing budget items ensued. Mr. Williams then suggested that Potawatomi Camp in particular be focusse. the budget meetings. Ms. Shulse stated final figures fo. are not as low as earlier • expected, i n .part because of th : ' ' :-.3r's recen': efforts to promote the program. Certain adjustmen.. n e program '1 be proposed, including babysitting before and a� .� camp. �! "tefano asked for specific information on Potowa': A. M�. --id the program will not be a revenue producer as a Budget meetings will begin at 1:00 p.m, FOCUS GROUP REPORT Members of the Recreation Board will nc.. a report based on the information received in the Levy Senior Center focus groups. Mrs. DeStefano called the meetings most enlightening. To Mr. Krasnow's question, Ms. Shulse said that the Director of the library would not require anything other than general program information and not until mid -September. Discussion followed, in which Ms. Webb recommended that the seniors' suggestions should be reported to the Library Board. She said that, after compilation of the focus group group data, several things will be learned: the need for a centrally located facility, elevators, first•floor-access, etc. Mrs. DeStefano noted 20,000 sq. ft. were being suggested in the feasibility study, while the Recreation Board felt 25,000 sq. ft. was needed. Discussion of space needs ensued. DIRECTOR'S REPORT Mr. Wirth updated the Board on certain aspects of Foster School and • Family Focus. He reported that Family Focus purchased the Foster building recently, and that the City Manager subsequently proposed that Family Focus convey the parcel of land where Dewey St, used to run between, Foster School and Fleetwood-Jourdain, since Family Focus felt they could not maintain the pending playground development for this parcel. An agreement for the City to maintain this land, as well as an area in front of Family Focus is also being prepared by the C.D.B.G. staff. The athletic field, owned by School Dist. #65 and utilized by the City since 1925 will be recartunsnded by school staff to be conveyed to the City as well. Mr. Wirth reported work is set to begin qn the lakefront buildings' \ rehab as soon as the beaches close. The first phase of the lakefront improvements will begin with riprap placement, followed by improve- ments to the parking lot near the pier. Mr. Wirth also noted that approval would be sought at Monday's Council meeting to engage a consultant at Robert Crown Center to select the best type of floor- ing given the environmental conditions of the Center. Mr. Williams inquired about the sale of Foster School as it related to our use of the Fleetwood-Jourdain Community theatre. Mr. Wirth said he'd received positive feedback on continuing the relationship with Family Focus. Mrs. DeStefano recommended a written agreement that would extend beyond the present three-year lease to outline our future access to the Theatre. The issue was discussed by the Board. It was noted the present lease is a sublease from Family Focus for the theatre space and related rooms, and is in the first year of three Mr. Krasnow suggested a long-term extension of the present lease be written. Mr. Williams asked if another option would be purchasing that portion of the building. RECREATION BOARD Mr. Krasnow called the Board's attention to the draft of the by-laws BY-LAWS and then moved to adopt them. Ms. Webb seconded. It was agreed to amend the by-laws. Mr. Williams moved to approve the new by-laws after striking the last sentence of Section IIA. Mrs. DeStefano secondin the Board unanimously passed the motion to adopt the by-laws ?attached) with the change outlined 'above. It was moved, seconded and passed that the by-laws will go into effect as of the next meeting. PUBLIC HEARING Discussion of the date for the Public Hearing commenced. Mr. Krasnow moved to hold the Hearing September 8 at 7:30 p.m., to be held at one of the Recreation facilities if possible, or at the Civic Center if - not possible, and that publication of the Hearing be done as required by law. Mrs. DeStefano seconded, and the motion passed. STUDY DOCKET Mr. Krasnow noted the Interscholastic Middle School Sports issue will be delayed, and may be on District #65School Board's September agenda. Because of the School Board's delay, spring would be the first season the program could be implemented if the proposal is approved by the School Board. COMMENTS FROM THE Ms. Webb spoke positively about the Levy Center's focus groups, and BOARD noted she was looking forward to the budget meetings. Mrs. DeStefano mentioned a compliment that was given to Marcie Smith, Fleetwood-Jourdain Center, Manager. ADJOURNMENT It was moved and seconded to adjourn the Recreation Board meeting. Motion passed, and the Board adjourned at 8:49 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be Thursday, September 10, 1987 at 730 at the Robert Crown Center, 1701 Main St., Evanston, IL. W t EVANSTON PARK AND RECREATION BOARD BY-LAWS •I. INTRODUCTION These By -Laws are intended to state the rules adopted by the Evanston Playground GL Recreation Board for the conduct of its meetings. It is the Board's intent that in adopting these rules written, uniform procedures for the conduct of its meetings so as to facilitate the sharing of information with the public and the fair treatment of all members of the Board and public. XI. MEETINGS. Members are expected to review, prior to each meeting, the agenda and all written material distributed so -that --unnecessary• time is not spent at meetings. A. Regular Meetinqs. The Board .shall have a regular meeting an the 3rd Thursday of each month beginning at 7:30 p.m. The location of these meetings shall rotate among the community centers and the Civic Center fort the purpose of having the Board meet at -such locations in approximately equal occasions. : her-ea-d's g ee,_ -is thet LLQ,�� B. Executive Session. The Board may meet in Executive Session, ( thereby excluding. _all _members of the .public) for the purpose of discussing personnel matters and any other matters which are appropriate under the law to be discussed in non-public meetings. C. Special Meetinas. A Special Meeting may be called by the President or any 2 board members upon 3 days' advance written notice which indicates the purpose of such special meeting and its agenda. D. Public Hearincs. The Board -.shall ' hold public hearings at the request of any 3 membersfor the purpose of gathering information from the public concerning those matters pending before the Board or of Board interest. III. PROCEDURES A. Quorum. A Quorum at any meeting or hearing shall consist of at least 3 members of the Board. No Board action may be taken without the presence of a quorum. Be Agenda. 1. The Agenda shall. be made by the President and distributed to Board members at least 2 days prior to each Regular Meeting. The Agenda shall, in general, follow the format set forth, below. a. Approval of Minutes b. Comments from observers e. Treasurer and Business Managers Report' d.. New Business e. Old Business f. Report of Superintendent and Director g. Comments from Board Members. - `2. The Agenda shall contain items requested by any Hoard member in advance of —'the Meeting. -The agenda shall contain the President's allocation of the approximate time to be spent=on each -agenda item. 3. The Agenda shall contain items requested by any member of the public if such request is made in writing 5 days in advance of any Regular Meeting, such written request to state the purpose -for -the Board's considers- -- tion and a statement of the action requested. 4. The purpose of obtaining comments from observers is to allow the public the opportunity to make sugges- tions as to future Board action and observations as to the functioning of the Department. -.-No -motions may be made during such period. S. If an item on the agenda is to be presented by a member of the public, a group or the Recreation Department staff, the chair of the meeting shall recognize those appropriate non -Board members to address the Board. Unless otherwise authorized by a majority of the Board, non -Board members other than the Superintendent of Recreation shall not otherwise be recognized. C. Motions and Resolutions. 1. Board action is to be 'authorized only by motions. 2. Motions except as otherwise provided herein may be passed by a majority of the members present at a meeting. 3. Any member of the Board, including the President, may make or vote on a motion. 2 11 El 4. Every motion must be seconded. If no second is received within a reasonable period of time, the motion shall fail. Discussions concerning motions shall occur after a second. Motions shall be voted on whenever a : member calls the question. 5. Motions may be made only as to items which are on the Agenda. No motions may be made during th3 period for comments from Board Members. The President may rule any motion out of order if it is not relevant to an agenda item or is otherwise improperly made. Amendments to motions may be made only 'with the permission of the member making the original motion. An amendment shall not be considered part of the motion until seconded. 6. Amendments to these By -Lagos may be made only by the affirmative vote of 4 Board members. 7. Motions to table any matter ok any motion may be made at any time. If seconded, it shall be voted upon immediately and be effective upon receiving the affirmative vote of a majority of the members theo present. D. Adjournment. Adjournment -shall"=be =-done upon • motion. if seconded, a motion for adjournment shall be voted upon immediately without further discussion. IV. ATTENDANCE Each Board member is expected to attend all meetings both regular and special and oftheBoard and its Finance Committee. In the event a member misses 3 consecutive meetings or 5 meetings in any one calendar year, ( i ) a report to that effect shall be sent to the Mayor and the Chairman of the Human Services Commit- tee of the City Council, (ii) the 'President shall request that member to resign, and (iii) whether or not that member resigns, any office held by that member shall be vacated and that member shall not thereafter hold office for 6 months.beginning with the next regular meeting. V. ` OFFICERS Each member of the Board shall, be expected to hold at least one office and to resign from that office if incapable of fulfilling its functions. A member may hold 2 offices at the same time. 3 f OP A. Duties of Offices. 1. The President. The President -may establish committees, shall preside at all Meetings, and shall present an annual, mid -year report to the Human Services Committee. 2. First Vice President. The .First Vice President shall act at meetings in the absence of the President or shall act as the President if there is no duly elected President. The First Vice President shall (i) be the Boards's representative in 'handling press relations; (ii) give a bi-monthly report to the Board regarding press relations; (iii) prepare a description of Board procedures For the public; and (iv) be responsible for seeing that members o£ the public who attend or requsst that items be put on the Board's agenda receive a copy of such procedures. 3. Second Vice President. The Second Vice President shall act in the absence of the'President and the First Vice President. The Second Vice President shall be responsible for (i)b0bard training; (ii) giving $ quarterly training report; (iii) periodically reviewing the conditions and problems of the Recreation Depart- ment facilities; and (iv) giving - a quarterly report regarding such facilities. 4. Treasurer. The Treasurer shall review with the Business Manager the financial --condition of the Recreation Department. The Treasurer shall periodical- ly report, in conjunction with the Business' Manager, upon the Department's performance in relation to its budget. This report shall be made at least quarterly. 5. Secretary. . The Secretary shall update and maintain the By -Laws and distribute copies of the By - Laws to new members. The Secretary shall act as the Hoard's liaison with the Citizen Advisory Boards and give a quarterly report of their activities. '-B. Terms. Except as provided in paragraph C below, the term of each office shall be one year beginning on January 1. C. Elections. Regular elections shall be held by voice vote at the November meeting. It is the intention of the Board that the holder of each office rotate as follows: 4 1 Prior Office Held Next Office Held President Second Vice President First Vice President. Treasurer Second Vice President Secretary Secretary First Vice President Treasurer President New members shall be elected to the office of riweic Vice President. Upon an office being vacated, a special election shall be -held at -the next regular meeting at which time the normallrotation of offices „ . shall occur so as to fill the vacant office with the office of First Vice President then being made vacant, VI..: ' CITIZEN ADVISORY COKMITTEES A. Purpose. There shall continue to be Citizen Advisory Committees for each recreation center. _.The purpose of these committees is to communicate with the Director of each Center on programming selection and coordination. ` ILL B. Membership. Membership to each advisory committees shall be by appointment of -the Board.- -"A "term "of an Advisory Committee member shall be for 2 years. The Advisory Committees may set their own rules and procedures. VII. EFFECTIVENESS These By --Laws shall be effective as of the date adopted and shall supersede all prior By -Laws as to subjects which are contained herein. 5 Mr. Krasnow called the meeting to order at 7:34 p.m. The meeting was held at the Robert Crown Community Center, 1701 Main, Evanston, IL BOARD MEMBERS PRESENT: Mr. Henry Krasnow, President Ms. Janet Webb, First Vice President (arrivin at 7:48 p.m:.) Mrs. Judith DeStefano, Second Vice President ?arriving at 7:48 p.m.) Ms. Julie Harris, Treasurer Mr. David Williams, Secretary STAFF MEMBERS. PRESENT: Ms. Jean Ann. Shulse, Superintendent of Recreation Mr. Gary Silkaitis, Supervisor of Sports & Fitness . Mr. Robert Dorneker, Director, Robert Crown Complex Mr. Mark Gordon, Business Manager Mr. Kevin Wallin, Director, Chandler Center Ms. Shellea Swan, Public Information Specialist Ms. Darlene Nilges, Executive Secretary OTHERS PRESENT: Mr. Dick Seaman APPROVAL OF MINUTES: The Minutes of the previous meeting of August 20, 1987 were approved with the following correction: on page five of the attached By -Laws, change the first sentence to read: "New members shall be elected to the office of Second Vice President." With that correction, the motio► to approve the mutes passed. TREASURER'S REPORT Ms. Harris reported that the Business manager had advised her that disbursements as of August 31, 1987 totalled $353,219.60. BUSINESS MANAGER'S Mr. Gordon announced that there would not be a Business Manager's REPORT Report as the financial data is not published by the Finance Depart- ment until the 15th of the month. SUPERINTENDENT'S Ms. Shulse stated that applications for the Accountant position were REPORT being reviewed. The position of Supervisor of Arts & Special Services was being advertised in major newspapers and the August 15 Illinois Job Bulletin, thus delaying the deadline another week. She reported that over 70 applications had been received for the Clerk -Typist position and had been rated as the first step toward hiring. There had been no further information on the Secretary II position from the Personnel Department, though Ms. Shulse said applications might be received within the next two weeks. She estimated it would take five to six weeks to fill the Accountant position. INTERSCHOLASTIC Ms. Shulse reported that Dr. Joe Hill, Acting Superintendent of School SPORTS UPDATE District #65, had placed the Interscholastic Sports item on the School Board's Sept. 21 agenda at 8:00 p.m. She invited any Recreation Board members who are able to come to attend, noting a staff person would be there. -2- Mr. Krasnow said he would ask Ms. Webb if she was available to attend. MARKETING SURVEY, Ms. Swan shared more information with the Board on the proposed surve,,, ,ARTS & RECREATION She noted that Mr. Zendell feitthe survey necessary to validate the terms under :thich the Baxter American grant for the magazine was given. The last survey provided some information on meeting commun- ity needs. Ms. Swan outlined the effectiveness of the proposed ran- dom sample survey by phone. Mr. Krasnow noted that a recent discus- sion with Mr. Zendell had outlined further points to recommend the survey: to help evaluate the success of Earn b Learn's distribution; to justify to .advertisers the effect of advertising in the magazine, etc. He felt that the Arts Council, which spends approximately 10% of its budget on the magazine and receives no revenue from it, should have the survey information, and Mr. Krasnow called the approximate $2,000 cost a good investment. The motion to allocate $2,000 from excess advertising sales for the marketing survey was made. Mr. Williams seconded, and the motion passed. BUDGET HEARING AND The Board reviewed the various dates and times of the rescheduled SPECIAL MEETINGS Finance Committee meetings, including a Special Meeting on Sept. 17 to approve the Department budget. Mr. Krasnow moved to adopt the schedule, Ms. Harris seconded, and the motion passed. RHYTHMIC GYMNASTICS Ms. Shulse invited Mr. Silkaitis and Mr. Wallin to discuss some issues PROGRAM concerning the Rhythmic Gymnastics program. Mr. Wallin discussed the program's inception in 1982 under Irena Vdovets, then an intern at Northwestern, and the program's continued growth. He shared a flyer outlining the five programs offered, and noted the program philosophy is to offer a recreation program girls can enjoy. Costs per hour per child were discussed, as well as an outline of the coaching staff, headed by two highly qualified instructors, Ms. Vdovets and Ms. . Lashoff. It was noted that as the girls progressed, higher level classes were needed. (At this point in the discussion Mrs. DeStefano and Ms. Webb arrived.) Challenges invole retaining qualified coach- ing staff, and the need for a 40 foot ceiling in the practice area (Chandler Center has a 27 foot ceiling). Assets of the program were outlined, including there being no need for expensive equipment, few injuries, and the program's self -promotion. Mr. Wallin felt Rhythmic Gymnastics offers a unique experience to girls. Discussion ensued. It was noted that approx. $3300 in City support was needed for all Rhythmic classes. Ms. Shulse noted a continuation budget had been recommended, though it might mean a curtailment of some programs or a reduced level of service. Fees probably would in- crease, she continued, and Mr. Wallin would be working to promote the program to beginners this year. Other points in the discussion in- cluded: the budget this year would be overexpended by a fear thousand dollars; the issues concerning the two world -class coaches needed for the program; the complexity of staffing requirements; the need next year to increase support to $3,600, or increase fees, or change the program; the goal to increase the 30 participants by a dozen or more. Mrs. DeStefnao stressed the need to support a program of such excite- ment that strives for such excellence. It was noted parents of the Elite Team rent Parkside gym in Des Plaines and hire a pianist for further instruction, paying the coaches separately. The top perform- ers may run clinics at Chandler, etc., it was felt. Mr. Krasnow asked that it be made clear to parents in the program that one Board member, at least, was troubled by subsidizing such an elite -3- program. Discussion continued. Mr. Williams agreed with Mr. Krasnow. Ms. Harris noted the newness ❑f the program,and felt revenues might grow as interest grew. Ms. Shulse noted it was one of the only pro- grams for girls, and how this section of the population did not take advantage of other Recreation programs, but were dedicated to Rhythmic -Gymnastics. Ms. Shulse suggested $3,600 be the top figure allocated next year. The Board felt keeping the budget as suggested was the best course. Ms. Webb said that, if the program can continue at its present level, with funding paid for by the parents for much of the elite program, the program should not be cut. COMMENTS FROM T'HE Ms. Webb noted the satisfaction she derived from working on the BOARD budget. Mr. Williams, who would not be present at the special meeting or the hearing, felt the staff, Superintendent and Business Manager, who .got materials to the Board for its deliberations, should be commended. He also commended Treasurer Harris and President Krasnow for conduct- ing the meetings. Out of 10 previous budget deliberations, Mr. Williams said this one was not the easiest, but was the best organized He commended the Board members on their willingness to work together toward an equitable decision. Mr. Krasnow thanked all for their cooperation. It was moved and seconded to adjourn the Recreation Board meeting, and the meeting so adjourned at 8:20 p.m. There will be a Special Recreation Board Meeting September 17, 1987 at the Fleetwood-Jourdain Center, 1701 Foster, to approve the Recrea- tion Department budget, at 7:30 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be on Thursday, October 15, 1987 at the Chandler Community Center 1028 Central St., Evanston, at 7:30 p.m. BOARD MEMBERS ABSENT: Mr. Henry Krasnow, President Mr. David Williams, Secretary STAFF MEMBERS PRESENT: Mr. Gary Silkaitis, Supervisor of Sports b Fitness Mr. Mark Gordon, Business Manager Ms. Darlene Nilges, Executive Secretary OTHERS PRESENT: Judy Mitchell COMMENTS FROM Judy Mitchell spoke on behalf of parents of children in the Special OBSERVERS Recreation program. She thanked the Board for approving the budget as submitted, and as a mother, expressed appreciation for the program Ms. Bredberg administered, especially Camp Waupaca which was held late in the summer and filled a need for structured time. She asked that consideration be given to hiring certified instructors not only in sports, but also in arts, for smaller children. BUSINESS MANAGER'S Mr. Gordon read the Business Manager's Report which showed revenues REPORT through August 31, 1987 totalling $1,144,461, or 62.1% of the annual budget. Expenditures for the sane period total $1,713,053, or 54.2% of the annual budget. To Mrs. DeStefano's question, Mr. Gordon said that, with the short time available to study the figures, it did not appear that the budgetary situation was critical. APPROVAL OF BUDGET, The Board reviewed the proposed Recreation Department budget. Ms. FY 1988-1989 Harris moved to approve the budget as presented to the Board. Mrs. DeStefano seconded. After brief discussion, the budget for FY 1988- 1989 was unanimously approved. COMMENTS FROM BOARD Mrs. DeStefano thanked all for the work that went into the budget MEMBERS preparation. Mr. Gordon noted the amount of detail for this size budget is enormous, noting the average transaction is $30-$40, and -2- that each transaction must be accounted for since each was meaningful. Discussion ensued. Mrs. DeStefano asked if the computer software, once installed, would simplify the process. Mr. Gordon noted the process would change, not necessarily become easier or harder. He noted the computer would check for errors and find them more quickly. It was estimated that at least 18 months would be necessary to fit the software to the Department's requirements, and as Department needs change, software will always need adapting. Ms. Harris thanked staff for the hard work, and felt it was a success- ful effort. She thanked the Board members, and said she looks forward to presenting the budget to City Council. Mrs. DeStefano moved and Ms. Harris seconded adjournment. The motion passed and the Recreation Board adjourned at 8:20 p.m. The next regularly scheduled meeting of the Evanston Recreation Board Will be on Thursday, October 15, 1987 at the Chandler Community Center 1028 Central Street, Evanston, at 7:30 p.m. Mr. Krasnow called the meeting to order at 7:35 p.m. The meeting was held at the Chandler Center, 1028 Central St., Evanston, IL, BOARD MEMBERS PRESENT:' Mr. Henry Krasnow, President Ms. Julie Harris, Treasurer Mr. David Williams, Secretary BOARD MEMBERS ABSENT: ; Ms. Janet Webb, First Vice President ; Mrs, Judith DeStefano, Second Vice President STAFF,MEMBERS PRESENT: Mr. Donald J. Wirth, Director, Parks, Recreation & Forestry Ms. Jean Ann Shulse, Superintendent of Recreation Mr. Gary Silkaitis, Supervisor of Sports & Fitness Mr. Kevin Wallin, Chandler Center Director Mr. Mark Gordon, Business Manager Ms. Shellea Swan, Public Information Specialist Ms. Darlene Nilces, Executive Secretary OTHERS PRESENT: Irina Vdavets, Coach, Illinois Rhythmic Gymnasts; Ctrs. Simpson, Chandler Board; Mr. Seaman, Robert Crown Advisory Board, APPROVAL. OF !MINUTES: The Minutes of two previous meetings were roved for approval: Mr. Krasnow moved to approve the Minutes of the regular meeting of September 10, 19E7. Mr. Williamns seconded, and motion passed. Mr. Krasnow mioved to approve the Minutes of the special meeting or 17, 13S0, INr. :4iiiic^s Seconding, the motion also passed. FOBERT CRCWN CENTER Mr. Se!: -,-An outlined several events upcoming at the Robert Crown ADVISORY BOARD REPORT Center: the Flea Market Nov. 7; the October 30 Halloween party; auditions for the 13th annual Nutcracker performance this December; and the developing after school pre-school program from 1:30-3.30. TRFASURER'S REPORT Ms. Harris stat-ad she had been advised by the Business (•tanager that disbursements as of Septe:,iber 30, 1987 totalled S733,001.89. BUSINESS MANAGER'S Mr. Gordon reported that revenues through September 30, 1987 totalled REPORT S1,315,BO4.44, or 71.4% of the annual budget. Expenditures for the same period totalled $1,961,095.86, or 62.0% of the annual budget. To Mr. Williams' question, it was explained that fee assistance this year will be approximately $20,000.more than budgeted, which appears as both a, revenue and an expense item. COMMUNICATIONS UPDATE Ms. Swan reported on a three hour seminar she delivered at the Nation- al Parks and Recreation Congress. She noted the Department will apply for the Gold Medal Award, awarded annually. The summer camp brochure, SUPERINTENDENT'S REPORT Q1 she continued, will be ready before Christmas, and work is continuing on various other promotional materials. Over 300 people were tele- phoned for the Recreation survey recently taken. Early results are extremely positive. Ms. Swan said that responses would be computer- ized and a report readied by next month. Ms. Shulse invited Mr. Wallin to snare a video of Diane Simpson and other rhythmic gymnasts performing their competitive routines and being interviewed about the sport. Mr. Wallin then introduced Irena Vdovets, coach of the team, and Mrs. Simpson, present for her daughter who was competing out of state. It was noted two awards had been received honoring American athletes: Diane Simpson, Rhythmic Gymnast of the Year and Irena Vdovets as Rhythmic Coach of the Year. Ms. Shulse reported that interviews of candidates For the Arts 5 Special Services Supervisor position have been set for October 28, 29, 30 and November 2. Accountant interviews were in process of comple- tion. Elaine Ferris, former Clerk -Typist II in the Department, was the successful candidate for the Superintendent's secretary. A first Clerk -Typist II had been hired, and a second will be offered the position vacated by Ms. Ferris. Ms. Shulse thanked Ms. Vdovets for coming this evening and re -arranging her flight. She noted the evalu- ations on Ms. Swan's workshop were very positive, with 180 partici- pants. The workshop generated much positive publicity. To Mr. Williams' inquiry, Ms. Shulse said 74 applications had been received for the Supervisor of Arts & Special Services, with 8 interviews set up. Ms. Shulse outlined the meeting set for November 2 in which Ray Green Associates would present the results of their planning study on the Library space to the Fuman Services and Administration & Public Works Committees. Ms. Shulse suggested the addition of the Levy Center Focus Report to the Study Docket for presentation later in the process and discussion followed concerning invftin4 the Lely Center Advisory Committee to a Recreation Board meeting. Mr. Krasnow expressed in- terest in receiving the Minutes of the Hunan Services Committee after the November 2 meeting. He suggested a recrese:zw Live attend the. meeting to retort its results to the LCvy Center Advisory Committee. Discussion continued, with iir. Williams acr=:.inc to attend the meet- ing. Ms. Harris felt attendance at the meet-inc im-crtant, and volun- teered to go before the Advisory Committee also. Ms. Shulse stressed the importance of beginning a dialogue with the Advisory Cor.ittee. The Board discussed the process it would pursue, as well as the process involving the architectural recom erdations as they were presented to the various Committees, City Council and the Recreation Board. Mr. Wirth felt the next step involved the Recreation Board's attend- ance at the architectural meeting, and to learn what the Council would direct the Library Board to do as the next step. Mr. Krasnow invited someone on the Board to define a goal and how to accomplish it as the best course of action at this stage. Ms. Harris moved to place on the November agenda a brief discussion with the Levy Advisory Committ- ee members, to share the process and any other information that the Recreation Board may have. Mr. Krasnow invited Ms. Harris to lead the discussion, and she agreed. Mr. Williams seconded the motion, which passed. -3- POLICY CONCERNING Mr. Krasnow directed the Board's attention to the memo written FACILITY ASSIGNMENT by Ms. Shulse, at his request, concerning assignment of facility use. PRIORITIES He stated that the memo had been received and distributed, and that he would like the memo to be distributed again prior to next month, and that the matter will be on the agenda for next month's meeting. He continued that the reason for this is because of some apparently serious misunderstanding on the part of some Board members and on the part of some soccer organizations as to the equity of the Board's policy. He said that if any members of the public, Board members, staff or public officials feel that the Board's policy of giving priority to Recreation Department programs is ill advised, they are cordially invited to attend the November Board meeting to discuss with the Recreation Board those views. Mr. Krasnow discussed how the abovementioned policy, which has been in effect for at least twenty years, gives preference to Department program- scheduling, over affiliate groups' programs, which effects Evanston Youth Hockey Association, church groups using Fleetwood- Jourdain Center, Grosse Pointe and Pele Stars soccer clubs, etc. He explained the recent serious discussions centering about whether Recreation Dept. programs should be scheduled if they conflict with Grosse Pointe Soccer Club programs. Next month's discussion will focus on whither the policy* should remain as outlined, Mr. Krasnow said, which will end criticism of staff for following the policy as . - - it is written. MACCABI GAMES USAGE Ms. Shulse outlined the request far six tennis courts next August for REQUEST the biannual North American Maccabi Youth Gashes. The organization, which will use park district and other facilities in the Chicagcland area for various events, requested use of the courts at Lovelace Park August I9-25 from 6 a.m. to 5 p.m. Ms. Shulse noted this is a fairly Slow time, but that. the Board would have to approve the exception to the policy which allowed only half of the courts at any one site to be reserved at a time. Mr. Sil kaitis rioted an exception had been approve.` last year frr the high school during its renovation. To Mr. Krasnow's quescicn, Ms. Shuts- explained staff recc:a:,ended a_pr:v- af ci the request since the e7e _ serves %=C i_ is Oe :nQ way thecrgani►ati:on can have this type of camp-etiti%n civei its bud__t, and Evanston youth are often ccs:el Q other cities and this CUld constitute a professional courtesy. Mr. K,ras„cw rave_ .c acc_rt the staff recommendation to rake the six tennis courts at Lovelace Park available nex: August 19-25 for the Maccabi Games. Jos. Farris sa=Ond- ed and motion passed. CsANDLER QVISORY The Ecard revie Ed the re_:.mmendation of three people's appointment COMMITTEE APPOI`JTMENTS to the Chandler Center Advisory Committee. It was moved to ap;rare the appointruents of Jury Eowles, Bob Harmon and Julie Whitmore. Mr. Williams seconded. Motion approved. DEMPSTER STREET Ms. Shulse called the Board's attention to the two proposals Mr. ALARM CONTRACT Silkaitis had obtained for a new burglar alarm system at the Dempster Street Beach office which is undergoing renovation and in need of a new system. The Board studied the differences in the two proposals. Mr. Krasnow noted that National Guardian, though not initially the lowest bid, would be less costly projected over 5 years through the guarantee of caps on annual charges. He moved to accept the National Guardian Alarm bid. Mr. Williams seconded, and the motion passed. R PRE -SEASON BEACH The Board reviewed two options concerning the time period reduced TOKEN SALE DATES beach token prices would be in effect next year. Discussion of whether the period should be from May 1-31 (option one) or May I through June 5 (option 2) ensued. It was noted that June is heavily impacted by registrations, which would cause some delay in handling the volume of transactions; that cutting off the rate in mid -June would be confusing to people and more difficult to promote by adver- tising than would the simpler "Month of May" concept; that if people : came one day late, i.e. June 8, the second option would cause anger because of the arbitrary date. Ms. Harris said she would like to see the oi fer in effect until the beaches open, but understood the issues involved and felt the May -only proposal very livable. Mr. Williams moved to accept the reduced beach token sale timeframe as : May 1 through May 31. Ms. Harris seconded. Motion passed. Ms. Harris recommended thoroughly advertising this timeframe. DFRECTOR!5'REPORT,,,, Mr. Wirth updated the Board on several projects. The Fleetwvod- Jourdain parking area in front of the building is nearing completion; : rehabiI itation of the two lakefront buildings is proceeding about one week behind schedule; the Robert Crown Shared Energy contract is moving slowly and progressing and the Shared Savings portion of the contract should be activated around February 1; progress is being made on the floor and story drainage problem at that Center. Mr. Wirth also reported the parking area of the power boat facility is 90.1, compl eted. Discussion of the speculative shortfall the City may experience in revenue followed. Mr. Wirth related a study ilroup process which Alderman Nelson has proposed to the City Council to generate new and creative ways to develop policy initiatives for the budget. STUDY DOCKET Ms. Shulse renortad tFzt the Int.rscheiastic Middle School Sccrts concept had. been approved by District =EE on September 21, Icc7, and the Oepar�ent is al.•eadv r,.ovinc ahc_d with planning. Ms. S'r,ul se asked if the Ecard felt the Focus Groups held at Levy Center should be plac_c cn Docket. Mr. KrEsnc:-i as;ced that a 1__t_r be se.n.t c'/er his s.cnat::re :o 11:rs. OeS_-nano and Ms. Wetb `" re n.. :.� -i d the C. ' ^F neer to have -6�e ca_a c_-pi1=d for Ise re.indej the Eoard of th= Cc:. 2c. ,ws.tins b_`are the Human Sariices Vs. Harris noted the ne_:in_a she will have to coordinate he Eoaru's presentation. !'Is. Smoke ncte-4; the le::=' of transm—Attalt Pr_sIdent Krasno,r raculd be sending with the Cepartment-s budget. UXi"kENTS FRO14 THE � 4 �. 1 its. Harris congratulate:' 'Is. Swan and .r. Corneker fcr the i.n lv1 �.ual EGARD recognition each ha� received. Mr. Williams rude his annual prediction: Minnesota to win the World Series. He noted with a great deal of satisfaction that Life Enrich- ment had achieved its non-profit status. It. was mooed and seconded the adjourn the Recreation Board meeting. Motion passed and the meeting was adjourned at 8:55 p.m. The next regularly scheduled meeting of the Evanston Recreation Board will be on Thursday, November 12, 1987 at 7:30 p.m. at the Evanston Civic Center, 2100 Ridge, Evanston, Room 2402. Mr. Krasnow called the meeting to order at 7:31'.p.m. The meeting was held at the Civic Center, 2100 Ridge Ave:, Evanston,,IL.;.:: BOARD MEMBERS PRESENT: Mr. Henry Krasnow, President •. Ms. Janet Webb, First Vice President Mrs. Judith DeStefano, Second Vice President Mr. David Williams, Secretary - Ms. Julie Harris, Treasurer STAFF MEMBERS PRESENT: Mr. Donald J. Wirth, Director, Parks, Recreation & Forestry Ms. Jean Ann Shulse, Superintendent of Recreation Mr. Robert Dorneker, Manager, Robert Crown Complex Mr. Gary Silkaitis, Supervisor of Sports & Fitness Ms. Shellea Swan, Public Information Specialist Mr. Mark Gordon, Business Manager Ms. Athena Ames, Levy Senior Center Director Ms. Gloria Bond Clunie, Artistic Dir., Fleetwood-Jourdain Community Theatre Ms. Darlene Nilges, Executive Secretary OTHERS PRESENT: Don Reed, Arthur Horwitz, William Hoyer, Don and Helen Berry, Ed Kilb, Dick Seaman, Mary Roberts, Vera Johnson, Ruth Dritz, Joe Pirro APPROVAL OF MINUTES Mr. Krasnow moved the approve the Minutes of the previous meeting, October 15, 1987, as presented. Ms. Webb seconding, the motion was unanimously passed. COMMENTS FROM Mr. Krasnow noted that the Library Board proposal would be addressed OBSERVERS as a separate agenda item, and that comments would be solicited at that time. ii Mr. Don Reed, representing Pope John XXIII School, distributed a letter requesting basketball practice time at the Robert Crown Center. Mr. Krasnow noted the Board's By -Laws stipulated that action could not be taken during the Comments segment of the meeting, and suggested placing on the agenda next month. Mr. Williams explained the request could be handled by a staff decision. Discussion commenced. The motion was made and seconded to waive the By-laws to discuss this item. Motion passed with Mr. Krasnow voting nay. It was noted the times being requested were being utilized by other organizations, such as FARM. Mrs. DeStefano said accommodation would be attempted for this group if possible. Mr. Krasnow noted that, although we may wish to assist, that rules and guidelines are in place, and the school's -2- UPDATE --LIBRARY BOARD PROCESS AND FOCUS GROUPS, LEVY CENTER request would have to be interpreted in light of those rules. Further discussion followed, with Mrs. DeStefano commending the volunteers' work with children in the program. Ms. Webb made the recommendation that a specific task force be set up to delineate the process with the Library Board concerning the pro- posed space for the Levy Center. The group would be comprised of 7 members, 3 from the Recreation Board, 3 from the Levy Center, and one member -at -large, and would meet to discuss questions, concerns and procedures to be followed. An extended discussion followed, with the following points being made, that: the Library Board's presentation allocated the required space for a new Center; further assessment of that space's applicability would be necessary; the at -large member may be drawn from those involved in the Life Enrichment program or the' Levy family; there was need for the task force to move quickly, though taking the necessary time to go through the process was also prudent. A short background of the plan to incorporate the Levy Center in the Library's plans was shared with members of the Center in attendance. Ms. Webb outlined issues to be addressed, stating that basically an evaluation would be made of whether the library building affords a desirable location for the Center, based on several criteria. Further discussion yielded that a public forum would be held at the end of the process, followed by the Board's decision. The material generated by the earlier focus groups was noted. Mr. Williams moved to accept the Library proposal to incorporate the Levy Senior Center into the complex, and that a task force be formed with the makeup out- lined above, and that zthe Board go on record as accepting the proposal this evening. Mrs. DeStefano seconded for discussion, which included: economic and land acquisition issues; the need to involve the Levy Center members through the task force; etc. Mr. Krasnow reminded the Board and audience that City Council and the City Manager had clearly stated the present Levy Center would not be destroyed until another, x comparable facility was in place. Ms. Shulse noted that City Council has not made a decision concerning the Library Board's recommendation which they recently received. Discussion elicited the need for unifi cation between Board and seniors. A roll tail vote was called for. Voting aye: Williams. Voting nay: Harris, Krasnow, DeStefano, Webb. Motion failed. Mr. Krasnow moved that the Board appoint a task force with Ms. Webb as chairperson, consisting of three members of the Recreation Board, three members chosen by the Levy Center Advisory Board, and one member -at -large chosen by the Chair of the task force. The purpose of the task force would be to develop a list of criteria for the Center which can be compared to the library building space and loca- tion. The task force would be given a mission to deliver a prelimin- ary report and set hearing dates between the task force and the Board sometime in January 1988. Ms. Harris seconded the motion. Discussion commenced on issues including the timeframe for the task force. Mr. Krasnow amended his motion so as not to include the January deadline. Mr. Krasnow addressed the members of the Levy Center present. He out- lined the proposed motion, and said no formal position on moving to the library facility has been made up to now. He invited the members' comments. Mr. Berry noted the next Levy Center Advisory Board meeting was December 1. He felt the criteria needed to address issues such ROBERT CROWN'ADVISORY BOARD REPORT -3- as free versus paid parking, which could keep members from using a facility. After further discussion, Mr. Krasnow called for the ques- tion on the pending motion. Upon voting, motion passed unanimously. Ms. Webb requested that the President of the Levy Advisory Board appoint three members for the task force and communicate that infor- mation to Ms. Webb so a meeting could be set up. Mr. Seaman reported that the October 30 Halloween parties were very successful, with over 140 children in two age groups attending. The November 7 Flea Market was also successful, with 101 tables sold. A report would follow. He hoped the Board would be able to attend the 13th annual Nutcracker December 4 - 6. Mr. Seaman gave special recog- nition to the volunteers and staff who worked hard to put the ice show together. VOLUNTEERS FROM BOARD Mr. Krasnow asked for three volunteers from the Board for the task FOR TASK FORCE force described above. It was agreed that Mrs. DeStefano, Ms. Harris and Ms. Webb (chair) would serve as members of the task force. TREASURER'S REPORT Ms. Harris said she had been advised by the Business Manager that total disbursements as of October 31, 1987 were $193,110.74. BUSINESS MANAGER'S Mr. Gordon reported that the Report could not be given at this date REPORT since the City processes the financial statements around the 15th of the month. He said that reports for both months would be given next month. COMMUNICATIONS UPDATE Ms. Swan gave the Board a synopsis of over 30 pages of information gathered from the marketing survey recently completed on Arts 8 Rec- reation. It showed an 81% awareness rating by Evanston citizens, which is a very high percentage; 87% of those phoned remembered re- ceiving the magazine in the last two months, which showed that Earn and Learn's distribution was effective; 66% said they look through three or more issues per year, with the fall issue the favorite. Other information showed that classes and workshops are learned about first of all through the magazine, secondly through a friend, and third through the Review. For festivals and performances, the maga- zine and Review both scored highly. Ms. Swan reported that 6% of Evanston citizens take courses, etc. outside of Evanston, mostly in Wilmette for children's programs, and in Chicago for adults. Mr. Krasnow asked that Ms. Swan draft a memorandum for his signature which would report the results of the survey to the Human Services Committee. SUPERINTENDENT'S Ms. Shulse reported that the two Clerk Typist II positions vacant in REPORT the Department (one through a promotion) had been filled by Vilma Matos and Kathy Osborne. Both employees, his. Shulse continued, have excellent credentials. Ms. Shulse announced that Paula Crismond, from Charlotte, N.C., had been chosen as the new Supervisor of Arts and Special Services. Ms. Shulse shared her strong background in arts, marketing strategies, grant writing, etc., and noted 14s. Crismond has finished most of her coursework for her graduate degree in Recreation Administration. Ms. Shulse further noted that Ms. Crismond will begin December 14, at which time the Department should again be fully staffed. Ms. Shulse also reported that the Natural Food Festival that the Leisure Learning Center conducted last week drew over 400 partici- pants. -4- At this point Ms. Shulse introduced Gloria Bond Cluney, Artistic Director of the Fleetwood-Jourdain Community Theatre, who presented a slide show highlighting past productions and the importance of the Theatre to the community. Ms. Bond Cluney noted the Friends of the Theatre and their important contributions, among them renovation of the new meeting room, a new saw for scenery construction and, with the Fleetwood-Jourdain Advisory Board, an awning above the entrance door. She noted the number of subscribers doubled this year. s Mamie Smith, Fleetwood-Jourdain Center Manager, outlined many future goals and objectives for the Theatre, among them to reach the maximum in terms of numbers of subscribers within 6 years; to develop promo- tions to reach the youth, motivate them to get involved; to expand the Board and its focus. She thanked the Recreation Board, advisory boards and the CDBG Committee for their support. MIDDLE MANAGEMENT The Board reviewed the four page report on staff goals and objectives, GOALS & OBJECTIVES including program priorities, time frames, cost and staff time needed. Ms. Shulse noted that, with the six month vacancy of one middle man- agement position, it has been difficult to accomplish many of the goals; also that many free programs which had been proposed may not now be affordable. She noted another report would be given in 8 to 9 months. Mrs. DeStefano found the report very factual. SHARED ENERGY UPDATE, Mr. Dorneker reviewed the contract that was initiated last August with ROBERT CROWN CENTER Impact Management Systems, and updated the Board on the following items: the low emissivity ceiling has been completed; the energy management digital control system has been in place for two months and is very successfully functioning; the main rink's lighting modifica- tions to save money by controlling the lighting better will be in- stalled by the end of November; the studio rink lighting modifications have been completed; the concourse and corridor lighting modifications which will reduce the amount of electricity needed to turn on and off will save close to $2,000 per year; a conversion of exit lighting to incandescent bulbs is being done; motion -sensor lights will be in by next week, which will turn off lights in unoccupied rooms; variable air volume has been in place for four months, so that the air handlers scale down the fans in unoccupied rooms; solar insulating film will be placed on skylights; gas fired boilers will replace electrical ones and operations and maintenance changers will lower water temperature. Mr. Dorneker reported that in ten year, the City's portion of the annual savings will be approximately $8,000 per year. Other benefits include: approximately $150,000 in new equipment, improved comfort level, increased operational efficiencies and guaranteed maintenance of the improvements. He noted the installations are progressing well, the Center had received one award already, and many area rinks are observing the progress closely and the benefits which may accrue. A general discussion of the contract followed. Mr. Krasnow noted that the worst impact on the budget would be a 0% change in savings; and any changes realized would be a positive change financially. C.D.B.G. COMMITTEE Ms. Shulse directed the Board's attention to a memorandum which out - APPROVAL TO REALLOCATE lined the C.D.B.G. funding for the current fiscal year for the Fleet - FUNDS FOR FLEETWOOD- wood-Jourdain Center and Theatre, noting that the remaining balance JOURDAIN after completion of the approved projects was $5,493. Recommended projects, which were either in the Four -Year Project Proposal for 1987, or included in the original UPARR/CD project which could not -5- be totally funded, or which have evolved as a high priority, were discussed. The recommended projects, totalling $5,473, were: rubber flooring for power weight room, replacement light fixtures in Center auditorium and construction of a dividing wall between Center's up- stairs office and game room. The Board discussed the needs at other centers, and the guidelines for C.D.B.G. funding which are met by the Fleetwood-Jourdain Center alone. Ms. Webb moved to accept the reallocation of funds outlined above. Mr. Krasnow seconded and the motion passed. FACILITY.RENTAL Mr..Krasnow noted that this issue came up informally sometime ago, and POLICY said the policy as outlined in the memo in this packet which was written per his request spelled out the assignment of recreation it facilities according to priorities. He invited anyone the opportunity' i to speak out if they felt the policy an ill-advised one. The eight r categories which prioritized rental requests were reviewed. Mr. Krasnow said that some concern had been expressed that two soccer organizations had had their schedules adversely effected by Recreation Department programs, and noted that page one of the policy states that' the Department programs have priority. Mr. Krasnow asked that the Board give clear direction as such to the Department if it agreed with i the policy, as the policy effected all the Centers and programs. After discussion, Ms. Webb moved to put this issue on the study docket to have time to read the nine -page policy and come to a decision. Ms. Harris seconded and motion passed. STUDY DOCKET The Board agreed that the Levy Center item could be removed. Ms. Shulse reported that she and Mr. Silkaitis had met with Acting Super- intendent Joe Hill concerning details of the Interscholastic Middle School Sports program with District 165. A discussion followed on the policy of developing new programs and the need to seek Board approval for such. Ms. Shulse outlined the general policy which is followed, in which the vast majority of programs are brought before the Board, but in which expansion of existing programs, or switching from a non -producing program might be accomplished with- out Board deliberation. Major programs, necessitating significant dollar resources, are always brought to the Board. Mr. Krasnow asked if the Board could be presented with a monthly list of all programs, both major and minor, being contemplated. Ms. Shulse gave an example 9 of programs at Fleetwood-Jourdain, many of which are not revenue pro- ducing, but which are piloted in response to the needs of the public. ►'I It was felt that the flexibility to make minor program changes as the needs arose, without waiting for the monthly Board meeting, was the best way for staff to manage the Department's programs. Mr. Williams agreed. COMMENTS FROM THE Mr. Williams noted that, in the Minutes of the Oct. 26 meeting of the BOARD Human Services Committee before which the Recreation Board appeared, his comments on future funding for recreation had been omitted. He felt it important to officially state that, in his considered opinion, unless there is a change in funding policies, we are going to continue to see a greater erosion of recreation programs and facilities in Evanston because every year there is less and less money, and Mr. Williams sees nothing under the present setup to change that trend. Ms. Harris noted another issue of Arts R Recreation was well done, especially the cover. She felt Mr. Dorneker's presentation timely -6- and well-done, and noted similar shared savings •plans may one day need to be done at the other'Recreation'centers. .Mrs. DeStefano also noted the good presentations this evening. ADJOURNMENT' It was moved and seconded to adjourn the Recreation Board at 9:21 p.m. Motion passed and it so adjourned. The next regularly scheduled meeting of the Evanston Recreation Board will be on Thursday, December 17, 1987 at 7:30 at the Fleetwood- ;: Jourdain Community Center. 1655 Foster, Evanston, IL. 1 tz EVANSTON RECREATION BOARD MEETING MINUTES December 17, 1987 Mr. Krasnow called the meeting.to order at'7:38-'p.m. The meeting was held at the Fleetwood-Jourdain Community Theatre Meeting Room, 2010 Dewey, Evanston, IL. .BOARD MEMBERS PRESENT: Mr. Henry Krasnow, President Ms. Janet Webb, First Vice President Mrs. Judith DeStefano, Second Vice President fir. David Williams, Secretary Ms. Julie Harris, Treasurer .STAFF MEMBERS PRESENT: Mr. Donald J. Wirth, Director, Parks, Recreation & Forestry Ms. Jean Ann Shuise, Superintendent of Recreation Mr. Robert Dorneker, Manager, Robert Crown Complex Ms. Paula Crismand, Supervisor of Arts & Special Services Mr. Cary Silkaitis, Supervisor of Sports & Fitness Ms. Mamie Smith, Manager, Fleetwood-Jourdain Center Ms. Shellea Swan, Public Information Specialist Mr. Mark Gordon, Business Manager Ms. Donna Scrutchins, Recreation Program Manager Mr. Robert Lloyd, Recreation Program Manager Ms. Darlene Nilges, Executive Secretary OTHERS PRESENT: Jane Volberding, Jerry Okarma, Dick Seaman, Ed Moran, Leila Raab. APPROVAL OF MINUTES Mr. Krasnow moved, and Ms. Webb seconded, the motion to approve the Minutes of the previous meeting, November 12, 1987. Motion was unanimously approved. RESOLUTION HONORING Mrs. DeStefano read the attached Resolution in honor of Dave Williams' DAVID A. WILLIAMS ten years of service as a Recreation Board member. Mr. Krasnow moved to adopt the Resolution, Ms. Harris seconded, and motion was unanimous— ly approved. ROBERT CROWN ADVISORY Mr. Seaman reported that the Nutcracker had the largest attendance of BOARD REPORT any previous performances. The Black Hawks'appearance and autograph signing was a highlight of the season's offerings. Mr. Seaman noted the upcoming skating competition to be held at Robert Crown which will attract people from surrounding areas. On behalf of the Advisory Board members, Mr. Seaman then unfurled a large scroll and presented it to Mr. Williams in appreciation for his ten years of service to the Recreation Department and Robert Crown.Center. j TREASURER'S REPORT Ms. Harris said she had been advised by the Business Manager that total`►' disbursements as of November 30, 1987 were $180,090.25.� BUSINESS MANAGER'S fir. Gordon reported that revenues recorded for this fiscal year,I REPORT through November 30, 1987, totaled $1,495,639.33, or 81.160M of the annual budget. Expenditures for the same period totaled $2,357,024.18, or 74.541. of the annual budget. �I -2- COMMUNICATIONS Ms. Swan reported that the summer camp brochure would be completed by UPDATE next week,.and that inquiries from parents already had been received. Pending City Council approval, she noted that work would begin at the end of this month on the April/May issue. GYM RENTAL PEE WAIVER The Board studied the request by Pope John XXIII School for waiver of REQUEST, POPE JOHN--­:`,1' the gym rental fee for practice time at the Robert Crown gym Tuesday, XXIII SCHOOL Wednesday and Thursday, 5:15 - 6:45. The Board reviewed the rental policy in place and its various categories and rental fees, as well as the Department budget for Robert Crown rentals. Mr. Krasnow noted that FARM is the only group not charged for gym time, and Ms. Shulse discussed the affiliation the Department has with FARM, which provides recreational opportunities for a great many Evanston youth. It was noted all other groups in the same classification as Pope John XXIII school paid for gym time. Discussion continued. Mrs. DeStefano felt the most important issue was that time had been provided at the Crown Center for this group, per their earlier request. The Board agreed to follow the written policy, and Mr. Krasnow asked Ms. Shulse to write the school representatives that the present policy would be maintained in this case, as it was for all other schools. UPDATE, SPECIAL COM- Ms. Webb reported on the two meetings held: one organizational meet- MITTEE FOR LEVY CENTER ing to outline the task, the other to begin work on the program state - PROGRAM STATEMENT ment. Specific needs for a multi -purpose room with stage had been outlined. The next meeting, Jan. 6 at Levy Center, would outline the requirements for the other multi -purpose rooms. Hs. Shulse reported that the Administration and Public Works Committee moved that representation from the Commission or: Aging be on the Special Committee and noted that Jane Volberding and a commissioner were present tonight. Mr. Krasnow asked for clarification on the Commission's purpose and on its involvement with the Levy Center. Mr. Okarma, a commissioner, outlined the agency's ten year involvement with older Evanston adults in terms of housing, recreation, extended care, etc., and noted the agency functioned as a central spokesperson, primarily in nursing' homes, for older adults. Discussion continued. Points noted included: The Commission had not been very involved during Ms. Volberding's ten- ure with the Levy Center, but welcomed more involvement; a need has been identified for a multi -purpose senior center to include health, education and recreational areas; many Evanston residents leave Evan- { ston for other communities' services such as all day senior care; the j! present adult population, while forecasted to remain approx. 14% of they population, will be growing older, impacting the types of services needed; social and nutritional services presently are scattered through• out the community and may miss many people in need of them. Ms. Volberding said that the Commission wished to add its input on the third level of the program statement, dealing with being a co -location for other services such as home health care, nutrition, etc. A multi- purpose Center in Arlington Heights was cited, in which every agency i involved had increased its client base by at least 58% over the past 1' six years. Mr. Krasnow outlined two issues for him: the overall issue of another body telling the Recreation Board to add another group to its special committee; and the possibility that the mandate or role of the Commis- sion on Aging may be different that the Recreation Board's, which was to determine the seniors' recreational needs, though he praised the Commission's work and goals. He noted the philosophical question of whether a senior center was better being a recreational center only, or a multi -purpose facility. -3- Ms. Harris noted that combining with the Commission might affort new insights for the Special Committee, but said her concern was with size requirements for a multi -purpose center. Mr. Williams shared Mr. Krasnow's concerns, and said the mandate of the Recreation Board was recreation only. Ms. Volberding said the Commission's role would be to work on and assist in the multi -purpose aspect while the Board worked on the recreational functions. Ms. Shulse stated that the Committee will outline three program state- ments: the programs as they exist now and the space needed to house them; additions and expansions to the present recreation program based on the Committee's recommendations; and the incorporation of additional senior services to the recreational ones. It was noted the architect could then compare the three statements with available space, and City Council could then make some decisions based on the information.. Mrs. DeStefann stated the Committee is fucusing on the needs of the seniors and the programs needed, not the physical library space. Discussion continued. Noted was the idea that any other services in a multi -purpose center would not be the responsibility of the Recrea- tion Board; City Council has mandated that the Board deal not only with recreation, but with other services as well; disagreement with the procedure being used to include the Commission, but agreement that there is a need to tap the sources that have the information. Mrs. DeStafano moved to add two people from the Commission on Aging to the Recreation task force. Ms. Webb seconded. Mr. Krasnow felt it would be a mistake not to consult with the Commission on Aging, but felt placing the members on the Committee, with preconceived notions that a multi -purpose center is advisable, may also be a mistake. Ms. Webb noted information could be gathered, but that the Board would not have to endorse all recommendations. Discussion continued, with focus on the specific number of members to add from the Commission on Aging. Mr. Williams offered an amendment to the motion stated above, that the representatives from the Commission on Aging be added in an advis- ory capacity. Ms. Webb seconded. Mrs. DeStefano rejected the amend" ment. Upon calling for the question, the motion to add two people from the Commission on Aging to the Recreation task force was passed, with Mr. Krasnow and Mr. Williams voting nay. SUPERINTENDENT'S Ms. Shulse personally thanked Mr. Williams, and extended the thanks of REPORT every staff member as well. She know personally the long hours and availability he gave the Department. Ms. Shulse then introduced Paula Crismond, newly hired as Supervisor of Arts b Special Services, and responsible for areas including the Levy Center, Fleetwood-Jourdain Center, Special Recreation, coordinating of summer camps, etc. Ms. Shulse then introduced Robert Lloyd, Recreation Program Manager, who gave a short presentation on Fleetwood-Jourdain's basketball league, which has doubled in size since 1984. Further growth, he continued, may necessitate the need for more gymnasium space, coaches, uniforms, etc. An additional 25-30 boys are expected in 1988.' Mr. Lloyd reported an increase in ping pang players recently, noting two more tables would be requested for next year to supplement two transferred from the Robert Crown Center. Mr. Lloyd shared a chart showing gym usage at Fleetwood-Jourdain, Mr. Krasnow noted the growing -4- demand for space in the basketball league would be an issue to discuss during budget meetings, Mrs. DeStefano felt increased enrollments were due to the fine work of the Center Director, Ms. Smith, and the two Program Managers, Mr. Lloyd and Ms. Scrutchins. Ms. Webb noted the FAAM girls' program doubled to 40 in one year. BOARD MEETING Mr.,Krasnow moved to approve the schedule as presented. Mr. Williams SCHEDULE FOR 1988 • noted more meetings scheduled at the centers, which he felt an excell- ent trend. Ms. Webb seconded, and the motion passed unanimously. JET SKI RULES AND Mr. Silkaitis explained that jet skis were much like small motorized REGULATIONS boats set on skis, and were dangerous in congested areas like the lakefront. Ms. Webb moved that the rule that the launching of jet skis is prohibited from the Church Street Boat Ramp and the public rights of way be forwarded'to the Human Services Committee for inclu- sion in Ordinance 49-0-78 which empowers the Recreation Board to adopt regulations. Mr. Williams seconded and the motion passed unanimously. Mr. Krasnow asked Ms. Shulse to prepare proper notification to the Human Services Committee. ADDITIONAL REQUIRE- Ms. Shulse outlined the problems occurring with some soccer players at MENTS AND FEES FOR the Robert Crown field. It is suggested that teams reserving soccer SOCCER PERMIT HOLDERS fields be required to designate an individual(s) as "field manager," AT ROBERT CROWN CENTER who would be responsible for informing team members and spectators about Robert Crown Center's restroom facilities and insisting that anyone in the area use the proper facilities, and alerting people that consumption of alcohol is prohibited by Ordinance. Revocation of the permit would result if the rules were not followed. A charge of an additional $7.00 per hour is requested so that, during summer months when the Crown Center is closed, a community center employee can be on hand to open the building and give players and spectators access to the bathroom. Ms. Webb suggested a tag be given at the time per- mits are issued which would designate "Field Manager." It was agreed that teams would be required to comply, and that second chances would not be given offenders. Discussion of the process ensued, and it was agreed that permits would be revoked for the season, and that litera- ' to inform residents living adjacent to the center would be dis- __cure tributed. Ms. Shulse will outline the new plan at an upcoming Robert Crown Advisory Committee meeting to which neighbors will be invited. Ms. Webb moved to accept the proposal as suggested above, with the change that field managers wear some type of identification, and that the permit would be revoked for the remainder of the season, and that no warning would be given before a permit is revoked. Mr. Williams seconded. Discussion ensued. Mr. Williams suggested the motion in- clude the provision that if a team has multiple permits, all would be revoked. Ms. Webb accepted the inclusion. Upon calling for the ques- tion, the motion passed. DIRECTOR'S REPORT fir. Wirth reported on guidelines for maintenance of Evanston's outdoor ice rinks. Snow must be cleared from the ground, which is more diffi- cult when there is no frost in the ground; at least 3 days of 150 or lower temperature is needed to have sufficient frost in the ground to make ice; several sprinklings are then needed. He speculated that, given current conditions, the rinks may not be ready by Christmas vaca- tion. He noted three flooding crews per night may be dispatched. 1 ILLINOIS ASSOCIATION OF PARK DISTRICTS— AWARDS FOR EVANSTON APPOINTMENT OF OFFICERS -5- Mrs. DeStefano asked for information on canal development, which Wil- mette had come out against recently. Mr. Wirth explained there were two items involved: Skokie's plan for harbor development, and the Metropolitan Sanitary District's comprehensive development of the canal for leisure uses. He felt Wilmette was objecting to the harbor, which is of concern to Evanston as well, since 600 boats at Oakton and McCormick would be very disruptive in terms of traffic and noise. Mr. Wirth noted a task force is being convened by the M.S.D. Mrs. DeStefano requested a copy of the Wilmette Park Board's recent minutes, and Mr. Wirth also agreed to give the Recreation Board the M.S.D.'s communications as they are received. The Board reviewed the I1. Parks and Recreation Association's awards received for best special facility brochure (Robert Crown's "We'll Put You On Ice") and best special programming brochure ("Evanston's Lively Lakefront"), and distinction of being in the top ten for issues of Arts b Recreation, and three of the magazines' covers, as well as the Fleet- wood-Jourdain Theatre brochure and Summer Camps '87 brochure. It was noted Evanston's Recreation Dept. was the only department to win two out of the ten "Best in Show" categories. The Board felt staff should be applauded for their efforts. The Board looked over the traditional pattern of rotation of officers. Mr. Krasnow suggested that the second vice presidential position be left open so that the new appointee to the Board would rotate through all positions before assuming the position of President. The Board agreed, and Mr. Krasnow moved that the new officers would be: Ms. Harris, President; Ms. Webb, Treasurer; Mrs. DeStefano, 1st Vice Presi- dent; Mr. Krasnow, Secretary; new appointee, 2nd Vice President. Mrs. DeStefano seconded. Mr. Williams noted that he could continue to serve until a new appointment had been made. Mr. Krasnow amended his motion to include Mr. Williams as 2nd Vice President until the new appointment was made. After discussion, motion passed unanimously. SPECIAL MEETING, Mr. Krasnow moved to approve the Minutes of the Special Meeting of the 12/12/87 . Recreation Board on December 12, 1987. Ms. Webb seconding, motion passed unanimously. COMMITTEE APPOINT- The Board discussed the Board members' appointments to the four MENTS committees (Program, Building & Grounds, Personnel and Finance). Among the items discussed were: advocating committee appointments according to particular office; suggestion to make the decision in January; the ability of any member to join any committee he was interested in. Mr. Krasnow noted the by-laws of the Board contain specific assignments of officers to committees, and asked Board members to review the by-laws before making a decision. Ms. Webb noted the assignments as outlined were sensible and n, red that they be used to assign Board members to committees. Mr. Williams seconded. Motion failed with Mr. Krasnow, Ms. Harris and Mrs. DeStefano voting nay. Ms. Shulse offered to have the material the Board requested at the January meeting, and the Board agreed. STUDY DOCKET The Board reviewed the Study Docket. COMMENTS FROM THE Mrs. DeStefano noted upcoming participation in a seminar for develop - BOARD ment of a music program for children not -in a formal program. She said Mr. Williams is irreplaceable and hoped he would continue to consult with the Board. 1 01 -6- Ms. Harris hoped we would have a successful and safe skating and tobogganing season, and thanked Mr. Williams for his guidance. Ms. Webb mentioned the story of "The Giving Tree" and said Mr. Williams - was: like that tree, and hoped he, like the tree, would give the other members a place to "rest." She said the Board and she would miss him. Mr. Krasnow said Mr. Williams would be missed, and wished t4s. Harris well as the new President. Mr. Williams thanked all for the farewell celebration. He welcomed :...,`.'., Ms. Crismond. He said that he was the real winner for his years on the Board. Mr. Williams said recreation in Evanston is in good hands with this Board, staff, and all who work for the Department, and that he.never ceases to be amazed at the Recreation Department staff's dedi- cation. ADJOURNMENT It was moved and seconded to adjourn the Recreation Board at 9:25 p.m. Motion passed and it was so adjourned. The next regularly scheduled meeting of the Evanston Recreation Board will be an Thursday, January 21, 1988 at 7:30 p.m. at the Civic Center, 2100 Ridge Ave., Evanston, IL. RESOLUTION tWIEREAS, David A. W.itti m has o66ehed uncompnontfAing concehn and Adite6a' cottin.i fluent 'Ao..tlte CLt1J o6 Evanston cutd*itA citizens, and WHEREAS, DavidA. W.iLLiatts has phov.ided ttnyietcting advocacy o6 the Evartaton Reclleatton ' Depah.bumt and .its pnogA m3 thhouglt ten yeah.s o6 dedicated aenvice as an Evanston RecheaUolt Board 1► utbeA, and -� WHEREAS, David A. Ati,LUma has contributed vatuabCe Inpat to the devetopne►:-t and .i�ttpfetuuta.tLon o6 seve�cat enmgy and money savutg AC eation pkogncuns, and WHEREM, David A. (aUtlmus has been .L11.6tntuttelttat bl. the cotibtMtction and cAeation o6 new hema.t:iDn 6ae c•.Li ties, and kenovati.ona and ilitpitovementb o6 aCneady eXi6tbtg Evanston coltrilft1ty centehs, and WHEREAS, David A. Itti.-Uants has helped to geneAate .incAeased hevenue .tlaougIt expatm•ion o6 ReMention Vepathuent p+cognauts, attd WHEREAS, David A. ItIi.WAna has conWbuted to the ett.Gtcthat and ahtistie. eituchlucilt o6 Evana.ton couvitut•ity metabeh.s .thh.nugh henovation o6 the Fteettuood-Jotthdain Thea.tAe, and -• WHEREAS, David A. IdUtl ms has hetped to promote greaten. eb6.tatency o6 u"dCe mattagememt: attpehv.ialon thhough Remeation Depa&Nett•t_sta66 heonganixation, and WHEREAS, David A. IdUttants has ass"ted .in pkoctutememt o6 a mo-te e66teteut, updated compttteA system bon .the Evanston Recheation Vepan.trtent, and WHEREAS, David A. itiLWams ha.e activety phemo•ted Evanston youth apoht6 teagc:es as a - 601.111deh, a Coachl1Le6enee, and an atlitale aasoct:atiDn membeh; I I • -NOW THEREFORE BE IT RESOLVED THAT the EvanAton RecAmtion BOW,.bi belta.C6 o6 the City o6 Evanston and the. ReeAea.tion Depaxtment, cottenend Vay.id ULLC.i.mm' many conthtbmtion4 to the City o6 Evaltaton, BE IT FARTHER RESOLVED THAT a copy o6 tfUA heao.N.Uon become a pant o6 the kcguCm mi nttes o6 .the Evanston Remeation Boated and that copies be 6ontmded to ummbem o6 .the City Counei.L and 1 .that adcLU.Lou t coptea be mnde avac.Cabte to tultomeveA etae may be coneehned. . Passed: December 17, 1787 llemy C. Knaeltutu, VACS- idelt.t